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Water & Wastewater Commission Review and Recommendation Health and Environment COA Strategic Direction: August 4, 2021 Commission Meeting Date: Council Meeting Date: Department: Purchasing August 26, 2021 Client: Shay Ralls Roalson Agenda Item Recommend approval to award a multi-term contract with ECS Environmental Solutions, to provide installation, removal and rental of activated carbon-based odor control units, for up to five years for a total contract amount not to exceed $481,295. Amount and Source of Funding Funding in the amount of $8,022 is available in the Fiscal Year 2020-2021 Operating Budget of Austin Water. Funding for the remaining contract term is contingent upon available funding in future budgets. The Purchasing Office issued an Invitation for Bids (IFB) 2200 WJT1005 for these goods and services. The solicitation was issued on May 3, 2021 and it closed on May 27, 2021. The recommended contractor submitted the only responsive offer. A complete solicitation package, including a tabulation of the bid received, is available for viewing on the City’s Financial Services website, Austin Finance Online. Link: Solicitation Documents. N/A August 4, 2021 – To be reviewed by the Water and Wastewater Commission. This solicitation was reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9C Minority Owned and Women Owned Business Enterprise Procurement Program. For the goods and services required for this solicitation, there were no subcontracting opportunities; therefore, no subcontracting goals were established. Purchasing Language: Prior Council Action: Boards and Commission Action: MBE/WBE: The contract is for rental of two odor control units to relieve wastewater odors at Westbank Lift Station and the Agave neighborhood. These areas have a history of odor complaints originating from the local wastewater systems and this contract will serve as an interim solution until a permanent solution is utilized. Additionally, a Notice of Violation has been issued by Texas Commission on Environmental Quality (TCEQ) for the Agave neighborhood demanding that Austin Water take the necessary steps to relieve the system of nuisance odors. These rental units will also allow the engineering team to determine the flow rate Item needed to keep the respective system in negative pressure such that localized odors do not escape it through sewer access points such as clean outs, manholes, vents, etc. If the City is unable to secure a contract the Westbank Lift Station and the Agave neighborhood will continue experiencing nuisance odors that will affect the everyday lives of the local residents. The previous contract at the Westbank Lift Station expired on July 24, 2021 and will not be renewed. The current contract for the Walnut Creek Wastewater Treatment Plant unit will expire in February 2022 and will not be replaced if this contract is not awarded. Austin Water also risks further TCEQ regulatory enforcement if the rental of the odor control unit at Walnut Creek Wastewater Treatment Plant is not replaced once the current contract expires. Contract Detail: Contract Term Initial Term Optional Extension 1 Optional Extension 2 Optional Extension 3 TOTAL Length of Term 2 yrs. 1 yr. 1 yr. 1 yr. 5 yrs. Contract Authorization $192,518 $ 96,259 $ 96,259 $ 96,259 $481,295 Note: Contract Authorization amounts are based on the City’s estimated annual usage. PRICE ANALYSIS a) Solicitations: 126 notices were sent, including 12 MBE and 5 WBE firms with no M/WBE firms responding. b) Cost Analysis: The proposed contract pricing is consistent with a 2.76% decrease represented in the market.