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AWARD A SERVICE CONTRACT TO ROOT TAMERS, INC. FOR SANITARY SEWER ROOT TREATMENT SERVICES
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to award a three-year service contract in an amount of $303,820 per year to Root Tamers, Inc. of Redding, California. It is further recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
Recent sanitary sewer overflow (SSO) data indicates that about eighty percent (80%) of SSOs are caused by debris accumulation due to root intrusion into the City’s sanitary sewer collection system. As a result, the City advertised for and received two bids for the Chemical Root Treatment for the Gravity Sewer Collection System (Project PUR-16-009). The lowest responsive bid was received from Root Tamers, Inc. of Redding, California.
If approved, this action will authorize the City to enter into an agreement for the annual purchase of goods and services in the amount of $303,820 with Root Tamers, Inc. of Redding, California (Attachment A), for the application of herbicide to the main and lower lateral sanitary sewer lines for the purpose of abating roots and inhibiting future root growth.
DISCUSSION
Background
The City has not had an active chemical root control program for several years and has relied solely on the use of mechanical methods of controlling root growth. This has proven to be ineffective, given the proximity of the city’s vast urban forest to the gravity sewer sanitary collection system. Roots from trees and vegetation are attracted to the water vapor from porous sewer pipes and infiltrate the pipe in search of water. This root intrusion can cause sewer stoppages and SSOs. A chemical root control program can be a very cost effective and a predictable method of root control. By regularly applying root control chemicals, root growth is controlled and sewer stoppages are prevented.
The State Water Resources Control Board (SWRCB) adopted a General Waste Discharge Requirement (WDR) (Order No. 2006-0003) for all publicly owned sanitary sewer collection systems in California with more than one mile of sewer pipe. The goal of the WDR is to provide a consistent statewide approach for reducing SSOs. Additionally, the WDR also required public agencies to develop and implement a Sewer System Management Plan (SSMP) aimed at reducing SSOs. Due to the fact that about eighty percent (80%) of SSOs are caused by debris accumulation due to root intrusion in the sanitary sewer collection system, staff recommends implementing a root control program as part of its SSMP.
All chemicals for sewer root control are classified under the “Restricted Use Pesticides” limiting the use of these chemicals specifically to root control on underground pipelines. The product used is approved and regulated by the EPA and State Pesticide Regulatory Agency, which monitor the products used in regards to environmental matters and employee safety. The routine use and application of these chemicals is a standard maintenance practice within the wastewater collection maintenance/operation industry. The proposed application dosage will not have any impact to the operation of the wastewater treatment processes. Specialized equipment and licenses are required for the application of these chemicals in sewers. City staff does not possess the required licenses nor does the City own such equipment to apply these chemicals to the system.
The fiscal year 2016-2017 sanitary sewer budget included sufficient funding for this project. Staff estimated the annual cost for this service at $300,000.
Present Situation
On August 26, 2016, a Request for Sealed Bid was advertised on Bid Flash to qualified firms for services from a licensed contractor to provide Chemical Root Control Treatment to the City’s Gravity Sewer Collection System to furnish labor, material, and equipment required to complete the project. The final bid submission was due on October 6, 2016 at 2 p.m.
The City Clerk’s Office received and opened bids from the firms listed below.
|
FIRM NAME |
BID AMOUNT |
|
Duke’s Root Control, Inc. (West Syracuse, NY) |
$373,420 |
|
Root Tamers, Inc. (Redding, CA) |
$303,820 |
The bid from Root Tamers, Inc., the lowest responsive bidder, is regular in all aspects, and they have the proper license and specialized equipment to do this work. Root Tamers’ bid had a discrepancy in the dollar amount listed for the Closed Circuit Television (CCTV) cost; originally it stated a linear foot (LF) rate opposed to a flat rate or lump sum. This discrepancy was non-material in reference to the bid being the lowest bid; Root Tamers, Inc. acknowledged and corrected the discrepancy in writing to state that the cost for CCTV would be a flat rate of $10,000, not per LF.
The City of Stockton recently exited from a 5-year Consent Decree with the California Sportfishing Protection Alliance (CSPA). However, as part of the ongoing maintenance and efforts to minimize and reduce its number of SSOs, a root control program for small (4 inch to 15 inch) main and lower lateral sewer pipes is essential.
The project scope of work includes, but is not limited to, application of a chemical root control agent to approximately 54 miles of sanitary sewer lines. The focus will be on sewer lines ranging from 4 to 15-inch in size. The chemical will abate the root growth in an effort to inhibit root re-growth and sewer line intrusion without permanently damaging the above-ground vegetation/landscaping. This treatment will not disrupt the wastewater treatment process. The chemical root treatment will be applied at various locations throughout the City of Stockton and/or San Joaquin County incorporated areas. The majority of the impacted pipes are located within Systems 2, 3, and 5. The City will also require the Contractor to televise (CCTV) 5-percent of the pipe length (14,000 feet) at a minimum of 6 months after the chemical application to determine its effectiveness.
If approved, the initial term of this contract is anticipated to be three years. The contract may be extended for up to two additional one-year periods. In no event shall the contract and any extensions exceed five years total. Therefore, Staff recommends authorizing the award of a chemical root treatment service contract with Root Tamers, Inc. of Redding, CA for a total amount of $303,820 per year.
FINANCIAL SUMMARY
There are sufficient funds for FY 2016-17 in the Wastewater Operating Expense Account 431-4332-571 to award this contract to Root tamers, Inc. of Redding, California in the amount of $303,820.
There is no impact to the City’s General Fund or to any other unrestricted fund as a result of taking the recommended actions.
Attachment A - Agreement - Root Tamers, Inc.