HomeMy WebLinkAboutAgenda Report - August 5, 2020 C-07e-7AGENDA ITEM
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AGENDA TITLE Adopt Resolution Authorizing City Manager to Waive Bid Process and Purchase
Ultraviolet Disinfection Parts from DC Frost Associates, lnc., of Walnut Creek,
for White Slough Water Pollution Control Facility ($94,583)
MEETING DATE:
PREPARED BY:
August 5,2020
Public Works Director
RECOMMENDED ACTION: Adopt resolution authorizing City Manager to waive bid process
and purchase ultraviolet disinfection parts from DC Frost
Associates, lnc., of Walnut Creek, for White Slough Water
Pollution Control Facility, in the amount of $94,583.
BACKGROUND INFORMATION: The ultra violet (UV) system disinfects the City's tertiary treated
wastewater at White Slough Water Pollution Control Facility
(WSWPCF) and is regulated by the California RegionalWater
Quality Control Board. More than 15 years ago, the City of Lodi switched from chlorine gas to UV
disinfection for safety and water quality reasons.
The UV system consists of two 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, lnc. is a sole-source vendor. 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 City Manager to waive bid process and purchase ultraviolet disinfection
parts from DC Frost Associates, lnc., of Walnut Creek, for White Slough Water Pollution Control
Facility, in the amount of $94,583.
FISCAL IMPACT:lf the UV system is not properly maintained, WSWPCF may not meet
discharge permit requirements, resulting in fines or penalties. This
purchase does not impact the General Fund.
APPROVED
IM
R:\GROUP\ADMIN\Council\2020\08052020\DC Frost\Uv parts purchase CC.doc
City Manager
712112020
Adopt Resolullon Aulhorizing Clty Manager to Welvê Bld Proc€ss end Purchâse Ullraviolst Oi6lnfeclion P€rb from DC Frost Assoolåles, lnc., of Walnut Cr€ek,
for Write Slough Waler Pollution Conlrol Faoility (994,583)
August 5, 2020
Pâgê 2
FUNDING AVAILABLE:Funds are budgeted for this purchase in WSWPCF Plant Operations
(53053003) for Fiscal Year 2020121.
Susan Bjork for:
Andrew Keys
Deputy C ity Ma nage r/l nternal Services Director
E
Public Works Director
Prepared by Lancê Roberts, Utililies Manager
CES/LR/tw
Attechment
RIGROUPIADMIN\Councilu020\08052020\0o Frost\Uv pãrts purchase CC.doc 71211202A
1
Tosha Wiman
Subject:FW: City of Lodi - terms and conditions request (#510327) - DC Frost Quote #103609
From: Debby Patton [mailto:debby@chcwater.com]
Sent: Tuesday, July 07, 2020 9:35 AM
To: Tosha Wiman
Cc: Blanca Ruiz-Mercado; Jeff Rabas
Subject: Re: City of Lodi - terms and conditions request (#510327) - DC Frost Quote #103609
Good morning Tosha,
Of course we will be happy to keep pricing valid through 8/30/2020. I put a note in our file as a
reminder to the rest of our team.
Please let me know if I can be of further assistance. Thank you.
Debby Patton
Denver Branch Office
DC Frost Associates, Inc.
a subsidiary of The Coombs‐Hopkins Company
Corporate Address:
2855 Mitchell Drive, Suite 215
Walnut Creek, CA 94598
Toll Free: 800‐964‐9733
Direct: 720‐943‐2995
Email: debby@chcwater.com
RESOLUTION NO. 2020-164
A RESOLUTION OF THE LODI CITY COUNCIL
AUTHORIZING THE CITY MANAGER TO WAIVE BID PROCESS
AND PURCHASE ULTRAVIOLET DISINFECTION PARTS FROM
DC FROST ASSOCIATES, INC., OF WALNUT CREEK, FOR
WHITE SLOUGH WATER POLLUTION CONTROL FACILITY
WHEREAS, White Slough Water Pollution Control Facility uses ultraviolet (UV)
system functions as a disinfectant for the tertiary treated wastewater, as directed by the
California RegionalWater 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, per Lodi Municipal Code $3.20.070, the bidding process may be
dispensed with 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 City Manager to sole-source
purchase UV disinfection parts for White Slough Water Pollution Control Facility from
DC Frost Associates, lnc., of Walnut Creek, in the amount of $94,583.
NOW, THEREFORE, BE lT RESOLVED that the Lodi City Council does hereby
authorize the City Manager to waive the bidding process per Lodi Municipal Code
Section 3.20.070, and sole-source purchase UV disinfection parts for White Slough
Water Pollution Control Facility from DC Frost Associates, lnc., of Walnut Creek,
California, in the amount of $94,583; and
BE lT FURTHER RESOLVED, pursuant to Section 6.3q of the City Council
Protocol Manual (Res. No. 2019-223), the City Attorney is hereby authorized to make
minor revisions to the above-referenced document(s) that do not alter the compensation
or term, and to make clerical corrections as necessary.
3::"=l===11n$l 2=?-2?2===============================================
I hereby certify that Resolution No. 2020-164 was passed and adopted by the
City Council of the City of Lodi in a regular meeting held August 5,2020, by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN
COUNCIL MEMBERS - Chandler, Nakanishi, and Mayor Kuehne
COUNCIL MEMBERS - Mounce
COUNCIL MEMBERS - None
COUNCIL MEMBERS - None
J NNIF
2020-164
City Clerk
CUSMIR