Business Item 5c
STAFF REPORT
City Council Business Item
DATE: April 7, 2025
TO: Honorable Mayor and Council Members
FROM: Mat Nyberg, Deputy City Engineer
THROUGH: Amy Nilsen, City Manager
SUBJECT: Authorization to Award the Contract for the Wastewater Treatment Plant Percolation Pond Rehabilitation Project 2025
STAFF RECOMMENDATION:
Authorize the City Manager to award the Annual Wastewater Treatment Plant Percolation Pond Project to Wendt Construction Co., Inc. and establish a maximum contract amount of $110,000.
EXECUTIVE SUMMARY:
The Percolation Pond Rehabilitation Project is an annual maintenance activity at the Wastewater Treatment Plant (WWTP), which includes the removal of depleted material, rehabilitation of the pond subgrade, and placement of clean imported permeable drain rock. This annual project is critical for the performance of the City’s treatment facility, given the regulatory mandate that the City not discharge treated effluent directly to surface water in between May 15 – September 30.
Bids for the Wastewater Treatment Plant Annual Percolation Pond Rehabilitation Project 2025 were opened on April 2nd, 2025. Two bids were received, and the bid results are shown in the table below.
The apparent low bidder is Wendt Construction, and their bid was found to be responsive and responsible, and they can meet the project regulatory deadline of May 15th.
Bid Schedule
Bidders
Wendt Construction Mercer-Fraser Company
Total Base Bid $99,372 $168,900
It is customary in contract administration to include a contingency amount with the authorized contract amount, to accommodate unforeseen conditions or changes that may become apparent during construction. With a 10% contingency of $10,628, staff elect to award the contract to Wendt Construction for the amount listed above and establish a maximum contract not to exceed the amount of $110,000.
If approved, staff will immediately work towards contracting, bonding, and insurance with Wendt Construction, and staff anticipate a work-commencement timeline of approximately mid-April, depending on the weather and the conditions of the river.
Business Item 5c
FINANCIAL IMPACT:
The City budgets for this annual maintenance activity in the annual operating budget for Wastewater Treatment (Department 6600, Fund 550). There is currently $120,000 budgeted for this project, which would cover the cost of the project with reserves for unforeseen change orders. If change orders are necessary, which increases the project cost to exceed the budgeted amount, the division’s general contracting budget can be used to supplement the additional costs.
Staff recommends that Council authorize the City Manager to enter a contract with Wendt Construction in the amount of $99,372, and establish contingency funds as noted above for a total contract not to exceed amount of $110,000.
RECOMMENDED COUNCIL ACTION:
1. Receive staff presentation and review Council questions with staff
2. Open Public Comment
3. Close Public Comment; voice vote
4. Motion to award the contract to Wendt Construction for $99,372 and establish a maximum contract amount of $110,000 and authorize City Manager to execute the contract and other related documents. Voice vote.
Attachments:
• Attachment A – Draft Notice of Potential Award
Business Item 5c
Attachment A
April 8th, 2025 Sent via E-mail
Wendt Construction
3651 Rohnerville Rd.
Fortuna, CA 95540
Re: NOTICE OF POTENTIAL AWARD
Wastewater Treatment Plant Percolation Pond Rehabilitation Project Dear Ron Brown and Sue Long:
I am pleased to inform you of the intent to recommend that the City Council or its authorized designee award the Contract for the above-referenced Project (“Project”) to Wendt Construction, (“Contractor”) for the Contract Price of $99,372 based on Contractor’s Bid Proposal submitted on April 2, 2025.
A copy of the Contract accompanies this Notice. Contractor must execute 2 copies of the enclosed Contract and return the wet-inked copies to my attention, accompanied by the required Payment Bond, Performance Bond, and insurance certificates and endorsements, no later than ten days from the date of this Notice of Potential Award, above.
Failure to execute and return the enclosed Contract and required bonds and insurance documentation within the specified time could result in forfeiture of Contractor’s bid security. This Notice of Potential Award does not bind the City to award the Contract. The City, acting through its City Council or authorized designee, reserves the right to reject any or all bids, and the right to decline to award the Contract, notwithstanding any staff recommendation.
Please acknowledge receipt of this Notice of Potential Award by signing the attached Acknowledgement of Notice of Potential Award, as indicated, and transmitting the Acknowledgement to my office via email at [email protected]. Do not hesitate to contact me if you have any questions in this regard.
Sincerely,
Ashley A. Chambers
Deputy City Clerk
Enclosure
Business Item 5c
Acknowledgement of Notice of Potential Award
On behalf of <________________________________________> (“Contractor”), I acknowledge receipt of the Notice of Potential Award for the Wastewater Treatment Plant Percolation Pond Rehabilitation Project:
s/_________________________________
Name: _____________________________
Title: ______________________________
Date: ______________________________