Title
Resolution Determining CEMTEK Systems, Inc. to be the Only Source Practicably Available From Which to Procure Parts for CEMTEK Continuous Emissions Monitoring Systems/Flue Gas Analyzers (FGA) and Authorizing the Negotiation and Execution of a Purchase Contract with CEMTEK Systems, Inc. as “Sole Source”
Purpose
PURPOSE/BACKGROUND:
The Hampton/NASA Steam Plant (the "Plant") operates under stringent permits issued by a variety of authorities. In particular, the Plant's airborne emissions are regulated by Virginia Department of Environmental Quality, Tidewater Regional Office Permit 61019. In order to prove the Plant is continually in compliance with that permit, flue gases are sampled and tested on a continuous basis via a complex system of electronic components purpose built for the Plant. The units purchased in 2005 outlived their useful lifecycle and are no longer supported by their manufacturer, Land Instruments. The units in place now were manufactured specifically for the Plant’s permit requirements by CEMTEK Systems, Inc.
Discussion:
The continuous emissions monitoring systems draw flue gasses, in real time, from the waste air stream and test them for sulfur dioxide, carbon dioxide, and nitrous oxide. They continually record the results of this gas stream for legal records as well as proper combustion. The boilers’ digital control systems are directly tied to their respective FGA and alert the operators to make corrections as necessary to the boilers or the emissions control devices. While the equipment does have operator-level troubleshooting and maintenance capability, it still requires documented routine quarterly service to remain in calibration. Further, any complex repairs must be made by technicians with extensive unit-specific experience and Title V permit familiarity. Due to the specialized nature of these components, the Steam Plant mechanics cannot perform necessary maintenance. As the manufacturer of these vital and complex instruments, CEMTEK Systems, Inc. is the best option to maintain the level of reliability we require.
Impact:
These units are critical to the operation of the Steam Plant. Without their proper operation, the Steam Plant is required by permit to cease operations (or reduce capacity to 50% in the case of only one unit being compromised) until such time as the units are repaired and proven serviceable. This would require the diversion of refuse, a considerable loss of commercial revenue, and failure of the plant to meet its steaming obligations to NASA LaRC.
Recommendation:
Rec
Approve the resolution requesting CEMTEK Systems, Inc. to be recognized as a sole source vendor for all repairs and material requirements concerning the Steam Plant’s continuous emissions monitoring systems/flue gas analyzers.
Body
WHEREAS, Hampton City Council recognizes the public interest in providing through its Public Works/Steam Plant the most efficient means reasonably available and affordable to maintain the Public Works/Steam Plant Continuous Emissions Monitoring Systems;
WHEREAS, CEMTEK Systems, Inc. is the exclusive representative of CEMTEK manufactured continuous emissions monitoring unit’s parts and service which the city requires for the proper operation of the Steam Plant’s two (2) flue gas analyzers; and
WHEREAS, the price at which CEMTEK Systems, Inc has offered the parts and has been determined to be fair and reasonable.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Hampton, Virginia as follows:
1. That the contract for procuring goods described above may be negotiated and awarded to CEMTEK Systems, Inc. as a "sole source" without competitive sealed bidding or competitive negotiation as set forth in Section 2.2-4303(E) of the Code of Virginia;
2. That the City Manager or her authorized designee is hereby authorized to negotiate and execute a purchase contract with CEMTEK Systems, Inc.; and
3. That the notice awarding the contract to CEMTEK Systems, Inc. shall be posted in a public place pursuant to Section 2.2-4303(E) of the Code of Virginia.