HomeMy WebLinkAbout2012 09 10 Consent 205 Pond Maintenance Contract - Clarke
COMMISSION AGENDA
Informational
Consent
X
ITEM205
Public Hearings
Regular
September 10, 2012KLKL
Regular MeetingCity ManagerDepartment
REQUEST:
The Public Works Department / Stormwater Division requesting authorization to renew the
contract with Clarke Aquatic Services, Inc. for one year in the amount of $43,241.59 for
aquatic weed control and maintenance services of City-maintained lakes, ponds, and other
stormwater facilities.
SYNOPSIS:
Clarke Aquatic Services, Inc. has provided a satisfactory level of service over the past year
and staff recommends renewing the contract for a second year under the current agreement.
CONSIDERATIONS:
At the September 26, 2011 City Commission meeting, the Commission provided
authorization to enter into a contract agreement with Clarke Aquatic Services, Inc. for the
aquatic weed control and maintenance of City-maintained lakes, ponds, and other
stormwater facilities. Clarke was the lowest responsible bidder (ITB# 008/11/ZP) and was
awarded the contract with an effective date of October 1, 2011.
The current contract with Clarke expires on September 30, 2012. The contract includes
provisions for up to two one-year extensions, at the City's discretion based on adequate
performance over the past year. Clarke's performance has been satisfactory and Staff
recommends renewing the contract for one year. Staff conducted an annual performance
review with Clarke on August 1, 2012.
Clarke's scope of work consists of water quality management at approximately 90 lakes and
ponds in the City. The services include the following tasks:
Consent 205 PAGE 1 OF 3 - September 10, 2012
Algae and aquatic weed control in open water areas
Shoreline grass control to the waters' edge in non-vegetated areas
Limiting vegetation in the bottom of dry ponds to a height to 12-inches
Littoral shelf maintenance - wicking for the control of cattail and primrose willow
Water chemistry and bacteria testing, as needed for the success of the program
Triploid grass carp stocking (to control Hydrilla and Spikerush)
Removal of all nonorganic materials (bottles, cans, litter, etc.)
Clearing overflow structures on a monthly basis
Management reporting
City Staff periodically inspects all lakes and ponds to verify Clarke's performance and to
identify any potential water quality and/or operational issues. Staff reviews management
reports and payment applications provided by Clarke.
The City has approximately a dozen lakes and ponds that historically have required a higher
maintenance level due to various site specific conditions. Over the past year Clarke has
worked closely with City Staff to gain knowledge of these water bodies and they are
currently providing effective service.
In January 2012, Staff issued an Addendum to Clarke's contract adding the Solary Canal
Regional Stormwater Treatment Facility to Clarke's scope of services, in the amount of
$225 per month through September 2012. This increased the total amount of Clarke's
contract to $41,493.72.
If the contract with Clarke is renewed, the agreement allows the contract price to be
adjusted to allow for consumer price increases based on the Bureau of Labor and Statistics -
Producer Price Index (PPI) not to exceed two percent. Based on Staff's review of the
applicable PPI data, prices for chemicals have increased and Clarke is entitled to the two
percent increase. The total amount of Clarke's contract for the one-year renewal period will
be $43,241.59, which includes the two percent price adjustment and the addition of the
Solary Canal project over the full year.
FISCAL IMPACT:
The total cost over the one-ear contract renewal period is $43,241.59. The funding source is
the Stormwater Utility Fund, line code 3800-54693. The funds will be expended over a 12
month period beginning on October 1, 2012.
COMMUNICATION EFFORTS:
This Agenda Item has been electronically forwarded to the Mayor and City Commission,
City Manager, City Attorney/Staff, and is available on the City’s Website, LaserFiche, and
the City’s Server. Additionally, portions of this Agenda Item are typed verbatim on the
respective Meeting Agenda which has also been electronically forwarded to the individuals
noted above, and which is also available on the City’s Website, LaserFiche, and the City’s
Server; has been sent to applicable City Staff, Media/Press Representatives who have
requested Agendas/Agenda Item information, Homeowner’s Associations/Representatives
on file with the City, and all individuals who have requested such information. This
information has also been posted outside City Hall, posted inside City Hall with additional
copies available for the General Public, and posted at five (5) different locations around the
Consent 205 PAGE 2 OF 3 - September 10, 2012
City. Furthermore, this information is also available to any individual requestors. City Staff
is always willing to discuss this Agenda Item or any Agenda Item with any interested
individuals.
RECOMMENDATION:
Staff recommends the City Commission authorize a contract renewal with Clarke Aquatic
Services, Inc. for one year in the amount of $43,241.59 for aquatic weed control and
maintenance services of City-maintained lakes, ponds, and other stormwater facilities.
ATTACHMENTS:
None
Consent 205 PAGE 3 OF 3 - September 10, 2012