Authorize competitive solicitation and price agreements for root control services not to exceed $2,500,000 over five years
The City of Portland ordains:
Section 1. The Council finds:
- The Bureau of Environmental Services (BES) needs to reduce root intrusions within public sewer mains, which will reduce the likelihood of sewer releases in homes and businesses, without damaging the vegetation producing the roots or adversely affecting wastewater treatment plant processes.
- BES requires the assistance of contractors to complete this task and maintain the health and safety of the City.
- The estimated annual cost is $500,000, for a total not-to-exceed amount of $2,500,000 over five years distributed over multiple price agreements. The confidence level is high. Funds will be made available in the Operations and Maintenance Fund, FY 2024-2025 Budget, Bureau of Environmental Services, ESOM000022.
NOW, THEREFORE, the Council directs:
- The Chief Procurement Officer is authorized to conduct a competitive solicitation process for the lowest responsive bidder in accordance with City Code Chapter 5.33 to select multiple contractors to negotiate price agreements.
- The Chief Procurement Officer is authorized to execute multiple price agreements for a total not-to-exceed amount of $2,500,000, provided the price agreements have been approved as to form by the City Attorney’s Office.
- The Mayor and Auditor are hereby authorized to pay for the price agreements from the Operations and Maintenance Fund Budget when demand is presented and approved by the proper authority.
Official Record (Efiles)
An ordinance when passed by the Council shall be signed by the Auditor. It shall be carefully filed and preserved
in the custody of the Auditor (City Charter Chapter 2 Article 1 Section 2-122)
Passed by Council
Auditor of the City of Portland
Simone Rede
Impact Statement
Purpose of Proposed Legislation and Background Information
The purpose of this legislation is to authorize a competitive solicitation and price agreements for Chemical Root Control Services to reduce root growth present in public sewer mains without permanently damaging the vegetation producing those roots and without disrupting wastewater treatment plant processes.
Root intrusions are a major problem for the City’s sewer systems. These intrusions often lead to sewer releases in homes and businesses that connect to the City’s sewer system. By having a contractor perform chemical root control treatments on sewer mains with known root issues, the number of sewer releases caused by root intrusions may be significantly lower than they would be otherwise.
BES currently manages one price agreement for these services which has been in place since 2014 and will expire in 2024. The resulting new price agreements from this solicitation will provide Chemical Root Control Services.
Financial and Budgetary Impacts
The solicitation has a not to exceed amount of $2,500,000 over five years, with an estimated cost of $500,000 per year. The level of confidence is high. The solicitation may specify contract terms of 5 years up to $2,500,000, with the option to extend an additional five years and the option for additional funds in the amount of $1,250,000. Services will be requested as needed and charged against operating budgets. This ordinance does not change adopted budget.
Community Impacts and Community Involvement
Any sewer release into a home or business is a significant problem for those affected by it. Sewer releases can cause significant property damage which can disproportionately affect those with low incomes if they don’t have the means to restore their home to pre-existing conditions.
For sewer releases resulting from an issue with the city’s sewer system, roots are the most common cause. Root chemical treatments performed on sewer mains with known root issues can reduce the likelihood of those releases and the resulting property damage.
100% Renewable Goal
Putting a new price agreement for chemical root services will likely not have a significant effect on the City’s total or renewable energy usage.
Financial and Budget Analysis
Analysis provided by City Budget Office
This ordinance allows the bureau to authorize competitive solicitations and price agreements for root control services up to $2.5 million over five years. The bureau has the resources in its operations and maintenance budget to cover these anticipated expenses. The bureau has high confidence for these agreements.