HomeMy WebLinkAbout09/20/2016 06D Sole Source Purchase of Exhaust Elimination Equipment for the Union Gap Fire Department IC t
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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 6.D.
For Meeting of: September 20, 2016
ITEM TITLE: Resolution authorizing sole source purchase of exhaust elimination
equipment for the Fire Department
SUBMITTED BY: Mark Soptich, Deputy Fire Chief
SUMMARY EXPLANATION:
Staff respectfully requests City Council consideration of a resolution authorizing a sole source
procurement and standardization with Benz Air Engineering Co. Inc. This would be a sole source
purchase and formal bid requirements would be waived, since bidding to the desired
requirements would result in only one responsive and responsible submittal. Currently, each
station is required to have an exhaust elimination system, and all City of Yakima Fire Stations are
equipped with this brand.
ITEM BUDGETED: No
STRATEGIC PRIORITY: Public Safety
APPROVED FOR {
SUBMITTAL: e City Manager
STAFF RECOMMENDATION:
Adopt resolution
BOARD /COMMITTEE RECOMMENDATION:
ATTACHMENTS:
Description Upload Date Type
Resolution for Sole Source Purchase of Nederman 8/30!2016 Resolution
D System
D Sole Source Justification 8/29/2016 Backup Material
D Nederman Parts Estimate 8129/2016 Backup Material
D Sole Source Letter for Oregon and Washington 8130!2016 Backup Material
RESOLUTION NO. R -2016-
A RESOLUTION authorizing the sole source purchase of an exhaust extraction /removal
system to be installed in the Union Gap fire station facility
WHEREAS, Article VI, section 6 of the City of Yakima Charter and the Yakima
Municipal Code Chapter 1.80 generally requires that purchases over $25,000 be done by
competitive bidding, subject to certain exceptions; and
WHEREAS, the City has entered into an agreement with Union Gap which governs the
acquisition, installation and maintenance of an exhaust extraction /removal system within the
Union Gap fire station facility; and,
WHEREAS, the City of Yakima Fire Department has the Nederman exhaust
extraction /removal systems currently installed in all Yakima fire station facilities; and
WHEREAS, installing the same Nederman exhaust extraction /removal system in the
Union Gap fire station facility promotes consistency in operation and ease of maintenance and
any necessary repairs and modifications; and
WHEREAS, pursuant to RCW 39.04.280(1)(a), any requirement for competitive bidding
for the acquisition of the above - described equipment is hereby waived by adoption of this
Resolution, due to the fact that:
(a) The equipment is compatible with the Nederman exhaust extraction /removal
systems currently installed in Yakima fire station facilities thereby promoting
consistency in operation and ease of maintenance and any necessary repairs and
modifications; and,
(b) the equipment is clearly and legitimately limited to a single source of supply
WHEREAS, the City Council finds that it is in the best interests of the City to approve
the purchase of the equipment described above, and that such approval will enable the City to
provide necessary and appropriate in order to promote safe operations within the facility; now
therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
Section 1. The City Council finds and determines that the purchase is clearly and
legitimately limited to a single source of supply, which is compatible to the exhaust
extraction /removal systems currently installed in Yakima fire station facilities justifying the
waiver of competitive bidding in this acquisition, which bidding requirements are hereby waived.
Section 2. The purchase of the exhaust extraction /removal equipment, as described
above, for the amount of $37,549.00 is approved.
Section 3. The City Manager, or his designee, is hereby authorized to accomplish
the purchase of such equipment, and to execute any and all documentation to accomplish such
purchase.
ADOPTED BY THE CITY COUNCIL this 20 day of September, 2016.
ATTEST: Kathy Coffey, Mayor
Sonya Claar Tee, City Clerk
SUVICE °
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City of Yakima/Yakima Coun
SOLE SOURCE JUSTIFICATION (revised Mav, 2012)
Your Name: Mark Soptich Your Department/Division: Fire
Your Phone: 509-576-6747 Requisition Number: fe,(5
Requested Vendor: Benz Air Engineering Co. Inc. Cost Estimate (including TAX): $37549.00
7959 SW Cirrus Drive Kevin Marple
Vendor's Address: Beaverton, OR 97008 Vendor E-Mail & WebSite:<kmarple@benzco.
corn>
Vendor Contact Name: Kevin Marple Vendor Phone: 503-596-2561 ext. 203
1. What are you purchasing? Describe the product, service or system. Attach all
information (Quotes, etc.):
Equipment to install a Nedermen system which removes toxic exhaust fumes from the apparatus bay at St-96.
2. Is this product/service available only through one vendor? Eiji NO 1:11 YES
If yes, attach documentation that supports the screening process you performed to confirm.
(e.g. Internet Screenshots, etc.)
3. Is this a one-time purchase? I NO El YES If NO, explain.
This purchase is for all of the equipment to install a complete exhaust system. There will be other times when
replacement parts are required for this or one of our other 5 stations which has the same type/manufacture of the
system.
4. What efforts were made to assure the City/County is receiving the lowest or best price
possible? Describe
Our purchasing department conducted the research.
5. ARE FEDERAL FUNDS BEING USED? Q NO LI YES
If Federal Funds are being used, a Cost Price Analysis prior to requesting Sole Source
MUST also be attached.
6. 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, inventory,
systems, data, programs or service. Describe. List efforts to find other sources (attach
documentation, e.g. Internet Screenshots, etc.).
This is the same manufacture used at our other 5 fire stations.
El Patented product. Attach documentation to confirm propriety (patent letter, etc.)
0 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. Is written certification attached? LI NO 0 YES
111 Unique design: Requires unique features that are essential, aesthetic requirements, or not
practical to match to existing design or equipment. Describe.
- 1 Delivery Date: 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.
1-1 Special Market conditions: Can be used to purchase items at auction (RCW 39.30.045) or
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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).
0 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.
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/o 157 Jun 8, 2016
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Signature of Req stor Date
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Recommendation of approval b i Mgr. Datt
Approval by Executive Date
Please complete entire fo and fo ard to Purchasing.
Nederman
fRIPPDVING 1.111,01? WORKSPACE
BM To: City of Yakima Fire Department Ship To: Union Gap Flee Station SS
Account N Address
Address: Deputy Chief Mark Soptich
City: City:
State: State:
Zip Code: Zip Code:
P.O. Number: Phone #
Authorized By: Ship Via:
Ship Date: Special Notes:
Sales Rep:
4 Magna Track HS Length - 30 ft 20804364
4 Extraction Unit Hose 6 1/4" x 13 ft 20801864
4 HB 600 Low Level 6 1/4" 20802264
4 Auto Start Radio Transmitter, Gen 0 89116064
2 Auto Start Radio Receiver Gen 0 89116065
1
5HP/1 PH/208-230V Auto Start Control Console 89116052
1 NIF 403 Exhaust Fan, 5 HP 230V/1PH 87000467
TOTAL $34,703.00
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Pile I of 1
eder an
2 November 2015
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 Co. 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 is Factory Trained and Certified
in all phases of installation and service of our equipment. Nederman strongly recommends that only
companies that are factory trained and certified be used to install and service Nederman equipment as
this can affect the warranty through improper installation.
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.
Feel Free to contact me directly for any questions or concerns regarding this notification.
Regards,
D vl,thJ 3ery
Dave Berry
North American Product Manager Emergency Division
Nederman LLC
Office: 336- 289 -2875
Mobile: 734 - 837 -1517