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HomeMy WebLinkAboutRES 1994-28 - Board RESOLUTION NO. 9428 OF THE TRUCKEE DONNER PUBLIC UTILITY DISTRICT DIRECTING THAT COMPETITIVE BIDDING BE DISPENSED WITH IN CONNECTION WITH THE DISTRICT' S PURCHASE OF COMPUTER HARDWARE AND SOFTWARE A. AutoCAD and ADE Software Application WHEREAS, the District currently owns software application Autodesk Automatic Computer Aided Design ("AutoCAD") version 10; and WHEREAS, the District has determined that software application AutoCAD version 10 has become obsolete in that it is incapable of running related software programs to perform design and mapping functions and interact with other cad software applications; and WHEREAS, the District has determined that it is less costly to upgrade its AutoCAD version 10 to perform the necessary functions by purchasing Autodesk AutoCAD version 12 and ADE software applications than converting to a new autoCAD software application; WHEREAS, the District has determined that Autodesk AutoCAD version 12 and ADE applications are available directly from Autodesk through a state contract price of $890. 00 until June 30, 1994 at a substantial savings to the District; WHEREAS, the District has determined that purchasing AutoCAD version 12 and ADE directly from Autodesk will also result in substantial savings to the District on other related and necessary AutoCAD software applications; and B. FMS - GIS Database Software WHEREAS, the District currently engages the services of outside consultants to perform mapping design and facilities management functions; and WHEREAS, the District has determined that to better operate the utilities, locate facilities, and service the overall system it is necessary to perform mapping design and facilities management using its own staff rather than outside consultants; and WHEREAS, the District staff has recommended acquiring of Facilities Management System, Global Information System Database software ("FMS-GIS")to perform mapping design and facilities management based on its superior user friendliness, compatibility with mapping systems used by other utilities in the area, such as Southwest Gas, which would allow overlaying various utility maps to achieve an integrated map of all utilities and thoroughfares, cost- effectiveness, ability to access data currently stored in the District's AS400 computer system, compatibility with Autodesk AutoCAD version 12 and ADE, ease of training staf f on the software, and cost-effectiveness due to the ability to obtain a discount on the FMS software by virtue of purchasing AutoCAD version 12 and ADE software from Autodesk; and WHEREAS, the District has determined that it is most-cost effective to use the product discount ($4300. 00 rather than $7, 000. 00) to obtain the FMS-GIS software from AEC Computer System, the vendor recommended by FMS as a reputable dealer who has superior familiarity with the product and is available to provide minor programming as necessary to tailor the system to the District's special needs, if any; and C. UDS Intellicad software WHEREAS, the District is currently designing and drawing new electrical systems, and electrical system upgrades, repairs, and maintenance manually which is labor intensive and not cost effective; and WHEREAS, the District staff recommended acquiring a software application to increase productivity and efficiency in designing and drawing new electrical systems, and electrical system upgrades, repairs, and maintenance; and WHEREAS, the District staff recommended acquiring Utility Design Software (UDS) by Intellicad to perform its electrical system design and drawing functions because it is the only known program which performs engineering calculations automatically; and WHEREAS, the District has determined that Intellicad's ability to perform automatic engineering calculations will allow the District staff to develop several alternative design scenarios with the data calculations to demonstrate which is the most efficient design in a time effective manner; and WHEREAS, the District staff understands that the software application UDS by Intellicad may only be purchased directly from Intellicad at a substantial discount saving ($5, 000. 00 rather than $8, 500.00) offered to North West Power Association ("NWPA") and American Public Power Association ("APPA") members for a limited time; D. Computer Hardware for Design/Mapping Workstation WHEREAS, the District has determined that it is neither cost- effective to purchase numerous copies of the software necessary for design and mapping functions to install on individual existing District computers nor possible to install the software on existing District computers because they lack the capacity to run the specialized programs simultaneously as required; and WHEREAS, the District has determined that it is necessary to create a separate computer work station to house the specialized software and purchase the required hardware to perform designing and mapping functions; and WHEREAS, the District has determined the purchase of a computer, monitor, and digitizer is required for this workstation to perform designing and mapping functions; and WHEREAS, the District has determined, upon staff recommendation and expertise, that the NEC 21" monitor (approximately $2, 000. 00) , which received the highest rating by PC Magazine in 1994, contains all the necessary features to perform designing and mapping functions, is compatible with the software applications, is cost- effective, and is necessary for this workstation; and WHEREAS, the District has determined, upon staff recommendation and expertise, that the Summagraphics Summagrid IV (36" x 4811) digitizer with economy stand (approximately $2 , 000. 00) , which was recommended by numerous vendors, has the strongest market history for reliability and future stability, can best handle all the software applications, and is designed to be compatible with other hardware components; and WHEREAS, the District has determined that the specifications developed for an IBM compatible pentium computer (approximately $5, 000.00) by District staff will satisfy the criteria necessary to perform the design and mapping functions by having sufficient multi-tasking capacity to handle software applications and future upgrades, drive the graphics, store and manipulate data, and is known to be reliable; and WHEREAS, the District's hardware system is currently serviced by Sandel Avery Engineering; and WHEREAS, Sandel Avery Engineering can provide the necessary hardware and related servicing at a competitive price; WHEREAS, AEC Computer System can provide the necessary hardware at a competitive price and related servicing and- can provide the FMS- GIS software application; and WHEREAS, the District has determined that the hardware necessary to perform design and mapping functions can be purchased from either Sandel Avery Engineering or AEC Computer Systems; and WHEREAS, various California court decisions, including Graydon v. Pasadena Development Agency, 104 Cal.App. 3d 631 (1980) , hold that if the subject of a contract is such that competitive proposals would be unavailing or would not produce an advantage and the advertisement for competitive bids would thus be undesirable or impractical, a public agency may dispense with competitive bidding; and WHEREAS, due to the facts set forth above, competitive bidding would be unavailing and would not produce an advantage to the District, and the advertising for competitive bids would not produce an advantage to the District and would be undesirable; and WHEREAS, the District has determined that all the necessary software and hardware to perform designing and mapping functions are not available from one vendor; WHEREAS, the District has determined that to satisfy the specific needs of the District for designing and mapping, the District must acquire specific software and hardware items; and WHEREAS, the District has determined that the software necessary to perform designing and mapping functions does not exceed $10, 000; and WHEREAS, the District has determined that the purchase of the necessary hardware does not exceed $10, 000; and WHEREAS, the District has determined that if all the hardware and the FMS-GIS software application are purchased from AEC Computer systems it will exceed $10, 000; and WHEREAS Public Utilities Code Section 20206. 4 generally requires that the District seek competitive bids in connection with the purchase of goods; and NOW, THEREFORE, BE IT RESOLVED that the Board of Directors adopts the above recitals as its findings; and BE IT FURTHER RESOLVED by the Board of Directors that for the reasons set forth above, the District finds that competitive bids for Autodesk AutoCAD version 12 and ADE, FMS-GIS, and Intellicad software applications and necessary hardware of a IBM compatible pentium computer, NEC 21" monitor and Summagraphics Summagrid IV digitizer would be unavailing and would not produce an advantage to the District and the advertisement for competitive bids would not produce an advantage to the District and would be undesirable and costly. . BE IT FURTHER RESOLVED that the District shall therefore dispense with competitive bidding for the acquisition of Autodesk AutoCAD version 12 and ADE, FMS-GIS, and Intellicad software applications and necessary hardware of a IBM compatible pentium computer, NEC 21" monitor and Summagraphics Summagrid IV digitizer, and the District staff is authorized to purchase the AutoCAD version 12 and ADE software applications directly from Autodesk under the special state contract price, to purchase the FMS-GIS software applications from AEC Computer Systems, to purchase UDS software application directly from Intellicad, and to negotiate directly with Sandel Avery Engineering and AEC Computer Systems for the purchase of an IBM compatible pentium computer, NEC 21" monitor, and Summagraphics Summagrid IV. PASSED AND ADOPTED by the Board of Directors at a meeting duly called and held with the District on the 20 day of June 1994 by the following roll call vote: AYES: Sutton, Aguera, Jones, Maass NOES: ABSENT: Corbett TRUCKEE DONNER PUBLIC UTILITY DISTRICT By: C-, James Maass, President ATTEST: Susan M. Craig, Deputy D' rict Clerk