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08/07/2012 04E Sole Source Enaqua; UV Lamps for Wastewater Disinfection System 3 l �_t BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. ! ! -- For Meeting of: August 7, 2012 ITEM TITLE: Resolution authorizing a sole source procurement between the City of Yakima and Enaqua for the purchase of ultraviolet (UV) replacement lamps designed for the Wastewater Division's UV disinfection system. SUBMITTED BY: Joan Davenport, Interim Community and Economic Development Director Scott Schafer, Wastewater Division Manager Mike Price, Process Control Supervisor CONTACT Mike Price /249 -6824 PERSON /TELEPHONE: SUMMARY EXPLANATION: The City of Yakima (City) Wastewater Division's Enaqua disinfection system is crucial in disinfection of the treated effluent being discharged to the Yakima River. The lamps need to be replaced periodically in order to maintain the UV intensity required for effective disinfection of pathogens. The current UV lamps have been in service for approximately three years and are rapidly approaching the end of their useful life expectancy. The cost for total replacement is _ $50,000. Any purchase exceeding $25,000 requires competitive bidding. The Wastewater Division is respectively requesting a sole source procurement with Enaqua for the purchase of the UV replacement lamps and to waive the formal bid process. The Enaqua lamp (Model No. 001.0617045) is a proprietary lamp design manufactured exclusively for Enaqua. This lamp design allows the UV system to acquire, display, and log lamp parameters. Such data is imperative in tracking the efficiency of the disinfection process and may be requested of regulatory agencies. Other lamps do not have these specific capabilities and only the use of Enaqua replacement lamps maintain complete system function and guaranteed system performance. A previous purchase less than $25,000 was made by Wastewater to expedite the installation of the needed lamps. The remaining amount to complete this replacement project will exceed the $25,000 threshold. See attached Sole Source Justification form and Certification letter. Resolution X Ordinance Other (specify) Contract: Mail to: Contract Term: Amount: Expiration Date: Insurance Required? No Funding Wastewater Operating Fund 473 - Phone: Source: Budgeted APPROVED FOR PPMITTAL :� City Manager STAFF RECOMMENDATION: Staff respectfully requests City Council approve the resolution. BOARD /COMMISSION RECOMMENDATION: ATTACHMENTS: Click to download ❑ Resolution Sole Source UV 2012 ❑ Justification Form - UV Lamp Sole Source RESOLUTION NO. R -2012- A RESOLUTION authorizing a sole source procurement between the City of Yakima and Enaqua for the purchase of ultraviolet (UV) replacement lamps designed for the Wastewater Division's Enaqua UV disinfection system. WHEREAS, Article VI, section 6 of the City of Yakima Charter and the Yakima Municipal Code Chapter 1.80 generally require that purchases over $25,000 be done by competitive bidding, subject to certain exceptions; and WHEREAS, pollution control facilities are governed by a specific statute allowing for the acquisition of equipment and services in the sole source discretion of the governing body pursuant to RCW 70.95A.090; and, a "sole source" exception from competitive bid requirements is utilized when, due to unique specifications and requirements, it is less costly and more efficient to proceed as an alternate to competitive bidding; and WHEREAS, the City of Yakima (City) Wastewater Division utilizes an Enaqua UV disinfection system to effectively disinfect the treated effluent discharged to the Yakima River to remain compliant with its wastewater discharge permit with the Department of Ecology; and WHEREAS, the current lamps have reached their useful life expectancy and are in need of replacement and the cost to replace all of the lamps exceeds $25,000; and WHEREAS, the Enaqua lamp (Model No. 001.0617045) is a proprietary lamp design manufactured exclusively for the Enaqua UV disinfection system and allows the UV system to acquire, display, and log lamp parameters; and WHEREAS, only the use of Enaqua replacement lamps maintain complete system function and guaranteed system performance, and, WHEREAS, the City Council has determined that it is in the best interest of the City for a sole source procurement of replacement UV lamps from Enaqua; now, therefore; BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager is hereby authorized to execute a sole source procurement without calling for bids, for the purchase of proprietary replacement UV lamps from Enaqua designed exclusively for the Enaqua UV disinfection system utilized at the City's wastewater treatment plant. ADOPTED BY THE CITY COUNCIL this 7th day of August, 2012. ATTEST: Micah Cawley, Mayor Sonya Claar -Tee, City Clerk r° -�' City of Yakima/Yakima Count SOLE SOURCE JUSTIFICATION (revised May, 2012) Your Name: Scott Schafer CED/Wastewater Your Department /Division: Your Phone: 575 -6077 Requisition Number: 81389 Requested Vendor: Enaqua Cost Estimate (including TAX): $25, Vendor's Address: 2412 Birch Street,Vista,CA92081 Vendor E -Mail & Website: manoj@enaqua.com http. / /enaqua.com Vendor Contact Name: Manoj Jhawar Vendor Phone: 760- 599 -2644 1. What are you purchasing? Describe the product, service or system. Attach all information (Quotes, etc.): The Wastewater division must purchase and install ultraviolet (UV) lamps for Enaqua wastewater effluent disinfection system Only Enaqua replacement lamps maintain complete system function and guaranteed system performance. 2. Is this product /service available only through one vendor? n NO n YES If yes, attach documentation that supports the screening process you performed to confirm. (e.g. Internet Screenshots, etc.) 3. Is this a one -time purchase? ® NO n YES If NO, explain. Additional lamps ($25,500) to be requested by resolution. Thereafter, lamp purchases required every 3 years (estimated) 4. What efforts were made to assure the City /County is receiving the lowest or best price possible? Describe Enaqua has agreed to a 21% discount on these lamps Two other major lamp suppliers, Radiant Source Technologies and UVDoctor, have been contacted Neither vendor can supply a Tamp that will maintain existing system function Radiant's unacceptable solution was to reverse engineer and manufacture an Enaqua Tamp 5. ARE FEDERAL FUNDS BEING USED? LJ NO I I YES If Federal Funds are being used, a Cost Price Analysis prior to requesting Sole Source MUST also be attached. -6. Below are eligible reasons for sole source. Check all boxes below that apply to your sole source situation and attach any useful documents to justify the sole source. List who you contacted, what they said and how you verified their accuracy. Mil Compatibility to existing City /County standard or to existing equipment, inventory, systems, data, programs or service. Describe. List efforts to find other sources (attach documentation, e.g. Internet Screenshots, etc.). Enaqua lamp design is proprietary and allows UV system to acquire, display, and log lamp parameters Enaqua system guarantees only assured with Enaqua lamps Acquired data may be requested by regulatory agencies. 17 Patented product. Attach documentation to confirm propriety (patent letter, etc.) . ' (III Only authorized Service Provider, Repair and /or Warranty Services. Attach proof in writing from the MANUFACTURER (not the vendor) confirming there is only one dealer authorized to sell /service in our area. Is written certification attached? n NO ❑ YES (1 Unique design: Requires unique features that are essential, aesthetic requirements, or not practical to match to existing design or equipment. Describe. Enaqua lamp design is proprietary and allows UV system to acquire, display, and log lamp parameters. Acquired data may be requested by regulatory agencies. (l Delivery Date: Only one supplier can meet required delivery date: Describe why the delivery date is critical and list efforts to find other suppliers to meet the delivery date. _ Special Market conditions: Can be used to purchase items at auction (RCW 39.30.045) or other items that are offered at a very favorable price and will be sold before and entity will have a chance to complete the bidding process (e.g. a flood is coming and you must obtain sandbags immediately), or only one supplier can meet required delivery date (describe why the delivery date is critical and list efforts to find other suppliers to meet the delivery date). Other: Please describe: STATEMENT OF NEED: My division's recommendation for sole source is based upon an objective review of the good /service being required and appears to be in the best interest of the City /County. I know of no conflict of interest on my part or personal involvement in any way with this request. No gratuities, favor, or compromising action have taken place. Neither has my personal familiarity with particular brands, types of equipment, materials or firms been a deciding influence on my request to sole source this purchase when there are other known suppliers to exist. ' \ .,\,_ \ Signature o Requestor Date F / 7 7 - 3 '1- Sign ire of DeJartment He d Date `/ 4 l ,44 AiI1�41.1 7 5 - 0 Recommendation of approv - by . ; -ng Mgr. II Date 1"1 1(Q1 la-, Approval by ecutive Date Please complete entire form and forward to Purchasing. Enaqua Warranty Statement Attachment to Sole Source Justification for Enaqua UV Lamps , E/7.4G7G/rq . ..'Yhy' h „at, WItnMMO M[M.,ERS Or MC WORLD' r ;a ,. t. } 1 July 1, 2012 e f � MEMO TO. All Enaqua Non - Contact UV Disinfection Customers Ref: WARRANTY AND SUPPORT STATEMENT Sub: NON - CERTIFIED LAMP USE To Whom It May Concern, In the recent past we have been dealing with issues associated with lamps utilized by 3` parties that have led to improper disinfection and failures of not only lamps, but ballasts and associated control electronics. It has been brought to our attention that there are purveyors of UV lamps that are claiming "exact” replication of our UV lamp P /n. 001.0617045 Please be advised that there is as of this date no 3 party has been able to provide a lamp with the same specifications for use with our Ballast 502.5V2427M and the associated control electronics connected to the lamp and ballasts. As most of you know the UV lamp and ballast combination provides a unique combination of 1) long life, 2) Consistent UV output and 3) electrical stability with Enaqua's electronics. As such, please be. advised that any, problems.. associated with .using non - approved UV lamps shall void all Enaqua warranties for the Ballasts and associated electronics, and subject all technical questions to a service charge. Although we do not wish to preclude you, our customer from utilizing alternate forms of spare parts, we must protect against these products causing field failures that have a huge cost not only for our customers but for Enaqua as well So please be advised that if the system records show utilization of non - Enaqua lamps, all warranties for ballasts and electronics shall be null and void. If we can assist you in any way, please let us know, if you would like to get a lamp qualified, please request a testing quote and we will be happy to assist you. With best regards, Manoj Jhawar CEO ENAQUA A Grundfos Innovation Company 2410 Birch Street, Vista, CA 92081 USA T: 760599.2644. F: 760.599.2642 E: info @enaqua.com www.enaqua.com ILVOLTA"'C' Alpo L CD Lighting, Inc. LightSources g ' - ISC7 9001 REGISi tRED - July 3r 2012 Subject: Lamp- Ballast Compatibility Light Sources Inc. is the leading manufacturer of quartz germicidal lamps in the world. With nearly thirty years of operation, Light Sources Inc. is the preferred lamp manufacturer for Original Equipment Manufacturers in such markets as Water and Wastewater Treatment. Light Sources Inc is proud to be the designer and supplier of proprietary lamps for the leaders in their respective markets. The lamp model number 001.0617045 is a proprietary lamp design manufactured exclusively for Enaqua 2410 Birch Street Vista CA 92081 and has been designed for optimum operation with Enaqua Ballast PN# 502.5V2427M. Manufacturer's Name: Light Sources, Inc Manufacturer's Address: 37 Robinson Blvd, Orange, CT 06477 USA Manufacturer's Telephone: 203 -799 -7877 'f fi 'deg Michael J. Santelli Director of Quality, Engineering and R &D P.O. Box 948 .37 Robinson Boulevard • Orange, CT 06477 -0948 - Tel: 203 799 -7877 • Pax: 203 795 -5267 • http : /Mnvw.light- sowces.cem