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Home My WebLink AboutAgenda Report - May 6, 2015 C-06AGENDA ITEM clmb CITY OF LODI COUNCIL COMMUNICATION TM AGENDA TITLE: Adopt Resolution Authorizing Purchase of Ultra Violet Disinfection System Equipment for the White Slough Water Pollution Control Facility from DC Frost Associates, Inc. ($78,000) MEETING DATE: May 6, 2015 PREPARED BY: Public Works Director RECOMMENDED ACTION: Adopt resolution authorizing purchase of ultra violet disinfection system equipment for the White Slough Water Pollution Control Facility from DC Frost Associates, Inc., in the amount of $78,000. BACKGROUND INFORMATION: The function of the ultra violet disinfection system equipment is to disinfect the tertiary treated wastewater as directed by the California Regional Water Quality Control Board. Ten years ago, the City of Lodi chose this option for disinfection, in part, for safety reasons and for the risk and hazard reductions compared to gas chlorine which was in use at that time. The disinfection system is complicated and it requires continuous maintenance including the replacement of lamps and related parts. This is an annual operational effort and staff continues to reduce associated costs through experience and minor equipment modifications. D. C. Frost Associates is the sole provider of the specialized disinfection equipment in the region (see Exhibit A). There are two treatment channels with five banks of ultra violet lamps in each channel. Each bank contains 178 lamps, with a total of 1,780 lamps in the system. There is one ballast for every two lamps. The lamps and ballasts need to be checked daily for function, clarity, and moisture. It is not uncommon to replace several ballasts and/or lamps each week. This equipment is necessary to maintain the disinfection system and to enable the treatment plant to meet the discharge permit requirements. FISCAL IMPACT: Failure to meet discharge permit requirements could result in fines up to $10,000 per day FUNDING AVAILABLE: Plant Operations (72531) $78,000 Jordan Ayers Deputy City Manager/Internal Services Director F. Wally ndelin, Public Works Director Prepared by Karen Honer, Wastewater Plant Superintendent FWS/KDH/smh Attachments APPROVED en wab er, City Manager K:\WP\COUNCIL\2015\UV parts councilcomm 2015.doc 4/24/2015 • QUOTATION l 11C FROST ASSOCIATES, INC. a wholly owned subsidary of Coombs -Hopkins ' 2855 Mitchell Drive, Suite 215 • Walnut Creek, CA 94598 (800) 964-9733 Fax (925) 939-4457 TO: City of Lodi White Slough WPCF 12751 N. Thornton Road Lodi, CA 95242 Attn: Ken Capitanich PROJECT REFERENCE: Trojan UV3000P1us Serial No. 510327 ENGINEERS: N/A NUMBER: FA -24705 -Q -R1 DATE: March 31, 2015 PAGE: 1 of 1 BIDS DUE: Now We are pleased to offer our quotation on the parts or equipment listed herein per the above reference. ITEM QUANTITY DESCRIPTION UNIT PRICE TOTAL PRICE A 8 Hydraulic Cylinder, part#326411 $1,237.25 $9,898.00 B 5 Acti-Clean Gel, 4x1 gal containers, part #901507 $155.00 $775.00 C 150 Sleeve, Quartz, part #316136 $62.00 $9,300.00 D 300 Lamp GA64T6 Amalgam, part #302509 $155.50 $46,650.00 E 12 Ballast Kit, part #915378 $403.35 $4,840.20 F 50 Wiper Seal, part #327021 $7.10 $355.00 G 30 O -Ring, Sleeve Seal, 10 -pack, part #316144P $5.30 $159.00 H 1 Tax @ 8.00% $5,758.18 $5,758.18 Notes: 1) F.O.B. factory, prepay & add freight 2) Lead time: 1-2 weeks ARO. Guaranteed price for lamps, sleeves and ballasts thru 12/31/15. Total $77,73538 TERMS: Net 30 days, F.O.B. Factory X F.O.B. Destination with freight allowed . Drawings: na weeks after receipt of order with complete information. Shipment: 1-2 weeks after receipt of purchase order or approved drawings. Prices quoted herein are firm for your acceptance for a period of thirty (30) days. If prices quoted herein do not include sales or use tax, they are to be paid by the purchaser, if required. This quotation and any resulting order will be subject to our standard terms of sale. BY: CatherLvI&M. Fromm April 15, 2015 Lodi -White Slough Water Pollution Control Facility 12751 N. Thornton Road Lodi, CA 95242 Ms Karen Honer TROJAN Of RE: Trojan System UV3000PIUS TM Replacement Parts WATER CONFIDENCE - In the Engineered Submittal Package for the Trojan System UV3000PIusTM , Trojan provided an equipment performance guarantee stating that the system will meet the required level of disinfection provided that the system is operated and maintained in accordance with recommendations made by Trojan Technologies. In order for this equipment guarantee to be maintained, it is imperative that the appropriate components and replacement parts be used in the system. There are key replacement parts and system components that directly influence the performance and reliability of the system. Among these critical replacement parts are the UV lamps, sleeves, electronic ballasts, wiper seals, printed circuitry etc. Without using lamps, ballasts, and other components that are approved and validated by Trojan Technologies, we cannot guarantee that the system will provide the required germicidal output. Subsequently, we cannot guarantee that the required UV dose is being delivered, if lamp output, ballast efficiency and system programming is unknown. In order to keep the equipment performance guarantee intact, is it recommended that specialized system components be purchased and contracted from DC Frost & Associates, Inc., a wholly owned subsidiary of the Coombs -Hopkins Company, who is the exclusiveTrojan authorized representative for the state of California. Trojan purchases only validated system components (lamps, ballasts etc.) from our suppliers and only those components meeting our performance standards are passed on the customer. If you have any questions regarding this matter, or require any additional information please do not hesitate to contact me. Best regards, TROJAN TECHNOLOGIES P4 57ea�#o Judy Georgijev Municipal Territory Representative Cc: Catherine Frost TROJAN TECHNOLOGIES 3020 GORE ROAD. LONDON, ONTARIO. CANADA N5V 4T7 T 519.457.3400 F 519.457,3030 WWW.TROJANUV.COM RESOLUTION NO. 2015-46 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE SOLE -SOURCE PURCHASE OF ULTRA VIOLET DISINFECTION SYSTEM EQUIPMENT FOR THE WHITE SLOUGH WATER POLLUTION CONTROL FACILITY FROM D.C. FROST ASSOCIATES, INC. WHEREAS, the function of the Ultra Violet Light equipment (UV) system is to disinfect the tertiary treated wastewater as directed by the California Regional Water Quality Control Board; and WHEREAS, the 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 is $78,000, including tax and freight. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby authorize the sole -source purchase from D.C. Frost Associates, Inc., of Walnut Creek, California, in the estimated amount of $78,000 for materials and services needed to maintain the ultra violet disinfection system at the White Slough Water Pollution Control Facility. Dated: May 6, 2015 I hereby certify that Resolution No. 2015-46 was passed and adopted by the City Council of the City of Lodi in a regular meeting held May 6, 2015, by the following vote: AYES: COUNCIL MEMBERS — Chandler, Kuehne, and Mayor Johnson NOES: COUNCIL MEMBERS — Mounce and Nakanishi ABSENT: COUNCIL MEMBERS — None ABSTAIN: COUNCIL MEMBERS — None f rl4 W41�FER FERRAIOLO City Clerk 2015-46