HomeMy WebLinkAboutR-2015-116 Sole Source Steerable Sewer System Inspection Camera; Western Systems & Fabrications, Inc.A RESOLUTION
RESOLUTION NO. R-2015-116
authorizing the City Manager to approve the sole source purchase of a steerable
sewer system inspection camera from Western Systems & Fabrications, Inc for
an amount not to exceed $57,351.
WHEREAS, the City of Yakima Wastewater Division owns and operates two steerable
sewer inspection cameras as a required component of the City sewer collection system evaluation
and repair program, and one of the two existing steerable cameras requires replacement due to
re -occurring age related failures; and
WHEREAS, the existing steerable cameras are uniquely compatible with existing
Wastewater Division hardware and software systems; and
WHEREAS, Article VI, section 6 of the City of Yakima Charter and the Yakima Municipal
Code Chapter 1.80 generally require that purchases over $25,000 be done by competitive
bidding, subject to certain exceptions, and
WHEREAS, a "sole source" exception from competitive bid requirements is utilized when,
due to unique specifications and requirements, it is less costly and more efficient to proceed as
an alternate to competitive bidding; and
WHEREAS, Western Systems & Fabrications is the sole authorized vendor of the uniquely
compatible steerable sewer inspection cameras in Washington State, and
WHEREAS, the City Council finds that it is in the best interest of the City to authorize the
sole source purchase of a steerable sewer inspection camera from Western Systems &
Fabrication 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 approve the sole source purchase
of a steerable sewer system inspection camera from Western Systems & Fabrication for an
amount not to exceed $57,351
ADOPTED BY THE CITY COUNCIL this 15th of September, 2015
ATTEST
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. S.D.
For Meeting of: September 15, 2015
ITEM TITLE: Resolution authorizing a sole source purchase of a steerable sewer
system inspection camera from Western Systems & Fabrication not to
exceed $57,351
SUBMITTED BY: Debbie Cook, Utility Director
Marc Cawley, Wastewater Superintendent
SUMMARY EXPLANATION:
The City of Yakima Wastewater Division owns and operates two RS Technologies steerable remote control
cameras as a required component of the City sewer collection system evaluation and repair program. One of
the existing cameras requires replacement due to reoccurring age related failures. The Wastewater Division's
investments in supporting video inspection hardware and software were established with the uniquely
compatible RS Technologies cameras. Direct replacement of the failing camera with a compatible RS
Technologies camera is the prudent course of action in order to avoid reinvestment in expensive supporting
equipment and software. Western Systems & Fabrication is the sole approved vendor for the RS
Technologies cameras in Washington State. The terms of this sole source camera purchase allow the City to
purchase a compatible camera and protect the City's substantial investment in supporting hardware and
software.
Resolution: X Ordinance:
Other (Specify): Sole Source Purchase
Contract: Contract Term:
Start Date: End Date:
Item Budgeted: Yes Amount: 57,351.
Funding Source/Fiscal Impact: Wastewater
Strategic Priority: Improve the Built Environment
Insurance Required? No
Mail to:
Phone:
APPROVED FOR
SUBMITTAL:
City Manager
RECOMMENDATION:
Staff respectfully requests that the City Council approve the Resolution authorizing and directing the City
Manager to approve the sole source purchase of a steerable sewer system inspection camera from Western
Systems & Fabrication for an amount not to exceed $57,351.
ATTACHMENTS:
Description Upload Date
d WW -Camera -Sole Source Resolution 9/2/2015
D WW -Camera -Sole Source Purch Justification Form 9/2/2015
D WW -Camera -Sole Source Quote 9/2/2015
Type
Resolution
Backup Material
Backup Material
City of Yakima/Yakima County
SOLE SOURCE JUSTIFICATION (revised May, 2012)
f•SFRVICE
Your Name: Lynnette McKee / Dana Kallevig Your Department/Division: Utilities / Wastewater
Your Phone:509-249-6812 Requisition Number:
Requested Vendor: Western Systems Cost Estimate (including TAX): $57350.71
Vendor's Address: 911 N Thierman Rd Spokane, WA Vendor E -Mail & Website:martinbaldwin@western
system_com
Vendor Contact Name: Martin Baldwin Vendor Phone: 509-847-9221
1. What are you purchasing? Describe the product, service or system. Attach all
information (Quotes, etc.):
New RST TranStar steerable Transport vehicle with Integrated color rear view camera and New RST TrakStar Pan, Tilt,
zoom camera with diagnostics. Camera case, wheels, cable,motorized camera elevator, monitor, rack and installation.
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 ❑■ YES If NO, explain.
4. What efforts were made to assure the City/County is receiving the lowest or best price
possible? Describe
These parts fit our current CCTV system. RS Technical services designs and manufactures these proprietary products
and Westem Systems & Fabrication is the only distributor authorized to sell and service. If we were to purchase from
another vendor we would have to update and or replace our existing computer system and program, operating
equipment, and inventory.
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
I!1 Unique design: Requires unique features that are essential, aesthetic requirements, or not
practical to match to existing design or equipment. Describe.
We have existing proprietary equipment that only works with RST which we plan to maintain as part of our inventory
and operation. RST has unique features for connectivity of the equipment. See attached sole distributor letter.
❑ 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.
i -et• 905
Si• ature of Requestor Date
Signature of Department Head
Recommendation of ap
Date
cl/1 f l�
Reco val by Purchasing Mgr. Date
Approval by Executive Date
Please pmplete entire form and forward to Purchasing.
Technical Services Inc.
Dc,ign and .1Ianu4-nut• nl 17dco Pi/x'line I n ya-r lion Sri n•m v
DATE 9/1/15
CITY OF YAKIMA
2301 FRUITVALE BLVD
YAKIMA, WA 98902
Dear Marc Cawley,
Thank you for your interest in R.S. Technical Services, Inc.'s (RST) products. We design and
manufacture video pipeline inspection systems and use factory trained distributors to sell our
products in your area. These distributors are trained to provide you with equipment, parts and
service repairs to meet your needs.
Since we design and manufacture the majority of the products and parts we sell, they are
considered proprietary. Western Systems & Fabrication is currently the only distributor
authorized by the Factory to sell and service RST equipment within the state of Washington.
You may reach them as follows:
Contact: Jim Dutton
Company: Western Systems & Fabrication
Address: 2405 N University Road, Spokane Valley, WA 99206
Tel: 800-456-7886
Fax: 509-922-1302
E-mail: jimdutton@westernsystem.com
Sincerely,
Rhonda Sartin
Service Manager
cc: Jim Dutton
- WESTC/7iVSV-STCMS
flEFl3EA fECYCINGSUUrnNS
911. N Thierman Rd.
Spokane Valley, WA. 99212
800-456-7886
Name / Address
Yakima Waste Water Depart
2220 E Viola
Yakima, WA 98901
Estimate
Date
Estimate #
8/14/2015
2354
Rep
MJB
Item
Description
Qty
Rate
Total
Trucks - other
Trucks - other
Trucks - other
Trucks - other
Trucks - other
-Trucks - other
Trucks - other
Trucks - other
Trucks - other
Trucks - other
Trucks - other
Trucks - other
Trucks - other
Trucks - other
New RST TranSTAR steerable Transport vehicle with Integrated color rear view
camera, Tractor power cable,standard tires, tractor extension kit, Insert removal
assembly tractor storage rack and operators manual.
New RST TrakSTAR Pan, Tilt, zoom camera with diagnostics, NTSC single
conductor, LED lighting, 4 pin and camera case.
Kit, Spacer small pipe 1/4" increments
High traction caster wheels
Mega TRAK wheel kit with 6 hub assemblies, 6 - 2.70 Diameter wheels, 6 -
3.30 diameter wheels, 4 - 4.40 diameter wheels and snap ring pliers
Motorized elevator
Knobby Balloon Wheel set of 4 12" and larger pipe
Mainline Cable Reel, Single conductor with reel speed control, Footage counter.
6 pin x 3 pin screw on pigtail
Single conductor steel armored cable ( per foot)
Interconnect cable; 28 pin, M/L cable reel to listed MLC
Medium shipping crate
Monitor, Tru -vu, 19" flat panel LCD/TFT studio Installed
Mounting Rack, Wall 19" flat panel TFT7LCD computer monitor
Installation Cost
1
1
4
1
1,500
2
14,375.00
15,500.00
195.00
117.60
2,117.00
3,250.00
847.20
7,250.00
2.81
323.50
130.00
810.00
106.25
2,605.00
I4,375.00T
15,500.00T
195.00T
470.40T
2,117.00T
3,250.00T
847.20T
7,250.00T
4,2I5.00T
323.50T
130.00T
I,620.00T
106.25T
2,605.00T
Subtotal
$53,004.35
This Quotation is valid for 30 day. Thereafter it is subject to change without notice.
Phone #
509-922-1300
Sales Tax (8.2%)
$4,346.36
Total
$57,350.71