CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
9/12/2022
1 SUBJECT:
Annual Agreements Over $50,000 for the Department of Public Works - Wastewater Division for FY 2022-2023.
RECOMMENDED ACTION:
Approve Annual Agreements for the purchases of equipment, supplies, materials and services in amounts over $50,000 for FY 2022-2023 for routine and recurring maintenance, repairs and operations of Department of Public Works - Wastewater Division from Enterprise Funds (Funds 18 and 34) for a total of $360,000; authorize the City Manager to execute all documents related to these agreements.
STAFF CONTACT:
Maria Aguilar, P.E., Deputy Director of Public Works (Wastewater) (650) 738-4660
[email protected]
Lisa Petersen, P.E., Director of Public Works
(650) 738-3770
[email protected]
BACKGROUND/DISCUSSION:
During the FY 2022-23 budget approval process, the Council approved funding for Department of Public Works - Wastewater Division (WW) Operations and Maintenance Expenditures (Fund 18) and WW Capital Improvements Program (Fund 34). The Council approved funding for the WW chemical expenses for the purchase of the polymer supply, the WW UV supplies and services for the ultra-violet disinfection system equipment, and the Anza Pump Station Repair Project that includes equipment rental services.
Each fiscal year, WW estimates the quantity of services, equipment, supplies and materials that will be needed for recurring maintenance, repairs, and operations during the fiscal year. Items that are proprietary and sold only through the manufacturer, have only one authorized distributor in the area, or have proven to be the only product/service acceptable are sole-sourced.
The following are supplies, materials or services that were deemed by staff to be sole source procurement, or the least cost compared to known vendors:
Polymer Chemical Supply:
Polymer is used in gravity belt thickeners and centrifuges at the Calera Creek Water Recycling Plant (Plant) to thicken and dewater sludge during wastewater treatment process. It is imperative that the polymer dosed in the centrifuge reacts well with the wet sludge to produce a clear centrate (wastewater liquid and polymer byproduct) that goes back to the Plant’s headworks to be retreated. Having a clear centrate is an indication that the sludge has been dewatered well, thus producing a dryer bio-solid cake. Moreover, the centrate should be clear of Pacifica City Council 2
September 12, 2022
solids prior to going back to the headworks for retreatment so as not to clog and/or damage the pumps and other equipment.
Up to the late 2009, the Plant used various types of polymers but ended up clogging the pumps, and the biosolids produced were not the desired dryness. Because of constant equipment breakdown more manpower was needed to keep the Plant in operation. These on-going issues prompted staff to invite polymer manufacturer representatives to run their polymer through our system. Clarifloc WE-2123 (Clarifloc) polymer supplied by Polydyne, Inc. and Zetag 8818 (Zetag) supplied by Kubwater have similar and excellent performance. However, the cost of Zetag is $2.18 per pound or $5,014 per tote while the cost of Clarifloc is $1.75 per pound or $4,025 per tote - a net saving of $991 per tote or $44,595 annually for 45 totes if Clarifloc is used. Based on Clarifloc being the lessor cost per pound, a Purchase Order with Polydyne is recommended. A Purchase Order in the amount of $200,000 is recommended and will cover the polymer chemical expenditure for WW for Fiscal Year 2022-2023, as projected by staff.
Trojan System UV 4000 Original Replacement Parts:
The Plant uses ultra-violet (UV) to disinfect its effluent prior to discharging to Calera creek. UV disinfection is a physical process that instantaneously neutralizes microorganisms as they pass by ultraviolet lamps submerged in the effluent. The process adds nothing to the water but UV light, and therefore, has no impact on the chemical composition or the dissolved oxygen content of the water. For this process, the Plant utilizes the Trojan System UV4000 manufactured and trademarked by Trojan Technologies (Trojan).
The following are reasons why Trojan System UV4000 Original Replacement Parts from Trojan Technologies have been determined to be Sole Source commodities:
• In the Engineered Submittal Package for the Trojan System UV4000. 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.
• In order 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, sleeves, electronic ballasts, wiper seals, printed circuitry etc. • Without using lamps, ballasts, and other components that are approved and validated by Trojan, they cannot guarantee that the system will provide the required germicidal output. Subsequently, they cannot guarantee that the required UV dose is being delivered, if lamp output, ballast efficiency and system programming is unknown. • In order to keep the equipment performance guarantee intact, it is recommended that specialized system components be purchased and contracted from Trojan Technologies which has propriety rights to Trojan System UV4000 original replacement parts.
A Purchase Order in the amount of $100,000 is recommended and will cover the UV replacement parts expenditure for WW for Fiscal Year 2022-2023, as projected by staff. 600 Horsepower (HP) Engine Rental from Herc Rental at Anza Pump Station:
On Monday, March 16, 2020, a fire incident damaged the Anza Pump Station (Anza PS). Three Pacifica City Council 3
September 12, 2022
engines and two of the three engine-driven pumps were destroyed, making these units nonoperational and requiring replacement. Consequently, the damage to the pump station threatens the safety of persons and properties within the watershed due to the risk of flooding that can occur without an operational pump station. Therefore, on April 8, 2020, the City Manager, in his capacity as Director of Emergency Services, proclaimed the existence of local emergency in the City of Pacifica. Then on April 13, 2020, the City Council during their regular meeting, ratified and approved the Proclamation of the Existence of a Local Emergency at the Anza Pump Station. The said local emergency is confirmed to exist and shall be deemed to continue to exist until its termination is proclaimed by the City Council.
While the above critical equipment has been ordered and reconstruction of Anza PS is in progress, a temporary diesel engine is in place to drive the remaining pump to keep Anza PS operational. On September 1, 2020, an Emergency Purchase Agreement with Herc Rental for the rental of a temporary 600 HP engine was approved and will remain in-place until the pump station is back to its normal operation.
Staff has continued to update Council on the requirement for the temporary engine rental to maintain operation during the design and construction of the Anza Pump Station Repair Project through an Emergency Proclamation report that is provided at the first Council meeting of each month. In FY 21-22, approximately $76,000 was spent on the rental fees. In December 2021, the City re-negotiated the monthly rental rate down to approximately $5,000 a month.
A Purchase Order in the amount of $60,000 is recommended and will cover the 600 HP Engine Rental from Herc Rental expenditure for the WWTP for Fiscal Year 2022-2023, as projected by staff.
For the above reasons, the City Manager is recommending the approval of the Annual Purchase Orders for the purchases of equipment, supplies, materials and services in amounts over $50,000 for FY 2022-2023 for routine and recurring maintenance, repairs and operations of Department of Public Works - Wastewater Division from Enterprise Funds (Funds 18 and 34) for a total of $360,000.
Staff continues to assess any purchases of equipment, supplies, materials and services that will be over $50,000 during the fiscal year, and will bring back those items to the City Council for approval.
ALTERNATIVE ACTION:
The Council may choose not to approve the Annual Agreements; however, doing so would delay the treatment of wastewater and is likely to violate the Plant’s National Pollutant Discharge Elimination System (NPDES) permit, and would also result in increased risk of pump station failure, which would cause flooding and could threaten the safety of persons and property, including public infrastructure. The City Manager does not recommend this alternate action.
RELATION TO CITY GOALS AND WORK PLAN:
Approval of the Annual Purchase Orders is consistent with the following Council adopted Goals:
• Stewardship of City Infrastructure: The Annual Purchase Agreement for the polymer and UV supplies will ensure continuous treatment of wastewater at the Calera Creek Water Recycling Plant and compliance with its NPDES permit, while the Annual Purchase Order for the rental of the engine will ensure continuous operation of the Anza Pump Station.
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• Maintaining a Safe Community: The Annual Purchase Agreement for the polymer and UV supplies will ensure continuous treatment of wastewater at the Calera Creek Water Recycling Plant and compliance with its NPDES permit, while the Annual Agreement for the rental of the engine will ensure continuous operation of the Anza Pump Station.
FISCAL IMPACT:
The Source and Use of Funds spreadsheet is shown below.
Vendor Total Use
of Funds
Funds Total
Project
Source
Estimated
Project End
Balance
Polymer $ 200,000 Enterprise Fund (Fund 18) $ 200,000 $ 70,000 Chemical Account No.
Supply 18.940741.52342.0000.000
Trojan System $ 100,000 Enterprise Fund (Fund 18) $ 100,000 $ 1,300 UV4000 Original Account No.
Replacement 18.940741.52341.0000.000
Parts
600 HP Engine $ 60,000 Enterprise Fund (Fund 34) $ 60,000 $ 2,000,000 Rental Account No.
34.900000.52800.C036.000
Total $ 360,000 $ 360,000
No additional budget authority is necessary as sufficient funds have been allocated in the Wastewater Enterprise Fund FY 2022-23 budget for these purchases.
ORIGINATED BY:
Public Works - Wastewater Division
ATTACHMENT LIST:
Purchase Agreement Polydyne FY 2022-23_Signed (PDF)
TrojanPartsFY2022-23PurchaseAgreementSigned (PDF)
Emergency Purchase Memo - Herc Rental signed (PDF)
Pacifica City Council 5
September 12, 2022
RESOLUTION NO. ________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA APPROVING FY 2022-23 AGREEMENTS FOR THE PURCHASES OF EQUIPMENT, SURPLIES, MATERIALS AND SERVICES OVER $50,000 IN PUBLIC WORKS WASTEWATER
DIVISION
WHEREAS, each fiscal year, Wastewater Division estimates the quantity of services, equipment, supplies and materials that will be needed for recurring maintenance, repairs, and operations during the fiscal year. Items that are proprietary and sold only through the manufacturer, have only one authorized distributor in the area, or have proven to be the only product/service acceptable are sole-sourced; and
WHEREAS, During the FY 2022-23 budget approval process, the Council approved sufficient funding for Department of Public Works - Wastewater Division (WW) Operations and Maintenance Expenditures (Fund 18) and WW Capital Improvements Program (Fund 34) that includes these purchases; and
WHEREAS, the City’s purchasing policy requires all contracts in access of $50,000 per year to be approved by the City Council; and
RESOLVED by the City Council of the City of Pacifica, California, that the City Council hereby approves the FY2022-23 purchases as further detailed in the table below:
VendorTotal
Use of
FundsFundsTo
tal Project
SourceEstimat
ed Project End
Balance
Polymer $ 200,000 Enterprise Fund (Fund 18) $ 200,000 $ 70,000 Chemical Account No.
Supply 18.940741.52342.0000.000
Trojan System $ 100,000 Enterprise Fund (Fund 18) $ 100,000 $ 1,300 UV4000 Original Account No.
Replacement 18.940741.52341.0000.000
Parts
600 HP Engine $ 60,000 Enterprise Fund (Fund 34) $ 60,000 $ 2,000,000 Rental Account No.
34.900000.52800.C036.000
Total $ 360,000 $ 360,000
• • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 12th day of September 2022, by the following vote:
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September 12, 2022
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_________________________
Mary Bier, Mayor
ATTEST: APPROVED AS TO FORM:
_________________________ _________________________
Sarah Coffey, City Clerk Michelle Kenyon, City Attorney