Title
Resolution Determining Motion Industries, Inc. to be the Only Source Practicably Available From Which to Procure Materials and Service Residue Ash Conveyors, Recycling Sorting Screens, and the Associated Specialized Motors and Equipment and Authorizing the Negotiation and Execution of a Purchase Contract with Motion Industries, Inc. as “Sole Source”
Purpose
PURPOSE/BACKGROUND:
Motion Industries, Inc. has been a sole source vendor at the Hampton/NASA Steam Plant since 2004. Prior to that, they were a sole source vendor under the name Martin Sprocket. 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 "Ethics in Public Contracting" paragraph C. 4. ii. 1.
Discussion:
The Hampton/NASA Steam Plant’s ash handling and recycling system employs a variety of residue ash conveyors, return pans, shaker pans, finger screens, and vibratory service motors that all serve to carry away harmful bottom and fly ash as well as sort usable recyclables for resale. Motion Industries, Inc. was originMartin Sprocket when these complicated systems were installed, but has since changed names. They have been a sole source vendor for some time, but the exact dates are now unaccounted for.
The Steam Plant relies heavily on the ash removal and recycling systems Motion Industries, Inc. supplies and they have been steadfast partners in numerous upgrades to a broad range of critical Steam Plant machinery.
Impact:
The residue ash conveyors, recycling sorting screens, and the associated specialized motors are employed on a constant basis at the Plant. Any interruption of service in these systems or their subsystems requires a shutdown to troubleshoot and repair. Some conveyors can be localized to a single boiler, but others require the shutdown of the entire Plant. This ash is regulated waste and we are required to move, treat and dispose of it by a closely regulated permit from DEQ. Failure to maintain adequate repair parts for these components would force the plant to shut down within hours.
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 residue ash conveyors, recycling sorting screens, and the associated specialized motors;
WHEREAS, Motion Industries, Inc. is the exclusive representative of OEM parts and service which the city requires for the proper operation of the Steam Plant’s residue ash conveyors, recycling sorting screens, and the associated specialized motors;
WHEREAS, the price at which Motion Industries, 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 Motion Industries, 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 Motion Industries, Inc.; and
3. That the notice awarding the contract to Motion Industries, Inc. shall be posted in a public place pursuant to Virginia Code Section 2.2-4303(E).