Title
Recommendation to Award a One-Year Contract, with the Option of Four One-Year Extensions, for an Amount not to Exceed $93,319.86, for a Total Five Year Expenditure not to Exceed $485,640.33, to Clean Lakes, Inc. for Vegetation Management, Debris Management, and Water Quality Monitoring for the South Shore Lagoons. (Public Works 351)
Body
To: Honorable Mayor and Members of the City Council
From: Jill Keimach, City Manager
Re: Recommendation to Award a One-Year Contract, with the Option of Four One-Year Extensions, for an Amount not to Exceed $93,319.86, for a Total Five Year Expenditure not to Exceed $485,640.33, to Clean Lakes, Inc. for Vegetation Management, Debris Management, and Water Quality Monitoring for the South Shore Lagoons.
BACKGROUND
The South-shore lagoon system consists of five individual lagoons linked together by approximately 3,070 linear feet of 60-inch reinforced concrete pipe. The 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 lagoons are approximately two miles in length, have a total surface area of approximately 50 acres, and vary in depth from one foot at the perimeter walls to approximately eight feet in the center. The City of Alameda is in need of the services of an outside organization to help the City with the vegetation management, debris management, and water quality monitoring for the South Shore lagoons.
DISCUSSION
On May 25, 2017 the Public Works Department sent out a Request for Proposal (RFP) for vegetation management, debris management, and water quality monitoring for the South Shore lagoons. To solicit the maximum number of proposals and most competitive price, the RFP was provided to 19 separate builders’ exchanges throughout the Bay Area, and notices were sent to contractors on the list of qualified contractors maintained by the Public Works Department. A notice was also placed on the City’s web page on May 25, 2017, and published in the Alameda Journal on May 26, 2017. After a bidding period of 19 days, two contractor’s submitted proposals on June 12, 2017.
|
Bidder |
Location |
Bid Amount |
|
Clean Lakes, Inc. |
Martinez, CA |
$84,836.24 |
|
Aquatic Environments, Inc. |
Benicia, CA |
$96,860.00 |
Public Works staff contacted several references provided by the low bidder and received positive feedback on the ability of the company to meet the project requirements and the quality and timeliness of their work. Staff recommends awarding a contract to Clean Lakes, Inc., for a first year total amount of $93,319.86, which includes a 10% contingency, which can only be awarded at the discretion of the Public Works Director or his/her designee. This contract may be mutually amended on a year-by-year basis, for up to four additional years, based, at a minimum, on satisfactory performance of all aspects of the contract and upon the sole discretion of the Public Works Director. If extended, the contract would be for the same terms and costs, plus an annual increase equal to the construction cost index (CCI) increase for the San Francisco Bay Area appropriate to the trades associated with the work as reported in the Engineering News Record for the previous calendar year.
The total five year contract price shall not exceed a total five year expenditure of $485,640.33. The RFP also 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 contract is attached as Exhibit 1.
FINANCIAL IMPACT
The project is budgeted in the Public Works Department under Urban Runoff (Fund 351). All items are subject to budget approval. There is no impact to the General Fund.
|
Contract |
Est. CCI |
CCI Total Each Year |
TOTAL |
|
Original FY17-18 |
0% |
$ 0.00 |
$ 93,319.86 |
|
1st Amend FY18-19 |
2% |
$1,866.40 |
$ 95,186.26 |
|
2nd Amend FY19-20* |
2% |
$1,903.73 |
$ 97,089.99 |
|
3rd Amend FY20-21* |
2% |
$1,941.80 |
$ 99,031.79 |
|
4th Amend FY21-22* |
2% |
$1,980.64 |
$101,012.43 |
|
TOTAL FIVE YEARS |
8% |
$7,692.57 |
$485,640.33 |
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action does not affect the Municipal Code.
ENVIRONMENTAL REVIEW
In accordance with the California Environmental Quality Act (CEQA), this project is Categorically Exempt under CEQA Guidelines Section 15301(b), Existing Facilities.
RECOMMENDATION
Award a one-year contract, with the option of four one-year extensions, for an amount not to exceed $93,319.86, for a total five year expenditure not to exceed $485,640.33 to Clean Lakes, Inc. for vegetation management, debris management, and water quality monitoring for the South Shore lagoons.
Respectfully submitted,
Liam Garland, Acting Public Works Director
By,
Erin Smith, Acting Deputy Public Works Director
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibit:
1. Contract