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Home My WebLink AboutAgenda Report - July 6, 2011 C-04AGENDA ITEM CO • CITY OF LODI COUNCIL COMMUNICATION AGENDA TITLE: Adopt Resolution Awarding the Annual Purchase Orderfor Materials and Services Needed to Maintain the Trojan Ultra Violet Disinfection System at White Slough Water Pollution Control Facilityto DC Frost Associates, Inc., of Walnut Creek, CA ($263,740) MEETING DATE: July 6,201 1 PREPARED BY: Public Works Director RECOMMENDEDACTION: Adopt resolution awarding the annual purchase orderfor materials and services needed to maintain the Trojan Ultra Violet (UV) disinfection system at White Slough Water Pollution Control Facility to DC Frost Associates, Inc., of Walnut Creek, in the amount of $263,740. BACKGROUND INFORMATION: The Trojan UV System at White Slough Water Pollution Control Facilitywent online in January 2005. The UV system requires regular maintenance to keep it properly operating. D.C. Frost Associates is the local representative for Trojan Technologies, the sole source for the UV equipment. The attached list of materials and services provided in Exhibit A presents an estimate of parts needed for annual maintenance. Also included in the list is the cost to provide quarterly service from a Trojan certified technician. The materials and services are essential to maintain optimal operation of the UV system, which helps prevent equipment malfunctions, reducing the risk of regulatory fines. The annual UV maintenance cost for FY2011/2012 is increased by $33,421 due to increases in equipment costs and an increase in the number of replacement quartz sleeves that are showing signs of wear since commissioning. The quartz sleeve replacement is necessaryfor the system to meet regulatory requirements. FISCAL IMPACT: This contract reduces the risk of failures to the UV system and the levy of regulatoryfines by the State Water Resources Control Board. FUNDING AVAILABLE: Funding for this contractwill come from the 2011/2012 White Slough Operating Budget. Budgeted Fund: White Slough Operating Fund (170403) Project Estimate: $263,740 Jordan Ayers f Deputy City Manager/Internal Services Director J4, " F. Wally Sa6delin Public Works Director Prepared by Del Kerlin, Wastewater Treatment Superintendent FWS/CS/ki cc: D. Stephen Schwabauer, CityAttomey Charles E. Swimley, Jr., Deputy Public Works Director -Utilities Del Kerlin. WastewaterTreatmentSuoerintendent Bartlam, City Manager CC Annual Trojan UV 2011-12 Award 06/29/2011 Aftermarket Parts Price List Minimum Order $50.00 EXHIBIT A Trojan UV3Plus F.O.B. Factory, Prepay & Add Freight Tax is not included 1) Lamps, Sleeves & Ballasts Prices marked with * are in effect through January 31, 2012. Part # Description Quantity Unit Price Extended Price 302509 Lamp GA64T6 Amalgam, C -Series 1200 147.00* 176,400.00 316136 Sleeve, Quartz 500 58.80* 29,400.00 915378 Ballast 10 382.30* 3823.00 2a) Module Parts Part # Description Quantity Unit Price Part # Description Quantity Unit Price Extended Price 912356-001 Board, MCB 220-277V 2 85.00 170.00 912362 IC Transceiver Chip RS485 75176 10 16.00 160.00 328024-003 Wire Harness, MOD SEC 60" 4 13.00 52.00 2b) Module Common Parts 22 191.00 4202.00 Part # Description Quantity Unit Price Extended Price 316144 0 -Ring, Sleeve Seal 1200 0.30 360.00 3) UV Intensity Sensor Replacement Parts Part # Description Quantity Unit Price Extended Price 015239 Sensor Sleeve, Quartz (6') 5 104.00 520.00 4) Power Distribution Center Part # Description Quantity Unit Price Extended Price 316074 Receptacle Assembly 2 220.00 440.00 912706 Board, Relay 220-277V (OES 2382) 10 168.00 1680.00 5) Hydraulic System Center Part # Description Quantity Unit Price Extended Price 907384 Hydraulic Filter Element 3 29.00 87.00 931012-120 Board, HCB 120V (OES 2401B 1 2122.00 2122.00 326085 Water Glycol, Hydraulic (5 gal.) 22 191.00 4202.00 326411 Hydraulic Cylinder 2 833.00 1666.00 Aftermarket Parts Price List Minimum Order $50.00 EXHIBIT A Trojan UV3Plus F.O.B. Factory, Prepay & Add Freight Tax is not included 6) Level Sensor Part # Description Quantity Unit Price Extended Price 912179 Board, Low Level Relay 120VAC 1 219.00 219.00 903381 Level Sensor Electrode (2' SS) 1 32.00 32.00 903957-002 Electrode, Level Sensor w/Sheath 2" 1 56.00 56.00 7) Wiper System Prices marked with * are in effect through January 31, 2012. Part # Description Quantity Unit Price Extended Price 005066 Grease, Food Grade 6 17.00 102.00 010301 Vent Screw 5 0.30 1.50 327021 Seal Kit 50 12.93* 646.50 327030 Tubing, Viton, 1/4", part #327030 36" 0.90 32.40 327066 Fitting, Inter -Wiper 90° Elbow 22 1.25 27.50 327027 Fitting, Interwiper (PVC) 50 0.90 45.00 331005 Rust Inhibitor, Safeguard M-1 2 52.00 104.00 901507 Acti-Clean Gel, 4x1 gallon 5 140.00 700.00 8) Preventive Maintenance Part # Description Quantity Unit Price Extended Price Preventive Maint. Quarterly Service (1 day per quarter) 1 yr $14,880.00 $14,880.00 Total (without tax or freight) $237,927.90 *Parts with pricing in effect through January 31, 2012 are subject to CPI adjustments per agreement. RESOLUTION NO. 2011-100 A RESOLUTION OF THE LODI CITY COUNCIL APPROVING ANNUAL PURCHASE ORDER FOR MATERIALS AND SERVICES NEEDED TO MAINTAIN ULTRA VIOLET DISINFECTION SYSTEM AT WHITE SLOUGH WATER POLLUTION CONTROL FACILITY WHEREAS, the ultraviolet (UV) system at the White Slough Water Pollution Control Facility went online in January 2005 and requires regular maintenance to keep it operating properly; and WHEREAS, D.C. Frost Associates, Inc. is the local representative for Trojan Technologies, the sole source for the UV equipment; and WHEREAS, staff recommends approving a purchase order with D.C. Frost Associates, Inc., of Walnut Creek, California, for materials and services needed for annual maintenance, including quarterly service from a certified technician, to maintain optimal operation and to ensure against fines imposed by the State Water Resources Control Board for equipment malfunction; and WHEREAS, the estimated cost of the purchase order, based on past usage, is $263,740, including tax and freight. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby authorize the purchase order of materials and services needed to maintain the UV disinfection system at the White Slough Water Pollution Control Facility to D.C. Frost Associates, Inc., of Walnut Creek, California, in the estimated amount of $263,740. Dated: July 6, 2011 I hereby certify that Resolution No. 2011-100 was passed and adopted by the City Council of the City of Lodi in a regular meeting held July 6, 2011, by the following vote: AYES: COUNCIL MEMBERS— Hansen, Katzakian, Mounce, and Mayor Johnson NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS— Nakanishi ABSTAIN: COUNCIL MEMBERS— None OHL City Clerk 2011-100