HomeMy WebLinkAboutStaff Report 3.D 02/27/2006CITY OF PETALUMA, CALIFORNIA &D
AGENDA BILL February 27, 2005
Aeenda Title: Resolution Rejecting The Sole Bid for the Hauling Meetine Date: February 27, 2006
and Management of Water Pollution Control Plant Wastewater
Biosolids and Grit.
Cateeory (check one):
❑ Unfinished Business
Department:
Water Resources &
Conservation
Meetine Time: ® 3:00 PM
❑ 7:00 PM
® Consent Calendar ❑ Public Hearing ❑ New Business
❑ Presentation
Director:
Michael Ban, P.E.
M
Cost of Proposal: Not Applicable (N/A)
Amount Budeeted: N/A
Attachments to Aeenda Packet Item:
Proposed Resolution Rejecting The Sole Bid
Location Map (Exhibit A)
Contact Person:
Margaret Orr, P.E.
Phone Number:
778-4589
Account Number:
N/A
Name of Fund: N/A
Summary Statement: The City received one (1) bid for the Hauling and Management of Water Pollution
Control Plant Wastewater Biosolids and Grit for $197,860.00 on December 8, 2005. The bid did not
conform to the City's bid requirements.
Recommended Citv Council Action/Sueeested Motion: City Management recommends that the City
Council adopt the resolution rejecting the sole bid.
Reviewed by Admin. Svc. Dir:
Date:
Todav's Date:
1/24/06
Reviewed by City Attornev:
QDate:
Revision # and Date Revised:
I
ADDroveAl by City Manaeer:
Date:
File Code: SAWR&C\wastewa1er\6210\60-
biosolidss\CCTfeb 27, 2006\reject bids Agenda Bill and
CC Report.doc
CITY OF PETALUMA, CALIFORNIA
FEBRUARY 27, 2006
AGENDA REPORT
FOR
RESOLUTION REJECTING THE SOLE BID FOR THE HAULING AND
MANAGEMENT OF WATER POLLUTION CONTROL PLANT WASTEWATER
BIOSOLIDS AND GRIT
EXECUTIVE SUMMARY:
The City received one (1) bid for the Hauling and Management of Water Pollution Control Plant
Wastewater Biosolids and Grit for $197,860.00 on December 8, 2005. The bid did not conform
to the City's bid requirements.
City Management recommends that the City Council adopt the resolution rejecting the sole bid.
2. BACKGROUND:
The Department of Water Resources and Conservation prepared the plans and specifications for
the hauling and management of Water Pollution Control Plant wastewater biosolids and grit. The
Notice Inviting Bids was issued on November 30, 2005. The bid was received and opened on
December 8, 2005. The following is a summary of the bid received:
NAME OF BIDDER BID AMOUNT
Industrial Carting, Santa Rosa, CA $197,860
The engineer's estimate for construction is $220,000.
The sole bid contained an irregularity. The bid documents required the bidders to lock in the unit
bid prices during the first year of the three-year contract with provisions for adjustments for
inflation based on CONSUMERS PRICE INDEX (CPI) after the first year. However, the sole
bidder did not agree to fixed unit pricing for year one. The bid prices were subject to adjustments
if rates charged by disposal sites (Landfill or Land Application) increase in the future; therefore,
the bid did not comply with the requirements of the bid documents. The City Attorney
recommends the bid be rejected.
3. ALTERNATIVES:
1. Award the contract to the sole bidder.
2. Reject the sole bid and issue a request for proposals (RFP) from hauling contractors.
The RFP process will allow the City to evaluate disposal options on a criteria basis.
3. Take no action.
4. FINANCIAL IMPACTS:
If the City Council decides to waive the bid irregularity and award the contract with provisions
for future cost adjustments, the estimated first year costs are described in the following table:
Table 2
Estimated Costs
Item Cost
Contract (low bid) 147,860
Potential "Pass Through" Pricing $20,000
Potentiate
Administration/Inspection 10,000
Project Contingency 30,000
Total $257,860
CONCLUSION:
Following the City Council action, the City will either enter a contract with the sole bidder or
issue a request for proposals (RFP) for hauling and management of wastewater biosolids and
grit.
6. OUTCOMES OR PERFORMANCE MEASUREMENTS THAT WILL IDENTIFY SUCCESS OR,
COMPLETION:
N/A
7. RECOMMENDATION:
City Management recommends that the City Council adopt the resolution rejecting the sole bid.
Estimate since staff does not know how much the landfill or land application sites will cost for disposal with this
scenario.
1
2
3 REJECTING THE SOLE BID FOR THE HAULING AND MANAGEMENT OF WATER
4 POLLUTION CONTROL PLANT WASTEWATER BIOSOLIDS AND GRIT
5
6 WHEREAS, the wastewater biosolids at the Water Pollution Control Plant are periodically
7 required removal;
8
9 WHEREAS, in accordance with the City of Petaluma Charter and Municipal Code, California
10 Public Contract Code Section 20162 and other applicable law, the City of Petaluma solicited bids
11 for the Project; and
12
13 WHERAS, the engineer's estimate for the Project is $220,000; and
14
15 WHEREAS, only one (1) bid for the Project was received on December 8, 2005, and opened in
16 accordance with California Public Contract Code Section 4105.5 and other applicable law; and
17
18 WHEREAS, the apparent low bid for the Project was submitted by Industrial Carting in the
19 amount of $197,860; and
20
21 WHEREAS, the apparent low bid contained a bidding irregularity; and
22
23 WHEREAS, the City Attorney recommends the sole bid be rejected; and
24
25 BE IT RESOLVED by the Petaluma City Council that:
26 1. The sole bid is rejected.
27 2. City Management is directed to issue a Request for Proposals for hauling and
28 management of wastewater biosolids and grit.
29 3. This resolution shall become effective immediately.
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LOCATION MAP