50-M0087-25-CP086_SOLE_SOURCE_determinatin request form NEW FORM 12.26.24.pdf.PDF

City of Santa Fe, New Mexico

SOLE SOURCE REQUEST AND DETERMINATION FORM

This Sole Source request form must be submitted to the Central Purchasing Division for authorization, determination, and processing by the Chief Procurement Officer (CPO).

Complete this form in its entirety!

Date: Prepared By:

Email: Phone #:

Description of Goods/Service to be Procured (short title):

Vendor Name:

Address:

City: State: Zip Code:

Justification (choose from the drop down): Sole Vendor

Type of good/service (choose from the drop down): Tangible Goods

*Estimated Cost: Term of Contract:

*Tax is subject to change. Ensure the amount matches the amount to be invoiced. If the vendor must charge tax, they need to state that “tax will be added on the invoice” TAX WILL BE ADDED ON

INVOICE

Quantity of the service:

example: 12 MONTHS, 15 LICENSES, ETC.

Conversion: To Requisition Org / Object:

Place checkmarks to affirm you agree and have included these documents:

☒ The vendor has affirmed sole source for the services, construction, or items of tangible personal property by providing a letter on company letterhead signed by leadership affirming they are the sole provider of the goods/services outlined in the scope of work, and documentation has been provided that due diligence was conducted to identify other possible vendors/contractors to provide the requested services/goods but proved unsuccessful.

☒ Itemized price quote from sole source vendor fully detailing costs for goods/services in scope of work. (Must state whether they are going to charge tax or not.)

12/24/2024 LeRoy Alvarado

562 Bunker Court

$319,817.00 n/a

505-469-5358 lmalvarado@santafenm.gov

Aqua Guard Ultra Clean Filter screen Model AGUC-MN-A Replacement

Parkson Corporation

Vernon Hills IL 60061

5 months

5000367-520150

☐ If contract value exceeds CM Approval Amount, include agenda item to present to 2 Committees and Governing Body. n/a

Place checkmarks to affirm this request aligns with each of the requirements in NMSA 1978, Section 13- 1-126:

☒ There is only one source for the required service, construction, or item of tangible personal property.

☒ The service, construction, or item of tangible personal property is unique and this uniqueness is substantially related to the intended purpose of the contract.

☒ Other similar services, construction, or items of tangible personal property cannot meet the intended purpose of the contract.

1. Explain the purpose/need of purchase. Ensure to include a thorough scope of work for the services, construction, or item(s) of tangible personal property (if this is an amendment request to an existing contract, attach current contract).

-Please note that specifications cannot be narrowly drafted to preclude competition solely to allow award to a favored vendor.

Parkson Corporation is the sole provider of the Aqua Guard Ultra Clean Filter screen Model AGUC- MN-A. in the recent past one of the two existing units was replaced with a modern version Parkson screen. Currently the old unit is deteriorating at an accelerated rate. Plastic pieces of the screen portion of the unit are breaking off and plugging the grit separating system. Large debris are pass through into the pumping systems which eventually plug the lines. Excessive blockages will ultimately cause permeate damage to the pumping systems creating additional damage.

Scope of work: Procure equipment from vendor, Startup units after (installation by others)with vendor.

2. Provide a detailed explanation of the criteria developed and specified by the department as necessary to perform and/or fulfill the contract.

The Aqua Guard Ultra Clean Filter Model AGUC-MN-A is a replacement in kind. No other similar screen can be used without making extensive piping and Channel changes.

3. Provide an explanation of the prospective vendor's unique qualifications, proprietary rights, or capabilities that make them the only source able to meet the intended purpose of the contract.

Uniqueness should be fact-based and substantially related to the contract's purpose. Reasons should focus on factual uniqueness rather than statements such as "best" or "least costly" source.

The screening units need to stay the same model so that maintenance and spare parts inventory is all consistent and simplified. Acquiring the same equipment for the replacement of the existing unit would simplify replacement.

4. Explain why other similar professional services, services, construction, or item(s) of tangible personal property cannot meet the intended purpose of the contract.

No other source is available. There are no other quotes that entail savings to purchase the parts provided by a sole vendor who is also, the manufacturer.

Approvals:

Based on the above facts, the City of Santa Fe Purchasing Officer has made the determination that the justification for a Sole Source procurement is in accordance with NMSA 1978, Section 13-1-126 and shall be posted for a 30-day period prior to award.

_____________________________________________ Date: _________________ Travis Dutton-Leyda, CPO for the City of Santa Fe

Department Approval by:

_____________________________________________ Date: _________________ Jesse Roach, Acting Department Director

Pursuant to NMSA 1978, Section 13-1-126 Sole Source Procurement, the 30-day posting period of the Notice of Intent to Award this Sole Source request was met and no objections to the award to the above referenced vendor were received. This Sole Source determination will be valid for the term stated on the first page of this document.

_____________________________________________ Date: _________________ Travis Dutton-Leyda, CPO for the City of Santa Fe

02/25/2025

02/25/2025 https://na2.documents.adobe.com/verifier?tx=CBJCHBCAABAAk9-l8qFl1DLPsVJedwCC_8CNEJseGiu3 https://na2.documents.adobe.com/verifier?tx=CBJCHBCAABAAk9-l8qFl1DLPsVJedwCC_8CNEJseGiu3

Fort Lauderdale ♦ Chicago ♦ Montreal ♦ Mumbai www.parkson.com technology@parkson.com

Rev 4 AF-008

1401 West Cypress Creek Road Suite 100

Fort Lauderdale FL 33309-1969

Phone 1.888.PARKSON Fax 954.974.6182

Date: November 26, 2024

City of Santa Fe, NM

Subject: Sole Source Letter

Subject Product: Aquaguard Ultra Clean and AquaWash Press

To Whom it May Concern:

This document is to confirm that Parkson Corporation is the sole source provider for the Aquaguard Ultra Clean (AGUC-MN) and AquaWash Press (AWP) and AFM parts for the subject product. Parkson Corporation is the original manufacturer/supplier of the subject product and is the only source for OEM replacement parts and equipment. In addition, Parkson/FilterOne is the only company that provides certified technicians to perform work on the subject product.

If you have questions regarding this issue, please contact Marty Unger at 954-383-1757.

Sincerely, Marty Unger (Regional Sales Manager) Parkson Corporation

Quotation

NUMBER: B020 Rev 1 DATE: November 18, 2024

TO: City of Santa Fe REF.: Paseo Real WWTP Screen No. 2 Replacement

Parkson Corporation is pleased to provide a quotation for the following equipment.

ITEM 1 EQUIPMENT

One (1) Aqua Guard® Ultra Clean™ self-cleaning bar/filter screen model AGUC-MN-A

1.A Equipment Description:

1. Unit shall be 4’-0" wide (W) and designed for installation in a channel 4’-0” wide x 6’-6" deep (H). Solids larger than 6 mm nominal screen opening shall be removed from the flow and conveyed to a discharge point approximately 4’-3" above the top of the channel.

When installed, the screen shall be inclined 75 from the horizontal and have a total discharge height (H1) of 11’-0" (as measured from the base of the screen to the discharge point). There will be a 3.5” recess required in the bottom of the channel.

2. Unit shall be capable of passing a peak flow of 13 MGD. The head loss across the screen at this flow will not exceed 15” assuming a downstream water level of 2.23’. The head loss calculation is based on assumption of a clean screen, clean water and steady state flow.

3. Materials of construction will be as follows:

Frame: Type 304 stainless steel, 3/16” thick.

Filter elements: High impact plastic.

Side plates: High impact plastic.

Shafts, chain links, guide rails, drive sprocket inserts: Type 304 stainless steel.

Rollers: 400 series stainless steel (heat treated).

Chain bushings: 400 series stainless steel (heat treated).

Side seals: Neoprene rubber, with type 304 stainless steel backing plates.

4. Screen drive with a 3/4 HP, 230/460V, 3 , 60 Hz explosion-proof motor.

5. Manifold lubrication system.

6. Screen washing system consisting of two (2) type 304 stainless steel spray bars with quick release spray nozzles and NEMA 7 brass body solenoid valve with a 1-1/4” NPT connection.

7. Brush assembly of hybrid construction, with a side mounted door to provide access for brush replacement.

8. Brush drive with a 1 HP, 230/460V, 3 , 60 Hz explosion-proof motor.

9. Electrical overload device consisting of SSAC current monitors.

10. Front and rear covers fabricated of 14 gauge type 304 stainless steel, to enclose the portion of the screen above the channel.

11. Discharge chute fabricated of 14 gauge type 304 stainless steel, to direct screenings into the screenings wash press inlet chute.

12. Locally mounted E-stop pushbutton in a NEMA 7 enclosure.

QUOTATION NO. B020, Page 2

13. Main control panel furnished in a remotely located NEMA 4X type 304 stainless steel enclosure, housing controls for the screen and wash press. To include motor starters, control transformer, main disconnect, programmable relay, float switch level sensor, and all other necessary switches, lights, and pushbuttons.

14. The Aqua Guard® screen shall be factory assembled and tested, and shall be shipped to job site fully assembled.

One (1) Aqua Wash Press® unit model AWP8-3

1.C Equipment Description:

1. The Aqua Wash Press® unit will consist of a spiral, trough, support legs, wash zone, trough flush spray, press zone, drive system and controls.

2. The unit will be designed to receive and wash screenings, then reduce the volume and water content by means of a pressing zone.

3. The press will have an inlet capacity of 35 cu.ft./hour, handling wet screenings with an approximate dry weight of not less than 8% solids.

4. The shafted spiral will be constructed of carbon steel, with an O.D. of 8” and having 0.63 inch thick flights. A brush will be bolted to the spiral in the inlet area to scour the perforated sheet.

5. The trough will be fabricated of type 304 stainless steel, having 0.19 inch diameter perforations, chamfered on the outside. It will receive free liquid from the washed solids and direct the flow to a 4 inch O.D. drain tube.

6. The inlet area, 11 inches wide by 39 inches in length, will receive incoming materials.

7. The wash zone will include a spray wash system to wash organic residue from the screenings.

8. The press will include a spray wash system to flush organic residue trapped in the trough.

9. The unit’s drive system will consist of a motor, gear reducer and carbon steel drive shaft.

The motor will be 3 HP explosion-proof, 1800 RPM, 230/460 volt, 3 Phase, 60 Hz. The gear reducer is a shaft-mounted worm type gear reducer driven by a direct-coupled motor. The reducer will have a cast iron housing and output speed of 14 RPM and the drive shaft will be direct coupled to the spiral.

10. In addition to the drive motor, the following electrical devices will be furnished:

a. Two (2) 120 volt, single phase, 60 Hz brass body solenoid valves housed in NEMA 7 enclosures.

b. Locally mounted E-stop pushbutton in a NEMA 7 enclosure.

11. Inlet chute of 12 gauge type 304 stainless steel construction, to receive screenings from the Aqua Guard screen.

12. Discharge piping consisting of 14 gauge type 304 stainless steel, to direct the screenings to a dumpster.

QUOTATION NO. B020, Page 3

ITEM 2 SERVICES

2.A Drawings and Installation, Operation and Maintenance (IO&M) Manuals:

1. Approval drawings: 2 prints included

2. Certified drawings: 2 prints included

3. IO&M manuals: 2 included

2.B Start-Up Assistance:

Parkson will furnish a factory representative for a total of two (2) days during one (1) trip to the jobsite to assist in installation inspection, start-up supervision, and operator training. Dates of service to be scheduled upon Purchaser’s written request. To include all equipment listed above.

2.C Mechanical Warranty:

Per Section XVI of the Standard Conditions of Sale.

PURCHASE PRICE:

All of the above for .................................................................................. $319,817.00 USD F.O.B. shipping point, freight included, taxes excluded.

OPTIONS FOR ONE SCREEN/COMPACTOR:

NEMA 7 HOA (3-Hole) for screen………………………………….ADD…….$3,500.00 USD

NEMA 7 HOA (2-Hole) for compactor……………………………..ADD…….$3,000.00 USD

VALIDITY:

Purchase Price is valid for sixty (60) days from the quotation date, for shipment of equipment within the timetable stated below.

PAYMENT TERMS:

10% with order, 15% upon approval of submittals, 75% upon shipment of equipment not to exceed 180 days after shipment.

Please refer to our Standard Conditions of Sale regarding additional details about price validity, escalation potential and materials availability.

TIMETABLE GUIDELINE:

Within ten (10) business days of receiving a written Purchase Order in Parkson’s office, if necessary, Parkson will submit a written Request for Additional Information requesting items including, but not limited to, full-scale drawings, specification sections, amendments and other documents necessary for Parkson to begin work on this Project. No work can be done on this Project until all Additional Information is received by Parkson, thus beginning the Submittal Phase.

If you do not receive such a Request for Additional Information within the stated ten (10) business days, then the Submittal Phase will begin on the eleventh (11th) business day following receipt of the written Purchase Order in Parkson’s office. The Shipment Phase is thereafter contingent upon your final approval of all submitted Approval Drawings. Once said final approval is received in Parkson’s offices, the Shipment Phase will begin.

QUOTATION NO. B020, Page 4

Submittal Phase: Approval drawings will be submitted six (6) weeks from receipt of all requested Additional Information if necessary, or if not necessary, from the eleventh (11th) business day following receipt of a written Purchase Order in Parkson’s office.

Shipment Phase: Sixteen (16) weeks following receipt of final approval of all submitted Approval Drawings in Parkson's office.

If the Submittal Phase is waived, the Shipment Phase will begin on receipt of all requested Additional Information if necessary, or if not necessary, on the eleventh (11th) business day following receipt of a written Purchase Order in Parkson’s offices.

Dates are subject to confirmation upon receipt of written Purchase Order.

TERMS AND CONDITIONS:

This Quotation is governed by and subject to Parkson’s Standard Conditions of Sale, which are incorporated by reference and accessible at: http://www.parkson.com/files/documents/Sales-conditions.pdf.

BUYER/OWNER RESPONSIBILITY:

• Removal of existing equipment.

• Anchor bolts.

• Spare parts.

• Concrete modifications.

• Local disconnects or junction boxes.

• Level sensor mounting pipe.

• Control panel supports or mounting.

• Spray wash water connection and piping.

• Heat tracing and power for heat tracing of equipment and spray wash water piping.

• Drain connections and piping.

• Manual shutoff valves, gate valves, check valves, butterfly valves, Y-strainers.

• Pressure gauges.

• Screenings dumpster.

• Lubricants.

• Shop or field painting.

• Unloading, uncrating, installation and installation supervision. Installation will, at minimum, require a forklift and possibly a crane/hoist.

• Readiness of the equipment before requesting start-up service. Non-readiness may incur additional charges.

• Electrical connection and interconnecting wiring (including any of the following: Solenoid valves, level sensor, motors, E-stops, main controls); wiring and conduit from each unit-mounted electrical device to a terminal box or control panel.

• Interconnecting piping.

• Piping connections, platforms, ladders, gratings and railings unless stated otherwise.

• Determining the compatibility of equipment materials of construction and process conditions (air and water) is the responsibility of the owner and/or consulting engineer. Note that even relatively low levels of H2S and/or Chlorides can cause corrosion of 304SS and thus it is important for the owner and/or consulting engineer to pay particular attention to materials suitability for the specific water/wastewater in which the equipment will be operated. Higher grades of stainless steel like 316 are options.

• Any other auxiliary equipment or service not detailed above.

http://www.parkson.com/files/documents/Sales-conditions.pdf

QUOTATION NO. B020, Page 5

Please return one signed copy of this Quotation, or your Purchase Order, to Parkson Corporation at the address below. Refer to this Quotation, date, and related correspondence.

Issued By: Accepted By: (Herein called the Buyer)

PARKSON CORPORATION

562 Bunker Court Vernon Hills, IL 60061

Name: Joseph G. Nagel Name Title: Municipal Sales Title:

Date: November 8, 2024

Date:

SOLE_SOURCE_determinatin request form

NEW FORM 12.26.24

Final Audit Report 2025-02-25

Created: 2025-02-25

By: Kristy Miera (kamiera@santafenm.gov)

Status: Signed

Transaction ID: CBJCHBCAABAAk9-l8qFl1DLPsVJedwCC_8CNEJseGiu3

"SOLE_SOURCE_determinatin request form NEW FORM 12.26.

24" History

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