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Home My WebLink AboutORDINANCE 5844113 West Mountain Street Fayetteville, AR 72701 (479)575-8323 Ordinance: 5844 File Number: 2016-0010 RESCUE PHONE, INC.: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND AUTHORIZE THE PURCHASE OF A CRISIS RESPONSE SYSTEM FROM, RESCUE PHONE, INC. IN THE AMOUNT OF $22,985.00 PLUS APPLICABLE TAXES FOR USE BY THE POLICE DEPARTMENT, AND TO APPROVE A BUDGET ADJUSTMENT WHEREAS, the existing crisis response system used by the Police Department is more than twenty years old and the company that supplied the system no longer makes replacement parts which makes repairs difficult; and WHEREAS, the system supplied by Rescue Phone, Inc. is used by other law enforcement agencies in Northwest Arkansas and will increase interoperability during large scale events; and WHEREAS, Rescue Phone, Inc. sells directly to law enforcement agencies and is the sole source provider of the products that will best meet the needs of the Police Department. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section I: That the City Council of the City of Fayetteville, Arkansas hereby finds that such circumstances constitute an exceptional situation where formal competitive bidding is not feasible or practical and, therefore, waives the requirements of formal competitive bidding and authorizes the purchase of a Crisis Response System from Rescue Phone, Inc. in the amount of $22,985.00 plus applicable tares for use by the Police Department. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution. Page 1 Printed on 213116 File Number: 2016-0010 Ordinance 5844 PASSED and APPROVED on 2/2/2016 Page 2 Attest: 4a4'� e Sondra E. Smith, City Clerk Treasurer R. it . R GAT y OF ,S Printed on 213116 City of Fayetteville, Arkansas 113 West Mountain Street r Fayetteville, AR 72701 (479)575-8323 Text File File Number: 2016-0010 Agenda Date: 2/2/2016 Version: 1 Status: Passed In Control: City Council Meeting File Type: Ordinance Agenda Number: C. 2 RESCUE PHONE, INC.: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND AUTHORIZE THE PURCHASE OF A CRISIS RESPONSE SYSTEM FROM RESCUE PHONE, INC. IN THE AMOUNT OF $22,985.00 PLUS APPLICABLE TAXES FOR USE BY THE POLICE DEPARTMENT, AND TO APPROVE A BUDGET ADJUSTMENT WHEREAS, the existing crisis response system used by the Police Department is more than twenty years old and the company that supplied the system no longer snakes replacement parts which snakes repairs difficult; and WHEREAS, the system supplied by Rescue Phone, Inc. is used by other law enforcement agencies in Northwest Arkansas and will increase interoperability during large scale events; and WHEREAS, Rescue Phone, Inc. sells directly to law enforcement agencies and is the sole source provider of the products that will best meet the needs of the Police Department. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section I: That the City Council of the City of Fayetteville, Arkansas hereby finds that such circumstances constitute an exceptional situation where formal competitive bidding is not feasible or practical and, therefore, waives the requirements of formal competitive bidding and authorizes the purchase of a Crisis Response System from Rescue Phone, Inc. in the amount of $22,985.00 plus applicable taxes for use by the Police Department. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution. City o1 Fayetteville, Arkansas Page 1 Printed on 2/3/2016 City of Fayetteville Staff Review Form 2016-0010 Legistar File ID 2/2/2016 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Greg Tabor 12/18/201S Police / Police Department Submitted By Submitted Date Division / Department Action Recommendation: Approval of a bid waiver for the purchase of a Crisis Response Command System from Rescue Phone, Inc in the amount of $22,985 plus tax and approval of a budget adjustment in the amount of $2,684. 4470.9470.5801.00 Account Number 02062-1 Project Number Budgeted Item? Yes Does item have a cost? Yes Budget Adjustment Attached? Yes Budget Impact: Sales Tax Capital Improvements Fund Specialized Police Equipment Project Title Current Budget Funds Obligated Current Balance Item Cost Budget Adjustment Remaining Budget $ 39,852.00 �— 39,852.00 $ 25,226.04 $ 2,684.00 $ 17,309.96 V20140710 Previous Ordinance or Resolution N Original Contract Number: Comments: Approval Date: SOLE SOURCE JUSTIFICATION PURPOSE: This form, with one or more categories completed, must accompany purchase requisitions for the sole source procurement of equipment, services.or supplies exceeding S1000 (purchased from State Contract venders excepted). The purpose of sole source justification is to show that competitive bidding is impractical because only one product or service provider can meet a specific need. Therefore, an equitable evaluation of comparable products or services must be made and documented by the requester who shows that rejection of other products or services is based solely on their failure to meet that need. In cases where no other comparable source can be identified, a technical description of the product requested and a listing of those companies which were considered as alternative sources must be provided. Quality can be a subjective evaluation based upon opinion. Municipal (public) procurement law requires price considerations be evaluated via competitive quoting or bidding. While all sole source justifications are subject to review, sole source justified purchases of $20,000.00 or more must be publicly bid or a bid waiver approved by Council. Justifications must contain clear, in-depth, and accurate information in order to avoid protests and the possibility of delaying the procurement. INSTRUCTIONS: 1. Please type or print legible in ink. 2. Complete all categories and sectious that apply. 3. Provide full explanation, complete descriptions, and/or list all relevant reasons where space has been provided. Sole Source Justification forms lacking sufficient detail cannot be approved. 4. Sign and date the form in the space provided for "signature". 5. Improperly completed, and/or unsigned forms will be returned to the sender. TO: Purchasing Division Date: 12/13/2015 FROM: Willie Newman Dept: _Police Names of Requisitioner and Dept. Head SUBJECT: . Sole Source Justification Purchase Requisition (attached) Proposed Vendor Rescue Phone, Inc Product Description Crisis Response Command System 3. I have standardized the requested product/service; the use of another would require considerable time and money to evaluate. Explain: 4. The requested product is one which I (or my staff) have specialized training and/or extensive experience. Retraining would incur substantial cost in money and/or time. Explain: 5. Please consider sole source approval for this reason(s) (e.g. trade-in allowance; availability of services, parts and maintenance; product is a prototype; inventory of parts are maintained, etc.):. _ Staff requests sole source approval to Rescue Phone Inc to provide our crisis response command system. Rescue Phone sells its products directly to law enforcement _agencies. They have no distributors or sales representatives and are the sole source for their products Authorization: Full Name and Title of Requisitioner Willie Newman (typed or printed in ink) Signature Date /2//L/Z6r.i Full Name of Division d Chief Grea Tabor (typed or printed in ink) Signature � Date �eScrr2 l tioHe, Iv�c. 2146 PRIEST BRIDGE COURT, SUITE 3 CROFTON, MARYLAND 21114 TELEPHONE: 410-451-7300 FAX: 410-451-1452 TOLL FREE: 800-737-2832 www.RescuePhone.us EMAIL: info@RescuePhone.us FEINrrIN 52.1864804 CAGE CODE: 09UP4 DUNS: 87-711-3852 November 20, 2015 Willie Newman Fayetteville Police Department 100-A West Rock Street Fayetteville, Arkansas 72701 In response to represenlatIN(kg9 FSesCUez!?nohe, LrtCyRls. All Rescue Phone"' products are covered by a five year warranty. If you have any questions or concerns, please e-mail or call. Pricing and ordering information for our hostage negotiator telephone systems are as follows: RESCUE PHONE QUADTM CRISIS RESPONSE MODULE-WS-TC $ 6,495.00 RESCUE PHONE VIDEO COMMAND SYSTEM $14,995.00 RESCUE PHONE CELLULAR RESPONSE CONSOLE $ 1,495.00 $22,985.00 City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar) Budget Year Division: Police Adjustment Number 2016 Dept.: Police Requestor: W. Newman BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION: Savings recognized from the automated external defibulator (AED) and speed display signs project will be moved to supplement the cost of the crisis response system purchase within the Specialized Police Equipment project. COUNCIL DATE: 2/2/2016 LEGISTAR FILE ID#: 2016-0010 aGL ba-rW j eIV 1/5/2016 9:12 AM Budget Director TYPE: DESCRIPTION: Dote GLDATE: RESOLUTION/ORDINANCE POSTED: / TOTAL v.20150925 Increase / (Decrease) Proiect.Sub# Account Number Expense Revenue Project Sub AT Account Name 4470.9470.5210.00 (1,425) - 11008 1 EX Minor Equipment 4470.9470.5210.00 (1,259) 15014 1 EX Minor Equipment 4470.9470.5210.00 2,684 - 02062 1 EX Minor Equipment C:\Users\Ismith\AppDoto\Roaming\L5\Temp\d3bf2ob9-6ed9-4o16-9c33-8e4446c66e46 1 of 1 NORTHWEST ARKANSAS Dem®c (9Vazette _ P.O. BOX 1607, FAYETTEVILLE, AR, 72702 • 479.442.1700 • FAY,: 479.695-1118 • WWW.NWADG.COM AFFIDAVIT OF PUBLICATION I, Cathy Wiles, do solemnly swear that I am the Legal Clerk of the Northwest Arkansas Democrat -Gazette, printed and published in Washington County and Benton County, Arkansas, and of bona fide circulation, that from my own personal knowledge and reference to the files of said publication, the advertisement of: CITY OF FAYETTEVILLE Ord. 5844 Was inserted in the Regular Edition on: February 18, 2016 Publication Charges $ 105.30 Cathy Wiles Subscribed and sworn to before me This I$ day of q.�• , 2016. Notar ublic My Commission Expires: (Q� �l \A3�9 **NOTE** Please do not pay from Affidavit. Invoice will be sent. Ordinance: 5844 File Number: 2016-0010 RESCUE PHONE, INC.: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND AUTHORIZE THE PURCHASE OF A CRISIS RESPONSE SYSTEM FROM RESCUE PHONE, INC. IN THE AMOUNT OF S22,985.00 PLUS APPLICABLE TAXES FOR USE BY THE POLICE DEPARTMENT, AND TO APPROVE A BUDGET ADJUSTMENT WHEREAS, the existing crisis response system used by the Police Department is more than twenty years old and the company that supplied the system no longer makes replacement parts which makes repairs difficult; and WHEREAS, the system supplied by Rescue Phone, Inc. is used by other law enforcement agencies in Northwest Arkansas and will increase interoperability during large scale events; and WHEREAS, Rescue Phone, Inc. sells directly to law enforcement agencies and is the sole source provider of the products that will best meet the needs of the Police Department. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section is That the City Council of the City of Fayetteville. Arkansas hereby finds that such circumstances constitute an exceptional situation where formal competitive bidding is not feasible or practical and, therefore, waives the requirements of formal competitive bidding and authorizes the purchase of a Crisis Response System from Rescue Phone, Inc. in the amount of $22,985.00 plus applicable taxes for use by the Police Department. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution. PASSED and APPROVED on 2/2/2016 Approved: Lioneld Jordan, Mayor Attest: Sondra E. Smith, City Clerk Treasurer 73569763 Feb.18,2016