Agenda Item Wording:
title
Award a Contract for Biosolids Hauling - Authorize the City Manager to award an annual contract to Romanazzi Trucking for the hauling of biosolids from the Visalia Water Reclamation Facility not to exceed $170,000 per year, with an option to renew annually up to four (4) additional one-year terms, totaling no more than $850,000 over the life of the contract.
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Deadline for Action: 11/18/2024
Submitting Department: Public Works
Contact Name and Phone Number:
Nick Bartsch, Public Works Director, 559-713-4428, nick.bartsch@visalia.city <mailto:nick.bartsch@visalia.city>
Ben Litwack, Public Works Manager, 559-713-4671, ben.litwack@visalia.city <mailto:ben.litwack@visalia.city>
Rehana Cale, Project Manager, 559-713-4176, rehana.cale@visalia.city <mailto:rehana.cale@visalia.city>
Department Recommendation:
Staff recommends that Council authorize the City Manager to award an annual contract to Romanazzi Trucking of Exeter, CA for the hauling of biosolids from the Visalia Water Reclamation Facility (WRF) per RFB 23-24-57 not to exceed $170,000 per year, with an option to renew annually up to four (4) additional one-year terms, totaling no more than $850,000 over the life of the contract.
Background Discussion:
Each year, the Visalia Water Reclamation Facility removes the annual stockpile of treated biosolids in accordance with the Waste Discharge Requirements (WDR) issued by the State Water Resources Control Board. Until recently, this work was performed by a third party that removed the biosolids from the WRF and transported them to another location for beneficial reuse. However, beneficial reuse has proven to be a significantly more expensive option, so over the past year staff has found an option to utilize the Tulare County Landfill for disposal until either a more affordable beneficial reuse option is available, or the landfill is no longer a viable option. With this alternative method of disposal, the City has utilized a trucking contractor for the transport of this material until this service could be formally bid out in accordance with the City’s Purchasing Policy. The biosolids stockpile for 2024 is estimated to be 9,000 tons and will take approximately 45 total days to remove, given the Tulare County Landfill’s current limitation to accept no more than 200 tons of biosolids per day, 3 days per week.
On October 22, 2024, 3 bids were received for RFB 23-24-57 and were opened publicly. The bids received are as follows:
|
Bidder’s Name |
Location |
Total Bid Amount |
|
WTB |
Visalia, CA |
$3,600/day |
|
Romanazzi Trucking |
Exeter, CA |
$3,240/day |
|
Mike Clark Trucking Services |
Porterville, CA |
$3,240/day |
|
|
|
|
|
|
|
|
Both Romanazzi Trucking and Mike Clark Trucking Services tied for the lowest bid.
On October 31, 2024, in accordance with the City’s Purchasing Policy, a tie-breaking coin-toss was held, and Romanazzi Trucking was the winner of the bid.
The total estimated cost represents the cost per day and is calculated as follows:
|
Transport Biosolids from Visalia WRF to Tulare County Landfill per specifications of RFB-23-24-57 |
A Hourly Rate Per Truck |
X |
B Estimated # of Trucks Required Per Day |
X |
C Estimated Hours Per Day |
= |
D Cost Per Day |
|
|
$ _____ hr. (per hour, per truck) |
X |
3 |
X |
8 hrs. |
= |
$ _________ Total bid price |
It’s important to emphasize that the hourly rate (Column A) is the most relevant factor in this due to the varying availability of trucks and the capacity of the landfill to accept biosolids from the Visalia WRF, with a daily limit of 200 tons. Operational conditions may lead to deviations from these daily estimates, but invoicing will be based on the bid hourly rate per truck. Romanazzi Trucking has provided an hourly rate of $135 per truck, resulting in a daily rate of $3,240 for the estimated (3) trucks per day. The annual contract not-to-exceed amount of $170,000 was based on transporting approximately 9,000 tons of biosolids, assuming a 45-day transport period (9,000 tons ÷ 200 tons/day = 45 days) at $3,240 per day. Staff is requesting a total of $170,000 to cover the cost of removal and any minor contingencies.
Fiscal Impact:
These hauling and disposal costs are budgeted annually within the Biosolids division 4336-55700, and sufficient funds are available to cover these expenses.
Prior Council Action: N/A
Other: N/A
Alternatives: Reject bid and direct staff to rebid project
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City Manager to award an annual contract to Romanazzi Trucking of Exeter, CA for the hauling of biosolids from the Visalia Water Reclamation Facility (WRF) per RFB 23-24-57 not to exceed $170,000 per year, with an option to renew annually up to four (4) additional one-year terms, totaling no more than $850,000 over the life of the contract.
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Environmental Assessment Status: N/A
CEQA Review: N/A
Attachments:
1.) RFB 24-25-57
2.) RFB 24-25-57 Bid Summary
3.) RFB-23-24-57 Romanazzi Trucking LLC Bid Packet with Contract and Disclosures