Item #10 Presentation and Direction for Septic Tank Maintenance Programr N` %
ticrida
AGENDA ITEM COVER SHEET
Meeting Date: May 6, 2014
Contact Name:
Contact Number
Item # t a
Reviewed By:
Ch arles K. Smith, P.E. Department Director:
407 - 905 -3159
Charles K. Sm
City Manager: Robert Frank
Subject: Presentation of Septic Tank Maintenance Program
Background Summary:
One of the Utilities Department's frequent inquiries is based on a customer's septic tank failing and
the City's plans for central sewer adjacent to their property. Further discussion predominately
centers on forgotten or overlooked maintenance of a tank that lead to a failed drain field.
To address this issue and provide a better service to City customers, Utilities staff is recommending
the establishment of a Septic Tank Maintenance Program. The voluntary program would cause the
routinely pumping of a septic tank on a three (3) year cycle for participating customers. Participants
will also be able to obtain emergency service(s) at a reduced rate. A customer electing to enter the
program will be subject to a monthly fee and a deposit with an initial enrollment in the program
limited to City utility customers.
In an effort to ascertain success and interest in the program, staff completed two surveys. The first
survey sought input and prices from septic tank companies interested in providing the pumping
service with results ranging from $150 to $400 per tank pumped. Variables affecting the cost and
ranges in cost were numbers of stops per route, emergency response requirements and the City's
ability to accept the spoil at the Ocoee treatment facility. Based on the preliminary survey and staff
expected expenses to administer the program, the service would run around $7.00 per month.
The second survey reached out by mail to two hundred and ninety eight (298) City customers not
connected to central sewer. Sixty -four (64) surveys were returned with 73.44% being favorable and
26.56% would not likely participate in the program. The tabulated results of the survey are attached.
Staff is seeking consensus from the City Commission to move forward with the Septic Tank Program
generally following the steps outlined below:
1. Staff prepares formal bid package and contract, and using said documents seeks
interest from septic tank service vendors desiring to provide septic service through
competitive bidding.
2. Develop customer application and understanding agreement.
3. Develop required program resources needs (equipment and staffing).
4. Staff recommendation for City Commission to adopt the Septic Tank Maintenance
program and award contract septic tank service vendor(s).
5. Public Education
6. January 2015 Program Startup.
Issue:
Should City Commission consider establishing a Septic Tank Maintenance Program?
Recommendation:
City Commission provide consensus to moving forward with the Septic Tank Maintenance Program;
and authorize City Manager to moving forward with the investigation, bidding and studying of the
Septic Tank Maintenance Program for a later final approval by City Commission.
Attachments:
Citizen septic survey results
Septic tank maintenance program vendor survey
Financial Impact: :
The work caused by this action will be completed by City staff with the only minor expense being the
advertisement needed to procure bids from septic tank vendors.
Type of Item: (please mark with an 'Y)
Public Hearing
Ordinance First Reading
Ordinance Second Reading
Resolution
x Commission Approval
Discussion & Direction
For Clerk's Dept Use:
Consent Agenda
Public Hearing
Regular Agenda
Original Document /Contract Attached for Execution by City Clerk
Original Document /Contract Held by Department for Execution
Reviewed by City Attorney N/A
Reviewed by Finance Dept. N/A
Reviewed by () N/A
Response Statistics
Surveys Sent
298
Surveys Received
64
Receipt Rate
21%
nse
Yes
34
53.13
Maybe
13
20.31%
No
17
26.56%
positive
47
73.44%
negative
17
26.56%
Response Details
P* Rem a
Response to sur*
c ,
2/21/2014
very likely to participate
no comment
2/21/2014
very likely to participate
no comment
2/21/2014
very likely to participate
no comment
2/21/2014
very likely to participate
no comment
2/21/2014
very likely to participate
no comment
2/21/2014
very likely to participate
Awesome Idea
2/21/2014
very likely to participate
this sounds like a great program. Does this
program include any problems between SVC times
the system may have
2/21/2014
very likely to participate
sounds like a good plan. I hope we all di it
2/25/2014
very likely to participate
no comment
2/25/2014
very likely to participate
no comment
2/25/2014
very likely to participate
no comment
2/25/2014
very likely to participate
Yes! This elimates the emergency calls and
wondering who you will be dealing with. Great
Idea
2/25/2014
very likely to participate
no comment
2/25/2014
very likely to participate
great idea. Thank you
2/25/2014
very likely to participate
very good program. Look forward to sewer. How
about homes in county on city water
2/25/2014
very likely to participate
Great Idea
2/25/2014
very likely to participate
no comment
2/26/2014
very likely to participate
no comment
2/26/2014
very likely to participate
sounds great
2/26/2014
very likely to participate
no comment
2/26/2014
very likely to participate
no comment
2/27/2014
very likely to participate
no comment
2/27/2014
very likely to participate
no comment
3/3/2014
very likely to participate
no comment
3/3/2014
very likely to participate
no comment
3/4/2014
very likely to participate
great idea. Please implement the program
3/4/2014
very likely to participate
this is a great idea
3/10/2014
very likely to participate
this sound like a great idea, everyone forgets this
until a problem occurs!
3/11/2014
very likely to participate
no comment
3/11/2014
very likely to participate
no comment
3/20/2014
very likely to participate
no comment
3/20/2014
very likely to participate
no comment
3/20/2014
very likely to participate
no comment
3/20/2014
very likely to participate
I think it is a very good program
2/21/2014
probably would participate
$84 per year sounds a little steep. And $252 for
3yrs. Does it cost that much to get it pumped every
3yrs?
Response Details
Doi k mfved
Response to, Sury y
Cotom is
2/21/2014
probably would participate
no comment
2/21/2014
probably would participate
no comment
2/21/2014
probably would participate
no comment
2/25/2014
probably would participate
no comment
2/25/2014
probably would participate
no comment
FL has dirtiest water due to septic fields in homes.
2/25/2014
probably would participate
We should have the city sewage. Waste goes to
water treatment plant. We are leaving FL because
of this.
3/3/2014
probably would participate
no comment
3/6/2014
probably would participate
no comment
3/6/2014
probably would participate
no comment
3/17/2014
probably would participate
no comment
as long as pumping is not manadtory at that time
3/31/2014
probably would participate
and cheapest but best vender used
3/31/2014
probably would participate
no comment
our tank is pump on a regular basis by the
2/21/2014
not likely to participate
company that installed it in 1994. your program is
too expensive
I have been having mine cleaned on a regular basis
2/21/2014
not likely to participate
for years.
20 years in this house and tank pumped every 5
2/21/2014
not likely to participate
years! I am not a forgetful perosn. Great program
for those not able to take care of this detail.
Paid monthly so you can earn interest on my
money(like you do W/ garabge bill)? On your
2/21/2014
not likely to participate
schedule and vendor of your choice? NO! Ocoee is
not managing my household bad idea. Very bad
idea. Rethink
2/21/2014
not likely to participate
no need for government to keep my cash for 3 yrs
maybe if the residents received a price break we
2/25/2014
not likely to participate
would be more inclined
2/25/2014
not likely to participate
no comment
while I understand this may help a few families
2/25/2014
not likely to participate
part of responsibility of home ownership is repairs.
Do we have to help everyone?
2/25/2014
1 not likely to participate
I no comment
Response Details
aaiv Received
Response to Survey
Co;nme its
doesn't seem to be cost effective. If I needed
2/25/2014
not likely to participate
additional servicing its still coming out of my
pocket. Less government involvement
2/26/2014
not likely to participate
I do take care of it as a rountine maintaince. No
thank you
you failed to mention the lifetime of the drain
2/27/2014
not likely to participate
fields in 20 -25 years if treated correctly most
houses are 20 -23 yrs old
2/27/2014
not likely to participate
no comment
the program I currently use, is cheaper than the
3/4/2014
not likely to participate
proposed cost. Perfer the city does not take on
additional business that are handled well by
private sector
3/6/2014
not likely to participate
no comment
3/10/2014
not likely to participate
no comment
can you stop at anytime or are you locked in for a
3/17/2014
not likely to participate
period of time
J
Septic Tank Maintenance Program utilities Department
�,' /W 1800 A.D. Mims Rd
Vendor Survey (407) 905 -3159
The City of Ocoee is looking into the possibility of offering citizens the opportunity to sign up for a voluntary Septic Tank
Maintenance Program for a small monthly fee. The program will consist of the City scheduling routine pumping and minor routine
maintenance of the homeowners' septic tanks. Part of the City's consideration of this service is input from possible service providers
like yourself. Please help us identify the interest in this type of program by answering the following survey questions.
Company Name
Company Address
Company Contact Name
Company Phone #
GENERAL:
ESTIMATED SERVICE COSTS:
Based on services as outline above, please provide a non - binding fee estimate for each home per the specified
quantity per work order:
Service
Yes
No
unsure
Is your company interested in providing this service to the City if it implements this program?
5 - 9 service stops per work order
Are you willing to bid bi- annually to provide this service?
15 -29 service stops per work order
Do you have an issue with scheduling routine maintenance up to 3 months in advance?
Cost for a 2 nd trip —special trip
Is it an issue, if based on this program's success, work orders may occur more frequently and
with increased service stops?
0
Q
Is it an issue if a work order requires multiple days to complete?
Emergency (12 hour response) pumping — holiday
Will there be a trip charge for a 2 nd trip due to a missed scheduled pumping?
Are you available 24x7x365?
Will you participate in this program if you are part of a pool of vendors?
Would you offer discounts to program participants for other services not covered by the City
in this program?
Would you offer the City tiered pricing based on the number of participants scheduled with
your company? (see estimated service costs below)
How many homes can your company service per day if provided with multi -stop work orders
within a general area and the ability to use a City facility for disposal?
How many days advanced notice do you need to schedule a work order?
ESTIMATED SERVICE COSTS:
Based on services as outline above, please provide a non - binding fee estimate for each home per the specified
quantity per work order:
Service
Charge for Service
1 service stop per work order
2 -4 service stops per work order
5 - 9 service stops per work order
10 - 14 service stops per work order
15 -29 service stops per work order
30+ service stops per work order
Cost for a 2 nd trip —special trip
Cost for a 2 nd trip — part of another work order in area
Emergency (12 hour response) pumping — normal hours
Emergency (12 hour response) pumping — after hours
Emergency (12 hour response) pumping — holiday
Discount percentage for non - covered services
Please share any additional comments you have about this program in the space below or on the back of this page. Results may
be return by mail (attached is a stamped envelope) or e- mailed to bross @ocoee.org