CITY COUNCIL AGENDA MEMORANDUM

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Edgar Strickland
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CITY COUNCIL AGENDA MEMORANDUM City and County of Broomfield, Colorado To: From: Prepared by: Mayor and City Council Charles Ozaki, City and County Manager Jim Becklenberg, Assistant City and County

1 CITY COUNCIL AGENDA MEMORANDUM City and County of Broomfield, Colorado To: From: Prepared by: Mayor and City Council Charles Ozaki, City and County Manager Jim Becklenberg, Assistant City and County Manager David Allen, Director of Public Works Jill Johnson, Facility Services Superintendent Meeting Date Agenda Category Agenda Item # August 9, 2016 Consent 7 (e) Agenda Title: Proposed Resolution No , Authorizing and Approving an Agreement with Aquatic Chemical Solutions, Inc. for the Removal and Replacement of the Secondary Disinfection System at the Paul Derda Recreation Center Pool Summary The Facility Services Division of the Public Works Department maintains 23 municipal buildings throughout the City and County of Broomfield. Building maintenance covers all structural, mechanical, and electrical systems, as well as pool operations at the Paul Derda Recreation Center (PDRC), the Broomfield Community Center, and The Bay Aquatic Park. Disinfection systems are required in swimming pools to kill infectious microorganisms introduced from swimmers and environmental objects such as dirt and debris. Chlorine is the primary source of disinfection at the PDRC pool for normal operations. Because some types of bacteria are resistant against chlorine, the pool has an additional ozone disinfection system that kills the more resistant strains of bacteria. The ozone system, which was installed in 2003, is used during periods of high occupancy or after fecal accidents to decrease the time before the pool can be reopened to the public. The manufacturer of the existing ozone system has gone out of business, and repair parts are increasingly difficult to obtain due to the obsolescence of the model. Estimated costs to replace the equipment with a similar ozone disinfection system range from $100,000 to $150,000. Ultraviolet (UV) disinfection has become the new industry standard for non-chemical sanitation and has been approved by the Colorado Department of Health and Environment. In-line ultraviolet light performs the same as the ozone system to assist chlorine in killing resistant germs, bacteria, and diseases. Parts for UV systems are readily available at a fraction of the cost of the ozone system. A UV system will expedite in-house repairs, reduce downtime, and eliminate additional costs for chlorine to shock the pool following a fecal accident. On June 21, 2016, staff prepared and published an Invitation for Bid (IFB ) on the Rocky Mountain E-Purchasing System (BidNet) for removal of the existing ozone disinfection system and the purchase and installation of an UV disinfection system. One vendor, Aquatic Chemical Solutions, Inc., submitted a bid by the July 1, 2016, deadline with a total equipment, materials, and labor cost of $49,910. Staff evaluated the bid and determined that it conformed to Broomfield s specifications. In reviewing the other vendors that pulled the information from BidNet but did not submit bids, only one vendor was actually a pool vendor; the remaining were construction or plumbing companies. Staff contacted the single pool vendor who indicated that the project schedule could not be fit in with their current workload, and they could not meet the required specifications, which require a single pass for disinfection. Aquatic Chemical Solutions, Inc. has performed various repair and maintenance functions for Broomfield s aquatic facilities for several years. The company has installed similar UV systems for the cities of Aurora, Lafayette, and Louisville, as well as local private entities. The 2016 Capital Improvement Asset Replacement budget included an allocation in the amount of $50,000 for replacing the PDRC ozone disinfection unit with a UV disinfection system. Section of the Broomfield Municipal Code requires Council approval when the aggregate of multiple purchase agreements in any calendar year with a single vendor for the same or similar supplies or services exceeds $75,000. Current year-to-date expenditures with Aquatic Chemical Solutions, Inc. have totaled $53,502 for various repair and maintenance services. The proposed project in the amount of $49,910 will result in aggregate expenditures exceeding $75,000 in Accordingly, the agreement with Aquatic Chemical Solutions, Inc. is being presented for consideration of Council approval. Proposed Resolution No would authorize and approve an agreement with Aquatic Chemical Solutions, Inc. for the purchase and installation of an ultraviolet disinfection system for the Paul Derda Recreation Center pool for an amount not to exceed $49,910. Prior Council Action Council adopted Resolution approving the 2016 budget and Capital Improvement Projects/Asset Replacement on October 13, Financial Considerations The table below summarizes the sources and uses of funds for purchasing the ultraviolet disinfection system. Sources and Uses of Funds Sources of Funds 2016 Asset Replacement Non-Mobile Account $ 50,000 Total Funds Available $ 50,000 Uses of Funds Purchase and Installation of Ultraviolet System $ 49,910 Total Uses of Funds $ 49,910 Projected Balance $ 90 Do not replace the existing unit and continue to attempt repairs. Alternatives Based on the above, it is recommended Proposed Actions/Recommendations That Resolution No be adopted. 7 (e) - Page 1

2 Removal and Replacement of Pool Disinfection System Paul Derda Recreation Center Page 2 BACKGROUND The Facility Services Division of the Public Works Department maintains 23 municipal buildings throughout the City and County of Broomfield. As an internal support organization, Facility Services is responsible for providing building environments that are safe, healthy, and comfortable for employees and visitors. Building maintenance covers all the structural, mechanical, and electrical systems, as well as pool operations at the two recreation facilities and the outdoor aquatic venue. Disinfection systems are required in swimming pools to kill infectious microorganisms introduced from swimmers and environmental objects such as dirt and debris, which can cause users to become ill. Chlorine is the primary source of disinfection at the Paul Derda Recreation Center pool. Because some types of bacteria are resistant against chlorine, the pool has an additional ozone disinfection system that can assist chlorine in killing the resistant strains. The ozone system, which was installed in 2003, is used during periods of high occupancy or after fecal accidents to decrease the time before the pool can be reopened to the public. The manufacturer of the ozone system has gone out of business, and repair parts are increasingly difficult to obtain due to the obsolescence of the model. Estimated costs to replace the equipment with a similar ozone disinfection system range from $100,000 to $150,000. Ultraviolet (UV) disinfection has become the new industry standard for non-chemical sanitation and has been approved by the Colorado Department of Public Health and Environment. The UV process includes a high-intensity germicidal light ray emitted after the pool s filtration system to alter or disrupt the DNA or RNA of targeted organisms such as algae, bacteria, viruses, cysts, and protozoa. In-line UV light performs the same as the ozone system to assist in killing germs, bacteria, and diseases that chlorine alone cannot. Parts for UV systems are readily available at a fraction of the cost of the ozone system. Installation of a UV system will expedite in-house repairs, reduce downtime, and eliminate additional costs for chlorine to shock the pool during a fecal event. REQUEST FOR BIDS An Invitation for Bid (IFB ) for removal of existing equipment, and purchase and installation of a new Ultraviolet Disinfection System was posted on the Rocky Mountain E-Purchasing System (BidNet) on June 21, Due to the fast track nature of this project coupled with potential lead times for parts and equipment, Facility Services requested the project be broken into two separate phases. Neither phase will require downtime, so pool patrons will be allowed to use the facility during installation. Phase I: Remove old plumbing. Install a three-valve bypass system where the proposed ultraviolet system will be housed. All plumbing will be required to be completed during the annual maintenance closure from August 22 to August 28, 2016, when the pool system is off and drained. Phase II: Remove existing ozone system and install an in-line ultraviolet system, including connection to the Phase I plumbing and all control programming. One vendor, Aquatic Chemical Solutions, Inc., submitted a bid by the July 1, 2016 deadline. Staff evaluated the bid and determined that it conformed to Broomfield s specifications. In reviewing the other vendors that pulled the information from BidNet but did not submit bids, only one vendor was actually a pool vendor; the remaining were construction or plumbing companies. Staff contacted the single pool vendor who indicated that the project schedule could not be fit in with their 7 (e) - Page 2

3 Removal and Replacement of Pool Disinfection System Paul Derda Recreation Center Page 3 current workload, and they could not meet the required specifications, which require a single pass for disinfection. Below is a breakdown of the bid received. Labor Electrical Equipment/Materials TOTALS Phase I $ 800 $ 0.00 $ 6,250 $ 7,050 Phase II $ 1,000 $ 2,875 $ 38,985 $ 42,860 Project Total $ 49,910 The bid received from Aquatic Chemical Solutions, Inc. includes a one-year warranty on all labor associated with the installation, one-year warranty for materials, and a two-year warranty for the associated drive and controllers. Aquatic Chemical Solutions, Inc. has been a responsive and reliable vendor for several previous projects for the City and County of Broomfield. FINANCIAL ANALYSIS Section of the Broomfield Municipal Code requires Council approval when the aggregate of multiple purchase agreements in any calendar year with a single vendor for the same or similar supplies or services exceeds $75,000. Current year-to-date expenditures with Aquatic Chemical Solutions, Inc. have totaled $53,502 for various repair and maintenance services. The proposed project in the amount of $49,910 will result in aggregate expenditures exceeding $75,000 in Accordingly, the agreement with Aquatic Chemical Solutions, Inc. is being presented for consideration of Council approval. The table below summarizes the proposed sources and uses of funds. Sources and Uses of Funds Sources of Funds 2016 CIP Equipment Non-Mobile Account $ 50,000 Total Funds Available $ 50,000 Uses of Funds Purchase and Installation of Ultraviolet Disinfection System $ 49,910 Total Uses of Funds $ 49,910 Projected Balance $ 90 RESOLUTION NO Proposed Resolution No would authorize and approve an agreement with Aquatic Chemical Solutions, Inc. for the purchase and installation of an Ultraviolet Disinfection System for the Paul Derda Recreation Center pool. Staff recommends adoption of Resolution No (e) - Page 3

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Ozone PLUS Germicidal UV Advanced Oxidation Process (AOP) A Synergistic Sanitation Approach for Residential Pools

Ozone PLUS Germicidal UV Advanced Oxidation Process (AOP) A Synergistic Sanitation Approach for Residential Pools Types of Ozone & UV Systems Ozone gas can be produced by passing air (or oxygen) through