6 27
RESOLUTION NC. v
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
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acquisition of those supplies, and/or the procurement of those services,
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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
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WHEREAS the Board of Contracts and Awards has also made its
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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:
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That the Council of the City of Tacoma does hereby concur in the
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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:
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21 A. Procurement of those supplies, services, and public works
22 recommended for acceptance in the attached Exhibit "A";
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B. Rejection of those bids and/or proposals that are recommended
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25 for rejection in the attached Exhibit"A";
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(X) C. Entry into the proposed purchasing agreement with those
1governmental entities identified in the attached Exhibit "A," which proposed
2agreement is on file in the office of the City Clerk;
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( ) D. Waiver of competitive bidding procedures in those instances, as
5set forth in Exhibit 'A" in which it is impracticable to obtain supplies or public
6works improvements by competitive bid, or in those instances in which supplies
7and/or public works are available from a single source.
Adopted FEB 1 9 2 013
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12 Attest:
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14 City Clerk
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App v as to f
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I -2-
E)"BIT "A7 r" r
.U I
LUTION NO, c2l@'
RESO
ITEMNO.:
City of Tacoma MEETING DATE: FEBRUARY 19, 2013
Finance Department
DATE: February 1, 2013
TO: Board of Contracts and Awards
SUBJECT. Citywide Contract for Cell Phone Airti me Services, Wireless Data Services and
related Equipment Purchases.
Budgeted from various funds as needed by using Departments/Divisions
Washington State DES (WSCA) Contract no. T1 2-MST-685
REC )MMENDATION-- The Finance Department, Purchasing Division recommends the Public
Utility Board and the City Council award a citywide contract to Sprint Sollufions, Inc., City of
industry, CA, for cell phone airtime services, wireless data services and related equipment
purchases, in the amount of $1,700,000, plus applicable sales tax, for the period of March 1,
2013 through October 31, 2016.
EXPLAt!ATION: This contract will allow for cell phone airtime services, wireless data services
and the purchase of related equipment on an as-needed basis by multiple City
Departments/Divisons. The $1,700,000 is the combined estimated usage of $340,000 for
Tacoma Public'Utilities and $1,360,000 for General Government, based on prior year usage and
estimated increased use.
TITIVE BIDDING- The ciitywide contract is based on Washington State Department of
(WSCA) contract number T12-MST-685, a competitively bid contract
s Contracting Alliance (WSCA), valid until October 31, 2016. WSCA
isacooperative,multi-st epurchasingorganizationwithfifteen(15)memberstates,including
Washington State. Through interlocal cooperative purchasing agreement, the City of Tacoma
contract is at state contract prices and terms, and meets competitive bidding requirements.
SUSTAINABILI (F.ACTO.RS
By utilizing the WSCA Contract the City is able to leverage the buying power of the fifteen (1 5)
state WSCA cooperative which is a cost-effective and efficient means of obtaining quality
products and services. The wireless voice and data services allow city staff to communicate
when in the field or while away from their work station, which allows for more efficient use of
staff-time, efficient vehicle usage and can expedite needed City services. Thesemireless
services are also used extensively by the Police and Fire Departments which enhance public
safety services.
CONTRACT HISTORY: New contract.
FU NG: Various _ Funds for the contract are provided by the individual Departments and
@NQ I NG
Divisions using the contract. The Departments/Divisions are billed directly for their purchases.
HUBILEAP COM P.LIANCE: Not applicable.
PROJECT ENGINEERICOOR ).INATOR: Jim Wilkerson, Finance Purchasing, 253@502-8332.
Procurement & Payables Division 1 3628 S. 35th St. I Tacoma, WA 98409 1 (253) 502-8468 1 FAX (253) 502-8372
C&AjntertocalPurchase Revised: 10/25i2011 24
Board ( @ Contracts and Awards
Page 2
Kathy Katte
PrOGUR'nent. and Payables Manager
Insert [@Aials (WLP:rnr)
cc: J -n Wilkerson, Senior Buyer, Finance/Purchasing
File:
21 D-'
booma Memorandum
City of Tacoma
TO: City Council
Public Utility Board
FROM: Kathy Katterhagen, Division Manager
Procurement & Payables Division
SUBJECT: Supplemental Information
Sprint Solutions- Citywide Contract for Cell Phone Airtime, Wireless Data
Services and Related Equipment Purchases
Washington State DES (VVSCA) Contract No. T12-MST-685
DATE: February 1, 2013
Back3round
City of Tacoma (City) and Tacoma Public Utility (TPU) Departments/Divisions have the need for
cell phone airtime services, wireless data services and the ability to purchase related equipment
on an 'as-needed' basis. The wireless voice and data services allow city staff to communicate
when in the field or while away from their work station, which allows for more efficient use of
staff time, efficient vehicle usage and can expedite needed City services. Wireless services are
provided for City'business use and are available to employees where the associated benefits
justify the costs. Justification and monitoring of the use of wireless services and equipment
purchases are performed by the individual Departm-ent/Division and by policy.
Bid/Purchase PLocess
The citywide contract is based on Washington State Department of Enterprise Services (DES),
Western States Contracting Alliance (WSCA) contract number T12-MST-685. Through
interlocal cooperative purchasing agreement the City is able to purchase at state contract prices
and terms, and meets competitive bidding requirements. Utilizing the state contract is a cost-
effective and efficient means of obtaining quality products and services.
Purchasing Division's Res onsipbuffiffies
The Purchasing Division provides 3 citywide contracts for wireless services including Ve6zon
Wireless, Sprint Solutions and AT&T, all based from Washington State DES (WSCA)
Contracts. Utilizing the Washington State DES (WSCA) contracts allows City
departments/divisions the ability to select a service provider and plan that best meet their
respective needs. Purchasing responsibilities in administering the contract is to:
1. Insure the state contract meets the City's competitive bidding requirements.
2, The contract pricing is competitive.
3. Requests for contract approvals and adjustments are brought before the Public Utility Board
and City Council in a timely manner.
Need fnr Services
Wireless communications may be needed under one or more of the following conditions:
24
i .Job responsibilities require an employee to be away from the office regularly for long
periods.
2. It is essential the employee is able to communicate while out of the office and the use of
other communications equipment, such as a pager, radio, or regular land line telephone is
impractical.
3. Work-related personal safety and/or public safety can be enhanced by the use of a wireless
communications.
4. The employee is designated as a "key person" or as "key personnel" and must be reachable
via two-way voice and/or Email accessible at all times.
5. Field staff and Public Safety departments need for data connections to City networks.
Con @a.&Terrn
The current contract term is through October 31, 2016.
Servi:e Plans & Contr gEdging
The service plans under this contract are the same plans as those plans offered to all
customers. The DES (WSCA) contract ected in a (%) percent of discount to those
pricing is refl
plans. The percent of discounts are generally 22% off published plan prich --d-e-pending-on-the,
9
plan. If individual plan costs go down then so would the net cost to the City.
Eod Linjq
Budgeted from various funds as needed by using City Departments/Divisions.
Conj[g9L9!M
Below is the estimated annual contract usage by Department/Division, based on prior usage:
Tacoma Power Transmission & Distribution $2,277
Tacoma Water - Distribution Operations - $70,521
TPU Customer Service - $16,653
General Government (Wthout Police & Fire) - $200,292
Tacoma Police Department - $63,150
Tacoma Fire - $67,460
Sustain_ab_
gliabirt
y @ @c !@ M!
By utilizing the VVZSUA Uontract the City is able to leverage the buying power of the fifteen (15)
state WSCA cooperative which is a cost-effective and efficient means of obtaining quality
products and services. The wireless voice and data services allow city staff to communicate
when in the field or while aw'ay from their work station, which allows for more efficient use of
staff time, efficient vehicle usage and can expedite needed City services. These wireless
services are also used extensively by the Police and Fire Departments which enhance public
safety services.
EXIIIBIT "X3
RESOLUTION NO.: C 2
ITEM NO.: 2
City of Tacorna FEBRUARY 19,2013
MEETING DATE:
Finance, Department
DATE: February 1, 2013
TO: Board of Contracts and Awards
SUBJECT: Citywide Contract for Cell PhoneKirtime, Wireless Data Services and Related
Equipment Purchases.
Budgeted from various funds as needed by using Department and Divisions
Washington State DES (WSCA) Contract No. T12-MST-687
Q@ @]U e Department, Purchasing Division recommends the
RECOMMW_EE_NNDATION: The Financ Public
Utility Board and the City Council award a citywide contract to Verizon Wireless, Inc. St Louis
MO, for cell phone airtime services, wireless data services and related equipment purchases, in
the amount of $3,400,000, plus applicable sales tax, for the period of March 1, 2013 through
October 31, 2016.
EXPLANATION: This contract will allow for cell phone airtime services, wireless data services
and the purchase of related equipment on an as-needed basis by multiple City
Departments/Divisons. The $3,400,000 is the combined estimated usage of $1,666,000 for
Tacoma Public Utilities and $1,734,000 for General Government, based on prior year usage and
estimated increased use.
COMPETITIVE BIDDft he citywide contract is based on Washington State Department of
q@: T
Enterprise Services (DFZ5) (WSCA) contract number T1 2-MST-687, a competitively bid contract
awarded by Western States Contracting Alliance (WSCA), valid until October 31, 2016. WSCA
is a cooperative, multi-state purchasing organization with fifteen (1 5) member states, including
Washington State. Through interlocal cooperative purchasing agreement, the City of Tacoma
contract is at state contract prices and terms, and meets competitive bidding requirements.
SUSTAINABILITY FACTORS
By utilizi g the WS Contract the City is able to leverage the buying power of the fifteen (I 5)
state WSCA cooperative which is a cost-effective and efficient means of obtaining quality
products and services. The wireless voice and data services allow city staff to communicate
when in the field or while away from their work station, which allows for more efficient use of
staff time, efficient vehicle usage- and can expedite needed City services. These wireless
services are also used extensively by the Police and Fire Departments which enhance public
safety services.
CONTRACT HI.STOR.Y: New contract.
FUNDING ious - Funds for the contract are provided by the individual Departments and
: Var
Divisions using the contract. The Departments/Divisions are billed directly for their purchases,
HU Lg&p CO.MPLIANCE: Not applicable.
PROJEECCTT.ENGINEERIC:)ORDINATOR: Jim Wilkerson, Finance Purchasing, 253-502-8332.
Procurement & Payables Diviston 1 3628 S. 35th St. I Tacoma, WA 98409 1 (253) 502-8468 1 FAX (253) 502-8372
C&A_InterlocaiPurc,hase Revised: 10/26/2011
Board of Contracts and Awards
Page 2
Kathy Ka er ag
Procurement and Payables Manager
Insert Initials (WI-Rmr)
cc: Jim Wilkerson, Senior Buyer, Finance/Purchasing
Patsy Best, Purchasing Supervisor, Finance/Purchasing
File:
C27
Taco memorandum
TO: City Council
Public Utility Board
FROM: Kathy Katterhagen, Division Manager
Procurement & Payables Division
SUBJECT: Supplemental Information
Verizon Wireless: Citywide Contract for Cell Phone Airtime, Wireless Data
Services and Related Equipment Purchases
Washington State DES (WSCA) Contract No. TI 2-MST-687
DATE: February 1, 2013
Backaround acoma Public Utility (TPU) Departments/Divisions have the need for
City of Tacoma (City) and T less data services and the ability to purchase related equi ment
cell phone airtime services, wire , p
on an 'as-needed' basis. The wireless voice and data services allow city staff to communicate
when in the field or while away from their work station, which allows for more efficient use of
staff time, efficient vehicle usage and can expedite needed City services. Wireless services are
provided for City business use and are available to employees where the associated benefits
justi fy the costs. Justification and monitoring of the use of wireless services and equipment
purchases are performed by the individual Department/Division and by policy.
Bid/Purchase Process
The citywide contract is based on Washington State Department of Enterprise Services (DES),
Western States Contracting Alliance (WSCA) contract number T12-MST-687. Through
interlocal cooperative purchasing agreement the City is able to purchase at state contract prices
and terms, and meets competitive bidding requirements. Utilizing the state contract is a cost-
effective and efficient means of obtaining quality products and services.
Pur ion's Resl@@@
The Purchasing Division provides :3 citywide contracts for wireless services including Verizon
Wireless, Sprint Solutions and AT&T, all based from Washington State DES (WSCA)
Contracts. Utilizing the Washington State DES (WSCA) contracts allows City
departments/divisions the ability to select a service provider and plan that best meet their
respective needs. Purchasing responsibilities in administering the contract is to:
1. Insure the state contract meets the City's competitive bidding requirements.
2. The contract pricing is competitive.
3. Requests for contract approvals and adjustments are brought before the Public Utilit Board
.y
and City Council in a timely manner.
Ne-1 fnr qprvices
Wireless communications may be needed under one or more of the following conditions:
26
mployee to be away from the office regularly for long
i .Job responsibilities require an e
periods. unicate while out of the office and the use of
2. it is essential the employee is able to Comm dio, or regular land line telephone is
other communications equipment, Such as a pager, ra
impractical.
3. Work-related personal safety and/or public safety can be enhanced by the use of a wireless
communications.
4. The employee is designated as a "key person" or as "key personnel" and must be reachable
via two-way voice and/or Email accessible at all times.
5. Field staff and Public Safety departments need for data connections to City networks.
Contract Term
The current co act term is through October 31, 2016.
Service Plans & ContragLftiq@
The s rvice plans under his contract are the same plans as those plans offered to all
customers, The DES (WSCA) contract pricing is reflected in a (%) percent of discount to those
plans. The percent of discounts are generally 22% off published plan pricing depending on the
plan. If individual plan costs go down then so would the net cost to the City.
Eynd Ltn2
Budgeted from various funds as needed by using City Departments/Divisions.
ContMqL9MSI9
Below is the estimated annual contract usage by Department/Division, based on prior usage:
TPU Administration - $3,753
Tacoma Power - Smart Grid $14,762
Tacoma Power - Transmission & Distribution $206,592
TPU Fleet Services - $1,615
Tacoma Power - Generation - $37,108
TPU Energy Services - $8,845
Tacoma Power - Click! Network - $45,271
Tacoma Water - Distribution Operations - $42,520
Tacoma Rail - $23,632
TPU Customer Service - $33,286
General Government (without Police & Fire) - $61,988
Tacoma Police Department - $336,000
Tacoma Fire (EMS) - $41,868
Sus ainabiri actors
By utilizing the VVSCA Conti act the City is able to leverage the buying power of the fifteen (i 5)
state WSCA cooperative which is a cost-effective and efficient means of obtaining quality
products and services. The wireless voice and data services allow city staff to communicate
when in the field or while away from their work station, which allows for more efficient use of
staff time, efficient vehicle usage and can expedite needed City services. These wireless
services are also used extensively by the Police and Fire Departments which enhance public
safety services.
U27
Resolution No.
. - FEB 9 2013
Adopted.
Maker of Motion:
Seconded:
Voice Vote:
MEMBERS AYES NAYS ABSTAIN ABSENT
Mr. Boe
Mr. CaMELe.11,
Mr. Ibsen
Mr. Lo
Mr. Mello
Mr. Thom
Ms. Walker
Ms. woodards
Mayor Strickland
Roll Call Vote:
MEMBERS AYES NAYS ABSTAIN ABSENT
Mr. Boe
Mr. Campbell
Mr. Ibsen
Mr. Lonerqan
Mr. Mello
Mr. Thoms
Ms. Walker
Ms. Woodards
[-Mayor Strickland
Mccagenda@agenda procedures and formskresolutionvotingreCOrd.dOC