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Home My WebLink AboutAgenda Report - August 18, 2021 C-06AGENDA ITEM (2-6 CITY OF LODI e COUNCIL COMMUNICATION TM AGENDA TITLE: Adopt Resolution Authorizing City Manager to Waive Bid Process and Purchase Ultra Violet Parts from Trojan Technologies Group ULC, a Sole Source Vendor, of London, Ontario ($135,623) MEETING DATE: August 18, 2021 PREPARED BY: Public Works Director RECOMMENDED ACTION: Adopt resolution authorizing City Manager to waive bid process and purchase ultraviolet disinfection parts from Trojan Technologies Group, ULC, of London, Ontario, in the amount of $135,623. 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 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. Trojan Technologies Group ULC. 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 Trojan Technologies Group ULC, of London, Ontario, in the amount of $135,623. APPROVED: SlaoATI'Schwa)5aue, City Manager 1Vwadco2lmsc$%GROUPIADMIN1Couna112021108182021\Trojan Technologies\UV parts purchase CC.doc 7/28/2021 Adopt Resolution Authorizing City Manager to Waive Bid Process and Purchase Ultraviolet Disinfection Parts from Trojan Technologies, ULC, of London, Ontario ($135,623) August 18, 2021 Page 2 FISCAL IMPACT: If the UV system is not properly maintained, WSWPCF may not meet discharge permit requirements, resulting in fines or penalties. This purchase does not impact the General Fund. FUNDING AVAILABLE: Funds are budgeted for this purchase in WSWPCF Plant Operations (53053003-72352) for Fiscal Year 2021/22. Andrew Keys Andrew Keys Deputy City Manager/Internal Services Director Charles E. Swimley, Jr. Public Works Director Prepared by Ken C.1pitanich, Wastewater Plant Superintendent CES/KC/tw Attachment \\pwado02\msc$\GROUP\ADMIN\CoundIV021\08182021\Trojan Technologies= parts purchase CC.doc 7/28/2021 TROJAN UVTM 05/24/2021 Lodi -White Slough 310 W Elm Street Lodi, CA 95240-2004 RE: Trojan System UV3000PIus7N' Replacement Parts Dear: Ms. Leyva In the Engineered Submittal Package for the Trojan UV3000PIusTA° 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. 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, wiper components and printed circuitry. Without using these critical replacement parts 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 component(s) be purchased and contracted directly from Trojan Technologies Group ULC. DBA Trojan Technologies. Trojan purchases only validated system components (Lamps, lamp driver etc.,) from our suppliers and only those component(s) 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 myself at 760-648-3289 or Heather Wilcox at 800-294-2150 extension 2137. Best regards, TROJAN TECHNOLOGIES Heather Conine Regional Account Manager Heather Wilcox Inside Account Manager TrojanUV - A Division of Trojan Technologies Group ULC 3020 Gore Road, London, Ontario, Canada N5V 4T7 519.457.3400 F 519.457.3030 www trojanuv.com A IHO.A. I'll 1ll-OC 1rS 61lINIS' A division of Trojan Technologies Group ULC 3020 GORE ROAD LONDON, ONTARIO, CANADA N5V 4T7 T 519.457.3400 F 519.457.3030 www.trojanuv.com QUOTE FOR: CITY OF LODI WHITE SLOUGH 310 W ELM STREET LODI, CA 95240-2004 UNITED STATES QUOTE Original SHIP TO: LODI SEWAGE TREATMENT PLANT 12759 N THORNTON ST LODI, CA 95242 UNITED STATES FOR CUSTOMER SERVICE, CONTACTHEATHER CONINE FORWARD AGENT: EXW VOICE - 760-648-3289 CUSTOMER #: 090239 FAX - EMAIL -western us@trojantechno logies.c QUOTE #: 124288 QUOTE DATE: 07-06-2021 REFERENCE: LOB: W97 AFTERMARKET PARTS We thank you for your inquiry. QTY UNIT ITEM PRICE UNIT AMOUNT 504.00 EA 302509 170.60EA CAT 85982.40 LAMP. GA64T6L AMALGAM 200.00 EA 316136 68.12EA CAT 13624.00 SLEEVE, QTZ UV3+ 28x25x1950 50.00 EA 901376P 16.41EA CAT 820.50 SPRING, COMPRESSION SST 50.00 EA 327122 30.07EA CAT 1503.50 SEAL KIT, UV3+ PLAST CANISTER 5.00 EA 326411 2027.59EA CAT 10137.95 CYLINDER, WIPER UV3+ GEN 2 2.00 CS 901507 207.72CS CAT 415.44 CLEANER, ACTICLEAN GEL 4X4L Page 1 '"`0 '. I' ll1N0Ci_O_S SUSNLS< A division of Trojan Technologies Group ULC 3020 GORE ROAD LONDON, ONTARIO, CANADA N5V 4T7 T 519.457.3400 F 519.457.3030 www.trojanuv.com QUOTE FOR: CITY OF LODI WHITE SLOUGH 310 W ELM STREET LODI, CA 95240-2004 UNITED STATES QUOTE Original SHIP TO: LODI SEWAGE TREATMENT PLANT 12759 N THORNTON ST LODI, CA 95242 UNITED STATES FOR CUSTOMER SERVICE, CONTACTHEATHER CONINE FORWARD AGENT: EXW VOICE - 760-648-3289 CUSTOMER #: 090239 FAX - EMAIL -western us@trojantechno logies.c QUOTE #: 124288 QUOTE DATE: 07-06-2021 REFERENCE: LOB: W97 AFTERMARKET PARTS We thank you for your inquiry. QTY UNIT ITEM PRICE UNIT AMOUNT 10.00 EA 917341-100 442.54EA CAT 4425.40 LAMP DRIVER KIT,SMD W/PLS EC 2.00 EA 912706 741.48EA CAT 1482.96 BOARD, UV3+ RLE 220-277V OMRON 50.00 EA 316135-078X 75.54EA CAT 3777.00 LAMPHOLDER, UV3+ AMALGAM 7811X 1.00 EA 316219 2045.02EA CAT 2045.02 UVM FR WLDT, 8L 3.5" UV3+ STAG 1.00 EA FREIGHT 1160.68EA CAT 1160.68 FREIGHT & HANDLING GOODS COSTS TOTALTAX TOTALUSD 124214.17 1160.68 10247.66 135622.51 DELIVERY TERMS: NO URGENCY FOR DELIVERY PAYMENT TERMS: FREIGHT MAY BE ADDED TO THE TOTAL OF THIS QUOTE ONLY IF REQUESTED. SUBJECT TO SALES TAX, WHERE APPLICABLE. Tax to be included if not lax exempt. GST# 8105405385 THIS QUOTE EXPIRES: 09-13-2021 U.S. CUSTOMERS MUST PROVIDE SHIP TO'S FEDERAL I.D. #'s FOR SHIPPING PURPOSES UPON RECEIPT OF A FORMAL PURCHASE ORDER. SOLD: SHIP: Page 2 RESOLUTION NO. 2021-227 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE CITY MANAGER TO WAIVE THE BID PROCESS AND PURCHASE ULTRAVIOLET DISINFECTION PARTS FROM TROJAN TECHNOLOGIES ULC, A SOLE -SOURCE VENDOR, OF LONDON, ONTARIO 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 sole -source purchase of UV disinfection parts for White Slough Water Pollution Control Facility from Trojan Technologies Group ULC, of London, Ontario, in the amount of $135,623. 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 sole - source purchase of ,UV disinfection parts for White Slough Water Pollution Control Facility from Trojan Technologies Group ULC, of London, Ontario, in the amount of $135,623; 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: August 18, 2021 ------------------------------------------------------ ------------------------------------------------------ I hereby certify that Resolution No. 2021-227 was passed and adopted by the City Council of the City of Lodi in a regular meeting held August 18, 2021, by the following vote: AYES: COUNCIL MEMBERS — Chandler, Hothi, Khan, and Mayor Nakanishi NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — Kuehne ABSTAIN: COUNCIL MEMBERS — None lw� NNIFER USMIR .City Clerk 2021-227