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CC - Approval of a Professional Services Agreement with Duke’s Root Control, Inc. to Provide Root Control Services on City-owned Sewer Main Lines
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Meeting Date: April 8, 2019
Contact Person/Dept: Eric Mirzaian/Public Works
Phone Number: (310) 253-6444
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [X] Date:
Public Notification: (E-Mail) Meetings and Agendas - City Council (04/02/19);
Department Approval: Charles D. Herbertson, Director of Public Works/City Engineer (03/26/19)
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RECOMMENDATION
Staff recommends the City Council approve a professional services agreement with Duke’s Root Control, Inc. (Duke’s) for a term of three-years with two one-year options to provide root control services on City-owned sewer main lines.
BACKGROUND/DISCUSSION
There are approximately 86 miles of sewer mains that the Public Works Department is responsible for maintaining. These mains can be impacted by tree and plant root intrusion. Root intrusion causes a variety of negative impacts on the City’s sewer system. These impacts range from sewage stoppages, sewage overflows, increased maintenance costs, and accelerated deterioration.
With the services previously provided by Duke’s, the City was able to establish a maintenance program to specifically address the root intrusion problem and treat approximately 10 miles of affected sewer mains each year. The root intrusion maintenance is accomplished through the application of herbicides to dissolve the roots and inhibit re-growth. The crews performing the work and applying 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 (United States Environmental Protection Agency), and local traffic control requirements. All work is required to be performed by certified pesticide applicators licensed with the California Department of Pesticides. These types of herbicides used, if applied correctly, are approved for use in sewer lines and treatment facilities. As the terms of the current contract conclude, and pursuant to CCMC Section 3.07.045, where the services of a vendor have been utilized for a period of five consecutive years, informal or formal bidding procedures shall apply.
Culver City Municipal Code Section 3.07.055.G, exempts bidding requirements where competitive bid procedures have already been utilized by the City, public agency or joint power agency and the goods or supplies are supplied to the City at the same or better price. Because root control services as supplied by Duke’s Root Control have previously undergone competitive solicitation procedures with the City of Sacramento and Duke’s Root Control will supply the same services at the same or better rate, this procurement meets this requirement. Staff is recommending the City Council approve a professional services agreement with Duke’s for a term of three-years with two one-year options.
For this proposed agreement, Duke’s has agreed to extend current pricing as outlined below for the current year, with annual CPI adjustments for the remainder of the agreement:
• 6” lines: $0.94 per lineal foot
• 8” lines: $0.94 per lineal foot
• 10”lines: $0.97 per lineal foot
• 12” lines: $1.15 per lineal foot
• 15” lines: $1.45 per lineal foot
FISCAL ANALYSIS
There are sufficient funds allocated for this agreement in the Wastewater Fund-Contractual Services account (20460230.619800) for the current fiscal year in an amount not to exceed $100,000. Service costs for additional years will be incorporated into future budgets.
ATTACHMENTS
• Proposal of Duke’s Root Control, Inc.
MOTION
That the City Council:
1. Approve a three-year professional services agreement with Duke’s Root Control, Inc. to provide root control services on City-owned sewer mains; and,
2. Authorize the Public Works Director to exercise the two additional one-year options for renewals;
3. Authorize the City Attorney to review/prepare the necessary documents; and,
4. Authorize the City Manager to execute such documents on behalf of the City.