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Home My WebLink About13 Approve Increase for Tait Communications FY 2020TRUCKEE DONNER Public Utility District MEETING DATE: October 7, 2020 TO: Board of Directors AGENDA ITEM #13 FROM: Ian Fitzgerald, IT Director/Chief Information Officer SUBJECT: Approve an Increase to the 2020 Annual Procurement Authority for TAIT/Harris Communications APPROVED BY Ian Fitzgerald, IT Director/Chief Information Officer RECOMMENDATION: Approve an increase in the annual procurement amount with TAIT/Harris Communications from $30,000 to $50,000 for FY20. BACKGROUND: In December, 2019, the Board of Directors approved a sole source purchase from TAIT/Harris Communications (601-REQ6502-120419) for an amount not to exceed $30,000. The approval was for all hardware and software platforms which support the Districts DMR (Digital Mobile Radio) system and are wholly owned by TAIT Communications. Normally, this requested amount covers all necessary support and maintenance costs for the fiscal year. The District is looking to improve remote support of radio units, in addition to decreasing labor and system down time. To achieve these improvements, the District is looking to implement OA (Over the Air) software and hardware to allow for radio unit remote updates and support, keeping configuration and software patching as up-to-date as possible. Currently to update the units requires actually physically configuring over40 hand held and vehicle mounted radios consuming costly service time and taking away from other priorities. These additional costs will cover include the purchase of both hardware and software, quoted by TAIT in the amount of $11,583, plus provide excess capacity to replace handheld radios should they become damaged during normal operations. Increasing the annual procurement allotment from $30,000 to $50,000 will ensure continued support and maintenance for the District's TAIT DMR radio system, and provide needed infrastructure to migrate to the latest firmware remotely. Page 1 of 2 Purchase Order PO Description Date Cost 6665 Annual Support 6/17/2020 $18,750.00 $18,750.00 This request supports the following District Goals and Objectives: 3.3.2 — Maintain and implement a current IT Master Plan, including the required infrastructure to meet current and future demand and supply 6.6.1 — Utilize modern, cost effective work methods and equipment FISCAL IMPACT: The Information Technology Department (Cost Center 9) is currently 82% of year-to-date ($1,378,497 dispersed from $1,676,344 budgeted), and 62% of Actual FY20 budget ($1,378,497 dispersed from $2,235,126 budgeted). Purchases through TAIT/Harris are accounted towards the activity codes #472 "Hardware Purchases" ($9,660 dispersed from $69,584 budgeted or 14%), #482 "Software Purchases/Upgrades" ($1188 dispersed from $25,000 budgeted or 5%), and #483 "Licensing, Maintenance & Support" ($474,958 dispersed from $581,168 budgeted or 82%). Licensing, Maintenance & Support costs, #483, for TAIT/Harris are completed for the year. Additional expenditures with TAIT/Harris will fall into both activity code #472 and #482; both of which have excess budget to administer. This item will not impact the overall Cost Center 9 FY20 budget, with an estimate of still coming under budget at year's end. ATTACHMENTS: Attachment #1 — OA Integration bid from TAIT Communications - $11,583. Page 2 of 2 TRUCKEE DONNER JM Public Utility District MEMORANDUM From: Ian Fitzgerald, IT Director / CIO Date: October 7, 2020 General Manager: Remleh Scherzinger, P.E., General Manager, CEO Concerning: Sole Source Procurement — TAIT Communications The District utilizes TAIT Communications DMR (Digital Mobile Radio) hardware and software, purchased through the sole regional provider Tait North America Inc. to support and extend the District's mobile radio communications to ensure coordination and safety of the District's employees while working in the field. Purchases of hardware, software upgrades, extensions, maintenance & support, and training are only available through TAIT Communications, and are thus proprietary in nature. Section 3.08.010.7 of District Code allows vendors to be designated as Sole Source if "Certain vendors provide goods and equipment that are proprietary in nature such as certain utilities. For purchases that exceed $15,000, approval will be obtained by the Board." It is therefore the recommendation that the District designates TAIT communications as a sole source provider for the District's TAIT branded DMR radio infrastructure. X Remleh Scherzinger, MBA, CSDM, P.E. General Manager/CEO Tait North America Inc 15354 Park Row Drive Houston Texas77084 United States of America t a' t Truckee Donner PUD • - 06152020-02 11,583.00 CI P USD 30 Calendar Days r - Wednesday, August 5, 2020 TDPUD EnableFleet Cloud EnableFleet in the Cloud solution, hosted in AWS for one year. The TEFC100 is the only annual fee thereafter, which can be added to the customer support contract if desired. Customer will be providing their own server for the OTAP agent, and customer also needs to provide the Cisco 881 or Cisco 921 for MobilelP connectivity. Assumes 100 or fewer subscribers (either mobiles or portable). Includes 2 days of remote commissioning help. Server requirements: Processor Intel® Xeon® E-2124 3.3GHz or faster with 8M cache, 4C/4T Hard Drive - 1T8 or larger 16GB RAM (2666MHz) DVD +/-RW drive Operating system Windows Server® 2019 Standard,16CORE 5-pack of Windows Server 2019/2016 User CALs (Standard or Datacenter) Danielle Mellado •i I I F i i 1 11 1 1 1 1 1 1• Jill 100 EnableFleet - One-time costs 1 = 1 10,983.00 100.02 TE1001-0431-0300-0000-10 EnableFleet DMR VM OTAP Agent 1 $ 5,644.00 25% $ 4,233.00 $ 4,233.00 Software 100.03 TPAS075-DMR SFE Key - DMR OTAP for portable 50 $ 50.00 25% $ 37.50 $ 1,875.00 radios 100.04 TMAS075-DMR SFE Key - DMR OTAP for Mobile radios 50 $ 50.00 25% $ 37.50 $ 1,875.00 100.05 SVF-COM Remote commissioning of Enable 2 $ 1,500.00 0% $ 1,500.00 $ 3,000.00 Fleet 200 EnableFleet - Annua costs 01 600 200.01 TEFC100 DMR Cloud Licence OTAP Tait 1 $ 800.00 25% $ 600.00 $ 600.00 EnableFleet 100 Devices Total Quote 11,583.00 By submitting a purchase order, signing a Quote from Tait, or placing an order via Taitbs customer service representatives, the Customer agrees that Tait Standard Equipment Terms and Conditions of Sale will govern the supply by Tait and the purchase by the Customer of the Equipment, Software licenses and/or Services described in the Quote, purchase order and/or orders taken by customer service representatives. Since the actual requirements for the solution required by the Customer are not clear at this stage, this Quote includes price estimation and is contingent upon: • Agreement being reached between Tait and Harris on the scope of work for Tait's ('prime") work and non -prime work and their corresponding delivery schedule, required predecessors and the roles and responsibilities of each party. Additional equipment and price adjustments may be required depending on the scope of work; • Agreement being reached between Tait and its subcontractors for subcontracting any non -prime work, • The quoted price being paid in accordance with the relevant provisions of the Terms & Conditions of Sale of the Distribution Agreement between Tait and Harris Corporation dated June 2019, except for payment milestones for services which will be subject to negotiation between Tait and Harris; • It is our view that in order for Harris and Tait to be successful in delivering an acceptable solution for the Customer, both parties will need to work together collaboratively in identifying and managing the scope of delivery as efficiently as possible. It is clear that the actual requirements will not be fully understood until the post award requirements definition phase is near completion. It is essential that both parties work together in setting and managing the Customer expectations in the delivery of this work. Page 1 of 1 8/5/2020