SR - AGR-4547.C - LAKE & STREAM MAINTENANCE EISENHOWER PARK� pP OR
:. AGENDAITEM
X08 "
May 10 2016
TO: Honorable Mayor and
Members of the City Council
THRU: Rick Otto
City Manager
FROM: Barbara Messick P
Acting Community Services Director
ReviewedNerified B
City Mana r
Finance irector
To Be Presented By: Barbara Messick
X Cons Calendar _ City Mgr Rpts
Council Reports _ Legal Affairs
Boards /Cmtes Public Hrgs
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It. SUBJECT
.Agreement with Environmental Water Management, Inc. (EWM) for ongoing maintenance work
of the lake and stream at Eisenhower Park for the annual amount not to exceed $46,000.00 for
FYI with an option for three extensions through June 30, 2020 for the same annual amount.
�2. SUMMARY
'The work under this Agreement will provide a clean and healthy environment for the Eisenhower
lake and stream water, lake bed, adjacent sidewalks and rockscape.
13. RECOMMENDED ACTION
Approve the agreement with EWM and authorize the Mayor and the City Clerk to execute on
behalf of the City.
�4. FISCAL IMPACT
Upon adoption of the FY 17 budget, funds will be available in the following account to cover the
cost of this Agreement:
100.7022.51420.00000 (Maintenance Contracts) $46,000.00
5. STRATEGIC PLAN GOAL(S)
GOAL 3. Enhance and Promote Quality of Life in the Community
A. Refurbish, maintain, develop and/or expand public use places and spaces.
ITEM 2 .l 5/10/16
6. GENERAL PLAN IMPLEMENTATION
Natural Resources Element Goal 5.1: Maintain existing City parks at levels that provide
maximum recreational benefit to City residents.
� 7. DISCUSSION and BACKGROUND
Background
The Community Services Department currently maintains the lake and stream at Eisenhower Park
utilizing contract services. This work has generally included maintaining water clarity, algae
removal /control, and aquatic plant maintenance.
EWM has been providing the described maintenance service at the Eisenhower lake and stream
since 2004. Contractors were solicited in 2010 and in 2011 for lake maintenance services and
EWM was again awarded the contracts. For the duration of all of these contract terms to the
present, the price from EWM has remained at $1,000.00 per month/$12,000.00 annually to date.
The current contract with EWM expires June 30, 2016 and staff has prepared and circulated a
Request For Bids (RFB) for a new contract.
Staff believes that additional services are needed to address long - standing maintenance issues.
Duck feces is an ongoing and constant maintenance concern. The specifications in the existing
Agreement do not provide well enough for the degree of cleaning necessary to keep the walkway
and rock features around the lake free of the accumulation of duck feces.
In addition, lake dredging has not previously been included within the annual service, however, it
was provided as an extra service on an as- needed basis in the past. Dredging of the lake was added
to the new scope of work in the RFB. The available funds in the current Agreement limited how
much dredging was accomplished annually. Because of heavy soil /debris `run off from the park
and surrounding streets that flow into the lake, and a very heavy amount of duck feces that also
winds up in the lake, regular dredging of the lake bottom has become a necessity. Staff felt this
should become a more thorough, regular part of the annual service in order to assist in water
clarity/health, algae growth and general cleanliness and odor. Dredging of 25% of the lake on an
annual basis will result in the entire lake being dredged over four years.
Discussion
In February of this year, the Community Services Staff solicited bids from lake management
contractors to bid on a new four year agreement for maintenance services. Seven contractors
attended a pre -bid job walk that was held on March 28, 2016 and three (3) contractors submitted
bids. These bidders and their bid amounts are as follows:
1. Environmental Water Management
2. Advanced Aquatic Technology
3. Bio Clear Water Solutions
0a
$ 43,000.00
$ 50,100.00
$196,090.00
ITEM 5/10/16
It is noticeable that the annual price proposed by the current contractor, as well as those proposed
by others to provide maintenance services has increased substantially. This can be attributed to
the additional services within the RFB as described previously, as well as increases in State
minimum wage and health insurance requirements and general increases in the measurable
obligations of a business owner including, but not limited to, taxes, fuel, insurance, auto /equipment
and material/supplies.
Upon review of bids received, staff determined EWM to be the lowest responsible bidder. This
contractor is the current lake and stream maintenance contractor and has provided a qualified,
responsible and overall good service for the City of Orange. All regular maintenance performed
by the current contractor has been completed within contract specifications and on schedule.
Therefore, staff recommends that EWM. be awarded the contract. It is recommended that the
contract include a $3,000.00 yearly contingency for unforeseen conditions or repairs which may
arise, for a total contract amount not to exceed $46,000.00 annually, and $184,000.00 for the entire
four year period included as optional extensions.
The City's obligation to pay the sum herein stated for any one fiscal year shall be contingent upon
the City Council appropriating the necessary funds for such payment by the City in each fiscal
year during the term of this Agreement.
The term of this Agreement would be July 1, 2016 through June 30, 2017 with the option for up
to three annual extensions through June 30, 2020.
8. ATTACHMENTS
• Bid Abstract
• Draft Agreement
t
ITEM 5/10/16