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Home My WebLink AboutR-2010-094 Sole Source Contract with ITT-Sanitaire for Diffuser MembranesRESOLUTION NO. R-2010-94 A RESOLUTION authorizing the purchase of new diffuser membranes to be used to allow air flow from the blower piping into the wastewater to supply oxygen to the biological treatment process. Total cost is $27,650.00 (plus sales tax) as a Sole Source purchase without calling for bids. 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 Wastewater Division requires the purchase of diffuser membranes which makes the diffuser consistent with the membranes in the aeration basins; and WHEREAS, purchasing from Sanitaire assures a product of excellent quality that fits the aeration header piping without modification and makes the diffuser consistent with the membranes in the aeration basins; and WHEREAS, ITT Sanitaire is the only vendor that produces diffuser membranes, 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 diffuser membranes from ITT Sanitaire 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 Wastewater Division is authorized to purchase the required diffuser membranes. ADOPTED BY THE CITY COUNCIL this 20th day of July, 2010 ATTEST: Micah Caw ey, Ma or City of Yakima/Yakima Coun SOLE SOURCE JUSTIFICATION Your Name: Max Linden Your Department: Wastewater Your Phone: 509-249-6814 Requisition Number: Requested Vendor: ITT - Sanitaire Cost Estimate: $23,650.00 + shipping & tax Vendor's Address: 9333N. 49th Street, Brown Deer; WI 53223 USA Vendor E -Mail & Website: Tyler,kuntz@itt.com Vendor Contact Name: Tyler Kunz,. P.E. Vendor Phone: 414-365-2255 1. Describe the product, service or system. Attach all information: See attachment iiBelow are eligible reasons for sole source. Check ail boxes below that apply to your sole source situation and attach any useful documents to justify the sole source. X Compatibility to existing City/County standard or to existing equipment, inventory, systems, data, programs or service. ,Describe. List efforts to find other sources. We did not find any other sources. We must replace the existing membranes with. the same type diffuser. 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 essential, 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. ❑ Project or Research Continuity: Product, systems, services or data must comply with an 0 ongoing project, research, data, testing or analysis. Results would be interrupted or compromised without continuity. Describe. X Other: Please describe: Replacement of existing diffusers with the same type. 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 su . iers to exist. 774/ Sign 7/1/2010 questor Date Signature of Department Head 711 /c10 I o Date, Please complete entire form and forward- to Purchasing. -Vdatif 7//3/4 Recommend.' on of approval . Purchasing Mgr. Date Approval by City Mgr./ Date Note — Board of County Commissioners approval required: for over $5,000 • BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. For Meeting Of 7/20/10 ITEM TITLE: Consideration of a resolution authorizing Sole Source procurement between the City of Yakima and ITT - Sanitaire for new diffuser membranes. SUBMITTED BY: Dave Zabell, Assistant City Manager CONTACT PERSON/TELEPHONE: MAX LINDEN, WASTEWATER Utility Engineer Wastewater Admin 575-6814 SUMMARY EXPLANATION: Staff respectfully requests City Council consideration of a resolution authorizing Sole Source procurement from ITT Sanitaire. This would be a Sole Source purchase and formal bid requirements would be waived, since ITT Sanitaire is the only vendor that produces diffuser membranes, which meet the specialized needs of the City. (Continued on next page) Resolution X Ordinance _ Contract _ Other (Specify) Funding Source: APPROVED FOR SUBMITTAL:�� City Manager STAFF RECOMMENDATION: Adopt a resolution to authorize Sole Source procurement between the City of Yakima and ITT Sanitaire for the purchase of diffuser membranes. BOARD/COMMISSION RECOMMENDATION: COUNCIL ACTION: • • TO: Dick Zais, City Manager. FROM: Max Linden, Wastewater DATE: 7/1/ 2010. SUBJECT: Justification to sole source new diffuser membranes We need to begin changing out our aeration basin membrane diffusers again. Membrane diffusers need to be routinely replaced at 5 to 7 year intervals as part of routine maintenance. The existing difussers were replaced in 2005. Diffusers are devices that allow air flow from the blower piping into the wastewater to supply oxygen to the biological treatment process. We need to replace 6,000 membranes, 2,600 base plates to adapt to our air piping and lubricant to install the new membranes. Total cost is 23,650.00 plus tax and freight. We are requesting to sole source: the membrane diffusers from the same company (Sanitaire) we have used to purchase the diffusers in the past. Purchasing from Sanitaire assures :a product of excellent quality that fits our aeration header piping without modification and makes the diffuser consistent with the membranes in the aeration basins.. The consistent diffuser types between all the basins assure even air distribution between aeration basins which is a critical process control requirement. ITT Memorandum July 1, 2010 Attn: City of Yakima, WA c/o Max Linden Stacey Mammen Safes Coordinator 111 Water & Wastewater Sanitaire Products 9333 N. 49th Street Brown Deer, WI 53223 USA Tel 414 365 2249 Fax 414 365 2210 Mr. Linden, ITT -Sanitaire is pleased to offer the following quotation for Yakima, WA replacement parts: Item Part No. Description Quantity Unit Price 1 2167 -LSP 7" Basplates 2,600 Lump Sum 2 2231-WE7 7" Membrane Disc. Diffuser (Silver Series II) 6,000 Lump Sum 3 HVS350-8 8# Pail of Lubricant 3 Lump Sum Parts Total $23,650.00 Freight One (1) Dedicated Truck FOB Jobsite $4,000 Total $27,650.00 Tax, if applicable, is not included. Estimated delivery date is 2 — 4 weeks from receipt of order. Please let us know if you have any questions. Sincerely, c6ritLL Stacey Mammen ITT -Sanitaire