Over the years, there has been a growing need at our park locations to provide a higher level of maintenance service to keep the aquatic areas abutting several of our park locations under Town ownership clean and debris-free. While the Town has addressed this on an ongoing, as needed basis at several park locations, it is recommended that a regular, monthly aquatic management program be put in place to properly manage the maintenance of these areas.
As a result the Town of Miami Lakes (“Town”) issued ITB (“Invitation to Bid”) No. 2016-32 Canal System and Park Aquatic Maintenance Services with the intention of establishing an integrated program of waterway management and maintenance services for the Town's canal system and park aquatic areas for four (4) canals and twelve (12) parks. Bid pricing was divided into the following groups: Canal system embankment/slope mowing (Group “A”), canal system above surface aesthetic debris removal (Group “B”), and park aquatic management services for the water area abutting Town parks, to include aesthetic above surface debris removal, algae and aquatic weed control, border grass and brush control to water's edge, water testing, bacteria testing, aquatics consulting, management reporting, and biological control agent permit applications (Group “C”).The parks outlined in the attachment under Group “C” for a monthly maintenance program have been identified as highly visible Town owned areas that have had recurring issues with aquatic maintenance. Those parks
listed in the attachment for additional, as needed services are those parks that are less visible but need services from time to time.
Three (3) responsive bids were received. Upon review of the lowest base bid price as provided by SFM, staff determined that their price for Group “C” – Park Aquatic Management Services is substantially higher than what we presently have budgeted and what we currently pay on a month to month basis for these services at designated locations. As such, I recommended award of only Groups “A” and “B” to SFM as approved via Resolution No. 16-1380 at the June 6, 2016 Council Meeting.
In an effort to determine how to best proceed with securing services for Group “C”, staff evaluated the bid prices submitted and conducted market research. The market research confirmed that there are a limited number of qualified vendors providing park aquatic management services and the majority of landscape and grounds maintenance companies subcontract the service to companies which provide such specialized services – thus resulting in higher prices. Aquagenix provides these specialized services and is familiar with the Town's locations and frequencies. They have provided satisfactory services at several of our park locations over the years. The other local competitors have stated that their volume of work is currently too high to take on additional contracts. Based on market conditions, the Town does not expect to receive additional bidders should a new bid be issued.
Aquagenix has stated they plan to honor their bid price with only slight increases to account for mobilization as their initial bid prices assumed additional service disciplines from the other Groups which are now covered under SFM.
Based on the above, I am recommending contract award to Aquagenix for Group “C” – Park Aquatic Management Services with an additional services menu to provide as needed services in other areas that may need periodic services. The initial contract term is three (3) years and the Town Manager may opt to renew the contract for two (2) additional 12-month periods for a total possible contract length of five (5) years. The contract will also include a performance management component which may result in the assessment of penalties and/or contract termination if the contract fails to perform a specification or does not remedy a failure within a 24 hour grace period.