HomeMy WebLinkAboutAgenda Report - August 5, 2009 E-06AGENDA ITEM E ow (0
CITY OF LODI
COUNCIL COMMUNICATION
AGENDA TITLE: Ratify Aggregate UV Lamp Purchases In Excess of City Manager
Signature Authority
MEETING DATE: August 5, 2009
PREPARED BY: Deputy City Manager
RECOMMENDED ACTION: Ratify aggregate UV lamp purchases in excess of the City
Manager signature authority.
BACKGROUND INFORMATION: Council has delegated signature authority to the City
Manager for purchases up to $20,000. During the 2nd
calendar quarter of 2009, the Public Works Department made multiple purchases of ultraviolet
(UV) lamps for use in the disinfection process at the White Slough Wastewater Pollution Control
Facility. While the individual purchases were within the City Manager's signature authority, the
aggregate of the purchases exceeds the City Manager's signature authority. While this situation
is a gray area of the purchasing policy, in this circumstance, it is prudent to have the Council
ratify the purchases. In the future, a blanket contract to purchase UV lamps will be brought to
the Council for approval. Background information for the three purchases in Q2 2009 is attached
as Exhibits A. Band C.
Exh
Date
Contractor
Project
Award Amt.
A
4/21/09
DC Frost Associates Inc
White Slough LIV Lamp Replacement
$19,536.71
B
5/05/09
DC Frost Associates Inc
White Slough LIV Lamp Replacement
$19,255.13
C
6/23/09
DC Frost Associates
White Slough LIV Lamp Replacement
$19,255.13
FISCAL IMPACT: All purchases were budgeted in the 2008-09 Financial Plan.
FUNDING: Funding as indicated on Exhibits.
Jordan Ayers
Deputy City Manager/Internal Services Director
APPROVED:
Blair King, C' anager
RECOMMENDATION FOR CONTRACT AWARD
PROJECT NAME:
DEPARTMENT:
CONTRACTOR
AWARD AMOUNT:
White Slough UV Lamp Replacement
Public Works
Coombs -Hopkins & DC Frost
$19,536.71
DATE OF RECOMMENDATION: April 21, 2009
BIDS OR PROPOSALS RECEIVED:
Coombs -Hopkins & DC Frost
"NO BID" or NO RESPONSE RECEIVED:
$19,536.71
EXHIBIT A
BACKGROUND INFORMATION & BASIS FOR AWARD:
UV Lamps, ballast, and quartz sleeves are used in the wastewater treatment process
to disinfect treated wastewater before it is discharged to Dredger Cut or used by our
customers (NCPA and San Joaquin Vector Control District). Coombs -Hopkins & DC
Frost are the manufacturer's representatives for Trojan Technologies, Inc., who is the
manufacturer of our UV system and the sole supplier for all the parts utilized in their
system. The UV lamps being purchased will be part of an ongoing operations and
maintenance costs as they near their operational life expectancy of 12,000 hours.
Future purchases will follow as the remaining lamps reach their life expectancy. The
lamp replacement costs have been anticipated and are included in the 2008-2009
Wastewater Budget.
FUNDING: 170403.7331
Prepared by: Del Kerlin
Title: Wastewater Treatment
Superintendent
Reviewed by:
Purchase Order No.: 18512
RECOMMENDATION FOR CONTRACT AWARD
PROJECT NAME:
DEPARTMENT:
CONTRACTOR
AWARD AMOUNT:
White Slough UV Lamp Replacement
Public Works
Coombs -Hopkins & DC Frost
$19,255.13
DATE OF RECOMMENDATION: May 5, 2009
BIDS OR PROPOSALS RECEIVED:
Coombs -Hopkins & DC Frost
"NO BID" or NO RESPONSE RECEIVED:
EXHIBIT B
$19,255.13
BACKGROUND INFORMATION & BASIS FOR AWARD:
UV Lamps, ballast, and quartz sleeves are used in the wastewater treatment process
to disinfect treated wastewater before it is discharged to Dredger Cut or used by our
customers (NCPA and San Joaquin Vector Control District). Coombs -Hopkins & DC
Frost are the manufacturer's representatives for Trojan Technologies, Inc., who is the
manufacturer of our UV system and the sole supplier for all the parts utilized in their
system. The UV lamps being purchased will be part of an ongoing operations and
maintenance costs as they near their operational life expectancy of 12,000 hours.
Future purchases will follow as the remaining lamps reach their life expectancy. The
lamp replacement costs have been anticipated and are included in the 2008-2009
Wastewater Budget.
FUNDING:
170403.7331
Prepared by:
Del Kerlin
Title: Wastewater Treatment
Superintendent
Reviewed by:
Purchase Order No.: 18559
RECOMMENDATION FOR CONTRACT AWARD
PROJECT NAME:
DEPARTMENT:
CONTRACTOR
AWARD AMOUNT:
White Slough UV Lamp Replacement
Public Works
Coombs -Hopkins & DC Frost
$19,255.13
DATE OF RECOMMENDATION: June 23, 2009
BIDS OR PROPOSALS RECEIVED:
Coombs -Hopkins & DC Frost
"NO BID" or NO RESPONSE RECEIVED:
EXHIBIT C
$19,255.13
BACKGROUND INFORMATION & BASIS FOR AWARD:
UV Lamps, ballast, and quartz sleeves are used in the wastewater treatment process
to disinfect treated wastewater before it is discharged to Dredger Cut or used by our
customers (NCPA and San Joaquin Vector Control District). Coombs -Hopkins & DC
Frost are the manufacturer's representatives for Trojan Technologies, Inc., who is the
manufacturer of our UV system and the sole supplier for all the parts utilized in their
system. The UV lamps being purchased will be part of an ongoing operations and
maintenance costs as they near their operational life expectancy of 12,000 hours.
Future purchases will follow as the remaining lamps reach their life expectancy. The
lamp replacement costs have been anticipated and are included in the 2008-2009
Wastewater Budget.
FUNDING:
170403.7331
Prepared by:
Del Kerlin
Title: Wastewater Treatment
Superintendent
Reviewed by:
Purchase Order No.: 18630