REPORT TO THE CITY COUNCIL June 16, 2016 FROM: THOMAS C. ESQUEDA, Director Department of Public Utilities THROUGH: KEVIN L. NORGAARD, PE, Supervising Professional Engineer Department of Public Utilities - Wastewater Management Division BY: ORLANDO M. GONZALEZ, PE, Professional Engineer Department of Public Utilities - Wastewater Management Division SUBJECT ..Title Actions pertaining to Headworks Wet Well Cleaning at the Fresno/Clovis Regional Wastewater Reclamation Facility (Bid File 3466) (Council District 3) 1. ***RESOLUTION - 52nd amendment to the Annual Appropriation Resolution (AAR) No. 2015-104 appropriating $299,400 (Requires 5 affirmative votes) 2. Adopt a finding of Categorical Exemption of Class 1, pursuant to Section 15301(b) (Existing facilities) of the California Environmental Quality Act Guidelines 3. Award a $289,394 construction contract to Pipe and Plant Solutions, Inc., of Berkeley, California ..Body RECOMMENDATION Staff recommends that City Council appropriate the project funding for the Headworks Wet Well Cleaning at the Fresno/Clovis Regional Wastewater Reclamation Facility (RWRF), adopt a finding of Class 1 categorical exemption, pursuant to Section 15301 (b) (Existing facilities) of the California Environmental Quality Act (CEQA) Guidelines and award a contract in the amount of $289,394 to Pipe and Plant Solutions, Inc., of Berkeley, California EXECUTIVE SUMMARY The influent wet wells of the Headworks building at the RWRF have never been cleaned, and over time, a large floating mat of rags and floating debris has accumulated. In addition to the floating mat, sand and other debris have settled to the bottom and corners of the wet wells. The Department of Public Utilities, Wastewater Management Division is seeking to award a contract for the cleaning of the RWRF Headworks Wet Wells in the amount of $289,394 to Pipe and Plant Solutions, Inc., of Berkeley, California, as the lowest responsive and responsible bidder. BACKGROUND The Headworks building at the Fresno/Clovis Regional Wastewater Reclamation Facility (RWRF) was constructed in 1996 as part of a facility expansion project. The Headworks building is a key facility to the RWRF. Up to 80 million gallons of sewage enter this facility each day. Three large diameter sewer lines enter the Headworks Building from the east end into the two influent wet wells at 30 ft. below grade. The raw sewage is then pumped via 500 HP raw sewage pumps (RSP) to an elevation of approximately 20 ft. above ground for initial screening. After the initial screening, the wastewater conveyance is gravity flow throughout the treatment facility. The scope of work for this project includes: the cleaning of two (2) influent wet wells. The influent wet wells have never been cleaned and over time a large floating mat of rags and floating debris has accumulated. The mat is approximately 7 ft. thick and fills the entire foot print (30'x50') of each wet well. In addition to the floating mat, sand and other debris have accumulated on the bottom and in the corners of the wet wells. The mat of debris in the influent wet well has the potential of causing catastrophic failure of the Headworks Facility. It is possible the mat could roll and/or plug the inlets to the RSP's in effect rendering numerous pumps inoperable to a point where an emergency bypass would be needed immediately. The approximate costs associated with an emergency bypass would be in excess of $1,000,000 for mobilization and set up and $30,000 per day operational costs. The work under this contract is to furnish any and all necessary labor, material, personal protective equipment, and equipment for cleaning of each wet well. This generally includes but is not limited to screening of debris from pumped water and a dewatering process. After all water and debris removal from the wet well, solids on the ceiling, walls, floors, and equipment must be water blasted until clean. Plans and specifications were prepared for the project. A Notice Inviting Bids was published on April 11, 2016 and posted on the City's website. The specifications were distributed to sixteen (16) prospective bidders, and posted at nine (9) Builder Exchanges. Two sealed bid proposals were received and publicly opened on May 10, 2016. The bid proposals were $289,394 and $345,000. The Bid will expire within 64 days of bid opening on July 13, 2016. Pipe and Plant Solutions, Inc., of Berkeley, California was the lowest responsive and responsible bidder with a submitted bid of $289,394. Staff determination was posted on the City Website on Friday May 10, 2016. Staff recommends that the City Council award a contract in the amount of $289,394 to Pipe and Plant Solutions, Inc., as the lowest responsive and responsible bidder. Their bid price is 58% below the original Engineer's Estimate of $500,000. Upon approval by the City Council, the agreement will be executed by the Director of Public Utilities or designee, who has been delegated this authority by the City Manager. The City Attorney's Office has reviewed and approved the construction contract as to form. ENVIRONMENTAL FINDINGS Staff has performed a preliminary environmental assessment for Headworks Wet Well Cleaning and has determined that it falls within Class 1 Categorical Exemption set forth in CEQA Guidelines, Section 15301(b) (existing facilities) because this contract involves normal operation and maintenance of existing public sewer facilities. Furthermore, none of the exceptions to Categorical Exemptions set forth in the CEQA Guidelines, Section 15300.2 apply to this project. LOCAL PREFERENCE The local preference was not implemented because no proposers were local businesses. FISCAL IMPACT This project has no impact to the General Fund and is located in Council District 3. This project is currently budgeted for FY17. However, due to critical nature and potential failure of the wet well, the project is being awarded this year FY16. The funds do exist for this project in the sewer enterprise fund number 40501. The annual operations and maintenance for this asset will be funded from existing Fund 40501 Org 414501 Wastewater Operation Appropriation. Total impact for FY16 for the construction contract will be $299,400. The total fiscal impact of this contract will be which will extend through FY17 is $319,394. Attachments: 52nd AAR No. 2015-104 Bid Evaluation Fiscal Impact Statement Contract