Title
Recommendation to Authorize the City Manager to Execute a Five-Year Agreement in an Amount Not-to-Exceed $758,978.04, to Clean Lakes, Inc. for Vegetation Management and Water Quality Services for the Alameda West Lagoons.
In accordance with the California Environmental Quality Act (CEQA), this project is categorically exempt from further environmental review pursuant to CEQA Guidelines Section 15301 (Existing Facilities). (Public Works 310)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
The City of Alameda (City) and the Alameda West Lagoon Homeowner’s Association (AWLHOA) jointly maintain the Alameda West lagoon system, more commonly referred to as the Southshore lagoons, for purposes of storm drainage, water quality, recreation and aesthetics. The City and AWLHOA require services from a specialized firm for aquatic vegetation management, debris management and water quality monitoring. The current agreement the City has for these services terminates June 30, 2025. The City issued a Request for Proposal (RFP) and convened a selection committee with City staff and members of AWLHOA. Staff recommends awarding an agreement to Clean Lakes, Inc., for a total five year agreement amount not-to-exceed $758,978.04.
BACKGROUND
The Southshore lagoon system was constructed in the late 1950’s and early 1960’s, when the existing San Francisco Bay shoreline was filled to create additional single-family residential units, some multi-family structures, and a few commercial properties. The homeowners along the newly constructed frontage of the lagoons formed the AWLHOA for the purpose of raising funds and maintaining the lagoons. The AWLHOA is the record title owner of the lagoon system, and the City has a perpetual easement over it for stormwater conveyance purposes.
The lagoons serve as a private water feature for the enjoyment of residents and as a channel for storm water during periods of rain. The City and the AWLHOA jointly maintain the lagoons for purposes of storm drainage, water quality and aesthetics. On April 4, 2017, City Council approved the Amended and Restated Agreement between the City and AWLHOA (Exhibit 1). The Agreement, among other provisions, specifies roles, responsibilities and cost allocation for lagoon maintenance and water quality services.
The City requires services from a specialized firm for aquatic vegetation management, debris management and water quality monitoring. To control algae blooms and widgeon grass, aquatic pesticide treatments are applied under the regulatory authority of the Regional Water Board through the City’s enrollment under the Statewide General National Pollutant Discharge Elimination System (NPDES) Permit for Residual Aquatic Pesticide Discharges to Waters of the United States from Algae and Aquatic Weed Control Applications, Water Quality Order 2013-0002-DWQ (NPDES Permit). Per the Amended and Restated Agreement, the City and the AWLHOA split the cost for maintenance and water quality services.
The City currently holds a five-year term agreement with Clean Lakes, Inc for these services and this Agreement terminates June 30, 2025.
DISCUSSION
On March 20, 2025, the Public Works Department issued an RFP for Vegetation Management and Water Quality Services for Alameda West Lagoons. To solicit the maximum number of proposals and most competitive prices, the RFP was published on the City’s website and the Bay Area News Group, as well as thirteen (13) separate builders’ exchanges throughout the Bay Area. After a bidding period of twenty-eight (28) days, the City received twelve (12) responsive bids. Pricing proposals were inconsistent and based on different interpretations of the scope. Therefore, they are not included in the table below.
|
Proposer |
Location |
|
Solitude Lake Management |
Suisun City, CA |
|
Clean Lakes, Inc |
Martinez, CA |
A selection committee was convened with representatives from the City’s Public Works Department and AWLHOA. Selection was based on the completeness and quality of the proposal response, the firm's ability to understand and articulate the project and City needs, qualifications, references, past projects’ cost, and performance.
The selection committee recommended Clean Lakes, Inc. as the most suitable firm to meet the lagoon’s needs. Staff recommends awarding an agreement to Clean Lakes, Inc., for a total five year agreement amount not-to-exceed $758,978.04. This total assumes an estimated 2% annual Consumer Price Index (CPI) increase in cost. The RFP informed the successful bidder that they shall pay not less than the prevailing rate of per diem wages as determined by the Director of the California Department of Industrial Relations. The Agreement is attached as Exhibit 2.
ALTERNATIVES
• Award the Agreement as recommended by staff.
• Award the Agreement with an amended scope of services.
• Do not award the Agreement and provide staff with a different direction. A disruption in these services will have water quality impacts.
FINANCIAL IMPACT
This work is funded by the Urban Runoff Fund (Fund 264) in the Capital Improvement Project C34000-Lagoon Maintenance. The City encumbers the total agreement amount, pays the contractor in full and then seeks 50% reimbursement from AWLHOA, which is deposited back into C34000.
Below shows the annual agreement cost and an estimated and not to exceed CPI inflator. Future fiscal years are subject to City Council budget approval. There is no impact to the General Fund.
|
Contract Fiscal Year |
Est. CPI |
CPI Total Each Year |
TOTAL |
|
2025-26 |
0% |
$ 0.00 |
$ 145,844 |
|
2026-27 |
2% |
$ 2,916.88 |
$ 148,760.88 |
|
2027-28 |
2% |
$ 2,975.22 |
$ 151,736.10 |
|
2028-29 |
2% |
$ 3,034.72 |
$ 154,770.82 |
|
2029-30 |
2% |
$ 3,095.42 |
$ 157,866.24 |
|
TOTAL FIVE YEARS |
8% |
$ 12,022.24 |
$ 758,978.04 |
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the Alameda Municipal Code.
This action is subject to the Levine Act.
ENVIRONMENTAL REVIEW
In accordance with CEQA, this project is categorically exempt from further environmental review pursuant to CEQA Guidelines Section 15301 (Existing Facilities).
CLIMATE IMPACT
There are no climate impacts from awarding this Agreement. However, improved water quality is a notable environmental benefit associated with this project.
RECOMMENDATION
Authorize the City Manager to execute a five-year agreement in an amount not-to-exceed $758,978.04, to Clean Lakes, Inc. for vegetation management and water quality services for the Alameda West Lagoons.
Respectfully submitted,
Erin Smith, Public Works Director
Financial Impact section reviewed,
Ross McCarthy, Finance Director
Exhibits:
1. Amended and Restated Agreement between the City and AWLHOA
2. Clean Lakes Agreement