2024-26 Desert Limnologists, Inc. dba Southwest Aquatics - Amend 2 Lake Maint. Services Project 2019-11MEMORANDUM
DATE: October 2, 2024
TO: Jon McMillen, City Manager
FROM: Dianne Hansen, M&O Superintendent
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CALIFORNIA
RE: Desert Limnologist, Inc dba Southwest Aquatics; Civic Center Lake Maint Proj 2019-11
Please list the Contracting Party/ Vendor Name, any change orders or amendments, and the type of services to be provided. Make
sure to list any related Project No. and Project Name.
Authority to execute this agreement is based upon:
❑✓ Approved by City Council on September 17, 2024 Consent No. 16
❑ City Manager's signing authority provided under the City's Purchasing & Contracting Policy
[Resolution No. 2023-008] for budget expenditures of $50,000 or less.
❑ City Manager's signing authority provided under the City's Personnel Policy Section 3.2 for
temporary employment positions.
❑ Department Director's or Manager's signing authority provided under the City's Purchasing Policy
[Resolution No. 2023-008] for budget expenditures of $15,000 and $5,000, respectively, or less.
Procurement Method (one must apply):
❑ Bid ❑✓ RFP ❑ RFQ ❑ 3 written informal bids
.❑ Sole Source ❑ Select Source ❑ Cooperative Procurement
Requesting department shall check and attach the items below as appropriate:
❑✓ Agreement payment will be charged to Account No.: 101 -3005-60117; 101-3005-60189
Agreement term: Start Date 10/1/2024 End Date 06/30/2026
Amount of Agreement, Amendment, Change Order, etc.: $ 59,535
REMINDER: Signing authorities listed above are applicable on the apprepate Agreement amount, not individual
Amendments or Change Orders!
❑✓ Insurance certificates as required by the Agreement for Risk Manager approval
Approved by: Oscar Mojica (MyCOI) Date: 10/4/2024
NOTE:
Bonds (originals) as required by the Agreement (Performance, Payment, etc.)
Conflict of Interest Form 700 Statement of Economic Interests from Consultant(s)
Review the "Form 700 Disclosure for Consultants" guidance to determine if a Form 700 is required pursuant
FPPC regulation 18701(2)
Business License No. LIC -0111083 Expires: 1/1/2025
Requisition for a Purchase Order has been prepared (Agreements over $5,000)
AMENDMENT NO. 2 TO CIVIC CENTER LAKE MAINTENANCE SERVICES
WITH DESERT LIMNOLOGISTS, INC. DBA SOUTHWEST AQUATICS
This Amendment No. 2 ("Amendment 2") to Contract Services Agreement
("Agreement") is made and entered into as of the 18th day of September 2024, ("Effective
Date") by and between the CITY OF LA QUINTA ("City"), a California municipal
corporation and Desert Limnologists, Inc. dba Southwest Aquatics ("Contracting Party").
RECITALS
WHEREAS, on or about October 1, 2019, the City and Contracting Party entered
into an Agreement to provide Civic Center Lake maintenance services, Project No. 2019-
11, for an initial five-year term, for a total not to exceed amount of $81,000. The term of
the Agreement expires on September 30, 2024; and
WHEREAS, on or about July 1, 2021, the City and Contracting Party executed
Amendment No. 1 to the Agreement (Amendment 1) to include lake maintenance services
for the SilverRock Event Site through September 30, 2024, and additional compensation
of $51,300, for a total not to exceed amount of $132,300; and
WHEREAS, pursuant to Section 3.4 Term, the City and Contracting Party mutually
agree to extend the Term of the Agreement for the additional term of October 1, 2024, to
June 30, 2026 ("Extended Term"); and
WHEREAS, the City and Contracting Party mutually agree to amend Section 2.1
Contract Sum by an additional amount of $59,535, which includes a five percent (5%)
increase in compensation, for a total not to exceed amount of $191,835; and
WHEREAS, Section 1.1 Scope of Services shall be amended to include the
additional services of cleaning the water fountain at the Event Park and intake screen, as
detailed in Exhibit A, attached hereto and incorporated by this reference.
NOW THEREFORE, in consideration of the mutual covenant herein contained, the
parties agree as follows:
AMENDMENT NO. 2
In consideration of the foregoing Recitals and the covenants and promises
hereinafter contained, and for good and valuable consideration, the sufficiency and
receipt of which are hereby acknowledged, the parties hereto agree as follows:
1. Section 1.1 Scope of Services is amended as detailed in the attached Exhibit A.
2. Section 2.1 Contract Sum is amended to include the additional term of service
with a five percent (5%) increase in the amount of $59,535, for a total not to
exceed amount $191,835, as listed in revised Exhibit B attached hereto, and
incorporated by this reference, which includes:
3. Section 3.4. Term —the contract term is extended for an additional term of October
1, 2024, to June 30, 2026, unless earlier terminated in accordance with Sections
8.8 or 8.9 of the Agreement.
In all other respects, the original Agreement and subsequent Amendment No. 1, shall
remain in effect.
IN WITNESS WHEREOF, the City and Consultant have executed this Amendment
No. 2 to the Agreement on the respective dates set forth below.
CITY OF LA QUINTA
a California municipal corporation
SIGNED IN COUNTERPART
JON McMILLEN, City Manager
City of La Quinta, California
Dated:
ATTEST:
SIGNED IN COUNTERPART
MONIKA RADEVA, City Clerk
City of La Quinta, California
APPROVED AS TO FORM:
SIGNED IN COUNTERPART
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
SOUTHWEST AQUATICS
fi
HRIS BEATY, Pf6sid
Dated: d Z,Lvrlq
exceed amount $191,835, as listed in revised Exhibit B attached hereto, and
incorporated by this reference, which includes:
3. Section 3.4. Term —the contract term is extended for an additional term of October
1, 2024, to June 30, 2026, unless earlier terminated in accordance with Sections
8.8 or 8.9 of the Agreement.
In all other respects, the original Agreement and subsequent Amendment No. 1, shall
remain in effect.
IN WITNESS WHEREOF, the City and Consultant have executed this Amendment
No. 2 to the Agreement on the respective dates set forth below.
CITY OF LA QUINTA
a California municipal corporation
r�
JcMILLEN, City Manager
City of La Quinta, California
Dated: Li -7 A
ATTEST:
44
MONIKA RADEVA, Cit Clerk
City of La Quinta, California
APPROVED AS TO FORM:
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
SOUTHWEST AQUATICS
SIGNED IN COUNTERPART
CHRIS BEATY, President
Dated:
Exhibit A
Scope of Services
Lake Maintenance services for lakes and streams located at Civic Center Campus,
and SilverRock Event Park.
1.0 SCOPE OF WORK
The work shall include furnishing all labor and equipment necessary to maintain the City
lakes. Duties include, but are not limited to, the following:
Civic Center Campus and SilverRock Event Park Lakes:
Service — Twice per week
Lakes shall be maintained in "first-class condition," "First-class condition" is defined
as the following characteristics:
• absence of objectionable odor and water
• absence of inappropriate debris and trash
• The level of the lake shall not exceed the liner and shall be maintained four
inches below the shoreline.
1. Debris Removal; Floating Fountain; Intake Screen
A. Contractor shall remove all trash, such as paper, cans, bottles, broken glass,
and floating debris from lakes, streams, water features and surrounding areas.
B. Contractor shall remove any organic matter such as leaves or branches that
create an aesthetically unpleasant or biologically undesirable condition.
C. All refuse shall be removed and taken to a sanitary landfill.
D. Algae shall be removed from rocks (scrubbed) monthly, or more often as
needed.
E. Monitor stream flow continuously to ensure no water spillage at the top lake.
Restrict water flow at pump/motor.
F. SilverRock Event Park Lake floating fountain to be cleaned quarterly.
a. Brush off motor.
b. Clean nozzles and float
G. Intake screen located at the bottom of the lake to be cleaned annually.
2. Chemical Applications
A. Contractor shall provide complete and continuous control and/or eradication
of all noxious aquatic plant or algae growth
B. Contractor shall complete and furnish a pesticide application log to City. The
log shall include the following information -
1 )
nformation:1) The target pest(s)
2) Method(s) of control
3) Copies of product labels
4) MSDS sheets
5) Frequency schedule(s)
6) Copies of PCA recommendations
3. Water Quality/Clarity and pH
A. The lakes support a variety of aquatic life.
1) Contractor shall maintain a water pH balance that promotes optimal
health conditions of aquatic life, waterfowl and wildlife in and around
the lake.
2) Contractor shall maintain the level of water clarity such that the
average Secchi disk measurement is at least 18 inches.
4. Notification
A. Contractor shall notify the M&O Superintendent (or designee) of any conditions
noted that require further monitoring, investigation, or remedy for the safe and
optimal operation of water features and related equipment.
5. Reports
A. Contractor shall produce and deliver to the M&O Superintendent (or designee)
a report indicating all service activities performed monthly.
Equipment
A. Contractor shall possess a working knowledge of pumps and equipment,
inspect weekly and notify the City's Representative of any abnormalities.
B. Pumps and motors shall be visually inspected for abnormal conditions and
lubricated per manufacturer's specifications.
C. Skimmers shall be visually inspected and emptied of debris.
D. Contractor is responsible to keep the pump house free of excess debris,
water/algae buildup.
Maintenance Activity
Frequency
Remove debris
2 times per week*
Visually inspect all equipment
Monthly
Inspect and empty skimmers/baskets
2 times per week*
Chemical applications
Continuously as needed
Check motor(s) and pumps
Monthly
Water quality/clarity and pH maintenance
Continuously as needed
pH balance test and adjustment
Weekly
Algae removal from rocks
Monthly/ as needed
SRR Fountain Cleaning
Quarterly
Intake Screen Cleaning
Annually
Lake Maintenance; Monday and Friday before 10:00 AM
1. Performance Standards:
Measurement and Payment
City has specific criteria by which to evaluate the performance of Contractor on a
weekly basis. If performance by Contractor is deficient, City reserves the right to
subtract an associated amount form the monthly billing. Since it is difficult to quantify
and assess a value to every aspect of the work, City may implement liquidated
damages of $250 per day per incident until the deficiency is corrected. The following
is a brief summary of possible deficiencies:
1. Failure to comply with contract specifications.
2. Failure to comply in a timely manner with contractually legitimate requests
made by City.
3. Failure to provide specified reports or falsification of reports.
4. Failure to supply adequate equipment, labor or supervision.
5. Failure to repair deficiencies in the allotted time frame.
6. Failure to comply with schedules.
7. Failure to protect public health and safety.
8. Failure to provide adequate identification on vehicles or employees.
In the event Contractor fails to perform contractual obligations to the satisfaction of City,
City many choose to obtain the services of a separate lake maintenance provider to fulfill
Contractor's obligations, and any and all associated charges shall be the responsibility of
the Contractor
Exhibit B
Schedule of Compensation
For services rendered pursuant to this Agreement and subsequent Amendment No. 2,
compensation shall be as listed below, for a total not to exceed amount of $191,835:
Term
Compensation
Original Agreement & Amendment No. 1 (2019 — 2024)
2019-2020
9 months: Sept. —June)
$
12,150
2020-2021
$
16,200
2021-2022
Amendment No. 1 — executed August 2021 to include
maintenance of SilverRock Event Park
$
31,050
2022-2023
$
32,400
2023-2024
$
32,400
2024-2025
3 months: Jul — Sept.)
$
8,100
Amendment No. 2 (2024 — 2026)
2024-2025
9 months: Oct. — June
$
25,515
2025-2026
$
34,020
Grand Total:
$191,835
CONSENT CALENDAR ITEM NO. 16
City of La Quinta
CITY COUNCIL MEETING: September 17, 2024
STAFF REPORT
AGENDA TITLE: APPROVE AMENDMENT NO. 2 TO AGREEMENT FOR CONTRACT
SERVICES WITH DESERT LIMNOLOGISTS DBA SOUTHWEST AQUATICS, INC.
FOR LAKE MAINTENANCE SERVICES PROJECT NO. 2019-11; AND AUTHORIZE
THE PUBLIC WORKS DEPARTMENT TO UTILIZE THIS VENDOR AS
SELECT SOURCE FOR EXTRA LAKE MAINTENANCE SERVICES FOR FISCAL
YEAR 2024/25
RECOMMENDATION
A. Approve Amendment No. 2 with Desert Limnologists dba Southwest Aquatics, Inc.
for lake maintenance services, Project No. 2019-11; and authorize the City
Manager to execute the amendment.
B. Authorize the Public Works Department to utilize this vendor as a select source for
extra lake maintenance services for fiscal year 2024/25.
EXECUTIVE SUMMAR'
• The City contracts lake maintenance services to maintain lakes and streams in
City parks.
• On September 17, 2019, Council awarded the Civic Center Campus Lake
Maintenance Services Contract to Desert Limnologists dba Southwest Aquatics,
Inc. (SW Aquatics) for a 5 -year term, which was revised via Amendment No. 1 to
also include servicing the SilverRock Event Park.
• Amendment No. 2 (Attachment 1) proposes a five percent (5%) contract increase
and the final two-year extension for services through June 30, 2026.
• Staff requests additional spending authority up to $50,000 in fiscal year (FY)
2024/25 to utilize SW Aquatics as a select source for additional lake maintenance
as needed for work outside of the scope of this agreement.
FISCAL IMPACT
Total maintenance services cost for FY 2024/25 is $33,615 which includes a 5%
compensation increase (from October 2024 to June 2025) for lake maintenance at the
Civic Center Campus and SilverRock Event Park. These costs are currently included
within the 2024/25 operating budget for Civic Center Campus Lake Maintenance (101-
3005-60117); and SilverRock Event Site Lake Maintenance (101-3005-60189).
315
Term
Compensation
Original Agreement & Amendment No. 1 (2019 — 2024)
2019-2020 (9 months: Sept. — June)
$
12,150
2020-2021
$
16,200
2021-2022
Amendment No. 1 — executed August 2021 to include
maintenance of SilverRock Event Park
$
31,050
2022-2023
$
32,400
2023-2024
$
32,400
2024-2025 (3 months: July — Sept.)
$
8,100
Amendment No. 2 (2024 — 2026)
2024-2025 (9 months: Oct. — June)
$
25,515
2025-2026
$
34,020
Grand Total:
$191,835
Staff requests Council approval for additional spending authority up to $50,000 in FY
2024/25 for extra work performed outside of the scope of the agreement. The $50,000
would be charged as needed to the appropriate budgeted maintenance service accounts
101-3005-60117 and 101-3005-60189.
BACKGROUND/ANALYSIS
The lake maintenance contract provides services twice per week and includes debris
removal, algae control, pH balance testing, and inspection of skimmers, pumps and
equipment. All labor and equipment to maintain the lakes is provided by SW Aquatics.
On September 17, 2019, Council awarded Civic Center Campus Lake Maintenance
Services Contract to SW Aquatics for a 5 -year term, through September 2024. In August
2021, the City executed Amendment No. 1 which added lake maintenance services for
the lake at the SilverRock Event Park.
Amendment No. 2 includes a five percent (5%) contract increase and a two-year
extension of services.
Staff requests authorization for additional spending authority up to $50,000 in FY 2024/25
to utilize SW Aquatics as a select source for additional lake and/or lake pump
maintenance as needed. Additional work is not guaranteed; however, it would allow for
extra lake maintenance to be performed as needed for maintenance outside of the scope
of this contract agreement. Work may include but is not limited to providing lake
maintenance more than twice per week, pump maintenance/repair, debris clean up, algae
removal, and other miscellaneous maintenance/repair services as needed.
316
ALTERNATIVES
Council may direct staff to prepare new bid documents and specifications to advertise for
lake maintenance services. However, that may cause a delay in services.
Prepared by: Dianne Hansen, Maintenance & Operations Superintendent
Approved by: Bryan McKinney, Public Works/Engineering Director
Attachment: 1. Amendment No. 2 to Agreement for Contract Services
317