Title
Recommendation to Authorize the City Manager to Execute a Five-Year Contract in an Amount Not to Exceed $598,856.92, to Clean Lakes, Inc. for Vegetation Management and Water Quality Services for the Alameda West Lagoons. (Public Works 351)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
The Alameda West (Southshore) lagoon system consists of five individual lagoons linked together by approximately 3,070 linear feet of 60-inch reinforced concrete pipe. The City of Alameda (City) and the Alameda West Lagoon Homeowner’s Association (AWLHOA) jointly maintain the lagoons for purposes of storm drainage, water quality and aesthetics. The services of a specialized firm is needed for vegetation management, debris management and water quality monitoring. City staff issued a Request for Proposal (RFP), convened a selection committee and selected Clean Lakes, Inc. as the firm most suited to provide the needed services.
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 maintenance 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, the 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 lagoons are supplied with salt water from the San Francisco Bay through an intake pipe and pumping facility owned by AWLHOA and housed in near the Westline Drive/Shoreline Drive curve. Once the water is pumped into the westerly-most lagoon, it flows through the lagoons by gravity and returns to the Bay at the easterly-most lagoon. The effective movement of water through the lagoon system is essential for water quality in the lagoons. Insufficient water movement leads to warmer temperatures and lower dissolved oxygen, which creates an environment for unwanted algal blooms. The AWLHOA is currently working to clean the intake pipe to ensure the maximum amount of water is pumped into the lagoons at high tide.
Regular dredging of the lagoons to maintain the original bathymetry is also critical for water quality. Shallow areas have warmer temperatures. Over time, dirt and tree leaves wash into the lagoons from the adjoining streets, storm drains, and the intake pipe. In 2014, the lagoon system was dredged; however, the corners of Lagoons 3 and 5 were excluded from this project because certain sampled parameters exceeded thresholds for Navy acceptance for material disposal. The buildup of sediment and detritus in the corners of Lagoons 3 and 5 over the last several years have been a frequent concern for the public and the AWLHOA, citing that these areas are too shallow, odorous, and aesthetically undesirable. On April 7, 2020, the City Council awarded a contract to dredge the corners of Lagoon 3 and 5 based on the cost allocation specified in the agreement with AWLHOA.
The City is need of services from a specialized firm to vegetation management, debris management and water quality monitoring services. To control algal 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 between the City and the AWLHOA, maintenance and water quality services are a shared, 50%/50%, cost.
DISCUSSION
On September 4, 2019, the Public Works Department sent out a RFP for vegetation management, debris management, and water quality monitoring for the Southshore 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 September 4, 2019, and published in the Alameda Journal on September 12, 2019. Based on experience and expertise, each proposer was required to prepare a Work Plan tailored to the Southshore lagoon needs. On October 8, 2019, the following two firms submitted acceptable proposals:
|
Proposer |
Location |
|
Clean Lakes, Inc. |
Martinez, CA |
|
Aquatic Environments, Inc. |
Benicia, CA |
A selection committee was convened with representation from the City’s Public Works Department, AWLHOA and north shore residents to interview the firms. 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 solicitation required interested firms to submit a tailored work plan for the lagoons based on their experience and expertise. As such, certain work components in the proposals submitted differ. Of notable difference was Aquatic Environments’ proposed use of a mechanical harvester. While in theory this sounds appealing, only one of the five lagoons currently has a usable ramp with safe ingress and egress for this type of equipment. Lagoon access for maintenance equipment is part of the long term planning between the City and AWLHOA. Clean Lakes took a different approach, recommending changes to the annual lagoon lowering schedule that will minimize the growth of aquatic vegetation and optimize the application of herbicides. Clean Lakes also recommended updates to the City’s Aquatic Pesticide Application Plan to allow for application of an herbicide for submerged plant growth. As submitted, Aquatic Environments’ proposed annual work plan cost was $113, 707; Clean Lakes was 117,456.11.
Ultimately, the selection committee recommended Clean Lakes, Inc. as the most suitable firm to meet the lagoon needs. Their experience and knowledge of the nuances of the lagoon system and the feasible recommendations in their proposal were the main deciding factors for the selection committee. Also, the selection committee felt that with the upcoming dredging project and intake pipe cleaning project, they did not want to change too many variables. Staff negotiated the proposed work plan with Clean Lakes, made slight modifications, and recommends awarding a contract to Clean Lakes, Inc., for a first year amount of $115,075.38 with the total five-year contract not to exceed $598,856.92. 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 2.
ALTERNATIVES
• Award the contract as recommended by staff.
• Award the contract with an amended scope of services.
• Do not award the contract.
FINANCIAL IMPACT
The project is budgeted in the Public Works Department’s Capital Improvement Program (Project 96007) Lagoon Maintenance funded with monies from the Urban Runoff Fund (Fund 351). The City encumbers the total contract amount, pays the contractor in full and then seeks 50% reimbursement from AWLHOA, which is deposited back into Lagoon Maintenance. All items are subject to budget approval. There is no impact to the General Fund.
|
Contract |
Est. CPI |
CPI Total Each Year |
TOTAL |
|
FY 20-21 |
0% |
$ 0.00 |
$115,075.38 |
|
FY21-22 |
2% |
$2,301.51 |
$117,376.89 |
|
FY22-23 |
2% |
$2,347.54 |
$119,724.43 |
|
FY23-24 |
2% |
$2,394.49 |
$122,118.92 |
|
FY24-25 |
2% |
$2,442.38 |
$124,561.30 |
|
TOTAL FIVE YEARS |
8% |
$9,485.92 |
$598,856.92 |
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action does not affect the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
In accordance with the California Environmental Quality Act (CEQA), this project is Categorically Exempt pursuant to CEQA Guidelines Section 15301(b), Existing Facilities.
CLIMATE IMPACTS
There are no climate impacts from awarding this contract. However, improved water quality is a notable environmental benefit associated with this project.
RECOMMENDATION
Authorize the City Manager to award a five-year contract in an amount not to exceed $598,856.92, to Clean Lakes, Inc. for vegetation management and water quality services for the Alameda West (Shoreline) Lagoons.
CITY MANAGER RECOMMENDATION
The City Manager recommends that the City Council award a five-year contract in an amount not to exceed $598,856.92 to Clean Lakes, Inc.
Respectfully submitted,
Liam Garland, Public Works Director
By,
Erin Smith, Deputy Public Works Director
Financial Impact section reviewed,
Nancy Bronstein, Human Resources/Interim Finance Director
Exhibits:
1. Agreement with Alameda West Lagoon Home Owners' Association
2. Clean Lakes Contract
cc: Eric Levitt, City Manager