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Home My WebLink AboutR-2010-105 Sole Source Landscapeforms for Benches and Amenities on the DYFI Project, Phase 4RESOLUTION NO. R-2010-105 A RESOLUTION authorizing Sole Source procurement between the City of Yakima and Landscapeforms — for benches and other amenities on the Downtown Yakima Futures Initiative Project, Phase 4. Total cost is $46,047.75 (including Washington State Sales Tax) 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 Engineering Division requires the purchase of Landscapeforms which makes the benches and litter receptacles consistent with all previous amenities for the Downtown Yakima Futures Initiative Projects; and WHEREAS, purchasing from Landscapeforms assures a product of excellent quality that incorporates the needs of the Yakima Convention Center; and WHEREAS, Landscapeforms is the only vendor that produces "Gretchen" style Benches and "Scarborough" Litter Receptacles which meet the specialized needs of the City. WHEREAS, the City Council finds that it is in the best interest of the City to authorize purchase of new "Gretchen" style Benches and "Scarborough" Litter Receptacles from Landscapeforms as a Sole Source purchase without calling for bids, now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: 1. The Yakima Engineering Division is authorized to purchase the required benches and litter receptacles. ADOPTED BY THE CITY COUNCIL this 7th day of September, 2010. ATTEST: Micah Cawley, Ma or City Clerk City of Yakima SOLE SOURCE JUSTIFICATION Your Name: Robert Desgrosellier Your Department: Community & Economic Development, Engineering Division Your Phone: (509).575-6228 Requisition Number: Requested Vendor: Landscapeforms Cost Estimate: $46,047.75 Vendor's Address: 431 Lawndale Ave. Kalamazoo, MI 49048 Vendor E -Mail & Website: timg(a>landscapeforms.com htto://www.landscapeforms.com/ Vendor Contact Name: Tim Gish Vendor Phone: 800.430.6206 x 1319 1. Describe the product, service or system. Attach all information: Public sitting benches with end and center armrests designed and manufactured by Landscapeforms. The benches are "Gretchen" style' the litter receptacles are "Scarborough" style; both are designed and constructed by Landscapeforms. The majority of each bench is made of PolySite® recycled HDPE plastic. 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 standard or to existing equipment, inventory; systems, data, programs or service. Describe. List efforts to find other sources. Landscapeforms is the only vendor that produces "Gretchen" style Benches and "Scarborough" style Litter Receptacles. This brand, design and style have been put into place every year since 2005 with all prior Downtown Yakima Futures Initiatives Projects. We are trying to standardize these units in the CBD with all DYFI projects. ® 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. • Landscapeforms has only one Representative to contact for the Washington State 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. Landscapeforms is the only vendor that produces "Gretchen" style Benches and "Scarborough" style Litter Receptacles. These styles match our CBD project amenities put into service since 2005. ❑ Used item: Surplus item bought through ari auction or distributor that would represent good value and is advantageous to the City. Describe. ❑ Delivery Date: Only one supplier can meet required delivery date: Describe and list efforts to find other suppliers to meet the delivery date. ❑ 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. 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 his purchahse when there are otj ej known suppliersto exist. Signature of Requestor Signature of Department Head `)/27/c, Date Please complete entire form and forward to Purchasing. Recommendation of pr oval by Purchasing Mgr. Date Approval by City Manager Date QUOTATION • Date: 08/27/2010 LF Quote#: 0000115799 PO#: Project: City of Yakima Bench Add On Bill To: City of Yakima ATTN: Accounts Payable 2301 Fruitvale Blvd. Yakima, WA 98902 Iandscapeforrns® CORPORATE 431 Lawndale Avenue • Kalamazoo, MI 49048-9543 P: 800.521.2546 F: 269.381.3455 www.landscapeforms.com Federal I.D.# 38-1897577 Ship To: City of Yakima ATTN: Colleen Bailey - (509) 575-6005 • ***TO BE ADVISED*** Yakima, WA 98902-1225 Ship Via: Common Carrier F.O.B.: Destination LONDON. PO Box 7082 1 Chaseside Bournemouth BH19NW United Kingdom Qty Description Unit Price Total Price Tagging Instructions: Bill of Lading Instructions: When ordering please confirm: . Shipping address and contact information (name and ph#) . Billing address and contact information . Is your firm or the project tax exempt? If so, exemption certificate must accompany order . Delivery schedule: 0 Immediately upon completion Target delivery date: 21 GR999-06034-BLK: Gretchen 72" long backed bench with (2) end loop arms intermediate loop arm. Freestanding/surface mount. Polysite color: BLACK Powdercoat color: BLACK & (1) $ 1,590.00 4 Scarborough Litter Style: Side Panel: Options: • Powdercoat Color: Standard Features: Standard Liner: 2 Scarborough Litter Style: Side Panel: Options: Powdercoat Color: Standard Features: . Standard Liner: Side Opening, 30 gal. capacity Square Bar Lock Black Freestanding/Surface Mountable 30 gallon Polyethylene Liner Side Opening, 30 gal. capacity Square Bar Sand Pan & Lock Black Freestanding/Surface Mountable 30 gallon Polyethylene Liner Page: 1 of 2 $ 909.00 $ 981.00 • Item Total Shipping & Handling Sub Total Estimated Tax Document Total $ 33,390.00 $ 3,636.00 $ 1,962.00 $ 38,988.00 $ 3,570.00 $ 42,558.00 $ 3,489.75 $ 46,047.75 *hip Date: , *hip OWDH9 SSR: Nicole Thompson • Rep: Tim Gish NW Purchaser Seller QUOTATION Date: 08/27/2010 LF Quote#: 0000115799 PO#: Project: City of Yakima Bench Add On Bill To: City of Yakima ATTN: Accounts Payable 2301 Fruitvale Blvd. Yakima, WA 98902 Ship To: landscape CORPORATE 431 Lawndale Avenue Kalamazoo, MI 49048-9543 P: 800.521.2546 F: 269.381.3455 www.landscapeforms.com Federal I.D.# 38-1897577 City of Yakima ATTN: Colleen Bailey - (509) 575-6005 "`TO BE ADVISED"' Yakima, WA 98902-1225 Ship Via: Common Carrier F.O.B.: Destination forms® LONDON " PO Box 7082 1 Chaseside Bournemouth BH19NW United Kingdom Qty Description Unit Price . Total Price Payment Terms: NET 30 DAYS Landscape Forms reserves the right to change payment terms based on payment history as well as information obtained from commercial credit reporting agencies. • Changes to or cancellations of orders may incur a penalty charge of 30% or more. Special orders may not be changed or cancelled. • No merchandise can be returned without authorization from Landscape Forms. Returns may be subject to a disposition fee of 30-100%. • Prices based on quantities shown. Change in quantity may affect price. Prices are held for 60 days. • Landscape Forms is a supplier only and ships via common carrier. Customer is responsible for offloading and installing unless otherwise indicated above. • Purchaser is responsible for confirming options, materials, quantities, etc., for completeness and conformity to plans and specifications. • Landscape Forms does not supply anchoring hardware except for "Mix" and "Stay" products. The hardware provided for these products MUST be used, • All orders ship upon completion of fabrication. A one-week grace period may be available, after which storage fees will apply. • This Agreement contains the entire understanding between the parties. All prior communications are merged into this Agreement. The terms of this Agreement shall control any conflict between documents. This Agreement may be signed by the parties separately and by facsimile, and together they shall be deemed one binding, original Agreement. • Purchaser shall pay all costs and expenses paid or incurred by Landscape Forms in collecting any amounts due for goods purchased by Purchaser, including without limitation, reasonable attorneys' fees and costs. Balances on invoices not paid within 30 days of date of invoice, or within an alternate period of time as determined and indicated by Landscape Forms, shall incur interest at a rate of 18% per annum. Cash discounts are not offered. Tax is estimated. Actual tax will be charged on final invoice and shall be payable by the Purchaser. U.S. customers must provide a valid sales tax exemption or resale certificate to remove liability. REMITTANCE OPTIONS: For information on paying via credit card, ACH, direct bank transfer, or wire please email us at AR@landscapeforms.com. Mail payments to: USD Checks CAD Cheques Landscape Forms, Inc. Landscape Forms, Inc. Dept 78073 PO Box 2408 PO Box 78000 Station A Detroit, MI 48278-0073 Toronto, Ontario M5W 2K6 USA CAN Page: 2 of 2 GBP Cheques Landscape Forms Limited PO Box 7082 1 Chaseside Bournemouth BH1 9NW UK Ship Date: Cust #: SSR: Rep: OWDH9 Nicole Thompson Tim Gish NW L41,4 Purchaser Seller • • ITEM TITLE: BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 7` f3 For Meeting of: Sept. 7, 2010 Consideration of a Resolution authorizing Sole Source procurement between the City of Yakima and Landscapeforms — for benches and other amenities on the Downtown Yakima Futures Initiative Project, Phase 4. SUBMITTED BY: Michael Morales, Director of Community and Economic Development CONTACT: Doug Mayo, PE, City Engineer, 576-6678 SUMMARY EXPLANATION: Staff respectfully requests City Council consideration of a resolution authorizing Sole Source procurement from Landscapeforms. This would be a Sole Source purchase and formal bid requirements would be waived. Landscapeforms is the only vendor that produces the benches and litter receptacles that match all of the Downtown Yakima Futures Initiative (DYFI) benches and litter receptacles. Selection of these specific design styles helps standardize those that have been placed with our DYFI projects in the CBD for the past five years. As most benches will be placed in the vicinity of the Convention Center, aesthetics, functionality and comfort are important to put forth to patrons of the City's facilities. Resolution X Ordinance Contract Other: Funding Source: Washington State and Public Works Board Approval for Submittal: ity anager STAFF RECOMMENDATION: BOARD RECOMMENDATION: COUNCIL ACTION: Staff recommends approval of the resolution. 1