Agenda Item Wording:
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Approve a contract amendment with Aquafix, Inc. – Approve an amendment to the contract with Aquafix, Inc. to increase the annual not-to-exceed amount from $18,960 to $55,000 to supply Aquafix DeFoam 3000 to the Visalia Water Reclamation Facility.
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Prepared by:
Ben Litwack, Public Works Manager, 559-713-4671, ben.litwack@visalia.gov
Nick Bartsch, Public Works Director, 559-713-4052, nick.bartsch@visalia.gov
Department Recommendation: Staff recommends that City Council approve an amendment to the contract with Aquafix, Inc. to increase the annual not-to-exceed (NTE) amount from $18,960 to $55,000 and the total five year contract NTE from $95,000 to $260,000 to supply Aquafix DeFoam 3000 to the Visalia Water Reclamation Facility.
Summary:
The City of Visalia relies on Aquafix’s DeFoam 3000 to control digester foaming, which can disrupt operations and regulatory compliance at the WRF. Due to higher-than-expected solids handling and industrial discharge variability, actual chemical demand has doubled compared to original projections, making the current annual NTE insufficient. To maintain uninterrupted operations, staff recommends increasing the annual NTE to $55,000 and the total contract limit to $260,000 over the five year period.
Background Discussion:
The City of Visalia contracts with Aquafix, Inc. (Contract C24062) for supply of DeFoam 3000, a defoaming agent used in the wastewater treatment process. Foaming in digesters can be caused by variabilities in the constituency of the incoming solids. Foaming creates a large mess, prevents maintenance crews from performing service on vital equipment, and upsets process flows. This product is essential in restoring stable operations in digesters and when foaming problems occur, ensuring regulatory compliance and preventing process upsets.
When the contract was originally executed, the projected annual usage was estimated at a lower rate. However, operational conditions at the WRF, including increased solids handling activities and variability in industrial discharges, have led to greater than anticipated chemical demand. As a result, the existing annual NTE of $18,960 is no longer sufficient to cover current year needs. Staff initially anticipated using 8 barrels of DeFoam 3000 per year but now estimates the need for 16-20 barrels, depending on conditions. Staff will continue to research proactive approaches to preventing foaming and continue to work closely with industrial dischargers to encourage stable flows to the WRF.
Staff recommends increasing the annual NTE to $55,000 and the overall contract NTE to $260,000 to ensure continuity of supply and uninterrupted operations at the WRF.
Fiscal Impact: The current price of a drum of DeFoam 3000 is $2,450, 20 drums would then cost $49,000, not including freight. To cover the cost of freight and anticipated CPI increases, staff is requesting an annual NTE of $55,000 and an overall NTE of $260,000. Funds are currently available in the Wastewater Fund (431) within the Wastewater Operations Budget under 4332-54450.
Prior Council Action:
01/16/2024 - Approved Sole Source Contract with Aquafix, Inc. to supply the Visalia WRF with DeFoam 3000 NTE $18,960 annually and $95,000 over the life of the contract.
Other: N/A
Alternatives: N/A
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to approve an amendment to the contract with Aquafix, Inc. to increase the annual not-to-exceed (NTE) from $18,960 to $55,000 and the total contract NTE amount from $95,000 to $260,000 to supply Aquafix DeFoam 3000 to the Visalia Water Reclamation Facility.
Environmental Assessment Status: N/A
CEQA Review: N/A
Deadline for Action: 9/15/2025
Attachments: Contract with Aquafix, Inc.