Sparks City Council Meeting 4/14/2014 2:00:00 PM

    Monday, April 14, 2014 2:00 PM
    Council Chambers, Legislative Bldg, 745 4th St, Sparks, NV

General Business: 6.5

Title: Consideration and possible approval to award ERS Industrial Services, Inc. a contract in the amount up to $291,397.67 to provide materials and maintenance services to the Tertiary Sand Filtration process at Truckee Meadows Water Reclamation Facility (TMWRF).
Petitioner/Presenter: Neil C. Krutz, P.E. – Deputy City Manager/Michael Drinkwater, P.E. – TMWRF Plant Manager / Todd Saxberg- TMWRF Operations Mgr.
Recommendation: Staff recommends that the Council approve a contract for ERS Industrial Services, Inc. to provide maintenance services to TMWRF.
Financial Impact: There is no General Fund impact. $3,517,568.30 of appropriations remains in the TMWRF operational budget approved by the JCC March 6, 2013 for Fiscal Year 13-14. Up to $291,397.61, in expenses associated with this filter media replacement will be charged to Fund 5605, Account 603445, Equipment and Furnishings- Non-Capital, under Program 131505, TMWRF Operations. Following quarterly reconciliation of TMWRF’s operating expenses, affecting the Sanitary Sewer Operations fund (1630), Sparks is expecting reimbursement from the City of Reno based on actual flow splits provided by ADS Environmental as outlined in the interlocal agreement for the operations of the facility, for the actual cost of this contract. Table 1 (attached) shows the flow split percentages and the cost for each city.
Total Costs: $291,397.67
Fund: Joint Treatment Plant    Account: 603445
Program: TMWRF Operations (131505)
Amount: $291,397.67    Budget Status: Budget Exists
Business Impact (Per NRS 237):
A Business Impact Statement is not required because this is not a rule.
Agenda Item Brief: City staff is asking the City Council to approve a contract with ERS Industrial Services, an amount not to exceed $ 291,397.67 to provide new filter media and minor corrective maintenance service for the Tertiary Sand Filtration process. The City of Sparks share for this contract will be up to $ 94,383.71. This work was put out for public bid under City of Sparks Bid #13/14-020 on March 12, 2014 and ERS Industrial Services, Inc. was the lowest bidder and met the specifications within the bid package.

Background: The Tertiary Sand Filtration process at TMWRF provides for the removal of any fine particulate material after the majority of nutrients are removed by preceding processes. This includes total suspended solids, particulate Phosphorous, and particulate Nitrogen. Each filter cell has three different types of media: gravel, sand and anthracite. A recent analysis of these media in each of twelve (12) has indicated that upwards of 50% of the anthracite and sand has deteriorated or reached a small enough diameter to be washed out of the process. This project will add media to each filter cell to restore the volume to the design level. Additionally, water distribution heads that are broken or malfunctioning will be replaced. The work also includes an inspection of each cell that will apprise TMWRF of any additional deficiencies within this process.

Analysis: Solicitation for the Sand Filtration Project contract, under Bid #13/14-020, was advertised on March 12, 2014 in the Reno Gazette Journal and known interested vendors were alerted to the availability to the bid package via the City of Sparks internet website. Four (4) bids were publicly opened on March 25, 2014 at 2:00 PM at Sparks City Hall. ERS Industrial Services was the lowest responsive and responsible bidder. The results of the bid are shown in Table2 (attached). If approved, the City of Sparks will enter into a contract with ERS Industrial Services, Inc.

Alternatives: Council could direct the Manager to have staff provide other alternatives.

Recommended Motion: I move to approve Council award Bid # 13/14-020, for maintenance services, to ERS Industrial Services, Inc..

Attached Files:
     Table 1 and Bid Results.pdf
     ERS Contract-Sand Filtration.pdf
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