Agenda Item Wording:
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Approve a contract amendment with Mike Clark Trucking - Approve an amendment to the contract with Mike Clark Trucking to increase the annual not-to-exceed amount from $331,800 to $479,520 to haul biosolids from the Visalia Water Reclamation Facility and the transfer of funds from the Wastewater Fund.
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Agenda Date: 04/20/2026
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 Council approve an amendment to the contract with Mike Clark Trucking to increase the annual not-to-exceed amount from $331,800 to $479,520 to haul biosolids from the Visalia Water Reclamation Facility and the transfer of funds from the Wastewater Fund.
Summary:
This amendment is required because hauling costs under Contract C25072 with Mike Clark Trucking exceeded projections, reaching $479,520 due to increased travel distance to Lost Hills, delays from construction activities at the WRF, and longer wait times at the disposal facility during winter months. These factors significantly increased truck turnaround times and hourly hauling costs.
Background Discussion:
Contract No. C25072 with Mike Clark Trucking provides hauling services for biosolids generated at the Visalia Water Reclamation Facility (WRF) and was originally established to support removal of the 2024 biosolids stockpile. When the contract was first executed, staff anticipated hauling biosolids to the Tulare County Landfill in Visalia, which had historically been the WRF’s disposal site. However, after the Tulare County Landfill significantly reduced its acceptance capacity, the City was forced to transition to Holloway Environmental Services in Lost Hills, California. This change substantially increased hauling distance, travel time, and overall operating costs. Because this was the first year hauling biosolids to Holloway, staff had no prior operational data or cost history for this route to accurately forecast loading times, travel durations, standby time, and total hauling costs.
The first amendment to Contract No. C25072 was brought forward to account for the increased distance and travel time associated with the switch to Holloway. As hauling operations progressed, additional cost pressures emerged. Ongoing construction activities near the WRF biosolids stockpile area periodically slowed truck loading operations, increasing billable standby time at the WRF. These delays were compounded during the winter months, when Holloway’s receiving facility frequently experienced periods of high demand and congestion. Trucks often had to wait extended periods before unloading, significantly increasing turnaround times and hourly hauling charges. The increased standby time during the winter hauling season became one of the most significant drivers of higher-than-anticipated costs.
Late winter rainfall further increased costs by saturating the biosolids stockpile, making the material heavier and more difficult to load and transport efficiently. The wetter material reduced loading efficiency, increased tonnage per volume of material removed, and contributed to longer loading times and higher hauling costs. These weather-related impacts further compounded the operational delays already being experienced.
The second amendment was intended to address these additional operational delays and increased winter hauling conditions. However, at the time staff prepared that amendment, a significant portion of Mike Clark Trucking’s winter invoices had not yet been received because the contractor’s billing emails were being screened by the City’s email server. As a result, staff did not have complete cost information available and was unable to fully project the final hauling expense. This third amendment is therefore necessary to reconcile the shortfall in prior projections and fully align the contract with actual hauling costs incurred.
As of the date of this report, total expenditures under contract no. C25072 have reached $479,520, exceeding the previously approved NTE. All hauling activities have been paused and will remain suspended until July 2026. At that time, the City anticipates renewing the hauling contract for an additional year and executing a new disposal contract resulting from Request for Bids (RFB) 25-26-39.
Fiscal Impact including annual maintenance and operating costs: Approval of this item will increase the NTE amount of Contract No. C25072 by $147,720, for a total of $479,520. Additionally, $165,514 will be transferred from the Wastewater Fund (431) Capital Budget (CP9768) to the Wastewater Fund Operating Budget (4336-55700) to fund the amendment and remaining disposal-related costs.
Prior Council Action:
8/18/25: Council approved an amendment to increase the NTE of contract C25072 from $170,000 to $226,800.
2/02/26: Council approved an amendment to increase the NTE of contract C25072 from $226,800 to $331,800.
Alternatives: N/A
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to approve an amendment to the contract with Mike Clark Trucking to increase the annual not-to-exceed amount from $331,800 to $479,520 to haul biosolids from the Visalia Water Reclamation Facility and the transfer of funds from the Wastewater Fund.
Environmental Assessment Status: N/A
CEQA Review: N/A
Deadline for Action: 04/20/2026
Attachments:
Contract C25072
Strategic Goal: Indicates which City Strategic Goal(s) this item supports. Check all that apply.
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