CITY COUNCIL ACTION REQUEST
DEPARTMENT(S)
Finance
CEQA
Categorically Exempt,
File No. PP12-097,
CEQA Guidelines
Section
15301(b),
Existing Facilities.
COORDINATION
City Attorney's Office;
City Manager’s Budget
Office; Department of
Transportation
Director Approval
/s/
Maria Öberg
COUNCIL
DISTRICT(S)
Citywide
CMO Approval
4/4/25
SUBJECT: Actions Related to the Purchase Order with Duke's Root Control, Inc. for Chemical Root Treatment Services of Sanitary Sewer Lines
RECOMMENDATION
Adopt a resolution authorizing the City Manager or her designee to:
a) Execute a purchase order with Duke's Root Control, Inc. (Elgin, IL) for chemical root treatment services of sanitary sewer lines beginning on or about April 15, 2025, and ending on or about April 7, 2026, for a not-to-exceed amount of $401,279; and b) Exercise up to six one-year options to extend the term of the purchase order with the last option ending on or about April 7, 2032, subject to the appropriation of funds.
BASIS FOR RECOMMENDATION
The Department of Transportation has developed and implemented a strategic plan to reduce the number and severity of sanitary sewer overflows that occur in the City’s sanitary sewer collection system. Tree roots can intrude and grow inside sanitary sewer pipes through cracks and joints, restricting the proper flow of wastewater. Root intrusion is one of the major causes of sanitary sewer overflows. To alleviate this issue, root control via chemical treatment is used to remove roots from sanitary sewer pipes without damaging pipe structure. The Department of Transportation does not own the necessary equipment to chemically treat sanitary sewer pipes. Outside vendors are utilized to conduct root control chemical treatments to prevent sanitary sewer overflows and damage to sanitary sewer pipes.
In December 2024, the Finance Department released a competitive Request for Bids to procure these services. The Request for Bids provisioned for a one-year initial term and an additional six one-year options for the City to extend the term. One responsive bid was submitted, and no protests were received. The sole bidder did not qualify for the City’s local and small business preference. Staff recommends award to Duke's Root Control, Inc as the sole, responsive, and responsible bidder pursuant to the bidding procedures of the San José Municipal Code, Section
4.12.310B(1). Approval of this recommendation ensures the City continues to receive these essential services with minimal impact to operations.
COMMISSION RECOMMENDATION AND INPUT
No commission recommendation or input associated with this action.
COST AND FUNDING SOURCE
The recommended action relating to this purchase order of $401,279 is funded by the Department of Transportation’s Non-Personal/Equipment Appropriation in the Sewer Service and Use Charge Fund.
FOR QUESTIONS CONTACT: Albie Udom, Deputy Director of Finance - Purchasing and Risk Management, at [email protected].
COUNCIL AGENDA: 4/15/25
FILE: 25-367
ITEM: 2.11