HomeMy WebLinkAbout09/05/2017 06G Nederman Apparatus Exhaust Systems Materials and Parts Authorization; Benz Air Engineering Company, Inc.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
A RESOLUTION
RESOLUTION NO. R -2017 -
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.
3
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 5'h day of September, 2017.
Kathy Coffey, Mayor
ATTEST:
Sonya Clear Tee, City Clerk
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
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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