HomeMy WebLinkAboutStaff Report 3.B 09/16/2013 . ig-exda'Ire vw#3 . (33
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2858
DATE: September 16, 2013
TO: Honorable Mayor and Members of the City Council.through City Manager
FROM Dan St..John F.ASCE— Director, Public Works and Utilities
Matthew Pierce, Operations;Supervisor, Ellis CreekWater Recycling Facility
SUBJECT: Resolution Authorizing,the,City Manager to.Execute an Amendment to the
Agreement with S&S Trucking for the Hauling and`,Beneficial Reuse or Disposal
of City.Biosolids
RECOMMENDATION
It is recommended that the'City Council adopt the attached resolution authorizing the City
Manager to Execute an Amendment:to,the Agreement with•S&S Trucking for the Hauling and
Beneficial Reuse or DisposalofBiosolids.
BACKGROUND
Biosolids denotes a stable solid's byproduct of domestic wastewater treatment that can;he,
beneficially utilized as soil amendment.°and>fertilizer in contrast to raw, untreated:sewage sludge.
Biosolids are produced in the'solids train" when bacteria•and.other microorganisms breakdown
waste activated sludge from the "liquid'form" into simpler.and more'stable forms of organic
matter. These bio-solids are:dewatered, and loaded into water-tight>trailers which are trucked to
sites approved by the EPA for;Class B'biosolids land application, or to a landfill for beneficial
use as a soil amendment for dike construction or daily cover.
In 2009, the City hired Brelje•& Race Consulting_Civil Engineers to'develop a Request for
Proposals (RFP) for hauling'and:reuse or disposal ofbiosolids in June 2009. The City Council
awarded:the current five-year contract.
The current contract=was"based:on theoretical biosolids production using design criteria for the
newly constructed treatment plant and flow data prior to the,plantbeing on line: The contract
provides for annual price,adjustments based on the All Urban Consumer Price Index San
Francisco;Bay Area(CPI), and the Retail On-Highway Diesel Prices,established by the United
States Government'Energy Information Administration..'With-over 4(years•of operation, actual
biosolids,production have beenhigher than originally estimated, necessitating an amendment to
the:existing contract to•raise the-not-to-exceed'limit appropriately.
Agenda Review
City Attorne' ./ Finance.Director City Manager
DISCUSSION
The:purpose:of this.amendment is toy increase the current agreement not-to-exceed limit in order
for S&S Trucking to continue hauling biosolids until the'current-agreement expires on.May 27,
2014 (Attachment 2). 'S&S Trucking,has met the City's performance expectations`for this
agreement, and no liquidated damages have been levied against the contractor. The necessity of
the amendment is strictly due-to the-increased biosolids production.
Biosolids production:at the'treatmentplantis greater than the 2009 estimates based in part on
higher than expected influent BOD (Biological Oxygen Demand)-concentrations which measures
the organic strength of wastewater flowing into the treatment plant. The treatment plant's
influent BOD concentrations have increased annually from an average of 302 mg/L in 2010 to an
average of 356 mg/L in 2013. The average influent BOD;concentration for 2013 is 29% greater
than the design criteria of 275'mg/L., Increases in the organic loading of a treatment plant will
result in a proportional biosolids production. The increase in the estimated biosolids
production necessitates.anincrease.to the current agreement in the amount of$288,000.00, over
the life of the current 5-year contract which expires in May 2014.
FINANCIAL IMPACTS
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The amount budgeted in the:account 6600.66700.54310 for FY 2013/14 is.$540,000.00, which is
sufficient to cover the proposed contract amendment. Staffrecommendsthat the current
Agreement with S&S Trucking be amended by increasing;the total "Not to Exceed Amount" by
$288,000.00`to $1,708,770.00. As stated in the discussion above, the current 5-year contract
with S&S Trucking'expires'on May-27, 2014.
ATTACHMENTS
1. Resolution
2. Signed Amendment by S&S Trucking
® Items listed below are large in volume and are not attached to this'report, but may be viewed in the
City Clerk's office.
3. Agreement w/Attachments
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Attachment 1
RESOLUTION APPROVING AN:AMENDMENT TO THE,AGREEMENT WITH S&S
TRUCKING FOR THE`HAULING)AND BENEFICIAL REUSE OF`CITY BIOSOLIDS
WHEREAS, on May 18, 2009, City Council approved the execution of an Agreement with S&S
Trucking for the Hauling and.Beneficial Reuse of City Biosolids; and
WHEREAS, the agreement with S&S'Trucking commenced on June 11, 2009, and
WHEREAS, the organic,loading to the treatment plant has increased resulting'in a proportional
increase in biosolidsproduction; and
WHEREAS,the current Contractamount is insufficient to`pay for,hauling services through May
27, 2014; and
NOW, THEREFORE;,BE ITRESOLVED that the Petaluma City Council hereby:
I. Increases;the project budget by$288,000,.which increases the total project budget
amount from $1,420;770 to $1,708,770.00
2. Authorizes the City Manager to.execute:an amendment to the'professional services
agreement with S&S Trucking in the amount of$288,000.00for continued hauling and
beneficial reuse of the City's biosolids.
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Attachment 2
AMENDMENT'NO. One
TO PROFESSIONAL SERVICES AGREEMENT FOR
Hauling and Berlefieial.RCUSer"'or Disposahof City yB ioso lids
EllisiCreek Water Recycling Facility.
6600 66700.54310
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THE AGREEMENT entered into,and effective as of;June.I 2009 by and.between,the City of
Petaluma, a municipal corporation and acharter city y'(hereinafter referred to as "City"') and S&S
Trucking (hereinafter referred to as"Consultant") is hereby amended.as follows:
1, The "Not-to-Exceed Amount" specified in Section 2.A is amended as follows:
Original Agreement Amount $1,420,770.00
Amendment No. One $ '288,000.00
Total Not-to-Exceed Amount $1,708,770.00
IN WITNESS WHEREOF,the patties hereto have executed this document the day of
, 20 .
CITY OF PETALUMA CONSJJ .TANT--
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By (f/
City Manager Signature_.
ATTEST: rnC V: ,C) sA,C_!L_.,.Z__. ‘.%.i?
Name and Title
City Clerk
Address
APPROVED AS TO FORM: i c
Lic&z-
City State Zip
City Attorney
(VT ; 1 - >< <-
APPROVED: Taxpayer.ID.Number
`^' '`1.6 '
Department:Director Petaluma Business Tax Certiticate Number
APPROVED:
Risk Manager
APPROVED:
FinanceDirector
file name:
1 .
Amendment To Professional Services Agreement(Cost of Conlrart):„4,
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