Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute a Non-Professional Services Agreement with Polydyne Inc. for $786,000 Over Five Years for Polymer Selection and Supply Services for the Water Pollution Control Plant
Staffreport
COUNCIL PRIORITY
• Infrastructure
SUMMARY
The City initiated a Request for Proposals (RFP) on March 4, 2025 to select a supplier for polymer beginning in Fiscal Year 2025-2026. The selection process included a written proposal, lab testing, and a real-world trial. Polydyne Inc. was selected as the preferred vendor.
RECOMMENDATIONS
Staff recommend City Council adopt a Resolution to approve and authorize the City Manager to execute a Non-Professional Services Agreement with Polydyne Inc. for the selection and supply of polymer for dewatering processes at the Water Pollution Control Plant (WPCP) for a total not to exceed amount of $786,000 for a period of three years at the price quoted in Polydyne’s response to the RFP, with an option to extend terms by two years if mutually agreed upon by the City and Polydyne, Inc.
BACKGROUND
Polymer is a chemical used in the wastewater industry to “thicken” solids streams after the solids are removed from the wastewater. At the WPCP, polymer is used in two processes: to thicken solids removed from the secondary process and to thicken solids removed from the digester to prepare them for drying. Because there are subtle differences in the constituents of the solids, no single polymer works the best in every process at every treatment plant. Therefore, it is necessary to find the best polymer through testing of polymers both in the lab and in real-world tests. In addition, wastewater constituents can change over time and polymer companies are constantly developing new and better products. Polymer mixing and application may also make a difference for how much polymer is needed. For these reasons, service is a critical component of polymer procurement.
Analysis
In March 2025, the City opened a formal Request for Proposal process and received two proposals. City staff used a standardized rating matrix to rate the proposals for both quality of service and price. Each company came to the WPCP to demonstrate their testing protocols and make their recommendation of the most effective polymer. In addition, staff contacted references for both companies. Polydyne Inc. was the top-ranked proposal. Polydyne Inc. ranked well for its fast delivery time, thorough testing protocol as well as the overall price. Polydyne’s price per pound is lower and the total cost per volume was lower in the real-world test. In addition, Polydyne Inc. quoted the same price for all the suggested polymers and the same price for three years. Thus, the price will not change even if the recommended polymer changes, allowing for budget consistency.
Legal Analysis
The City Attorney’s Office will review the contract for approval as to form.
Financial Impacts
The not-to-exceed amount is $786,000 for the full five-year term of the agreement. Staff will request purchase orders sufficient for each fiscal year. Sufficient funds are included in the Fiscal Year 2025-2026 Water Pollution Control Plant Fund budget. The following amount is requested for Fiscal Year 2025-2026:
• Bulk Chemicals, Account 593-51-002-6221: $157,200
This Council action will not impact fund balances because there are funds available in the FY2025-26 adopted budget.
ATTACHMENTS
Attachment A: Resolution to Approve and Authorize the City Manager to Execute a Non-Professional Services Agreement with Polydyne Inc. for $786,000 Over Five Years for Polymer Selection and Supply Services for the Water Pollution Control Plant.
Attachment B: NPSA Polydyne Inc. Polymer Selection and Delivery Scope of Services
Attachment C: NPSA Polydyne Inc. Polymer Selection and Delivery Compensation Schedule
PREPARED BY:
Ramya Sankar, Management Analyst II, Water Pollution Control Division
Hayes Morehouse, Water Pollution Control Plant Manager