Intent to Sole Source - Charter Controls.doc

Purchasing Services Department

4300 Roosevelt Way NE Box 354967 Seattle, WA 98105

March 19th, 2024 Intent to Sole source The University of Washington intends to contract with Charter Controls to replace the obsolete components of the custom-built hoist & motor control system in the Kathryn Alvord Gerlich Theater.

Background:

This contract would replace the obsolete components of the custom-built hoist & motor control system in the Kathryn Alvord Gerlich Theater. The motor control system operates (24) individual hoists and chain motors on the stage from 1 control panel. The stage can typically be in operation 6 days/week from mid-September through mid-December, 1st of January through mid-June. The stage does not operate without motor control. The current system has crashed twice since 2021 and repairs are only temporarily solved purchasing used components (power supply, control modules) from Ebay. If the emergency repairs can’t continue to be made with used components, stage activity would have to be suspended. A very limited time window of July and August 2024 are being held on the calendar to complete this needed system upgrade.

Unique Qualifications:

· The original manufacturer and installer of the custom-built Meany hoist & motor system, Stagecraft Industries, Inc., has now outsourced motor control systems to Charter Controls, Inc.

· Charter Controls’ engineers correctly identified the failed control modules and located replacement parts on Ebay getting the Meany system back online in a timely manner to be able to continue stage performances and rehearsals.

· Through onsite visits over the past two years, Charter Controls investigated and inventoried the entire Meany system in order to provide the detailed parts list for repairs and quote for replacement of obsolete parts.

· Charter Controls can provide the new components and is the only vendor that can make replacement in the limited July-August 2024 window on the Meany calendar.

· Meany did not have accurate and detailed enough information on the motor control installation to share with any vendor to facilitate the repair. Only Charter Controls’ documenting the Meany system over the past couple of years while onsite for repairs is moving us towards fully upgrading the system’s components, since the original manufacturer no longer supports motor control repairs and upgrades. This unique relationship between Stagecraft Industries and Charter Controls has already assisted with troubleshooting needed for repairs of the motor system and has enabled Charter Controls to gather the relevant design schematics from Stagecraft to determine the parts required to offer an itemized quote for updating the motor control system in Meany.

Along with replacing the obsolete components, Charter Controls will provide Meany with accurate schematics for all wiring in all control boxes, and the archived and documented program files. Documenting the current system and identifying obsolete parts has been the result of multiple site visits from a contractor with unique expertise and a relationship with the original manufacturer. Charter Controls is now familiar with the current Meany motor control system and have proven troubleshooting abilities that allowed successful support and repairs.

Charter Controls work will allow Meany the ability to plan updates to the system.

Charter Controls’ will offer better support and follow-up, as the system upgrade will allow for remote support. The current hardware and software do not allow a way to retrieve detailed reports on information from the program running the controller. Charter Controls’ update will allow the running of trouble reports and also remote diagnostic analysis to facilitate repairs.

The current Meany motor control system designed by Stagecraft uses outdated software and Charter Controls has engineers familiar with this software and able to migrate the programming to a current software.

The current motor control system was updated in 2007 by Stagecraft Industries and functioned without fail until Summer 2021. The first failure was diagnosed by the retired engineer from Stagecraft. In May of 2022, the second failure occurred and we were informed by Stagecraft that all future control questions should go to Charter Controls.

Meany’s stage schedule is planned 1-2 years in advance and can fill 6 days/week from mid-September to mid-December and early January through mid-June.

Charter Controls requires 8-12 weeks lead time for the 10 days of installation and testing. A new vendor would not be able to meet the timeline to be able to map out Meany’s current control system, identify obsolete parts and required upgrades, and install during the required July – August 2024 time period.

Summary:

The Charter Controls’ plan maintains Meany’s busy schedule and utilizes the limited time available on the calendar to install replacement parts. Otherwise the University of Washington and specifically the College of Arts & Sciences would lose a vital campus resource since Meany will have to cancel rehearsals and performances for its Visiting Artist Series and academic departments again if the control system fails.

The contract will be issued ten (10) calendar days from March 29th, 2024.

Inquiries should be sent to to: Benjamin Cory, Senior Contracts Manager, bcory@uw.edu no later than 11:59pm PST on March 29th, 2024 along with a capability statement if a vendor/supplier believes that they can provide the goods and services under this sole source contract.