HomeMy WebLinkAbout08/07/2012 04E Sole Source Enaqua; UV Lamps for Wastewater Disinfection System 3
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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.
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Signature o Requestor
Date
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Sign ire of DeJartment He d Date
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Recommendation of approv - by . ; -ng Mgr. II Date
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Approval by ecutive Date
Please complete entire form and forward to Purchasing.
Enaqua Warranty Statement
Attachment to Sole Source Justification for Enaqua UV Lamps ,
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July 1, 2012
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� 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