Memorandum
City of Lawrence
Utilities Department
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TO: |
David L. Corliss – City Manager Cynthia Wagner - Assistant City Manager Diane Stoddard - Assistant City Manager |
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FROM: CC: |
Mike Lawless – Asst. Director of Utilities Dave Wagner – Director of Utilities |
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Philip Ciesielski – Asst. Director of Utilities Dave King – Utilities Maintenance Manager Alan Landis – Purchasing Specialist |
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Date: |
July 15, 2010 |
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RE: |
July 27, 2010 Agenda Item – Award for a Gas Chromatography/Mass Spectrometer Instrument |
Please include the following item on the City Commission Agenda for consideration at the July 27, 2010 meeting:
Award Bid No. B1034 for a Gas Chromatography/Mass Spectrometer Instrument to Agilent in the amount of $82,211.97.
Project History/Status
The Utilities Department requested a bid date for a Gas Chromatography/Mass Spectrometer Instrument. This instrument is used to evaluate the levels of volatile organic compounds in water.
Taste and/or odor events in drinking water are caused by volatile organic compounds released by excessive algae growth in the Clinton Lake. The concentrations of these taste and odor causing compounds can fluctuate from day to day.
Currently water at the Clinton plant is tested for algae byproducts by an out of state laboratory on a weekly basis with a turnaround time for results of 3 days. Activated carbon is used in the treatment process to reduce or eliminate the presence of taste and odor compounds. The decision of how much activated carbon to use is based on one weekly analytical result.
Total Trihalomethanes (TTHM) are volatile disinfection byproducts compounds that are formed during disinfection of drinking water. These compounds are considered cancer causing and are regulated by EPA at a Maximum Contaminant Level (MCL) of 80 micrograms per liter (µg/L). Natural organic matters, disinfection, retention time of the water in the distribution system and temperature affect the formation of these compounds.
In order to maintain TTHMs at concentrations below the MCL during peak months, the chemical treatment at the Kaw and Clinton plants and the recirculation of water in the distribution system are increased. These decisions are made on the basis of one analytical result per month. These analyses are also conducted at an out of state laboratory with a turnaround time of 10 days.
The cost of contracting this analytical work for all of these byproduct compounds is $32,800 per year. The cost in 2010 for the activated carbon (Calgon WHP800 PAC) used at the Clinton WTP is $1,710.00 per ton or $0.855 per pound. The cost varies with the parts per million (ppm) used during treatment.
For example:
1. 7ppm with a flow of 6 million gallons per day would be 350.28 lbs per day = $299.49 per day
2. 29ppm with a flow of 6 million gallons per day would be 1,451.16 lbs per day = $1,240.74 per day.
In-house testing for algae byproduct compounds and disinfection byproducts will allow for more frequent analysis, faster results and allow for a quicker response to taste and odor problems. It also will allow for more targeted and precise use of chemicals.
On 6/22/10 the City Commission approved a bid date of 7/13/10 for this instrument. Two bids were received along with a response declining to submit a bid. The bid summary is as follows:
The GC/MS instrument submitted by Varian did not meet the bid specifications. Specifically, the bid required an integrated retention time locking module and a Quadrupole Mass Filter consisting of a monolithic quartz structure with true hyperbolic shape rods. None of these features are included on the Varian instrument. Also, in May of this year Varian was purchased by Agilent. To meet regulatory requirements, the Gas Chromatography lines sold by Varian and included in their bid will be divested to a third company. Long-term support and maintenance of the Varian equipment is uncertain at this time.
Project Funding: The equipment will be funded from the 2010 Operations and Maintenance Budget 501.7.7510.6005 with a budget of $71,000 for capital equipment. The balance will come from the savings in outside laboratory testing and shipping fees.
Action Request: Staff recommends award of Bid No. B1039 for a Gas Chromatography/Mass Spectrometer Instrument to Agilent in the amount of $82,211.97.
Thank you for your assistance. Please advise if you have any questions.