CITY OF HUNTINGTON BEACH Sole-Source Justification (For use on all goods and services acquisitions.)

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1 CITY OF HUNTINGTON BEACH Sole-Source Justification (For use on all goods and services acquisitions.) RECEIVED FEB Finance Department 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. Date: February 16, 2015 Requestor Name: Sgt. Nesmith Department: Police Contact Name: Sgt. Nesmith Telephone: Ext Fax: (714) Cellular phone: Requesting Department Information Division Manager: Capt Bunetta (Type names. Do not sign.) Department Head: Chief Handy (Type names. Do not sign. Must be same as signature below.) Department Contact Information Street Address: Gothard St. Huntington Beach, CA Shipping Address: Same Required Contact Information Contractor/Supplier Name: AeroComputers Inc. Contractor/Supplier Address: 2889W. Fifth St. #111 Contractor/Supplier City/State/Zip: Oxnard, CA iri Akrrirtildrrn Akrriv::rr"" itiri New Contract Amount:* Aril $ rivrirrt (Includes original contract and all amendments, including current amendment) runnur rrilirrnir cur Provide a brief description of the acquisition, including all goods and/or services the contractor will provide: 1 moving map system for Police Helicopter Contract Type. and Term Contract Type: Contract Term: What account number will be used to purchase? Select One: 1 Goods Begin: When purchased Business Unit: and Service Goods & Services End: When purchased Object Code: _ ' Required Approvals Rirector of Finance Approved El Denied Signature Date Date (Transactions exceeding $50,000 must be approved by City Council)

2 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 Supoprt Unit requires a moving map system that provides a FLIR overlay system to include parcel data. There are only two known suppliers of this system. Churchill Navigation provides a similar system that is approximately 610, more expensive than the requested AeroComputer system. Churchill Navigation is located in Colorado making quick turn around times for repairs more difficult. AeroComputers is located in Oxnard CA. 2. Provide the background of events leading to this acquisition. The Air Support Unit currently uses an unreliable, antiquated, slow moving map system. The units breakdown regularly and have an accuracy rate of about 85%. The manufacturer of the current system will soon stop support, and current repair times are around 6 months. Due to this a replacement is necessary. The Air Support Unit contracts with the cities of Newport Beach and Costa Mesa. The officers in the unit have not had the experience of working as patrol officers in those cities as they have in Huntington Beach. Therefore an updated system combining a FLIR overlay and parcel data is necessary to provide the best customer service possible to residents in all 3 cities serviced by the Huntington Beach Air Support Unit. 3. Describe the uniqueness of the acquisition (why was the good/service/supplier chosen?). AeroComputers provides a moving map system that has both a FLIR overlay as well as parcel data. There is only one known competitor, who has a higher price, and they are located in Colorado making repair turnaround times difficult. AeroComputers is located in Oxnard CA, making it repairs easier. The Anaheim and Orange County Air Support Units use AeroComputers and those sysytems have been evaluated by HBPD Air Suport personnel with positive reports. 4. What are the consequences of not purchasing the goods/services or contracting with the proposed supplier? If a new moving map system is not purchased eventually the current system in the helicopters will no longer be serviceable due to lack of support from the supplier. The Air Support Unit will not be able to provide the same quality service that our contract cities and officers have become accustomed to. 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.) There is only one other known supplier of moving map systems that provides a FUR overlay as well as parcel data. This company is located in Colorado with a higher purchase price. Repairs for moving map systems during their lifetime becomes necessary and quick turnaround times are important. AeroComputers was determined to be the best option due to its southern California location and lower price with a proven system performance verified by neighboring agencies. 2

3 3 B. PRICE ANALYSIS 1. How was the price offered determined to be fair and reasonable? (Explain what the basis was for comparison and include cost analyses as applicable.) This system is the lower of the two known suppliers of the minimum requirements for the moving map system. 2. Describe any cost savings realized or costs avoided by acquiring the goods/services from this supplier. The Aerocomputers system is $10, cheaper than the only other known competitor. Remit completed form to: City of Huntington Beach Purchasing Division 2000 Main Street, Huntington Beach, CA

4 LIERoCamPtrrszs - Altbarn Syslems February 10, 2015 Huntington Beach Police Dept. Aviation Section P.O. Box 7ORNI Huntington Beach, CA Subject Sole Source Justification Letter for AeroComputers Moving Map System Hardware & Software Maintenance, Support, and Training. Dear Sirs: AeroComputers, Inc., based in Oxnard, California, is pleased to provide the following sole source justification letter for our Moving Map System Hardware/Software Maintenance, Support, and Training. AeroComputers is the sole manufacture of the LE-5000, UC-5100, UC-5300, UC and ViewSync3D Moving Map Systems, as well as the exclusive provider of UltiChartTM tactical mapping software; AeroMaps TM and AeroParcelTm address parcel points. These products are unique to AeroComputers and, as such, it is the only company who sells, distributes and repairs these systems. AeroComputers is also the only company able to provide hardware & software maintenance, support, and training. AeroComputers has been designing, building, marketing computer and moving map systems that manage tactical operations for airborne applications since Currently employed by over 180 law enforcement, fire, military and other public safety agencies worldwide, AeroComputers is the industry leader in providing mission management systems that integrate GPS-based moving maps, image collection and transmission, illumination and data storage. If you have any questions, or would like any additional information, please feel free to contact me. Respectfully, AeroComputers, Inc. Sydney Mitchell Sydney Mitchell, Director of Sales & Marketing - AeroComputers, Inc. AeroComputers, Inc West Fifth Street, #111, Oxnard, California '(805) 9B5-3390

5 AeroComputers, Inc. AeroComputers, Inc. 2889W. Fifth St. #111 Oxnard, CA Phone: (805) Fax: (805) Estimate February 9, Ill Bill To: Ship To: Huntington Beach Police Dept Huntington Beach Police Dept None None Huntington Beach, CA Huntington Beach, CA Contact: Huntington Beach Police Dept Item Seller Payment Terms FOB Point Shipping Terms Ship Via Reg, Ship Date Trace NET 30 Origin Prepaid & Billed U.S. FedEx Ground 518/15 # Type Item / Description Unit Price Qty Ordered 1 Sale UC UNichart Moving Map System $ 109, ea $ 109, year hardware warranty -Free Lifetime Software Updates -AeroMaps for California -AeroParcels for California -250K, 100K, 24K Topos -8K Aerial Imagery -Video Overlay System -Onsite installation support and training - Internal HD-DVR -Integration w/flir Installation kit with adapter cables if needed 2 Sale SPN-IGM-A1 - SPAN IMU Integrated SPAN receiver & $ 23,100,00 1 ea $ 23, ADIS16488 IMU in a small, lightweight enclosure: ECCN 7A994 3 Kit AK-Selection Kit - AeroComputers Keyboard Options $ ea $ Kit AK-4 Kit - AK-4 Keyboard Kit with Mating Connector $ ea $ Sale AK-4S Sliding KBD NVIS F'N: A-2 - AK-4 Sliding $ ea $ Keyboard NVIS PN: A-2, EAR99, SchB Discount Concession Disc Customer Spec 4 - Huntington Beach -$ 5, ea -$ 5, Total Price Approval: Date: SubTotal February 9, :58:27 PM PST QUOTE VALID FOR 90 DAYS, ESTIMATED DELIVERY DATE 60 DAYS A.R.. Sales Tax TOTAL $ 128, $ 10, $ 139, Page 1 of 1

GUIDE TO SUBMITTING SOLE SOURCE JUSTIFICATIONS

GUIDE TO SUBMITTING SOLE SOURCE JUSTIFICATIONS Definition of Sole Source Procurement: Sole source procurement refers to those purchases where there is only one supplier that can provide the product you