CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
8/14/2023
1 SUBJECT:
Approval of Annual Agreements for the Department of Public Works - Wastewater Division for FY 2023-2024 for Polydyne, Inc. for $200,000; Trojan Technologies for $100,000 and Synagro West, LLC for $171,960
RECOMMENDED ACTION:
Move to adopt the following resolutions to approve Annual Agreements for the Department of Public Works - Wastewater Division for FY 2023-2024:
1. Adopt the Resolution titled, “A Resolution of the City Council of the City of Pacifica Authorizing the City Manager to Execute Purchase Agreement with Polydyne, Inc. In The Amount Of $200,000 For the Calera Creek Water Recycling Plant’s FY 2023-24 Annual Supply of Polymer.
2. Adopt the Resolution titled, “A Resolution of the City Council of the City of Pacifica Authorizing the City Manager to Execute Purchase Agreement with Trojan Technologies Group, ULC in The Amount Of $100,000 For the Calera Creek Water Recycling Plant’s FY 2023-24 Annual Supply of Trojan System UV4000 Original Replacement Parts.
3. Adopt the Resolution titled, “A Resolution of the City Council of the City of Pacifica Authorizing the City Manager to Execute Master Agreement for Biosolids Services and Task Order No. 1 with Synagro West, LLC In the Amount Of $171,960 For the Calera Creek Water Recycling Plant’s FY 2023-24 Annual Biosolids Hauling and Disposal.
STAFF CONTACT:
Louis Sun, P.E., Plant Manager
(650) 738-4660
[email protected]
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 2023-24 budget approval process, the Council approved funding for Department of Public Works - Wastewater Division (WW) Operations and Maintenance Expenditures (Fund 18). 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 WW Sludge Hauling expense for biosolids hauling and disposal 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 Pacifica City Council 2
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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 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 lesser cost per pound, a Purchase Order with Polydyne is recommended.
Approval of the Purchase Agreement with Polydyne, Inc. in the amount of $200,000 is recommended and will cover the polymer chemical expenditure for WW for Fiscal Year 2023- 2024, 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 Group, ULC (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, Pacifica City Council 3
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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.
Approval of the Purchase Agreement with Trojan Technologies Group, ULC in the amount of $100,000 is recommended and will cover the UV replacement parts expenditure for WW for Fiscal Year 2023-2024, as projected by staff.
Synagro West LLC Biosolids Hauling and Disposal Services:
Biosolids are nutrient-rich organic materials resulting from the treatment of domestic sewage in a treatment facility. When treated and processed, theseresiduals can be recycled and applied as fertilizer to improve and maintain productive soils and stimulate plant growth. The Plant produces mostly Class "A" but a minimum Class "B" biosolids at an average of 100 wet tons (25 dry tons) per month during dry season and an average of 150 wet tons during winter.
The Plant is required to manage the disposal of the biosolids according to EPAStandard 40 CFR Part 503, which says that biosolids that are to be land applied must meet these strict regulations and quality standards. The Part 503 rule governing the use and disposal of biosolids contains numerical limits, for metals in biosolids, pathogen reduction standards, site restriction, crop harvesting restrictions and monitoring, record keeping and reporting requirements for land applied biosolids as well as similar requirements for biosolids that are surface disposed or incinerated. Most recently, standards have been proposed to include requirements in the Part 503 Rule that limit the concentration of dioxin and dioxin like compounds in biosolids to ensure safe land application. Due to the complexities and specialized knowledge needed to manage the program, a third party with this expertise is needed. The third party must also keep up with current regulations and know how to direct biosolids into clean and safe materials for land applications. Synagro West, LLC has such expertise to provide biosolids hauling and management services.
The following are reasons why Synagro West LLC have been determined to be Sole Source services:
• Synagro provides turnkey residuals management services that includes hauling, agronomic management, permitting and monitoring, which other haulers don't provide.
Their proprietary Residuals Management System sets the industry standards for tracking, monitoring and compliance activities.
• Because of Synagro's unique expertise in biosolids disposal, the Plant is able to divert its biosolids to land application, composting and to landfill as a last resort. During 2022, the Plant produced 1,245.54 wet tons (356.70 dry tons) of biosolids which were land applied in farms in Sacramento County.
• This is proven to be the most cost-effective way to remove this biohazardous material from the City's property and to meet mandated environmental requirements.
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Approval of Master Agreement for Biosolids Services and Task Order No. 1 in the amount of $171,960 with Synagro West, LLC are recommended and will cover the biosolid disposal expenditure for WW for Fiscal Year 2023-2024, as projected by staff.
For the above reasons, the City Manager is recommending the approval of the Purchase Agreement with Polydyne, Inc. in the amount of $200,000; approval of the Purchase Agreement with Trojan Technologies Group, ULC in the amount of $100,000; and approval of the Master Agreement for Biosolids Services and Task Order No. 1 with Synagro West, LLC in the amount of $171,960, for the purchases of equipment, supplies, materials and services in amounts over $50,000 for FY 2023-2024 for routine and recurring maintenance, repairs and operations of Department of Public Works - Wastewater Division from Operations and Maintenance Expenditures (Fund 18) for a total of $471,960.
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. The City Manager does not recommend this alternate action.
RELATION TO CITY GOALS AND WORK PLAN:
Approval of the Annual Agreements is consistent with the following Council adopted Goals:
• Stewardship of City Infrastructure and Maintaining a Safe Community: The Annual Purchase Agreement for the polymer, biosolids dewatering and disposal, and UV supplies will ensure continuous treatment of wastewater at the Calera Creek Water Recycling Plant and compliance with its NPDES permit.
FISCAL IMPACT:
The Source and Use of Funds spreadsheet is shown below:
Vendor/Goods and
Services
Total Use
of Funds
Funds Total
Project
Source
Estimated
Project End
Balance
Polydyne, Inc. $200,000 Enterprise Fund (Fund 18) $309,320 $109,320 Polymer Chemical Account No.
Supply 18.940741.52342.0000.000
Trojan Technologies $100,000 Enterprise Fund (Fund 18) $102,400 $ 2,400 UV4000 Original Account No.
Replacement 18.940741.52341.0000.000
Parts
Synagro West, LLC $171,960 Enterprise Fund (Fund 18) $171,960 $ 0 Biosolids Hauling Account No.
And Disposal 18.940741.52344.0000.000
Total $471,960 $583,680 $111,720
No additional budget authority is necessary as sufficient funds have been allocated in the Wastewater Enterprise Fund FY 2023-24 budget for these purchases.
ORIGINATED BY:
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Public Works - Wastewater Division
ATTACHMENT LIST:
Purchase Agreement Polydyne FY 2023-24 signed (PDF)
master agreement for biosolids services synagro_updated_7-6-2023 - signed (2) (PDF) task order 1 for biosolids services synagro_fy23-24 - signed (2) (Temp) (Converted) (PDF) TrojanPartsFY2023-24PurchaseAgreement signed (PDF)
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August 14, 2023
RESOLUTION NO. ________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA AUTHORIZING THE CITY MANAGER TO EXECUTE PURCHASE AGREEMENT WITH POLYDYNE, INC.
IN THE AMOUNT OF $200,000 FOR THE CALERA CREEK WATER RECYCLING PLANT’S FY 2023-24 ANNUAL SUPPLY OF POLYMER
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 2023-24 budget approval process, the Council approved sufficient funding for Department of Public Works - Wastewater Division (WW) Operations and Maintenance Expenditures (Fund 18) that includes these purchases; and WHEREAS, consistent with the City of Pacifica Administrative Policy #76, Purchasing Policy, section 7.4, authorizes the City Manager to waive bidding requirements for sole source purchases if he/she determines sufficient justification exist; and WHEREAS, the City Council of the City of Pacifica has considered the City Manager’s recommendation to approve the Purchase Agreement with Polydyne, Inc. in the amount of $200,000 for the Calera Creek Water Recycling Plant’s FY 2023-24 annual supply of polymer; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Pacifica to authorize the City Manager to execute the Purchase Agreement with Polydyne, Inc. in the amount of $200,000 for the Calera Creek Water Recycling Plant’s FY 2023-24 annual supply of polymer.
• • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 14th day of August 2023, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_________________________________
Tygarjas Twyrls Bigstyck, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney Pacifica City Council 7
August 14, 2023
RESOLUTION NO. ________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA AUTHORIZING
THE CITY MANAGER TO EXECUTE PURCHASE AGREEMENT WITH TROJAN TECHNOLOGIES GROUP, ULC IN THE AMOUNT OF $100,000 FOR THE CALERA CREEK WATER RECYCLING PLANT’S FY 2023-24 ANNUAL SUPPLY OF TROJAN SYSTEM UV4000 ORIGINAL REPLACEMENT PARTS
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 2023-24 budget approval process, the Council approved sufficient funding for Department of Public Works - Wastewater Division (WW) Operations and Maintenance Expenditures (Fund 18) that includes these purchases; and WHEREAS, consistent with the City of Pacifica Administrative Policy #76, Purchasing Policy, section 7.4, authorizes the City Manager to waive bidding requirements for sole source purchases if he/she determines sufficient justification exist; and WHEREAS, the City Council of the City of Pacifica has considered the City Manager’s recommendation to approve the Purchase Agreement with Trojan Technologies Group, ULC in the amount of $100,000 for the Calera Creek Water Recycling Plant’s FY 2023-24 annual supply of Trojan System UV4000 original replacement parts; and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Pacifica to authorize the City Manager to execute the Purchase Agreement with Trojan Technologies Group, ULC in the amount of $100,000 for the Calera Creek Water Recycling Plant’s FY 2023- 24 annual supply of Trojan System UV4000 original replacement parts. • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 14th day of August 2023, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_________________________________
Tygarjas Twyrls Bigstyck, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney Pacifica City Council 8
August 14, 2023
RESOLUTION NO. ________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA AUTHORIZING
THE CITY MANAGER TO EXECUTE MASTER AGREEMENT FOR BIOSOLIDS SERVICES AND TASK ORDER NO. 1 WITH SYNAGRO WEST, LLC IN THE AMOUNT OF $171,960 FOR THE CALERA CREEK WATER RECYCLING PLANT’S FY 2023-24 ANNUAL
BIOSOLIDS HAULING AND DISPOSAL
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 2023-24 budget approval process, the Council approved sufficient funding for Department of Public Works - Wastewater Division (WW) Operations and Maintenance Expenditures (Fund 18) that includes these purchases; and WHEREAS, consistent with the City of Pacifica Administrative Policy #76, Purchasing Policy, section 7.4, authorizes the City Manager to waive bidding requirements for sole source purchases if he/she determines sufficient justification exist; and WHEREAS, the City Council of the City of Pacifica has considered the City Manager’s recommendation to approve the Master Agreement for Biosolids Services and Task Order No. 1 with Synagro West, LLC In the Amount Of $171,960 for the Calera Creek Water Recycling Plant’s FY 2023-24 Annual Biosolids Hauling and Disposal; and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Pacifica to authorize the City Manager to execute the Master Agreement for Biosolids Services and Task Order No. 1 with Synagro West, LLC In the Amount Of $171,960 for the Calera Creek Water Recycling Plant’s FY 2023-24 Annual Biosolids Hauling and Disposal. • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 14th day of August 2023, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_________________________________
Tygarjas Twyrls Bigstyck, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney