DATE: May 2, 2016
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Russell Truell, Assistant City Administrator / CFO
Rocky Garzarek, Fire Chief
Todd Horton, Deputy Fire Chief
Brian Wilcox, Purchasing Manager
SUBJECT:
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Consideration of sole-source purchase from TargetSolutions Learning, LLC of San Diego, California of an online training management system in the total lump-sum amount of $13,670 for first year plus a like amount per year if extended for the Fire Department (Contract No. 2016-0045; 05/10/16 WS )
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Purpose
The purpose of this proposed procurement would be to purchase an online training management system for the Fire Department. The proposed purchase would afford Fire Department personnel the opportunity to meet the majority of their annual training requirements via the internet.
Background
City Purchasing Policy requires for sole-source purchases valued at or greater than $25,000 to be individually authorized by the Board of Mayor and Aldermen unless they are (a) for repairs to, maintenance of, licenses for and/or maintenance agreements for products already in use by the City, (b) for purchases of items necessary to maintain, expand or improve a manufacturer-specific system already in use by the City and that requires interconnectivity of and/or communication between the component parts, or (c) for purchases of items that have, for good and sufficient reason, previously been standardized by the City, so long as the product manufacturer representative has stated in writing that the vendor is the sole source available to the City. Staff is of the opinion that the proposed procurement of an online training management system does not fall into one of these three categories and thus would require individual authorization by the Board of Mayor and Aldermen.
However, staff is also of the opinion that the proposed purchase would qualify as a sole-source purchase. Target Solutions is the only provider that offers training content that not only is pre-approved by both the Tennessee Commission on Firefighting for in-service credit as well as the Tennessee EMS Board for continuing education credit, but also includes the following features: uploading of department training content; ability to view online training content by other agencies; a training records management section; email notifications for all content; course creator software; Human Resource, OSHA, Vehicle/fleet, Haz-Mat, and Technical Rescue training content; an ISO Training Tracker; Credentialing Manager; and the ability to track training accomplished outside of the programs content; all of which features are of interest to the Franklin Fire Department and many of which features are not available from the only two other sources similarly pre-approved.
TargetSolutions Learning has stated in writing that it is the sole source available to the City of Franklin, and that the quoted pricing is the lowest municipal unit pricing available at this time and in the foreseeable future for the quantity indicated.
Financial Impact
The Fire Department budget for fiscal year 2016 does not anticipate this purchase. However, the Fire Department has identified anticipated savings elsewhere in its operating budget out of the General Fund more than sufficient to cover this purchase such that no budget amendment is necessary to accommodate this purchase.
Recommendation
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Staff recommends that the Board of Mayor and Aldermen approve and authorize the proposed sole-source purchase from TargetSolutions Learning, LLC of San Diego, California of an online training management system in the total lump-sum amount of $13,670 for first year plus a like amount per year if extended, for the Fire Department. Purchasing Manager Brian Wilcox is of the opinion that the sole-source purchase appears to be justified. Pursuant to authority previously granted by the Board of Mayor and Aldermen, City Contract No. 2016-0045 has been prepared for execution by the City Administrator, pending approval by the Board of Mayor and Aldermen of the staff recommendation to authorize the proposed sole-source purchase, and is attached.