NOTICE:
The City of Astoria is utilizing the Sole-Source Procurement method as allowed by City Code to purchase the following Goods or Services & Personal Services:
RESERVOIR COVERS REPAIR PROJECT
Vendor/Contractor: Layfield Group
REASON FOR SOLE SOURCE:
1. Description of Goods/Services Required:
While doing the annual cleaning of the Reservoir 2 cover, workers discovered that the cover material in several locations was starting to prematurely fail. The material, a polyethylene geo-membrane, was originally warrantied for 20 years and should not have started failing. The failure was a result of the material delaminating and developing holes in the membrane. The delamination was extensive and could not be repaired with standard repair techniques. A total of five panels need to be replaced.
Layfield Group, the original installation contractors, worked with the material manufacturer to determine the cause of the failure. Samples of the material were sent to the manufacturer and they agreed to warranty the membrane material. Layfield developed an approach to repair our cover and provided a proposal for the repair.
2. Justification for Sole Source Procurement:
Layfield is the sole provider of goods and services due to the following reasons:
- Unique Capabilities: Layfield Group specializes in the installation of geo-membranes as floating covers for open reservoirs for drinking water. This is a unique application of geo-membranes of which there are only a few contractors with the experience of Layfield.
- Compatibility Requirements:Since Layfield was the original contractor for the reservoir cover installation, they currently have copies of all of the engineering documents and as built drawings from the original project. Having this documentation has given them the ability to plan an approach to the repair and reducing the time needed to execute the repair.
- Technical Expertise: Layfied has installed numerous floating covers and other membranes nationwide. Layfield specializes in geo-membrane installations and repairs. Repairing a membrane in situ is a technical operation and having a contractor who is experienced with difficult repairs and who is already familiar with the project is beneficial.
- Prior Installation Experience: Layfield provided and completed the initial installation of the reservoir covers, giving them unique familiarity with the existing infrastructure and ensuring seamless repairs or replacements. Layfield also re-lined our slow sand filters approximately 7 years ago and they are contracted to provide the floating baffles for the waste water treatment plant upgrades.
- Market Research: Some other companies advertise floating covers. Many of the companies sell floating black balls or other modular floating devices which are not applicable for our reservoir. Companies that sell geo-membrane floating covers list applications for wastewater, industry, agriculture, or mining. I was unable to locate a company that provides membrane covers for drinking water applications.
3. Cost Considerations:
Although competitive bidding is not applicable, we have reviewed the pricing and terms provided by Layfield to ensure they are fair and reasonable. Layfield negotiated with the membrane manufacturer to provide the material at no additional cost to the City. Layfield’s labor rates are based on prevailing wage rates and are reasonable. The cost of mobilization is in-line with other mobilization fees we have seen for other recent projects. The cost to fabricate the panels is reasonable based on the technical skill and specialized equipment needed. Please see the attached proposal for more information.
4. Conclusion:
Given the unique capabilities and sole availability of Layfield for repairing and replacing the reservoir covers, we respectfully request approval for this sole source procurement. We believe this procurement is in the best interest of the City of Astoria, ensuring efficiency, compatibility, and cost-effectiveness.
Due to the total cost of this procurement, this matter will be scheduled for City Council consideration at the March 3, 2025, City Council meeting.
Protests:
An affected person can protest this award by delivering a written protest to the Public Works Director within ten (10) days of this public notice – City Hall, 1095 Duane St. Astoria, OR 97103, or email written protest to jharrington@astoria.gov. Protests will follow the guidelines outlined in the Astoria Procurement Code 1.969.
Layfield Group Proposal
