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09/18/2012 06 Sole Source Purchase; GO-4 Parking Enforcement Vehicle Otis BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT . Item No. I For Meeting of: September 18, 2012 ITEM TITLE: Resolution authorizing the City Manager to purchase a GO -4 parking enforcement vehicle from White Bear West without calling for bids. SUBMITTED BY: Capt. Jeff Schneider CONTACT Chief Dominic Rizzi Jr. PERSON /TELEPHONE: SUMMARY EXPLANATION: The Police Department would like to replace its current 20 year old parking enforcement vehicle with a new vehicle. Due to the unique requirements for this vehicle only a three wheel GO-4 vehicle meets all necessary requirements. This vehicle is exclusively available for purchase from White Bear West as they have the Northwest United States as their exclusive territory. It is not possible to obtain competitive bids on this vehicle. White Bear West needs to be declared a sole source vendor so the vehicle may be purchased. This item was not in the budget this year. Finance determined that though salary savings (unfilled /vacant positions in the police department) there is sufficient funding to purchase this vehicle. Resolution X Ordinance Other (specify) Contract: Mail to: Contract Term: Amount: $27,679.74 Expiration Date: Insurance Required? No Funding General Fund Phone: Source: APPROVED FOR SUBMITTAL: =. I City Manager STAFF RECOMMENDATION: Staff recommends White Bear West be declared a sole source vendor for the GO -4 vehicle. BOARD /COMMISSION RECOMMENDATION: ATTACHMENTS: Click to download ❑ Resolution ❑ sole source justification form ❑ sole source additional information RESOLUTION NO. R-2012-__ A RESOLUTION authorizing the City Manager to purchase a GO -4 parking enforcement vehicle from White Bear West for an amount not to exceed $28,000, as a sole source without calling for bids and further authorizing the City Manager to execute all appropriate and necessary documents to complete the purchase transactions. 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 one source that meets our requirements, it would be futile to utilize competitive bidding for such product; and WHEREAS, the City's Police Department requires the purchase of a GO-4 three wheel parking enforcement vehicle to replace another GO -4 that has passed its usable service life; and WHEREAS, after research and evaluation, the Yakima Police Department finds no other vehicle capable of meeting the unique requirements of a parking enforcement vehicle; and WHEREAS, the City Council finds it would be futile to call for bids for the described vehicle because White Bear West is the exclusive supplier of the required equipment in the Pacific Northwest; and WHEREAS, the City Council finds that it is in the best interest of the City to authorize purchase of a GO -4 parking enforcement vehicle from White Bear West as a sole source, now therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager of the City of Yakima is hereby authorized to declare White Bear West as a sole source vendor for the GO -4 parking enforcement vehicle, and further authorizes the City Manager to purchase said vehicle. ADOPTED BY THE CITY COUNCIL this 4th day of September, 2012. Micah Cawley, Mayor ATTEST: _ - ` ., i RECEIVE D RECEIVED s rcE°P;- • �t , SEP 0 2Q12 AUG .3. 2012 g ,,r *. i City of Ya ' '\ . ; tj a t, , ICY SOLE SOURCE JUSTIFICATION (revised Mav, 2012) Police/Patrol Your Name: Jeff Schneider Your Department/Division: Your Phone: 575 -6151 Requisition Number: Requested Vendor: White Bear West Cost Estimate (including TAX): $27,679.74 p Vendor's Address: 6627 S. 191 PI. #F 101, Kent WA Vendor E-Mail & Website: Vendor Contact Name: Diane Markovich Vendor Phone: 425- 251 -5738 1. What are you purchasing? Describe the product, service or system. Attach all information (Quotes, etc.): Go-4 Interceptor III three wheel parking enforcement vehicle 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. Internet Screenshots, etc.) 3. Is this a one -time purchase? ❑ NO C YES If NO, explain. • 4. What efforts were made to assure the City /County is receiving the lowest or best price possible? Describe This product is only available via factory authorized dealers. The only dealer authorized to sell in the Northwest U.S. is White Bear West. 5. ARE FEDERAL FUNDS BEING USED? ® NO ❑ 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.). ❑ Patented product. Attach documentation to confirm propriety (patent letter, etc.) . ❑ 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? ❑ NO ❑ YES ❑ Unique design: Requires unique features that are essential, aesthetic requirements, or not ` practical to match to existing design or equipment. Describe. Parking enforcement requires a one seat, all weather, street legal vehicle, with an electrical system capable of operating emergency lights and radios. Only the GO-4 Interceptor III meets these requirements. ❑ 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. ❑ 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. J Schneider 8/28/2012 Si ture of Requestor Date 2 3o AUu /Z Signa urea of Department Head Date 4 1 , 1, 1Qiihj Recom endation of ppro al b urchasing Mgr. Date i frw\g Da e Approval by xecutive Pease complete entire form and forward to Purchasing, 11 1,11:.1 y. G ' .I L V C.- .4%.,1Z; M L R • t - - ii R ! j l 7 1 1 1 ,I '`` ; 1 � \ ' I I V WHITE BEAR WEST, INC. _:, ,, . _. ' ._. . - _ -- _ 6627 South 191St Place, #F -101 KENT, WA 98032 3631 PLEASE INDICATE THE ABOVE NUMBER WHEN ORDERING (425) 251 -5738 • TO QUOTATION DATE SALESPERSON • Capt. Jeff Schneider Yakima Police , De t 8 -27 -2012 Diane Markovich P INQUIRY DATE _ INQUIRY HUMBER ' Fax 509 - 575 -6007 • i ESTIMATED SHIPPING DATE SHIPPED VIA F.O.B. TERMS Carrier Factory /Canada 15 days QUANTITY DESCRIPTION PRICE, AMOUNT 1 2013 GO -4 Interceptor III three wheel vehicle. 23,5 00 1 12V plug & switch pkg. 106 00 1 Extra keys N/C 1 Nerf bar, front 268 00 1 Nerf bar, rear 280 24 1 Shop manuals on CD N/C F.O.B. Yakima destination. 975 00 Sub -total 25,209 24 Sales tax = 9.8% 2,470 50 Total $27,679.74 Warranty: one year service and parts. . I WE ARE PLEA. 0 TO SUBMI THE ABOVE QUOTATION FOR YOUR CONSIDERATION. SHOULD YOU PLAC N ORDER, BE ASSURED IT WILL RECEIVE OUR PROMPT ATTENTION. THIS CUOTATIOI. 'UBJECTTCTHE CONDITIONS PRINTED ON REVERSE SIDE, AND IS VALID FOR _1 DAYS. THEREAFTER IT IS SUBJECT TO CHANGE WITHOUT NOTICE 4,,f / DATE �1 .4 �.!iL; / :?'�f.� • . A CCEPTED D SIGN AND RETURN YELLOW ACCEPTANCE COPY WHEN ORDERING. ..-. grga,„coxiii. . - p ' 2 : At.id;28,-12 ,12:28p , ' - .;' 'I "1`77:,:: ■ •-ts. '.- ""*.4 . 3 .ti& I August 28, 2012 &A a WHITE BEAR S A L E 3 Capt. Jeff Schneider Yakima Police Dept. White Bear West inc. 200 S. 3rd St. 6627 S. 191st Pl. #F-101 Kent WA 98032 Yakima, WA 98901 425-251-5738 Sir, This is to inform you that White Bear West Inc. is the sole dealer for the GO-4 three wheel vehicle in the Pacific Northwest area and has been since 1990. Sole source for WA, OR, ID, MT, AK, CO. Sin erely, ,, i c y ,,,, ....,......./ Diane Markovic , President White Bear West Inc. 425-251-5738 .E.1111SNIN•MIINIMI•1••L•MllIllIllirIMIMMIMMIIIII"MiallIl 1 t 7 * ii Home He v Contact Dealer Login i . ' estwar .1.. Models Features Accessories Dealers Safety Specifications Industries I Find a Dealer Dealer Login trt .. /. a 1+1 su I E2 ., , ,- Map „ ,a7 - ', Satellite K:briii .1 0 - ‘--- 1 - $ c". Tr n, Et V470 p i 13 13 -V etk 6'' r White Bear West 0 ,__ Q. . .. 1+, .Lt § , E107 6632 S_ 191st Place, 5 laah PI ' Locate a Dealer 1 I Near You ,,- - - e I Kent (Seattle) WA . .. , .. S itlath St . . it 4 : - ,..P - _ Don't see a dealer in _ + + your s 7 caLe. 4IW- - - 0 _ q! s ism st $ i Roo) st ,... ,, Interested in . _ - - co ttOP becoming a dealer? - - T s iF3N1 st . ,-: ontact Lis, ;...'e B q .,.. r g . S 193rd St q , . . $ 104th St S sig4th St S nard PI 5 194t1151 ot s , tt 0% $ 1941tt Pi . ... attic-Tacoma ,* : 1 rmattonal Mayhue, Maria From: Mayhue, Maria Sent: Tuesday, August 28, 2012 10•08 AM lin ex p.e vssi Vf, To: Schneider, Jeff rcpic,, cen-venfi bccilet'e 1(1 -- Subject: Information on Parking Enforcement Vehicle Attachments: image001.gif; image002.jpg <S•ea.�+i•e. is FiluhA _6Yl2. e-- LA—cetit Jeff, Just FYI. City of Bellingham mentioned the Firefly electric vehicle as an alternative. Here is a link to a video put together by City of Roanoke, VA who is using one. The vehicle can go 50 miles in one charge, but the cost is $33K. http : / /vimeo.com /47449367 Link to article: http:// www. roanokeva. gov/ 85256a8d0062af37/ vwContentByKey /N28WTNAN151DLOGEN d'164es : �lr 1 �5 YYVX r+- cars" `IM1 L 1 "-- 'hvi C C� �i (j ' y �_ (Z S Qfi ) c L • Y{liw Gam- rc4.44sy,ScoracAsh as 1 4 Pr1Ys — r,k) —Y YtiU S} -1D,e s{ eel l-eyth , I t i cp 4ed y!X / 2— r s,., .. .. FREE e- Newsletter +r �?' `' '''°"" Important News - Hot Topics — Learn More Get them Now as Further your e -mail address 14 L ? Members Login I Not A Member? 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Click here. = I Looking for see rek her II. Cushman "Haulster ". Gas or diesel. Horsepower t _ , choices from 24.8 to 32.2. liP 1 1 1, Westward "Interceptor" I _ I, 'f4 -" three- wheeler. �a.r k.krv3 - eX i'�rr.2 Mcr't - v - C- k';clis I — en 11 I D for eC a - € 4 � r ' Street legal with a 61 HP ._... }-r■ s ys- 1 -eyr•. ne uk- ilk fuel injected engine. 2,► h. i1, y- LCByTt -1 ‘b gic � � .i 20,000 BTU heater and Yea h'r ? y�o all —S eas�r -- defroster. Our Brands COLUMBIA ea a r �Cag.l (5f ' VANTAGE VEHICLE arammisol • .00 Mayhue, Maria To: pnppa @yahoogroups.com Subject: Parking Enforcement Vehicle Hello all, Our Police Department needs a new parking enforcement scooter and is stating that it is a sole source. They currently have the Go -4 Interceptor sold by White Bear West out of Kent. The manufacturer, Westward Industries, is stating that they don't have a contract with any other entity and that everyone just sole sources their vehicles. I went online and White Bear West is the only authorized dealer for Westward Industries in Washington. http: / /www.westwardindustries.com /os /index.htm So... what does your entity use for parking enforcement vehicles (besides a Segway or a modified electric car)? There have got to be other brands of parking enforcement scooters out there, right? But I looked online and didn't have much luck. When we bought our last one it looks like it was way back in 1998. We issued a quote, received at least two, and it was purchased from Western Equipment Distributing, Inc. It was so long ago that I think we have purged the file. Any help is appreciated!e Cent ti rr�p,ry �cLise or� We need this: — e ec c - So►�cc.2. Co Not this: }° Tia- -Ymeigic I Si 1