AGENDA MEMORANDUM

MEETING DATE:               December 8, 2008      

FROM:                                   Mike Thornton, Purchasing Manager

SUBJECT:                              Resolution authorizing an agreement for aquatic vegetation control services in accordance with terms established by invitation to bid 80491

Staff Recommendation: 

Staff recommends approval of the Agreement with Applied Aquatic Management for $22,320 for the initial 12 month performance period providing Aquatic Vegetation Control Services in designated lake and pond locations throughout the City of Leesburg.

Analysis: 

Due to the scheduled expiration of existing agreements on or about January 26, 2009, the Parks & Recreation and Environmental Services Departments requested the acquisition of Aquatic Vegetation Control Services for control, prevention, and eradication of unwanted or invasive aquatic vegetation.

On September 29, 2008 the Purchasing Division issued Invitation to Bid 80491.  The opportunity was advertised in the The Daily Commercial, Orlando Sentinel, and electronically on Onvia by DemandStar.  There were seven firms in attendance at a mandatory pre-bid meeting.  On October 28, 2008 the Purchasing Division received and publically opened five sealed bids.  Attached is a detailed tabulation for your review.

Applied Aquatic Management (AAM) has been determined to have submitted the lowest responsive and responsible bid to meet the needs of the City.  Their bid provides for an annual cost of $22,320.  The initial term of the agreement is for one year with up to four one-year extensions at the City’s option.

Options:        

1.  Approve the Agreement with Applied Aquatic Management; or

2.  Such alternative action as the Commission may deem appropriate

Fiscal Impact:

Funds for this service have been budgeted in the 2009 fiscal year and are available.  Parks and Recreation budgeted $11,600 and Environmental Services budgeted $36,000.

The actual cost of this service is below the budgeted amount and will result in an overall savings to the City of $25,280.

Submission Date and Time: _______________________

Department: Parks & Recreation and____ Environmental Services_______________ Prepared by:  Terry Pollard__________    Attachments:  Yes __X__   No ______ Advertised __X__ Not Required ______ Dates: ___September 28, 2008_________ Attorney Review :       Yes___  No ____ Revised 6/10/04

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

Account No. : P&R  001-8124-572-4625 ES     014-5171-537-3410 Project No. ______________________ WF No. ________________________                         P&R: $11,600 Budget  ____ES:     $36,000_________                         P&R: $11,600 Available __  ES:     $36,000_ _____

RESOLUTION NO._______________

A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH APPLIED AQUATIC MANAGEMENT TO PROVIDE AQUATIC VEGETATION CONTROL SERVICES OBLIGATED PURSUANT TO INVITATION TO BID 80491; AND PROVIDING AN EFFECTIVE DATE.

BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA:

THAT the Mayor and City Clerk are hereby authorized to execute an agreement with APPLIED AQUATIC MANAGEMENT whose address is P.O. Box 1469, EAGLE LAKE, FLORIDA 33839 for aquatic vegetation control services pursuant to Invitation to Bid 80491. 

 THAT this resolution shall become effective immediately.

PASSED AND ADOPTED by the City Commission of the City of Leesburg, Florida, at a regular meeting held the __8th___ day of _December ____ 2008.

                                                                            __________________________

                                                                             Mayor

ATTEST:

__________________________

City Clerk