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HomeMy WebLinkAboutR-2017-104 Nederman Apparatus Exhaust Systems Materials and Parts Authorization; Benz Air Engineering Company, Inc.A RESOLUTION RESOLUTION NO. R-2017-104 authorizing the sole source purchase of materials and parts for the Nederman apparatus exhaust systems in all fire stations from Benz Air Engineering Company, Inc WHEREAS, Article VI, Section 6 of the City of Yakima Charter and the Yakima Municipal Code Chapter 1 80 generally requires that purchases in excess of $50,000 be done by competitive bid, subject to certain exceptions, and WHEREAS, the law recognizes a "sole source purchase" exception from bidding requirements, when due to the uniqueness of the product to be purchased and the fact there is only one source for the product, it would be futile to utilize competitive bidding, and, WHEREAS, the Yakima Fire Department currently has proprietary Nederman Exhaust Capture and Extraction Systems, and WHEREAS, the alternative to maintaining the current exhaust systems would be a complete replacement, which is cost prohibitive, and WHEREAS, Benz Air Engineering Company, Inc is the only vendor authorized by the manufacturer to sell materials and parts for the Nederman exhaust systems in Washington state, and WHEREAS, the Yakima, City Council finds it to be in the best interest of the City to authorize the purchase of materials and parts for the Fire Department's current Nederman systems from Benz Air Engineering Company, Inc. as a sole source purchase without calling for bids, now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager is hereby authorized to purchase materials and parts from Benz Air Engineering Company, Inc as a sole source purchase without calling for bids through December 31, 2020 ADOPTED BY THE CITY COUNCIL this 5th day of September, 2017 ATTEST ii14'LL(A-A- Sonya Claar e, City Clerk BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDASTATEMENT Item No. 6.G. For Meeting of: September 5, 2017 ITEM TITLE: Resolution authorizing the sole source of materials and parts for Nederman apparatus exhaust systems in all fire stations from Benz Air Engineering Company, Inc. SUBMITTED BY: Mark Soptich, Deputy Fire Chief SUMMARY EXPLANATION: All Yakima Fire Department fire stations are equipped with apparatus exhaust capture and extraction systems that are manufactured by Nederman. These systems were installed at the time of the construction of the newer stations, and beginning in 1995 for the older stations. These systems are required by Chapter 296.305 WAC Safety Standards for Fire Fighters, and are designed to capture and remove toxic exhaust fumes created by fire apparatus when exiting stations. These systems expel the exhaust fumes from the apparatus bays to the exterior of the station. The Fire Department has systems that are up to 25 years old. Due to their constant use, some of our systems are in need of repair and others are in need of replacement. The department has not had sufficient funds to maintain the systems for several years. We have evaluated all station systems and created a plan to repair those that are still serviceable and have several years of service, and replacing those systems that have reached the end of their service life and estimated repair costs are too expensive. Our plan will be a phased approach over the next several years. Benz Air Engineering Company Inc. is the only vendor in Washington State authorized by Nederman, the system manufacturer, to provide the materials required to maintain, repair, and replace our systems. This resolution only extends the sole source purchasing. The City is not purchasing any equipment at this time. ITEM BUDGETED: STRATEGIC PRIORITY: APPROVED FOR SUBMITTAL: Yes Public Safety City Manager STAFF RECOMMENDATION: Adopt resolution BOARD/COMMITTEE RECOMMENDATION: ATTACHMENTS: Description Resolution For Solo Source Purchase of rdedurman D Materials and Parts D Solo Source Justification Form Upload Date 9Y21/2[J1 7 tir22r2O17 D Appointed Manufacture's Reortosentatke Letter 3'2212017 2 Type Resolution Backup Material Backup Material tna/Yakima C SOLE SOURCE JUSTIFICATION (revised Mav, 2012) Your Name Your Phone: Mark Soptich Requested Vend+ Vendor's Address: 575-6060 Your Department/Division:. Requisition Number: Fire Benz Air Engineering Co.,Inc Cost Estimate (including TAX): Se SS, M kmarple@benzco.com 7959 SW Cirrus Drive, Beaverton, OR Vendor E -Mail & Website: Kevin Marple Vendor Contact Name:Vendor Phones (503) 596-2561 ext,203 . What are you purchasing? Describe the product, service or system. Attach all information (Quotes, etc.): Materials ...,.nf =F to replace/upgrade prioritizedapparatus exhaustsystems installed in all YFD operated fire statlons, Per the attached memo, Benz Air Engineering Co., Inc., located In Beaverton, Oregon, is the only distributor trained and certified by Nederman serving and servicing Washington; 2. Is this product/service available only through one vendor? ❑ NO YES If yes, attach documentation that supports the screening process you performed to confirm, (e.g, InternetScreenshots. etc.) Is this a one-time purchase? EI NO E YEs If NO, explain. Nederman parts and service has been sole sourced three times since 2005: This sole source is tostanderdize the Nederman exhaust systems and allow sole source purchases on an ongoing basis through December 2020 4. What efforts were made to assure the City/County is receiving the low, possible? Describe We have researched the cost of changing the brand of exhaust removal systems, but that option was more costly than repairing and updating: the existing syste 5. ARE FEDERAL FUNDS BEING USED? s NO YES If Federal Funds arebeing used, a Cost Price Analysis prior to requesting MUST also be attached, or best price be much 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. Compatibility to existing City/County standard or to existing equipment, llnventory, systems, data, programs or service. Describe, List efforts to find other sources (attach documentation, e; g,. Interneti',Screenshots, etc:). In the early 1990'5, the Nederman brand exhaust removal systems were progressively installed in each ofthe fire stations Other brands of materials are not compatible or interchangeable. I Patented product. Attach documentation to confirm propriety (patent letter, etc.) ® Only authorized Service Provider, Repair andlor'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. Is written certification attached? NO YES Set aro ched) C Unique design: Requires unique features that are essential, aesthetic requirements or not practical to match, to existing design or equipment. Describe, Delivery Date Only one supplier can meet required delivery date: Describe why the delivery date is critical and hist efforts to find other suppliers to meet the delivery date. L 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). Other Please describe: STATEMENT OF NEED: 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/County. 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. Signature of Requester Mark Soptich Signature of Division Manager Bob Stewart �: 41 5V mp$,t.y.e 'Rkme F'a 0aca�Mne, p,�sF'+t Nits O“2034+y RTCCazBay. ignature of Department Head 8/22/17 Date Date Recommendation of apg§oval by Purchasing Mgr: Approval by Executive /ease co le te eon Date 0 Pia chasing 6 eder an June 20, 2017 Subject: Representation of Nederman for Products and Services To Whom It May Concern, Please let this letter serve as notification and verification that Benz Air Engineering located in Beaverton, OR is our Appointed Manufacturer's Representative (aka Distributor) serving the states of Oregon and Washington for Nederman Products and Services for the Fire Service Market. Benz Air Engineering is Factory Certified in all phases of the Sales, Installation and Service of our equipment. Our Company Policy dictates only those Companies who are Factory Trained and Certified by Nederman, Inc. can Install and Service Nederman equipment, which also directly affects the Warranty. Any and all correspondence, communications, issuing of Purchase Orders and otherwise regarding an interest in Nederman or obtaining Nederman Products and Services should be directed to Benz Air Engineering and to the attention of Mr. Kevin Marple. Feel free to contact me directly for any questions or concerns regarding this notification. Respectfully, Bob- }f otchk i, -k Bob Hotchkiss Western Regional Manager Nederman LLC Cell: 734-658-6815 Email: bob.hotchlkiss!anederman.com