To: MAYOR AND CITY COUNCIL
From: ANDREW WINJE, PUBLIC WORKS DIRECTOR
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APPROVE AN AMENDMENT TO THE AGREEMENT WITH EMPIRE PIPE CLEANING AND EQUIPMENT, INC. FOR SEWER LINE CLEANING AND ROOT REMOVAL SERVICES FOR AN ADDITIONAL AMOUNT OF $1,213,714 AND A NEW NOT TO EXCEED TOTAL OF $2,162,608 AND TO EXTEND THE TERM OF THE AGREEMENT TO SEPTEMBER 14, 2029
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EXECUTIVE SUMMARY
Approval of the proposed amendment to the Agreement with Empire Pipe Cleaning and Equipment, Inc. (Empire) would extend the term to allow Empire to provide line cleaning and root removal services for the City’s 112 miles of sewer main lines for the next three years. The total cost of the additional three years of service is capped at $1,231,714, including a 10% contingency. The average annual cost is $404,571. This would increase the total not to exceed amount of the Agreement to $2,162,608.
The Public Works Department contracts this service to allow City maintenance crews time to focus on more urgent activities, such as maintaining City sewer pump stations, keeping catch basins clear of debris, and responding to resident requests. Empire provided the lowest price proposal during the last open solicitation for these services, which was conducted in 2023, and has performed at, or above, contract expectations over the past three years. Rather than initiating a new request for proposal process, staff is recommending an amendment with Empire because the company has delivered excellent service and is offering pricing that is lower than what the other contractors proposed during the 2023 solicitation.
BACKGROUND
The City’s sewer system contains approximately 597,000 lineal feet of main lines. An important element in keeping the lines functioning properly, and reducing the likelihood of blockages, is periodic cleaning with water-jetting and vacuum equipment and the removal of tree roots.
City Council approved an Agreement with Empire Pipe Cleaning and Equipment, Inc. on September 19, 2023. The three-year Agreement expires on September 19, 2026. Sewer line cleaning in the City has routinely followed a three-year cycle. The Contractor cleans all main lines throughout the City during Year One, and half of the City’s lines again in Years Two and Three. Under this schedule, every City main line is cleaned twice each three-year cycle. The Contractor is paid on a per linear foot basis and there is no guaranteed volume of work. The total cost for the three-year amendment would not exceed $1,231,714, including root removal and a 10% contingency estimated to be spent as follows:
• Year One (Service entire City): $642,607
• Year Two (Service half City): $285,554
• Year Three (Service half City): $285,554
The City Financial Services Department solicited proposals for the current three-year Agreement through RFP #2324-001 in September 2023. Empire submitted the proposal with the lowest price and demonstrated the skills and experience needed to be selected as the City’s contractor.
Empire Pipe Cleaning Equipment, Inc. is offering pricing for the next three-year period that is below the pricing provided by other competitors during the 2023 RFP. While the fee for the primary service, line cleaning, will increase from $0.65 to $0.84 per lineal foot under the amendment it is still significantly below the $1.05 per lineal foot average cost provided previously by the other responding contractors.
COORDINATION
The Agreement has been reviewed and approved as to form by the City Attorney’s Office.
FISCAL IMPACT
The total amendment cost for the three-year extension to the Agreement for sewer line cleaning and root removal services shall not exceed $1,231,714, including a 10% contingency. Funding is for the contract service is available in the Public Works Department annual Wastewater Fund operating budget.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
• Agmt - First Amendment to the Agreement with Empire Pipe Cleaning and Equipment, Inc.
• Agmt - Original Agreement with Empire Pipe Cleaning and Equipment, Inc., September 19, 2023
• Insurance - Empire Pipe Cleaning and Equipment, Inc.