Paul Woods, President Rebecca W. Arnold, Vice President Sara M. Baker, Commissioner Jim D. Hansen, Commissioner Kent Goldthorpe, Commissioner December 8, 207 To: From: ACHD Commission Bruce Wong, Director Don Roell, Facility Specialist Subject: Resolution No. 225 Genetec Access/CCTV Sole Source Procurement Facts and Findings: Idaho Code 67-2808 authorizes a sole source expenditure where only one source is reasonably available and the compatibility of equipment, components, accessories, computer software, replacement parts or service is the paramount consideration; and such provision requires the Board of Commissioners to make a declaration that only one vendor is available for the purchase of the personal property to be acquired. In FY 205 Facilities and IT initiated a conversion of our ACCESS and CCTV System to Genetec Security Center Software to replace the multi brand outdated systems that were in place at ACHD locations through a competitive evaluation process completed by IT under Gary Nelson. Currently, ACHD s Cloverdale and Commuteride locations are fully converted to the Genetec Platform. For FY 208, Facilities budgeted to continue this implementation at our Adams/Administration Campuses. Facilities Proposed to spend $8,798.30 to convert our Mechanic and Weld Shops Buildings (A-8 and part of A-4) to this new Access System. The remaining $3,20.70 will be spent converting cameras to the new CCTV System as allowed. Furthermore, Facilities has budgeted another $50,000.00 to complete this conversion for all Campuses in FY 209 and will propose another Sole Source Procurement at that time. The proposed Resolution No. 225 is attached hereto as Exhibit A. The Notice of Sole Source Procurement is attached hereto as Exhibit B and the 208 implementation cost is attached as Exhibit C. Fiscal Impacts: The requested amount of $50,000.00 is budgeted in 492.4300. Staff Recommendation: Staff recommends the ACHD Commission approve the Genetec Access/CCTV Sole Source Procurement with CompuNet, Inc. in the NTE amount of $50,000.00. cc: Paul Daigle, Acting Maintenance Deputy Director Ada County Highway District 3775 Adams Street Garden City, ID 8374 PH 208 387-600 FX 345-7650 www.achdidaho.org
Exhibit A RESOLUTION NO. 225 BY THE ADA COUNTY HIGHWAY DISTRICT BOARD OF COMMISSIONERS: PAUL WOODS, REBECCA W. ARNOLD, SARA M. BAKER, AND JIM D. HANSEN, KENT GOLDTHORPE, A RESOLUTION DECLARING A SOLE SOURCE EXPENDITURE FOR THE PURCHASE AND INSTALLATION OF GENETEC ACCESS/CCTV EQUIPMENT AND SOFTWARE, AND AUTHORIZING THE AWARD OF THE CONTRACT WHEREAS, Ada County Highway District has jurisdiction and responsibility for all public highways and public rights-of-way within Ada County, Idaho, except state highways and interstate freeways; and WHEREAS, Ada County Highway District s Maintenance Department desires to as a sole source expenditure; and WHEREAS, Compunet, Inc. will continue to convert the existing ACCESS and CCTV Systems to Genetec as well as replace the multi brand outdated systems, and Ada County Highway District will be using them for current needs as well as future needs. WHEREAS, Ada County Highway District purchased Genetec Access and CCTV Equipment from Compunet, Inc. for Access and CCTV equipment and software upgrades in the past, and in order to continue the conversions and new installations, ACHD requests a manufacturer that offers conversions and new installations,compunet, Inc., meets the specifications; and WHEREAS, the cost of the conversions and new installations does not exceed Fifty Thousand Dollars and Zero Cents ($50,000.00); attached hereto as Exhibit A is a quote showing the conversion and new installation costs to upgrade 2 additional buildings and Facilities Staff intends to use the remaining funds hereto authorized for further conversions and upgrades. WHEREAS, section 67-2808 of the Idaho Code authorizes a sole source expenditure where only one source is reasonably available and the compatibility of various reconfigurations, conversions and new installations or service is the paramount consideration; and such provision requires the Board of Commissioners to make a declaration that only one vendor is available for the purchase of the personal property to be acquired; and that the sole source procurement be published in the official newspaper at least fourteen (4) calendar days prior to award of the contract; and WHEREAS, it is in the best interest of the citizens of Ada County, Idaho, for the Ada County Highway District Board of Commissioners to declare sole source expenditure for Genetec Access and CCTV equipment and software. RESOLUTION 224
Exhibit A NOW, THEREFORE, BE IT RESOLVED, that the Ada County Highway District Board of Commissioners hereby declares that as part of the FY208 Facilities Maintenance expenditure, there is only one vendor, Compunet, Inc., that is reasonably available for the purchase and installation of the Genetec Access and CCTV equipment and software and the compatibility of such equipment and software and related installation services is of paramount consideration in the purchase; and BE IT FURTHER RESOLVED, that notice of the sole source procurement shall be published once, in accordance with section 67-2808 of the Idaho Code, on the 3 st day of January, 208, at least 4 days prior to the award of the Contract; and BE IT FURTHER RESOLVED, that the Ada County Highway District Board of Commissioners hereby authorize the Ada County Highway District Director and Staff to award to Compunet, Inc., the Contract for the purchase and new installation of Genetec Access and CCTV equipment and software in the 208 Facilities Maintenance expenditure, and such award shall be made on January 3, 208 or at least 4 days after the publication of notice of the sole source procurement. ADOPTED AND APPROVED by the Board of Commissioners of the Ada County Highway District on this 0 th day of January, 208. RESOLUTION 224
Exhibit A ADA COUNTY HIGHWAY DISTRICT BOARD OF COMMISSIONERS: Paul Woods, President Rebecca W. Arnold, Vice President Sara M. Baker, Commissioner Jim D. Hansen, Commissioner Kent Goldthrope, Commissioner ATTEST: Bruce Wong, Director RESOLUTION 224
Exhibit B NOTICE OF SOLE SOURCE PROCUREMENT NOTICE IS HEREBY GIVEN, that in accordance with the provisions of Idaho Code, section 67-2808 and ACHD Policy section 2020, the Board of Commissioners of the Ada County Highway District adopted Resolution No. 225 authorizing a sole source expenditure where only one source is reasonably available and the compatibility of equipment, components, accessories, computer software, replacement parts or service. With the adoption of Resolution No. 225, the Ada County Highway District Board of Commissioners authorized the Ada County Highway District Director and Staff to award to Compunet, Inc. the Contract for the installation of Genetec Access/CCTV equipment and software, for the continued conversion of ACCESS and CCTV System as well as replace outdated systems for the FY208 Facilities expenditures. Such award shall be made on January 3, 208 or at least 4 days after the publication of notice of the sole source expenditure.
Exhibit C IMS - Adams St. Bldg (8 doors) Remit to address: Compunet, Inc. PO Box 40802 Quote: BB089246 Salt Lake City, UT. 844 Version: Bill To: Ada County Highway District Attn: Michael Stanton 3775 Adams St. Garden City, ID 8374 Contact: Chris Smith 2083876265 csmith@achdidaho.org Ship To: Ada County Highway District Attn: Michael Stanton 3775 Adams St. Garden City, ID 8374 Prepared By: Blaine Bowers Phone: (208) 286-3046 Email: bbowers@compunet.biz Door Access Price Qty Extended STI-EM03 (ADI) Controller Enclosures $2.76 2 $43.52 SunBelt Rentals Sunbelt Rentals Manlift Rental $,000.00 $,000.00 05904 (ADI) 5200C Strike w/lbm $28.22 8 $,025.76 Misc 49Z943 (Grainger) Misc mounting hardware and consumables, including stand-alone enclosure test kit parts Pedestal Cover - Card Reader Cover $350.00 $50.59 8 $350.00 $,204.72 Stock Access Control Cable $450.00 $450.00 Sy-EP50 Intelligent Controller, 6MB RAM Ethernet2In/2Out/2Rd $52.35 6 $3,074.0 90PTNNEK00000 HID multiclass RP5 645C Smart Card Reader $69.76 8 $,358.08 92PTNNEK00000 HID multiclass SE RPK40 Smart Card Reader $292.2 $292.2 Door Access Subtotal $8,798.30 Compunet Services Price Qty Extended CNet Pro Services-IMS Door controller configuration for IP network. Door hardware installation and setup. Access rule configurations as needed. $0,000.00 $0,000.00 Compunet Services Subtotal $0,000.00 Price Qty Extended Ground Estimated, Billed As Actual Subtotal Wednesday, October 25, 207 Page
Exhibit C IMS - Adams St. Bldg (8 doors) Remit to address: Compunet, Inc. PO Box 40802 Quote: BB089246 Salt Lake City, UT. 844 Version: Summary Door Access Compunet Services Subtotal Tax Total Amount $8,798.30 $0,000.00 $8,798.30 $8,798.30 ***Quotes are valid for 30 days unless otherwise noted.*** Taxes, shipping, handling and other fees may apply. We reserve the right to cancel orders arising from pricing or other errors. Your electronic signature, per the Electronic Signature Act, is considered equivalent to your signed and faxed signature, and allows you to accept and place your order. A copy of this acceptance and the attached proposal document will be sent to your email address to complete your order acceptance. Your are NOT required to electronically sign your order, you may fax or email your signed proposal to your Account Manager. Consult Design Implement www.compunet.biz To place your order you may sign and fax to: (208) 489-0646 PO Number: Signature Date Wednesday, October 25, 207 Page 2