Subject:
Title
Request for Approval to Award B-4-21-85 / Aquatic Vegetation Management Services
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Fiscal Impact:
Intended Award: $221,454.19
Dept/Office:
Central Services on behalf of Public Works
Requested Action:
Recommendation
It is requested that the Board of County Commissioners:
- Authorize the award of Invitation to Bid B-4-21-85 / Aquatic Vegetation Management Services - Aquatic Weed Control, to the apparent low bidder, Aquatic Vegetation Control, Inc.; and
- Authorize the Central Services Director to execute the Notice of Award
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Summary Explanation and Background:
Aquatic vegetation management services have been a Countywide service in existence for over a decade; but recently consolidated for all districts Countywide in 2019. The goal of this service is to establish an on-going program to keep retention pond, ditches, canals, and other waterways free of nuisance underwater, floating, and border vegetation. It has previously been listed annually on the County Manager’s Bids/Quotes/Proposals approval list, as the estimated expenditure has not exceeded $100,000.00 annually.
Previously awarded B-6-19-83 term contract was awarded to Aquatic Vegetation Control, Inc. who was the lowest of three bidders, awarded at an estimated annual expenditure for three districts with existing funding (1, 3 & 4) of $85,370 in 2019.
During scope development of the 2022 term bid prior to advertisement, the project scope was revised by staff, increasing the expansion of applications, frequencies of applications and complexity of applications. This Invitation to Bid B-4-21-85 was advertised on August 12, 2021 and opened on September 8, 2021.
Aquatic Vegetation’s pricing per area remains competitive in market value and the increase from their previous award is due to adding the two districts that were not previously receiving treatment. Staff has confirmed these prices are competitive based on comparative market analysis of similar projects.
BCC-25: Procurement, Section III. Directives, Subsection L, states that the County may negotiate when fewer than two responsive bids are received in response to a competitive solicitation. As such, Public Works and Purchasing staff reviewed the bid received for market competency and met with the vendor to discuss pricing. After discussion with Aquatic Vegetation Control, Inc., staff is satisfied that pricing remains competitive given the complex nature of the work. Aquatic Vegetation Control, Inc. has extensive knowledge of the complexity, machinery requirements, and time expenditures per application in calculating their pricing.
Due to the fact that this award recommendation exceeds its original County Manager approval estimate of $80,000 for Fiscal Year 2022, and rises to Board approval of over $100,000, staff is seeking Board approval for award at the bid price of $221,454.19 annually for all districts, to Aquatic Vegetation Control, Inc. Public Works has the funding available to pay the awarded amount.
This award will be for a single year term with a single year renewal option.
Clerk to the Board Instructions:
None