2013 2:00:00 PM

Monday, February 11, 2013 2:00 PM
745 Fourth St, Sparks, NV 89431

General Business: 6.3

Title: Consideration, discussion and possible acceptance of a report concerning spending in response to the emergency declared at the Truckee Meadows Water Reclamation Facility specific to the incident discovered on January 11, 2013.

Petitioner/Presenter: Dan Marran, CPPO, C.P.M. – Contracts and Risk Manager/Dan Marran, CPPO, C.P.M. – Contracts and Risk Manager

Recommendation: Receive information concerning the purchase orders and contracts executed to-date in response to the emergency condition that has been declared at the Truckee Meadows Water Reclamation Facility.

Financial Impact: 2,602,883.98

Total Costs: $2,602,883.98

Fund: Joint Treatment Plant Account: 603242
Program: Headworks to Grit Chamber Pipe Failure 2013 - TMWRF (131517)
Amount: $2,602,883.98 Budget Status: Over Budget (See Budget Correction Plan)

Budget Correction Plan:
Response to Emergency Condition

Business Impact (Per NRS 237):
A Business Impact Statement is not required because this is not a rule.

Agenda Item Brief: The purpose of this item is to provide a formal update to the City Council, as required by NRS, regarding expenses that have been identified and encumbered in response to the emergency condition declared at the Truckee Meadows Water Reclamation Facility, due to the failure of influent pipes at the facility. Per NRS requirements governing emergency procurements, “the authorized representative shall report the contract or contracts to the public body at the next regularly scheduled meeting of the public body,”

Background: On January 11, 2013 a failure of equipment at the Truckee Meadows Water Reclamation Facility was discovered that resulted in the City initiating emergency actions to immediately mitigate the problem at hand and to relieve stress on systems so that further inspection and planning for correction could occur. Specifically, pressurized leaks were discovered in 2 (of 4) pipes that feed sewage to the treatment plant headworks. The cause of the leaks remains unknown. Immediate and temporary repairs were made to plug the obvious leaks, however, it is suspected that the deterioration of these pipes extends beyond where they may be visible. The temporary nature of the repair and the need to determine whether the length of pipe between the leak and the headworks of the treatment plant, caused staff to seek the declaration of an emergency so that the installation of a bypass or “pump-around” could occur immediately. Once the bypass system is functional, the plant will dry out the existing permanent system so that a full inspection can be made and a cure for the deterioration of the system can be designed and installed. The condition the Treatment Plant has experienced meets the definition of an emergency as found in NRS 338.010 which includes: “an emergency which results from a natural or artificially created disaster and which threatens the health, safety or welfare of the public.” Failure of systems at the Treatment Plant can result in threats to public health in a variety of ways. The City Council ratified a declaration of emergency at their regular meeting on January 14, 2013. NRS 338.010 requires the reporting of contracts to the public body at the next regularly scheduled meeting of that body. This staff report is intended to suit that purpose.

Analysis: The attachment to this staff report is a spreadsheet that details the purchase orders that have been encumbered in response to the declared emergency. While there may be some minor costs that have yet to be identified/reported, this represents the bulk of charges as of January 30, 2013. It is important to note that the total shown in the table is not indicative of the costs incurred to date. The purchase orders for Munson Pump Services and Thomas Petroleum provide for up to three months of operations. The expenses that are detailed include the costs for the immediate cure of the leaks and are then followed by the expenses specific to the bypass system that had to be delivered and installed It is expected that these costs will cover the entirety of the emergency period up to the point that a solution to the system failure is determined and the process to install that solution is implemented under a standard bidding process, either by the City of Sparks or the City of Reno (depending on the solution). TMWRF staff will return to the City Council at a formal meeting in March to ask for ratification of the individual contracts.

Alternatives: None

Recommended Motion: I move to accept the report of expenses specific to the emergency response at the Truckee Meadows Water Reclamation Facility related to the incident discovered on January 11, 2013.

Attached Files:

TMWRF Emergency POs.pdf

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