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HomeMy WebLinkAbout1996-06-17 City Council (44)BUDGET 1996-98 City of Palo Alto C ty Ma ager Report TO:HONORABLE CITY COUNCIL 9 FROM:CITY MANAGER DEPARTMENT:UTILITIES DATE: SUBJECT: JUNE .17, 1996 CMR:266:96 Approval of Amendment No. 2 to Agreement $5051816 with Sure Flow, Inc., DBA Roto Rooter for FY 1996-97 Sewer Lateral Cleaning Services REQUEST This report requests that the present Agreement with Sure Flow, Inc., DBA Roto Rooter, be extended to provide for FY 1996-97 sewer lateral cleaning services. It also recommends a minor change to the language relating to cleanup of the work site to specify contractor responsibilities. RECOMMENDATIONS Staff recommends that Council approve the attached Amendment No. 2 to Agreement $5051816 with Sure Flow, Inc., DBA Roto Rooter, to extend the current Agreement for an additional year. POLICY IMPLICATIONS Approval of this amendment does not represent a change to existing policy. EXECUTIVE SUMMARY The Utilities Department has contracted for sewer lateral cleaning for over six years. The proposed contractor, Sure Flow, Inc., DBA Roto Rooter, held the contract from FY 1989- 90 to FY 1992-93. In FY 1993-94, the contract was again opened to bids, and another contractor was sel’ected. However, experience with that contractor was not fully satisfactory, and the City elected not to renew. An Invitation For Bids was issued for the FY 1994-95 contract year, and Roto Rooter was selected. The Agreement permits renewal, on an annual basis, for two additional years upon the agreement of both parties. This report recommends approval of the second such annual renewal. The performance of this CMR:266:96 Page 1 of 2 Contractor, as measured by customer complaints and compliments over the two preceding years, has been extremely satisfactory. Customer complaints have been well below our Impact Measure requirement of fewer than 35 complaints annually, and one resident recently called to state how pleased he was with the service received from what he termed "competent people all around." This contractor is expected to continue to provide the level of service we require and that we have experienced in the past, while still maintaining a high level of cost-effectiveness. Approval of the Agreement with Sureflow, Inc, DBA Roto-Rooter, will not increase the total expenditure from the currently-budgeted level of $100,000 for the Fiscal Year, and the rate to be charged for FY 1996-97 by the contractor and the same as the rates currently being paid. Approval will result in no change to the total expenditures for the program from past levels. The only other change from the current agreement relates to the term, which will be from July 1, 1996 to June 30, 1997. FISCAL IMPACT The amount of $100,000.00 has already been budgeted for this purpose in the FY 1996-97 Budget. ENVIRONMENTAL ASSESSMENT The Council finds that this project is categorically exempt from the requirements of the California Environmental Quality Act and does not require an environmental assessment. ATTACHMENTS Renewal Agreement PREPARED BY:Roger Niclas, Supervisor Utilities Meter Reading and Field Services DEPARTMENT HEAD REVIEW: EDWAR~ J. MRIg~EK Director of Utilities CITY MANAGER APPROVAL: FLEMING City Manager CMR:266:96 Page 2 of 2 AMEI~DMENT NO. 2 TO AGREEMENT NO. $5051816 BETWEE~ THE CITY OF PALO ALTO AND SUREFLOW, INC. , DBA ROTO-ROOTER This Amendment No.2 to Agreement No. $5051816 ("Agreement") is entered into , by and between the CITY OF PALO ALT0 ("CITY"), and SUREFLOW, INC., DBA ROTO-ROOTER, a California corporation, located at 1330 L’Avenida, Mountain View, CA 94063 ("CONTRACTOR"). RECITALS: WHEREAS, the Agreement was entered into between the parties for the provision of sewer lateral cleaning services; and WHEREAS, the parties wish to amend the Agreement; NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Amendment, the parties agree: SECTION i. ices "TERMS. The services and/or materials furnished under this Agreement shall commence on July i, 1996 and shall be completed before June 30, 1997." SECTION 2. The section entitled "COMPENSATION" is hereby amended, to read as follows: "COMPENSATION for the full performance of this Agreement: CITY shall pay CONTRACTOR": a sum not to exceed One Hundred Thousand Dollars ($i00,000) SECTION 3. The following exhibit to the Agreement is hereby amended to read as set forth in the attachment to this Amendment, which us incorporated in full by this reference: Exhibit "A" entitled "ADDITIONAL BID SPECIFICATIONS". SECTION 4. Except as herein modified, all other provisions of the Agreement, including any exhibits and subsequent amendments thereto, shall remain in full force and effect. IN WITNESS WHEREOF, the parties have by their duly authorized representatives executed this Amendment on the date first above written. ATTEST:CITY OF PALO ALTO City Clerk Mayor 960425 syn 0070963 APPROVED AS TO FORM: Senior Asst. City Attorney APPROVED: SUREFLOW, INC., DBA ROTO ROOTER By: Its: Taxpayer I.D. City Manager Director of Utilities Deputy City Manager, Administrative Services Risk Manager Attachment: EXHIBIT "A": ADDITIONAL BID SPECIFICATIONS 960425 syn 0070963 2 CERTIFICATE OF ACKNOWLEDGMENT (Civil Code § 1189) STATE OF COUNTY OF ) ) ) On ~ ./~_x~/! /~ , before me, the undersigned, a no~a~c ~. ~ said County, personally appeared, per~onally kno~ ’ to me Nor proved to me on the basis of satisfacto~ evidence) to~e the person(q) whose n~e~) is/a-r-~ subscribed to the within instrument, and acknowledged to me that h~/~/~-- executed the s~e in his/her/their authorized capacity(~), and that by his/~eTT~ signature(~ on the instrument the person(~, or the entity upon behalf of which the person~ acted, executed the instr~ent. WITNESS my hand and official seal. 960425 syn 0070963 ADDITIONAL BID SPECIFICATIONS Sewer Cleaning Agreement FY 1994-95 Contractor must have the capability of responding to as many as 475 (with a monthly average of 275) calls per month. Contractor must respond to 90% of all calls within one hour of receipt; Contractor must respond to 99% of calls where sewage is backing up inside the customer’s premises within 30 minutes of receipt. Contractor must use the largest appropriate diameter cutting blade (with a required minimum of 2-inch "doubles") for removing roots from iaterais. Contractor must suppiy a singie, itemized invoice to the City at least monthiy, with a supporting copy of the individual bill for each call attached. Any work additional to cleaning City laterals must be authorized, in advance, by a responsible party at the City, except as that work is to be done on lines, equipment or facilities belonging to the individual resident, in which case the work will be billed to the resident. In the event that any work on a resident’s lines, equipment or facilities is required, Contractor must obtain prior approval for su~:h work, and for the resulting billing, from the resident. Contractor personnel must be clearly identifiable (by uniform or by virtue of utilizing clearly marked vehicles) when responding to City-dispatched calls. Contractor must provide electrical generators for use by their personnel whenever required. 0-his may be required when resident is not present or refuses to allow contractor personnel to attach electrically-operated equipment to domestic electrical power.) Such generators must be available within 30 minutes of the determination that they are required. Technicians with less than three months of experience in sewer cleaning will not be dispatched on City calls unless a supervisor is available (on call) within 15 minutes’ time. In the event the Contractor is unable to locate a City clean-out, contractor personnel will contact City Water-Gas-Wastewater staff either directly or through contact with City Communications dispatch) to.assist inthe location as appropriate. In the event that there is no existing City clean-out, City Water-Gas-Wastewater staff will install such clean-out as necessary. In no event will the contractor install a City clean-out without prior authorization by Water-Gas-Wastewater staff. Contractor personnel will clean up the work site prior to departure, by removing non- soiubie debris and flushing soiubie debris back into the sewer lines (through the clean- out). from entering storm:drains. In the event that an appropriate-diameter cutter blade cannot be run through the lateral, contractor will take appropriate action to alleviate the immediate blockage by running a one-inch "snake" through the lateral and will subsequently notify City Water-Gas- Wastewater staff of the inability to properly clear the line, so that City crews may take appropriate foiiow-up action. Upon request, Contractor will provide to City staff copies to invoices to private residents when such work resulted from a City-dispatched call within 48 hours of such request when such documents are required for investigation of claims against the City or for resolution of customer complaints.