HomeMy WebLinkAbout1998 11 09 Consent Item A
COMMISSION AGENDA
ITEM A
CONSENT - X
INFORMATIONAL
PUBLIC HEARING
REGULAR
November 9, 1998
Meeting
MGRf0/iDEPT /~
Authorization
REQUEST: Public Works/Stormwater Division Requesting Authorization to Enter Into a
Contract Agreement for Retention Pond Maintenance Services
PURPOSE: The purpose of this Board item is to request authorization to enter into a contract
agreement with Southern Waters Aquatic Management for Retention Pond Aquatic
Weed Control and Maintenance at a cost of $40,560.00 per year.
CONSIDERATIONS:
This agreement is needed to continue contractual services for Retention Pond
Aquatic Weed Control and Maintenance throughout the City. Bid #98-022 was
opened on October 15, 1998 with the three lowest bidders submitting bids as follows:
1. The Lake Doctors $41,700.00
2. Aquatic Biologists, Inc. $48,972.00
3. Southern Waters Aquatic Management $40,560.00
The Stormwater Utility Manager has reviewed the bids and recommended that the bid
be awarded to the lowest bidder, Southern Waters Aquatic Management.
The Southern Waters Aquatic Management bid is $40,560 which is within our
budget. The references and past work history for Southern Waters Aquatic
Management were satisfactory. The contract includes the monthly maintenance of 67
ponds and 6 canal/ditch areas throughout the City. The contract period is for twelve
months with art option for a second and third twelve month period contingent upon
November 9, 1998
Consent Agenda Item A
Page -2
acceptable job performance. The contract requires a supplemental agreement if
changes involve a net increase or decrease to the original contract of more than 25%.
FUNDING:
The funding source for the $40,560.00 annualized cost to maintain the
stormwater ponds is line code 4413-54693 in the Stormwater Utility Budget. The
expenditure for the remainder of the current fiscal year will be $33,800 which is within
budget. The funds for this project will be expended over the twelve month contract
period,
RECOMMENDATION:
It is recommend that authorization be given to enter into a contractual
agreement for Bid #98-022 with Southern Waters Aquatic Management for Retention
Pond Aquatic Weed Control & Maintenance at a cost of$40,560.00.
IMPLEMENTATION SCHEDULE:
The new pond maintenance contract will commence on December 1, 1998 for a
twelve month period with an option for a second and third twelve month period if the
work performance is satisfactory.
ATTACHMENTS:
1. Agreement Form
2. City Clerk Bid #98-022 Tabulation
3. Scope of Work
COMMISSION ACTION:
A TT ACHMENT NO. 1
PROPOSAL AND AGREEMENT
THIS AGREEMENT, entered into this day of , 1998, by and
between the City of Winter Sprinas. Florida. (hereinafter referred to as "City"), and
(hereinafter referred to as "Contractor"), provides as
follows:
WHEREAS, City is desirous of having certain City property maintained; and
WHEREAS, Contractor is desirous of performing the said maintenance,
NOW, THEREFORE, for and in consideration of the mutual promises
hereinafter made, the parties agree as follows:
1. All Bid Documents are attached hereto as Exhibit "A" and incorporated
herein by reference.
2. All work done under the Contract Documents, including the furnishing
of all labor, equipment and materials and the performing of all operations
in connection with the Retention Pond Aquatic Weed Control and
Maintenance will be made as outlined in the Pay items of the Bid
Documents. Other work for which there is not a pay item will be
considered included in the contract Unit Price for the various pay items
and no additional compensation will be allowed.
3, The City reserves the right to alter the Plans, extend or shorten the
improvement, add such incidental work as may be necessary, and
increase or decrease the quantities of work to be performed to accord
with such changes, including the deduction or cancellation of anyone or
more of the Pay Items. Such changes shall not be considered as a waiver
of any conditions of the Contract nor to invalidate any of the provisions
thereof. A supplemental agreement between the Contractor and the City
will be required when such changes involve a net increase or decrease in
the total amount of the original contract of more than twenty-five percent
(25%). Should such changes result in changes in the quantities of the
work to be performed, the Contractor will accept payment according to
Contract Unit Prices for such items of work as appear in the original
contract.
4. The work will be done in compliance with the Contract Documents
and paid for under the Pay Items herein listed. Quantities shown on the
Plans shall govern over those shown herein. The Contractor shall take no
advantage of any apparent error or omission in the Plans or
Specifications, and the Public Works Director shall be permitted to make
such corrections and interpretations as may be deemed necessary for the
fulfillment of the intent of the Contract Documents.
5. The undersigned agrees that his Bid as stipulated herein shall be valid
for a period of thirty (30) days from that date of this Bid opening. The
proposal guaranty of the three lowest bidders shall be held for that period
or until an award of the contract is made,
6. The Contractor warrants that the pond maintenance services provided
hereunder will be fit for the intended purposes and use of the City and
per plan and specifications. The Contractor shall carry general liability
insurance naming City as beneficiary in an amount to be approved by the
City. The contractor shall also carry workers compensation insurance.
7. The Contractor will be solely responsible for and will provide
indemnification for any damages, to the city or other parties(y) resulting
from the Contractor conducting work on City property or other properties
so affected by the Contractors work, The Contractor shall carry general
liability insurance naming the City as a beneficiary in an amount to be
approved by the City. The Contractor shall also carry worker's
compensation insurance.
8. The successful bidder, upon award of contract, shall be required to
submit a Cashier's Check made payable to the city of Winter Springs in
the amount of one full month service for the period of October 31, 1999
to November 30, 1999. The cashiers check will be held by the City for
the entire contract period as a deposit to assure that the successful
vendor will perform as required in these bid specifications. Should the
successful bidder fail to perform in accordance with the bid requirements
and the City finds the contractor in default of the contract, the deposit
will be retained by the City. The deposit will be used to assure
continuation of service, in house or by hiring another temporary
contractor, until a new permanent contractor can be hired.
9. This contract shall be in effect for twelve( 12) months commencing on
December 1. 1998 and terminating on November 30. 1999 with the
option to extend for a second and third 12-month period, not to exceed
thirty-six(36) months total. The contract may be canceled in whole or in
part by the City or the Contractor, upon giving at least thirty(30) days
written notice prior to cancellation; EXCEPT that non-performance on
the part of the Contractor will be grounds for termination . Termination
will take place within five(5) days of notification.
10. The undersigned agrees to commence this project within twenty(20)
calendar days after notice of award of contract and notice to proceed.
11. The contractor warrant that all work and materials provided pursuant
to this agreement shall be in compliance with all Federal, State, and Local
laws, regulations and rules
12. Contractor shall be an independent contractor and nothing herin shall
be construed as creating an employment agreement.
The undersigned agrees to commence with maintenance activities within
twenty (20) calendar days after notice of award of contract and notice to
proceed.
IN WITNESS WHEREOF, the parties hereto have executed this Proposal
and Agreement as of the day and year first above written.
CONTRACTOR:
THE CITY OF WINTER SPRINGS, FLORIDA
By:
By:
Print:
Print:
Title:
Title:
STATE OF FLORIDA
COUNTY OF
THE foregoing instrument was acknowledge before me this
, 1998, by
title of officer) of
of corporation), a
day of
(name and
(name
corporation, on behalf of the corporation.
He/she is personally known to me or has produced as
identification and did/did not take an oath.
Notary Public
Print Name
My Commission Expires:
STATE OF FLORIDA
COUNTY OF
"
THE foregoing instrument was acknowledged before me this day
of _, 1996, by (name and title of
officer) of The City of Winter SprinQs. Florida , on behalf of the City.
He/she is personally known to me or has produced as
identification and did/did not take an oath.
Notary Public
Print Name
A TT ACHMENT NO. 2
CITY OF WINTER SPRINGS, FLORIDA
1126 EAST STATE ROAD 434
WINTER SPRINGS, FLORIDA 32708-2799
Telephone (407) 327-1800
AQUATIC WEED CONTROL AND POND MAINTENANCE SERVICES
BID NUMBER: 98-022
BID OPENING DATE: October 14, 1998
The Bid opening was called by: Mr. J.P. Petrencsik, Director of Purchasing
Bid Opened:
Bid Closed:
4:02 p.m.
4:07 p.m.
Present as witnesses:
Ms. Nancy Vobomik, Administrative Secretary, Purchasing
Mr. Christopher W. Murphy, Stonnwater Utility Manager
Three (3) Bids Received:
1. THE LAKE DOCTORS, INe.
150 STATE ROAD 419, WJNTER SPRINGS, FLORIDA 32708
TELEPHONE: (407) 327-1080
FACSIMILE: (407) 327-7930
BASE BID: $41,700.00
2. AQUA TIC BIOLOGISTS, INC.
750 LANARK SlREET, SANFORD, FLORIDA 32773
TELEPHONE: (407) 302-5062
FACSIMILE: (407) 302-5063
BASE BID: $48,972.00
3. SOUTHERN WATERS AQUATIC MANAGEMENT
1330 VAN ARSDALE SlREET, OVIEDO, FLORIDA 32765
TELEPHONE: (407) 977-0880
FACSIMILE: (407) 977-0880
BASE BID: $40,560.00
AQUA TIC WEED CONTROL AND POND MAINTENANCE SERVICES
BID NUMBER: 98-022
BID OPENING DATE: October 14, 1998
PAGE 2 OF2
Two (2) "No-Bids" Received:
1. SOUTIIERN AQUASCAPING
300 SHEOAH BOULEVARD, WINTER SPRINQS, FLORIDA 32708
TELEPHONE: (407) 327-4393
FACSIMILE: (407) 696-6243
2. AG SERVICES
POST OFFICE BOX 1244, GENEVA, FLORIDA 32732
TELEPHONE: (407) 349-5423
FACSIMILE: (407) 349-2995
L
drea Lorenzo-Luaces, eputy City Clerk
City of Winter Sprgs ~
Copy: Mr. Christopher W. Murphy, Stormwater Utility Manager
Mr. J.P. Petrencsik, Director of Purchasing
DOCSlbidslresults/fy9798/98-022.doc
./
BID NO. 98-022
Page -1L of 22
ATTACHMENT NO.3
STATEMENT OF WORK
FOR
AQUATIC WEED CONTROL AND MAINTENANCE OF CERTAIN RETENTION PONDS
1, PROJECT SCOPE
Provide all supervision, labor, equipment, materials and fuel to perform grounds,
aquatic weed control and pond maintenance as indicated in this statement of work,
The work consists of maintaining detention ponds and several canals/ditches
throughout the City.
2. GENERAL
2,1 Supervisor: The contractor shall provide an individual who shall be responsible for
the performance of the work. The name of this person and alternate(s) who shall act
for the contractor when the supervisor is unavailable shall be designated in writing to
the Utilities Director or other designated City employee.
2,1.1 Authority: The Stormwater Utility Manager or alternate shall have full authority
to act for the Contractor on all matters relating to daily operation of this contract.
2.1.2 Availability: The supervisor or alternate shall be available during normal business
hours within 24 hours to meet with City Personnel designated by the Utilities Director
to discuss problem areas,
2.2 Employees
2.2,1 Contractor Personnel Appearance: Contractor personnel shall present a neat
appearance and be easily recognized. This may be accomplished by wearing
distinctive clothing bearing the company name or by wearing appropriate badges which
contain the company and employee name.
2.2.2 Vehicle Operator licenses: The contractor shall ensure that all vehicle operators
have a valid Florida operators' license for the type of vehicle being driven, prior to
starting work.
2.3 Quality Control
2.3.1 Quality Control Plan: The contractor shall establish and maintain a quality control
plan to ensure the requirements of the contract are provided for as specified.
BID NO, 98-022
Page ~ of 22
2,4 Standards of Work
2.4.1 Standards of Service: The standards of service provided by the contractor shall
be equal to City of Winter Springs standards and those normally expected of a
competent firm engaged in the aquatic weed control services business.
2.4.2 Qualified Technicians: The contractor is held responsible for providing fully
qualified and licensed technicians/workers to perform the tasks necessary in providing
these services.
2,5 Hours of Work: Work may be performed by the contractor between the hours of
7:00 a.m. and 6:00 p.m., Monday through Saturday. No work may be performed
before sunrise or after sundown without advance written permission from the City.
2.6 Damage to City Property: The contractor shall take necessary precautions to
protect City property. Any damage to City property resulting from the wrongful or
negligent acts of the contractors' employees shall be repaired or replaced by the
contractor or be deducted from the payment due the contractor,
2.7 Safety: The contractor shall exercise proper safety procedures which are In
accordance with all state, local, and OSHA regulations or standards.
2,8 Contractors Work Plan: The contractor shall furnish with his bid a complete
proposal of his/her plan for accomplishing the required work, including a list of the
equipment and personnel intended to be used.
3, WORK TO BE PERFORMED
3.1 Description: The work in this section consists of the following:
The intent of the BID is to obtain a price for providing management of certain lakes
and/or waterways in accordance with the following specifications.
Sixty Seven(67) retention ponds (61,270 ft. total circumference) and Six(6)
ditches/canals (3,850 ft total length) located at various City locations in Winter
Springs, FL. (See section four for locations and individual circumference
measurements)
A minimum of twelve (12) inspections per year with treatment as required. The period
between individual pond inspections must not exceed 35 days.
Water Manaqement Services are to include, but not necessarilv be limited to the
followinq:
A. Algae and aquatic weed control in open water areas only.
B. Shoreline grass control to the waters' edge in non-venetated areas only.
BID NO. 98-022
Page ~ of 22
C. Vegetation in t,he bottom of dry ponds shall be limited in height to 12".
D. Littoral shelf maintenance-Wicking for the control of cattail and primrose
willow.
E. Water chemistry testing, as needed by the contractor for the success of the
control program.
F. Bacteria testing, as needed by the contractor for the success of the control
program.
G. Triploid grass carp stocking (to control hydrilla and slender spikerush) based
on a unit cost. Fish barriers are not part of this scope. They will be negotiated
on a case by case :basis.
H. Removal of all non organic material (bottles, cans, litter, etc.) that is
floating or at the water line will be conducted once per month. Management
reporting will be used to verify trash removal activities. Trash to be removed is
limited to trash which can physically enter the pond via the storm sewer
system,
I. Overflow structures shall be cleared of weeds monthly.
J. Physical removal of organic materials is not part of this contract and will be
negotiated separately.
K. Management reporting. Management reporting will require the use of forms
as provided by the City and will be used as a basis for Invoice approval and
contract performal")ce inspection. Any activity conducted as part of the contract
will have to be submitted within 72hrs of the activity taking place.
3,2 Inspection and Unsatisfactory Work: During periods of heavy pond maintenance
the contractor shall consult with the City for inspection and tentative approval of work
quality being accomplished. In the event of unsatisfactory work, the contractor shall
perform whatever work is necessary without additional compensation.
3,3 Bid Items and Items of Payment: The measurement of production and item(s) of
payment shall be made by unit/work areas on a per monthly basis as follows and as
indicated in 4,0:
D' ' <7::r"'r" rt,~rrwreJlJ)
, .'. . ~ , ~ . ~
1: /.r"..".....n:....,......
. \ ,: ',"'. ".'
;.-'
NOV 0 2 1998,
CITY OF WINTER SPRINGS
City Manager