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HomeMy WebLinkAboutPR 17612: CONTRACT WITH KAY ELECTRONICS FOR STREET TREK3 SOFTWARE PURCHASE TRANSIT DEPARTMENT MEMORANDUM TO: Floyd T. Johnson, City Manager and City Council FROM: Colleen Russell, Transit Director SUBJ: P.R. NO. 17612 To accept enter into a contract with Kay Electronics them for software purchase, installation, and licenses to be provided. DATE: May 21, 2013 RECOMMENDATION: The Transit Department recommends that the City Council authorize the City Manager to enter into a contract with Kay Electronics for an amount not to exceed $19,715. BACKGROUND: Since the FTA requires competitive bids under Circular 4221.1F. The antenna was replaced but the upgrading of the GPS software, needed to be bid or quotes acquired to note the best and most reasonable company for these contractual services. BUDGET/FISCAL EFFECT: Funds are available in account no(s). 402 - 1508.561.57 -00, payment for software , installation and maintenance under ARRA grant TX96 -X040 —ALI- 11.42.08 STAFF/EMPLOYEE EFFECT: Radio and GPS tracking will be in progress et . SUMMARY: Transit will have a contract for upgraded GPS software for their radios and GPS tracking as per . FTA mandate and in . • orda - e with the City's procurement practices. Colleen W. Russell, sit Direc or , 1 StreetTre ..., FOR ' MOTOTRBO TM Pmlessiorral Digital Two-Way Radio System Real -time asset tracking and management with high - resolution Tele Atlas maps. StreetTrek3TM is the industry's leading asset management solution for MOTOTRBOTM Professional Digital Two -Way Radio Systems. This powerful software solution provides dispatchers and administrators with real -time asset tracking and management capabilities with high - resolution Tana maps to improve operational efficiency. o 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 o High - resolution, US street level Tana maps provide greater o Multiple map views, customized asset graphics, and asset detail for precision tracking. Optional country maps, custom history reports with breadcrumb trail allow for individual maps, satellite maps, and picture integration are available. assets to be easily tracked. (Reports may be exported in CSV or TXT formats) o Highly customizable map layers allow users to adjust the display for their specific needs. o Optional Milsoft and NISC integration with appropriate server. o Address search, street directionality, and landmarks work o Online updates allow StreetTrek3 to operate with the with satellite map integration to provide advanced tracking. latest data and functionality. o Advanced features, such as geofencing and telemetry with both 0 StreetTrek3 integrates seamlessly with StreetTrek Location visual and audible alerts, provide greater asset monitoring and and Messaging Server', TrboDVR Server", Capacity Plus control. Geofencing and emergency notifications with email alerts. and Connect Plus Servers', allowing for multiple clients. ' �nm ogp l aa ��m ' [�_� _I ._ kl• �fld4� e a ? ' d� .f i ,f";�f ,i ... �} � ":' � �'.' Q F g7s� 7 �.:u 1 Single User /Server System Fp,t� p �; - . - El tst ° • � �� T , t l �� iii,;. • Microsoft® Windows® XP; Windows Vista; 1 ", 4c, ! - ( CHUM q , , rT aM In a y� / ' f C or Windows 7 (Both 32 & 64 Bit Versions) • r t G803. > 4 f •° 1 w ': 5� n6m orrt � w • AL , ' , 7 .0 • P �oLF r:) t . • 3 GB of RAM µ'ms ." P Nnrt i s I I � . . II � ➢� 5 • ^^S 4 ' r do ,C� 1 s 0 p � h;t / . , • 250 GB of available hard -disk space / ak°n I �� - ', , 1 "` l � ''_ -,7 I', RdJ _ti.. • 1.5 GHz or greater processor speed y } s y dM i . �4�,J . • 1 8839 Br ., + 5 ` do' s °5 oe W - J r Y T ,f,,,'- k : o , A" ,. qs ,; 447. _ • 1 free USB port per MOTOTRBO radio ,t�F/gewater i ! j '� 0[ . - .f-,,, A ` l'.6' ` y � ' © ; \.� . ° rl a�) , , � 'f fig "' , • Ethernet connection to LAN /Internet • / • Ii8lgl•. 4, % " 7t'grl ) Y H21 r i Po Mac , ''. �% ' ' / , ' a ,./ ( G-03� zys' ;_ '' oI'' Client System / { �(M -65 )x' ' 7f . i� * �pi� °M 2 ; ILo'' 1 i • Microsoft® Windows® XP; Windows Vista; it r 6 "i 'PR77 07 4 . - - ro at or Windows 7 (Both 32 & 64 Bit Versions) , g /, i0.15./; , i' � / a .; N�� R m 0 • 3 GB of RAM Cont us today to find out how StreetTrek3 can help you better • 250 GB of available hard - disk space manage your mobile and portable assets. • 1.5 GHz or greater processor speed 866.531.7676 1 www.StreetTrek.com • Ethernet connection to IAN /Internet PROFESSIONAL RADIO I 1 ® MOTOROLA SOLUTIONS A P L I C A T I O N Radio Solutions Channel Partner pmmel MOTOROLA, MOTO, MOTOROLA SOLUTIONS and the Stylized M Logo are trademarks or registered trademarks of Motorola Trademark Holdings, LLC and are used under license. All other trademarks „,,,,, w ,,,,, von are the property of their respective owners. ©2012 Motorola Solutions, Inc. All rights reserved. Keeping you in touch. Keeping you in control. streetTreIC. A division of Comtran Associates, Inc. 1 P.R. No. 17612 05/04/2013 CWR Page 1 of 9 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH KAY ELECTRONICS OF BEAUMONT, TEXAS FOR THE PURCHASE OF STREET TREK3 SOFTWARE IN THE NOT TO EXCEED AMOUNT OF $19,715; FUNDS AVAILABLE IN ARRA ACCOUNT: 402 - 1508- 561.57 -00 (LINE ITEM 11.42.08 - SOFTWARE INSTALLATION) WHEREAS, requests were sent to various vendors with regard to the Transit Department's desire to purchase StreetTrek3 Software, which will allow for better tracking of the buses, as well as improved radio transmission; and WHEREAS, the deadline to submit quotes was set to the close of business at 5 p.m. on April 17, 2013; and WHEREAS, only one vendor, Kay Electronics of Beaumont, Texas, submitted a quote and is considered the single supplier in this area, as delineated in the justification memo attached as Exhibit "A "; and WHEREAS, the Transit Department requests that the City Council authorize a contract with Kay Electronics in an amount not to exceed $19,715 to purchase, install and provide licenses for StreetTrek3, upgraded GPS software; and WHEREAS, the Federal Transit Administration has reviewed the process and agreed to the purchase. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT, the facts and opinions in the preamble are true and correct. THAT, the City Manager is authorized to enter into a contract with Kay Electronics of Beaumont, Texas in an amount not to exceed $19,715 for the purchase, installation, and provision of licenses for StreetTrek3 software in substantially the same form as attached hereto as Exhibit `B ". THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, ADOPTED, AND APPROVED, this day of , 2013 AD, at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following vote: AYES: Mayor: • Councilmembers: • • NOES: Deloris "Bobbie" Prince, Mayor ATTEST: City Secretary APPR S AS/f0 FORM: //i ∎ Val Tizeno, W A torn, APPROVED FOR ADMINISTRATION: Floyd T. Johnso ' ity Man.: r 4100 v- Colleen W. Russell, Transit Director APPROVED P TO AVAILABILITY OF FUNDS: Deborah Echols, Finance Director - (402 -1508- 561.57.00 -ALI 11.42.08) Oftatlit Shawna Tubbs, c hasing Manager EXHIBIT "A" CITY OF PORT ARTHUR TRANSIT DEPARTMENT Memo TO: DEBORAH ECHOLS, FINANCE DIRECTOR SHAWNA TUBBS, PURCHASING DIRECTOR VAL TIZENO, CITY ATTORNEY FROM: MS. COLLEEN RUSSELL, TRANSIT DIRECTOR SUBJECT: JUSTIFICATION FOR NON- COMPETITIVE PROCUREMENT: SOLE SOURCE JUSTIFICATION P. R. - 17612 DATE: APRIL 15, 2013 BACKGROUND: This sole source justification notice is to confirm that the Street Trek 3 software is a sole source product manufactured and sold by Motorola, distributed to exclusive agents like Kay Electronics, who knows how to install and maintain the software. Kay Electronics is located at 1910 W. Cardinal Drive Beaumont, TX 77705. No other company, makes a similar or competing product so this product must be purchased directly by institutions namely those like Kay Electronics from Motorola. Even though Motorola carries the software no other "equals" were found that does both functions (tracking and radio antenna ion) . A request was sent to various vendors on April 9, 2013 and quotes were to be obtained by the close of business day April 17, 2013. The following vendors were sent request: Companies Response Industrial Communication None Continental Wireless None SWS Communication None National Radio None Bearcom None All Points Communication None One Network Enterprise None Houston Communication None FRC Global None SAT Radio None Houston Two Way Radio None Cell Moore Communication None Additionally, competition is precluded by vendors who have no knowledge of software, nor are they licensed to install such software. The following vendors were contacted Company Contact after the bid Response Prices/ Installation was closed Best Buy (409) 896 -2275 Phone No item Radio Shack (409)838 -1360 Phone No item EBay ( online search) No item Fleet matics (online search) Email No item Tele- Matrix ( online search) Email No item JUSTIFICATION FOR NON - COMPETITIVE PROCUREMENT- P.R. 17612 Summary: There is no other like product available for purchase that would serve the same purpose or function and there is only one price for the above name product because of exclusive distribution or marketing rights. Using Street Trek services Transit will be able to increase the level of responsiveness to dispatch and customers by radio and Managers will be able to track the local of the drivers by GPS. The software will improve routing productivity and efficiency, reduce response time, and will meet the FTA mandate for digital radio services. Best Regards, g , Ms. Colleen R sell, ra sit Director L m A, p r. 10. 2013 10:49AM No. 9028 P. 2 ilinratt ris so Mt 120 OS Foam a- it arra OD WE* s R W " Please provide a quote for the authorized.Motorola materials, licenses, and installation for the following to Colleen Russell by Wednesday, April 17, 2013 by 12:00 p.m. central time. Fax: 4 09- 982 -5358. Phone: 409- 983 -8274 Quamti Model Number Descri • (ion Unit Cost Total Cost StreetTrek3 Client to track up to 50 2 C a'7 GC °O 7 ST3 -050 Assets _ $6-c A alc. m S E-76—: e � Extended one year telephone technical _ dv 1 TSST support option for StreetTrek $ 5 b. Wu $ Installation of StreetTrek Server 12 Software and additional clients $ 4 S a' $ -W a° Reprogram Radios to remove 25KFT.z Channels as Required by the FCC and to program for operation if GPS server cc) $ �-66 ba 24 faits $ Work will be complete In O 1 _ calendar days, p Elie-4(01y e_, iqjD .0.41 COM A Y NAME STREET ADDRESS 1 S G ATURE OP I31DDPR P.O. BOX Ad ' , el tt PRINT OR TYPE NAME CITY STATE ZIP A dt ttarrl M Par‘ TITLE AEA CODE TELEPHONE NO d ec, rp.1l • Cod 110 9 a45 EMAIL FAX NO. EXHIBIT "B" CONTRACT FOR GPS TRACKING SERVICES UPGRADE, BY KAY ELECRONICS, BEAUMONT, TX 77705 FOR THE CITY OF PORT ARTHUR TRANSIT DEPARTMENT THIS AGREEMENT, made this day of 2013, by and between the City of Port Arthur, a municipal corporation organized under the laws of the State of Texas, hereinafter called "OWNER" or "CITY" and Kay Electronics herein acting by and through hereinafter called "CONTRACTOR" WITNESSETH: That for and in consideration of the payment terms, conditions and agreements set forth herein, OWNER and CONTRACTOR agree as follows: 1. The term of this Contract shall be completed within ten (10) working calendar days of the date of the Notice to Proceed. The City can terminate this contract at its convenience which includes, but is not limited to, funding not being available in any budget cycle with ten (10) days written notice. 2. The Contractor will supply all requirements as per Federal Law as set forth by the Federal Communications Commission (FCC) for the City of Port Arthur Transit Department. 3. During, the term of this Contract, the Contractor will furnish at his own expense all of the materials, supplies, tools, equipment, labor and other services necessary to connection therewith, excepting those supplies specifically not required of Contractor. 4 The CONTRACTOR agrees to perform all the work described in the specifications g p and contract documents and to comply with the terms therein in the amount not to exceed $19,715 for software purchase, installation and licenses. 5. The term "Contract Documents" means and includes the following: 1) Agreement 2) Quote (Informal Bid) 6. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors and assigns. 7. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly authorized officials, this Agreement in (2 copies) each of which shall be deemed an original on the date first above written. Signed on the day of , 2013. CONTRACT FOR GPS TRACKING SERVICES UPGRADE, BY KAY ELECRONICS, BEAUMONT, TX 77705 FOR THE CITY OF PORT ARTHUR- TRANSIT DEPARTMENT ATTEST: CITY OF PORT ARTHUR BY CITY SECRETARY Floyd T. Johnson, City Manager Signed on the day of , 2013, WITNESSED: Kay Electronics. 1910 West Cardinal Drive, Beaumont, TX. 77705 BY CITY SECRETARY Print Name: Title: :1e Apr. 10. 2013 10:49AiM No. 9028 P. 2 il if e 00 1 tv coif , rt h lug v K or' eil so a Please provide a quote for the authorized.Ivlotorola materials, licenses, and installation for the following to Colleen Russell by Wednesday, April 17, 2013 by 12:00 p.m. central time. Fax: 409-982-5318. Phone. 409-983.8274 Quantity Model Number Descri tton _Unit Cost Total Cost StreetTrek3 Client to track up to 50 .2 Gr . 7 GO i °° 7 ST3 -050 Assets $5'ei a arc. a $ 4, g76 6 6 --- Extended one year telephone technical — 1 TSST support option for StreotTrek ` $ 5-06.v° $ no, od Installation of StrootTrek Server �� as 12 Software and additional clients $ Reprogram Radios to remove 251(Hz Channels as Required by the FCC and to program for operation if CPS setver G c() $ �'(,b. b a 24 faits $ Work will be complete In 10 � ' ._ calendar days, ' A p I EL-4(4 t, l e i t'4 cp 0. aplt4i fr Die.. COMA Y NAME. STREET ADDRESS ) , --- S G ATURE OF BIDDER P.O. BOX )11;e-it-el t _ sa on , rile-( PRINT OR TYPE NAME CITY STATE ZIP 116.o n Art AI tit- tor vl.:2_ X77ee TITLE AEA C0.0E TELEPHONE NO d I c : P dec,"CiZ0 .004 09 81- 24c9 EMA1T FAX NO. P. R. #17612 Exhibit "B" (City of Port Arthur) (Law Department) (Required Form) (07/08/88), (10/05/89), (03/15/90), (p. 2 Revised 09/18/90) CERTIFICATE OF STANDARD FORM CONTRACT FOR LAW DEPARTMENT REVIEW AND CITY COUNCIL AGENDA I certify that the contract (hereinafter called "said contract ") affixed to the attached proposed City Council Resolution No. is an exact duplicate of an applicable standard form contract (the title of which is shown below) previously approved by the Law Department and adopted as a standard form by City Council Resolution, except for the blanks that have been filled in with all necessary information and except for the changes described below. i The title of the applicable standard form contract is: [ ] Federally Funded Construction Contract, Revised 01/05/88, 07/89, 08/89 [ ] Non- Federally Funded Construction Contract, Revised 01/05/88, 07/89, 08/89 [ ] Federal - Professional Services - Engineering Contract, Revised 01/05/88, 05/89, 07/89, 04/91 [ ] Non- Federal - Professional Services - Engineering Contract, Revised 01/05/88, 05/89( §10), 07/89( §8) [ ] CDBG - Professional Services - Engineering Contract, Revised 01/05/88, 05/89, § 07/89§ [ ] Federal - Professional Services - Non - Engineering (Consultant) contract, Revised 01/05/88, 05/89(§10), 07/89( §8) [ ] Non - Federal - Professional Services - Non - Engineering (Consultant) Contract Revised 01/05/88, 05/89 ( §10), 07/89( §8) [ ] CDBG - Professional Services - Non - Engineering (Consultant) Contract, Revised 01/05/88, 05/89(§10), 07/89( §8) Ix] Other Standard Form Contract, described as follows: Federal - Contractual Services for software purchase installation and licenses. The changes are as follows: (Put an "X" in the appropriate [ ]). [] None. [ ] The following described provisions at the indicated page, section, etc. of the standard form have been deleted from said contract: DELETIONS Section or Section or Page Number Paragraph No. Subparagraph No. Where Deleted and Caption and Caption Provision is Which Contains Which Contains Description of Found On Provision Deleted Provision Deleted Provision Standard Form From Form From Form Deleted P.R. #17612 Exhibit `B" 1 1 The following described provisions at the indicated page, section, etc. of the standard form have been altered, modified, replaced or otherwise changed: ALTERATIONS, MODIFICATIONS, REPLACEMENTS, ETC. Sub § or Page, § & caption; Page No. § Or § No. Sub § No. sub § & caption, Where & Caption of & Caption etc. of said contract Provision Standard of Standard Description which contains Found On Form which form which of Provision altered, etc. provision; & Standard Contains Contains in Standard Description of Alteration Form Provision Provision Form etc. [ [ The following provisions have been added to Said Contract: ADDITIONS Page, Section and Caption Subsection and Caption, etc. of said Contract Which Contains the Added Provision and Description Thereof I further certify that said attached proposed City Council Resolution contains the following provision: "That said contract is an exact duplicate of a City Standard Form Contract except for the changes described in the Certificate of Standard Form Contract, a copy of which is attached hereto as Exhibit "B" and is hereby incorporated by reference, and said changes are hereby approved." I understand that this certificate will be relied on by the Law Department in reviewing and approving (or rejecting) as to form and by the City Council in reviewing and adopting (or rejecting) said Resolution and Contract. Signed this _ day of May, 2013. Colleen Russell, Director of Transit