Agenda Item Wording:
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Award a Sole Source Installation of a Sludge Collection System - Authorize a sole source contract for the installation of a sludge collection system at the Visalia Water Reclamation Facility to W.M. Lyles Co. in the amount of $218,842; and appropriate $215,000 from the Wastewater Fund.
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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 the City Council authorize a sole source contract to W.M. Lyles Co. in the amount of $218,842 for the installation of the sludge collection system at the Visalia WRF and the appropriation of $215,000 from the Wastewater Fund.
Summary:
The Visalia WRF’s chain-and-flight sludge collection system in Primary 1 failed during the basin’s annual maintenance drain-down, rendering it inoperable. The City previously procured a replacement collector assembly, but installation was deferred due to other maintenance priorities. W.M. Lyles Co., already onsite for ongoing WRF capital improvements, has provided a proposal to complete the installation. Issuing a sole source purchase order allows the City to expedite repairs using an experienced contractor already mobilized under an active capital project.
Background Discussion:
The Visalia WRF operates five primary sedimentation basins that settle suspended solids as part of the wastewater treatment process. Each basin utilizes a chain-and-flight sludge collector system that conveys settled solids to a sludge hopper for pumping to the digesters. Over the past several years, the City has methodically replaced these collector systems, four of which have already been modernized.
Primary 1 remains the only basin with its original system. Approximately one month ago, during annual maintenance activities, the old collector system failed catastrophically when the basin was drained, leaving the basin out of service. The City had previously purchased the replacement equipment more than a year ago but deferred installation while addressing other plant priorities.
W.M. Lyles Co. is currently onsite performing construction under the Solids Handling Improvement Project, which involves substantial mechanical work within the same operational area. Their mobilization, safety orientation, and familiarity with WRF operations make them uniquely qualified to complete this critical work quickly and safely. Installing the new collector system through W.M. Lyles Co. as a sole source purchase will ensure continuity of operations and minimize downtime without incurring the cost and delay of bidding a separate project.
The sole source justification is based on the following:
• Specialized expertise and mobilization: W.M. Lyles Co. is already mobilized at the WRF with the necessary safety clearances, equipment, and subcontractors to perform the work efficiently.
• Continuity of operations: Utilizing the existing onsite contractor avoids schedule delays and added mobilization/demobilization costs associated with a separate contractor.
• Proprietary installation coordination: The new collector system interfaces with mechanical and structural elements currently under construction by W.M. Lyles Co., making them best positioned to integrate the installation seamlessly.
Fiscal Impact: W.M. Lyles submitted a proposal to install the collection system for a total of $218,842. Currently, $25,000 is budgeted in the Wastewater Fund (431) Capital project CP9362 - Annual Primary Clarifier Overhaul. Staff is requesting an additional appropriation of $215,000 to cover the budget shortfall, hauling costs, and any small change orders that may occur from the Wastewater Fund (Fund 431).
Prior Council Action: N/A
Other: N/A
Alternatives: N/A
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City Manager to issue a sole source purchase order to W.M. Lyles Co. in the amount of $218,842 for the installation of the sludge collection system at the Visalia WRF and the appropriation of $215,000 from the Wastewater Fund.
Environmental Assessment Status: N/A
CEQA Review: N/A
Deadline for Action: 11/17/2025
Attachments:
Signed Levine Act and Disclosure
W.M. Lyle’s Proposal
Agreement