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Home My WebLink About12/07/2010 15 Sole Source SICO America Products BUSINESS OF THE CITY COUNCIL • YAKIMA, WASHINGTON AGENDA STATEMENT Item No For Meeting of December 7, 2010 ITEM TITLE A Resolution Authorizing Sole Source Purchase of SICO America Products for Yakima Convention Center SUBMITTED BY Connie Upton, General Manager CONTACT PERSON/TELEPHONE Connie Upton, 576 -6370 SUMMARY EXPLANATION After evaluation of available options for purchase of staging, steps and backdrop replacements, staff respectfully advises Council that a Sole Source situation exists for the purposes and efficiencies required by the Department. See attached Sole Source Justification Form The current products that will be replaced are compatible with existing products and for reasons of standardization, a Sole Source is required Staff requests City Council approval of the attached resolution authorizing a sole source vendor for the SICO products The cost of the products is approximately $35,000 (plus sale tax) and funds are available in the 2010 budget. Resolution X Ordinance Other (Specify) Notification List Contract Mail to (name and address) Funding Source APPROVED FOR SUBMITTAL. -� `=5 - City Manager STAFF RECOMMENDATION Staff respectfully requests Council approval of proposed resolution waiving formal bid requirements and allowing the sole source purchase BOARD /COMMISSION RECOMMENDATION COUNCIL ACTION 0 RESOLUTION NO R -2010- A RESOLUTION authorizing the City Manager to purchase SICO brand products from SICO America, Inc. to be used to replace existing staging, steps, and backdrops, for a purchase price not to exceed $35,000 (plus sales tax) as a sole source purchase without calling for bids, and further directing the City Manager to execute all appropriate and necessary documents to complete the purchase and transaction WHEREAS, Article VI, Section 6 of the City of Yakima Charter and the Yakima Municipal Code Chapter 1 80 generally require that purchase of equipment, materials, or services in excess of $25,000 be done by competitive bid, subject to certain exceptions, and WHEREAS, the law recognizes a "sole source purchase" exception from these competitive bidding requirements when, due to the uniqueness of the product to be purchased and the fact that there is only one source, it would be futile to utilize competitive bidding for such product; and WHEREAS, the Yakima Convention Center requires the purchase of staging, steps and backdrops to replace a number of those existing, and WHEREAS, for standardization reasons, SICO products are required in order to maintain compatibility with existing SICO products, which will ensure secure staging ® connections and consistent backdrop look; and WHEREAS, the City Council finds it would be futile to call for bids regarding the described SICO products and said SICO products will satisfy the stated requirements and criteria, and WHEREAS, the City Council finds that it is in the best interest of the City to authorize purchase of the SICO products from SICO America, 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 and directed to purchase SICO products from SICO America, Inc to be used to replace existing products, for a purchase price not to exceed $35,000 (plus sales tax) The City Manager is further directed to execute all appropriate and necessary documents to complete the purchase and transaction ADOPTED BY THE CITY COUNCIL this 7 day of December, 2010 Micah Cawley, Mayor ATTEST III City Clerk tirill �T SERVICE i z /1 • are --- .a n =: --:L y City of Yakima/Yakima County ` C17"7 SOLE SOURCE JUSTIFICATION Your Name: Connie Upton Your Department: Yakima Convention Center Your Phone: 509- 576 -6370 Requisition Number: Requested Vendor SICO America Inc. Cost Estimate. $39,584 14 Vendor's Address: 7525 Cahill Road Minneapolis, MN 55439 Vendor E -Mail & Website sgardnerasicoinc.com www sico com Vendor Contact Name: Stephen Gardner Vendor Phone: 866 -702 -8308 0 Describe the product, service or system. Attach all information This request is for staging, steps and backdrop replacements These items are connected together for various sets Therefore, the same items need to be purchased to allow for a secure (staging) and consistent (backdrops) look. 2. 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 ® Compatibility to existing City /County standard or to existing equipment, inventory, systems, data, programs or service. Describe. List efforts to find other sources ❑ Licensed or patented product with only one dealer Describe Attach documentation if available, to confirm your source is the only dealer or supplier for this region ❑ Only authorized Service Provider, Repair and /or Warranty Services Describe ❑ Unique design Requires unique features that are essential, aesthetic requirements, or not practical to match to existing design or equipment. Describe ❑ Used item Surplus item bought through an auction or distributor that would represent good value and is advantageous to the City /County Describe. ❑ Delivery Date Only one supplier can meet required delivery date Describe and list efforts to find other suppliers to meet the delivery date ID ❑ Project or Research Continuity Product, systems, services or data must comply with an ongoing project, research, data, testing or analysis. Results would be interrupted or compromised without continuity Describe ❑ 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 s pliers to exist. I Connie Upton c ,.._ 1/(t to 10 -18 -10 Signature of Requeator Date Signature of Department Head Date III Please complete entire form and forward to Purchasing A..) P...ed, AA 1 ( /I Le) (f) Recommendatio. &.' approval by Purchasing Mgr Date Approval by City Mgr / Date Note — Board of County Cornmjssioners approval required for over $5,000 1 • • '-I=® SILO AMERICA INC., 7525 Cahill Road, Minneapolis, Minnesota 55439 USA Sheldon Butler Quotation Date. 10/14/2010 Director of Operations Yakima Convention Center Quotation No 1800- R6031 -R 10 North 8th Street Yakima WA 98901 -2515 Re. We are pleased to quote on the following, subject to the terms herein: Phone: (509) 576 -6398 OPEN FOR ACCEPTANCE FOR 60 DAYS Fax (509) 575 -6252 Pricing excludes applicable sales tax Unit Total Qty Part Number Description Price Price 20 1812- 432B -22 4' x 8' x 24 " -32 "h Dual Height Mobile Folding Stage, Cloud 1,318.00 26,360.00 Gray carpet: 4 SAS11D22 Three Rise Step Unit, Carpeted with rails & wheels, Cloud 600 00 2 400 00 Gray carpet. 6 1989 -810 -950 Backdrop Drape, 96" with by 10' high, Black Velour, 711 00 4,266.00 1 1,925 00 Estimated freight for the above to your dock via al Transport III Total $34,951.00 Terms of Sale: FOB Factory Payment Terms. Net 30 Days with approved credit Production Lead Time: 4 -6 weeks Comments: Sico strongly suggests the use of guardrails with all Sico stages and risers. Guardrails are a necessary safety component for the proper operation of all Sico staging and riser systems. Please feel free to call if you have any NOTE. Receipt of this Quotation does not constitute an order being placed with Sico To place an order Sico must receive a signature on this Quotation or a separate signed PO with PO number .Phone: 866- 702 -8308 THANK YOU, WE LOOK FORWARD TO SERVING YOU Fax. 952- 941 -6688 Email: sgardner@sicoinc.com Stephen Gardner National Sales Manager NOTE: All quotations and agreements are contingent upon strikes, accidents, fires, availability of materials and all other causes beyond our control. Prices are based on costs and conditions existing on dale of quotation and are subject to change by the Seller before final acceptance. Typographical and stenographic errors subject to correction. Conditions not specifically herein shall be governed by established trade customs. Terms inconsistent with those stated herein which may appear on Purchaser's formal order will not be binding on the seller 0 An Equal Opportunity employer Affiliate Sico companies in Japan, England, Australia and Singapore