DATE: August 19, 2025
TO: Mayor and City Council
FROM: Director of Public Works
SUBJECT Adopt a Resolution Authorizing the City Manager to Award a Contract to Pacific Sewer Maintenance for Sewer Root Control Services in an Amount Not to Exceed $197,612
RECOMMENDATION
That Council adopts the attached resolution (Attachment II), authorizing the City Manager to award a contract to Pacific Sewer Maintenance (Pacific Sewer), for Sewer Root Control Services in an Amount Not to Exceed $197,612.
SUMMARY
The Utilities Division of the Public Works & Utilities Department is responsible for maintaining approximately 320 miles of sewer mains within the City’s sanitary sewer system. As part of ongoing system maintenance, this project will treat approximately 9½ miles of sanitary sewer pipe annually at various locations using a chemical root control agent. The treatment removes existing root growth and inhibits regrowth, helping to reduce sewer overflows and extend the life of the sewer system.
BACKGROUND
Root intrusion into sewer lines occurs when tree or plant roots, in search of moisture and nutrients, enter through cracks, joints, or gaps in sewer pipes. The City’s landscape—with its many trees, grasses, and shrubs—combined with the presence of sewer mains located in off-street easements, makes certain segments of the system particularly vulnerable to root intrusion. These issues are especially prevalent during periods of drought or low rainfall.
Roots in sewer pipelines can cause reduced flow capacity, blockages, backups, overflows, and even structural damage. While all pipe types are susceptible, vitrified clay pipes are especially prone to intrusion. Root growth has been observed in various locations across Hayward, primarily in older clay pipe segments.
To maintain sewer system performance and reduce the risk of overflows, the City plans to treat approximately 50,000 linear feet of sewer pipe annually using a root foaming method.
This involves applying a chemical root control agent—approved by the U.S. Environmental Protection Agency—into sewer mains using hydro-cleaning equipment from manhole to manhole. The foam coats the interior pipe walls, killing roots and inhibiting regrowth
without damaging surrounding vegetation or impacting operations at the City’s Water Resource Recovery Facility. Treatment is generally effective for two to three years.
Root foaming is a cost-effective and non-invasive maintenance strategy that helps preserve system capacity and prevent sewer spills. It is a standard industry practice and part of the City’s ongoing preventive maintenance program.
In addition, the Utilities Division performs routine sewer main cleaning and regularly inspects the system using closed-circuit television (CCTV) technology. These inspections involve guiding a camera through the pipe to assess its condition in real time. Based on recent CCTV inspections, approximately 19.2 miles of sanitary sewer lines have been identified for root treatment over the next two years to address recurring root intrusion issues.
DISCUSSION
On June 6, 2025, the City issued Request for Quotation (RFQ #25-058) for Sewer Root Control services via the online bidding platform OpenGov. Bids were due by June 27, 2025.
The RFQ specified a base bid for 2 years of treatment and optional bid items for up to 3 additional years. The base bid covers the application of chemical root foaming to approximately 102,000 linear feet of sanitary sewer lines ranging from 4 to 12 inches in diameter (about 50,000 feet in Year 1 and 52,000 feet in Year 2). Each optional bid item covers 50,000 linear feet of treatment and requires separate authorization.
Due to the specialized nature of the work, the RFQ required contractors to be licensed pesticide applicators with the California Department of Pesticide Regulation and to have at least five years of experience in chemical root control. Applicators were also required to be certified, with a minimum of three years of experience and a record of treating at least 500,000 linear feet of sewer line. To ensure treatment effectiveness, the City specified Vaporooter—a foaming root control product containing metam-sodium and dichlobenil— as the only acceptable herbicide. This decision was based on its superior performance in past City projects, where other products failed to adequately eliminate or inhibit root growth.
On June 27, 2025, the City received one (1) bid in response to RFQ #25-058 for Sewer Root Control Services. The bid was submitted by Pacific Sewer Maintenance (PSM) and included pricing for the base bid (2 years of treatment) and three optional bid years as outlined below.
Bid Pricing:
Base Bid (Years 1–2): $177,611.56
Optional Year 3: $90,839
Optional Year 4: $94,838
Optional Year 5: $97,748
Total (with all options): $461,036.56
The base and total bids of $177,611.56 and $461,036.56 are approximately 14% and 9% below the engineer’s estimates of $203,000 and $503,000, respectively.
PSM has over 40 years of experience in chemical root control, using cost-effective treatments that inhibit root regrowth. PSM (formerly Root Tamers) has also provided quality work and reliable service to the City on past sewer root control projects. Staff have reviewed the bid documents and licenses and found them to be in order. Staff recommends awarding the contract to PSM, the lowest responsive bidder, for the base bid scope in an amount not to exceed $197,612. This covers treatment of 101,519 linear feet of sewer line over two years, as outlined in the RFQ, and includes a $20,000 contingency for additional services, if required and authorized by the City. The contingency is intended to address unforeseen field conditions, particularly in easement areas where access can be challenging.
This project is statutorily exempt from environmental review under the California Environmental Quality Act (CEQA) Section 15301(b), which allows for maintenance of existing public facilities involving negligible or no expansion of use.
ECONOMIC IMPACT
This project supports Council’s direction to modernize and upgrade existing infrastructure.
By proactively addressing root intrusion in sewer mains, the project is expected to reduce long-term operations and maintenance costs associated with blockages, overflows, and emergency repairs. It will help maintain system reliability, extend the life of the existing infrastructure, and reduce the risk of service disruptions. In addition, a well-maintained sewer system supports continued economic development and investment within the community by ensuring essential services remain dependable and resilient.
FISCAL IMPACT
The estimated costs for the Sewer Root Control Services are as follows:
Root Control Services for 2 Years $177,612
Additional Services Contingency $20,000
Total $197,612
Funding for this work will come from the Root Foaming CIP project (Project No. 07784), which is part of the Sewer Replacement Fund (Fund 611). Adequate funding is available in the Sewer System funds for Fiscal Year 2026. There will be no impact to the General Fund.
STRATEGIC ROADMAP
This agenda item is a routine operational item and does not relate to one of the Council’s six Strategic Priorities.
SUSTAINABILITY FEATURES
Annual sewer maintenance reduces the risk of overflows that can release untreated wastewater into public roadways and waterways, while also extending the lifespan of the sewer system. The project uses U.S. EPA-registered products, ensuring compliance with federal health and safety standards.
PUBLIC CONTACT
During construction, notices will be provided to affected residents, property, and business owners to inform them of the nature and purpose of the work, potential impacts, work schedule and City contact for additional information.
NEXT STEPS
If Council approves this item, staff will finalize an agreement with Pacific Sewer Maintenance and issue a Notice to Proceed.
The following schedule has been developed for this project:
Award of Contract August 19, 2025
Notice to Proceed September 16, 2025
Year 1 Services Completion November 2025
Year 2 Services Completion Spring 2026
Prepared by: Steven Wolfe, Associate Civil Engineer
Reviewed by: Zaheer Shaikh, Utilities Engineering Manager
Recommended by: Alex Ameri, Director of Public Works
Approved by:
______________________________________________
Jayanti Addleman, Interim City Manager