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Docusign Envelope ID: 792D1E0B-7286-429D-B8A4-A6A233DD33B9 oe. © Glendale SRIZONA Procurement Sole Source and Special Procurement Request REQUESTOR INFORMATION: Requestor: Eric Keppler Date: 2/11/2026 Department: Fire Services Phone Number: 623-930-4411 Email Address: ekeppler@glendaleaz.com Return To: meismann@glendaleaz.com PROPOSED VENDOR INFORMATION: Proposed Vendor: Station Automation, Inc. dba PSTrax Proposed Vendor Contact: Melissa Jonnson Proposed Vendor Address: 5837 S. Gallup St., Suite 140 City, State and Zip Code: Littleton co 80120 Vendor Phone: 303-546-1103 Vendor Fax: Procurement method requested: [x] Sole Source Special Procurement PURCHASE INFORMATION: One time purchase: Yes LINo [x] Total Cost of this Order: 185,000.00 Federal Money: Yes [_] No If yes, explain funding source: Org #: 10002013 / Object #: 524120 / CIP Project Code: Description of the product or service requested: Software and support for asset inventory and tracking of fire department equipment and supplies The Fire Dey partment purchased seven modules (Vehicles Stations __} In accordance with Finance Administrative Poligaga prs, chaxencorducteba geod faith seviencofl avaiabdeer the sources and determine that there is only one kneyvingand/areanapeecticialaopere fonéhevsaquitedsitems in accordance with the Guidelines for Justification attached. REQUESTOR CERTIFICATION: ‘Signed by: Requestor Eric Keppler Division Fire Resource Date 2/11/2026 (eric Fpl DEPARTMENT DIRECTOR APPROVAL: - ‘Signed by: Director Ryan Freeburg Division Fire Resource Date 2/25/2026 [ Fi nhl) FINANCE DIRECTOR APPROVAL: Tn accordance with Finance Administrative Policy No. 1, I have conducted a good faith review of this request and agree that there is only one known and/or one practical source for the required items in accordance with the Guidelines for Justification attached. Levi D. Gibson, CPA, M.Acc. -—~s*t" Finance Director levi . Gibson. Date 2/26/2026 E1B549682022493... Procurement will require a reevaluation and resubmission of a Sole Source / Special Procuremt after: Single Use Only: [] Annually: [ End of Contract, including any extensions: [x] Rev. 7/23/2024 Docusign Envelope ID: 792D1E0B-7286-429D-B8A4-A6A233DD33B9 G Glendale ARIZONA Procurement Sole Source and Special Procurement Request Check the reason(s) below to identify why you have determined the purchase is a Sole Source or Special Procurement and attach supporting documentation. Use only column. A purchase cannot be BOTH a sole source and a special procurement O SOLE SOURCE Compatibility. Indicate system, make, model and function Unique repair/replacement item. Identify item to be used with previous PO number item purchased, and warranty period Supplementary or necessary part required from same manufacturer. Identify in-house equipment and use with existing system Unique Item or Services Proprietary Specifications (Copyright, patented, etc.) Other reasons, if not above. Explain in justification SPECIAL PROCURMENT Presents such limited competition that a competitive bid or proposal process cannot reasonably be used Discourages the use of a competitive bid or proposal as it will result in a substantially higher cost to the city, or will otherwise impair the city’s financial interests Substantially impede the city’s administrative functions or the delivery of services to the public Does not qualify as a sole source or emergency Has only one provider with the experience and capability to successfully perform the contract Presents a significant time constraint as the need was not known in sufficient time to allow for competitive procurement and time is of the essence JUSTIFICATION: Use the Guidelines for Justification of the selected reason(s) above, and provide a full explanation of your reason that the product/service is a sole source or special procurement. Attach all supporting documentation. For a special procurement, attach selected vendor quote and supporting documentation. For a sole source request, you must attach vendor sole source letter, quote, and supporting documentation: In 2021, Fire Resource Management Division did a search for an asset inventory and tracking system for personal protective equipment for over a year. Standard Automation dba PS Trax were the only vendor to offer a uniquely tailored product for Glendale Fire and at the lowest quote. GFD has utilized all 7 modules: Vehicles, Fire Stations, SCBA (self-contained breathing apparatus), PPE (personal protective equipment), Critical Assets, Supplies and Controlled Substance. The Fire Department has utilized the PSTrax solution since 2021 and expanded from 5 modules to 7 modules in 2025, adding the Supplies Module for EMS supplies and Controlled Substance Module. PS Trax's software and associated modules are proprietary. The initial launch of this system took several months to implement and is now considered the industry standard. ay ens vel MANDALORY well for us and we would like to continue with this software system. Sole source letter from vendor CH DOCUMENTATION REQUIREME Provide a ere zieziatiation of efforts made to determine the availability of the product or service from any other vendor, including other distributors: The Glendale Fire Department performed the initial RFQ process when it was determined that we needed a program to track assets and equipment. The Fire Department added the Supplies Module and Controlled Substances module to support the Emergency Medical Services (EMS) Division in 2025. The EMS Division explored other solutions to address managing supplies and controlled substances, and determined that PS Trax was a good solution. At this point, we are embedded in this program and switching would take time and money that is unnecessary as PS Trax meets the Fire Department's needs. PS Trax's software and associated modules are proprietary. Rev. 7/23/2024 Docusign Envelope ID: 792D1E0B-7286-429D-B8A4-A6A233DD33B9 a G Glendale Procurement Sole Source and Special Procurement Request PREPARER NOTE: If this is a vehicle or technology purchase, concurrence of the Fleet Director or the IT Director will be required. Technology ADDITIONAL APPROVAL: Sloped by: 2/26/2026 IT Director | Savle= Fleet Director Date SETERITEZE RZ Approval of a vendor as a sole source or a special procurement only determines the procurement method. Council approval and a signed contract may also be required. Rev. 7/23/2024