HomeMy WebLinkAboutApprove Sole Source Justification with Aero Computers, Inc.�1 Dept. ID PD-15-002 Page 1 of 1
Meeting Date: 3/16/2011 y5
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CITY OF HUNTINGTON BEACH
REQUEST FOR. CITY COUNCIL ACTION
MEETING DATE: 3/16/2015
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Fred A. Wilson, City Manager
PREPARED BY: Robert Handy, Chief of Police
SUBJECT: Approve Sole Source Justification with Aero Computers, Inc. for the purchase of
one moving map system in the amount of $139,099 to be used in the police
helicopter
Statement of Issue:
City Council approval is requested for a Sole Source Justification for the purchase of one moving
map system to be used in the police helicopter
Financial Impact:
This purchase will be $139,099. Funding will be provided from the Police Department FY14/15
equipment replacement account 10040213 for $127,558, and the Police Department general fund
account 10070208 will absorb the cost difference of $11,541.
Recommended Action:
Approve Sole Source Justification for Aero Computers, Inc. to purchase one moving map system in
the amount of $139,099.
Alternative Action(s): Do not approve this Sole Source and direct staff accordingly.
Analysis:
The Police Department has three helicopters in its fleet and their current mapping system is near
obsolescence and not able to be updated. The new mapping system is necessary to ensure
continued quality service for the residents of Huntington Beach and of our two contract cities: Costa
Mesa and Newport Beach. This purchase will properly outfit one of the three helicopters operated
by the police department. To complete the outfitting of all three helicopters will require an additional
$278,197.20 in future budgets. The proposed supplier is based in Oxnard California. The only
other known supplier of this mapping system is in Colorado, which would complicate future
maintenance and service. The two other law enforcement air support units in Orange County,
Orange County Sheriff Department and Anaheim Police Department, use the same supplier, which
has been evaluated by our air support unit personnel. This system meets the needs for our air
support unit having both a FLIR overlay and parcel data information.
Environmental Status: NA
Strategic Plan Goal: Enhance and maintain public safety
Attachment(s):
1. Sole Source Justification
11B _4;_ Item 5. - I
RECEIVED
' CITY OF HUNTINGTON BEACH FEB 23 2015
Sole -Source Justification Finance Department
(For use on all goods and services acquisitions.)
This justification document consists of two (2) pages. All information must be provided and all questions must be answered. The "Required
Approvals" section must include a date for each signature, as appropriate for the transaction.
Date: February 16, 2015
Requestor Name: Sgt. Nesmith Division Manager: Capt Bunetta
(Type names. Do not sign.)
Department: Police Department Head: Chief Handy
(Tvoe names. Do not sign. Must be same as signature below.)
Contact Name: Sgt. Nesmith Street Address: 18401 Gothard St. Huntington Beach, CA
Telephone: Ext.5997 92648
Fax: 714 841-6747 Shipping Address: Same
Cellular phone:
Contractor/Supplier Name: AeroComputers Inc.
Contractor/Supplier Address: 2889 W. Fifth St. #111
Contractor/Supplier City/State/Zip: Oxnard, CA 93030
Original Contract Amount:* Amendment Amount:* (if applicable) New Contract Amount:*
$139,098.60 $N/A $
('Includes original contract and previously ("Includes original contract and all amendments,
approved amendments) ("Current amendment only) including current amendment)
Provide a brief description of the acquisition, including all goods and/or services the contractor will provide:
1 moving map system for Police Helicopter
Corifract T' a ard:Term.
Contract Type: Contract Term: What account number will be used to purchase?
Select One: ® Goods Begin: When purchased Business Unit: 10040213 and 10070208
❑ Service
❑ Goods & Services End: When purchased Object Code: 85250
Fiscal Sel ce Manager
pprov ❑ Denied
Signature
Date
irector of Finance
pproved „ ❑ Denied
Signature
a,ff--I5
Date
Assistant,,r.0 Manager
Appr�ed ❑Denied
Signature
Z' 1 �_' �S
Date
(Transactions exceeding $50,000
must be approved by City Council
CITY OF HUNTINGTON BEACH
Sole Source Justification
(For use on all goods and services acquisitions.)
Complete responses must be provided for all of the following items.
A. THE GOOD/SERVICE REQUESTED IS RESTRICTED TO ONE SUPPLIER FOR THE REASONS STATED
BELOW:
Why is the acquisition restricted to this goods/services/supplier?
(Explain why the acquisition cannot be competitively bid.)
The Air Supoprt Unit requires a moving map system that provides a FLIR overlay system to include parcel
data. There are only two known suppliers of this system. Churchill Navigation provides a similar system
that is approximately $10,000.00 more expensive than the requested AeroComputer system. Churchill
Navigation is located in Colorado making quick turn around times for repairs more difficult.
AeroComputers is located in Oxnard CA.
2. Provide the background of events leading to this acquisition.
The Air Support Unit currently uses an unreliable, antiquated, slow moving map system. The units
breakdown regularly and have an accuracy rate of about 85%. The manufacturer of the current system
will soon stop support, and current repair times are around 6 months. Due to this a replacement is
necessary. The Air Support Unit contracts with the cities of Newport Beach and Costa Mesa. The officers
in the unit have not had the experience of working as patrol officers in those cities as they have in
Huntington Beach. Therefore an updated system combining a FLIR overlay and parcel data is necessary
to provide the best customer service possible to residents in all 3 cities serviced by the Huntington
Beach Air Support Unit.
3. Describe the uniqueness of the acquisition (why was the good/service/supplier chosen?).
AeroComputers provides a moving map system that has both a FLIR overlay as well as parcel data.
There is only one known competitor, who has a higher price, and they are located in Colorado making
repair turnaround times difficult. AeroComputers is located in Oxnard CA, making it repairs easier. The
Anaheim and Orange County Air Support Units use AeroComputers and those sysytems have been
evaluated by HBPD Air Suport personnel with positive reports.
4. What are the consequences of not purchasing the goods/services or contracting with the proposed
supplier?
If a new moving map system is not purchased eventually the current system in the helicopters will no
longer be serviceable due to lack of support from the supplier. The Air Support Unit will not be able to
provide the same quality service that our contract cities and officers have become accustomed to.
What market research was conducted to substantiate no competition, including evaluation of other items
considered?
(Provide a narrative of your efforts to identify other similar or appropriate goods/services, including a summary of how the department
concluded that such alternatives are either inappropriate or unavailable. The names and addresses of suppliers contacted and the reasons
for not considering them must be included OR an explanation of why the survey or effort to identify other goods/services was not performed.)
There is only one other known supplier of moving map systems that provides a FLIR overlay as well as
parcel data. This company is located in Colorado with a higher purchase price. Repairs for moving map
systems during their lifetime becomes necessary and quick turnaround times are important.
AeroComputers was determined to be the best option due to its southern California location and lower
price with a proven system performance verified by neighboring agencies.
2
A 6
B. PRICE ANALYSIS
1. How was the price offered determined to be fair and reasonable?
(Explain what the basis was for comparison and include cost analyses as applicable.)
This system is the lower of the two known suppliers of the minimum requirements for the moving map
system.
2. Describe any cost savings realized or costs avoided by acquiring the goods/services from this supplier.
The Aerocomputers system is $10,000.00 cheaper than the only other known competitor.
Remit completed form to: City of Huntington Beach — Purchasing Division
2000 Main Street, Huntington Beach, CA 92648-2702
LieaoCOWUTea5"
Aiib-, Sytte
February 10, 2015
Huntington Beach Police Dept.
Aviation Section
P.O. Box 70RNI
Huntington Beach, CA 92648
Subject: Sole Source Justification Letter for AeroComputers Moving Map System
Hardware & Software Maintenance, Support, and Training.
Dear Sirs:
AeroComputers, Inc., based in Oxnard, California, is pleased to provide the
following sole source justification letter for our Moving Map System
Hardware/Software Maintenance, Support, and Training.
AeroComputers is the sole manufacture of the LE-5000, UC-5100, UC-5300, UC-
6000 and ViewSync3D Moving Map Systems, as well as the exclusive provider of
UltiChartTM tactical mapping software; AeroMapsTM, and AeroParcelTm address
parcel points. These products are unique to AeroComputers and, as such, it is
the only company who sells, distributes and repairs these systems.
AeroComputers is also the only company able to provide hardware & software
maintenance, support, and training.
AeroComputers has been designing, building, marketing computer and moving
map systems that manage tactical operations for airborne applications since
1993. Currently employed by over 180 law enforcement, fire, military and other
public safety agencies worldwide, AeroComputers is the industry leader in
providing mission management systems that integrate GPS-based moving maps,
image collection and transmission, illumination and data storage.
If you have any questions, or would like any additional information, please feel
free to contact me.
Respectfully,
AeroComputers, Inc.
Sydney n7itc ell
Sydney Mitchell, Director of Sales & Marketing
AeroComputers, Inc.
AeroComputers, Inc. 2889 West Fifth Street, #111, Oxnard, California 93030
(805) 995-3390
u�
Estimate
.17.1
P itc . .
AeroComputers, Inc.
AeroComputers, Inc.
2889 W. Fifth St. #111
Oxnard, CA 93030-4405
Phone: (805) 985-3390
Fax: (805) 984-8782
Email: erp@aerocomputers.com
Bill To: Ship To:
k eV -'AD
February 9, 2015
6668
1111111111111111111
Huntington Beach Police Dept Huntington Beach Police Dept
None None
Huntington Beach, CA Huntington Beach, CA
Contact. Huntington Beach Police Dept
Seller
Payment Terms
FOB Point
Shipping Terms
I Ship Via
I Req. Ship Date
Trace
NET 30
Origin
Prepaid & Billed
I U.S. FedEx Ground
1, 5/8/15
Item
#
Type
Item / Description
Unit
Price
Qty
Ordered
Total
Price
1
Sale
UC-6000 - Ultichart Moving Map System
$ 109,995.00
1 ea
$ 109,995.00
-3 year hardware warranty
-Free Lifetime Software Updates
-AeroMaps for California
-AeroParcels for Califomia
-250K, 100K, 24K Topos
-8K Aerial Imagery
-Video Overlay System
-Onsite installation support and training
- Internal HD-DVR
-Integration w1FLIR 8500
-Installation kit with adapter cables if needed
2
Sale
SPN-IGM-Al - SPAN IMU Integrated SPAN receiver &
$ 23,100.00
1 ea
$ 23,100.00
ADIS16488 IMU in a small, lightweight enclosure: ECCN
7A994
3
Kit
AK -Selection Kit - AeroComputers Keyboard Options
$ 0.00
1 ea
$ 0.00
4
Kit
AK-4 Kit - AK-4 Keyboard Kit with Mating Connector
$ 0.00
1 ea
$ 0.00
5
Sale
AK 4S Sliding KBD NVIS PN: 100524A-2 - AK-4 Sliding
$ 700.00
1 ea
$ 700.00
Keyboard NVIS PN: 100524A-2, EAR99, SchB 8471.60.20
6
Discount
Concession Disc Customer Spec 4 - Huntington Beach
-$ 5,000.00
1 ea
-$ 5,000.00
Approval: Date: SubTotal
Sales Tax
TOTAL
QUOTE VALID FOR 90 DAYS. ESTIMATED DELIVERY DATE 60 DAYS A.R.O.
February 9, 2015 12:58:27 PM PST
$128,795.00
$ 10,303.60
$139,098.60
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