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HomeMy WebLinkAbout2026-03-02 I01F_07 2026 Pond Maintenance_Award QuoteAGENDA ITEM: CITY OF WAUKEE, IOWA CITY COUNCIL MEETING COMMUNICATION MEETING DATE: March 2, 2026 AGENDA ITEM:Consideration of approval of a resolution awarding quote for Pond Maintenance FORMAT:Resolution SYNOPSIS INCLUDING PRO & CON: The agreement consists of pond/aquatic maintenance on these 13 listed ponds. Triumph Park Large, Triumph Park Small, Prairie Rose, Waukee Towne Center, Waukee Library, Bus Facility, Parkview Crossing, Kettlestone Commons-West, Middle, East, and Southeast, Legacy Pointe, Public Safety. The five quotes received are as follows: 1.RJ Lawn and Landscape $29,300.00 2.The Iowa Pond Guy $30,998.00 3.Aquatic Control $31,475.00 4. The Pond Coach $48,750.00 5. Mid-Iowa Fountain $63,000.00 FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS:$29,300.00 COMMISSION/BOARD/COMMITTEE COMMENT: STAFF REVIEW AND COMMENT: City staff has reviewed the bids and recommend awarding the quote to RJ Lawn and Landscape (Waukee). Staff has met with the contractor to go over the expectations and feel that the company will be able to meet the expectations of the City of Waukee. RECOMMENDATION: Approve the resolution. ATTACHMENTS: I. Proposed Resolution II. Request for Quotes III. Quote Tabulation I1F7 PREPARED BY: Joe Carroll REVIEWED BY: Matt Jermier PUBLIC NOTICE INFORMATION – NAME OF PUBLICATION: DATE OF PUBLICATION: THE CITY OF WAUKEE, IOWA RESOLUTION 2026- AWARDING QUOTE [2026 POND MAINTENANCE] IN THE NAME AND BY THE AUTHORITY OF THE CITY OF WAUKEE, IOWA BE IT RESOLVED BY THE CITY COUNCIL OF WAUKEE, IOWA: That the following quote for certain public improvements described in general as 2026 Pond Maintenance and described in the Request for Quotes that was provided to vendors be and is hereby accepted, the same being the lowest responsible quote received for such work, as follows: Contractor: RJ Lawn and Landscape of Waukee, IA Amount of quote: $29,300.00 PASSED AND APPROVED this 2nd day of March, 2026. ____________________________ Courtney Clarke, Mayor Attest: ___________________________________ Rebecca D. Schuett, City Clerk RESULTS OF VOTE: AYE NAY ABSENT ABSTAIN Kala Anderson Chris Crone Rob Grove Lori Lyon Anna Bergman Pierce 1 REQUEST FOR QUOTES POND MAINTENANCE CITY OF WAUKEE The City of Waukee, Iowa, solicits interested parties to submit quotes for pond maintenance. Submittals marked “Pond Maintenance” will be received no later than 10:00A.M. local time on Friday, February 6, 2026. Submit signed copy of this Request for Quotes and attached Quote Sheet to: City of Waukee Attn: Pond Maintenance RFP 230 W. Hickman Road Waukee, IA 50263 Quote Procedure Mark outside of envelope with proposal subject, “Pond Maintenance”. Quotes received after the announced time and date of receipt, by mail or otherwise, will be returned unopened. Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. The City of Waukee reserves the right to award in part or as a whole or to reject any or all quotes. Any quote submitted MUST be signed by an individual authorized to bind the submitter. All quotes submitted without such signature will be deemed non-responsive and will not be acceptable. Both the Request for Quotes and the Quote Sheet must be signed. 2 I. Description A. The intent and purpose of this Request for Quotes is to establish a contract to provide Pond Maintenance. B. The Contractor shall furnish all labor, equipment, materials, and products needed to manage and maintain the ponds outlined on attached map. C. The contractor must provide the City of Waukee a report of treatments, with products used, location and dates. II. Performance Requirements A. Personnel. The Contractor shall provide the City with the name, address and telephone number(s) for at least one designated contact person responsible for insuring response to the City’s request for services. Personnel applying pesticides and fertilizers shall be licensed as required by the State of Iowa. B. Response Time. Although most of the maintenance shall be done on a biweekly basis according to the detailed specifications, maintenance may occasionally be needed on an “as-needed” basis. C. Records. The Contractor shall maintain all maintenance records including time/date of maintenance, name and quantity of any products used, and any other pertinent information. A copy of these records shall be provided at the City’s request. All records of chemical and fertilizer applications shall be provided to the City following each application. D. Authority/Direction. The Contractor and his designated personnel shall respond to requests made by the City in a positive, courteous, and timely manner. The City reserves the right to reject any equipment or personnel from continued or further engagement of services due to incompetence or insubordination or inability of equipment to function properly for the requested services. E. Property Damage. The Contractor shall be responsible for all damage to public property (including public utilities) due to its own or its employees’ negligence in maintaining the medians. F. Equipment. Applications must be able to be made from a watercraft equipped with high-pressure spray equipment. III. Length of Agreement A. If approved by the Waukee City Council at their meeting on Monday March 2, 2026, this Agreement shall commence on April 1, 2026, and end on December 31 ,2026 inclusive. The City reserves the right as its sole option to renew this contract per the same terms and conditions as set forth 3 in the resulting contract. The City, in its option, may renew the contract, under the same terms for an additional one-year period, by giving the contractor notice of its intent to renew it at least 90 days prior to the expiration of the term specified herein. In such case the contractor shall provide services in the following calendar year commencing on April 1, 2027, and ending on December 31, 2027, inclusive. B. This Agreement may be terminated for any reason whatsoever, including but not limited to failure to perform in accordance with Section II of this Agreement, by the City during the Agreement period, upon 30 days written notice being sent by registered mail to the Contractor at the address referenced on the quote form. IV. Payment The contractor will be paid monthly in arrears. All invoices must be returned in 10 days prior to the end of the month, which will be paid upon approval of the City Council at their regularly scheduled first meeting of each month. Invoices must contain the contract number and detail of any services provided outside the scope of this document. Invoices shall be sent to: City of Waukee Parks & Recreation Department 805 University Avenue Waukee, IA 50263 V. Insurance A. General. 1. The Contractor shall purchase and maintain insurance to protect the Contractor and Owner against all hazards enumerated herein. All policies shall be in the amounts, form and companies satisfactory to the Owner. 2. All certificates of insurance required herein shall state that thirty (30) days written notice will be given to the Owner before the policy is canceled or changed. All certificates of insurance shall be delivered to the Owner prior to the time that any operations under this Contract are started. 3. All of said Contractor’s certificates of insurance shall be written by an insurance company authorized to do business in the State of Iowa. B. The Contractor shall purchase and maintain such insurance as will protect the Contractor from claims set forth below which may arise out of or result from the Contractor’s operations under the Contract, whether such operations be by the Contractor, or by anyone for whose acts any of them may be liable: 1. Claims under workers’ compensation, disability benefit and other similar employee benefit acts. 2. Claims for damages because of bodily injury, occupational sickness or disease, or death of the Contractor’s employees. 3. Claims for damages because of the Contractor’s injury, sickness or disease, or death of any person other than the Contractor’s employees. 4 4. Claims for damages insured by usual personal injury liability coverage which are sustained: a. By any person because of an offense directly related to the employment of such person by the Contractor, or b. By the other person. 5. Claims for damages, other than to the work itself, because of injury to or destruction of tangible property, including loss of use resulting therefrom; and, 6. Claims for damages because of bodily injury or death of any person or property damage arising out of the ownership, maintenance, or use of any motor vehicle. C. Limits of Liability 1. The insurance required by Paragraph V shall be written on an occurrence form of policy for not less than any limits of liability specified herein, or required by law, whichever is greater: General Liability; $500,000 (including contractually, single limit Independent Contractors per occurrence) Broad Form Property Damage Personal Injury, Underground $500,000 Explosion and Collapse (Aggregate hazards) Automobile Liability $500,000 (Including all owned, non- Combined Single Limit owned and hired autos) Single Limit Workers Compensation Statutory Benefits $100,000 Coverage B (Applying directly excess of above liability coverages) $1,000,000 Aggregate D. Contractual Liability Insurance 1. The insurance required by Paragraph V shall include contractual liability insurance applicable to the Contractor’s obligations as follows: a. To the fullest extent permitted by law, the Contractor shall indemnify and hold harmless the Owner and their agents, officers and employees from and against all claims, damages, losses and expenses, including, but not limited to attorney’s fees, arising out of or resulting from the performance of the work, provided that any such claim, damage, loss or expense (1) is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property (other than the work itself)including the loss of use resulting therefrom, and (2) is caused in whole or in part by any negligent act or omission of the Contractor, any Subcontractor, anyone directly or indirectly 5 employed by any of them or anyone for whose acts caused in part by a party indemnified hereunder. Such obligation shall not be construed to negate, abridge, or otherwise reduce any other right or obligation of indemnity which would otherwise exist as to any party of person described in this Paragraph. b. In any and all claims against the Owner or any of their agents, officers or employees by any employee of the Contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts may be liable, the indemnification obligation under this Subparagraph D shall not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable by or for the Contractor or any Subcontractor under workers’ compensation acts, disability benefit acts or other employee benefit acts. E. Contractor’s Insurance for other Losses for the consideration in this agreement heretofore stated, in addition to the Contractor’s other obligations, the Contractor assumes full responsibility for all loss or damage from any cause whatsoever to any tools owned by the mechanics, any tool machinery, equipment, or motor vehicles owned or rented by the Contractor, the Contractor’s agents, Subcontractors, materials owned or rented by the Contractor, the Contractor’s agents, Subcontractors, material suppliers or their employees, tool sheds or other temporary structures, scaffolding and staging, protective fences, bridges and sidewalk hooks. The Contractor shall also assume responsibility for all loss or damage caused by, arising out of or incident to larceny, theft, or any cause whatsoever (except as hereinbefore provided) to the structure on which the work of this Contract, and any modifications, alterations, enlargement thereto, is to be done, and to the following items and labor connected or to be used as a part of the permanent materials, and supplies necessary to the work. F. Notification in Event of Liability or Damage upon the occurrence of any event, the liability for which is herein assumed, the Contractor agrees to forthwith notify the Owner, in writing, such happening, which notice shall forthwith give the details as to the happening, the cause as far as can be ascertained, the estimate of loss or damage done, the names of witnesses, if any, and stating the amount of any claim. VI. Further Information A. Questions regarding the Request can be addressed by contacting the Parks & Recreation Department, Joe Carroll, Facilities Manager - Parks & Recreation, (515) 380-4916. B. Waukee-based companies (meaning those headquartered in Waukee) will also be given preference in competitive quotation and competitive bidding situations (for items over $2,500). If a Waukee-based company’s bid is 6 within 5% of the low-bid (up to a maximum of $5,000), and all other specifications of the request for proposal are met by both companies, the Waukee-based company will be awarded the contract. C. Mandatory Drug and Alcohol Testing Programs. The Contractor certifies that all of their employees who may operate a commercial motor vehicle are included in a substance abuse program that meets the requirements of Federal Department of Transportation Drug and Alcohol Testing regulations (Code of Federal Regulations, 49CFR, Part 382 and Part 40). D. Right-To-Know Statement. The submitter certifies that, in accordance with the “Hazard Communication Rule”, 29 CFR 1910.120 (the “Right- To-Know” Law) and the State of Iowa “Hazardous Chemicals Risk Right- to-Know Rule”, employees exposed to materials on the worksite will be trained for the materials in use by the successful Contractor as part of the contract. Material Safety Data Sheets (MSDS) for City materials will be supplied to the successful Contractor upon request. E. FLSA Statement. “We hereby certify that these goods were produced in compliance with all applicable requirements of Sections 6, 7, and 12 of the Fair Labor Standards Act, as amended, and of regulations and orders of the United States Department of Labor issued under Section 14 thereof.” ___________________________________ _______________________ Authorized Signature Date Task Location Specifications Bi-Weekly inspection Bi-Weekly Inspection Total Treatments Chemical/Mechanical Treatment All 13 Locations Treatment necessary to maintain acceptable control of nuisance vegetation during season. Treatments must be able to be made from a watercraft that is equipped with a high pressure spray equipment. (If there are physical restraint other application methods must be approved by City of Waukee staff) Treatment Total $0.00 Bi-Weekly inspection Inspect all 13 locations and notify Joe with findings and treatment plan for that weekAll 13 Pond Locations Total Annual Cost (Bi-Weekly Inspections, treatments) CITY OF WAUKEE 2026 POND MAINTENANCE QUOTE SHEET Page 1 of 2 NOTES Authorized Signature Firm Name Address Phone Fax Contact Persons Name Phone E-mail Waukee, IA 50263 Program duration April 1-December 31 2026. Materials must be registered or exempt from registration with US EPA or state regulatory agency. All applicators must be licensed by IDALS. Oxygen levels must be monitored prior to applications. City of Waukee must be notified if restrictions on water use need to be implemented. any alternative pesticides that require additional fees must be approved by City of Waukee. Submittals marked "Pond Maintenance" will be received no later than 10:00 AM. local time on Wednesday February 4, 2026 Deliver Proposals to : City of Waukee Attn: Pond RFP 230 W. Hickman Road Page 2 of 2 Pond Maintenance Quote Tabulation Contractor Proposal RJ Lawn & Landscape $29,300.00 The Iowa Pond Guy $30,998.00 Aquatic Control $31,475.00 The Pond Coach $48,750.00 Mid Iowa Fountain Service $63,000.00