STRATEGIC PRIORITY: Government Performance and Financial Management
AGENDA DATE: August 11, 2021
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Elizabeth Reich
______________________________________________________________________
SUBJECT
Title
Authorize a three-year service price agreement for chemical root control for the Water Utilities Department - Elite Root Control, LLC, lowest responsible bidder of two - Estimated amount of $1,439,400 - Financing: Wastewater Construction Fund
Body
BACKGROUND
This action does not encumber funds; the purpose of a service price agreement is to establish firm pricing for services, for a specific term, which are ordered on an as needed basis according to annual budgetary appropriations. The estimated amount is intended as guidance rather than a cap on spending under the agreement, so that actual need combined with the amount budgeted will determine the amount spent under this agreement.
This service price agreement will provide for chemical root control for the Water Utilities Department. This agreement provides for a licensed contractor to apply chemical root control to inhibit root intrusion into the City’s wastewater collection system. Chemical root control is vital to the wastewater operation because root intrusion in pipelines obstruct the flow of wastewater which can cause overflows, back-ups, and flooding.
The wastewater collection system consists of over 4,000 miles of pipeline throughout the City. The application of chemical root control is an effective method of controlling root growth within the wastewater system. It minimizes the need for excavation activities for the purpose of manual root control. Chemical root control is an efficient and effective method of keeping the City’s wastewater system clear of plant growth; this method has also proven beneficial in reducing maintenance cost, disruption of sewer services, and traffic interruptions due to excavation activities.
As part of the solicitation process and in an effort to increase competition, the Office of Procurement Services used its procurement system to send out email notifications to vendors registered under relevant commodity codes. To further increase competition, the Office of Procurement Services uses historical solicitation information, the Internet, and vendor contact information obtained from user departments to contact additional vendors.
On November 10, 2015, the City Council authorized a living wage policy that requires contractors to pay their employees a “living wage” rate as established annually by the Massachusetts Institute of Technology Living Wage Calculator for Dallas County by Resolution No. 15-2141. The current calculated living wage during the solicitation process of this contract is $12.38; the selected vendor meets this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On September 9, 2015, City Council authorized a three-year service contract for chemical root control with Municipal Sales, Inc. by Resolution No. 15-1645.
FISCAL INFORMATION
|
Fund |
FY 2021 |
FY 2022 |
Future Years |
|
Wastewater Construction Fund |
$239,900.00 |
$599,750.00 |
$599,750.00 |
M/WBE INFORMATION
In accordance with the City’s Business Inclusion and Development Policy adopted on September 23, 2020, by Resolution No. 20-1430, as amended, the M/WBE participation on this contract is as follows:
|
Contract Amount |
Procurement Category |
M/WBE Goal |
M/WBE % |
M/WBE $ |
|
$1,439,400.00 |
Other Services |
N/A |
N/A |
N/A |
|
• The Business Inclusion and Development Policy does not apply to Other Service contracts. |
|
• Elite Root Control, LLC - Non-local; Workforce - 0.00% Local |
PROCUREMENT INFORMATION
Method of Evaluation for Award Type:
|
Low Bid |
• Recommended vendor is based on the lowest competitive quoted price, who is also technically and financially capable of performing and completing the contract, and otherwise meets all material specification requirements |
|
|
• Negotiations are not allowed |
The Office of Procurement Services received the following bids from solicitation number BI21-00015119. We opened them on February 26, 2021. We recommend the City Council award this service price agreement in its entirety to the lowest responsive and responsible bidder.
*Denotes successful bidder
Bidders Address Amount
*Elite Root Control, LLC 1000 Progress Street $1,439,400.00
Liberty, MO 64069
Duke's Root Control, Inc. 1020 Hiawatha Blvd. W $2,980,160.00
Syracuse, NY 13204
OWNER
Elite Root Control, LLC
Quentin Gardner Sr., Chief Executive Officer