Sparks City Council Meeting 6/11/2012 2:00:00 PM

    Monday, June 11, 2012 2:00 PM
    745 4th Street, Sparks, NV 89431

Consent Items: 5.5

Title: Consideration and possible approval to award Bid #11/12-032 for Digester Cleaning to Clean Harbors Environmental Services at a unit cost of $79,557.00/digester.
Petitioner/Presenter: Neil C. Krutz, P.E. – Deputy City Manager/David Bruketta – Plant Manager/ Todd Saxberg – Operations Manager
Recommendation: Staff recommends to City Council the bid and associated contract to Clean Harbors Environmental Services to perform preventative maintenance duties and digester cleaning at TMWRF based on formal bid process selection.
Financial Impact: There is no general fund impact. Cost associated with this fiscal year is up to $79,557. 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, 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 inter local agreement for the operations of the facility, of the actual cost of this contract.
Total Costs: $79,557.00
Fund: Joint Treatment Plant    Account: 603242
Program: TMWRF Maintenance (131510)
Amount: $79,557.00    Budget Status: Over Budget (See Budget Correction Plan)
Budget Correction Plan:
Frozen appropriations in Fund 5605 will be moved to provide the necessary budget.
Business Impact (Per NRS 237):
A Business Impact Statement is not required because this is not a rule.
Agenda Item Brief: City staff is recommending the City Council award Bid #11/12-032 and an associated contract to Clean Harbors Environmental Services at a unit price of $79,557 to perform preventative maintenance and digester cleaning on anaerobic digestion equipment. Regular digester cleaning services are needed in order to ensure the continued sustainability of the anaerobic digestion system. The formal bid process has been completed and a competitive bid from a competent firm has been selected.

Background: The Truckee Meadows Water Reclamation Facility is a regional wastewater treatment plant. The anaerobic digestion process utilizes five digester tanks with 1.3 million gallon liquid capacity. These tanks perform solids digestion under heated, anaerobic conditions. Over time a certain amount of inorganic or indigestible solids build up within each tank. Left unchecked this buildup can begin to effect process capacity. Generally every five years has historically been a reasonable cleaning frequency.

Analysis: Staff has identified a need to contract with outside sources to perform preventative maintenance and digester cleaning to anaerobic digestion equipment. Performing regular maintenance on process equipment is a necessary and responsible function in the operation of a regional wastewater utility. A regularly scheduled cleaning will support the continued ability of TMWRF to successfully operate the anaerobic digestion process. To comply with required frequency of performing digester cleaning once every five years on five digestion tanks this procedure will begin appearing annually. The City of Sparks issued a formal Request for Bids on April 18, 2012. Bid documents were sent to regional plan rooms and 14 individual firms that requested bid documents. Six responses were received and the bid re-cap is attached to this staff report. Prices ranged from the recommended low-bid at $79,557 to $128,420 with two declared “no-bid” responses. The recommended firm is experienced in this classification of work and has been a service contractor at the facility for different needs over time. The recommended contract establishes a unit price to clean each digester, as cleaning requirements and plant schedule allow at the identified unit price. The contract is established at an initial 12-month term with an allowance for mutually agreeable options to extend the agreement, should service meet the continuing requirements of the facility.

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

Recommended Motion: I move to award Bid #11/12-032 for Digester Cleaning to Clean Harbors Environmental Services at a unit cost of $79,557.

Attached Files:
     Bid Re-cap -Digester Cleaning.pdf
     Clean Harbors Contract.pdf
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