AGENDA MEMORANDUM

Meeting Date:           August 9, 2010

From:                          Mike Thornton, Purchasing Manager

Subject:                      Purchase request 42689 to Applied Aquatic Management for vegetation removal and processing

Staff Recommendation:

Staff recommends approval of purchase request 42687 to Applied Aquatic Management (AAM) for work related to removal of invasive aquatic vegetation for an amount not to exceed $75,000.00.

Analysis:

Lake Lorraine has become overgrown with invasive plant material such as willows, torpedo grasses, and dead floating tussocks.  AAM will use mechanical shredding and harvesting equipment to remove the invasive vegetation.  Once the overgrowth is removed, ongoing maintenance and control can be accomplished using routine chemical methods.  Removal of the vegetation will improve the aesthetics of Lake Lorraine, as well as, decrease the amount of chemicals required for ongoing maintenance.

AAM estimates the harvesting, hauling, and removal of floating material is estimated to take 20 working days. The actual number of days needed depends on factors such as water depths and how many willow trees are to be cut and removed.  A copy of the cost proposal is attached for your review.

All vegetation removed from the lake must be stored on-site until it has dried sufficiently to allow for hauling over public roadways.  Hauling is not permitted if the material is too wet and water drips from the truck.   When sufficiently dry, the vegetation will be hauled to the spray fields at the Turnpike Waste Water Treatment Plant where it will be spread and allowed to fully dry.  When fully dry the material will be incorporated into the spray field soil by city staff.

City Commission approved an agreement with Applied Aquatic Management December 8, 2008 and extended the agreement for one year on January 11, 2010. The agreement provides unit pricing for chemical treatment of city storm water ponds. The contract also provides a unit price of $210.00 per hour for mechanical/physical removal of vegetation.  The cost proposal submitted by AAM adheres to the contracted hourly rate.  Environmental Services staff will closely monitor and audit actual hours worked by AAM to insure the City is billed for actual work performed.

Options:

1.  Execute the agreement with Applied Aquatic Management; or

2.  Such alternative action as the Commission may deem appropriate

Fiscal Impact: 

The cost for this project is $75,000.00.  Funds are available in the storm water account listed.

Submission Date and Time:    8/19/2010 3:15 PM____

Department:  IT/Communications______ Prepared by:  Mike Thornton__________ Attachments:         Yes ____   No __X___ Advertised:     __ Not Required ___X___                      Dates:   __________________ ________                      Attorney Review :       Yes___  No __X__ _________________________________            Revised 6/10/04

Reviewed by: Dept. Head ________ Finance  Dept. ______JB__________                                    Deputy C.M. ___________________                                          Submitted by: City Manager ___________________

Account No. _014-5171-537.63-10___ Project No. __140002____________ WF No. _____WF0680121/001_____ Budget  _____$75,000.00__________ Available ____$75,000.00__________