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ADOPT A RESOLUTION TO AUTHORIZE A CONTRACT WITH CHEM-WEED, LLC FOR WASTEWATER TREATMENT POND WEED MAINTENANCE SERVICES
recommended action
RECOMMENDATION
It is recommended that the City Council adopt a resolution to:
1. Approve the Specifications and Addenda for Pond Weed Maintenance Services (PUR 24-031).
2. Authorize the City Manager to execute a five-year contract for Pond Weed Maintenance Services with Chem-Weed, LLC for the not-to-exceed amount of $1,059,884.81 (Exhibit 2 to the Resolution).
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this resolution.
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Summary
The Municipal Utilities Department (MUD) Regional Wastewater Control Facility (RWCF) operates over 600-acres of ponds and wetlands as part of the treatment process. The nutrient-rich water in the ponds promotes vegetative growth that requires management by chemical and mechanical means to ensure the treatment ponds continue to operate as designed. The scale and scope of work to control vegetative growth requires the assistance of a properly licensed contractor. This action will provide the necessary regular maintenance services, including two chemical weed spray/control applications each year in conjunction with mechanical removal when necessary.
Staff recommends awarding a five-year contract for chemical and mechanical wastewater treatment pond weed maintenance services to Chem-Weed, LLC for the not-to-exceed amount of $1,059,884.81.
DISCUSSION
Background
The RWCF operates over 600-acres of ponds and wetlands to treat wastewater as part of the tertiary treatment process. The nutrient-rich wastewater provides an environment for robust vegetation growth in the ponds. To ensure the ponds continue to function as intended in the wastewater treatment train, it is best to use a combination of chemical treatment and mechanical removal to control vegetation growth. The use of chemicals to control growth requires special licensing by San Joaquin County. To properly manage the growth in and around the ponds, it is necessary to obtain the services of a licensed contractor to provide annual pond weed spraying and removal.
Present Situation
This project was initially bid (PUR 24-018) on December 13, 2023, and bids were opened on January 18, 2024. However, no respondents submitted the addendum, and consequently, all bids were considered non-responsive.
On March 15, 2024, the MUD readvertised an Invitation to Bid for the Pond Weed Maintenance (PUR 24-031) in the Stockton Record and on the City's Bid Flash webpage. The MUD used a conventional bid process including specifications for pond weed spraying to control growth and mechanical removal, as necessary.
The scope of work included the necessary levels of maintenance identified in twelve distinct areas, consisting of two chemical applications a year supplemented by mechanical removal when necessary. The bidders were required to provide a cost for services based on the type of work performed to establish a quantitative method for calculating fees for additional services. All responsive bidders are required to hold either a valid C-27 specialty license (Landscaping Contractor) or a private applicator’s license with an active restricted material permit from San Joaquin County.
An optional pre-bid conference was held on March 21, 2024, with five prospective bidders attending. On Thursday, April 11, 2024, two (2) sealed bids were received by the City Clerk from the following companies:
|
Company |
Location |
Bid Amount |
|
Chem-Weed, LLC |
Thornton, CA |
$1,059,884.81 |
|
Westside Landscape & Concrete, Inc. |
Newman, CA |
$869,504.98 |
The amounts shown on the bid schedule reflect the total five-year cost for providing chemical and mechanical landscape maintenance services. The apparent low bid by Westside Landscape and Concrete, Inc. was determined to be non-responsive because the company’s private applicator license was not the correct type for the work involved. A letter requesting license clarification was sent to the company and no response was received. The remaining bid from Chem-Weed, LLC was determined to be responsive as specified in the bid documents.
Staff recommends awarding the contract to Chem-Weed, LLC of Thornton, California, as the lowest responsive bidder. The bid is regular in all respects, meets the City’s requirements, and includes the proper licensing.
FINANCIAL SUMMARY
There is sufficient budget in the Wastewater Treatment Plant Special Services account in Fiscal Year 2024-2025. Future funds will be budgeted in the same account in subsequent fiscal years and will be presented to the City Council for approval through the annual budgeting process.
This action has no impact on the General Fund or any other unrestricted funds.