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Home My WebLink AboutAgenda Report - August 7, 2019 C-03AGENDA ITEM c-3 Crrv or Lopr Courcrl Con¡rruNrcATroN IM AGENDA TITLE: MEETING DATE: August 7,2019 PREPARED BY: Public Works Director Adopt Resolution Authorizing Purchase of Ultraviolet Disinfection Parts forWhite Slough Water Pollution Control Facility from DC Frost Associates, lnc., of Walnut Creek ($148,115) RECOMMENDED ACTION:Adopt resolution authorizing purchase of ultraviolet disinfection parts for White Slough Water Pollution Control Facility from DC Frost Associates, lnc., of Walnut Creek, in the amount of $148,1 15. BACKGROUND INFORMATION: The system consists of two ultraviolet (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 and 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 light 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 authorizing purchase of ultraviolet disinfection parts for White Slough Water Pollution Control Facility from DC Frost Associates, lnc., of Walnut Creek, in the amount of $148,115. FISCAL IMPAGT:lf the UV system is not properly maintained, White Slough Water Pollution Control Facility may not meet discharge permit requirements, resulting in fines or penalties. This project does not impact the General Fund. APPROVED: R:\GROUP\ADMIN\Council\201 9\0807201 g\DC Frost\UV parts purchase CC.doc ity Manager 712512019 Adopt Resolution Author¡zing Purchase of Ultraviolet D¡sinfection Parts for White Slough Water Pollution Control Facility from DC Frost Associates, lnc., of Walnut Creek ($148,115) August 7, 201 9 Page2 FUNDING AVAILABLE:Funds are budgeted for this project in the WSWPCF Plant Operations (53053003) for Fiscal Year 2019120. Keys Deputy City Manager/l nternal Services Di rector Charles E.Jr Public Works Director Prepared by Lance Roberts, Utilities Manager CES/LRYtw Attachment R:\GROUP\ADMIN\Counciluol 9\0206201 g\DC Frost\Uv parts purchase CG.doc 712512019 June 3, 2019 Lodi-White Slough Water Polution Control Facility 12751 N. Thornton Road Lodi , CA 95242 TROJAN.uv · WATER CONFIDENCE- RE: Trojan System UV3000Pius™ Replacement Parts To Whom it May Concern : In the Engineered Submittal Package for the Trojan UV3000Pius™ 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. Subsequently, we cannot guarantee that the required UV dose is being delivered. · 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 requ ire any additional information please do not hesitate to contact me at 1-800-291 -0218 . Best regards , TROJAN TECHNOLOGIES Judy Georg ijev Mun icipal Territory Representative TROJAN TECHNOLOGIES 3020 GORE ROAD. LONDON , ONTARIO , CANADA N5V 4T7 T 5 19 .457 3400 F 519 .457 3030 WWW .TR OJANUV COM * DC Frost Associates, Inc A Coombs Hopki ns Company Quotation 2855 Mitchell Drlve, Suite 215 Walnut Creek, CA 94598 Date Quote# 6/1 7/20 19 1 02317-R1 Bill To City of Lodi , CA Accounts Payable I Financial Serv ices P.O . Box 3006 Lodi, CA 95241 -1 9 10 E-mail : Phone: kcapit anich@lodi .gov 209-712-3840 Model Equipment Ship To City of Lodi/White Sloug h WPCP Attn : Ken Capitanich (209-712·3840) 12751 N. Thornton Road Lodi, CA 95242 Project/Serial# FOB UV3000P ius Trojan 510327 Factory PPA Line Qty Description Unit Price a 20 Part 326411 , Cylinder, W i per UV3 + Gen 2 1,580.00 b 150 Part 316136 , Sleeve, Quartz =guaranteed price through 65 .96 1213 1/2019 c 528 Part 302509, Lamps , GA64T6L Amalgam a guaranteed 165.44 pr ice through 12131 /2019 d 60 Part 316144P, 0-Ring, Sleeve Seal (10 per pack) 1 .48 e 12 Part 917341 -1 00, Ballast Kit, UV3+ G3 Plastic End Caps 429 .16 (old #915378) =guaranteed price t hrough 12/31/2019 f 2 Part 327101-060, Car riage Weldment, UV3+ 3 .5" 8L (non 546.00 sensor) = Lead T i me : 4·5 weeks g 1 ESTIMATED FRE IGHT ONLY • ACTUAL FREIGHT 1,785 .50 CHARGES will apply and be added to all i nvoices. (Trojan Freight Quote #4120) Sales Tax Quote Prepared By : Debby Patton PRICES QUOTED HEREIN ARE VALID FOR 30 DAYS. Payment Terms : Net 30 11 ,1 52 .10 I I Total: Total 31,600.00T 9,894.00T 87,352.32T BB .BOT 5 ,149.92T 1,092.00T 1,785.50 11,152.10 If prices quoted do not Include sales or use tax, such taxes, if required, are to be paid by the Purchaser. DCF Terms & Conditions apply on all orders (copy available upon request). We are pleased to offer our quotation on the equipment or servic e listed above. Please conract us if you have any question s . Ema ils : debby@chcwater.com blanca@ chcwa ter.com Page 1 Phone : (800) 964-9733 Fa x : (925 ) 94 7 -6784 * DC Frost Associates, Inc A Coombs Hopkins Company Quotation 2855 Mitchell Drive, Suite 215 Walnut Creek, CA 94598 Date Quote# 6117/2019 102317-R1 Bill To City of Lodi , CA Accounts Payable I Financial Services P.O . Box 3006 Lodi, CA 95241-1910 E-mail: Phone : kcapitanich@ lodi. gov 209-712-3840 Model UV3000P ius Equi pment Trojan Ship To City of Lod i/White Slough WPCP Attn : Ken Capitanich (209 -712-3840) 12751 N. Thornton Road Lodi, CA 95242 ProjecUSerial # FOB 510327 Factory PPA Line Qty Description Unit Price Total DC FROST ASSOCIATES, INC . NO LONGER ACCEPTS 0 .00 0 .00 VERBAL ORDERS . IN LIEU OF A FORMAL PURCHASE ORDER, you may sign and date this Quota tion 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, Bill To and Shi p T o chan ges along with your signature and date below. SIGNAT U RE I DATE I PO#: Quote Prepared By : Debby Patton I I Total: $148,114.64 PRICES QUOTED 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 & Conditions apply on all orders (copy available upon request). We are pleased to offe r our quota tion on the equipment or service listed above. Please contact us if you have any questions. Em ails: debby@chcwater.com bla nca@ch cwa ter . com ,,,.J Pho ne : (800) 964-9733 Fa x : (925 ) 94 7-6784 RESOLUTTON NO. 2019-149 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE SOLE-SOURCE PURCHASE OF ULTRAVIOLET DISINFECTION PARTS FOR WHITE SLOUGH WATER POLLUTION CONTROL FACILITY FROM DC FROST ASSOCIATES, INC., OF WALNUT CREEK WHEREAS, the ultraviolet (UV) system at White Slough Water Pollution Control Facility (WSWPCF) disinfects the City's tertiary treated wastewater and is regulated by the California RegionalWater Quality Control Board; and WHEREAS, DC Frost Associates, lnc., is the sole-source vendor of UV disinfection parts; and WHEREAS, per Lodi Municipal Code 53.20.070, 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; and WHEREAS, staff recommends authorizing the purchase of UV disinfection parts for WSWPCF from DC Frost Associates, lnc., of Walnut Creek, in the amount of $148,115. NOW, THEREFORE, BE lT RESOLVED that the Lodi City Council does hereby authorize the purchase of ultraviolet disinfection parts for White Slough Water Pollution Control Facility from DC Frost Associates, lnc., of Walnut Creek, California, in the amount of $148,115. Dated: August 7,2019 I hereby certify that Resolution No. 2019-149 was passed and adopted by the City Council of the City of Lodi in a regular meeting held August7,2019, 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 ERRAIOLO Clerk N 2019-149