CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Bid 24-166, Northwest Wastewater Pump Station Rehabilitation, to Hayes Plant Services LLC for an amount not to exceed $2,310,000, plus a 3% contingency
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DEPARTMENT: Water Utilities
SUBMITTED BY: Darrell Blenniss, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Northwest Wastewater Pump Station, installed in 1993, includes a wet well, valve well, three 77-horsepower submersible sanitary pumps, a backup generator, and a motor control center. Since its installation, the pumps have experienced damage from vibration and cavitation. In 2015, the three original pumps were replaced with one 70-horsepower (HP) pump and two 115-HP pumps. However, this upgrade did not resolve the problems and the pumps at this station require rebuilding every two years due to ongoing damage. To address this, the City engaged Baxter & Woodman to conduct a study and provide recommendations to mitigate the issues.
To support the City’s priority of providing infrastructure, electric service, and water/wastewater services that are reliable and safe, in November 2024, Water Utilities issued Bid 24-166 for the Northwest Wastewater Pump Station Rehabilitation project.
The scope of work includes replacing the existing pumps with three 125-HP pumps, installing new variable frequency drives (VFDs), a motor control center, and associated electrical conduits. Additionally, the project involves removing and replacing pipes and valves in both the wet well and dry well, as well as modifying the wet well structure.
DISCUSSION:
Advertise Date: 11/15/2024 Notices Sent: 26
Bid Opening: 12/19/2024 Planholders: 33
Proposals Received: 1
Completed bids were received from the following vendors:
|
Vendors Name |
Proposed Cost |
|
Hayes Plant Services |
$2,310,000.00 |
|
Engineer’s Estimates |
$2,436,315.00 |
Staff checked Hayes Plant Services’ references, and the feedback received indicates that Hayes Plant Services has successfully completed similar projects for other clients. Their bid price is within the engineer’s estimate, and City staff recommends awarding the project to Hayes Plant Services.
The estimate for the project was based on the rehabilitation of a comparable pump station completed in early 2023. However, as the in-house design progressed, it was necessary to expand the scope to include motor center replacement, wet well structural adjustments, and pipe replacement between the wet well and valve well. These additional scope changes have resulted in higher final engineer estimates and bid costs than the original budget.
Due to the long lead time for certain equipment, such as VFDs, delivery is not expected until late September or October. To minimize operational disruptions, construction will not begin until all the equipment has been delivered. The amount budgeted in 2025 is anticipated to cover the work being done this year. The 2026 budget will be adjusted to accommodate the remainder of the award.
The completion date is November 30, 2026.
FISCAL IMPACT:
CIP #: WW053 - Northwest Wastewater Pump Station Improvements/Upgrades
Rehabilitation of the Northwest Wastewater Pump Station is expensed to the account number below. The 2025 budget includes a total of $1,200,000 for this project. The requested award exceeds the amount included in the 2025 budget by $1,110,000 due to the scope changes noted above. The Water Utilities 2026 CIP budget will be adjusted to accommodate the additional amount.
|
Account Number |
Fund Description |
Proposed Budget |
|
41251500-551502 |
Water Utility Fund |
$68,654,488 |
*Per Council directive, contingencies on construction projects are set at 3% on projects over $500,000 and 5% on projects under $500,000.