Title
Resolution to Approve a Construction Contract with Process Piping & Equipment, Inc. for the Screw Pump Replacement Project (RFP #25-38, $2,769,400.00)
Memorandum
Attached for your approval is a resolution to approve a construction contract with Process Piping & Equipment, Inc. (PPE), in the amount of $2,769,400.00 for the Water Resource Recovery Facility (WRRF) Screw Pump Replacement Project.
The Approved Capital Improvements Plan (CIP) contained the Screw Pump Replacement Project (UT-SN-26-09) project. This project evaluated the condition of existing screw pumps and adjacent gates at the Raw Sewage Lift Station and the Equalization & Retention building of the WRRF.
As a result of the inspection of the existing screw pumps in the summer of 2024, it was evident that screw pumps #1, 2 and 3 at the Raw Sewage Lift Station and the screw pumps #6, 7 & 8 at the Equalization and Retention Building were in poor condition and required replacement. In addition, the corresponding slide gates required repair or replacement.
Hubbell, Roth & Clark, Inc. (HRC) created bid documents and plans detailing the work necessary to complete the replacement of the six screw pumps.
Solicitation of Proposals
RFP No. 25-38 was prepared along with project specific plans and contract documents. On October 8, 2025, four responsive proposals were received for this work. A selection committee comprised of WRRF staff reviewed the responsive proposals and determined which respondent was the best value based on the following criteria (as laid out in ORD-21-41, adopted by Council on January 3, 2022):
• Qualifications, Experience & Accountability (20%)
• Workplace Safety (20%)
• Workforce Development (20%)
• Social Equity & Sustainability (20%)
• Schedule of Pricing/Cost (20%)
After reviewing and scoring the proposals, staff ranked the respondents in the following order:
1. Process Piping & Equipment, Inc.
2. Monroe Plumbing & Heating Company
3. Midwest Power Systems, Inc.
4. Heaney General Contractors, Inc.
The replacement of the six screw pumps and corresponding slide gates is vital to plant operations and essential in maintaining our compliance with our NPDES permit.
PPE received the highest score among the proposals reviewed by the selection committee. Staff is requesting your approval of a contract with PPE in the amount of $2,769,400.00 for the Screw Pump Replacement Project and approve a contingency in the amount of $280,000.00 be approved to fund additional necessary services as approved by the City Administrator.
PPE complies with the requirements of the City’s Non-Discrimination and Living Wage ordinances.
Budget/Fiscal Impact: The estimated total cost of the project is $3,316,500.00. Funds to finance this contract are included in the approved FY26 Sewage Disposal System Capital Budget.
Fund Total Project Cost
Sewage Disposal System Capital Budget $3,316,500.00
Staff
Prepared by: Anne M. Warrow, P.E., WRRF Senior Engineer
Reviewed by: Jordan Roberts, Public Services Area Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, Replacement of the six screw pumps, which have exceeded their useful life and require replacement to ensure our continued compliance with our NPDES permit;
Whereas, Four responsive proposals were received on October 8, 2025, and Process Piping & Equipment, Inc. (PPE) received the highest score among the proposals reviewed by the selection committee;
Whereas, Sufficient funds for this contract are included in the approved Sewage Disposal System Capital;
Whereas, PPE complies with the requirements of the City’s Non-Discrimination and Living Wage ordinances;
Whereas, It is appropriate now to enter into a contract with said company for said construction project; and
Whereas, The contract sets forth, among other things, the services to be performed by said company, and the payments to be made by the City therefore, all of which are agreeable to the City;
RESOLVED, That City Council approves a Construction Contract with Process Piping & Equipment, Inc. in the amount of $2,769,400.00 for the Screw Pump Replacement Project (RFP #25-38);
RESOLVED, That a contingency amount of $280,000.00 be established within the project budget and that the City Administrator be authorized to approve construction change orders not to exceed that amount in order to satisfactorily complete this project;
RESOLVED, That the Mayor and City Clerk are authorized to sign the contract after approval as to substance by the City Administrator and approval as to form by the City Attorney;
RESOLVED, That the City makes the following declaration for the purposes of complying with the reimbursement rules of Treasury Regulations 1.15-2 pursuant to the Internal Revenue Code of 1986, as amended, that the City reasonably expects to reimburse itself for expenditures for the costs of the Project with proceeds of Bonds; and
RESOLVED, That the City Administrator is authorized to take all appropriate actions to implement this resolution, including signing all necessary documents and sub-agreements.