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HomeMy WebLinkAbout09/20/2016 06D Sole Source Purchase of Exhaust Elimination Equipment for the Union Gap Fire Department IC t xs .1 .a 4 4 s 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 ° ° sc 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 L___i 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. / ( /o 157 Jun 8, 2016 „ - - - /L. Signature of Req stor Date 0, q 1 S , . (. , 6(1 ig , 4 ' . I ! artment Head j. Date \Le to j 1 1 j 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 . _ . . . . 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