DATE: March 19, 2024
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
SUBJECT: Sewage Sludge Pumping and Removal Services Agreement
RECOMMENDED ACTION(S):
TITLE
Approve and authorize Chairman to execute an Agreement with Central State Inc., for sewage sludge pumping and removal services for Special Districts, County Parks, Juvenile Justice Campus, American Avenue Disposal Site, and Southeast Regional Disposal Site, effective March 19, 2024, total term not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total amount not to exceed four million five hundred thousand dollars ($4,500,000).
REPORT
Approval of the recommended action will provide sewage pumping services at the identified locations to remain in compliance with the California State Water Resources Control Board (CSWRCB). This item is countywide.
ALTERNATIVE ACTION(S):
There are no viable alternative actions. Should your Board not approve the recommended action, the County would be out of compliance with the CSWRCB, the State governing body for waste discharge, and cause a public health and safety issue.
FISCAL IMPACT:
There is no Net County Cost associated with the recommended action. The maximum amount for the five-year agreement is four million five hundred thousand dollars ($4,500,000). Services provided at Specials Districts are financed by each respective County Service Area (CSA) or Waterworks District (WWD) operations and maintenance budgets. Funds for each Special District are generated through assessments, service charges, carryover funds, and interest income. Sufficient appropriations and estimated revenues are included in various Department of Public Works and Planning - Special Districts Orgs and Parks and Grounds Org 7910 FY 2023-2024 Adopted Budgets. Vacuum and sewage sludge pumping at the Juvenile Justice Campus (JJC) is budgeted in the Department’s - Special Districts Org 9140 and reimbursed through the Internal Services Department (ISD) with budgeted Net County Cost. The leachate pumping at the American Avenue Disposal Site (AADS) and Southeast Regional Disposal Site (SERDS) is budgeted in the Department’s - AADS Enterprise Fund Org 9026 and SERDS Enterprise Fund Org 9020.
DISCUSSION:
There are eleven Special Districts, six County Parks, and the JJC with sewage treatment facilities that require periodic sludge removal. In Special Districts with 50 or less dwellings, sludge pumping is typically required on average 10-12 times a year while in larger districts, such as CSA No. 47 (Quail Lake Estates) with over 700 dwellings, pumping is required over 150 times a year.
Leachate pumping at AADS only occurs in years of unusually high precipitation. In a typical year, the amount of leachate collected can be spread over areas of the disposal site and allowed to evaporate. During seasons of high precipitation, the leachate must be pumped out before it exceeds the capacity of the storage tanks.
Leachate pumping at SERDS must be done on an ongoing basis. The Water Discharge Requirements of the CSWRCB do not permit the leachate to be distributed over the site.
On December 14, 2023, the Purchasing Division issued Request for Quotation (RFQ) No. 24-029 for sewage sludge pumping and removal services. The bid period for RFQ 24-029 closed on January 19, 2024, with only one bid received. Central State Inc. provided the only bid for all groups within the RFQ, as shown in Exhibit A. Staff recommends the execution of the proposed Agreement with Central State Inc.
The total maximum compensation for the three-year base term is for nine hundred thousand dollars ($900,000) for each one-year period of the proposed Agreement, with a maximum cumulative total of two million seven hundred thousand dollars ($2,700,000) for the three-year term of the Agreement. If the proposed Agreement is only extended for one (1) additional renewal period, then the maximum cumulative total under the proposed Agreement shall not exceed three million six hundred thousand dollars ($3,600,000) during the entirety of the extended four-year term of the proposed Agreement with an annual maximum of nine hundred thousand dollars ($900,000) for the one-year renewal period. If proposed Agreement is extended for the maximum two (2) additional one-year renewal periods, then the maximum cumulative total shall not exceed four million five hundred thousand dollars ($4,500,000) during the entirety of the five-year term of the proposed Agreement.
With your Board’s approval of the recommended action, the County will remain in compliance with the CSWRCB.
REFERENCE MATERIAL:
BAI #40, March 12, 2019
ATTACHMENTS INCLUDED AND/OR ON FILE:
Exhibit A
On file with Clerk - Agreement with Central State Inc.
CAO ANALYST:
Salvador Espino