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Home My WebLink AboutAgenda Report - March 2, 2016 C-05CITY OF LODI COUNCIL COMMUNICATION AGENDA ITEM TM AGENDA TITLE: Adopt Resolution Approving Purchase of Ultra Violet Disinfection Equipment for White Slough Water Pollution Control Facility from DC Frost Associates, Inc., of Walnut Creek ($145,471) MEETING DATE: March 2, 2016 PREPARED BY: Interim Public Works Director RECOMMENDED ACTION: Adopt resolution approving purchase of ultra violet disinfection equipment for White Slough Water Pollution Control Facility from DC Frost Associates, Inc., of Walnut Creek, in the amount of $145,471. BACKGROUND INFORMATION: The ultra violet (UV) system disinfects the City's tertiary treated wastewater and is regulated by the California Regional Water Quality Control Board. More than 10 years ago, the City of Lodi switched from chlorine gas to UV disinfection for safety and water quality reasons. The system consists of two UV channels with five banks of UV lamps in each channel. Each bank contains 176 UV lamps, for a total of 1,760 lamps in the system. Regulatory requirements allow each Tamp to remain in service for a maximum of 8,000 hours. There is one set of wipers for each lamp and one ballast for every two lamps. The lamps, wipers, ballasts, and additional components need to be checked daily for proper operation. Staff must regularly replace ballasts, lamps (due to either failure or service life), and wipers to maintain compliance. By nature, the City's UV system is complex and expensive to maintain. For now, it remains a reliable component of the City's wastewater treatment facility. In 2015, the City commissioned Carollo Engineers, Inc., of Sacramento, to evaluate the current UV system. The evaluations compared 10 -year and 20 -year life cycle costs for five alternatives that ranged from retrofitting the existing facility with new, more -efficient components, to complete replacement. The evaluation suggests replacing the existing system, requiring a capital investment of over $4 million dollars. Considering the system is operating reliably and parts remain available, staff has elected to continue operating the existing system and reassess the need to replace the system in two to five years. DC Frost Associates, Inc., is a sole -source vendor (Exhibit A). Per Lodi Municipal Code Section 3.20.070, Bidding, the bidding process may be dispensed when City Council determines that the purchase, or method of purchase, is in the best interests of the City. Staff recommends purchase of UV equipment from DC Frost Associates, Inc. APPROVED: IppS e • ch ' er, City Manager R:\GROUP\NDMIN\Council\2016\3-2-2016\UV Equipment at White Slough\UV parts purchase CC.doc 2/16/16 Adopt Resolution Approving Purchase of Ultra Violet Disinfection Equipment for White Slough Water Pollution Control Facility from DC Frost Associates, Inc., of Walnut Creek ($145,471) March 2, 2016 Page 2 FISCAL IMPACT: If the UV system is not properly maintained, WSWPCF may not meet discharge permit requirements, resulting in fines or penalties. FUNDING AVAILABLE Funds are budgeted for this project in the WSWPCF Plant Operations (53053003) for Fiscal Year 2015/16. Jordan Ayers Deputy City Manager/Internal Services Director Prepared by Karen Honer, Wastewater Plant Superintendent CES/KDH/trb Attachments Cc: Rebecca Areida-Yadav, Management Analyst Qte-Q Charles E. Swimley, Jr. Interim Public Works Director R:\GROUP\ADMIN\Council\2016\3-2-2016\UV Equipment at White Slough\UV parts purchase CC.doc 2/16/16 December 29, 2015 Lodi -White Slough Water Pollution Control Facility 12751 N. Thornton Road Lodi, CA 95242 Ms. Karen Honer TROJAN UV RE: Trojan System UV3000PIus 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 Trojan 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 Judy Georgijev 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 4 t IC FROST ASSOCIATES, INC. a wholly owned subsidary of Coombs -Hopkins aim 2855 Mitchell Drive, Suite 215 • Walnut Creek, CA 94598 ■� (800) 964-9733 Fax (925) 939-4457 TO: City of Lodi White Slough WPCF Judy Leyva Phone #: 209-333-6749 Cell #: Fax #: Email: jleyva@lodi.gov EQUIPMENT: Trojan MODEL: UV3000PIus QUOTATION NUMBER: WC- 25651 -Q DATE: February 1, 2016 PAGE: 1 of 1 REF #:510327 We are pleased to offer our quotation on the equipment listed herein for the above project. ITEM QUANTITY DESCRIPTION UNIT PRICE TOTAL PRICE A 500 Lamp GA64T6 Amalgam, part #302509 $157.83 $78,915.00 B 419 Sleeve, Quartz, part #316136 $62.93 $26,367.67 C 8 Ballast Kit, part #915378 $409.40 $3,275.20 D 35 0 -Ring. Sleeve Sealing, 10 -pack, part #316144P $5.50 $192.50 E 2 Filter Element, 10Micron ABS Synth, part #9Q7384 $37.00 $74.00 F 20 Hydraulic Cylinder, part#326411 $1,238.00 $24,760.00 G 100 Wiper Seal, part #327021 $7.20 $720.00 H 12" Tube, 1/4 0 Viton, (12" minimum purchase), part #327030 $1.70 $20.40 I 1 Fitting, Inter -wiper, 90°, 10 -pack, part #327066P $39.00 $39.00 J 1 Fitting, Inter -wiper, straight, 10 -pack, part #327027P $22.00 $22.00 K 2 Acti-Clean Gel, 4x1 gal containers, part #901507 $155.00 $310.00 Guaranteed price for: Lamps, Sleeves and Ballasts through 12/31/16. Sub Total $134,695.77 Sales Tax: San Joaquin, County of 8.0000% $10,775.66 Freight Terms: F.O.B. Factory, Prepay and Add Grand Total $145,471.43 Submittals/Drawings: na weeks after receipt of order with complete infor Shipment: 2 weeks after receipt of purchase order or approved drawing Prices quoted herein are firm for your acceptance for a period of thirty (30) da If prices quoted herein do not include sales or use tax, such taxes, if required, This quotation and any resulting order will be subject to our standard terms of PAYMENT TERMS: Net 30 days mation. s. ys. are to be paid by the purchaser. sale. BY: 31a.vica' 12u,;wk-Merrcado- RESOLUTION NO. 2016-25 A RESOLUTION OF THE LODI CITY COUNCIL APPROVING THE PURCHASE OF ULTRA VIOLET EQUIPMENT FOR WHITE SLOUGH WATER POLLUTION CONTROL FACILITY FROM DC FROST ASSOCIATES, INC., OF WALNUT CREEK WHEREAS, White Slough Water Pollution Control Facility uses ultra violet (UV) system functions as a disinfectant for the tertiary treated wastewater, as directed by the California Regional Water Quality Control Board; and WHEREAS, the UV system is complex, requiring annual operational costs for parts, equipment replacement, and continuous staff hours to maintain; and WHEREAS, DC Frost Associates, Inc., is a sole -source vendor; and WHEREAS, per Lodi Municipal Code Section 3.20.070, Bidding, the bidding process may be dispensed when City Council determines that the purchase, or method of purchase, is in the best interests of the City; and WHEREAS, staff recommends approving the purchase of ultra violet equipment for White Slough Water Pollution Control Facility from DC Frost Associates, Inc., of Walnut Creek, in the amount of $145,471. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby approve the purchase of ultra violet equipment for White Slough Water Pollution Control Facility from DC Frost Associates, Inc., of Walnut Creek, California, in the amount of $145,471. Dated: March 2, 2016 I hereby certify that Resolution No. 2016-25 was passed and adopted by the City Council of the City of Lodi in a regular meeting held March 2, 2016, by the following vote: AYES: COUNCIL MEMBERS — Johnson, Kuehne, Mounce, Nakanishi, and Mayor Chandler NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — None ABSTAIN: COUNCIL MEMBERS — None y 2016-25 NIFER Clerk 1. -)i.e.AAcu..6e..1,6 . FERRAIOLO