HomeMy WebLinkAbout01/18/2011 13 Fuel Management System Upgrade, Sole Source Purchase • BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 1 Z
For Meeting Of January 18, 2011
ITEM TITLE: Consideration of a Resolution Authorizing a Sole Source Purchase of a Fuel
Management System Upgrade.
SUBMITTED BY: Richard Wonner, Fleet and Facilities Manager
CONTACT PERSON/TELEPHONE: Maria Mayhue, Senior Buyer, Purchasing, (509) 575 -6094
SUMMARY EXPLANATION:
Staff respectfully requests City Council consideration of a resolution declaring a Sole Source
and waiving the formal bid process in order to purchase an upgrade to the City's existing Fuel
Management System.
Please see attached Memorandum.
• Resolution X Ordinance _ Contract _ Other (Specify)
Funding Source: 555 Fuel Capacity Exp, Improvements
APPROVED FOR SUBMITTAL:
City Manager
STAFF RECOMMENDATION: Adopt Resolution declaring a Sole Source and authorizing
the City Manager to execute all applicable contracts to purchase a Fuel Management System
upgrade.
BOARD /COMMISSION RECOMMENDATION:
COUNCIL ACTION:
• City of Yakima
Public Works Department
Transportation Fuel Management System Upgrade
Sole Source Justification — 2011
Most of the gasoline and diesel fuel consumed by the City of Yakima is delivered,
stored, and distributed through the Public Works Complex on Fruitvale
Boulevard. The fuel management system was installed in the mid -1990s and is
partially obsolete and requires updating.
Another function of the fuel management system is to open and close the security
gates providing ingress and egress to the Public Works Complex. A second gate
controller was partially installed in conjunction with the paving upgrade project in
2008 and the upgrade Is needed to complete this part of the installation.
In addition, the current fuel management system must be expanded to include fuel
storage and distribution at the Wastewater Treatment Plant, Tahoma Cemetery,
and the new fuel station under construction on Lincoln Avenue.
This upgrade includes hardware and software to connect all of the remote fueling
• sites to the master control system located at the Public Works Complex. (See
attached Requisition 67628 and NW Pump and Equipment Proposal Dated
November 29. 2010 for $39.904 plus state sales tax).
While other fuel management systems are available, updating the current system is
a much less costly option. For comparison, NW Pump and Equipment provided
an option to replace the existing system with the most current state -of -the -art
technology for a cost exceeding $70,000. (See attached NW Pump and
Equipment proposal dated November 23, 2010 for $60,605 plus state sales tax).
NW Pump and Equipment is the only supplier of the hardware and software
necessary to complete this upgrade.
• \\apollo \Users\rwonne \Fadllties 5601Fuel Management System Upgrade Sole Source - 2011.doc
�T.SERVICE • 't �cA
�
City of Yakima/Yakima County
SOLE SOURCE JUSTIFICATION
Your Name: 4 � oN � Your Department: etAist.../c_ 1 rs
Your Phone: 5 G � Requisition Number: 6 7 c Z 8
Requested Vendor: A/ti I� anM d�.�r Cost Estimate: f is oo
Vendor's Address: 40 - E7 1 57 (��� W ,, Vendor E -Mail & Website: „,h, N Aftve €4 ce007
4/4t. 9y Z i.7.
Vendor Contact Name: J AloXR 4' m tscei Vendor Phone: .3 9 - s 3 2. - 7, / a-
SA•e-es MCC -PAsco SPpta9.vc
1. Describe the product, service or system. Attach all information:
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.
xf 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 essenfial, 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.
❑ Protect 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.
Q 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 theCity /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.
4 - /174 rt /a
Signature of Requestor / cc4- n Date
_ _ : _ 2.13q7ADID
Signature of Department Head Date
Please complete entire form and forward to Purchasing.
AtJ
r2_1302172
l�sVt�
Recommendation of approval by Purchasing Mgr. Date
Approval by City Mgr./ Date
Note — Board of County Commissioners approval required for over $5,000
•
•
NORTHWEST PUMP & EQUIPMENT CO.
825 N California Ave. Pasco, Wa 89301 Phone: 508586 -415 .
TELEPHONE: • FAX DATE OF QUOTATION: QUOTE NUMBER
11/29/10 I 1
CUSTOMER / CONTACT: PRQI / LOCATION/ .
Richard Wormer
City of Yakima PV Hybrid FSC3000 upgrade option
2301 Fruitvale Premier Software /card holder option
Yakima, WA 98902 First & Lincoln
TERMS MD CONDITIONS OP SALE
N.W. Pump Is not responsible for delays in - delwery due to strikes, accidents, priority
restrictions or other conditions beyond our control or Its failure or delay to order or deliver This offer th fumish equipment on the following terms
the items fisted below due to the purchaser's failure to pay N.W.Pump any monies and conditions expires 15 days from the above date.
owed on an open job account orjob basis. The prices herein do not apply in the event of an
underground obstruction, including but not limited by utilities and impenetrable soil, is N.W. Pump, Inc. reserves the right to
discovered after this proposal is made. In such evert, Buyer Is liable for all increased costs adjust equipment prices to conform to
Buyer may cancel by giving written notice, however. Buyer is flab% for of costs incurred by paces in effect at the time of dedvery
N.W. Pump to the date notice is received. Cancelbaons air returns are subject to a
rNolnamr fifteen (15%) percent restocidag charge. Payment terms are net cash on delivery. Eouroment wines are subiectto at acthceble taxes,
unless N.W. Pump has approved credit terms or otherwise specified within. If litigation is neoeesary to enforce Return of non-stock and special order Items are subject
this agreement, the prevailing party wit be entitled to reasonable attorneys fees. court costs, and interest tD restock eharaes or mev not ha retzmebie
Produces Cary only the manufacturers warranty, deny. NWP makes no representations as to product
compliance with government regulations. There are no expressed or Implied warranties as to goods or
services provided by NWP, Including the implied warranty of merchantability or fitness for a particular
purpose, Statements bya NWP representative that differ from the foregoing shall have no effect NWP will
not be liable for direct, indirect, special or consequential damages. business interruption or loss of prrfite
damages, sustained by Customer or any party claiming by, through or under Customer.
SALES TOTALS
Acceptance of Proposal: EQUIPMENT SUBTOTAL: $ 43,504.00
The above price, specifications and conditions are satisfactory and are hereby *Equipment Trade In ($3,600)
accepted. You are authorized to supply equipment and/or labor as specified. ES71MATED SALES TAX: * not included
Payment will be made as outlined above. I understand acceptance of the *Actual sales tax may vary, the
quotation does not constitute an order until credit has been approved. customer must pay the tax shown
!understand that Northwest Pump may file a Right to Lien against on the Invoice. TOTAL $ 39,904.00
the equipmentRabor• '(1)optic encoder (5) System 2 FIT (2)K800 FSC
_(3) KR16 Optic Readers (2) KR110 Optic reader
Prtsing Ctmrponaats
1. Price excludes tank offloading, electrical, piping and installation.
2. All Prices are FOB Northwest Pump warehouse except where noted differently.
3. Terms: 25 % down. Tanks and dispensers balance due on completion at factory.
4. Terms: 50 % down on all EVRISD systems. Non Returnable/Non Refundable
5. Prices are good for 15 days from date of quotation. Exception are steel tanks which are 7 days.
HT f IOIOND 555 ACCrMNC T5LS 55DTATIO5, CUSTC5CA 74, CMIMMIDM , TILT ROHL HAS MD, O50BGSTA5D$ AND ADALSB MITI ALL 05 TM[ T5AMB MD CONDITIONS 500700 035015
OSOIEDST: ACCEPTED DT: TITLE:
D ISHATURE • SLiMTURfi
DATE Jim Moran 11/29/10 Richard Wanner •
PRINT NAME DATE PRINT WE
City of Yakima
Desired Delivery Date
•
Page 1 of 2
Northwest Pump Equipment Co.
•
•
•
Northwest Pump and Equipment Co. is the West's largest distributor of tanks, piping, pumps, meters, tank monitoring systems, leak
monitoring systems, car washes, truck washes and lubrication equipment Our Service Departments and SolveOne program combine to
410 offer field services nationwide. We are pleased to offer this quotation for the referenced project. Please contact me if you need
additional informatbn.
COMPANY. City of Yakima DATE OF QUOTATION QUOTE NUMBER
PROJECT PV Hybrid FSC3000 upgrade option 11129/10 1
QUANTITY DESCRIPTION UNIT PRICE EXTENDED
CARDLOCK -
3 20-8057 The External FSC3000 Includes uSB Transaction Storage, Standard Card Record $ 3,731.00 $ 11,193.00/
Software, Dovmloadable Software, ARTWare Windows-Based Configuration Utility Software, Bulit-
in 10base -T Ethernet Port, 8 Serial Communication Potts, Direct- Connect PC Cable, Petro -net
• Cable, Plug -in Memory Module with Transaction Memory Level 2 (500 Transactions) and Card
Memory Level 2 (2000 cards), CD With System Documentation, Printed Installation Manual.
3 K800 -HFIT-0 Hybrid Fuel Island Terminal (HFIT) (includes, 2X16 LCD display, heater, pedestal $ 2,572.00 $ 7,716.00
and choice of ChipKey or 20. 4139 -01 magnetic stripe card readers and FSC3000/System2
compatible Phoenix software) Island Cardlock System (2 for Gates & 1 for First & Lincoln
Electronic Dispensers •
1 20-4270-01 Intemal Dial in Modem with phone line cable First 8 Lincoln $ 478.00 $ 478.00/
1 3000 -DPC Direct Pump Control Software First & Lincoln $ 845.00 $ 845.00"
1 20 Wayne Direct Pump Control Interface Module and cable First & Lincoln $ 562.00 $ 562.00-
1 NW Pump Installation and programming of Card System Fast & Lincoln $ 2,400.00 $ 2,400.0V'
2 K800-FIT-2 Hybrid Fuel Island Terminal (HFIT) 2 -Hose (includes, 2X16 LCD display, heater, $ 3,091.00 $ 6,182.00
pedestal and choice of ChipKey or 20- 4139.01 magnetic stripe card readers and
FSC3000/System2 compatible Phoenix software)
2 20 -4268 Voltage -to -Current Sense Converter Module (required for dispensers with little or no $ 36.00 $ 72.00
current draw)
. 2 S08521 Hybrid FIT Software (network # required) $ 121.00 $ 242.0D''
2 20-4139-01 Hybrid Mag Reader Upgrade Kit $ 488.00 $ 976.00/
1 20 -7053 Magnetic Card Encoder $ 1,926.00 $ 1,926.00'
200 54- 1002 -MAG Blue Mag -stripe Card $ 1.38 $ 276.00 •
® 400 54- 1003 -MAG Green Mag- stripe Card $ 1.38 $ 552.00.
1000 54- 1005 -MAG White Mag- stripe Card $ 1.38 $ 1,380.00•
400 54- 1004 -MAG Non Standard Mag- stripe Cards (X specifies color. 3-Green, 4- Yellow, 6 -Tan) $ 1.58 $ 632.00-
1000 54 -1008 Clear Plastic Card Protector sleeve $ 1.21 $ 1,210.00"
1000 54 -1015 Card Protector White Paper sleeve $ 1.21 $ 1,210.00
1 20- 6149 -3 Phoen x Premier 3rd party gauge, upgrade from System2 Plus $ 2,277.00 $ 2,277.00
.1 NW Pump Instaliation and programming $ 2,950.00 $ 2,950.00
5 Petro Vend Factory Freight Per Reader $ 85.00 $ 425.00"
Note=
- 2 new FSC30003 for the main site (one for the fuel side, one for gate) 4"3, so
- move the existing System2 controllers out to the remote sites (Waste Water, Cemetary)
- convert the new K800 FITs to Hybrid versions
- 4 new Hybrid FITS for main site (fuel side, and gates)
- 2000 mag - stripe cards (4 different colors, per Stuart's list) - estimated counts shown. 0#3 4 0 -
-1 PC mag - card encoder (optional can have NW Pump encode cards on a as needed basis) r s
set up a new Phoenix database with all the new card /account info (mimic the old Optic layout, but with new card #s) F
drivers as singles 3,2"a 13
FSC3000 now uses a USB datakey to store transaction backup files (instead of the old dot -matrix printer - still available .). ,�—
Ethernet and local RS232 connections standard. y
. 14.5 /70 s 3
f G r ._ nr. . —:
Page 2of2
• Northwest Pump Equipment Co.
•
•
1
4 NORTHWEST PUMP & EQUIPMENT CO.
. g IbW0 OIAD'il 0
925 N California Ave. Pasco, Wa 88301 Phone: 509-586 -4151
TELEPHONE `FAX 0 • TE OF QUOTATION: QUOTE NUMBER
I 11/23110 I 1
CUSTOMER /CONTACT: P'• ECT /LOCATION:
Richard Wormer
City of Yakima PV Hybrid FSC3000 upgrade option
2301 Fruitvale Premier Software /card holder option
Yakima, WA 98902 First 8 Lincoh & TLM Cemetery/INWTP
TERMS AND CDNDITIONS OF SALE
N.W. Pump is not responsible for Ways m delivery due to stokes, accidents, pnordy
restriotions or other conditions beyond our control or its failure or delay to order or deliver This offer to furnish equipment on the following tens
the items listed below due to the.purchaser'sfailure to pay N.W.Pump any monies and condibons expires 15 days from the above date.
owed on an open job account or job basis The prices herein do not apply in the event of an •
underground obstnx:tion, induding but not Irnited to utilities and impenetrable soil. is N.W. Pump, Inc. reserves the right to
discovered after this proposal is made. In such event, Buyer is liable for all increased costs, adjust equipmert pnoesto conform to
Buyer may cancel by giving written notice, however, Buyer is liable for all cogs incurred by prices in effect at the time of delivery
N.W. Pump to the mate notice is received. Cancellations or realms are subject to a
minimum fifteen (15%) percent restocking charge. Payment terms are net Cash on delivery. Esufanen/ rxtaes are subject to all eodtcabte taxes,
unless N.W. Pump has approved credit terms or otherwise specified within. If litigation is necessary to enforce Return of non-stock and soecial ruder items are subiect
this agreement, the prevailing party tell be entitled m reasonable attorneys fees, court costs, and interest restock tharoas or rnav not be 2111nbte.
Products carry only the manufacturer's nenanty, f any. NWP makes no retxesentabons as to product
compliance with government regulations. There are no expressed or implied warranties as to goods or
services provided by NWP, including he anphed warranty of merchantability or fitness for a particular •
purpose. Statements by a NWP representative that dine from the foregoing shall have no effect NWP will
nat be liable for direct, indirect, special or consequential damages, business interruption or lass of profits
damages, sustained by Customer or any party claiming by, through or under Customer.
) SALES TOTALS 1
Acceptance of Proposal: EQUIPMENT SUBTOTAL: $ 64,205,00
•
The above price, specifications and conditions are satisfactory and are hereby *Equipment Trade In ($3,800)
accepted. You are authorized to supply equipment and/or tabor as specified. ESTIMATED SALES TAX: ` not included
4110
Payment wilt be made as outlined above. I understand acceptance of the `Actual sales tax may vary, the
quotation does not constitute an order until credit has been approved. customer must pay the tax shown
I understand that Northwest Pump may file a Right to Lien against on the invoice. TOTAL: $ 60,605.00
the equipment/labor. •(1)optic encoder (5) System 2 FIT.(2)K800 FSC
(3) KRIS Optic Readers (2) KR1 10 Optic reader
Pricing C
1. Price excludes tank offloading, electrical, piping and installation.
2. All Prices are FOB Northwest Pump warehouse except where noted differently.
3. Terms: _25_% down. Tanks and dispensers balance due on completion at factory. •
4. Terms: 50_% down on all EVRASD systems. Non Retumable/Non Refundable
5. Prices are good for 15 days from date of quotation. Exception are steel tanks which are 7 days.
•
AT ,IGVSRG A. =CUTTING T•ZS OUITATIOR. NWTONCR ACZIOW PCis TSIAT SIMI aAi ARAD, VADSRITAADS AND RGILLtI VI. ALL OT MI TIDIS AVO COMMAS LILT. •IT•I■
auo=m DT: ACCEPTCP BT: TITLE:
A..'0
•
aONATURE SesATURE DATE
Jim Moran 11123/10 Richard Wonner
PRNT NAYS DATE PRINT NAME
City of Yakima
Desired Delivery Date
Page 1 of 3
Northwest Pump Equipment Co.
•
•
•
1.
Northwest Pump and Equipment Co. is the West's largest distributor of tanks, piping, pumps, meters, tank monitoring systems, leak
monitoring systems, car washes, truck washes and lubrication equipment Our Service Departments and SolveOne program combine to
ii offer field services nationwide. We are pleased to offer this quotation for the referenced project Please contact me K you need
additional information.
COMPANY: City of Yakima DATE OF QUOTATION QUOTE NUMBER
PROJECT PV Hybrid FSCS000 upgrade option 11/23/10 1
QUANTITY DESCRIPTION UNIT PRICE EXTENDED
LGC-r TANK•MONITO4t:
2 Touch -4 Site Sentinel Touch Console c/w Interface Module for 8 probes/sensors $ 1,923.00 $ 3,846.00
F tell -r‘'.4-1 2 POS -INT RS232 Port with cable for POS Connection $ 234.00 $ 468.00
rut trrr f 2 75 -2042 Internal Modem with part* 12 -3017 cable $ 336.00 $ 672.00
Ies. 4 30-0219 OPW Riser Cap and Collar (4" NPT thread with grommet) $ 84.00 $ 336.00
4 30-8077 Probe for 6 R. (183cm) Diameter/Height Tanis $ 1,112.00 $ 4,448.00
2 30. 1509-022" (51mm) Gasoline Kit $ 113.00 $ 226.00
2 30- 1509 -012" (51mm) Diesel Kit ' $ 113.00 $ 226.00
1 ego8 pmhe.installstiaa aitemt eirrelndveNt>rt9.eondaitnipptes, $ • 1,250.00 $ 1,25000
2 NW Pump programming Touch console $ 450.00 $ 900.00
1 Electrical for both sites ($3,175.00 Cemetery/ $3,995.00 WWTP) $ 7,170.00 $ 7,170.00 �� j
CARDLOCK 7
a) 20.8087 The External FSC3000 Includes USB Transaction Storage, Standard Card Record $ 3,731.00 $ 11,193.00
. Software, Downloadable Software, ARTWare Windows -Based Configuration Utility Software, Built -
1 . in 10base -T Ethernet Port, 8 Serial Communication Ports, Direcl-Connect PC Cable, Petro -net •
V' ,d7 Cable, Plug-in Memory Module with Transaction Memory Level 2 (500 Transactions) and Card
Memory Level 2 (2000 cards), CD Wdh System Documentation, Printed Installation ManuaL
2 K800 -HFIT-0 Hybrid Fuel Island Terminal (HFIT) (includes, 2X16 LCD display, heater, pedestal $ 2,572.00 $ 5,144.00
' and choice of ChipKey or 20- 4139-01 magnetic stripe card readers and FSC3000/System2
compatible Phoenix software) Island Cardlock System
1 The C=OPT internal FSC3000 US8 Transaction Storage, Standard $ 3,731.00 $ 3,731.00
S Card Record Software, Downloadable Software, ARTWare Windows -Based -
Configuration Utility Software, Buift -in 10base -T Ethernet Port, 8 Serial
Communication Ports, Direct-Connect PC Cable, Petro -net Cable, Plug -in
Memory Module with Transaction Memory Level 2 (500 Transactions) and
Card Memory Level 2 (2000 cards), CD With System Documentation,
Printed Installation Manual First & Lincoln
1 20- 4270-01 Internal Dial In Modem with phone line cable First & Lincoln $ 478.00 $ 478.00
1 3000 -DPC Direct Pump Control Software First & Lincoln $ 845.00 $ 845.00
_
1 20 -7068 Wayne Direct Pump Control interface Module and cable First 8 Lincoln $ 562.00 $ 562.00
1 NW Pump Installation and programming of Card System First & Lincoln $ 2,400.00 $ 2,400.00
2 KB00 -FIT -2 Hybrid Fuel Island Terminal (HFIT) 2 -Hose (includes, 2X16 LCD display, heater, $ 3,091.00 $ 6,182.00
pedestal and choice of ChipKey or 204139-01 magnetic stripe card readers and
FSC3000/System2 compatible Phoenix software)
2 20 -4268 Voltage -to- Current Sense Converter. Module (required for dispensers with little or no $ 36.00 $ 72.00
current draw)
2 S08521 Hybrid FIT Software (network # required) $ 121.00 $ 242.00
2 204139-01 Hybrid Mag Reader Upgrade Kit $ 488.00 $ 976.00
1 20 -7053 Magnetic Card Encoder $ 1,926.00 $ 1,926.00
200 54- 1002 -MAG Blue Meg-stripe Card $ . 1.38 $ 276.00
40D 54-1003-MAG Green Mag -stripe Card $ 1.38 $ 552.00
1000 54-1005 -MAG White Mag- stripe Card $ 1.38 $ 1,380.00
400 54-1004-MAG Non Standard Mag- stripe Cards (X specifies color: 3-Green, 4- Yellow, 6 -Tan) $ 1.58 $ 632.00
2000 54-1015 Card Protector White Paper sleeve $ 1.21 $ 2,420.00
1 20-6149 -3 Phoenix Premier 3rd party gauge, upgrade tom System2 Plus $ 2,277.00 $ 2,277.00
1 NW Pump Installation and programming $ 2,950.00 $ 2,950.00
Page 2 of 3
Northwest Pump Equipment Co.
III .
COMPANY: City of Yakima DATE OF QUOTATION QUOTE NUMBER
PROJECT PV Hybrid FSC3000 upgrade option 11/23/10 1
QUANTITY DESCRIPTION UNITPRICE EXTENDED
5 Petro Vend Factory Freight Per Reader { $ 85.00 $ 425.00
Notes:
-2.
- move the existing System2 controllers out to the remote sites (Waste Water, Cemetary)
- convert the new IC800 FITs to Hybrid versions
- 4 new Hybrid FJTs for main site (fuel side, and gates)
- 2000 mag -stripe cards (4 different colors, per Stuart's list) - estimated counts shown.
-1 PC -mag -card encoder (optional can have NW Pump encode cards on a as needed basis)
set up a new Phoenix database with all the new card /account info (mimic the old Optic layout, but with new card /is)
drivers as singles
FSO3000 now uses a 1158 datakey to store transaction backup files (Instead of the old dot -matrix printer - still available ). •
Ethernet and local R5232 connections standard.
•
•
•
•
Page 3 of 3
Northwest Pump Equipment Co.
•
0
RESOLUTION NO. R -2011-
A RESOLUTION authorizing the City Manager to purchase the PV Hybrid FSC 3000 upgrade
and Premier Software /Card Holder Fuel Management System from NW
Pump and Equipment to be used to track distribution of gasoline and fuel
consumed by the City of Yakima, control security gates providing ingress
and egress to the Public Works Complex and include fuel storage and
distribution to the Wastewater Treatment Plant, Tahoma Cemetery and the
new fuel station under construction on Lincoln Avenue 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 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
products and services; and
WHEREAS, the Public Works Department requires the PV Hybrid FSC 3000 upgrade
and Premier Software /Card Holder Fuel Management System to track distribution of gasoline
• and fuel consumed by the City of Yakima, control security gates providing ingress and egress to
the Public Works Complex and include fuel storage and distribution to the Wastewater
Treatment Plant, Tahoma Cemetery and the new fuel station under construction on Lincoln
Avenue;. and
WHEREAS, it is essential that the upgraded products and services are implemented in a
seamless manner; and
WHEREAS, implementation and integration of the upgrades require hardware and
software to connect all of the remote fueling sites to the master control system located at the
Public Works Complex; and
WHEREAS, the hardware and software necessary to complete this upgrade is only
provided by NW Pump and Equipment; and
WHEREAS, it is a much less costly option updating the current system than replacing
the existing system with the most current state -of- the -art technology; and
WHEREAS, NW Pump and Equipment is the only source that has available the products
and services that are compatible with the current equipment; and
WHEREAS, the City Council finds that it would be futile to call for bids regarding the
described hardware and software since NW Pump and Equipment is the only vendor with the
compatible hardware and software; and
WHEREAS, the City Council finds that it is in the best interest of the City to authorize
purchase of the PV Hybrid FSC 3000 upgrade and Premier Software /Card Holder Fuel
Management System from NW Pump and Equipment 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 PV Hybrid FSC 3000
upgrade and Premier Software /Card Holder Fuel Management System as a sole source
purchase without calling for bids from NW Pump and Equipment to be used to track distribution
of gasoline and fuel consumed by the City of Yakima, control security gates providing ingress
and egress to the Public Works Complex and include fuel storage and distribution to the
Wastewater Treatment Plant, Tahoma Cemetery and the new fuel station under construction on
Lincoln Avenue: The City Manger is further directed to execute all appropriate and necessary
documents to complete the purchase and transaction.
ADOPTED BY THE CITY COUNCIL this 18 day of January, 2011.
ATTEST: Micah Cawley, Mayor
City Clerk
0