HomeMy WebLinkAboutResolution 2014-197 N.C.S. 12/15/2014Resolution No. 2014-197 N.C.S.
of the City of Petaluma, California
AUTHORIZING THE PURCHASE OF AUTOMATIC VEHICLE LOCATION
COMPUTER AIDED DISPATCH (AVL -CAD) SYSTEM FROM AVAIL
TECHNOLOGIES INC. IN A PHASE I NOT TO EXCEED AMOUNT OF 5366,000
AND A FULL PROJECT IMPLEMENTATION NOT TO EXCEED AMOUNT
OF 5688,118, AUTHORIZING THE CITY MANAGER TO EXECUTE ALL
DOCUMENTS NECESSARY TO COMPLETE THE PROJECT AND
REVISING AND APPROVING THE CIP PROJECT # C65501503 BUDGET
WHEREAS, in accordance with the City of Petaluma Charter and Municipal Code, and
other applicable law, City staff participated in a multi -agency procurement with neighboring
Soltrans and Napa County Transportation and Planning Agency, which featured a Request for
Proposals (RPP) for procurement of an automated vehicle location and computer aided
dispatching system (AVL/CAD) (the Project); and
WHEREAS, participation in a multi -agency procurement offers clear benefits to the City
in terms of greater vendor interest and more competitive pricing; and
WHEREAS, the RFP was issued on May 8, 2014, and two (2) proposals were received
by the June 19, 2014 deadline and opened in accordance with applicable law: and
WHEREAS, each proposal was evaluated by staff from each participating agency with
professional consulting assistance provided by a Soltrans consultant based on the criteria for
evaluation in the RFP: and
WHEREAS, after evaluation and vendor presentations, staff from all agencies
unanimously identified Avail Technologies, Inc. ("Avail'), as the selected vendor which was
most responsive to the RFP, and the selection was approved by the Soltrans (lead agency) Board
of Directors on August 15, 2014, leaving each agency to finalize equipment options and final
quantities with Avail, which for Petaluma amounts to $686,118; and
WHEREAS, Avail cannot honor the favorable pricing indefinitely and requires a
commitment by the City in December to hold the pricing and not escalate the pricing to calendar
2015 rates: and
WHEREAS, staff has determined that Avail is a qualified vendor and qualified to
provide and support the Project; and
WHEREAS, grant funds in excess of the cost of the initial system purchase will be used
to procure additional hardware in the coming years: and
Resolution No. 2014-197 N.C.S. Page I
WHEREAS, the City currently has available funding in the amount of $366,000 for
implementing phase 1 of the project. The City anticipates that the Metropolitan Transportation
Commission will approve the FY 2014-2015 Federal Transit Administration funding to the City
by March 1, 2015, which will allow implementation of phase 2 of the project.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City hereby:
1. Approves the revised project budget for CIP 4 C65501503 to $718,302.
2. In accordance with the City of Petaluma Charter and Municipal Code and other
applicable law, finds Avail Technologies, Inc. to be the selected qualified vendor for
the Project and authorizes the City Manager to execute the Project contract with Avail
in an amount not to exceed $686.118.
3. Authorizes the City Manager to execute all documents necessary to complete Phase I
in a not to exceed amount of $366,000.
4. Authorizes the City Manager to execute all documents necessary to complete Phase II
in a not to exceed amount of $320,118 contingent upon MTC authorizing the
expenditure of FTA funds in an amount of $320,118 or an amount equal to the
pending MTC allocation, whichever is lower.
Under the power and authority conferred upon this Council by the Charter of said City
REFERENCE: I hereby certify the foregoing Resolution was introduced and adopted by the Jo', as to
Council ofthe City of Petaluma at a Regular meeting on the I5°i day of December.
2014. by the following vote:
Ci . Attorney
AYES: Albertson. Barrett, Harris. Healy. Vice Mayor Kearney, Miller
NOES: None
ABSENT: Mayor Glass
ABSTAIN: �None
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ATTEST:
City Clerk Tlce Mayo
Resolution No. 2014-197 N.C.S. Page 2