Report Prepared by: Bill Osmer, Public Works Manager - Wastewater Treatment Plant
Title
SUBJECT: Approval to Waive the Competitive Bidding Requirements and Approval of Agreement for Professional Services with Trojan Technologies Group ULC for Programming, Software, Licensing, and Parts Necessary for Improvements to the Trojan 3000 Plus Ultraviolet Disinfection System at the Wastewater Treatment Facility, Capital Project CP250065, in the Amount not to Exceed $280,153.69
REPORT IN BRIEF
Considers waiving the City’s competitive bidding requirements pursuant to Merced Municipal Code Section 3.04.210 and approving the purchase of various parts, supplies, and services for the wastewater treatment facility needed to improve and maintain the UV disinfection system through manufacturer supplied parts and service.
RECOMMENDATION
City Council - Adopt a motion:
A. Waiving the City’s competitive bidding requirement as permitted by Merced Municipal Code Section 3.04.210 for sole source purchases; and,
B. Approving a Design Agreement for Professional Services with Trojan Technologies Group ULC, for Programming, Software, Licensing, and Parts Necessary for Improvements to the Trojan 3000 plus Ultraviolet Disinfection System at the Wastewater Treatment Facility in the amount not to exceed $280,153.69; and,
C. Authorizing the City Manager to execute the necessary documents or contracts that are approved as to form by the City Attorney.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Deny; or,
3. Refer to staff for reconsideration of specific items
AUTHORITY
City of Merced Charter Section 3.04.210 - Exemptions from Competitive Bidding:
Except as otherwise provided in this chapter, competitive bidding requirements for purchases in excess of twenty-five thousand dollars ($25,000.00), the "bidding threshold”, may be waived with the approval of the city council. Waivers may be authorized for, but are not limited to, cooperative purchasing in conjunction with other governmental entities, professional services, annual service or supply agreements, or purchases necessary for standardization on particular types of equipment. The bidding threshold shall be adjusted for inflation utilizing the same index and methodology as the bidding threshold in Section 3.04.080 of this code.
CITY COUNCIL PRIORITIES
As provided for in the FY 2024/2025 adopted budget.
DISCUSSION
The Wastewater Treatment Facility (WWTF) uses a single vendor to purchase various parts, materials, supplies and services for the proprietary UV disinfection system which disinfects effluent from the City’s wastewater system. These supplies and services are essential to the daily operations and maintenance of the system. Currently, the control devices are no longer supported and need to be replaced. The upgrades will make the system more efficient, reliable, and allow for ongoing technical support. The parts can only be purchased through the manufacturer, Trojan Technologies, to maintain warranties, system performance, and support.
System upgrades will include replacing three of the Programmable Logic Controllers (PLC), HMI, ethernet switch, UV main controller and software supplied by Trojan Technologies Group ULC. These items control how the UV system operates (the “brains” of the system). Although the mechanical parts will be replaced with modern equipment, it is most critical to replace the software, proprietary to Trojan, to improve the system performance and reliability.
Staff is requesting Council waive competitive bidding requirements to allow for the purchase of parts, equipment, materials, supplies and services necessary for the UV system upgrades.
IMPACT ON CITY RESOURCES
No appropriation of funds is needed; funding is available within the FY 2024/2025 adopted budget from Fund 6000 Wastewater Operations.
Once approved a budget transfer will be initiated to move funding into project CP250065-WWT UV PLC Upgrade.
ATTACHMENTS
1. Agreement for Professional Services