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AUTHORIZE CONTRACT AMENDMENT NO. 1 WITH BAYLOR SERVICES INC. FOR CLEANUP OF MCLEOD LAKE AT WEBER POINT AND DECARLI PLAZA
recommended action
RECOMMENDATION
It is recommended that the City Council adopt a resolution to:
1. Authorize contract Amendment No. 1 with Baylor Services Inc., Stockton in the amount of $65,000, and modify the Contract Scope in Paragraph 2 of Exhibit A, Section 2.1 to include up to four (4) cleanup sessions per month (Exhibit 1 to the Resolution).
2. Appropriate $50,000 from the General Fund and a total of $15,000 from the Municipal Utilities Department Collections and Stormwater Funds with total contract services not to exceed $137,500.
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of the resolution.
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Summary
Contract services to provide biannual cleanup of water hyacinth, trash, and debris from McLeod Lake at Weber Point and the water feature at DeCarli Plaza was approved by the City Manager and entered into with Baylor Services Inc. (Baylor) on May 28, 2020 (Contract Agreement 2020-05-28-5002-NP). The City awarded Baylor a 5-year contract for two (2) cleanups per year and total budget of $72,500. The contract commenced on July 1, 2020 and will expire on July 1, 2025. The cost for cleanups has ranged between $3,625 to $10,875, which has limited cleanup frequency under the current contract and reduced the trash removal effectiveness. Staff recommends contract Amendment No. 1 to modify the project scope to include up to four (4) cleanup sessions per month and an increase in compensation of $65,000 for total contract services not to exceed $137,500.
Upon approval of Amendment No. 1, the Council authorized total contract will not exceed $137,500.
DISCUSSION
Background
Over the past years, the McLeod Lake waterway has diminished in popularity, particularly during the summer months, due to invasive water hyacinth, trash, debris and harmful algae blooms. As a result, the City contracted for services to help clean up McLeod Lake.
Most recently, the Municipal Utilities Department (MUD) was tasked in 2020 to contract with a local company to clean up McLeod Lake and DeCarli Plaza. The contract was granted to Baylor Services Inc. (Baylor) of Stockton on May 28, 2020 for two (2) cleanups per year at a daily rate of $3,625 that was all inclusive (staff, equipment, materials) totaling $72,500 and contract expiration date of July 1, 2025 (Attachment A). The contract for cleaning followed a yearly schedule with the first round of cleanups during the last week of June and the second round of cleanups on the first weekend of December.
Present Situation
It was found that two cleanups per year were insufficient due to the volume of water hyacinth and trash accumulation at McLeod Lake. The City Manager has requested an increase in the number of cleanups from twice per year to weekly. The cost for cleanups has ranged between $3,625 to $10,875, which has limited cleanup frequencies under the current contract.
To increase trash removal effectiveness at McLeod Lake, staff recommends contract Amendment No.1 to modify the Project Scope in Paragraph 2 of Exhibit A, Section 2.1 to up to four (4) cleanup sessions per month and increase the compensation amount by $65,000. In addition, daily cleanups will be planned for McLeod Lake prior to, during and following the Stockton Flavor Fest activities (May 13-16, 2022).
In addition, MUD staff has researched and met with potential vendors that manufacture equipment to remove trash and other debris from local waterways as part of an evaluation of a long-term maintenance program for McLeod Lake.
FINANCIAL SUMMARY
The original Baylor Services Inc. contract was for $72,500. The addition of General Fund ($50,000) and MUD Collections and Stormwater Funds ($15,000) will be allocated under Amendment No. 1 to increase the biannual cleanups to weekly cleanups through August 2022 with a not to exceed contract total of $137,500.
Attachment A - Contract Agreement No. 2020-05-28-S002