CITY OF SAN MATEO
CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 12 Section Name: {{section.name}} Account Number: 72-4671 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: September 16, 2024
SUBJECT:
Wastewater Treatment Plant Digester 2 Mixer Repair – Agreement RECOMMENDATION:
Adopt a Resolution to approve an alternative purchasing procedure and approve an agreement with SPX Flow, Inc. for the Wastewater Treatment Plant Digester 2 Mixer Repair for a total agreement amount of $241,779.81; establish a contingency reserve of $50,000; and authorize the Public Works Director to execute the agreement in substantially the form presented and approve any necessary change orders within the approved contingency amount.
BACKGROUND:
The Clean Water Program (CWP) includes several capital improvement projects that are currently under construction and intended to upgrade or rehabilitate aging infrastructure in the City’s sewer collection system and Wastewater Treatment Plant (WWTP). The WWTP Digester 2 Mixer Repair project (Project) is one of these projects, which will result in ensuring the reliability and safe operation of existing facilities at the WWTP. The WWTP’s two digesters are required for anaerobic digestion operations. The WWTP has the ability to operate with one digester, but at limited capacity and with risk to overall operations and maintenance.
Digester 2's mixer failed in May 2022. The mixer is necessary to maintain operating conditions in the digester. The City needed to have the mixer evaluated by the manufacturer for repair or replacement. To perform this evaluation, the mixer was required to be removed from the digester, shipped to the manufacturer, and evaluated for the required repairs. SPX Flow, Inc. (SPX) is the original manufacturer of the mixer, which was specifically made for Digester 2.
On October 30, 2023, the City executed a $15,783.50 agreement with SPX to facilitate removal of the mixer from the Digester, ship the mixer to SPX’s Pennsylvania facility, and perform an evaluation of the mixer to identify the appropriate repairs. It was anticipated that an amendment to the October 2023 agreement or a new agreement would be established for SPX to complete the repair work and facilitate the reinstallation of the mixer for proper Digester operations.
Upon removal of the mixer, staff also identified the draft tube, which holds the mixer in place inside the digester, was also damaged and needs to be inspected to determine how it must be repaired. A future amendment will be required for the repair of the draft tube; the exact scope and fee is being evaluated further, though the procurement of the mixer should start as soon as possible due to the approximately 21-week lead time on repairing the mixer.
San Mateo Municipal Code section 3.60.050(b) permits the award of an agreement when calling for bids is impracticable, unavailing, or impossible and the awarding authority based on the amount of the purchase/contract sets forth findings designating the reasons. Here, calling for bids would be impracticable, unavailing, or impossible since SPX is the manufacturer of the existing mixer, the mixer is custom made for Digester 2, no other companies are capable of evaluating
CITY OF SAN MATEO
and repairing the mixer, and no other economically feasible off-the-shelf mixers are available on the market.
Staff believes SPX’s proposal to be for the scope of work and expertise required and recommends the approval of an agreement with SPX. In addition, staff further recommends that $50,000 be authorized as a contingency amount for any potential changes that may arise due to the nature of this repair.
BUDGET IMPACT:
There are sufficient funds available in the CWP WWTP Annual Major Components (46t090) project budget.
ENVIRONMENTAL DETERMINATION:
Approval of this agreement is categorically exempt from CEQA review as an “existing facility,” in that it consists of the 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 existing or former use. (CEQA Guidelines Section 15301.)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att. 1- Proposed Resolution
Att. 2 – Agreement
STAFF CONTACT
Thomas Ruark, Project Manager II
[email protected]
650-522-7280
Deryk Daquigan, Deputy Director of Public Works
[email protected]
(650)522-7287