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HomeMy WebLinkAbout05/06/2025 07.H. Resolution authorizing the Sole Source Purchase of digester mixer motors and gear boxes from Whitney Equipment Company, Inc. for the City of Yakima Wastewater Division < `y 1ljlt ii! 'I!I/ s . BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 7.H. For Meeting of: May 6, 2025 ITEM TITLE: Resolution authorizing the Sole Source Purchase of digester mixer motors and gear boxes from Whitney Equipment Company, Inc. for the City of Yakima Wastewater Division (Wastewater Facilities Capital) SUBMITTED BY: Scott Schafer, Director of Public Works *Mike Price, Wastewater/Stormwater Manager SUMMARY EXPLANATION: Biosolids treatment at the City of Yakima (City) Wastewater Treatment Plant relies on an installed base of three digester mixers to meet permit requirements for the production of Class B biosolids for beneficial use. The existing mixer systems were installed in 1996 and have reached the end of their service lives. The Wastewater Division is requesting a sole source authorization for the purchase of new mixer motors and gearboxes from Whitney Equipment Company, Inc. The proposed motors and gearboxes allow direct replacement of the existing components without costly structural modification of the digester roofs. In addition, the proposed replacement components allow re-use of the existing mixer shafts and impellers to further save on the overall replacement cost. As described in the attached Sole Source Justification form and letter, Whitney Equipment Company, Inc. is the sole authorized provider of warranted parts and repair services for the mixers and gearboxes in North America. The City followed the requirements of RCW 39.04.280, the City Charter and the Yakima Municipal Code in identifying Whitney Equipment Company, Inc. as the sole source for these components in North America. The proposed purchase would be in an amount not to exceed $505,680. The quote is attached for City Council review. The purchase of mixer motors and gearboxes are funded through Wastewater Capital Fund 472. ITEM BUDGETED: Yes STRATEGIC PRIORITY 24-25: A Resilient Yakima RECOMMENDATION: Adopt Resolution. ATTACHMENTS: Resolution Sole Source Justification and Quote 94 RESOLUTION NO. R-2025- A RESOLUTION authorizing the sole source purchase of digester mixer motors and gear boxes and from Whitney Equipment Company, Inc. for the City of Yakima Wastewater Division. WHEREAS, Article VI, section 6 of the City of Yakima Charter and the Yakima Municipal Code Chapter 1.80 generally requires that purchases over$50,000 be done by competitive bidding, subject to certain exceptions; and WHEREAS, RCW 39.04.280 authorizes a "sole source" exception to competitive bid requirements when there exists a single authorized vendor in the area and it would be futile to utilize competitive bidding; and WHEREAS, the City of Yakima owns and operates primary digester mixer motors and gearboxes for biosolids treatment that have reached the end of their service lives and require replacement; and WHEREAS, Whitney Equipment Company, Inc is the sole provider in North America of compatible motors and gearboxes; and WHEREAS, pursuant to RCW 39.04.280(1)(a), competitive bidding for the acquisition of the above-described motors and gearboxes must be waived by Resolution, which is justified because: (a) Whitney Equipment Company, Inc. is the sole authorized provider in North America of motors and gearboxes that are compatible with the existing digester configuration; and (b) The motors and gearboxes are clearly and legitimately limited to a single source of supply; and WHEREAS, the City Council of the City of Yakima finds that the sole source exception applies, and it is in the best interests of the City and its residents to contract with Whitney Equipment Company, Inc. for the parts necessary for the City's primary digester; now, therefore BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: Section 1. Based on the foregoing recitals, which are fully incorporated herein, the City Council finds that the purchase of replacement digester mixer and gearboxes to replace those currently installed in the City of Yakima Wastewater Treatment Plant is limited to Whitney Equipment Company as the sole source for purchases of the replacement equipment, and Council therefore waives the competitive bidding process for purchases of the same in an amount not to exceed a total expenditure of FIVE HUNDRED FIVE THOUSAND SIX HUNDRED SEVENTY-NINE DOLLARS AND SEVENTY CENTS ($505,679.70). Section 2. The City Manager, or his designee, is hereby authorized to execute all documents and requirements for the purchase of equipment mentioned herein. 95 ADOPTED BY THE CITY COUNCIL this 6th day of May, 2025. Patricia Byers, Mayor ATTEST: Rosalinda Ibarra, City Clerk 96 Reset Form City of Yakima SOLE/SINGLE SOURCE JUSTIFICATION '', ti,�•---- Revised February 2023 Your Name Your Department/Division Mike Price Wastewater Your Phone Requisition Number (509) 249-6815 Requested Vendor Cost Estimate (Including TAX) Whitney Equipment Company Inc. 547,651 Vendor's Address City, State &Zip Vendor e-mail &Website 16120 Woodinville-Redmond NE#3,Woodinville, WA 98072 dominic@weci.com/www.weci.com Vendor Contact Name Vendor Phone Dominic Perez Silva (425) 219-2755 1. ARE FEDERAL FUNDS BEING USED? OYES 'ONO If Federal Funds are being used, a Cost Price Analysis, prior to requesting Sole Source, MUST also be attached. (See City Purchasing Manual for form)and a SAM check must be performed before purchase is made. 2. What are you purchasing? Describe product,service or system. Attach all information (Quotes,etc.). [response listed on page 3] *** Below are eligible reasons for sole source. Check all boxes below that apply to your sole source situation and attach any useful documents to justify the sole source. List who you contacted, what they said and how you verified their accuracy. 111 Compatibility/Standardization to existing City standard or to existing equipment, inventory, systems, data, programs or service. Describe. List efforts to find other sources (attach documentation, e.g. Internet Screenshots, etc.). pi Patented Product. Attach documentation to confirm propriety (patent letter, etc.) and describe why the patented features are critical to your operation. 111 Only Authorized Service Provider, Repair and/or Warranty Services.Attach proof in writing from the MANUFACTURER(not the vendor) confirming there is only one dealer authorized to sell/service in our area. InUnique design: Requires unique features that are essential, aesthetic requirements, or not possible to match to existing design or equipment. Document the unique specifications that are needed which drove the research in finding a product that fits the specific needs of your department. Explain why these features are critical to your operation. Is written certification attached? 0 (Ti Version 12/2022 Page 1 of 3 97 111 Special Market conditions: Can be used to purchase items at auction (RCW 39.30.045) or other items that are offered at a very favorable price and will be sold before and entity will have a chance to complete the bidding process (e.g. a flood is coming and you must obtain sandbags immediately), or only one supplier can meet required delivery date (describe why the delivery date is critical and list efforts to find other suppliers to meet the delivery date). nOther Please Describe 3. Is this product/service available only through one vendor? O YES O NO Ifyes,attach documentation thatsupports the screening process you performed to confirm. (e.g.Internet Screenshots,etc.) 4. Is this a one-time purchase? O YES 0 NO 5. Why is this a sole source vendor?(tell the story). [response listed on page 3] 6. What efforts were made to assure the City is receiving the lowest or best price possible? Describe and attach a document showing due diligence. [response listed on page 3] STATEMENT OF NEED/CONFLICT OF INTEREST My division's recommendation for sole source is based upon an objective review of the good/service being required and appears to be in the best interest of the City. I know of no conflict of interest on my part or personal involvement in any way with this request. No gratuities, favor, or compromising action have taken place. Neither has my personal familiarity with particular brands, types of equipment, materials or firms been a deciding influence on my request to sole source this purchase when there are other known suppliers to exist. Digitally signed by Michael A Price Signature of Requester: Michael A. Price Date:2g25.O&O2,2:,7:45-0Tgo 4/2/25 Date Digitally signed by Scotl Schafer Signature of Division Manger: Scott Schafer Dam:2ozs.ga.w,a:ae:as_gTog. Date 4/3/25 Signature of Department Head: Date Dlgltally slgned by Rudy Sllva III Signature of Purchasing Manager: Rudy Silva Date:2g ro'.g3,9A2:34- 0. Date 4/3/25 Signature of Director of Finance • Digitally signed by Bailey,Michael Bailey, Michael Date:2025.04.0414:00:04-07•00' Date and Budget: Signature of City Manager: Victoria Baker o 2g25U408,;:13:tro. Date Please complete entire form and forward to Purchasing. Version 2/2023 Page 2 of 3 98 Additional Information 2. What are you purchasing?Describe product, service or system. Attach all information(Quotes,etc.). We are purchasing direct replacement motors and gearboxes for the primary digester mixers in the treatment plant. These motors and gearboxes were originally installed in 1996 and have been in continuous service for nearly three decades. They are critical components of the treatment plant's biosolids management system,specifically designed to provide reliable and consistent mixing of the digester contents,which is essential for maintaining the treatment plant's required biosolids processing capacity. 5. Why is this a sole source vendor? (tell the story). The replacement motors and gearboxes must be compatible with the existing shafts and configuration of the digester system,which requires highly specialized equipment that matches the original specifications. The exact matching of these components is vital for ensuring that the new parts fit seamlessly into the existing infrastructure and maintain the mechanical integrity and functionality of the digester system without the need for additional modifications or re-engineering. The purchase is essential for the continued operation of the primary digester mixers,as they play a critical role in maintaining the required biosolids treatment capacity. Any failure or extended downtime of these components could severely disrupt the plant's biosolids processing,potentially leading to non-compliance and delays in treatment processes. Therefore,this purchase is not only vital for maintaining operational efficiency but also for ensuring compliance with state and federal regulations governing wastewater treatment. Moreover,the specific motors and gearboxes in question are proprietary,custom-designed components originally manufactured for this particular digester configuration.As such,only the original manufacturer or an authorized distributor can supply these components to ensure proper fit,function, and warranty coverage. This makes the purchase of direct replacement units from the original manufacturer the only viable option,as no equivalent off-the-shelf products exist that can meet the specialized requirements of the existing system. Attached are the documents from the SPXFlow-LIGHTNIN website(manufacturer),which confiini that Whitney Equipment Company Inc. is the exclusive authorized vendor in our area for selling parts for the mixers.Additionally,you will find a detailed quote from the vendor, along with a letter from the vendor that further reinforces the infoimation provided on the SPXFlow- LIGHTNIN website. 6. What efforts were made to assure the City is receiving the lowest or best price possible? Pricing was discussed and a discount of$56,186.30 was negotiated with Whitney Equipment Company Inc. Separately,we requested a detailed quote to ensure transparency,with a breakdown of the costs. Page 3 of 3 99 �/- °'.. :-fie PURCHASING DIVISION s 129 North Second Street ti.-A �:y Yakima, Washington 98901 ., ° ,,.. -- Phone (509) 575-6093 —Fax (509) 576-6394 March 20th, 2025 Subject: Sole Source Justification for Mixer Gearbox Purchase from Whitney Equipment Company Inc. Documented Justification The following justification has been prepared for review and approval from both a buyer and purchasing manager standpoint. I hereby attest that sole source procurement of direct replacement motors and gearboxes for the primary digester mixers in the wastewater treatment plant from Whitney Equipment Company Inc. is justified and recommended for approval based on the following reasons: 1. Factory-Authorized Service Provider:Whitney Equipment Company Inc. is the sole source provider for SPXFlow -LIGHTNIN factory-authorized parts in our area. This exclusive designation ensures that all replacement motors and gearboxes adhere to the highest manufacturer standards,maintaining operational efficiency and reliability.No other vendor is authorized to supply these factory-certified components. 2. OEM Component Supply: The replacement motors and gearboxes must be compatible with the existing shafts and configuration of the digester system, requiring highly specialized equipment that matches the original specifications. Whitney Equipment Company Inc. is the only vendor that supplies original equipment manufacturer(OEM) components for these mixers. Utilizing non- OEM parts risks compromising system performance, safety,and compliance with operational standards. 3. Engineering Compatibility and System Integrity: These motors and gearboxes were originally installed in 1996 and have been in continuous operation for nearly three decades. The exact matching of these components is vital to ensuring that the new parts fit seamlessly into the existing infrastructure and maintain the mechanical integrity and functionality of the digester system without requiring modifications or re-engineering. This capability is exclusive to the original manufacturer and its authorized vendor. 4. Exclusive Manufacturer Authorization: Documentation from SPXFlow -LIGHTNIN confirms that Whitney Equipment Company Inc. is the only authorized vendor in our area for selling parts for these mixers. Additionally,a detailed quote from the vendor and a letter reinforcing this authorization are provided,verifying that no other suppliers are permitted to distribute these specific components. Based on the above points,the purchase of these direct replacement motors and gearboxes qualifies as a sole source procurement, as no other suppliers or products are capable of meeting the operational and technical requirements outlined by the City.No comparable alternative exists,making Whitney Equipment Company Inc.the only viable vendor for this purchase. This sole source will remain valid for a term of five years from the date of city manager approval. After this time, if the need for a sole source still exists,the using department will complete market research and a new sole source will be routed for approval. 100 [Continued,Whitney Equipment Company Inc. Sole Source Recommendation of Approval] Sincerely, 'f_/ S, Rudy Silva III Purchasing Manager (509) 575-6094 101 INTERNET SEARCH RESULTS MANUFACTURER OFFICIAL WEBSITE SPXFLOW® z -- AY As an SPX FLOW brand,Lightnin serves the challenging waste and water treatment sector,as well as the processing of solvents,fertilizers, food/beverages, pharmaceuticals and biofuels. The mixers and agitators, that are custom designed and fabricated, are used for equalization, neutralization, flocculation, aeration, sludge mixing, flash mixing and general blending purposes. The Lightnin industrial mixer portfolio covers both portable and larger fixed-mount units.All Lightnin equipment is designed to provide prolonged trouble-free operation regardless of the specific application demands.Through the proprietary gearbox and impeller technologies developed in recent times,we can offer the market advanced mixing solutions that are far more compact and power-efficient than ever before.They also have significantly greater operational lifespans, thanks to anti-fouling mechanisms and other state-of-the-art features. Consequently, customers are able to raise their productivity levels and avoid costly downtime issues, while also keeping the energy consumption involved to an absolute minimum. PRODUCTS Mixers&Agitators v FILTER BY SUB-TYPE FILTER BY APPLICATION 980 Series Top Entry Mixers 102 SSO-SanStar Sanitary Mixer I �I .�.It - il. MagMixer MBE Series Bottom Entry MagMixer 1 MagMixer MBI -SanStar Sanitary Mixer z LB2 Labmaster and Biomixer } V 4'6.5 GP2 General Purpose Mixer aft 103 i RSE-Gear Drive Side Entering Mixer I J WHERE TO BUY Select a Brand:* Enter Your Location: Lightnin - Country,State,City,Post T More Filters 110 miles away Streets v Whitney Equipment Co., Inc. Bran+Luebbe•Lightnin•Philadelphia•Plenty 16120 Woodinville-Redmond Rd NE Ste 3 Contact Us Woodinville,WA 98072 Phone: (425)486-9499 al)[industrial)(Municipal) Visit Us Online I 1881 miles away Fischer Process Industries Bran+Luebbe•Lightnin•Philadelphia•Plenty r 155 Commerce Blvd I Contact Us Loveland,OH 45140 111 USA Phone: (800)543-7000 Representative:John Hogan Location Type:Sales Office Visit Us Online 1979 miles away The Himic Company Bran+Luebbe•Lightnin•Philadelphia•Plenty•Waukesha Cherry-Burrell 1121 Greenwood Crossing Ct. Contact Us Bessemer,AL 35022 USA Phone: (a(155)481-3113 ME Location Type:Distributor Environm€€;. )( )1 Showing 1—3 of 3 results MetaLocator I©MapTiler®OpenStreetMap contributors 104 DOWNLOADS Product Type Product Series/Family v Document Type se Language Mixer For Arduous Duties B-551 High Torque Top Entering Mixer B-769 Brochure LGT-B-769-US English-US Nettco i-Series-Small Portable Mixer B- Brochure LGT-B-935-US English-US 935 Nettco S-Series-Small Portable Mixer B- Brochure LGT-B-933-US English-US 933 Line Blender-Continuous Flow Mixer B- Brochure LGT-B-528-US English-US 528 MBI B-953 Brochure LGT-B-953-US English-US MBI B-907 Brochure LGT-B-907-US English-US SR SanStar Sanitary Mixer B-795 Brochure LGT-B-795-US English-US SSi SanStar Sanitary Mixer,SSO-SanStar Brochure LGT-B-955-US English-US Sanitary Mixer B-955 SSV SanStar Sanitary Mixer B-909 Brochure LGT-B-909-US English-US ECL Stainless Steel SanStar Portable Brochure LGT-B-925-US English-US Sanitary Mixer B-925 SVM B-914 Brochure LGT-B-914-US English-US ECL Portable Mixer B-940-US Brochure LGT-B-940-US English-US SUPPORT North America US OFFICE SPX FLOW,Inc. 135 Mt.Read Blvd Rochester,NY 14611 USA Customer Service:1-585-436-5550 or+1-888-649-2378 105 4111 E C I ,Or iL,__ _ Whitney Equipment Company,Inc 16120 Woodinville-Redmond Rd NE Ste 3 Woodinville I Washington 198072 I United States Phone: 1-425-486-9499 SPX.FLOW >Lightnin- Plenty® )Philadelphia® Whitney Equipment Company Inc is the exclusive representative for SPX Flow US, LLC — LIGHTNIN, Plenty and Philadelphia Mixing Solution mixers in Pacific Northwest Territory 27, which includes the Entire states of Alaska, Oregon, and Washington and Northern Idaho and Western Montana. We were assigned this territory in June of 1971 . As part of the agreement to market LIGHTNIN products in this territory all inquires and orders for LIGHTNIN mixers are referred to Whitney Equipment Company Inc to handle. Joe McConaughy Industrial Division Manager Whitney Equipment Company Inc 16120 Woodinville Redmond Rd Ste 3 Woodinville, WA 98072 106 WECI 16120 Woodinville-Redmond Road NE,Suite 3 Woodinville,WA 98072 Phone:(425)486-9499 Whitney Equipment Compary,Inc 2501 Columbia Way Suite 300 Vancouver,WA 98661 Phone: (360)694-9175 2/3/2025 Quote#: 44191-0 To:Yakima Wastewater Treatment Attn: Marc Cawley Email: Phone: Project Name:Yakima WWTP-Lightnin CMX Gearboxes The following is Whitney Equipment Company's proposal for equipment we can furnish for the above referenced project. A detailed list of the equipment and services included in this proposal is shown in the following Scope of Supply. Only items listed in the Scope of Supply are included in this proposal.This proposal is valid for 30 days from the date listed above. Please contact us to verify pricing and availability beyond 30 days as pricing and availability may vary. The conditions of sale associated with this proposal are attached. Engineering calculations and design services are included only when specifically listed in the Scope of Supply. Field or startup services are not included unless specifically listed in the Scope of Supply. If additional field or onsite assistance is needed beyond what is included in the Scope of Supply, it can be supplied at a rate of$193.00/hour at the job site, plus travel time and expense. Unless specifically listed in the following Scope of Supply,we do not include haulage, unloading including provision of lifting equipment, permits, bonds, insurance, installation, sales or use taxes or duties of any kind, power, chemicals,water, concrete,grout, anchor bolts, controls,wire, conduit, lights,fans, piping,valves,fittings, drains, meters, gauges, signs, safety equipment, labor,tools,field paint, lubricants, or any other items not listed as included. Prices are firm for 30 days. Purchaser must also pay any costs incurred for additional field or onsite assistance no later than 30 days after receipt of an invoice for field or onsite services from Whitney Equipment Company. The equipment will be coated with the manufacturers' standard preparation and coatings unless special coatings are listed in the Scope of Supply. Equipment will be prepared for shipment per the manufacturers' standard packing procedure. The purchaser is responsible for receiving all items including promptly inspecting for damage, noting damages, and filing for all missing or damaged items in a timely manner. Freight shall be standard ground or ocean freight unless otherwise listed.The purchaser is responsible for proper storage and handling of the equipment per the manufacturer's recommendations prior to installation to ensure warranty coverage. Warranty coverage shall be manufacturer's standard warranty unless specifically listed in the Scope of Supply. This job is being handled by Dominic Perez Silva, phone 360-787-7390 ext 205. Please call if you need further information or prices. Page 1 of 6 107 Quote#: 44191-0 Quote name : Yakima WWTP- Lightnin CMX Wsti4WECI Gearboxes ma Wastewater name : Yakima Wastewater Treatment Whitney Equipment Company,Inc Salespersons name : Dominic Perez Silva SCOPE OF SUPPLY Lightnin Options: 77QP15CMX Gearbox(60 day LT ARO) For 95THQ1538-9: $109,221.00/EA 782Q40CMX Gearbox(110 day LT ARO) For 95FLN1537: $343,424.00/EA All required adapters for CMX transition are included in price/scope. Freight not included. Quantity Product/ Description Price per Unit Total Price 1 each 782Q40CMX Gearbox Lightnin Option To Replace 95FLN1537 2 each 77QP15CMX Gearbox 77QP15CMX Gearbox Lightnin Option 77QP15CMX Gearbox To Replace 95THQ1538-9 1 each 782Q40CMX Gearbox Discount ($34,342.10) ($34,342.10) 2 each 77QP15CMX Gearbox Discount ($10,922.10) ($21,844.20) Sub-Total: $505,679.70 TOTAL: $505,679.70 Lead Times: 110 days Freight Terms: FOB Sales tax is not included unless specified. Payment Terms: NET30 Sincerely, Dominic Perez Silva,Aftermarket Sales Whitney Equipment Company, Inc. Page 2 of 6 108