Title
Resolution to Approve Increased Purchasing Authority for Odor Control Chemical from D3W Industries, Inc. ($130,900.00 to $238,700.00 Annually, Estimated) and Polymer from Solenis LLC, ITB 4714 ($297,000.00 to $ 450,000.00 Annually, Estimated) for Water Resource Recovery Facility Operations
Memorandum
Your approval is requested to increase the purchasing authority for chemicals used by the Water Resource Recovery Facility (WRRF) that were previously approved by City Council.
At the end of the land application season November 2022, staff evaluated whether continued land application was a viable method for solids disposal. This evaluation was deemed necessary due to several factors. Weather has become unreliable, as we have experienced bigger storms during the summer months. The bigger storms have made it extremely difficult during June and July to find suitable land for solids application. The land application contractor struggled to find truck drivers and expressed concerns regarding fuel costs. City staff is concerned with the ever- changing PFAS regulations. The biosolids we generate meet the current PFAS regulations, but these regulations are ever changing and there is a risk that our biosolids may not meet future PFAS regulations for land application. Insurance companies are increasingly less willing to cover the application of biosolids to agricultural or other land. Based on these reasons it was decided to run the centrifuges and dewater the solids into centrifuge cake that goes to the landfill year round. We presented this approach to the City Environmental Commission in February 2023, and they agreed. This process change requires us to use more Planet Breeze (D3W Industries) and Polymer (Solenis LLC). These increased costs are offset by the elimination of the contract for land application and a reduction in pebble lime use.
Due to this operational change we request the following purchasing authority approvals be increased for FY25 and future fiscal years if originally approved by Council with extensions to be approved by the city administrator.
• Planet Breeze, D3W a sole source supplier: Council approved the purchase of $130,900.00 estimated annually through FY25. We request your approval to increase the FY 25 amount by $107,800.00 for a total of $238,700.00 annually, estimated.
• Polymer, Solenis, $297,000.00 estimated annually. City Council approved this purchase through FY23 at the estimated annual cost of $297,000.00 but with 3, one-year renewals with Producer Price Index (PPI) increases if agreed to by both parties. We request your approval to increase the FY 25 and FY 26 extension (if agreed to by both parties) by $153,000.00 for a total of $450,000.00, estimated annually.
Budget/Fiscal Impact: The budget increases in these line items are offset by the reduction in contracted services with the removal of land application costs.
Funds to finance these purchases are included in the approved FY25 WRRF Operation and Maintenance budget for the Sewage Disposal System. Purchases during FY26 are subject to the availability of funds.
Staff
Prepared by: Keith Sanders, Manager, WRRF
Reviewed by: Sue F. McCormick, Interim Public Services Area Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, The City’s Water Resource Recovery Facility (WRRF) centrifuges liquid biosolids to produce a cake that is disposed in a landfill;
Whereas, The WRRF Staff determined Land Application of Biosolids is no longer a viable disposal option resulting in year round centrifuge operation;
Whereas, Year round centrifuge operation causes an increase usage of Planet Breeze (D3W Industries) and Polymer (Solenis LLC); and
Whereas, Sufficient funds for these purchases have been budgeted in the approved FY25 WWTP Operation and Maintenance Budget for the Sewage Disposal System, and purchases during FY26 will be subject to the availability of funds;
RESOLVED, That City Council approve the increase in purchasing authority with D3W Industries, Inc. for Planet Breeze by $107,800.00 for a total of $238,700.00 annually, estimated;
RESOLVED, That City Council approve the increase in purchasing authority with Solenis LLC for polymer in FY25 and the FY 26 extension by $153,000.00 for a total of $450,000.00, estimated annually;
RESOLVED, That in the event any vendor is unable or unwilling to furnish adequate supplies during the term of the purchase agreement, the City Administrator is authorized to accept the bid of the next lowest responsible vendor or to negotiate the purchase of necessary supplies on the open market subject to the availability of funding; and
RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this resolution.