Sole Source Purchase Aqua Diamond Filter Media and Parts 47096 Page 1
Memo
To: C.Jay Coles, City Clerk
From: Keith Watts, Purchasing Manager
CC: Laurelei McVey, Deputy Director Utility Ops
Date: 11/2/2017
Re: November 8 th City Council Meeting Agenda Item
The Purchasing Department respectfully requests that the following item be placed on the
November 8 th City Council Consent Agenda for Council’s consideration.
Approval of a Sole Source Purchase for Wastewater’s Aqua Diamond Filter Media
and Associated Parts from Aqua-Aerobic Systems, Inc. for the Not-to-Exceed amount
$39,924.20. The Manufacturer has changed their business model and equipment is
no longer available through any resellers; Manufacturer is a sole source distributor.
Recommended Council Action: Approval of Sole Source Procurement upon
completion of advertising per Idaho State Statute 67-2808 and also authorize
Purchasing Manager to sign the Purchase Order for the Not-to-Exceed amount
$39,924.20.
Thank you for your consideration.
City of Meridian
Purchasing Dept.
M�IE III IST
i
CITY OF MERIDIAN
SOLE SOURCE FORM
Date: 10/18/2017
PURCHASING AGENT
33 East Broadway Avenue
Meridian, ID 83642
Phone: 208-888-4433 Fax: 208-887-4813
Item or Service: Aqua Diamond Filter Media and Associated Parts
X Sale Source: Item is available from only one vendor. Item is one -of -a kind
item and is not sold through distributors. Manufacturer is a
sole distributor.
Refer to instructions on 2"d page for completion,
JUSTIFICATION: (Attach additional pages if needed)
(ii) Where the compatibility of equipment, components, accessories, computer software, replacement
parts or service is the paramount consideration;
(v) The purchase of property for which it is determined there is no functional equivalent;
The sole source vendor for these items (media and parts) is Aqua Aerobic Systems. They are
the only manufacturer of these parts and media. This is a specialized piece of equipment that is
not widely produced or replicated. There are no other vendors that produce or manufacture
equivalent components.
CERTIFICATION:
I am aware of the requirements set forth in the City's Purchasing Policy & Procedures Manual for competitive bidding and the
established criteria for justification for sole source/sole brand purchasing, I have gathered technical information and have made
a concerted effort to review comparable/equal equipment. I hereby certify as to the validity of the information and feel confident
that this justification for sole sourcelsole brand meets the City's criteria and is accurate.
Requestor (Print Name)
artment Manager Signature
Council Approval 91201-1 / �`-1
Da#e: l /
Purchasing ✓ ,.�
Approval: le -1 _
Purc ; ng Manager:.-
SOLE SOURCE/BRAND EXAMPLES.
SOLE SOURCE:
Only one (1) vendor if there is only one (1) vendor for the personal property to be acquired. For purposes
of this definition, only one (1) vendor shall refer to situations where there is only one (1) source
reasonably available and shall include, but not be limited to, the following situations:(i) Where property is required to respond to a life{hreatening situation or a situation which is
immediately detrimental to the public welfare or property;
(ii) Where the compatibility of equipment, components, accessories, computer software, replacement
parts or service is the paramount consideration;
(iii) Where a sole supplier's item is needed for trial use or testing;
(iv) The purchase of mass-produced movies, videos, books or other copyrighted materials;(v) The purchase of property for which it is determined there is no functional equivalent;
(vi) The purchase of public utility services;
(vii) The purchase of products, merchandise or trademarked goods for resale at a political subdivision
facility; or
(viii) Where competitive solicitation is impractical, disadvantageous or unreasonable under the
circumstances.
THE FOLLOWING ARE NOT REASONS FOR SOLE SOURCE
a)Personal preference for a product or vendor.
Cost, past performance, local presence, delivery etc. These are award criteria to
be used in a competitive bid process.
Specifications that exceed requested performance.
b)
c)
AQ-UA.AEROBIC SYSTEMS, I NC
September 13,2017
Correspondence I D#: AAL/RP-9987
Meridian WWTP
Attn: Tom Avery
340'1 N. Ten Mile Road
Meridian, ldaho 83646 USA
Ph#: 2081407-8975
Fx#: Unknown
Project: IUERIDIAN WWTP, lD
RE: RE: Sole Source Letter
Project lD 108334
Dear Tom,
The Aqua-Aerobic Systems, AquaDiamond@ Filter is of Aqua-Aerobic Systems
(AAS) proprietary design, fabricated to AAS specifications. Aqua-Aerobic
Systems is the exclusive original equipment manufacturer of the
AquaDiamond@ unit at the Meridian facility, located in lt/eridian, lD. As such,
all equipment and components are manufactured to AAS specifications, the
exclusive vendor supplier for this equipment, this includes all types of
replacement cloths.
Davidson Sales & Engineering, is the Aqua-Aerobic Systems lnc. exclusive
sole source Representative for the Meridian WWTP in the state of ldaho.
Sincerely,
'-L.*
Sherry Pi
Customer Service Representative
CC: Davidson Sales & Engineering I ph#: 801-977-9200 I fx#: 801-977-9300
Paul Ir,4o ra
Aeration & Mixing Biological Processes I
fittratlon Membranes Process Control & Monatoring Aftermarket Parts & Services
6306 N. Alpine Rd. Loves Park, lL 61 I 1 1-7655 p 8l 5.654.2501 f 8'l 5.654.2508 www.aqua-aerobic.com
'd*:
AqUA,AEROBIC SYSTEMS, I NC
TO: MERIDIAN (CITY OF)
33 EAST BROADWAY AVENUE
MERIDIAN
TDAHO 83642
USA
ATN: SANDRA RAMIREZ, PURCHASING SPECIALIST
CC: Davidson Sales & Engineering, PaulMora
AFTERMARKET PROPOSAL # 47096
PROJECT: MERIDIAN W\ /TP. lD
MERIDIAN
ID
USA.MUN
PROPOSAL DATE: Od.obet 12.2017
Qtv Descriotion Unit Price Total Price
8
We are pleased to quote, for acceptance within 60 days of this
date, prices and terms on equipment listed below. Shipment of
equipment will be completed 10 - 12 weeks- after receapt of
purchase order with mutually acceptable terms and conditions,
subject to credit approval.
-Note: Actual shipment is dependent on equipment availability at
the time of receipt of order.
Diamond Cloths 440" (36' 8")
OptiFiberPA2-13@ nylon type media
Not recommended for chlorine use
Part number 2967062-1 'l
s2,510.20
s5.16
s1 11.41
$3 00
s 2.00
$26.00
$ 1 92.00
$o 1B
$0.1 4
s0.44
s20,081.60
$20.64
$445.64
$552.00
s2 56.00
s208.00
$768.00
$47 .52
$64.40
$1 16.1 0
4
4
Cloth End Seals 1/2"PVC Foam
Part number ?515213
8
Filter Attachment Bar Weldments
Part number 291 5736-SX0
Replaces part number 2913785
184 Diamond Panel lnner Supports
Part number 2515012
128 HHCS 5/16-18 X 2.50 FTHD 3165
Part number 2612082
Filter Frame Supports
Pal. numbet 2515172
264
4
Nuts Hex Full 5/1 6-18 31 6
Part number 2600516
Flat washers 5/16, 316 stainless steel
(9) needed per frame
Part number 2600951
Hex Screws HHCS 5/16'-1 8 UNC x 1 .25 316 SS
(9) needed per frame
Part number 2609821
460
6306 N.Alpine Rd. LovesPark, lL61 1 l1-7655 p815.654.2501
Copynght 2017. Aqua Aerobic Systems lnc Rockford. lL
244
f 81 5.654.2508 www.aqua-aerobic.com
Ptinled 10112t2017 1 52 24 PM Page 1 of 4
lf billing and/or shipping address is different please advise
Band Clamps 19.2-21.1 lD 304 SS
Part number 261 1955
Proposal Date: October 12, 2017 Proposal # 47096 +1-
AQ.UA-AEROB IC
SYSTEMS. I NC
264 FHSS 5/16-18 X 1.00 SOC 316
Part number 2607413
HHCS s/16-18 X .75
Part number 2605250
$1 86
$2.50
s0.30
$26 32
$33.00
$ 149.14
$1,0s0 52
$804.00
$81 .12
$491 04
$120.00
$2.40
$ 1 ,1 58.08
s1.452.00
$1,193.12
$2,101 .04
$1,608.00
$7,1 38.56
$37 ,824.20
$2,100.00
48
8
2
2
88
316
44
44
Cloth Retainer Bars
Part number 2513639
Frame Support Bar Assemblies
Part number 2963068
Slide Support Weldments
Part number 2913784
Effluent End Weldments Short
Pa numbet 2913228
Filter End Weldments
Part number 2913783
Diamond Frame Quarter Panels
Part number 2515077
PROPOSAL NOTES:
1. Freight to jobsite is included, FOB jobsite as included in the
Pricing Summary, below.
2. Start-up supervision is not included.
3. Payable net 30 days from date of shipment subject to credit
review. no retainage allowed.
Pricinq Summary
Equipment and/or Accessories:
Freight:
Total Job Price:$39,924 20
Material and/or services not specifically listed in this proposal are not included in the quoted TOTAL JOB PRICE and are
to be supplied by others.
Goods quoted above will be sold subject to the terms and conditions of sale set forth on the face hereof and the following
pages entitled "Terms and Conditions of Aqua-Aerobic Systems, lnc. (A Metawater Company)": Any different or
additional terms are hereby objected to.
6306N.AlpineRd. LovesPark,lL6llll-7655 p815.654.2501
Copyfight 2017 Aqua-Aerobic Systems. lnc Rockford. lL
f 81 5.654.2508 www.aqua-aerobic.com
Pt).led 101122417 1 52 24 PM Page 2 of 4
HHCS 5/16.18 X 3.OO FTHD 3165
Part number 2612081
Proposal Date: October 12, 2017 Proposal # 47096 AQI'A-A EROBIC
SYSTEMS. INC
I'ERMS AND CONDITIONS OF AQI]A-AEROBIC SYS'TEMS. IN(..
Page I o12
'fhis offer and all ofthe goods and sales ofAqua-Aerobic Syslems, lnc, are subjcct only to the follorr'ing terms and conditions. 'I'he
acccptance ofany order resulting from this proposal is based on the express condition that the Buyer agrees to all thc terms and conditions
herein contained. Ant terms and condilions in.ny order, which are in addilion to or inconsistent rtith the following. sh.ll not be binding
upon Aqua-Aerobic System$, Inc, 'l-his proposal and any contracl resulting thcrefrom, shall be governed by and construcd in accordance
with rhe la$s of rhe Slete of Illinois, !r'ithout regsrd to conllicts of lawr principles,
PAYMEN'I'
Un less specificall) stared other$ isc. quoted terms are Net 30 Da) s fiom shipping date. Past-due charges are I .57o per month and \\ ill appl) onl) on
an) past-due balance. Aqua-Aerobic S]stems. lnc. does not allou relainage ofan) invoice amount. unlcss aulhorized in writing b) an authorized
reprcsentati\e oi'our Lorcs Park. IIIinois olllce.
DI]RATION O1' QTIOTATION
This proposal ofAqua-Aerobic S) stcms. lnc. shall in no e\ ent be efl'cctiye more than 30 dat s lrom dale thereof. unless specificall) stated
otheN ise. and is subject to change at an] lime prior to acceplance.
SH IPM ENT
Shipping dates are not a guarantee ol a panicular dal ofshipment and are appro\imate. being based upon present productirn information. and are
subject to change per lhc production schedules existing at time ofreceipl ofpurchase order. Aqua-Aerobic S)stems. Inc. shall not be responsible
lbr anl dela; in shipmcnt for causes bclond its control including. but not limited to. \\ar. riots. strikes. labor trouble causing inlerruption oI\ork.
fires. other casuallies. transponation delals. modillcation oforder. an) act ofgo\ernmental aulhorities or acts ofCod. Quoted shipnrent dales in
this proposal are appro\imate dales goods $ill be shipped and. unless agreed to in \\riting b) Aqua-Aerobic S) stems. lnc.. Bu\er mal not postpone
or delal the dates ofshipment ofgoods from our planl or from our supplier's plants belond the dates set forth in this proposal.
TITLE AND RISK OF LOSS
All prices and all shipmcnts ol goods are F.O.B. Aqua-Aerobic S)stems. lnc.'s plant at Lo\es Park. lll,nois unless specificall) stated other$ise.
Delirery ofthe goods sold hereunder to the carrier shall be deemed delilerl to the Bu) er. and upon such deli\ en . title to such goods and risk of
loss or damage shall be upon Bu)'er.
TAXES
Prices quoted do not include an) ta\es. customs duties. or import fees. Bu1'er shall pal an), and all use. sales. pri\ile8e or other ta\ or cusloms
duties or impon fees le\iedb) an) goremmental authorit) \\ith respect to thc sale or transportation ofanl goods corered hereb). lfAqua-Aerobic
S)'stems. lnc. is required b) anl taring authoriq to collect or to pay'an1 such ta\. dub or fee. the Bu)er shall be separatel) billed al such lime fbr
the amounts Aqua-Aerobic Sl stems. lnc. is required to pa1.
SECI]RTTY
If at an) time the llnancial responsibilit] olthe Bu) er becomes unsatisfactor-\' to Aqua-Aerobic S) stems. Inc.. or Aqua-Aerobic S) stems. Inc.
othen|ise deems itself insecure as to receipl of full pa) mcnt ofthe purchase price fiom Bul er hereunder. Aqua-Aerobic S) stems. lnc. resen'es the
right to require palment in ad\ance or securi$ or guarantee satisfactoD to Aqua-Aerobic Slstems. Inc. ofpalmenl in full ofthe purchase price.
I,IMITATION OF A(]TION
No action shall be brought against Aqua-Aerobic S) stems. lnc. for an) breach of its contract oi sale more than two ) ears after the accrual ofthe
cause ofaction thereof and. in no erent. unless the Buler shall first ha\'e gi\en $ritten notice to Aqua-Aerobic Slstems. Inc.. ofanl claim of
breach ofcontmct within 30 dals atier the disco\eD thercof'.
CANCELLATION CLATiSE
No acceptance ol'this proposal. by purchase order or other$ ise. ma) be modified e\cept b) \\'ritten consent ()1'Aqua-Aerobic S) slems. Inc. nor
mal ir be cancelled ercept b) prior pal ment to Aqua-Aerobic S) slems. Inc. the follo\\ ing sums as liqu idated damages therefbr: I ) If cancellarion is
prior to commencement ofproduction and prior k) the assumption ofanl obligations b1 Aqua-Aerobic S)'stems. lnc. fbr an) malerials or
componenl parls. a sum equal to l57o ofthe total purchase price: 2) Ifcancellation is after the conrmencement of production or arler the assunrption
ofan) obligations b! Aqua-Aerobic Slstems. lnc. lor an) malerials or component parts. a sum equal to the total olthe direct. oul-ol-pocket
e\penses incurcd to the date ol'canccllation for labor. machine time. materials and an] charges made 1() us b1' suppliers for canccllation. plus 307o
ofthe total purchase price. All charges and e\penses shall be as determined b) Aqua-Aerobic Slstenrs. lnc. ln the e\ent anl items are used b1
Aqua-Aerobic Slstems. lnc. ro lill a subsequenl order. then upon receipt ofpalment for such order. Aqua-Aerobic Slstems. Inc. shall pal the
Bulcrasumequal to the direcl out-of-pockel erpenses preriousll charged and recei\ed from Bu)er.
PROPRIETARY IN}'ORMA'I'ION
This proposal. including all descripti\e data" dra\\ings- malerial. information and kno\-ho\ disclosed b) Aqua-Aerobic S)stems. lnc. 1() Bu)er in
relation hcreto is confidential information intended solely for the confidential use ofBu]er. shall remain the propert) ofAqua-Aerobic S)stems.
lnc. and shall nd be disclosed or othenyise used lo the disad\ antage or detriment ofAqua-Aerobic S) slems. lnc. in anl manner.
6306 N. Alpine Rd. Loves Park, lL6'1111-7655 p 815.654.2501
Copyrlghl 2017 Aqua-Aerobic Systems lnc Rockford. lL
f 815.654.2508
Pr nled:
www.aqua-aerobic.com
1A11212A17 1 52 24 PM Page 3 of 4
INSI.IRANCE
Unless the goods are sold on a CIF basis. the Bu) er shall pro\ ide marine insurance lbr all risks. including rrar and general coYerage
Proposal Date: Octobe l2, 2017 Proposal # 47096 AqLJA-AEROB IC
SYSTEMS, INC
TERlIS.{\D CO\Dtt tO\S OF AQLA-AEROATC S\ STE\rS, r\C.
Page 2 of 2
Q[],TLI}'IED ACCEPI.,,\N('t- AND INDETINIT\
Llclircrcd br .\qua-.Acrlrhic S\\tcni.- lnc. conti)nr to this prog,sal as nodifiecl.
pto1nsal as appr-oved bv anl third par1,.
$ ARRANTY| Lll\t ITATION Ol' LIABILIT\ : A\D DISCLAIIIER
ln rctum tbr purchasc and lullparntcnt fbr Aqua-Acrohic S\slcnts. Inc. goods. \c uan.ant ncu qoods pro\.idcd br us to be fiee litrn def'ects in
nralcrials and \orknranship undcr nonral conditions and use lbl a pcriod olonc rear lionl lhc dalc the eoods are put into scn ice- or eighteen
i\ put into scr\ ice or -11 ntonlhs liom the date of shipment (\\ hichc\ er occurs tirst).
OUR OBLICATIO\ l-NDER TttlS \\'ARRANTY lS EXPRESSLY AND EXCLUSIYELY LII\IITED to replacing or r!'priring (rt our
thal ol the manul'actuler thcrcol:
I'III.] FOREGOI\G \\',\RII.\\I'Y IS NI,A.DE I\ I,II]T] oF ALL OTIIER \\'ARRA\TIES. IXPRESS OR I\IPLIID. A\I)
OF ALL OTHER LIABII,II'IES A\D OBI,IGAI'IO\S O\ OUR P,\RI" I\('I-T DI\G -{\\'I,I,\BII-II'\'FOR
\ll(;LIGE\CE. STRICl l.l \BII-IT\'. OR Ol llUR\\ lSf : -{\D A\\' I\r PLtt_D \\'.{RR\\I'\' OF \I ERCH.\\'I.{BI l_ IT\
OR FII'\ESS FOR .{ P,\Rl'lCt L.\R PL RPOSU IS }-\PRESSI-\- DISCl-,\t\tED: .\\D \r E E\PRESSL\ DE\\'THE
RI(;HI-OF.{\\'OTHT,R PT-RSO\ TO I\CT'R oR.\SST'}IE FOR T'S -\\\'OTHER LI-\BILIT\ I\ CO\\ECTIO\\\ II'H 1'HE S.{LE OF.\\\'(;OODS PROVIDT]D I}\ T.S, TI{ERE.{RT- \o \\ -{ITR,.\\TIES OR (;T .\RA\TEES O}-
PIRFOR}IA\CE T-\I-I-SS SPECI}'ICALLY ST,.\1'I.]D OTHER\\ISE.
T \I)EII NO C IRCT. }I S1',\NC ES, INCLT- DI\(; ,\\\'CI-,\INI O}.' \I'(;I,I(;lj\CE. STRICI' LI,\I}tI,I1'\. OR
ol'rItaR\\'tsE, sH,\Ll. ,\Qt',\-{EROBIC S\ S1'EuS. I\C. BE I_IABl.E FOtt.\\\'I\CIDE\T.\r, OR( o\sEQt-E\l l,\L D.\\t..\(;Es. cosTs oI, co\\ECTI\G. DISCO\\ UC.,I r \(;. OR A\\' t.OSS OR D.\I.\G[
liESt l.l l\G FRO\l .\ l)[-['l]C I t\ THE (;OOt)s. I_t\ 1 Ot'LI.\BIt.t t \ : .\et-.\-.\[ROBIC. S\ st [_]tS. I\C..SI'oI',\ I- LI,\BILITY T \ I)[- R I'II[ -{BOYE \\ ,.\IIR,\\I'\ IS LI\I ITED I'o I'II E REP.{IR OR It }- PI-.\CE\IE\,I OF .\\ \
I)[-Ft-C'I I\'E P.\RT. I'IIT- RT-}IEDIES SET IoRI'II IIEREI\ .{RE }-\('I-T SIYE. r\D OT'R I,I.\BII-I'I\ \\ ITII
RT]SPECT TO,{\\ C'oYI R,\CT OR S-\L[. oR ,\\\ 'TIII\G DO\[ I\ CO\\EC'TIO\ I'HERI.-\\ I'I II. \\'IIETTIFR I\Co\ I'RACT. I\ I'ORI" T \I)ER A\\'\\,\RR,\\ I'\. oR OTHER\\ IST]. SII,\LL \OT. I\ \\\ C',\ST]. }-\CEED TIIF,
PRI('E ()F THE GOoDS T Po\ \\'HICH ST CII I-I,\RILIT}'IS BASEI).
Finul acceptancc ofthis proposal must bc givcn to Aqua-Acrobic Systems. lnc. at rhcir olficc in Lores Park. Illinois
acccplance b), signing thc proposal and retuming it to Aqua-Acrobic Svstems. lnc.
Plcrsc acknou lcdgc
Accepted by:Offer Res Submitted.
6306N.AlpineRd. Loves Park, lL 61 I 't I -7655 p815.654.2501
Copyrght20'17 Aqua-Aerobic Syslems lnc Rockford lL
gle, Aftermarket External Sales Specialist
Aqua-Aerobic Systems, lnc.
J
f 8l 5.654.2508 www.aqua-aerobic.com
Ptinled 1Ah212017 1:5224 PM Page 4 of 4
Date:By:
City Of, lreridian
Statement of Revenues and Expenditures - Rev and Exp Report - Sandra - Unposted Transactions Included In Report
60 - Enterprj.se Fund
3510 - il9l treatsent P].arrt
Fror: 10/l/2A11 Thr:ough 9/30/2018
Percent of
Budget
Remai ni ng
Budget with
Amendmen t s
Current Year
Actual
Budget
Remaining
OPERATING COSTS
P]ant Repalrs
TOtAl OPERATING COSTS
150,000
150,000
00
00
150,000.00
150, 000 . 00
100.009
100.00r
0.0053142
DEPT EXPENDITURES
TOTAL EXPENDITURES
u.!(l
150,000.00
150,000.00
0.00 150,000.00
150,000.00
100.00s
100.00t0. 00
DaLe:10/2/lt 03: 5?: 1'r PM
351462 1689566
1 MERIDIAN, CITY OF
33 E. BROADWAY AVENUE
MERIDIAN ID 83642
AFFIDAVIT OF PUBLICATION
STATE OF IDAHO )
)SS.
County of Ada )
Sharon Jessen
of Nampa, Canyon County, Idaho, being
first duly sworn, deposes and says:
That I am a citizen of the United States,
and at all times hereinafter mentioned
was over the age of eighteen years, and
not a party to the above entitled action.
That I am the Principle Clerk of the
Meridian Press, a weekly newspaper
published in the City of Meridian, in the
County of Ada, State of Idaho; that
the said newspaper is in general
circulation in the said County of
Ada, and in the vicinity of
Meridian, and has been
uninterruptedly published in said
County during a period of seventy-eight
consecutive weeks prior to the first
publication of this notice, a copy of
which is hereto attached.
3. That the notice, of which the annexed is
a printed copy, was published in said
newspaper 2 time(s) in the regular and
entire issue of said paper, and was
printed in the newspaper proper, and not
in a supplement.
That said notice was published the following:
11/03/2017 11/10/2017
TATE OF IDAHO)
County of Canyon)
On this 10th day of November in the year of
2017 before me a Notary Public, personally appeared.
Sharon Jessen, known or identified
to me to be the person whose name is subscribed
to the within instrument, and being by me first
duly sworn, declared that the statements therein
are true, and acknowledge to me that he/she
executed the same.
Nota Publi or Idaho �
Residing at Canyon County �® °°®°°°e
My Commission expires 06/28/2023
.�T
t
oc'