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HomeMy WebLinkAboutORDINANCE 6059113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Ordinance: 6059 File Number: 2018-0199 ADVANCED PUBLIC SAFETY, INC,: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVE THE PURCHASE OF FIFTY-ONE ZEBRA MODEL 520 E -TICKET PRINTERS AND TWO HANDHELD E -TICKET DEVICES FROM ADVANCED PUBLIC SAFETY, INC. IN THE AMOUNT OF $62,739.00, AND TO APPROVE A BUDGET ADJUSTMENT WHEREAS, the City has utilized Zebra printers and devices for use with the City's eTicket system since 2006 but parts and maintenance for the old Model 420 printers are no longer available; and WHEREAS, Zebra products are the only products guaranteed to ensure compatibility and continuity with the City's existing eTicket system and Advanced Public Safety is the only supplier that can include the firmware, locking vehicle cradles and warranties for these products. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby finds the above circumstances make competitive bidding not feasible or practical and therefore waives the requirements of formal competitive bidding and approves the purchase of fifty-one Zebra Model 520 eTicket printers and two handheld eTicket devices from Advanced Public Safety, Inc. in the amount of $62,739.00. 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 Ordinance. PASSED and APPROVED on 4/17/2018 Sondra E. Smith, City Clerk Treasurer Page 1 Printed on 4118118 V* I °k�•�\J� �y4 elYl�Ti-_wt_l Attest: : °, •y 111i Sondra E. Smith, City Clerk Treasurer Page 1 Printed on 4118118 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Text File File Number: 2018-0199 Agenda Date: 4/17/2018 Version: 1 Status: Passed In Control: City Council Meeting File Type: Ordinance Agenda Number: C 3 ADVANCED PUBLIC SAFETY, INC.: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVE THE PURCHASE OF FIFTY-ONE ZEBRA MODEL 520 E -TICKET PRINTERS AND TWO HANDHELD E -TICKET DEVICES FROM ADVANCED PUBLIC SAFETY, INC. IN THE AMOUNT OF $62,739.00, AND TO APPROVE A BUDGET ADJUSTMENT WHEREAS, the City has utilized Zebra printers and devices for use with the City's eTicket system since 2006 but parts and maintenance for the old Model 420 printers are no longer available; and WHEREAS, Zebra products are the only products guaranteed to ensure compatibility and continuity with the City's existing eTicket system and Advanced Public Safety is the only supplier that can include the firmware, locking vehicle cradles and warranties for these products. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby finds the above circumstances make competitive bidding not feasible or practical and therefore waives the requirements of formal competitive bidding and approves the purchase of fifty-one Zebra Model 520 eTicket printers and two handheld eTicket devices from Advanced Public Safety, Inc. in the amount of $62,739.00. 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 Ordinance. City of Fayetteville, Arkansas Page 1 Printed on 411812018 City of Fayetteville Staff Review Form 2018-0199 Legistar File ID 4/17/2018 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Greg Tabor 3/30/2018 POLICE (200) Submitted By Submitted Date Division / Department Action Recommendation: Staff recommends approval of a bid waiver authorizing the replacement and inventory of eTicket mobile Zebra printers and two additional handheld eTicket devices from Advanced Public Safety (APS) in the amount of $62,739 and a budget adjustment in the amount of $19,820. Furthermore, staff requests extension of this bid waiver, due to compatibility and continuity, for future purchases of patrol mobile printers as long as APS is our eTicket system provider. 4470.200.8200-5210.00 Account Number 16006.1 Project Number Budgeted Item? Yes Budget Impact: Sales Tax Capital Improvements Fund eTicket Equipment Replacement Project Title Current Budget Funds Obligated Current Balance Does item have a cost? Yes Item Cost Budget Adjustment Attached? Yes Budget Adjustment Remaining Budget $ 44,000.00 $ 1,081.00 $� 42,9 1.9.i $ 62,739.00 $ 19,820.00 V20180321 Purchase Order Number: Previous Ordinance or Resolution # Change Order Number: Original Contract Number: Comments: Approval Date:. CITY COUNCIL AGENDA MEMO CITY Or FAYETTEVILLE ARKANSAS MEETING OF APRIL 17, 2018 TO: Mayor and City Council FROM: Greg Tabor, Chief of Police! DATE: March 30, 2018 SUBJECT: Bid Waiver for eTicket Mobile Zebra Printers RECOMMENDATION: Staff recommends approval of a bid waiver authorizing the replacement and inventory of eTicket mobile Zebra printers and 2 additional handheld eTicket devices from Advanced Public Safety (APS) in the amount of $62,739 and a budget adjustment in the amount of $19,820. Furthermore, staff requests extension of this bid waiver, due to compatibility and continuity, for future purchases of patrol mobile printers as long as APS is our eTicket system provider. BACKGROUND: APS and New World,'Tyler Technologies developed an interface between their products specifically for law enforcement to automate their citation process in the early 2000s. Fayetteville City Council approved the purchase and implementation of our eTicket system on December 19, 2006 via Resolution number 219-06 in the amount of $195,525. This resolution approved all hardware, software, maintenance and interface required for implementation. Included in this purchase were 32 Zebra printers at a cost of $31,200. During the last eleven years, we have expanded our eTicket System to include 38 patrol units and 13 portable handheld units resulting in 51 printers requiring replacement. DISCUSSION: The current Model 420 Zebra printers installed for our eTicket System have been out of production for more than three years. Parts and maintenance for the Model 420 Zebra printers are no longer available. This upgrade to Model 520 Zebra printers has been planned for and funded within the Capital Improvements Program since 2016. Due to the ruggedness and dependability of these Zebra printers, we were able to extend their useful life an additional two years. Also, due to the expansion of patrol activity in our entertainment district, we need to purchase two additional handheld eTicket devices from APS. A bid waiver authorizing purchase of the Model 520 Zebra printers through APS will guarantee compatibility and continuity with our existing eTicket System. APS is the vendor authorized by Zebra Printers to have their firmware installed prior to shipping which enables plug and play installation. No other printer suppliers are available for quotes that include the Mailing Address: 113 W, Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 availability of the firmware, locking vehicle cradles and warranty on the Model 520 Zebra Printers. BUDGET/STAFF IMPACT: A budget adjustment in the amount of $19,820 combined with existing budgeted Capital Improvement Program funds in the amount of $42,919 will provide the necessary funding for project completion. This project has no impact on staffing. Attachments: Budget Adjustment APS Quotes ORDER FORM This Order Form is hereby incorporated into the MSA=hardware dated February 5, 2018 (as amended from time to time, the "Agreement') between Advanced Public Safety, Inc. ("Aptean") and Fayetteville Police Department ("Customer"). This Order Form is dated and effective as of the last date entered in the signature blocks below (the "Effective Date"). Aptean will provide Customer with the solution set forth below pursuant to the Agreement, which is incorporated herein by reference. In case of any conflict between the Agreement and this Order Form, the terms and conditions of this Order Form shall control, Aptean Sales Person: Patrick Coleman I Customer Contact Name: Tonyia Tannehill Invoicing and Payment Terms: 1. Do not pay from this Order Form. Aptean will invoice Customer upon execution of this Order Form for the fees set forth below plus applicable taxes. 2. Customer shall pay Aptean Net 30 days from the date of invoice. 3: If applicable, maintenance service fees after the initial term will be invoiced Annually. 4. Aptean has a NO REFUND policy. This Order Form, together with the Agreement, constitutes the entire agreement and supersedes all prior agreements (verbal or written) between the parties with respect to the subject matter hereof. Customer's acceptance of the software licensed hereunder is as delivered, with no expectation that Aptean would customize or modify the software for the Customer's specific business requirements unless agreed to in writing and signed by both parties. 19, Customer Blllin Inforrrta�ion Product Customer Ipping lnfonriation Name: Tonyia Tannehill Name: Andrew Shobe Title: Title: 38 USD 28,310.00 L. Address: 100 W Rock St Fayetteville, AR 72701 United States Address: 100 W Rock St Fayetteville, AR 72701 United States Phone: Phone: Email: Email: Fax: Fax: Invoicing and Payment Terms: 1. Do not pay from this Order Form. Aptean will invoice Customer upon execution of this Order Form for the fees set forth below plus applicable taxes. 2. Customer shall pay Aptean Net 30 days from the date of invoice. 3: If applicable, maintenance service fees after the initial term will be invoiced Annually. 4. Aptean has a NO REFUND policy. This Order Form, together with the Agreement, constitutes the entire agreement and supersedes all prior agreements (verbal or written) between the parties with respect to the subject matter hereof. Customer's acceptance of the software licensed hereunder is as delivered, with no expectation that Aptean would customize or modify the software for the Customer's specific business requirements unless agreed to in writing and signed by both parties. 19, Product Qty Price Shipping & Handling 1 USD 910.48 Zebra ZQ520 3 Year Extended Warranty, OneCare 38 USD 7,828.00 Comprehensive Zebra ZQ520 BT Printer, USB Cable 6 ft & 12 -volt Power 38 USD 28,310.00 L. Supply (Open -Ended) . - I 2018-104889 Zebra ZQ520 Vehicle Cradle (Locking) 38 USD 4,018.50 Hardware Total = USD 41,066.98 - ti rp Total= USD 41,066.98 If a party executes this Order Form via electronic signature, then such electronic signature shall be deemed to be such party's original signature for all purposes. The exchange of copies of this Order Form and of the signature pages by facsimile or other electronic transmission shall constitute effective execution and delivery of this Order Form as to the parties and may be used in lieu of the original Order Form for all purposes. 2018-104889 ORDER FORM This Order Form is hereby incorporated into the MSA=hardware dated March 22, 2018 (as amended from time to time, the "Agreement") between Advanced Public Safety, Inc. ("Aptean") and Fayetteville Police Department ("Customer"). This Order Form is dated and effective as of the last date entered in the signature blocks below (the "Effective Date"). Aptean will provide Customer with the solution set forth below pursuant to the Agreement, which is incorporated herein by reference. In case of any conflict between the Agreement and this Order Form, the terms and conditions of this Order Form shall control. Aptean Sales Person: Patrick Coleman Customer Contact Name: Tonyia Tannehill Invoicing and Payment Terms: 1. Do not pay from this Order Form. Aptean will invoice Customer upon execution of this Order Form for the fees set forth below plus applicable taxes. 2. Customer shall pay Aptean Net 30 days from the date of invoice. 3. If applicable, maintenance service fees after the initial term will be invoiced Annually. 4. Aptean has a NO REFUND policy. This Order Form, together with the Agreement, constitutes the entire agreement and supersedes all prior agreements (verbal or written) between the parties with respect to the subject matter hereof. Customer's acceptance of the software licensed hereunder is as delivered, with no expectation that Aptean would customize or modify the software for the Customer's specific business requirements unless agreed to in writing and signed by both parties. Product Customer Billinng Information Price Cus ower Sllii»ging Iniornti +tion Name: Tonyia Tannehill Name: Andrew Shobe Title: Zebra ZQ520 3 Year Extended Warranty, OneCare Comprehensive Title: USD 2,678.00 Address: 100 W Rock St Fayetteville, AR 72701 United States Address: 100 W Rock St Fayetteville, AR 72701 United States Phone: Phone: Email: Email: Fax: Fax: Invoicing and Payment Terms: 1. Do not pay from this Order Form. Aptean will invoice Customer upon execution of this Order Form for the fees set forth below plus applicable taxes. 2. Customer shall pay Aptean Net 30 days from the date of invoice. 3. If applicable, maintenance service fees after the initial term will be invoiced Annually. 4. Aptean has a NO REFUND policy. This Order Form, together with the Agreement, constitutes the entire agreement and supersedes all prior agreements (verbal or written) between the parties with respect to the subject matter hereof. Customer's acceptance of the software licensed hereunder is as delivered, with no expectation that Aptean would customize or modify the software for the Customer's specific business requirements unless agreed to in writing and signed by both parties. Product Qty Price Shipping & Handling 1 USD 223.73 Zebra ZQ520 110 Volt Mobile AC Adapter 13 USD 721.50 Zebra ZQ520 3 Year Extended Warranty, OneCare Comprehensive 13 USD 2,678.00 Zebra ZQ520 BT Printer BAA/TAA 13 USD 8,580.00 2018-107770 If a party executes this Order Form via electronic signature, then such electronic signature shall be deemed to be such party's original signature for all purposes. The exchange of copies of this Order Form and of the signature pages by facsimile or other electronic transmission shall constitute effective execution and detivery of this 6rder Form as to the parties and may be used in lieu of the original Order Form for all purposes. 2018-107770 ORDER FORM This Order Form is hereby incorporated into the MSA=hardware dated March 21, 2018 (as amended from time to time, the "Agreement") between Advanced Public Safety, Inc. ("Aptean") and Fayetteville Police Department ("Customer"). This Order Form is dated and effective as of the last date entered in the signature blocks below (the "Effective Date"), Aptean will provide Customer with the solution set forth below pursuant to the Agreement, which is incorporated herein by reference. In case of any conflict between the Agreement and this Order Form, the terms and conditions of this Order Form shall control. Aptean Sales Person: Patrick Coleman Customer Contact Name: Tonyia Tannehill Invoicing and Payment Terms: 1. Do not pay from this Order Form. Aptean will invoice Customer upon execution of this Order Form for the fees set forth below plus applicable taxes. 2. Customer shall pay Aptean Net 30 days from the date of invoice. 3. If applicable, maintenance service fees after the initial term will be invoiced Annually. 4. Aptean has a NO REFUND policy. This Order Form, together with the Agreement, constitutes the entire agreement and supersedes all prior agreements (verbal or written) between the parties with respect to the subject matter hereof. Customer's acceptance of the software licensed hereunder is as delivered, with no expectation that Aptean would customize or modify the software for the Customer's specific business requirements unless agreed to in writing and signed by both parties. Product Qty Price Motorola MC55 Cradle Kit - Cradle, 110 Power Supply & USB 2 USD 417.00 Cable Motorola MC55A Handheld, BT, 2D D/L, Camera, 256MB/iGB, 2 USD 3,435.00 Qwerty & Extended Battery Shipping & Handling 1 USD 42.80 i. 201 &107771 Customer X31. 3rinu Information gustorner Shiprtnt] tnformation Name: Tonyia Tannehill Name: Andrew Shobe Title: Title: Address: 100 W Rock St Fayetteville, AR 72701 United States Address: 100 W Rock St Fayetteville, AR 72701 United States Phone: _ Phone: Email: Email: Fax: - Fax: Invoicing and Payment Terms: 1. Do not pay from this Order Form. Aptean will invoice Customer upon execution of this Order Form for the fees set forth below plus applicable taxes. 2. Customer shall pay Aptean Net 30 days from the date of invoice. 3. If applicable, maintenance service fees after the initial term will be invoiced Annually. 4. Aptean has a NO REFUND policy. This Order Form, together with the Agreement, constitutes the entire agreement and supersedes all prior agreements (verbal or written) between the parties with respect to the subject matter hereof. Customer's acceptance of the software licensed hereunder is as delivered, with no expectation that Aptean would customize or modify the software for the Customer's specific business requirements unless agreed to in writing and signed by both parties. Product Qty Price Motorola MC55 Cradle Kit - Cradle, 110 Power Supply & USB 2 USD 417.00 Cable Motorola MC55A Handheld, BT, 2D D/L, Camera, 256MB/iGB, 2 USD 3,435.00 Qwerty & Extended Battery Shipping & Handling 1 USD 42.80 i. 201 &107771 Hardware Total = USD 3,894.80 Total = USD 3,894.80 If a party executes this Order Form via electronic signature, then such electronic signature shall be deemed to be such party's original signature for all purposes_ The exchange of copies of this Order Form and of the signature pages by facsimile or other electronic transmission shall constitute effective execution and delivery of this Order Form as to the parties and may be used in lieu of the original Order Form for all purposes. 2018-107771 DocuEign Envelope ID! 001C0030.1031.4002-ACC9-OD7CD491333D ORDER FORM SIGNATURE PAGE Fayettev a Police Depafhent Advanced Public Safety, Inc. DocuSignaG by: By By LDocuSigned by 'Owen. Autho ed ignatuVn Aul ' %j�"�tre LI.Oneld Jot Katherine Dunn Printed Name Printed Name Mayor vice President and General counsel Title: Title: April 17, 2018 3/30/2018 Date: Date: PO #: Tax Exempt #: RECEIVED MAY 14 2018 NORTHWEST ARKANSASCITY OF FAYETTEVILLE CITY CLERKS OFFdCE Democrat IF aze& �,..,, f; d :. ��._ L 0t :79 Elie ,.,��,°�',.•,C6 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. 6059 Was inserted in the Regular Edition on: April 26, 2018 Publication Charges: $ 101.40 Cathy Wiles Subscribed and sworn to before me This y day of y1't 7 , 2018. JO,1 9,Pc-"-- Notary Public My Commission Expires: zfizl Z1� TA,%,IMy RUSHER Notary Public —Arkansas Washington County Ccmmissicn m 12703120 N.1, Commission Expires Feb 12. 2028 **NOTE** Please do not pay from Affidavit. Invoice will be sent. Ordinance: 6059 File Number: 2018-0199 ADVANCED PUBLIC SAFETY, INC.: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVE THE PURCHASE OF FIFTY- ONE ZEBRA MODEL 520 E -TICKET PRINTERS AND TWO HANDHELD E - TICKET DEVICES FROM ADVANCED PUBLIC SAFETY, INC. IN THE AMOUNT OF $62,739.00, AND TO APPROVE A BUDGET ADJUSTMENT WHEREAS, the City has utilized Zebra printers and devices for use with the City's eTicket system since 2006 but parts and inaintenance for the old Model 420 printers are no longer available; and WHEREAS, Zebra products are the only products guaranteed to ensure compatibility and continuity with the City's existing eTicket system and Advanced Public Safety is the only supplier that can include the firmware, locking vehicle cradles and warranties for these products. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby finds the above circumstances make competitive bidding not feasible or practical and therefore waives the requirements of formal competitive bidding and approves the purchase of fifty-one Zebra Model 520 eTicket printers and two handheld eTicket devices from Advanced Public Safety, Inc. in the amount of $62,739.00. 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 Ordinance. PASSED and APPROVED on 4/17/2018 Approved: Lioneld Jordan, Mayor Attest: Sondra E. Smith, City Clerk Treasurer 74502002 April 26, 2018