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Home My WebLink About08/19/2008 16 Sole Source Titan Sales Group for Easement Machine • BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT X" !l Item No. For Meeting Of: August 19, 2008 ITEM TITLE: Consideration of a Resolution authorizing a sole source procurement between the City of Yakima and Titan Sales Group for the purchase of a Easement Machine SUBMITTED BY: Scott Schafer, Assistant Wastewater Manager CONTACT PERSON /TELEPHONE: Kim Webster; Wastewater Maintenance Supvr. 576 -6302 Sue Ownby, Purchasing Manager 575 -6093 SUMMARY EXPLANATION: Staff respectfully requests City Council consideration of a resolution authorizing sole source procurement from Titan Sales Group. This would be a sole source purchase and formal bid requirements would be waived, since Titan Sales Group is the only authorized vendor in the Northwest Region that sells a JAJ -600 TH Self- Propelled Easement Machine that meets the needs of the City's Wastewater Division. The Wastewater Division has been actively researching for the purchase an easement machine 0 to be used by its Collections workgroup. An easement machine allows access to manholes to flush and clean sewer pipes that otherwise could not be reached by the use of a standard Vactor truck. Titan Sales Group demonstrated their JAJ -600 TH Self- Propelled Easement Machine with a High Pressure Hydraulic Sewer Cleaner to the Wastewater Division and allowed the crews to utilize the "new" machine for a two- week period in the field at no charge. Titan Sales Group is offering the demo easement machine used only by the City at a price of $38,142.00 plus tax. (Continued on next page) Resolution X Ordinance Other (Specify) Contract Mail to (name and address): Phone: Funding Source Fund 473 211 Wastewater Collection Operating Equipment APPROVED FOR SUBMITTAL: C �� City Manager STAFF RECOMMENDATION: Adopt resolution. BOARD /COMMISSION RECOMMENDATION: III COUNCIL ACTION: 0 The JAJ -600 TH Self - Propelled Easement Machine is the only easement machine with the following exceptional functions: 1. Exclusive Stanley Track Horse Chassis allows the power unit to operate other Stanley- manufactured hydraulic tools, dump body, crane, etc.; increasing its functions to much more than a hydro-cleaner. 2. Automatic level wind with hydraulic elevation for routing hose over fences and barriers. Other easement machines with automatic level winds do not have this elevation capability. 3. Possesses a narrow width of 34 inches with the reel assembly attached. A standard gate measures 36 inches in width; thus permitting access to backyards with little to no difficulty. The dimensions and functionality of the proposed easement machine from Titan Sales Group, specifically allows City crews to maintain sewer pipes that are difficult to access such as along easements, hillsides, behind homes and buildings to name a few. Certain sections of pipe have not been cleaned due to their locations in respect to property owner's backyards and fences. The Vactor truck simply cannot gain access to such areas. To be proactive with its maintenance schedule, an easement machine is a must for the Wastewater Division. A single claim from a property owner regarding a sewer back up could easily exceed the cost of this easement machine. Therefore sole source authorization is requested on behalf of the Wastewater Division for the purchase of the JAJ -600 TH Self - Propelled Easement Machine from Titan Sales Group. • 0 4110 - RESOLUTION NO. R -2008- A RESOLUTION authorizing sole source procurement without calling for bids from Titan Sales Group whereby said entity shall provide a JAJ -600 TH Self- Propelled Easement Machine to the City of Yakima's Wastewater Division to maintain its sewer lines. 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, the law recognizes a "sole source" exception from competitive bidding requirements, when due to the uniqueness of the product to be purchased, it would be futile to utilize competitive bidding; and WHEREAS, the Wastewater Division has been actively researching for the purchase an easement machine to access sewer pipes that otherwise could not be reached by the use of a standard Vactor truck. WHEREAS, the JAJ -600 TH Self - Propelled Easement Machine is the only easement machine with the following exceptional functions: • Exclusive Stanley Track Horse Chassis allows the power unit to operate other Stanley - manufactured hydraulic tools, dump body, crane, etc.; increasing its functions to much more than a hydro - cleaner. • Automatic level wind with hydraulic elevation for routing hose over fences and barriers. Other easement machines with automatic level winds do not have this elevation capability. • Narrowest width compared to other easement machines. Has only a width of 34 inches with the reel assembly attached; standard gates are 36 inches. Permits access to backyard with little to no difficulty; and WHEREAS, Titan Sales Group is the only vendor in the Northwest that sells a JAJ -600 TH Self - Propelled Easement Machine that meets the needs of the City's Wastewater Division for a price of $38,142.00 plus tax. WHEREAS, the City Council finds that it is in the best interest of the City to authorize the purchase of said JAJ -600 TH Self - Propelled Easement Machine from Titan Sales Group 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 execute a sole source procurement without calling for bids, whereby Titan Sales Group agrees to sell said JAJ -600 TH Self - Propelled Easement Machine to the City of Yakima.