City of Lawrence
Utilities Department
MEMORANDUM
TO: David Corliss, ACM, Administrative Services;
FROM: Chris Stewart
CC: Roger Coffey, Michael Tubbs, Charlie Gray, Tim Will
DATE: August 2, 2005
RE: Clinton Lagoon Cleaning
Please include the following item on the consent agenda for the August 9, 2005 City Commission meeting.
Award Bid : Clinton Lagoon Cleaning
Project Description: The project requires removal of lime solids from the Clinton Residuals Lagoon. The Clinton treatment process includes the addition of lime for softening and pH adjustment. The lime solids settle in the basins and discharge to an east and west lagoon located north of the water plant. The current project requires removal from the west lagoon. Staff anticipates the east lagoon to be completed in 2006.
Project History: Lime residuals at the Clinton plant build up in the two lagoons and require removal and disposal in approximate 10 year increments. The Utility Department received proposals from contractors in November 2003 with several options for disposal of the treatment residuals. The options included beneficial reuse for farm fields ; disposal and cover used on site at the facility and disposal off site in a proposed monofil.
Project Status: A Request for Proposals outlining minimum requirements for the project was provided to contractors in November 2003. Final proposals were received from RD Johnson; Leath and Sons, Inc and LRM Industries. The unit prices in the RFP in 2003 are provided below. The options include on site material use; unscreen material for hauling to a monofil and screen material for beneficial farm use.
Contractor On Site Unscreen Material Screen Material
RD Johnson $ 4.50/cy $9.75/cy $11.70/cy
LRM Industries $ 8.20/cy $14.10/cy no bid
Leath and Sons $ 5.50/cy $9.00/cy $14.30/cy
The estimated quantity for one lagoon is approximately 36,000 cubic yards. Final quantities will be determined through survey before and after the work is done.
After consideration of the three bid options, staff conclusions were made as follows:
· on site use for cover material and soil conditioning is the least costly of the three options and can be stockpiled for cover material in the future.
Project Details: The project proposals were received in November 2003. During the time period from the original proposals, staff was working with KDHE to complete the Kaw lime residuals project and to determine the best alternative for long term disposal of residuals from both the Kaw and Clinton facilities. Staff continues to work with KDHE in developing a long term monofil project at the Wastewater Treatment facility . Current operational needs require the project to proceed with the option to use the material for on site cover at the Clinton treatment facility.
The original proposal prices required an update of prices and the Purchasing Department recommended that the low bidder (RD Johnson) provide an updated proposal amount to determine if separate updated proposals would be required from the other contractors. RD Johnson provided an updated price for the recommended option in the amount of $4.95 per cubic yard as opposed to $4.50 per cubic yard. The unit price increase was needed due to the high escalation in diesel fuel prices over the 20 month period.
Staff has reviewed the updated proposal and recommends approval to proceed with the updated price from the low bidder, RD Johnson. The updated proposal of the low price from RD Johnson is still below the 2nd lowest proposal of $5.50 per cubic yard provided in November 2003.
Project Funding: Funding for this project will come from the non-bonded fund for 2005 miscellaneous water system improvements. This fund provides approximately $1,000,000 per year for work related to the water treatment and distribution facilities. This project was planned for this year budget.
Action Request. The Utilities Department is seeking approval from the City Commission to award the bid proposal to RD Johnson for the unit price of $4.95 per cubic yard with a total estimated price of $178,200 for 36,000 cubic yards of material and authorize the City Manager to enter into a contract agreement .