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File #: 21-0804    Version: 1 Name:
Type: Bid & Purchase Status: Passed
File created: 8/18/2021 In control: City Council
On agenda: 9/1/2021 Final action: 9/1/2021
Title: Award of Contract to Synagro-WWT, Inc. for Class B Biosolids End Use Services.
Attachments: 1. Staff Report, 2. Exhibit 1 - RFP 21-084HC, 3. Exhibit 2 - Proposal Summary, 4. Exhbit 3 - MGSA with Synagro-WWT, Inc.

REQUEST FOR CITY COUNCIL AND

CORONA UTILITY AUTHORITY ACTION

 

 

 

DATE:                                          09/01/2021

 

TO:                                          Honorable Mayor and City Council Members

Honorable President and Board Members

                     

FROM:                                          Utilities Department

 

SUBJECT:                     

Title

Award of Contract to Synagro-WWT, Inc. for Class B Biosolids End Use Services.

 

End

EXECUTIVE SUMMARY:

Biosolids are a byproduct of the wastewater treatment process. The removal of such byproducts has strict regulations to which the City must adhere. As such, the City issued Request for Proposals 21-084HC for Class B Biosolids End Use services to collect, remove, dispose, or recycle Class B Biosolids to comply with applicable laws and regulations.

 

 

RECOMMENDED ACTION:

Recommended action                     

That the:

 

a.                     City Council award Request for Proposal 21-084HC for Class B Biosolids End Use to Synagro-WWT, Inc., of Baltimore, MD, for an initial two-year contract term ending June 30, 2023, with 2 optional 1-year extensions for $1,800,000 per fiscal year.

 

b.                     City Council authorize the City Manager, or his designee, to execute an Agreement for Removal, Transportation, and Disposal of Class B Biosolids with Synagro-WWT, Inc., for an initial two-year contract term ending June 30, 2023, with two optional 1-year extensions for $1,800,000 per fiscal year.

 

c.                     City Council authorize the General Manager and City Attorney, or their designees, to negotiate and execute non-substantive extensions, change orders, and amendments up to $180,000 or 10% as authorized in Corona Municipal Code Section 3.08.060(J).

 

d.                     City Council authorize the Purchasing Manager to issue purchase orders to Synagro-WWT, Inc., in the amount of $1,800,000 per year for Fiscal Years 2022 and 2023 for the initial agreement term ending June 30, 2023.

 

e.                     Corona Utility Authority review, ratify, and to the extent necessary, direct the City Council to take the above actions.

 

Body

BACKGROUND & HISTORY:

The Utilities Department’s (UD), previously the Department of Water and Power, Water Reclamation Facility #1 (WRF1) generates Class A Exceptional Quality (EQ) and Class B (wet) biosolids from the wastewater treatment process.  Class B biosolids are dewatered to approximately 18% total solids and are temporarily stored at WRF1 prior to removal.  WRF1 currently generates approximately 43 wet tons of Class B biosolids per day and approximately 16,000 wet tons of biosolids per year. WRF1 has a National Pollutant Discharge Elimination System (NPDES) permit issued by the State Water Resources Control Board (SWRCB). One of the permit requirements is the lawful management of biosolids per Title 40 of the Federal Code of Regulations (CFR), Part 503.

 

The end-use management of biosolids includes the following, but is not limited to: collecting, transporting, composting, recycling, and disposal. All actions and activities must comply with all applicable federal, state, and local laws and regulations. The UD’s current contractor collects Class B biosolids from WRF1 and transports each load to a Synagro composting facility in Vicksburg, Arizona or Helendale, California.

 

Transport vehicles that are licensed to transport special waste are adequately equipped and fitted with seals to prohibit spillage or drainage.  The contractor must transport biosolids per Title 40 of the Code of Federal Regulations (CFR), Part 503. The contractor ensures that all drivers and vehicles hauling biosolids from WRF1 comply with current and future applicable California Air Resource Board (CARB) regulations and South Coast Air Quality Management District regulations.  The cost of compliance with these regulations shall be the sole responsibility of the contractor.

 

ANALYSIS:

On June 30, 2021, the Purchasing Division issued RFP 21-084HC - Class B Biosolids End Use to collect, remove and dispose of or recycle Class B Biosolids.  The RFP was advertised according to Corona Municipal Code (CMC) 3.08.110 non-public projects formal bidding procedure requirements in the Sentinel Weekly and published on the City’s PlanetBids bidding portal. Twenty-seven firms registered with PlanetBids to provide transport services were notified of the procurement opportunity.  Ten firms, including four bid service companies, downloaded the RFP document. The City received one (1) proposal by the submission date of July 22, 2021.

 

Staff evaluated the proposal submitted by the contractor.  The evaluation was based on the following criteria:

 

 

 

 

Criteria

Maximum Points

Qualifications of Contractor

30 pts

Related Experience

30 pts

Work Plan / Project Understanding and Approach

30 pts

Value

10 pts

Total

100 pts

 

The review panel carefully evaluated the single proposal received.  Synagro rated high in all areas of the listed criteria. UD can attest to Synagro’s quality of service as it is the City’s current contractor. Synagro has consistently provided reliable and quality service to the City. Synagro is the largest contractor of its kind for the area. While the Purchasing Department solicited multiple prospective bidders for this service, Synagro was the only one to respond. Staff recommends awarding the contract to Synagro as the best option for this service given its proven reliability, experience, expectations of service, and commitment to the environment. Synagro ensures all aspects of Title 40 of the Code of Regulations are adhered to, and it is held in high regard in this area as it ensures that all aspects of its services, from pickup to disposal, is compliant.

 

UD is currently in need of Class B Biosolids End Use Services to ensure that Water Reclamation operations can continue to run successfully. Therefore, staff recommends awarding the Agreement for Removal, Transportation, and Disposal of Class B Biosolids to Synagro-WWT, Inc.  Synagro’s Agreement will be for $1,800,000 per fiscal year for the initial two-year term ending June 30, 2023, with two (2) optional 1-year extensions All licenses and references for the contractor have been reviewed and verified by City staff.

 

FINANCIAL IMPACT:

Funding for the recommended action is included in the Fiscal Year 2022 Utilities Department Operating Budget. Funding in future fiscal years will be recommended through the budget process.

 

ENVIRONMENTAL ANALYSIS:

This action is categorically exempt pursuant to Section 15301 of the Guidelines for the California Environmental Quality Act (CEQA), which states that operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of use beyond that existing at the time of the CEQA determination, and is therefore exempt from CEQA. No environmental review is required because the proposed action is not a project governed by the California Environmental Quality Act.

 

PREPARED BY: KRISTIAN ALFELOR, OPERATIONS MANAGER

 

REVIEWED BY: TOM MOODY, GENERAL MANAGER

 

 

Attachments:

1.                     Exhibit 1 - RFP 21-084HC

2.                     Exhibit 2 - Proposal Summary

3.                     Exhibit 3 - MGSA with Synagro-WWT, Inc.