AGENDA TITLE:
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Adopt a Resolution Authorizing City Manager to Execute Amendment No. 1 with Trojan Technologies Group ULC, a Sole Source Vendor, of London, Ontario for Ultraviolet Disinfection Service and Parts at White Slough Water Pollution Control Facility ($846,000) (PW)
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MEETING DATE:
November 6, 2024
PREPARED BY:
Public Works Director
recommendation
RECOMMENDED ACTION:
Adopt a Resolution authorizing the City Manager to execute Amendment No.1 with Trojan Technologies Group, ULC, of London, Ontario for ultraviolet disinfection service and parts at White Slough Water Pollution Control Facility, in the amount of $846,000.
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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. Nearly 20 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 water quality compliance.
On July 20, 2022, Council authorized the City Manager to execute a 3-year Professional Services Agreement (PSA) in the amount of $1,050,000 with Trojan Technologies for providing UV disinfection services and parts at the WSWPCF which included two, optional 1 year extensions. The amount requested ($1,050,000) funded the original term of 3 years. The staff report noted that if additional extensions were requested, staff would return to Council to request additional funds. Trojan Technologies is the sole source parts and service vendor for the UV system operating at the wastewater treatment plant.
The current contract term expires April 30, 2025. At the time of this writing, there is approximately $82,000 remaining on the contract but due to higher than anticipated operational expenditures related to two separate system malfunctions that flooded electrical components and a significant upgrade to the UV lamp wiper system, staff requests to add funds at this time to avoid exceeding the current contract amount.
The proposed not-to-exceed amount of $1,896,000 is expected to fund the UV parts and services needed for the remainder of the original three-year contract term and the additional two extensions in FY 25/26 and FY 26/27.
If approved, Amendment No. 1 includes funding to procure the service and materials needed to replace the lamps, wiper mechanisms, ballasts and additional components for the remaining three-year contract term including the optional two-one-year extensions. The city is currently in the third year of the original contract.
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 the City Manager to execute Amendment No. 1 with Trojan Technologies Group ULC, a Sole Source Vendor, of London, Ontario for Ultraviolet Disinfection Service and Parts at White Slough Water Pollution Control Facility in the amount of $846,000.
STRATEGIC VISION:
3D. Fiscal Health: Anticipate and advocate against unfunded mandates.
5A: Infrastructure: Develop and maintain a robust infrastructure to support a World class city.
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 2024/25.
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Charles E. Swimley
Public Works Director
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Scott R. Carney
City Manager