City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JUNE 20, 2023 FROM: PUBLIC WORKS DEPARTMENT WARDS: ALL
SUBJECT: FIRST AMENDMENT TO SERVICES AGREEMENT FOR BIOSOLIDS HAULING AND DISPOSAL/REUSE SERVICES FOR THE RIVERSIDE REGIONAL WATER QUALITY CONTROL PLANT WITH SYNAGRO-WWT, INC. OF BALTIMORE, MARYLAND, EXTENDING THE TERM THROUGH JUNE 30, 2025, WITH THE OPTION TO EXTEND ONE ADDITIONAL TWO-YEAR TERM, IN THE AMOUNT OF $8,487,809 FOR A REVISED TOTAL OF $9,810,394 ISSUE:
Approve the First Amendment to Services Agreement for biosolids hauling and disposal/reuse services for the Riverside Regional Water Quality Control Plant with Synagro-WWT, Inc., of Baltimore, Maryland, extending the term through June 30, 2025, with the option to extend one additional two-year term, in the amount of $8,487,809, for a revised total of $9,810,394.
RECOMMENDATIONS:
That the City Council:
Approve the First Amendment to Services Agreement for biosolids hauling and disposal/reuse services for the Riverside Regional Water Quality Control Plant with Synagro-WWT, Inc., of Baltimore, Maryland, in the amount of $8,487,809, for a revised total contract amount of $9,810,394; and Authorize the City Manager, or designee, to execute the First Amendment, including making minor and non-substantive changes, and the additional two-year term, subject to the availability of budgeted funds.
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 Edgemont, Jurupa, and Rubidoux Community Services Districts and the unincorporated community of Highgrove.
Through the wastewater treatment process, the RWQCP removes organic matter (biosolids) 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 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.
DISCUSSION:
On August 8, 2022, Request for Proposals (RFP) 2223 was released for a qualified firm to provide long-term biosolids hauling and disposal/reuse services for the Regional Water Quality Control Plant (RWQCP). A total of five proposals were received with one proposal being deemed non-responsive. The four responsive proposals were scored based on the criteria stated within the RFP. 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.
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
On February 14, 2023, as per staff recommendation, City Council approved a six-month term contract agreement with Synagro-WWT,Inc. to align the contract hauling services agreement and potential future extensions to the fiscal year.
City Staff is now seeking to gain City Council approval for the full agreement for July 1, 2023 to through June 30, 2025 with the option to extend for one additional two-year term, in the amount of $8,487,809.
The Purchasing Manager concurs that the recommended actions are compliant with Purchasing Resolution No. 23914, Section 1104(c) and 1104(d) which states that “Change Orders which cumulatively exceed the following will require Awarding Entity Approval: … d) A contract amendment which extends the term of the agreement beyond one year of the original expiration date.” STRATEGIC PLAN ALIGNMENT:
This item contributes to Strategic Priority 4 – Environmental Stewardship and Goal 4.2 – Sustainably manage local water resources to maximize reliability and advanced water reuse to ensure safe, reliable, and affordable water to our community.
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 $8,487,809. Upon Council approval of a budget adjustment of $2,020,395 on June 27, 2023 with the adoption of the fiscal year 2023/24 annual budget, sufficient funds will be available in the Sewer Fund, Sewer Systems Treatment, account number 4125200-422700 for the fiscal year 2023/24 portion of $4,140,395. Appropriations for future fiscal years will be included in the Department’s Budget submissions for those fiscal years to be presented to the City Council for approval.
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
Attachment: First Amendment to Services Agreement
First Amendment - Biosolids Hauling Disposal/Reuse Services with Synagro-WWT, Inc. ● Page 2