Title
MOTION TO RATIFY THE CITY MANAGER’S APPROVAL OF AN EMERGENCY REPAIR OF TWO REINFORCED CONCRETE CONVEYANCE CHANNEL PORTIONS AT THE WASTEWATER TREATMENT PLANT HEADWORKS FACILITY WITH GINIER, LLC, IN AN AMOUNT NOT TO EXCEED $129,000, PURSUANT TO SECTION 35.18(C)(1) OF THE CITY'S CODE OF ORDINANCES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS.
- Section 35.18(C) states that "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Section 35.18(C)(1) states, “Emergency purchases. In urgent cases of compelling emergency that require the immediate purchase of commodities or services, the City Manager is empowered to waive competitive bidding or competitive proposals and authorize the Chief Procurement Officer to secure by open market procedure any commodities or services, notwithstanding the estimated cost of the commodities or services.”
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval.
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $100,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. The City's Headworks Process at the Wastewater Treatment Plant is the first stage of treatment where large, bulky solids are separated and where grit and rags are removed before wastewater is sent to individual wastewater treatment units. The process currently utilized was constructed in 1990 and utilizes two influent channels constructed of reinforced concrete, which convey screened solids through vortex grit separators, then the wastewater is routed into underground piping over to the treatment units (please see the attached illustration titled "Exhibit A".)
2. Several years ago, portions of the internal conveyance channels were fitted for stainless steel plates on the bottom, sides and top after determining that significant erosion of the reinforced concrete surfaces had occurred. These portions are illustrated in red on the "Exhibit A", while the remaining portions that were acceptable at that time were left alone. At this time staff is requesting the emergency approval to contract with the same company (Ginier, LLC) who performed that work on the red portions to complete the remaining portions shown in blue on "Exhibit A" until such time as the city's wastewater Consultant (Hazen and Sawyer, P.C.) finishes the two Preliminary Engineering Reports (PERs) on either a Rehabilitation or a Complete Replacement of this Headworks process.
3. The conveyance channels have degraded in condition and exhibited extensive corrosion of the concrete surfaces over the last several years. If these plates are not applied soon the City risks further damage of the conveyance channel surfaces as well as potential damage to the foundation of the building structure. The plates would be pinned into the remaining reinforced concrete surface and any gaps will receive pumped grout behind them for bonding, then plates will be welded together at the seams.
4. Once the City and Consultant complete the PERs, later this calendar year, the design for the Headworks Improvements will begin. This interim measure will allow for completion of the design and construction of the rehabilitation or replacement project, to be determined.
5. Staff attempted to obtain another quotation from a reputable wastewater engineering contractor, although their response was they'd need to subcontract with another specialty concrete contractor which would take substantially longer to coordinate, and the City has had success with Ginier, LLC. with the past installation, and time is of the essence.
6. In October, the City Manager approved for the Utilities Department to move forward with the emergency repair with Ginier, LLC.
7. Recommend City Commission ratification of the City Manager’s approval of the emergency repair at the Wastewater Treatment Plant’s Headworks facility with Ginier, LLC. in an amount not to exceed $129,000, pursuant to Section 35.18(C)(1) of the City’s Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $129,000.00
b) Amount budgeted for this item in Account No: Funds are available in Account no. 471-535-6022-663183-0000-000-0000-00834 (Sewer Treatment Rehabilitation)
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project: Not Applicable
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Current FY |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
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Revenues |
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Expenditures |
$129,000.00 |
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Net Cost |
$129,000.00 |
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e) Detail of additional staff requirements: Not Applicable
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service?