CITY OF HUNTINGTON BEACH
Sole-Source Justification
(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.
Requesting Department Information
Date: April 11, 2022
Requestor Name: Sgt. Jeff Goodspeed Division Manager: Capt. Haught (Type names. Do not sign.)
Department: Police Department Head: Chief Parra
(Type names. Do not sign. Must be same as signature below.)) Department Contact Information
Contact Name: Sgt. Jeff Goodspeed Street Address: 18401 Gothard St., Telephone: 714-536-5997 Huntington Beach, Ca 92648
Fax: Shipping Address: Same
Cellular phone:
Required Contact Information
Contractor/Supplier Name: Dallas Avionics
Contractor/Supplier Address: 2525 Santa Anna Ave.
Contractor/Supplier City/State/Zip: Dallas, TX 75228
Original Contract Amount:* Amendment Amount:* (if applicable) New Contract Amount:* $None $N/A $98,065.43
(*Includes original contract and previously *Includes original contract and all amendments approved amendments) (*Current amendment only) ncluding current amendment Provide a brief description of the acquisition, including all goods and/or services the contractor will provide:
Contract Type and Term
Contract Type: Contract Term: What account number will be used to purchase? Select One: Goods Begin: Business Unit:
Service
Goods & Services End: Object Code:
Required Approvals
Department Head Principal Finance Analyst Chief Financial Officer Assistant City Manager • Approved • Denied • Denied E Approved • Denied #Approved • Denied Signature Signature Signature Signature
4/14/22 4/19/2022 4/17/22 4/20/2022
Date Date
(Transactions exceeding $50,000
must be approved by City Council
1 TON BEACH 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:
1. Why is the acquisition restricted to this goods/services/supplier? (Explain why the acquisition cannot be competitively bid.) The Air Support Unit has one Technisonic radio system in each Helicopter. The radios are used to communicate with air traffic control and other aircraft, and are used as the police radio. This is a very specific radio found only in law enforcement aircraft, and each helicopter is wired specifically for this radio system. During the bidding process for the purchase of three replacement helicopters, the Air Support Unit determined that the radios in the existing helicopters could be upgraded and transferred into the new helicopters, saving the City approximately $250,000 across all three radios/helicopters.
Unfortunately, one radio was recently damaged beyond repair and must be replaced. A sole source purchase is being requested as the replacement radio needs to be consistent with the radios in the other helicopters. Operational efficiency is optimized under this model, since the radios can be transferred from one helicopter to another in case of a malfunction. This is a time consuming process, but it can allow the Air Support Unit to continue providing helicopter services by minimizing the time a helicopter is grounded. Each radio system is wired differently, thus, using the same radios ensures compatibility across all three helicopters.
2. Provide the background of events leading to this acquisition.
The Technisonic radio was destroyed in the crash of our helicopter, and must be replaced.
3. Describe the uniqueness of the acquisition (why was the good/service/supplier chosen?).
There is an operational necessity for the replacement radio to be consistent with the two currently being used in the existing helicopters. If a different radio system is purchased, the other two radios would also need to be repiaced. Furthermore, the new helicopters are near completion and have already been wired for the Technisonic radio system. Purchasing a different radio model would require the new helicopters to be rewired, resulting in further costs and substantial delays in the delivery of the new helicopters.
4. What are the consequences of not purchasing the goods/services or contracting with the proposed supplier?
As stated above, it is critical for all of the helicopter radios to be the same. Purchasing a different radio system would not only require the purchase of three new radios, but would also necessitate modifications to the wiring in each of the new helicopters, resulting in greater costs and substantial delays.
5. 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.)
While researching the purchase of the new helicopters, the Air Support Unit reviewed the cost of buying new radio systems versus the cost of transferring the current radios. The cost difference was over $250,000. Since two of the current radios are still functional, and since the new helicopters have already been wired for the existing radio system, it would be inefficient and costly to purchase three new radios instead of purchasing one replacement Technisonic radio. 2 B. PRICE ANALYSIS
1 To pie has constant itement man vaine traitor services and products.
2. Describe any cost savings realized or costs avoided by acquiring the goods/services from this supplier. y staying with the Technisonic radio system, the City will not incur the costs of purchasing tw reditotal adia and reaving the three new helicopters. In addition, delays in the delivery of these nev Remit completed form to: ty of Huntington Beach - Purchasing Divisi 00 Main Street. Huntinaton Beach, CA 92648-27
3 Dallas Avionics
ISO 9001:2015 and AS9100D
2525 Santa Anna Ave.
Dallas, Texas 75228 QUOTE NO: 449225
214-320-9770 PAGE NO: 1
SOLD TO: HUNTINGTON BEACH POLICE SHIP TO: HUNTINGTON BEACH POLICE 18401 E. GOTHARD ST. 18401 E.GOTHARD ST.
HELICOPTER SUPPORT HELICOPTER SUPPORT
HUNTINGTON BEAC, CA 92648 HUNTINGTON BEAC, CA 92648
USA
CUSTOMER # P.O. NUMBER SHIP VIA/ACCOUNT # SALES REP
12204703 /QUOTE CB
BUYER DATE SHIP INSTRUCTIONS TERMS
| JAY GOODSPEED |04/08/22| [VISA/MC/AMEX/DC|
[email protected] 12:31
ORDER PART NUMBER DESCRIPTION COND PRICE UM AMOUNT
*****-*********-*******-***-******************************************************************* JAY, WHEN READY TO PROCEED PLEASE ISSUE A PO FOR UN2175 FOR S/N FTC10155, THEN CALL OR E-MAIL FOR AN RMA. PLEASE DO NOT SEND WITHOUT AN RMA OR THINGS
SINCERELY,
************************************************************************************************ 1 UN2175 TIL UPGRADE (HUNTINGTON BEACH P NE 6,785.00 EA 6,785.00 P93088NV TO P93643
S/N FTC10155
1 TDFM9300-P93643NV TIL RADIO (HUNTINGTON BEACH PD) NE 84,227.00 EA 84, 227.00 111267-2-93-A88-AZZ-T1-P93643
* x
Our sales, return, export, drop shipment and warranty policies can be viewed at http://www.dallasavionics.com/terms/sales from date of quote. FRT/HANDLING TBD
TAX 7,053.43
TOTAL (USD) 98,065.43
CLINT BORLAND
City of Huntington Beach
HUNTINGTON BEACH MATERIAL REQUISITION
Sgt. Goodspeed 4-11-22
Requestor: Date of Request:
Approved by: Lt. Nesmitk N
Dallas Avionics Huntington Beach Police Dept.
Vendor: Ship to: Heliport
2525 Santa Anna Ave 18401 Gothard St
Address: Address:
Dallas, TX 75228
City/State/Zip: City/State/Zip: Huntington Beach CA 92648 Clint Borland Lt. Nesmith
Attention: Ship to Attention:
Quantity Unit Description Amount
1 P93088NV to P93643 $6,785.00
TDFM9300-P93643NV $84,227.00
Account #: Sub-Total: $91,012.00
Sales Tax: $7,053.43
TBD
Notes: Shipping:
$98,065.43
TOTAL: