Agenda Item Wording:
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Authorize the City Manager to award a sole source purchase order for the repair and replacement of piping components of Digester #4 at the Water Reclamation Facility (WRF) to W.M. Lyles Company for a not to exceed amount of $284,000 and appropriate an additional $150,000 from the Wastewater Fund (431) to CIP Digester Cleaning & Equipment Repairs (CP9768).
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Deadline for Action: 5/15/2023
Submitting Department: Public Works
Contact Name and Phone Number:
Wyndi Ferguson, Public Works Manager, wyndi.ferguson@visalia.city <mailto:wyndi.ferguson@visalia.city>, 713-4186
Nick Bartsch, Public Works Director, nick.bartsch@visalia.city, 713-4052
Department Recommendation:
Authorize the City Manager to award a sole source purchase order for the repair and replacement of piping components of Digester #4 at the Water Reclamation Facility (WRF) to W.M. Lyles Company for a not to exceed amount of $284,000 and appropriate an additional $150,000 from the Wastewater Fund (431) to CIP Digester Cleaning & Equipment Repairs (CP9768).
Background Discussion:
In May 2022 the sludge recirculation line to Digester 4 located at the Water Reclamation Facility (WRF) began to leak, To stop the leak and allow for repairs, the levels within Digester 4 needed to be brought down below the point of the leak. As the emergency beds at the Plant were eliminated during the upgrade project, the only way to safely mitigate the issue was to drain the digester contents back to the headworks and recirculate them back through the plant process. This operation was accomplished over several days and lowered the content level to the point of the pipe failure, causing the spray to stop. The recirculation of the sludge caused some adverse reactions within the plant, so the remainder of the digester could not be emptied through this process. At that point, the digester was deemed unusable and taken off-line. To prevent further upset to ongoing operations, staff slowly and incrementally pumped out the remaining contents to lower the sludge level below the entry hatch which allowed staff access for a visual inspection.
In February 2023 a Purchase Order was issued to Wastewater Solids Management Company (WSM) to pump and dewater the remaining sludge and clean the inside of the digester. When the cleaning process was complete and a visual inspection could be performed by staff, it was discovered that several areas of the glass lined ductile iron pipe that circulates the sludge contents within the digester structure had developed large holes, thus rendering the digester completely inoperable. There are a total of 8 digesters at the WRF, and the remaining 7 also need to be dewatered, cleaned, and inspected. This task cannot be completed until Digester 4 is repaired and placed back into operation. Staff have received bids for the digester cleaning process for the remaining digesters, and requesting the awarding of a contract at a later date.
As W.M. Lyles Company was the contractor for the WRF upgrade and is currently working on the premises to complete the Renewable Power Generation System (RPGS), staff asked them to appraise the damage and provide a quote for the needed repairs. Lyles provided a quote of $284,000 to replace all the interior glass lined ductile iron pipe as well as the damaged exterior piping components. Staff have also been advised that the lead time to receive all the material is 20-24 weeks. The loss of Digester 4 is causing adverse effects in the plant system and needs to be repaired as soon as possible to prevent any further issues within the WRF.
Fiscal Impact:
Staff is requesting the approval of a sole source purchase order to W. M. Lyles for $284,000. Funding for the needed repairs will be paid for out of the Digester Cleaning & Equipment Repair Capital Improvement Project (CP9768) budgeted within the Wastewater Fund (431). Currently, CP9768 only has a budget of $195,040, therefore staff is also requesting an additional appropriation in the amount of $150,000 from the Wastewater Fund (431), which will increase the total amount budgeted in CP9768 to $345,040. This will provide additional funding necessary in the event that any unforeseen conditions are encountered, and additional repairs are needed as the work begins.
Alternatives:
Competitively select a contractor to perform these services via a Request for Proposals (RFP) process through the City’s Purchasing Department. (Due to the critical nature and timing of this work, this is not recommended.)
Recommended Motion (and Alternative Motions if expected):
recommendation
Authorize City Manager to award a sole source purchase order for the repair and replacement of piping components of Digester #4 at the Water Reclamation Facility (WRF) to W.M. Lyles Company for a not to exceed amount of $284,000 and appropriate an additional $150,000 from the Wastewater Fund (431) to CIP Digester Cleaning & Equipment Repairs (CP9768).
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Attachments:
W.M. Lyles quote