(SJ City Council Agenda Bill Lv . 41t ~1.£~'5Y

Meeting Date: 11/16/2015

Agenda Item: 20151116Item5d

Subject: Resolution Designating Arizona Instrument LLC as Sole Source to Furnish Computrac® Max 4000XL Solids An~eroJ).

Staff Contact: Fred Buckenmeyer

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Approved for Submittal to Council by Laurie Gere, Mayor Steve Hoglund, Finance Director Darcy Swetnam, City Attorney

Action Type Ordinance No. Code Revision? x Resolution No. Contract Public Hearing Staff Report

Summary Statement: To seek approval of a Resolution authorizing Arizona Instrument LLC as a sole-source provider to furnish Computrac® Max 4000XL Solids Analyzer for solids analysis at the City's Wastewater Plant. Background: The Wastewater Plant personnel thoroughly researched several solids analyzers to evaluate the precision and accuracy of each instrument. The evaluation included a two to three week trial period of each instrument where side by side testing was conducted to methodically assess performance of the instruments. Following the trial period, comprehensive evaluation of each instrument was conducted including consideration of how closely the results correlated to existing testing methods, instrument performance and ease of use were used to identify the instrument best suited for solids analysis of the incinerator sludge. The Computrac® Max 4000XL Solids Analyzer provided fast reliable results with the greatest ease of use. The Computrac® Max 4000XL Solids Analyzer will cost approximately $13,000 which exceeds the $7500 limit for purchasing equipment based on quotes alone. Arizona Instrument LLC is the owner and manufacturer of the Computrac® line of moisture analyzers. As the manufacturer, they are solely responsible for worldwide sales, distribution, and servicing with no other authorized sources for sales in the continental United States. Attached is a letter from Arizona Instrument stating they are the sole source provider for Computrac® analyzers. The solids analyzer provides real-time results to ensure the incinerator is operating within the air operating permit issued by Northwest Clean Air Agency. The existing analyzer, which has been in service since 1994, is experiencing intermittent failures and must be replaced.

Budget Impact N/A Budget Account (BARS) N/A Proposed Expenditure N/A Budqet Amendment Required? No Revenue Source City Funds Proposed Contract

Amount Budgeted

Contractor Amount Start Date End Date

N/A N/A N/ A N/A

Previous Council/Committee Action: N/ A Competing Viewpoints Considered: Yes. The Computrac® Max 4000XL Solids Analyzer will best fit the needs of the plant as demonstrated in the equipment trial. Recommended Motion: I move that the enclosed Resolution be approved authorizing single source designation to furnish the Computrac® Max 4000XL Solids Analyzer to the Wastewater Treatment Plant and authorizing the Public Works Director to carry out this authorization.

Alternative Actions: Continuous and real-time solids analysis of sludge feed to the incinerator is required to ensure compliance with the air operating permit. Staff recommendation is based on significant research and testing conducted by plant staff. A competitive bid process will take weeks only to derive at the same result as there is no competition in acquiring a Computrac® Solids Analyzer.

Attachments (listed in order presented): (1) Resolution to designate Arizona Instrument LLC as a sole source to furnish Computrac® Max 4000XL Solids Analyzer, and (2) Letter from Arizona Instrument LLC identifying Arizona Instrument LLC as sole source for sales, service and parts in the continental United Stated.

RESOLUTION 1932 A RESOLUTION of the City of Anacortes, Washington, relating to public works; authorizing a single source designation to furnish the Computrac® Max 4000XL Solids Analyzer to the Wastewater Treatment Plant and authorizing the Public Works Director to carry out this authorization. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ANACORTES, WASHINGTON, AS FOLLOWS: Section 1.

Recitals and Findings

1.1 The Wastewater Plant Staff conducted thorough research to evaluate the precision and accuracy of solids analyzers to provide real-time solids analysis of the treatment plant incinerator sludge. 1.2 The staff’s research identified the Computrac® Max 4000XL Solids Analyzer as the instrument best suited to fit the City’s needs. Arizona Instrument LLC is the manufacturer and sole source for worldwide sales, distribution, and servicing of the Computrac® line of moisture analyzers. 1.3 The current instrument is failing and must be replaced. The solids analyzer facilitates ongoing monitoring of the sludge solids content to ensure compliance with the incinerator air operating permit (Order of Approval to Construct 269b issued by NWCAA). Section 2.

Designation of Single Source Purchase. Based on the findings above, it

is appropriate for the City to waive the competitive bidding requirements as to purchasing the Computrac® Max 4000XL Solids Analyzer. Section 3.

Authority of Public Works Director. The City’s Public Works Director

is authorized to ratify Arizona Instrument LLC as a single source supplier and installer, and take actions as otherwise necessary to carry out the intent and direction of this Resolution.

Section 4.

Ratification and Confirmation. Any actions of the City or its officers

prior to the date hereof and consistent with the terms of this Resolution are ratified and confirmed. Section 5.

Effective Date. This Resolution shall be in full force and effect from the

date following its adoption and approval. The foregoing resolution was ADOPTED by the City Council of the City of Anacortes, Washington, at a regular, open public meeting thereof this _________ day of November 2015.

______ Laurie Gere, Mayor ATTEST:

Steve D. Hoglund, City Clerk/Treasurer

APPROVED AS TO FORM:

By: Darcy Swetnam, City Attorney

June

3rd ,

2015

Dear Sir/Madam: Arizona Instrument is the owner and manufacturer of the Jerome® line of toxic gas analyzers and the Computrac® line of moisture analyzers . As the manufacturer for these lines, we are solely responsible for worldwide sales, distribution, and servicing from our headquarters here in Chandler, AZ. There are no other authorized sources for the equipment, parts, service, or training in the continental United States. For any of your parts, service or training needs, please contact our Customer Service department toll-free at (800) 235-3360 or e-mail [email protected]. Feel free to contact me with any additional questions or concerns you may have regarding this issue. Sincerely,

Blaine Nelson QA Engineer Arizona Instrument LLC (602) 470-1414 (800) 528-7411

GREEN Solutions for Moisture and Toxic Gas Analysis