REPORT TO COUNCIL
SUBJECT
Title
Award of Contract to Wastewater Solids Management, Inc. for Digesters No. 2 and No. 3 Cleanout 2018 Project (F19-053)
Report
REPORT IN BRIEF
Approval is requested to award a contract to Wastewater Solids Management, Inc. of Yerington, NV, in the amount not to exceed $269,690, for the Digesters No. 2 and No. 3 Cleanout 2018 project.
EXISTING POLICY
In accordance with Section 2.08.060 of the Sunnyvale Municipal Code, maintenance work anticipated to cost more than $50,000 is conducted through the issuance of an Invitation for Bids (IFB), with a contract awarded to the lowest responsive and responsible bidder.
Pursuant to Section 2.08.040 of the Sunnyvale Municipal Code, City Council approval is required for the procurement of goods and services exceeding $100,000, in any one transaction.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) determination for the project is a categorical exemption pursuant to CEQA Guidelines Section 15301(b), for existing publicly-owned utilities facilities involving negligible or no expansion of use beyond which presently exists.
BACKGROUND AND DISCUSSION
The Water Pollution Control Plant has four anaerobic digesters that require periodic cleaning to remove accumulated debris that become trapped inside during normal operations. Over time, inorganic debris accumulates at the bottom of each digester. Other material collects through the mixing action of the pumping system and floats to the top of the digester tank, creating a thick mat. The excessive accumulation of these materials at the bottom of the digester and floating material at the top can damage the digester systems when regular maintenance does not occur.
Currently, Digester No. 2 and No. 3 are experiencing performance issues related to the debris accumulation mentioned above. Additional digester cleaning work is currently being procured.
An Invitation for Bids was issued on October 31, 2018 through the DemandStar public procurement network and 12 firms requested bid documents. Four firms attended the non-mandatory pre-bid conference and four bids were publicly opened on December 5, 2018 (see Attachment 1 - Bid Summary). Wastewater Solids Management, Inc. submitted the lowest responsive and responsible bid in the amount of $269,690.
FISCAL IMPACT
Funding is available in Project 833060 (Annual Digester Cleaning).
Funding Source
This project is funded by the Wastewater Management Fund.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk and on the City's website.
RECOMMENDATION
Recommendation
Award a contract to Wastewater Solids Management, Inc. of Yerington, NV in the amount not to exceed $269,690 in substantially the same form as Attachment 2 to the report and authorize the City Manager to execute the contract when all necessary conditions have been met and Find that the Action is exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301(b), for existing publicly-owned utilities facilities involving negligible or no expansion of use beyond which presently exists.
Staff
Prepared by: Gregory S. Card, Purchasing Officer
Reviewed by: Timothy J. Kirby, Director of Finance
Reviewed by: Ramana Chinnakotla, Director of Environmental Services
Reviewed by: Teri Silva, Assistant City Manager
Approved by: Kent Steffens, City Manager
ATTACHMENTS
1. Bid Summary
2. Draft Maintenance and Repair Contract