CITY COMMISSION AGENDA ITEM

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Department:

Municipal Services & Operations

Commission Meeting Date:  April 16, 2019

Staff Contact:

Leah Morris, Treatment Divisions Manager

Recommendations/Options/Action Requested:

 

Receive report on payment of $253,800 to Honeybee L.C. for emergency sludge hauling at the Wakarusa Wastewater Treatment Plant (WWWTP) to clean out and repair the aerated sludge diffusers.

 

Executive Summary:

The City’s Purchasing Procedures Manual, Section 1.4, Emergency Procedures, establishes that when an emergency expenditure over $50,000 is incurred, a full report of the circumstances necessitating that emergency action shall be presented to the Governing Body as soon as reasonably possible. The City incurred emergency expenditures in the amount of $253,800.00 related to emergency sludge hauling procedure in order to cleanout/ and repair the diffusers at the Wakarusa Wastewater Treatment Plant (WWWTP). This report notifies the Commission of this expense pursuant to the Purchasing Procedures.

 

In January 2019, City of Lawrence Municipal Services & Operations (MSO) staff met with the Contractors (Garney) and Designers (Black & Veatch) of the WWWTP to discuss that the course-bubble diffusers for the sludge aeration basins were no longer providing diffused oxygen. It was determined that this equipment should remain on the project warranty list until we have investigated the item further. MSO staff agreed that they would clean out the aeration basins to gain access to the course bubble diffusers. The sludge could not be land applied due to weather and equipment conditions. 

 

MSO staff requested bids from Contractors for hauling the sludge to the Kansas River Wastewater Treatment Plant. The low cost was provided by Ace Pipe Cleaning at $0.13 per gallon hauled, estimating 600,000 gallons to be hauled, and totaling $78,000. It was agreed that Ace Pipe Cleaning would not haul less than 60,000 gallons per day. On February 26, Ace Pipe Cleaning started hauling sludge from the WWWTP to the Kansas River Wastewater Treatment Plant. On March 1, 2019 MSO Staff ended the sludge hauling contract with Ace Pipe Cleaning because they were not able to haul the agreed upon amount of 60,000 per day. Staff then contracted with the next low bid, Honeybee at $0.225 per gallon estimating 700,000 gallons totaling $157,500. Hauling with Honeybee started on March 4, 2019 and continued thru March 30, 2019 totaling 1,128,000 gallons hauled bringing the PO total to $253,800.00. Total project cost for the hauling is $260,475.50 and is shown below. This hauling allowed MSO staff to access and clean the diffusers in both aeration basins.

Vendor

Cost per Gallon

Hauled Gallons

Invoiced Cost

Ace Pipe Cleaning

$0.13

51,530

$6,675.50

Honeybee L.C.

$0.225

1,128,000

$253,800.00

 

 

Strategic Plan Critical Success Factor

Innovative Infrastructure and Asset Management

Core Services

Fiscal Impact (Amount/Source):

The fiscal impact of the emergency expenditure was $260,475.50. Funding came from the Wakarusa Wastewater Treatment Plant Contractual Services Account. Postponing maintenance painting, concrete sealing & masonry repair, and/or wet well cleaning is required to offset this unplanned expense and resulting deficit in this account. The PO is paid from Contractual Services account #501-7-7320-2325.

 

Attachments:

Invoice

 

 

 

 

Reviewed By:

(for CMO use only)

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☐DS

☐CT

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