Sparks City Council Meeting 3/12/2012 2:00:00 PM

    Monday, March 12, 2012 2:00 PM
    Sparks Legislative Building - 745 4th Street, Sparks, NV

Consent Items: 5.5

Title: Consideration and possible approval of a contract with Quality Control Systems (QCS) to perform preventative maintenance duties and repairs at the Truckee Meadows Water Reclamation Facility (TMWRF) in the amount not to exceed $38,000.
Petitioner/Presenter: Neil C. Krutz, P.E., Deputy City Manager of Community Services/David Bruketta,Plant Manager and Kim Laber, Maintenance Manager
Recommendation: Staff recommends City Council approve a contract with QCS to perform preventative maintenance duties and repairs at TMWRF based on an agreed upon hourly rate.
Financial Impact: There is no general fund budget impact. Cost associated with this fiscal year is $38,000. This expense will be charged to Fund 5605, Account 603242, Professional Services – Other, under Program 131510, TMWRF Maintenance. Following quarterly reconciliation of TMWRF’s operating expenses; Sparks is expecting reimbursement from the City of Reno based on the percentage flow split, of the actual cost of this contract.
Total Costs: $38,000.00
Fund: Joint Treatment Plant    Account: 603242
Program: TMWRF Maintenance (131510)
Amount: $38,000.00    Budget Status: Over Budget (See Budget Correction Plan)
Budget Correction Plan:
Money will be moved from the Contingency fund to the Operating fund to provide for this expense.
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 Quality Control Systems (QCS) in the amount not to exceed $38,000 to perform preventative maintenance and repairs to facility equipment. Contracted services are needed in order to ensure the continued sustainability of the treatment plant. An hourly rate for these services has been agreed upon with QCS to perform these duties.

Background: The Truckee Meadows Water Reclamation Facility is a regional wastewater treatment plant. Major portions of the facility are over 44 years old and are requiring increased amounts of maintenance to keep them operational and functioning.

Analysis: Staff has identified a need to contract with outside sources to perform preventative maintenance and reactive repairs to facility equipment. Staffing levels have been reduced at TMWRF generating a need for contractor services. An apprentice contractor has been used on a trial basis to complete preventative maintenance on facility equipment. Metrics validate the need for continued contracting of ongoing preventative maintenance work. A request for informal quotes was sent out to four (4) companies to bid an hourly rate for contractor services. Results of this process to perform Preventative Maintenance are attached. Quality Control System had the lowest per hour charge of $60 / hour. Based on an 8 work hour per day calculation, 632 work hours are available for the remainder of this fiscal year. At $60/hour, the total cost would not exceed the $38,000 cap on total expenses.

Alternatives: City Council could direct staff to provide other alternatives.

Recommended Motion: I move to approve a contract with Quality Control Systems in an amount not to exceed $38,000.

Attached Files:
     QCS Bid List.pdf
     QCS quote.pdf
     QCS Contract-March.pdf
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