Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
CFO: Antonio Puente, Jr.
DATE: March 31, 2020
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager to execute a contract with Xylem Water Solutions U.S.A., Inc., for the
purchase of equipment, materials and parts for the operation and maintenance of the ultraviolet disinfection
system at the Wastewater treatment plants; providing for the expenditure of funds therefor; and providing
an effective date (IFB 7299 – awarded to Xylem Water Solutions U.S.A., Inc., in the five (5) year not-to-
exceed amount of $550,000).
INFORMATION/BACKGROUND
The ultraviolet (UV) disinfection systems operated by the Wastewater Utility at the Pecan Creek Water
Reclamation Plant (PCWRP) is required by the Texas Commission on Environmental Quality to disinfect
the effluent to the bacteria limits in the wastewater treatment facility's wastewater permit.
The purpose of this contract is to provide parts and supplies for the Water Reclamation disinfection systems.
The Water Reclamation plant has a Wedeco Ultraviolet system to disinfect effluent flows prior to discharge
to Lake Lewisville.
Title 30 Texas Administrative Code Chapter 217 (30 TAC §217) requires that the owner keep enough parts
on hand to facilitate repairs in case of emergency.
30 TAC §217.293 – Ultraviolet Light Disinfection Systems Redundancy Requirements requires specifically
that:
(a) An ultraviolet (UV) disinfection system must include at least two banks positioned in series in a
disinfection channel.
(b) A UV light disinfection system must meet the dosage requirements determined in §217.295 of this title
(relating to Ultraviolet Light Disinfection Dosage and System Sizing) under all conditions.
(c) An owner must maintain an inventory of replacement equipment, including lamps, ballasts, quartz
sleeves, banks, and modules, to replace equipment during emergency repairs and scheduled maintenance.
The minimum inventory of replacement lamps, ballasts, and quartz sleeves is described in §217.298(b) of
this title (relating to Ultraviolet Light Disinfection System Cleaning and Maintenance).
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
30 TAC §217.293(b) states that: A UV system must include the following replacement parts, as a percentage
of the total system, equal to at least:
(1) 5% of the lamps;
(2) 2% of the ballasts; and
(3) 5% of the quartz sleeves.
To meet TCEQ requirements, the discharge permit limits, and protect human health and the environment,
the Utility requires these replacement parts to be on hand and available for purchase from a reliable
manufacturer.
UV lamps are the only component of the UV Disinfection available from other manufacturers. In August
2019 400 lamps were purchased from an aftermarket company, UV Doctor. They stated that their lamps
carried the same specification as the lamps supplied by the OEM and would operate in our existing system.
Unfortunately, these parts were found to be greatly inferior and the purchase price was ultimately refunded
to the City.
The UV Doctor branded lamps experienced or caused:
a. An initial lamp failure rate of 33.0%
b. 5.0% of the shipment were the wrong part
c. Initial allocation of six (6) man days for bulb change out required two (2) man weeks due to
failures.
d. A Manager's time to collect and compile the necessary data to prepare a report for submission
to the distributor and lamp manufacturer.
e. A significant time delay in restoring the UV disinfection system to 100% operational
capacity due to this exercise.
f. Some of the UV Doctor lamps are currently in service but lamps continue to fail at an
accelerated rate after less than 1000 hours in service (typical life is in excess of 10,000
hours).
The Utility further investigated another UV lamp source named UV Superstore. Two lamps were purchased
for evaluation, and the lamps we received would not connect to our system. UV Superstore was informed
of the issue and another two (2) lamps were sent, which were also incompatible with our system. These
lamps were returned with a full refund.
Invitation for Bids was sent to 132 prospective suppliers of this item. In addition, specifications were placed
on the Materials Management website for prospective suppliers to download and advertised in the local
newspaper. One (1) bid meeting specification was received by Xylem Water Solutions U.S.A., Inc.
NIGP Code Used for Solicitation: 890-Water Supply, Groundwater,
Sewage Treatment, & Related
Equipment
Notifications sent for Solicitation sent in IonWave: 132
Number of Suppliers that viewed Solicitation in IonWave: 12
HUB-Historically Underutilized Business Invitations sent out: 4
SBE-Small Business Enterprise Invitations sent out: 32
Responses from Solicitation: 1
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
This item will go to the Public Utilities Board (PUB).
RECOMMENDATION
Award a contract with Xylem Water Solutions U.S.A., Inc., for the purchase of equipment, materials and
parts for the operation and maintenance of the ultraviolet disinfection system at the Wastewater treatment
plants, in a five (5) year not-to-exceed amount of $550,000.
PRINCIPAL PLACE OF BUSINESS
Xylem Water Solutions U.S.A., Inc.
Charlotte, NC
ESTIMATED SCHEDULE OF PROJECT
This is a five (5) year contract.
FISCAL INFORMATION
These items/services will be funded by the Wastewater operating budget account 640100.6525 on an as
needed basis. The budgeted amount for the purchase of equipment, materials and parts for the operation
and maintenance of the ultraviolet disinfection system at the Wastewater treatment plants for the next 5
years is $550,000.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Frank Pugsley, 940-349-8086.
Legal point of contact: Mack Reinwand at 940-349-8333.