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Home My WebLink About2013 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 EXHIBIT A Incorporated 1959 w City of Winter Springs Renewal /Extension Agreement No. 2 Contract: ITB 008/11/ZP For: Aquatic Weed Control & Maintenance of Certain Ponds Original Contract Date: October 1,2011 Contractor: Clarke Aquatic Services, Inc. TERMS The City of Winter Springs hereby renews/extends the agreement with Clarl<e Aquatic Services, Inc. for the second additional one (1) year term as per Item 2.1 -Term and Definitions, on page 1 of 11 of the original Agreement Form. A price increase adjustment of 1.4% of the second year contract amount is also provided with the renewal / extension agreement. The second year contract amount of $43,766.59 plus 1.4 % or $612.73 and the cost of an additional pond to the maintenance list in the amount of $1,200.00 for a total revised contract amount of$45,579.32 effective October 1, 2013. Agreement extension shall be from October 1, 2013 to September 30, 2014 and shall be bound by all covenants, conditions, and addenda of the original agreement. Base contract pricing shall not exceed a total of$45,579.32 per year for the aquatic weed control & maintenance services of certain ponds. CONSIDERATION At the Oct 14, 2013 City Commission meeting, the Commission provided authorization to renew the contract with Clarl<e Aquatic Services, Inc. for the Aquatic Weed Control and Maintenance Services of City- Maintained Lal<es, Ponds, and Other Stormwater Facilities. AGREEMENT This extension on the agreement is accepted by both parties and executed according to the following: City of Winter Springs Clarke Aquatic Services, Inc. Kevin L.Smith Peter Deglomine City Manager Control Consultant Date: Date: