HomeMy WebLinkAbout2013 10 14 Consent 301 Clarke Aquatic Services Agreement
COMMISSION AGENDA
Informational
Consent
X
ITEM301
Public Hearings
Regular
October 14, 2013KSKL
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 $45,579.32 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 third and final 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.
Clarke's contract was for one year, with provisions for up to two one-year extensions at the
City's discretion based on satisfactory performance. At the September 10, 2012 City
Commission meeting, the Commission approved Staff's recommendation to extend Clarke's
contract for a second year through September 2013.
Clarke's performance during the second year has been satisfactory and Staff recommends
renewing the contract for a third and final year.
Consent 301 PAGE 1 OF 3 - October 14, 2013
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:
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 two years Clarke
has worked closely with City Staff to gain knowledge of these water bodies and to provide
effective service.
In March 2013, Staff issued an Addendum to Clarke's contract adding three new City
ponds to Clarke's scope of services, which increased the annual contract amount by
$525. One new City pond at Herrell Road will be added for the third year at a cost of
$100/month, or $1,200 for the year.
Clarke's agreement requires 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, producer prices
increased by 1.4% over the past 12 months, and therefore Clarke is entitled to receive a
1.4% price increase for the third year. The new total amount of Clarke's contract for the
third-year renewal period will be $45,579.32, which includes the 1.4% price adjustment and
the additional ponds noted above.
FISCAL IMPACT:
The total cost over the one-ear contract renewal period is $45,579.32. The funding source is
the Stormwater Utility Fund, line code 3800-54693. The funds will be expended over a 12
month period beginning in October 2013.
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
Consent 301 PAGE 2 OF 3 - October 14, 2013
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
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 $45,579.32 for aquatic weed control and
maintenance services of City-maintained lakes, ponds, and other stormwater facilities.
ATTACHMENTS:
1. Exhibit A - Renewal Form (1 page)
Consent 301 PAGE 3 OF 3 - October 14, 2013