Item 003 - 10108 FM 812 Leachate Connections DRAFT RCA — original pdf

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COUNCIL DATE: September 24, 2026 Posting Language Authorize a contract for construction services for the 10108 FM 812 landfill to provide leachate connections for Austin Resource Recovery with Cedar Hill Construction, LLC in the amount of $1,154,941 plus a $115,495 contingency for a total contract amount not to exceed $1,270,436. Funding: $1,270,436 is available in the Capital Budget of the Austin Resource Recovery. Lead Department Austin Financial Services Managing Department Austin Resource Recovery Amount and Source of Funding Funding is available in the Capital Budget of Austin Resource Recovery. Procurement: Austin Financial Services issued an Invitation for Bids solicitation IFB 6100 CLMC1077 for these services. The solicitation was published on September 22, 2025, and closed on May 14, 2026. Of the two offers received, the bid submitted by the recommended contractor was the lowest responsive offer bid received. A complete solicitation package, including a log of offers received, is available for viewing on the City’s website. This information can currently be found at https://financeonline.austintexas.gov/afo/account_services/solicitation/solicitation_details.cfm?sid=141205 MBE/WBE This contract will be awarded in compliance with the City Code Chapter 2-9A (Minority-Owned and Women- Owned Business Enterprise Procurement Program). For the services required for this solicitation, there were no subcontracting opportunities; therefore, no subcontracting goals were established. Prior Council Action: N/A For More Information Contact: Direct questions regarding this Recommendation for Council Action to Austin Financial Services – Central Procurement at: FSDCentralProcurementRCAs@austintexas.gov or 512-974-2500. Respondents to the solicitation and their Agents should direct all questions to the Authorized Contact Person identified in the solicitation. Council Committee, Boards, and Commission Action: N/A Additional Backup Information: Austin Resource Recovery manages a closed landfill and is responsible for ensuring compliance with TCEQ regulatory post-closure care requirements, including proper leachate management. Leachate is wastewater generated when stormwater percolates through landfill waste materials. Currently, leachate is pumped into holding tanks and then manually transferred into tanker trucks for transport to an approved disposal location. The existing process is labor-intensive, operationally inefficient, and vulnerable to service disruptions during Revised 04/2025 significant rainfall events. If holding tanks are not emptied promptly, elevated tank levels can impair pump operations and increase operational risk. Additionally, the aging leachate collection system requires comprehensive upgrades, and this project represents a critical first step in the overall system modernization effort. This project will install a permanent pipe conveyance system connecting the leachate holding tanks directly to the wastewater line. This improvement will eliminate the need for ongoing manual pumping and tanker truck transport operations, improve operational reliability, and reduce staffing demands associated with routine leachate handling. As future pump upgrades are completed, increased leachate volumes are anticipated, further underscoring the need for a more efficient and sustainable conveyance solution. Due to the potential for unforeseen conditions and change orders that may arise during construction that would otherwise delay the project, a 10% contingency in funding has been included to allow for the expeditious processing of any change orders to cover any unforeseen construction costs associated with the project. All project activities will occur entirely within City-owned property that is not accessible to the public; therefore, no public impact is anticipated. If this project is not approved, manual pumping and tanker truck transport will have to continue, increasing operational strain and staffing demands as leachate volumes grow. The lack of a permanent conveyance system will also limit reliability and could result in ongoing delays and inefficiencies in routine leachate management. The contract allows 180 calendar days for project completion. The project is located within ZIP code 78719 (District 2). Revised 04/2025 PROJECT GOALS OR SUBGOALS MBE AFRICAN AMERICAN HISPANIC AMERICAN NATIVE/ASIAN AMERICAN WBE NO GOALS NA NA NA NA NA CLMC1077 MBE-WBE Summary Bidder: Cedar Hills Construction, LLC Sol#: CLMC1077 Project: 10108 FM812 Leachate Connections SUBGOALS: PROPOSED PARTICIPATION AFRICAN AMERICAN HISPANIC NATIVE/ASIAN AMERICAN WBE Total Certified Firm subcontractor Participation NA $35,000.00 NA $4,000.00 $39,000.00 No Goals No Goals Sub Utilization Plan INDIVIDUAL SUBCONTRACTORS PARTICIPATION Cert Y/N? Comm Code & Comm Code Description Industry Junction Champion Fuel Services AA AA AA AA Total: HIS HIS HIS HIS Total: A/NA A/NA A/NA Total: WBE WBE WBE WBE Total: NON NON NON NON Total: NA $35,000.00 $35,000.00 NA $4,000.00 $4,000.00 NA Y 65900 - Pipe and Tube Fittings Y 405009 - Fuel Oil, Diesel