To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
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APPROVE A THREE-YEAR AGREEMENT WITH EMPIRE PIPE CLEANING AND EQUIPMENT, INC. TO PROVIDE SEWER LINE CLEANING AND ROOT REMOVAL SERVICES FOR A TOTAL COST NOT TO EXCEED $948,895
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EXECUTIVE SUMMARY
Approval of this recommendation would award a three-year agreement to Empire Pipe Cleaning and Equipment, Inc. to provide line cleaning and root removal services for the City’s 112 miles of sewer main lines. Contracting out this preventative maintenance service allows the City’s sewer maintenance personnel to focus their efforts on more urgent activities. The total three-year cost of the Agreement will not exceed $948,895, including a 10% contingency. The average annual cost is $316,298.
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 periodically cleaning them with water-jetting and vacuum removal equipment. The Public Works Department typically contracts this service to allow City maintenance crews to focus on more urgent activities, such as maintaining sewer pump stations, keeping catch basins clear of debris, and responding to requests and complaints from residents. The City’s one-year Agreement with Empire Pipe Cleaning expired on September 6, 2023. The Financial Services Department has solicited proposals for a new three-year Agreement. Responses to RFP #2324-001 were as follows:
Vendor Average Annual Cost
Empire Pipe Cleaning $316,298
Premier Pipe $351,177
Houston Harris $452,311
Pipe Tec $455,435
Downstream Services $743,825
Nor-Cal Pipeline Services $1,178,813
The Public Works Department has reviewed the proposals and determined that Empire Pipe Cleaning’s proposal presents the best combination of qualifications, references, resources, and cost for the desired services. The company has been the City’s sewer line cleaning vendor since 2016 and has consistently provided high quality, reliable services. They have also offered the lowest cost proposal.
The services provided will be directed by staff and the contract will not guarantee a specific volume of work. However, it is staff’s intention to have the contractor clean all main lines throughout the City during the first year of the Agreement and then cover roughly half of the City during the second and third years. The total cost of the three-year Agreement will not exceed $948,895, including a 10% contingency, as follows:
Year 1 (Service entire City): $504,700
Year 2 (Service half of the City): $222,097
Year 3 (Service half of the City): $222,097
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Total 3-Year Cost: $948,895
The initial term of the Agreement is three years, with the City retaining the option to extend the term for two additional years at a cost to be negotiated.
COORDINATION
The Public Works Department coordinated this item with the Financial Services Department. The City Attorney’s Office prepared the Agreement.
FISCAL IMPACT
The total cost for the three-year Agreement for sewer line and root removal services will not exceed $948,895, including a 10% contingency. Funding is available in the Public Works Department annual Wastewater Fund operating budget.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
• Agmt - Empire Pipe Cleaning
• Insurance - Empire Pipe Cleaning