City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: FEBRUARY 14, 2023 FROM: PUBLIC WORKS DEPARTMENT WARDS: ALL
SUBJECT: RATIFY AN EMERGENCY PURCHASE ORDER FOR INTERIM BIOSOLIDS HAULING AND DISPOSAL/REUSE FOR THE CITY OF RIVERSIDE REGIONAL WATER QUALITY CONTROL PLANT THROUGH FEBRUARY 7, 2023 IN THE AMOUNT OF $349,015; AND APPROVE A SERVICES AGREEMENT FOR RFP 2223 FOR BIOSOLIDS HAULING AND DISPOSAL/REUSE FOR THE CITY OF RIVERSIDE REGIONAL WATER QUALITY CONTROL PLANT WITH SYNAGRO-WWT, INC. OF BALTIMORE, MARYLAND, IN THE AMOUNT OF $1,322,585 THROUGH JUNE 30, 2023 FOR A TOTAL AMOUNT OF $1,671,600; SUPPLEMENTAL APPROPRIATION IN THE AMOUNT OF $930,000 – SUPPLEMENTAL APPROPRIATION ISSUES:
Ratify an emergency purchase order in the amount of $349,015 for interim biosolids hauling and disposal/reuse for the Regional Water Quality Control Plant through February 7, 2023; approve a Services Agreement for RFP 2223 for biosolids hauling and disposal/reuse with Synagro-WWT, Inc. of Baltimore, Maryland, through June 30, 2023, in the amount of $1,322,585 for a total service cost of $1,671,600; and authorize a supplemental appropriation in the amount of $930,000.
RECOMMENDATIONS:
That the City Council:
Ratify Emergency Purchase Order No. 233316 with Synagro-WWT, Inc. of Baltimore, Maryland, for Biosolids Hauling and Disposal/Reuse from the Regional Water Quality Control Plant (RWQCP), for the period of January 1, 2023 through February 7, 2023, in the amount of $349,015; Approve a Services Agreement for RFP 2223 for Biosolids Hauling and Disposal/Reuse from the RWQCP with Synagro-WWT, Inc. of Baltimore, Maryland, in the amount of $1,322,585 through June 30, 2023; Authorize the City Manager or designee to execute the Services Agreement with Synagro-WWT, Inc. including making any minor and non-substantive changes as necessary; and With at least five affirmative votes, authorize the Chief Financial Officer, or designee, to record a supplemental appropriation in the amount of $930,000 from the Sewer Fund to the Public Works-Sewer Systems-Treatment-Refuse/Disposal Fees account to fund the total services cost in the amount of $1,671,600.
BACKGROUND:
The City of Riverside Public Works Department, Wastewater Division, is responsible for the collection, conveyance, and treatment of wastewater for over 93,000 customers within City limits. The facilities consist of over 800 miles of gravity sewers, 400 miles of City laterals, 20 wastewater lift stations, 16,000 sewer manholes, and the Riverside Regional Water Quality Control Plant (RWQCP) which has the capacity to treat 46 million gallons per day. Additionally, under agreements with the City, the RWQCP provides wastewater treatment for the Edgemont, Jurupa, and Rubidoux Community Services Districts, and the unincorporated community of Highgrove.
Through the wastewater treatment process, the RWQCP removes organic matter from the waste stream in order to meet water quality requirements prior to discharge to the Santa Ana River or reuse as recycled water. These biosolids (the removed organic matter) are hauled under contract to composting facilities in California and Arizona for reuse as a soil amendment. Before leaving the RWQCP, the biosolids are treated to comply with United States Environmental Protection Agency biosolids regulations. Each year approximately 45,000 tons of biosolids, requiring an estimated 1,800 truck trips for disposal, are produced by the RWQCP. The existing biosolids hauling contract expired on December 31, 2022.
DISCUSSION:
Request for Proposals 2223
On August 8, 2022, staff issued Request for Proposals (RFP) No. 2223 for a qualified firm to provide long-term biosolids hauling and disposal/reuse services for the Regional Water Quality Control Plant (RWQCP). After review of respondents’ qualifications, experience, and cost of services, Synagro-WWT, Inc. of Baltimore, Maryland was selected as the most qualified to perform the scope of work.
Proposals were received on August 30, 2022, with five total proposals received and four of those proposals being deemed as responsive. Lystek International Limited was deemed as non-responsive due to proposing for the wrong scope of services and not properly addressing the scope of services as requested in the RFP. The four responsive proposals were scored based on the criteria stated within the RFP and the City entered into negotiations with the highest rated proposer.
Rank
Consultant
Location
Score
1 Synagro-WWT, Inc.
Baltimore, MD
900
2 Ecology Auto Parts Inc
Cerritos, CA
812.96
3 Denali Water Solutions LLC
Russellville, AR
695.38
4 Holloway Environmental Services, LLC
Bakersfield, CA
611.16
Although RFP 2223 sought proposals for services through June 2025, with the option to extend for two additional two-year terms, staff is currently recommending a six-month term to align the contract hauling service agreement and potential future extensions to the fiscal year. Synagro-WWT, Inc. has quoted a six-month cost of services of $1,322,585. Accordingly, staff will return to City Council in late spring for consideration of a multi-year agreement to commence at the start of Fiscal Year 2023/24.
Emergency Purchase Order
While proposals were evaluated for responsiveness and released for staff review, to facilitate preparation of the agreement, and assist in managing a change in service provider, RWQCP staff requested the issuance of an emergency purchase order in the amount of $349,015 to ensure continuity of services in the interim. Emergency Purchase Order No. 233316 was authorized by the Purchasing Manager on December 19, 2022 and issued on December 22, 2022.
The Purchasing Manager concurs that the action to approve an agreement from the RFP is in compliance with Purchasing Resolution 23914.
STRATEGIC PLAN ALIGNMENT:
These items support Strategic Priority No. 4 – Environmental Stewardship - Goals 4.4 and 4.6 to implement measures and educate the community to responsible manage goods, products and services throughout their lifecycle to achieve waste reduction outcomes and to implement the requisite measures to achieve citywide carbon neutrality no later than 2040, respectively.
Community Trust – Ongoing treatment ensures wastewater discharges do not negatively impact the community and environment. The RWQCP requires the dewatering, drying, and hauling for offsite disposal/reuse of biosolids to comply with federal, state, regional and local regulatory requirements.
Equity – The hauling and disposal/reuse of biosolids supports RWQCP efforts in protecting the public’s health and environment by ensuring wastewater treatment is performed efficiently in compliance with federal, state, regional, and local regulatory requirements.
Fiscal Responsibility – The service agreement with Synagro-WWT, Inc. supports RWQCP efforts to minimize inefficiencies and develop control methods which maximize reliability.
Innovation – The hauling and disposal/reuse exemplifies a collaborative partnership between Synagro-WWT, Inc. and the City of Riverside to enhance operational reliability by achieving measurable improvements through proper wastewater treatment and the beneficial reuse of wastewater byproducts.
Sustainability & Resiliency – The hauling and disposal/reuse of biosolids supports the implementation of sustainability to treat wastewater that is generated within the City of Riverside and the communities of Edgemont, Highgrove, Jurupa, and Rubidoux at the Riverside Water Quality Control Plant.
FISCAL IMPACT:
The total fiscal impact of this action is $1,671,600. The total costs for biosolids hauling and disposal/reuse are itemized in the table below.
Task
Amount
Ratify Emergency Purchase Order
$349,015
Service Agreement
$1,322,585
Total
$1,671,600
Upon City Council approval, a supplemental appropriation of $930,000 will be recorded in the Sewer Fund PW-Sewer Systems Treatment, Refuse/Disposal Fees account number 4125200-422700 from available fund balance.
Prepared by: Gilbert Hernandez, Public Works Director
Certified as to
availability of funds: Edward Enriquez, Interim Assistant City Manager/Chief Financial Officer/City Treasurer
Approved by: Kris Martinez, Assistant City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
Services Agreement
Synagro-WWT, Inc. Proposal
RFP Award Recommendation
Presentation
Emergency Purchase Order and RFP 2223 - Biosolids Hauling Disposal/Reuse Services with Synagro-WWT, Inc. ● Page 2