Title
Resolution to Approve a General Services Agreement with Superior Hoist & Dock Service Inc. for the Harvesting of Aquatic Vegetation in Geddes Pond for an Amount Not to Exceed $15,225.00 for Calendar Year 2020 with a 3% Increase Annually for the Duration of the Agreement
Memorandum
Attached for your review and action is a resolution to approve a General Services Agreement with Superior Hoist & Dock Service Inc. for the Harvesting of Aquatic Vegetation in Geddes Pond. This replaces an expiring agreement.
Budget/Fiscal Impact: It is requested that the general services agreement be approved for ten years, for an amount not to exceed $15,225.00 for Calendar Year 2020 with an annual increase of 3% for each of the remaining years of the contract. Funding is available in the approved FY20 Parks & Recreation Services General Fund budget and the Parks Maintenance and Capital Improvements Millage budget and will be planned for annually in the Parks & Recreation Services General Fund and Parks Maintenance and Capital Improvement Millage for future years of the agreement.
Project Description: The impoundments along the Huron River in Ann Arbor are ideal environments for aquatic vegetation growth. The excessive plant growth in Geddes Pond has reached a nuisance level with solid or near solid surface canopy conditions that limit navigation and recreational activities.
Beginning in 2012, the City has hired a company to mechanically harvest the aquatic plants adjacent to the Gallup Park canoe livery and the Gallup Pond public boat launch. The original RFP scope was developed by Natural Area Preservation staff, the City Environmental Coordinator, Water Quality Manager, and Parks & Recreation Services staff. Aquatic plant harvesting in these areas has been completed three times per summer each year since. The aquatic plants grow back in approximately 4 weeks to an action threshold level. The harvesting procedure has utilized practices that minimized mortality of aquatic animals and turtles and maximized containment of invasive plant fragments. The plant fragments have been taken off site and used for compost.
The scope of work is to furnish labor, equipment and materials necessary to perform and complete the work required to mechanically harvest up to 7 acres of aquatic plants in Geddes Pond in 2020 three times per year. The aquatic plants are to be cut and removed up to a depth of five feet.
The river impoundment area designated to be harvested should be cleared of aquatic plants to allow for recreation boating. Effort must be made to protect aquatic species such as turtles and fish during the harvesting process. Aquatic plant material is to be removed from the river using methods that minimize the escape of plant fragments. We expect harvesting to take no more than 30 hours. Each harvest and work must be completed in daylight hours. Mechanical harvesting cannot be performed on weekends or holidays. Harvester machine(s) must use environmentally safe, non-toxic hydraulic fluids, to protect the river from spills of toxic hydraulic fluids.
A Request for Proposal (RFP #20-02) was advertised on the Michigan Inter-governmental Trade Network as well as on the City of Ann Arbor Purchasing website.
Bids were received from two companies:
1st Year 2nd Year 3rd Year 4th Year 5th Year
Superior Hoist & Dock Service* $15,225 $15,687 $16,149 $16,632 $17,115
Clearwater $24,900 $24,900 $24,900 $24,900 $24,900
6th Year 7th Year 8th Year 9th Year 10th Year
Superior Hoist & Dock Service $17,640 $18,165 $18,711 $19,278 $19,845
Clearwater $24,900 $24,900 $24,900 $24,900 $24,900
*Lowest Responsible Bid
Upon receiving the bids, staff conducted interviews with Superior Hoist & Dock Service, Inc. Based on the bid and the interviews, staff recommends moving forward with Superior Hoist & Dock Service, Inc.
Superior Hoist & Dock Service, Inc. complies with the requirements of the City’s non-discrimination, prevailing wage, and living wage ordinances.
It is requested that the general services agreement be approved for ten years, to not exceed the annual amount quoted in the RFP response. Funding is available in the FY2020 Parks & Recreation Services General Fund budget and FY2020 approved Parks Maintenance and Capital Improvements budget and will be planned for in budget plans for future years.
Staff
Prepared by: Josh Landefeld, Parks & Recreation Services Deputy Manager
Reviewed by: Colin Smith, Parks & Recreation Services Manager and Derek Delacourt, Community Services Area Administrator
Approved by: Tom Crawford, Interim City Administrator
Body
Whereas, The impoundments along the Huron River in Ann Arbor are ideal environments for aquatic vegetation growth;
Whereas, Beginning in 2012, the City has hired a company to mechanically harvest the aquatic plants adjacent to the Gallup Park canoe livery and the Gallup Pond public boat launch;
Whereas, The City issued Request for Proposal #20-02 for Harvesting of Aquatic Vegetation in Geddes Pond and two bids were received, with the proposal from Superior Hoist & Dock Service, Inc. being selected for the reasons stated above;
Whereas, Funding is available in the approved FY2020 Parks & Recreation Services General Fund budget and FY2020 Parks Maintenance and Capital Improvements Millage budget and staff plans to budget sufficient funding in future years; and
Whereas, Superior Hoist & Dock Service, Inc. has submitted all required Non-Discrimination, Prevailing Wage, Living Wage, and Conflict of Interest Disclosure forms and complies with the requirements of the City’s Non-Discrimination, Prevailing Wage and Living Wage Ordinances;
RESOLVED, That City Council approve the ten-year General Services Agreement with Superior Hoist & Dock Service Inc. for the Harvesting of Aquatic Vegetation in Geddes Pond for an amount not to exceed $15,225.00 for calendar year 2020 with a 3% increase annually for the duration of the contract;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said agreement after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this resolution including execution of any authorized renewals and any changes or amendments that do not exceed the amounts authorized herein, regardless of fiscal year.