S 6 58
PXSOLUTION NO*
A RESOLUTION related to the purchase of materials, supplies or equipment,
and the furnishing of services; authorizing the appropriate City officials to
2 enter into contracts and, where specified, waiving competitive bidding
requirements, authorizing sales of surplus property, or increasing or
3 extending existing agreements.
4 WHEREAS the City has complied with all applicable laws governing the
|1013|
acquisition of those supplies, and/or the procurement of those services,
|1013|
7inclusive of public works, set forth in the attached Exhibit "A," which Exhibit is
8incorporated herein as though fully set forth, and
9 WHEREAS the Board of Contracts and Awards has reviewed the
10 proposals and bids received by the City, and the Board has made its
1 1
recommendation as set forth in Exhibit 'A" and
1 2
WHEREAS the Board of Contracts and Awards has also made its
1 3
14 recommendations as to entering into purchasing agreements with those
1 5governmental entities identified in Exhibit "A"; Now, Therefore,
16 BE IT RESOLVED BY THE COUNCIL OF THE CITY OF TACOMA:
1 7
That the Council of the City of Tacoma does hereby concur in the
18
19 findings and recommendations of the Board of Contracts and Awards set forth
in the attached Exhibit 'A" and does hereby approve and authorize the:
20
21 (X) A. Procurement of those supplies, services, and public works
22 recommended for acceptance in the attached Exhibit "A";
23
B. Rejection of those bids and/or proposals that are recommended
24
25 for rejection in the attached Exhibit "A";
26
C. Entry into the proposed purchasing agreement with those
governmental entities identified in the attached Exhibit "A," which proposed
|1013|
agreement is on file in the office of the City Clerk;
|1013|
4 D. Waiver of competitive bidding procedures in those instances, as
5 set forth in Exhibit 'A" in which it is impracticable to obtain supplies or public
6 works improvements by competitive bid, or in those instances in which supplies
7 and/or public works are available from a single source.
|1013|
9 Adopted APR 2 3 2 013
10
1 1 7 V
Mayor
12 Attest:
1 3
14 City Clerk
1 5
A d to
16
1 7
'Cit@@tor@4)
18
19
20
21
22
23
24
25
26
-2-
E)fflIBIT "N'
RESOLUTION NO.:
ITEM NO.:
City of bcoma
Fire Department MEETING DATE: APRIL 23, 2013
DATE: April 2, 2013
TO: Board of Contracts and Awards
SUBJECT: Protective Jackets and Trousers for Structural Firefighting
Budgeted from the 2013-14 General Fund and EMS Fund 1155
Request for Bids Specification No. FD1 2-075OF
RECOMMEN-DATION: The Tacoma Fire Department recommends a contract be awarded to
the lowest responsive bidder L.N. Curtis & Sons, Seattle, Washington, for protective jackets
and trousers for structural firefighting. The recommended contract is for a three-year period,
commencing on the date of award, with the option to extend up to two additional one-year
periods with the mutual consent of both parties. The total proposed value of the contract is
$617,400.00, plus tax.
EXPLANATI.ON: To furnish individual sets of protective jackets and trousers to firefighters for
structural firefighting.
SUSTAINAABILITY: The following is extracted from the L.N. Curtis & Sons handbook and was
provided as part of their submittal: 'L.N. Curtis & Sons is committed to providing a workplace in
which excellence is achieved by all employees, safely, and with consideration for the larger
environment. As an employer and as employees, it is our responsibility to do our best, to follow
procedures for the safe and careful conduct of our work, to treat others decently, and to protect
the environment from potential negative effects of our business." Their daily practices include
goals related to energy, health, resources and respect. L.N. Curtis is committed to purchasing
and using Energy Star rated equipment, appliances, and lighting, as well as encouraging the
use of public transportation and walking before using a vehicle. They also recycle everything
that can be recycled, and purchase supplies made with recycled content and products that can
be used more than once and/or recycled. Additionally, they utilize electronic and digital devices
before using paper/printed based communication such as faxes or printed copies, as well as
biodegradable cleaning products. They also properly discard toxic materials and use products
that don't off-gas chemicals into the work space.
COMPETITIVE SOLIC.ITATION: Request for Bids Specification No. FD1 2-075OF was opened
March 26, 2013. Five companies were invited to bid in addition to normal advertising of the
project. Five bids from three different firms were received. Sea-Western, Inc., Kirkland,
Washington, submitted three alternate bids, including the apparent low and second low bids. All
three offers indicated exceptions were taken to the specifications. Tacoma Fire Department
staff determined the Sea-Western items were not equivalent to the specified garments based
upon bid review and previous technical evaluation of Janesville protective garments. The bid of
L.N. Curtis & Sons was determined to be the lowest responsive bidder. The table below reflects
the amount of the total award, before any potential renewals.
901 Fawcett Avenue I Tacoma, Washington 98402-5699 1 (253) 591-5737 1 FAX (253) 591-5746
C&A-NewContract Revised: 10125/20
Board of Contracts and Awards
April 2, 2013
Page 2
a2n2ndent Location Submittal Amount
(city and state) Plus sales tax
Sea-Western, Inc. Kirkland, WA $ 590,506.00
Sea-Western, Inc. Kirkland, WA $ 593,176.50
L.N. Curtis & Sons Seattle, WA $ 617,400.00
Sea-Western, Inc. Kirkland, WA $ 629,041.00
Medical Emergency Services, Vancouver, WA $ 637,896.00
Inc,
Pre-bid estimate $ 750,000-00
The recommended award is 17.7 percent below the pre-bid estimate.
CONT T HISTORY: New contract.
FUNDING: Fundsforthiscontractareavailableinthe2Ol3-14FireGeneralFundOO10and
EMS Special Revenue Fund II 55 budgets. Funding beyond the current biennium is subject to
future availability of funds.
HUBILE I COMPLIANCE: Not applicable.
JECT ENGINEERICOOR ).INATO.R: Captain Bruce Bouyer, Fire/Safety Division,
591-5572.
'Yo YP D"l, ,
AMESP-DUGGAN
Fire Chief
MF:JPD:mw
cc: Richelle Krienke, Senior Buyer, Finance/Purchasing
HUB Coordinator
LEAP Coordinator
File
E)MIBIT "N'
F@ 6 5 8
RESOLUTION NO.'
ri'EM NO.: 2
Taco= city ofTacoma MEETING DATE: APRIL 23,2013
SONEEM information Technology Department
DATE: April 3, 2013
TO: Board of Contracts and Awards
SUBJECT: Enterprise Storage Area Network Maintenance
Budgeted from Information Systems Fund 5800
Request for Proposals Specification No. IT1 1-0066F
Contract No. 4600007380
RECOMMENDATIO : Information Technology Department requests approval to increase
4600007380 to General Microsystems Incorporated, Bellevue, WA, by $428,688,72,
plus sales tax, for enterprise storage area maintenance and to renew the contract through May
31, 2015. This increase will bring the contract to a cumulative total of $880,428, plus sales tax.
EXPLANATION: This contract covers enterprise storage area network maintenance and on-
call support services for two Hitachi Tech 990V units. This data storage hardware supports the
SAP and email systems of TPU and General Government. This maintenance contract is
necessary to support the projected hardware lifespan up to May 2015.
COMPETITIVE BIDDING: This contract was originally awarded to General Microsystems
Incorporated, as a result of Request for Proposals Specification No. IT1 1-0066F in May 201 1.
The contractor has agreed to renew the contract at reduced pricing and 4 hour response times,
but otherwise the same terms and conditions as the original contract.
CONTRACT H.ISTO.RY- The original contract was awarded April 26th, 2011 per resolution
38250. This increase will bring the contract to a cumulative total of $880,428, plus sales tax.
This is the first amendment to the contract.
FUNDING: Funds for this are available in the Information Systems Fund 5800; Cost Center
596600. Funding beyond the current biennium is subject to future availability of funds.
PROJECT ENGINEERICOO ID.INATO.R: Jack Kelanic, Information Technology Assistant
Director - 253-382-2630.
Director of Information Technology
cc: Chuck Blankenship, Purchasing Analyst, Finance/Purchasing
HUB Coordinator
LEAP Coordinator
Sam Benscoter, Fund Accountant
Teresa Green, Budget Analyst
Jack Kelanic, Assistant IT Director
Lyn Speed, IT Procurement
Martha Lantz, Legal
733 Market Street Room 50 1 Tacoma, WA 98402 1 (253) 382-2600 1 FAX (253) 382-2654
C&A-Increase VVVVWcttN@aoorna.org Revised: 10/25/2011
6 6 5 8
City of Tacoma
T" Memorandum
Information Technology
DATE: April 17, 2013
TO: T.C. Broadnax
City Manager
FROM: Michelle Lewis-Hodges f idea
IT Department Director
SUBJECT: Supplemental information for Council Acton on April 23, 2013 regarding
Contracts & Awards Board Letter dated April 3, 2013. Subject: Enterprise
Storage Area Network Maintenance
Background
The Information Technology Department requests approval to augment an existing
contract with General Microsystems Incorporated, in the amount of $428,668.72, plus
tax for the purpose of extending commercial maintenance and support for the City's
existing enterprise Storage Area Network (SAN). This contact amendment will be
presented for Council consideration on April 23, 2013.
General Microsystems, Incorporated is a licensed reseller and service provider for
Hitachi Data Systems SAN hardware and control software. The original purchase of the
City's devices was approved by Resolution No. 37427, dated March 25, 2008, and
included three years of maintenance support services which expired May 27, 201 1.
Two years of additional maintenance support services were authorized under Resolution
No. 38250, dated May 24, 201 1, which is due to expire on May 31, 2013.
The purpose of this contract amendment is to continue maintenance support services
providing guaranteed hardware support, as well as access to software patches, bug
fixes, troubleshooting and technical support to ensure high availability of the SAN
devices and overarching City inforrnation systems which rely on high performance data
storage.
The data stored on these devices serves all General Government departments and
Public Utility divisions. It includes records generated in SAP for internal business
transactions. The records include but are not limited to: utility customers and billing; tax
and license business customers and billing; employee and payroll; financial transactions:
procurement, invoice and payment.
The SAN is a critical component of the City's information systems architecture and it
would not be prudent to discontinue the commercial maintenance support services.
Subject: Enterprise Storage Area Network Maintenance
April 17, 2013
Benefits
In order to ensure continuous reliable operation of SAP and email services, two SAN
devices, located in two, separate facilities, provide redundant backup in the event of
failure of either one of the SAN data storage devices. Continuing maintenance support
services for these devices is a crucial component of a well-founded disaster recovery
solution.
The SAN storage devices are unique in that they provide a high-speed sub-network of
shared data storage dedicated to SAP and other mission critical information systems.
This results in faster transaction times, which is of particular benefit for customer service
interactions with citizens and ratepayers.
Compartmentalizing the data on the SAN devices is also essential to securing data from
unauthorized access.
The IT Department has leveraged all available resources to reduce the City's cost of this
service to the lowest possible level, including:
Successfully negotiated multiple cost reductions with General Microsystems,
Incorporated
Bundled the support for two years rather than one
Submitted the draft pricing to independent analysts at Gartner, Inc. to compare
our pricing with other Hitachi Data Systems customers
Researched the viability of initiating a new competitive bid (the initial contract in
2008 was the result of a competitive process)
Reduced the service level from a 24 x 7 x 2 hour response time to a 24 x 7 x 4
hour response time
The results of this work are an overall $64,299.84 or (I 3%) cost reduction from the
originalproposalanda(31%)discountfromlistpricing. Infact,theCity'snetpricinghas
decreased from current levels despite growth in our landscape of 16TB of data storage
capacity added in 2012.
By continuing the commercial maintenance support services through May 2015, the City
will maximize its investment in the current architecture. Beyond May, 2015, the subject
SAN devices are scheduled for end-of-life replacement.
2
214
EXHIBIT "A"
RESOLUTION NO.:
ITEM NO.: 3
City of Tacoma MEETING DATE: APRIL 23,2013
Public Works Department
DATE: April 9, 2013
TO: Board of Contracts and Awards
SUBJECT: Request for Authorization of Contract Extension Republic Parldng Northwest, Inc
Budgeted from Parking Enterprise Fund 41 40
Request for Proposals Spec No. PW08-01 13F
Contract No. 4600004794
RECOMMENDATION: The Public Works Engineering Division requests approval to increase
SAP Contract No. 4600004794 with Republic Parking NW, Inc., Tacoma, WA, by $1,562,808,
plus sales tax, for 13 months of compensation for the operation and management of municipal
parking garages and lots, from May 1, 2013 through May 31, 2014. This increase will bring the
contract to a cumulative amount of $8,471,208, plus sales tax.
EXPLANATION: The CiWs off-street and on-street parking facilities are currently managed and
operated by two separate vendors, Republic Parking NW, Inc. (Republic) and Xerox, Inc.
(Xerox), respectively. Republic is paid a 1.5% management fee based on the net revenues for
each facility plus all "out of pocket" expenditures incurred to operate and maintain the City's
parking facilities. The Republic contract is set to expire April 30, 2013. Xerox is paid a monthly
fee for each Pay Station in operation. The Xerox contract has two annual renewal options
remaining, beginning on May 31, 2013.
The City desires to simplify the management of its parking facility operations to a single service
provider. This consolidation is expected to reduce annual operating expenses by nearly
$200,000. It is also expected that the savings can be achieved without a reduction in service.
Per TIVIC, Section 1.06.269, Purchasing Procedures, staff requests a time and compensation
extension setting the Republic contract to expire on May 31, 2014, or an additional 13 months.
The new expiration date is concurrent with the end date of the agreement with Xerox and will
provide staff the time necessary to develop and carryout an RFP process and contract
negotiations with a service new provider.
COMPETITIVE BIDDING: This contract was originally awarded to Republic Parking NW, Inc.
as a result of Request for Proposals Specification No. PW08-0113F in April 2008. The
contractor has agreed to extend the contract at the same prices, terms and conditions as the
original contract.
CONTRACT HISTORY: Resolution No. 37507, passed June 17, 2008, awarded the contract.
The original award was $3,000,000, plus sales tax. Resolution No. 38102 passed on August 31,
201 0, increased the contract by $1,203,000, plus sales tax. Resolution No. 38258, passed May
3, 201 1, increased the contract by $1,214,800, plus sales tax. Resolution No. 38485 approved
May 15, 2012, increased the contract by $1,490,600, plus sales tax. This requested increase for
13 months of compensation is $1,562,808, plus sales tax. This increase will bring the contract
to a cumulative amount of $8,471,208, plus sales tax, for contract period April 30, 2008 to May
31, 2014. This is the fourth amendment to the contract.
747 Market Street, Room 408 1 Tacoma, WA 98402-3769 1 (253) 591-5525 1 FAX (253) 591-5097
www.dtyoftacoma.org
t
4@
WT
jQma
Ci I of T icoma Memorandum
TO: T.C. Broadnax
City Manager
FROM: Kurtis D. Kingsolver, P.E.
Interim Public Works Director/City Engineer
SUBJECT: Council Action Memo - Purchase Resolution - April 23, 2013
Facilities Management and Operating Services Agreement
Republic Parking Northwest, Inc.
DATE: April 9, 2013
The Public Works Engineering Division requests City Council approve an increase to Contract No'
4600004794 with Republic Parking NW, Inc., of Tacoma, WA, by $1,562,808, plus sales tax, for 13
months for the management and operation of municipal parking garages and lots, from May 1,
2013 through May 31, 2014. This increase will bring the contract to a cumulative amount of
$8,471,208, plus sales tax.
Background
The City's off-street and on-street parking facilities are currently managed and operated by two
separate vendors, Republic Parking NW, Inc. (Republic) and Xerox, Inc. (Xerox). The City
currently pays Republic a 1.5% management fee based on the net revenues for each facility plus
all "out of pocket" related expenditures incurred to operate and maintain the City's parking facilities.
The Republic contract is set to expire April 30, 2013. The City currently pays Xerox a monthly fee
for each Pay Station in operation. The Xerox contract has two one-year renewal options remaining,
beginning on May 31, 2013.
We would like to simplify the management of our parking facility operations to a single service
provider. This consolidation is expected to reduce annual operating expenses by nearly $200,000.
It is also expected that the savings can be achieved without a reduction in service.
Per TIVIC, Section 1.06.269, Purchasing Procedures, staff requests a time and compensation
extension setting the Republic contract to expire on May 31, 2014, or an additional 13 months.
The new expiration date is concurrent with the end date of the agreement with Xerox and will
provide staff the necessary time to develop and carryout an RFP process and contract
negotiations with a new service new provider.
Issue
The contracts for Republic and Xerox expire on different days making it more difficult to move
toward a single parking service provider.
Fiscal Impacts
Enacting this request is expected to reduce the parking fund expenditure by approximately
$200,000 annually.
Public Involvement
The Parking Management Advisory Task Force was advised of the proposed amendment.
Resolution No.
Adopted: APR 2 1, 2013
Maker of Motion:
Seconded:
Voice Vote:
MEMBERS AYE AY ABSTAIN BSENT
Mr. Boe
Mr. Ca
Mr. Ibsen
Mr. Mello
Mr. Thorns
Ms. Walker
Ms. Woodards
Mayor Strickland_
Roll Call Vote:
MEMBERS NAYS AB ABSENT
Mr. Boe
Mr. Ca
Mr. Ibsen
Mr. L
Mr. Mello
Mr. Thorns
Ms. Walker
Ms. Woodards
Mayor Strickland
Lkcagenda@agenda procedures and forms\resolutionvotingrecord-doc