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Home My WebLink About09-109APRIL 14, 2009 09 -109 RESOLUTION (CARRIED 6 -0 LOST LAID OVER WITHDRAWN ) PURPOSE: WAIVE BIDS AND PURCHASE AIR MONITORING SYSTEMS / RAE SYSTEMS / ($44,877.00 — PAID BY STATE'S REGIONAL HAZARDOUS MATERIALS TEAM FUND) INITIATED BY: FIRE DEPARTMENT WHEREAS, the Fire Department has a hazardous materials team as part of the State Regional Hazardous Materials Team, and to meet the mission of the team it is necessary to have compatible, uniform air monitoring systems for all teams; and WHEREAS, all hazardous materials teams in this group will standardize on RAE systems; and WHEREAS, RAE Systems is the sole supplier for the standardized RAE air monitoring system and it is therefore necessary to waive bids pursuant to section 12- 10(D)(1) of the Oshkosh Municipal Code. NOW, THEREFORE, BE IT RESOLVED by the Common Council of the City of Oshkosh that the proper City officials are hereby authorized and directed to waive bids and to purchase air monitoring system from: RAE SYSTEMS, INC. 3775 North First St. San Jose, CA 95134 Total: $44,877.00 BE IT FURTHER RESOLVED that the proper City officials are hereby authorized and directed to enter into an appropriate agreement for the purpose of same. Money for this purpose is hereby appropriated from: Acct. No. 217 - 0230 - 6537 -00000 — Fire /Safety Fund — Safety Equipment This account is funded annually through contract with the State. CITY HALL 215 Church Avenue P.O. Box 1130 Oshkosh, Wisconsin 54903 -1130 City of Oshkosh olHKOfH DATE: April 1, 2009 TO: City Manager Mark Rohloff �� FROM: Jon Urben, Director of General Services,4b Tim Franz, Fire Chief RE: Recommendation to waive bid: RAE Air Monitoring System The fire department operates the hazardous materials team under a contract with the State of Wisconsin and receives annual funding for equipment and operational expenses. To meet the mission of the teams a joint decision was made by all nine teams to purchase air monitoring systems called Area RAE's. These RAE systems allow the placement of air monitoring devices to detect certain chemicals in the atmosphere over a wide area that provide constant instant feedback to a central monitoring site. A uniform system was chosen for all teams in the State so that in the event of a large chemical emergency the equipment from several teams can be brought in and connected together to provide continuous monitoring to a very wide area. This air monitoring system is unique and is only available through direct purchase from RAE. Included is support documentation from RAE. As this equipment is available from only one source of supply and standardization and compatibility with the State Regional Hazardous Materials Teams are overriding considerations, we recommend waiving the bid process pursuant to Section 12 -10 (D)(1) of the Municipal Code. The purchase price for this system is $44,877. There is no city budgetary impact as this purchase will be covered by the State's Regional Hazardous Materials Team Fund. If there are any questions or concerns related to this recommendation please direct them to either Fire Chief Tim Franz or myself. cc John Fitzpatrick, Assistant City Manager/Director of Administrative Services Lynn Lorenson, City Attorney �s c S Y S T E M S September 15, 2008 City of Oshkosh Oshkosh, WI RE: RAE Systems Statement of Sole Provider RAE Systems Wireless Instruments & Accessories Dear Rick Krumenauer: RAE Systems hereby_ states and certifies that the Wireless Gas Detection instruments and components manufactured by us are sold directly to end -using clients by RAE Systems, including sales to: Local, State, and Federal governmental agencies, environmental and remediation clean -up contractors, Fire Departments and Haz -Mat Response teams and others. The wireless instruments and systems, or Integrated Systems, include but may not be limited to the following: Purchase orders for this equipment should be made out to: RAE Systems, Inc. ATTN: Raul Guevara 3775 North First Street San Jose, CI _94.1 -3 -- - Phone Toll Free: (877) 723 -2878 Fax: (408) 952 -8487 Founded in 1991, RAP Systems is a leading global developer and manufacturer of rapidly deployable gas, vapor and radiological detection equipment for homeland security and industrial applications. Headquartered in San Jose, CA, RAE Systems products include a full line of portable, wireless and fixed monitors offering a wide variety of gas sensors as well as gamma and neutron radiation sensors for the detection of hazardous environments. RAE Systems products are used extensively in industrial and government hazardous environment detection programs in over 65 countries. As of 2006, there are more than 600 AreaRAE system users in the United States including over 3,000 AreaRAE monitors, 400 wireless portables, and over 300 Rapid Deployment Kits (RDKs). Should there be any question as to the authenticity of this Sole Provider letter, please contact the undersigned. Sincerely, Ryan Watson Vice President of Sales 314 -409 -5882 rwatson @raesystems.com CC: Bobbie Lyn Smith — Inside Sales Operations Manager Raul Guevara - Integrated Systems Sales • RDK Wireless Detection Systems — All • RAELink Modems, Repeaters and Host versions: w /Gamma; w/GPS; eta kits. All versions for 3' -party product integration. • AreaRAE gas 8 IAQ detectors —Wireless • Weather Wea ther Station • ChemRAE WMD detector • MUIURAE, ppbRAE, and MiniRAE wireless- enabled portable detectors. • Life Shirt Physiologic Monitor PtumeRAETM Plume Measurement software. • ProRAE Remote Control software • RAEGuard fixed PID Systems Rae Systems in - IWNK 3775 North First Street San Jose, CA 95134 Phone: (408) 952 -8200 Quotation: IS080925125606.01 es Y S T 9 M 5 ` Fax: (408) 952 -8483 Email: sales@raesystems.com To: City of Oshkosh Issued: Thursday, September 25, 2008 101 Court Street Expiration Date: Wednesday, December 24, 2008 Oshkosh, WI 54901 USA Rep Contact: Clareys Safety Equipment Attn: Rick Krumenauer Todd Clarey Phone: 920 - 236 -5236 Extn: Phone: 800 -558 -8009 Fax: 920 - 236 -5295 Fax: 507 - 289 -0325 Cell: Email: toddclarey @clareys.com Email: rkrumenauer @ci.oshkosh.wi.us Project: Oshkosh Fire Department Item Qty Part Number AlDescription Price/Unitl Tota 1. 1 1 029- 9004 -000 $3,000.00 $3,000.00 KIT,SOFTWARE,GPS MODULE 1.2 2 039- W12Z -12A AreaRAE Gamma Detector $8,927.00 $17,854.00 AreaRAE Gamma Detector CO Carbon Monoxide sensor 10.6 eV lamp wireless (RF) data transmission + GPS 90OMHZ Datalogging monitor - includes software & cable Monitor only -- - Et f02 Combo tibro an-c CFxygen - - -- -- - - - - -- 1.3 2 039- W11Z -12A AreaRAE Gamma Detector $8,927.00 $17,854.00 AreaRAE Gamma Detector H2S Hydrogen sulfide sensor 10.6 eV lamp wireless (RF) data transmission + GPS 900MHZ Datalogging monitor- includes software & cable Monitor only LEUO2 Combustible and Oxygen 1.4 1 039 -T000 -0011 RDK Detector Upgrade Kit $6,069.00 $6,069.00 RDK Detector Upgrade Kit Military grade case with in -case charging for AreaRAE's and all accessories as shown for RDK Detector Kit. Does not include AraeRAEs. Intended for customers who already own AreaRAE monitors. 1.5 1 Shipping Fedex Ground Shipping $100.00 $100.00 Shipping and Handling -Rates may change due to quantity, ship method, or final destination. Section Total: $44,877.00 Grand Total: $44,877.00 At the date of this quotation RDK System Packages and RDK Host Kits include the following personal computer: LENOVO THINKPAD T60 Page 2 Of 8 Rae Systems E. 3775 North First Street San Jose, CA 95134 W IM5 .Y S' i E Phone: (408) 952 -8200 Quotation: iS080925125606.01 Fax: (408) 952 -8483 Email: sales @raesystems.com 1951 - CORE DUO T2400 1.83 GHZ -14.1" TFT. Product availability may cause RAE Systems to substitute a personal computer of similar performance. FOB San Jose: Buyer is fully responsible for all incurred, freight, insurance, hazardous material handling, customs and duties. Price quoted does not include applicable sales taxes. Training: RAE Systems, or a Certified AreaRAE Representative, will provide up to 4 hours of free hands -on "Train the Trainer" training at the user's site or a mutually agreed upon location within 60 days after shipment. After 60 days our obligation to provide free training automatically expires. Additional on -site training can be purchased at $1500 a day plus expenses. With every AreaRAE or RDK order, RAE Systems provides an extensive, interactive training course on the use and maintenance of the AreaRAE monitor. This course is provided on a CD that can be run on most personal computers. Purchase Order Requirement: A signed quotation does not constitute an official purchase order. In order to ship, we require an approved purchase order complete with details (purchase order number, billing and ship to address, as well as accounts payable contact) Electronic and fax formats are acceptable. Accepted By Shipping Address: Required Delivery Date: Method of Delivery: PO#: Comments: Date of Acceptance Billing Address: Page 3 Of 8