City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends that the City Council award a maintenance contract to Duke’s Root
Control, Inc. as the lowest responsive and responsible bidder to complete the
necessary maintenance work under the Sewer Line Replacement Project, P-230.
BACKGROUND:
There are approximately 86 miles of sewer mains that the City maintains.
Approximately 40 miles of the mains are impacted by tree and plant root intrusion.
Root intrusion causes a variety of negative impacts on the City’s system. These
impacts range from sewage stoppages, increased maintenance/utility costs and
accelerated system deterioration. Currently the City does not have a maintenance
program designed specifically to address root intrusion. Because of numerous and
varying types of obstructions, the City’s maintenance efforts have relied on
techniques that are designed to flush and power wash debris from the mains, versus
cutting methods, which can’t negotiate certain obstructions and have negative side
impacts on the life of the mains. These techniques do not eliminate the roots so that
over time they grow back and continue to be a problem. Ultimately the root growth
creates a stoppage and the City implements an emergency repair. The Public
Works Department is proposing creation of a new maintenance program specifically
to address the root intrusion problem. The proposed program would be funded
through the existing Sewer Line Replacement Project, P-230, which is funded
through the Sewer Enterprise Fund.
The new program would address approximately 8 miles of the affected sewer mains
each year with the goal of treating approximately 40 miles of mains over a 5 year
Meeting Date: 12/12/05 Item Number: C-5
AGENDA ITEM: Award of a Maintenance Contract to Duke’s Root Control, Inc. for
Work Under the Sewer Line Replacement Project, P-230
Contact Person/Dept.: Heustace
Lewis/PW/MO
Phone Number: 310/253-6444
Fiscal Impact: Yes [X] No [] General Fund: Yes [ ] No [X]
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification:
Master Notification List (12/07/05). Duke’s Root Control, Inc., Whyte Plumbing, Inc. and
Pacific Sewer Maintenance Corporation (12/07/05).
Department Approval:
Charles D. Herbertson (12/02/05)
CAO Approval:
Martin Cole for Jerry Fulwood (12/5/05)
City Controller Approval:
Marlee Chang (12/2/05)
City of Culver City, California
City Council Agenda Item Report
period. The actual number of miles of mains to be treated will be determined by City
staff and given to the contractor for completion each year. Each annual application
will be based on budgetary approval and allocation of funds to the program. It is
anticipated that the annual cost would be approximately $50,000 a year for 5 years,
at a total cost of $250,000.
During the course of the program, Public Works anticipates continuing the
replacement of mains where needed and accessible. However, approximately 25%
of the mains impacted by root intrusion are located in easements behind residential
properties, or crossing under Ballona Creek and the I-405 and SR-90 Freeways. It
may not be possible to replace or re-line these mains and chemical treatment may
need to continue.
The root intrusion maintenance will be accomplished through the application of
herbicides to dissolve the roots and inhibit root re-growth. The crews performing the
maintenance and the herbicides used are required to comply with all Federal, State
and Local ordinances pertaining to the type of work, particularly the laws and
ordinances relating to transportation of material (United States Department of
Transportation), the application of sewer root control herbicides (US Environmental
Protection Agency), and traffic safety regulations. All work will be performed by
Certified Pesticide Applicators licensed with the California Department of Pesticide
Regulation. The types of herbicides used, if applied correctly, are approved for use
in sewer lines and treatment facilities. These herbicides are currently being used in
other jurisdictions’ systems both private and public, including the City of Los Angeles
who provides sewage treatment services to Culver City.
DISCUSSION:
In accordance with City Charter Section 1304, relating to maintenance of sewers
and Municipal Code Section 3.07.070 B.6., relating to maintenance of City-owned
real property, the Public Works Department issued a request for bids (RFB) on April
13, 2005. Bids were requested from qualified sewer-root abatement contractors to
treat affected sewer mains by applying foam or other herbicidal root growth inhibitors
and dissolvers. On April 22, 2005, the Public Works Department received bids from
three qualified contractors. The contractors responded with the following bid
amounts:
CONTRACTOR PIPE SIZE IN
INCHES
UNIT PRICE PER LINEAR
FOOT OF TREATMENT
6” $0.68 Duke’s Root Control, Inc.
8” $0.68
6” $0.82 Pacific Sewer Maintenance Corp.
8” $0.82 City of Culver City, California
City Council Agenda Item Report
6” $2.24 Whyte Plumbing, Inc.
8” $2.24
Staff reviewed the lowest bidder’s bid, Duke’s Root Control, Inc., (Duke’s) and found
the bid documents complete. The insurance information was reviewed and
determined to meet City requirements.
In order to test the process prior to issuing a request for bids, the City contracted
with Duke’s to perform a limited application on a portion of the City’s mains. At the
beginning of this calendar year Duke’s treated approximately 3.2 miles of sewer
mains. City staff determined that the application was successful and no problems
were encountered. Staff is recommending commencement of the program as a
result of this prior success. Duke’s and its competitors who responded to staff’s
RFB all have a prior successful history in applying the herbicides and dissolvers
which remove the roots without harming trees.
Sewer Maintenance Division staff will perform project management and inspections
and the maintenance program will commence in January 2006.
FISCAL ANALYSIS:
Based on the annual anticipated costs of approximately $50,000 a year for 5 years,
totaling $250,000, and the anticipated reduction in potential emergency repairs in the
treated areas, there are sufficient funds allocated for this project in the Capital
Improvement Program Budget for Fiscal Year 2005/06 with Sewer Enterprise Funds.
MOTIONS:
That the City Council:
1) Award a maintenance contract to Duke’s Root Control, Inc. for work under the
Sewer Line Replacement Project, P-230, based on its bid amounts, not to
exceed $50,000 annually, for a period of five (5) years, not to exceed a total
of $250,000; and
2) Direct the City Attorney to prepare the necessary documents and authorize
the Chief Administrative Officer to execute the contract.