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Home My WebLink AboutAgenda Report - April 7, 2021 C-05AGENDA ITEM (!,m 5 &Q% CITY OF LODI COUNCIL COMMUNICATION TM AGENDA TITLE: Adopt Resolution Authorizing City Manager to Waive Bid Process and Purchase Cloth Filters from Aqua -Aerobic Systems, Inc., of Loves Park, Illinois ($26,454) MEETING DATE: April 7, 2021 PREPARED BY: Public Works Director RECOMMENDED ACTION: Adopt resolution authorizing City Manager to waiver bid process and purchase cloth filters from Aqua -Aerobics Systems, Inc., of Loves Park, Illinois, in the amount of $26,454. BACKGROUND INFORMATION: Cloth filters filter the wastewater in the 'tertiary' stage of the wastewater treatment process and are located upstream of the ultra violet disinfection system. The cloth filters are specialized elements constructed of cloth media (similar to shag carpet) that periodically require replacement. Aqua -Aerobic Systems, Inc. is a sole -source vendor that supplies the cloth filters, specific to the City's filtration system. 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 waiver bid process and purchase cloth filters from Aqua -Aerobics Systems, Inc., of Loves Park, Illinois, in the amount of $26,454. FISCAL IMPACT: If the tertiary system is not properly maintained, White Slough water Pollution Control Facility may not meet discharge permit requirements, resulting in fines or penalties. This purchase does not impact the General Fund. FUNDING AVAILABLE: Fiscal Year 2020/21 Budget: WSWPCF Plant Operations (53053003) - $26,454 Andrew Keys Andrew Keys Deputy City Manager/Internal Services Director Charles E. Swimley, Jr. Public Works Director Prepared by Ken Capitanich, Wastewater Plant Superintendent CES/KC/tw Attachments APPROVED: Step 'en Sc a a ity Manager \\pwadc02\msc$\GROUP\ADMIN\Council\2021\04072021\Aqua Aerobics\Aqua Aerobics Purchase CC 3/23/2021 AQUA -AEROBIC SYSTEMS, INC. Ai1r1�F116iMS� ry� TO: Lodi WWTP 12751 N. Thornton Road Lodi, California 95242 USA ATN: Judy Leyva CC: MISCOwater North,Jan Glencross If billing and/or shipping address is different, please advise. Aftermarket Proposal # 60429 PROJECT: LODI (CITY OF) -WHITE SLOUGH WPCF Lodi, CA USA-MUN PROPOSAL DATE: February 23, 2021 Qty Description Unit Price Total Price We are pleased to quote, for acceptance within 60 days of this date, prices and terms on equipment listed below. Shipment of equipment will be completed after receipt of purchase order with mutually acceptable terms and conditions, subject to credit approval. "Note: Availability is quoted on an in -stock basis and may vary at the time of order. ***Lead Time: 1 Business Week*** 82 Filter Cloth Sock $289.00 $23,698.00 OptiFiberPES-13(r) Polyester type Chlorine resistant Part number 2963923 PROPOSAL NOTES: 1. Freight to jobsite is included, FOB Loves Park, Illinois as included in the Pricing Summary, below. 2. Start-up supervision is not included. 3. Payable net 30 days from date of shipment subject to credit review, no retainage allowed. 4. State and/or local taxes will be charged unless we receive a valid resale/exemption certificate. 5. Aqua -Aerobic Systems' offer is based upon the supply of Aqua -Aerobic Systems' standard equipment as described within this proposal, including the warranty as included within Terms and Conditions of Aqua -Aerobic Systems, Inc., and Aqua -Aerobic Systems' standard factory test(s) prior to shipment. Aqua -Aerobic Systems' scope of supply does not include any process or performance guarantees or warranties or process or performance testing unless specifically detailed within this proposal. 6306 N. Alpine Rd. Loves Park, IL 61111-7655 815.654.2501 815.654.2508 www.aqua-aerobic.com Copyright 2021, Aqua -Aerobic Systems, Inc Printed: February 23, 2021 Page 1 of 4 Proposal Date: February 23, 2021 Pricing Summary Equipment and/or Accessories: Freight: Taxes @ 8.25%: Posal # 60429 AQUA -AEROBIC Pro P SYSTEMS, INC. a. AM.L-"C-06-y $23,698.00 $800.00 $1,955.09 Total Job Price: $26,453.09 Material and/or services not specifically listed in this proposal are not included in the quoted TOTAL JOB PRICE and are to be supplied by others. Goods quoted above will be sold subject to the terms and conditions of sale set forth on the face hereof and the following pages entitled "Terms and Conditions of Aqua -Aerobic Systems, Inc. (A MetaWater Company)": Any different or additional terms are hereby objected to. 6306 N. Alpine Rd. Loves Park, IL 61111-7655 p 815.654.2501 f 815.654.2508 www.aqua-aerobic.com Copyright 2021, Aqua -Aerobic Systems, Inc Printed: February 23, 2021 Page 2 of 4 February 25, 2021 Correspondence ID#: AAL/RP -10507 Lodi WWTP 12751 N. Thornton Road Lodi, California 95242 USA RE: Sole Source Letter White Slough WPCF - ID# 106372 Attn: Judy Leyva Dear Judy, The Aqua -Aerobic Systems, Inc. (AASI) AquaDisk® Cloth Media Filter is of Aqua -Aerobic proprietary design, fabricated to AASI specifications. Aqua -Aerobic is the exclusive original equipment manufacturer of the AquaDisk®Cloth Media Filter(s) at the White Slough WPCF located in Lodi, CA. As such, all equipment and components are manufactured to AASI specifications, the exclusive vendor supplier for this equipment; this includes all types of replacement cloths. If you desire additional information or have any questions regarding this matter, please do not hesitate to contact Denise Uchacz by email to duchacz@aqua-aerobic.com or the representative listed below. Sincerely, Leann Torrisi Administrative Assistant - AMS CC: MISCOwater North / ph#: 925-225-1900 / fx#: N/A Jan Glencross /jglencross@miscowater.com File Aeration & Mixing I Biological Processes Filtration 1 Membranes Process Control & Monitoring I Aftermarket Parts & Services 6306 N. Alpine Rd. Loves Park, IL 61111-7655 p 815.654.2501 f 815.654.2508 www.aqua-aerobic.com RESOLUTION NO. 2021-76 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE CITY MANAGER TO WAIVE THE BID PROCESS AND PURCHASE CLOTH FILTERS FROM AQUA -AEROBIC SYSTEMS, INC., OF LOVES PARK, ILLINOIS WHEREAS, cloth filters are used in the 'tertiary' stage of wastewater treatment, sustaining normal wear and tear, resulting in required periodic replacement; 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 cloth filters from Aqua -Aerobic Systems, Inc., of Loves Park, Illinois, in the amount of $26,454. 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 cloth filters from Aqua -Aerobic Systems, Inc., of Loves Park, Illinois, in the amount of $26,454; 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: April 7, 2021 I hereby certify that Resolution No. 2021-76 was passed and adopted by the City Council of the City of Lodi in a regular meeting held April 7, 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 JENNIFER USMIR City Clerk 2021-76