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Home My WebLink AboutAgenda Report - February 3, 2021 C-03AGENDA ITEM C�3 CITY OF LODI COUNCIL COMMUNICATION TM AGENDA TITLE: Adopt Resolution Authorizing Purchase of Ultraviolet Disinfection Parts for White Slough Water Pollution Control Facility from DC Frost Associates, Inc., of Walnut Creek ($87,288) MEETING DATE: PREPARED BY: February 3, 2021 Public Works Director RECOMMENDED ACTION: Adopt resolution 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 $87,288. 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 Regional Water 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 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. 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, Inc., of Walnut Creek, in the amount of $87,288. FISCAL IMPACT: If 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. r APPROVED: l Stephen Schwa au ity Onager R:\GROUP\ADMIN\Council\2021102032021\UV parts purchase CC.doc 1/20/2021 Adopt Resolution Authorizing Purchase of Ultraviolet Disinfection Parts for White Slough Water Pollution Control Facility from DC Frost Associates, Inc., of Walnut Creek ($87,268) February 3, 2021 Page 2 FUNDING AVAILABLE: Funds are budgeted for this purchase in WSWPCF Plant Operations (53053003) for Fiscal Year 2021. Andrew Keys Andrew Keys Deputy City Manager/Internal Services Director r, L -T' -Q1 Charles E. Swimley, Jr. Public Works Director Prepared by Ken Capitanich, Wastewater Plant superintendent CES/KChw Attachment R:\GROUPWDMIN\Council\2021\02032021\UV parts purchase CC.doc 1/20/2021 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 .............................. Date ............................. 12/30/2020 ..................................... Ship To Quotation .......................................................... Quote # 104442-R1 City of Lodi/White Slough WPCP Attn: Ken Capitanich (209-333-6800) 12751 N. Thornton Road Lodi, CA 95242 E-mail: kcapitanich@lodi.gov Phone: ............................................................................................................................................................................................................................................................................... 209-712-3840 Model Equipment Project/Serial # FOB :............................................................................................................................................................................................................................................................................ UV3000PIus Trojan 510327 Factory PPA Line Qty Description € Unit Price Total .............................. ................................. a 300 E......................................................................................................................................... Part 302509, Lamps, GA64T6L Amalgam = pricing valid ........................... E ....................................... 168.91: : 50,673.00T : `through 12/31/2020 b 200 Part 316136, Sleeve, Quartz = pricing valid through 67.45: 13,490.00T: ::12/31/2020 c 4 Part 917341-100, Ballast Kit, UV3+ G3 Plastic End Caps 438.16: 1,752.64T (old #915378) = pricing valid through 12/31/2020 d 2 € Part 901507, Acti-Clean Gel case (4 x 4 Litre jugs) 207.72: 415.44T: e 3 €Part 914374-006GF, Power Cord Plug Assembly, 6 foot 124.97: 374.91T : (Module to PDC with Ground Pin and Safety Circuit) f 3 Part 901376P, Spring, SS Compression (10 per pack) 16.41 49.23T g 3 € Part 326411, Cylinder, Wiper UV3+ Gen 2 (This is a 1,966.00 5,898.00T hydraulic ram that pushes the wiper drive bar holding the ::wiper canisters across the module) = pricing valid through ::12/31/2020 h 1 : Part 906015-330, UV3000+ Operator Kit 1,359.01: 1,359.01T:: Sales Tax 6,106.03: 6,106.03 Quote Prepared By: Casey Rebmann : Total: ................................................................................................................................................:.......................................................................: 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). DC Frost Associates, Inc. is here for all your Service needs. Contact Jeff Rabas @ 303-710-9426 orjeff@chcwater.com for Service Quotes, Maintenance Agreements or Questions about your equipment Emails: Phone: (800) 964-9733 debby@chcwater.com Fax: (925) 947-6784 casey@chcwater.com (760-525-6139) Page 1 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 .............................. Date ............................. 12/30/2020 ..................................... Ship To Quotation .......................................................... Quote # 104442-R1 City of Lodi/White Slough WPCP Attn: Ken Capitanich (209-333-6800) 12751 N. Thornton Road Lodi, CA 95242 E-mail: kcapitanich@lodi.gov Phone: 209-712-3840 ............................................................................................................................................................................................................................................................................... Model Equipment Project/Serial # FOB :............................................................................................................................................................................................................................................................................ UV3000PIus Trojan 510327 Factory PPA Line Qty Description € Unit Price Total .............................. ................................. E......................................................................................................................................... ........................... E....................................... : ESTIMATED FREIGHT ONLY - ACTUAL FREIGHT 7,169.73: 7,169.73 CHARGES will apply and be added to all invoices. (Trojan Freight Quote ID # 5103, via YRC Ground) NOTE TO CUSTOMER: Due to the present Covid-19 situation, Manufacturer will not be able to provide exact shipment dates and arrivals - only estimated dates and arrivals which cannot be guaranteed. DAMAGES/SHORTAGES: All parts arriving at the site 0.00: O.00T must be inspected within (5) business days after receipt with Buyer reporting any damages/shortages. Damaged parts must be reported to DC Frost Associates, Inc. in writing, identifying parts damaged, quantity and must include pictures of the damage. Quote Prepared By: Casey Rebmann Total: ................................................................................................................................................:.......................................................................: 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). DC Frost Associates, Inc. is here for all your Service needs. Contact Jeff Rabas @ 303-710-9426 orjeff@chcwater.com for Service Quotes, Maintenance Agreements or Questions about your equipment Emails: Phone: (800) 964-9733 debby@chcwater.com Fax: (925) 947-6784 casey@chcwater.com (760-525-6139) Page 2 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 Quotation ............................................................................................... Date Quote # ...............................................:..............................................: 12/30/2020 104442-R1 ............................................................................................... Ship To City of Lodi/White Slough WPCP Attn: Ken Capitanich (209-333-6800) 12751 N. Thornton Road Lodi, CA 95242 E-mail: kcapitanich@lodi.gov Phone: 209-712-3840 ......................... ................ ......-"............. ............................................................................................................................. ................................................................................. . Model Equipment Project/Serial # FOB :............................................................................................................................................................................................................................................................................ UV3000PIus Trojan 510327 Factory PPA ................. ——————:..................................... Line Qty Description € Unit Price Total .............................. ................................. :......................................................................................................................................... ........................... :.......................................: NO VERBAL ORDERS ACCEPTED: 0.00: 0.00 DCF requires this quotation be signed/dated & returned, via e-mail or fax, along with a copy of Customer PO (or Customer can write PO# on signed/dated quote). By doing ::this, Customer is authorizing acceptance of the DCF quote € and giving approval to place the order. PLEASE ADVISE € OF ANY SHIPPING ADDRESS CHANGES, including € Contact Name and Cell # as what is on the quote is where € :the order will ship. SIGNATURE / DATE / PO # Quote Prepared By: Casey Rebmann ............................................................................................ Total: $87,287.99 .......................................................................: 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). DC Frost Associates, Inc. is here for all your Service needs. Contact Jeff Rabas @ 303-710-9426 orjeff@chcwater.com for Service Quotes, Maintenance Agreements or Questions about your equipment Emails: Phone: (800) 964-9733 debby@chcwater.com Fax: (925) 947-6784 casey@chcwater.com (760-525-6139) Page 3 RESOLUTION NO. 2021-22 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, White Slough Water Pollution Control Facility uses ultraviolet (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, 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 need for branded replacement parts or supplies for equipment of like brand; and WHEREAS, staff recommends 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 $87,288. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby waive the bidding process per Lodi Municipal Code Section 3.20.070; and BE IT FURTHER 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, Inc., of Walnut Creek, California, in the amount of $87,288; and BE IT 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. Dated: February 3, 2021 I hereby certify that Resolution No. 2021-22 was passed and adopted by the City Council of the City of Lodi in a regular meeting held February 3, 2021, by the following vote: AYES: COUNCIL MEMBERS — Chandler, Hothi, Khan, Kuehne, and Mayor Nakanishi NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — None ABSTAIN: COUNCIL MEMBERS — None r JENNIF CUSMIR City Cler 2021-22