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Request from the Facilities Manager to waive the competitive bid process for the installation and maintenance of access controls and establish Newport Network Solutions, Inc. as a proprietary vendor through December 31, 2025
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Submitted by:
Chuck Pomerenke, Facilities Manager
Department:
Facilities
A. Issue
Facilities would like to standardize the installation and servicing of access controls work with one vendor for the next two years (2024-2025).
B. Background/Options
In recent years one vendor has been doing most of the installations and servicing of the access controls hardware and software across all of the buildings owned by the City. However due to a growing dissatisfaction with the quality and timeliness of their work, and due to the high turnover of their technicians, Facilities has sought out alternative vendors to provide these services. Through this process, Newport Network Solutions has shown that they have provided high quality work, very timely responses to requests for pricing, good technical advice on the appropriate hardware selections and a highly skilled, long term technical staff.
When appropriate, the City has the ability to name a specific vendor or purchase as "proprietary" A proprietary purchase is similar to a sole source when no other is suitable or acceptable to meet the need, but there is more than one potential bidder. An example of a justification for a propriety purchase would be that a change in brand or model would impact the continuity of ongoing maintenance or increase operating costs or when a single manufacturer chooses to sell their product through multiple distributers.
By granting the request to waive the competitive bidding for access controls work and establish Newport Network Solutions as a proprietary vendor, it allows us to more quickly implement requests and work directly with a vendor that has proven to do high quality work in a very timely manner. It also reduces the "learning curve" that we...
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