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Home My WebLink AboutAgenda Report - February 6, 2019 C-04TM CITY OF LODI COUNCIL COMMUNICATION AGENDA ITEM C-4 AGENDA TITLE: Adopt Resolution Rescinding Resolution No. 2018-152 and Authorizing Purchase of Ultraviolet Disinfection Parts for White Slough Water Pollution Control Facility from DC Frost Associates, Inc., of Walnut Creek ($104,654) MEETING DATE: February 6, 2019 PREPARED BY: Public Works Director RECOMMENDED ACTION: Adopt resolution rescinding Resolution No. 2018-152 and authorizing purchase of ultraviolet disinfection parts for White Slough Water Pollution Control Facility from DC Frost Associates, Inc., of Walnut Creek, in the amount of $104,654. BACKGROUND INFORMATION: A Professional Service Agreement was approved by Council on August 15, 2018, with DC Frost Associates, Inc., for the purchase of ultraviolet (UV) disinfection equipment. The terms of the Professional Services Agreement were negotiated with a previous company partner, Catherine Frost. Between the time of Council approval and the agreement being mailed out for execution, Catherine Frost retired. DC Frost Associates, Inc., under new leadership, does not agree to the terms and conditions outlined in the City's standard Professional Services Agreement. For this reason, the agreement was never executed. The new leadership at DC Frost, Inc. has requested that future parts for the City's UV system be procured by purchase order. Since the unit prices of the prior agreement do not differ from the proposed purchase order, Staff is agreeable to this request. 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 lamp 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. This recommended purchase includes the parts and materials needed to replace the lamps, wiper mechanisms, and Tight bulbs in two of the 10 banks, which have reached their regulated 8,000 hour service life. 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 the commodity can be obtained from only one vendor, due to need for branded replacement parts or supplies for equipment of like brand. Staff recommends rescinding Resolution No. 2018-152 and authorizing purchase of ultraviolet disinfection parts for White Slough Water Pollution Control Facility from DC Frost Associates, Inc., of Walnut Creek, in the amount of $104,654. APPROVED: Step - chwa • - er,_Ci Manager R:\GROUPWDMIN\Council\2019\02062019\DC Frost\UV parts purchase CC.doc 1/28/2019 Adopt Resolution Rescinding Resolution No. 2018-152 and Authorizing Purchase of Ultraviolet Disinfection Parts for White Slough Water Pollution Control Facility from DC Frost Associates, Inc , of Walnut Creek ($104,654) February 6, 2019 Page 2 FISCAL IMPACT: If the UV system is not properly maintained, WSWPCF may not meet discharge permit requirements, resulting in fines or penalties. This project does not impact the General Fund. FUNDING AVAILABLE Funds are budgeted for this project in the WSWPCF Plant Operations (53053003) for Fiscal Year 2018/19. Andrew Keys Deputy City Manager/Internal Services Director af-DLQ_S-) Charles E. Swim y, Jr. Public Works Director Prepared by Lance Roberts, Utilities Manager CES/LR/tw Attachments R:\GROUPWDMIN\Council\2019\02062019\DC Frost\UV parts purchase CC.doc 1/28/2019 TROJAN UV June 14, 2018 City of Lodi White Slough WPCP 12751N. Thornton Road Lodi, CA 95242 RE: Trojan System UV3000PIusTM Replacement Parts To Whom it May Concern: WATER CONFIDENCE In the Engineered Submittal Package for the Trojan UV3000PLUSTM System, 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, electronic ballasts, 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. In order to keep the equipment performance guarantee intact, it is recommended that specialized system components be purchased and contracted from our manufacturer representative in your state. In the state of California, the exclusive manufacturer representative is DC Frost & Associates, Inc., a wholly owned subsidiary of the Coombs -Hopkins Company.. Trojan purchases only validated system components (lamps, ballasts etc.) from our suppliers and only those components meeting our performance standards are passed on to the customer. If you have any questions regarding this matter, or require any additional information please do not hesitate to contact me at 1-800-291-0218. Best regards, TROJAN TECHNOLOGIES Judy y Georg -ye/ Judy Georgijev Municipal Territory Representative I"ROJAN fIRCHNOLOGIES 3020 GORF 5OAD LONDON ONIARIQ, CANADA N577 417 f 513 457.3400 F 5.94593030 WWW TROJANUV COM 0 DC Frost Associates, Inc A Coombs Hopkins Company 2855 Mitchell Drive, Suite 215 Walnut Creek, CA 94598 Bill To City of Lodi, CA Accounts Payable / Financial Services P.O. Box 3006 Lodi, CA 95241-1910 E-mail: kcapitanich@lodi.gov Phone: 209-712-3840 Quotation Date 1/16/2019 Ship To Quote # 101214-R1 City of Lodi/White Slough WPCP Attn: Ken Capitanich (209-712-3840) 12751 N. Thornton Road Lodi, CA 95242 Model Equipment Project/Serial # FOB UV3000PIus Trojan 510327 Factory PPA Line Qty Description Unit Price Total A B C D 400 15 1 12 Part 302509, Lamps, GA64T6L Amalgam 165.44 1,580.00 244.50 429.16 7,383.46 2,000.00 66,176.00T 23,700.00T 244.50T Part 326411, Cylinder, Wiper UV3+ Gen 2 Part 914238, Module Control Board Assembly includes 912356-001 not to be purchase separately. Part 917341-100, Ballast Kit, UV3+ G3 Plastic End Caps (old #915378) 5,149.92T 7,383.46 2,000.00 Sales Tax ESTIMATED FREIGHT ONLY - ACTUAL FREIGHT CHARGES will apply and be added to all invoices. NOTE: DC Frost Associates, Inc. no longer accept verbal orders. In lieu of a formal Purchase Order, you may sign and date the Quotation and e-mail or fax to the author of the quote. By doing this, you are authorizing your acceptance of the Quote and giving approval to place the order. Simply include any quantity changes, your PO number and signature along with any changes to the Bill To or Ship To information. Quote Prepared By: Blanca Ruiz -Mercado Total: $104,653.88 PRICES QUOTES HEREIN ARE VALID FOR 30 DAYS. Payment Terms: Net 30 If prices quoted do not include sales or use tax, such taxes, if required, are to be paid by the Purchaser DCF Terms and Conditions apply on all orders. We are pleased to offer our quotation on the equipment or service listed above. Please contact us if you have any questions. Emails: debby@chcwater.com blanca@chcwater.com Phone: (800) 964-9733 Fax: (925) 947-6784 RESOLUTION NO. 2019-06 A RESOLUTION OF THE LODI CITY COUNCIL RESCINDING RESOLUTION NO. 2018-152 AND AUTHORIZING THE PURCHASE OF ULTRAVIOLET DISINFECTION PARTS FOR WHITE SLOUGH WATER POLLUTION CONTROL FACILITY FROM DC FROST ASSOCIATES, INC., OF WALNUT CREEK WHEREAS, a Professional Service Agreement was approved by Council on August 15, 2018, with DC Frost Associates, Inc., for the purchase of ultraviolet (UV) disinfection equipment; however, the terms were negotiated with a company partner who has since retired; and WHEREAS, DC Frost Associates, Inc., under new leadership, does not agree to the terms and conditions outlined in the City's standard Professional Services Agreement; and WHEREAS, the UV system disinfects the City's tertiary treated wastewater and is regulated by the California Regional Water Quality Control Board; and WHEREAS, DC Frost Associates, Inc., is a sole -source vendor; and WHEREAS, per Lodi Municipal Code §3.20.070, the bidding process may be dispensed when the commodity can be obtained from only one vendor, due to the need for branded replacement parts or supplies for equipment of like brand; and WHEREAS, staff recommends rescinding Resolution No. 2018-152 and authorizing the purchase of ultraviolet disinfection parts for White Slough Water Pollution Control Facility from DC Frost Associates, Inc., of Walnut Creek, in the amount of $104,654. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby rescind Resolution No. 2018-152 and authorize the purchase of ultraviolet disinfection parts for White Slough Water Pollution Control Facility from the sole -source vendor, DC Frost Associates, Inc., of Walnut Creek, California, in the amount of $104,654. Dated: February 6, 2019 I hereby certify that Resolution No. 2019-06 was passed and adopted by the City Council of the City of Lodi in a regular meeting held February 6, 2019, by the following vote: AYES: COUNCIL MEMBERS — Johnson, Kuehne, Nakanishi, and Mayor Chandler NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — Mounce ABSTAIN: COUNCIL MEMBERS — None NNIFE City Clerk 2019-06 J�. FERRAIOLO