Title
Resolution Determining Robert E. Mason & Associates, Inc. to be the Only Source Practicably Available From Which to Procure Materials and Service for Integrated Boiler Digital Control Systems and Authorizing the Negotiation and Execution of a Purchase Contract with Robert E. Mason & Associates, Inc. as “Sole Source”
Purpose
PURPOSE/BACKGROUND:
Robert E. Mason & Associates, Inc. has been a sole source vendor at the Hampton/NASA Steam Plant since 2006. Prior to that, they were a sole source vendor under the name Control Dynamics. Recently, in order to comply with the required procedures for City procurements made using federal grant funds under the Uniform Guidance issued by the Office of Management and Budget, the Steam Plant was directed to review and renew its Sole Source vendors in accordance with Article 6 of §2.2-4300 et seq. of the Code of Virginia.
Discussion:
The Hampton/NASA Steam Plant’s boilers require a complex digital software suite in order to operate with the minimum staffing we employ and still meet all our VA DEQ permit emissions and reporting requirements. RE Mason, Inc. has supplied that digital control suite to us, and to the NASA Bldg. 1215 Plant, in their proprietary Delta V system. Not only does the suite control boiler remote and automatic operations, it monitors and maintains a history of employee initiated commands and interactions as well as a running record and inventory of all boiler emissions. RE Mason technicians remain on call to troubleshoot and repair any inconsistencies in operations and failures. They preform routing calibration and maintenance. They also ensure the two systems (Hampton and NASA) remain in sync with one another (though not in direct communication).
Impact:
The boiler cannot operate without a calibrated and functioning digital control system. The emissions recording and data recordkeeping function cannot be maintained with the same. Both features are integral to the Delta V system and the subsequent design of the Plant’s machinery upgrades since 2007. Failure to maintain this system in general would require immediate Plant shutdown. Failure to maintain this system in sync with NASA LaRC, would require an extensive redesign of the Plant’s systems, and expensive overhaul, and meticulous work with NASA LaRC to find a commonality that we currently have by default.
Recommendation:
Rec
Approve Resolution
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 integrated boiler digital control systems;
WHEREAS, Robert E. Mason & Associates, Inc. is the exclusive representative of OEM integrated boiler digital control systems which the city requires for the proper operation of the Public Works/Steam Plant boilers, associated machinery, and emissions data collection; and
WHEREAS, the price at which Robert E. Mason & Associates, 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 and services described above may be negotiated and awarded to Robert E. Mason & Associates, Inc. as a “sole source” without competitive sealed bidding or competitive negotiation as set forth in Virginia Code Section 2.2-4303(E);
2. That the City Manager or his authorized designee is hereby authorized to negotiate and execute a purchase contract with Robert E. Mason & Associates, Inc.; and
3. That the notice awarding the contract to Robert E. Mason & Associates, Inc. shall be posted in a public place pursuant to Virginia Code Section 2.2-4303(E).