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Agreement with Rose Equipment Repair for Water Wise Vehicle Washing Facility October 4, 2016 Page 2 distributed Requests for Proposal (RFP) to install a new water efficient washing system that incorporates a high level of recycled water within the existing building structure. During both instances, staff contacted numerous vendors, in which three participated in the formal job walk. However, no formal proposals were submitted and upon further review, staff determined that the construction requirements and scope exceed the capacity of some vendors. Subsequent research determined that Rose Equipment Repair could meet the requirement and scope that meets our high water savings specifications (Exhibit 1). The proposed purchase of this facility will allow the City to continue meeting its water conservation efforts and provide a cost - effective alternative in maintaining City vehicles. This will reduce the need to use private washing facilities that are more expensive and reduce employee efficiency by long wait times. The vehicle washing system identified recycles approximately 79% of the water used to wash each vehicle, compared to the estimated 5% of recycled water the existing system uses. This results in an anticipated water savings of approximately 20 gallons per wash cycle. The installed equipment comes with a three -year limited warranty with all preventive maintenance costs covered for the first year. In addition, staff is incorporating a $25,000 component to the first year of this agreement to cover as- needed operational supplies for the facility and routine maintenance costs for pressure washer, steam cleaner, and pump repair services that are needed throughout the Corporate Yard and have been provided by Rose Equipment Repair over the past several years. According to Municipal Code Section 2- 807(c) Non -bid purchases, a contract may be exempted from competitive bidding through an open market purchase if no bids were received during a formal bid process. STRATEGIC PLAN ALIGNMENT Approval of this item supports City's efforts to meet Strategic Plan Goal #6 - Community Facilities & Infrastructure, Objective #2 (address deferred maintenance on City buildings and equipment). FISCAL IMPACT Funds for this agreement are budgeted and available in FY 2016 -17 as follows: Council Special Projects — Corporate Yard Improvements account (05010023- 66200) - $125,000 Stores & Property Control Improvements account (07610102 66200) - $35,000 Corporation Yard Operations maintenance account (08510138 62320) - $17,000 Corporation Yard Operations supplies account (08510138 63001) - $8,000 25C -2