CITY COUNCIL AGENDA ITEM
Memo Date: March 29, 2021
Agenda Date: April 27, 2021
Prepared By: Sean B. McFarland, Water Treatment Manager
Through: John A. Walsh, P.E., Utilities Director
Requested Action:
title
To Approve Participation in a Cooperative Purchase Agreement with Vortex Services, LLC, Houston, Texas, to Provide Rehabilitation Services to the Existing Sulfuraetors at the Wewahootee Water Treatment Plant Utilizing Houston-Galveston Area Council National Cooperative Purchasing Contract 018-00382 Effective July 1, 2018 through June 30, 2021 in the amount of $197,950; To Approve a Resolution Authorizing the City Manager to Approve Change Orders in an Amount Not to Exceed $19,795 (approximately 10%) for a Project Total of $217,745, Project No. WS21WS; To Approve a Resolution Amending the FY2021 Budget; BAF # 21-071-A
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BACKGROUND:
The two circular concrete structures supporting the aluminum domes on top of the sulfuraetors at the Wewahootee plant are showing signs of deterioration due to the amount of hydrogen sulfide (H2S) gas that they have been exposed to over time during the sulfur stripping process. To protect the existing concrete and prevent further degradation, an epoxy coating/lining impervious to H2S gas must be applied.
Sewer manholes are also subjected to high levels of H2S gas, and epoxy lining and geopolymer products are used to protect these structures. Since June of 2019, the City of Cocoa has utilized Vortex Services, LLC for the sewer manhole lining and rehabilitation program. City staff has determined that due to the success of this program and material, the same application process can be used to protect the concrete on top of the sulfuraetors at the Wewahootee plant.
In order to protect these critical structures, staff is requesting the continued use of the H-GAC Buy National Cooperative Purchasing Contract 018-00382. It should be noted that on December 13, 2011, City Council originally approved the participation in the HGACBuy cooperative purchasing program. This contract has been reviewed by the City’s Utilities and Purchasing Departments, and has been determined to be applicable to the services required by the Utilities Department. The prices listed within this contract are “not to exceed” prices as outlined in the HGACBuy Terms and Conditions (Section A, Paragraph 23). In addition, staff recommends the approval to use the HGACBuy contract with Vortex Services, LLC to perform the required sulfuraetor concrete protection, and to authorize a budgeted expenditure for these services not to exceed $197,950.
City staff is also requesting that City Council approve an additional $19,795 as a contingency for the project. The additional amount is requested to cover any additional time and materials that may be required in excess of the original proposal. Although City staff does not anticipate change orders, there is a possibility that unforeseen events would require changes to the project scope. If a change order is required, the additional amount will allow the project to continue moving forward.
The additional $19,795 will not be added to the initial purchase order, and each change order will be reviewed by staff before it is sent to the City Manager for approval.
STRATEGIC PLAN CONNECTION:
N/A
BUDGETARY IMPACT:
Budgeted No
If not budgeted, is amendment/transfer attached? Yes, BAF #21-071-A
Amount Requested $217,745
Account Number 424-4020-536.63-00, WS21WS
Account Name Infrastructure
Source of Funds: 421-4020-536.46-00, DY20GT
421-4020-536.46-00, DY20GN
PREVIOUS ACTION:
N/A
RECOMMENDED MOTION:
Recommendation
To Approve Participation in a Cooperative Purchase Agreement with Vortex Services, LLC, Houston, Texas, to Provide Rehabilitation Services to the Existing Sulfuraetors at the Wewahootee Water Treatment Plant Utilizing Houston-Galveston Area Council National Cooperative Purchasing Contract 018-00382 Effective July 1, 2018 through June 30, 2021 in the amount of $197,950; To Approve a Resolution Authorizing the City Manager to Approve Change Orders in an Amount Not to Exceed $19,795 (approximately 10%) for a Project Total of $217,745, Project No. WS21WS; To Approve a Resolution Amending the FY2021 Budget; BAF # 21-071-A.