2025-26 Desert Limnologists, Inc. dba Southwest Aquatics - Amend 3 Lake Maint. Services Project 2019-11MEMORANDUM
DATE: May 7, 2025
TO: Jon McMillen, City Manager
FROM: Dianne Hansen, M&O Superintendent
Cv Q"&a
CALIFORNIA
RE: Desert Limnologists, Inc., dba Southwest Aquatics, Civic Center Lake Maintenance Services; Project No 2019-11 Amend 3
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 May 6, 2025 Consent 12
❑ 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.
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NOTE.
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 W] 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 05/01 /2025
Amount of Agreement, Amendment, Change Order, etc
End Date
$ 366,835
06/30/2026
z. Signing authorities listed above are applicable on the acrgregate Agreement amount, not individual
Amendments or Change Orders!
Insurance certificates as required by the Agreement for Risk Manager approval
Approved by: Oscar MOjICa Date: 5/7/2025
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. 0111083 Expires: 01 /01 /2026
Requisition for a Purchase Order has been prepared (Agreements over $5,000)
AMENDMENT NO. 3 TO AGREEMENT FOR CONTRACT SERVICES
WITH DESERT LIMNOLOGISTS, INC. DBA SOUTHWEST AQUATICS
This Amendment No. 3 ("Amendment 3") to Agreement for Contract Services
("Agreement") is made and entered into as of the 1st day of May, 2025, ("Effective Date") by
and between the CITY OF LA QUINTA ("City"), a California municipal corporation and Desert
Limnologists, Inc. dba Southwest Aquatics, Inc. ("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 a
5-year term ("Initial Term") through September 30, 2024, and an optional 2-year extension
("Extended Term"), for a total not to exceed amount of $16,200 per year, for a grand total not
to exceed $81,000; and
WHEREAS, on or about July 1, 2021, the City and Contracting Party executed
Amendment No. 1 and amended Section 1.1 Scope of Work to include maintenance services
for the SilverRock Event Site effective August 1, 2021, through September 30, 2024, and
amended Section 2.1 Contract Sum to include additional compensation of $16,200 per year,
for a grand total of $51,300, for the additional services; and
WHEREAS, on or about September 18, 2024, the City and Contracting Party executed
Amendment No. 2 and amended the Agreement as follows:
• Section 1.1 Scope of Work — added cleaning of the water fountain at the SilverRock
Park and intake screen;
• Section 2.1 Contract Sum — increased compensation by $59,535 for the additional
services and a 5% increase;
• Section 3.4 Term — extended the term from October 1, 2024, to June 30, 2026
("Extended Term"); and
WHEREAS, on September 17, 2024, in accordance with Section 1.7 Additional Services
of the Agreement, Council approved additional spending authority for Contracting Party for
fiscal year 2024/25 for a not to exceed amount of $50,000 for on -call as needed services for
extra work outside the scope of the Agreement; and
WHEREAS, on April 15, 2025, Council approved proceeding with the Civic Center lake
maintenance to replace the biofilter and related work for a total not to exceed amount of
$170,000 to complete all work. Per Council's direction, work will begin on or about May 19,
2025. Any remaining funds from the budget allocation for this work will be carried over from
fiscal year 2024/25 budget to fiscal year 2025/26; and
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WHEREAS, on May 6, 2025, Council approved additional spending authority for
Contracting Party for fiscal years 2024/25 and 2025/26 for a not to exceed amount of $125,000
to complete the above mentioned Civic Center lake maintenance biofilter replacement and
related work; and.
WHEREAS, the City and Contracting Party mutually agree to amend:
• Section 1.1 Scope of Work to include the Civic Center Lake Maintenance Biofilter
Replacement and related work; and
• Section 2.1 Contract Sum to be increased by an additional $125,000 for fiscal
years 2024/25 and 2025/26 for the additional services.
NOW THEREFORE, in consideration of the mutual covenant herein contained, the
parties agree as follows:
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AMENDMENT
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:
1.1 Scope of Services — is amended to read as follows:
In compliance with all terms and conditions of this Agreement, Contracting Party shall provide
those services summarized below as (a) through (e), and specified in detail in the "Scope of
Services," attached hereto as "Exhibit A" and incorporated herewith by this reference (the
"Services"):
a) Civic Center Campus Lake Maintenance Project No. 2019-11,
b) SilverRock Park Lake Maintenance,
c) SilverRock Park Water Feature
d) Civic Center Campus Lake — biofilter replacement and related work
e) Miscellaneous on -call as needed maintenance and repair services, as approved by the
Contract Officer
2.1 Contract Sum — is amended to read as follows:
For the Services rendered pursuant to this Agreement, Contracting Party shall be compensated
in accordance with "Exhibit B" (the "Schedule of Compensation") in an amount not to exceed
$366,835 (the "Contract Sum")
Services
Compensation
Agreement (2019-2024) (approved 911712019)
$ 81,000
Civic Center Campus Lake Maintenance
Amendment No. 1 (2021-2024) (approved 81312021)
$ 51,300
Added SilverRock Park Lake Maintenance
Amendment No. 2 (2024-2026) (approved 911712024)
Added SilverRock Park Water Feature Maintenance, extended
$ 59,535
the term for FY 2025-26, and 5% compensation increase
Additional Spending Authority FY 2024/25 (approved 911712024)
$ 50,000
For on -call as needed extra maintenance and repair work
Additional Spending Authority FYs 2024/25 and 2025/26
(approved 51612025)
$125,000
For Civic Center Lake Biofilter Replacement and related work
GRAND TOTAL:
$366,835
In all other respects, the original Agreement shall remain in effect.
IN WITNESS WHEREOF, the City and Contracting Party have executed this Amendment No.
3 to the Agreement on the respective dates set forth below.
CITY OF LA QUINTA SOUTHWEST AQUATICS; INQ- ele
a California municipal corporation s141_4
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
CHRIS BEATY, President
Dated-
IN WITNESS WHEREOF, the City and Contracting Party have executed this Amendment No.
3 to the Agreement on the respective dates set forth below.
CITY OF LA QUINTA
a California municipal corporation
JON M EN, City Manager
Cffy---of La Quinta, California
Dated:
5/7 L-,�0-2�57-
ATTEST:
MONIKA RADEVA, ity Clerk
City of La Quinta, California
APPROVED AS TO FORM:
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
SOUTHWEST AQUATICS, INC.
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 scope of services shall include replacement of the Civic Center Lake biofilter and related
work pursuant to this Amendment No. 3.
Existing scope of services remain unchanged as detailed below:
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 ) 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
Civic Center Campus Lake Biofilter Replacement
Service includes:
• Testing lake water for contaminates, bacteria, nutrients, and TPH.
• Assisting with relocation of fish to the upper lake
• Installation of a temporary circulation system
• Pump/equipment to shutdown and drain the lower lake
• Remove existing gravel from gravel beds, wash on -site, replace clean gravel and
purchase additional gravel in filter beds as needed per lake plans.
• Haul off and dispose of mud/debris/non-salvageable gravel.
• Refill lower lake utilizing a temporary construction meter from CVWD
• Restart circulation equipment/lake pumps
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
With the exception of compensation for Additional Services, provided for in Section 2.3 of this
Agreement, the maximum total compensation to be paid to Contracting Party under this
Agreement is $191,835 Dollars ("Contract Sum").
Maintenance Services
Compensation
Agreement (2019-2024) (approved 911712019)
$ 81,000
Civic Center Campus Lake Maintenance
Amendment No. 1 (2021-2024) (approved 81312021)
$ 51,300
Added SilverRock Park Lake Maintenance
Amendment No. 2 (2024-2026) (approved 911712024)
Added SilverRock Park Water Feature Maintenance & 5%
$ 59,535
compensation increase
GRAND TOTAL:
$191,835
Maximum total compensation for Additional Services, pursuant to Section 1.7 of this
Agreement, to be paid to Contracting Party under this Agreement, only when authorized
requested by the City and authorized by the Contract Officer as $175,000 Dollars.
Additional work is not guaranteed. Work may include but is not limited to providing lake
maintenance more than twice per week, pump 1 maintenance/repair, debris clean up, algae
removal, and other miscellaneous maintenance/repair services as needed.
Additional Services
Compensation
Additional Spending Authority FY 2024/25 (approved 911712024)
$ 50,000
For on -call as needed extra maintenance and repair work
Additional Spending Authority FYs 2024/25 & 2025/26
(approved 51612025)
$125, 000
For Civic Center Lake Biofilter Replacement and related work
GRAND TOTAL:
$175,000
CONSENT CALENDAR ITEM NO. 12
City of La Quinta
CITY COUNCIL MEETING May 6, 2025
STAFF REPORT
AGENDA TITLE: APPROVE AMENDMENT NO. 3 TO AGREEMENT FOR CONTRACT
SERVICES WITH DESERT LIMNOLOGISTS DBA SOUTHWEST AQUATICS, INC FOR
VARIOUS LAKE MAINTENANCE, REPAIR, AND ON -CALL SERVICES; AND
AUTHORIZE THE PUBLIC WORKS DEPARTMENT TO UTILIZE THIS VENDOR AS
SELECT SOURCE FOR ON -CALL LAKE MAINTENANCE AND REPAIR SERVICES
RECOMMENDATION
A. Approve Amendment No. 3 with Desert Limnologists dba Southwest Aquatics, Inc.
for Civic Center Campus Lake Maintenance Services Project No. 2019-11,
SilverRock Park lake and water feature maintenance, Civic Center Campus lake
biofilter replacement and related work, and as needed on -call lake maintenance
and repair services; and authorize the City Manager to execute the amendment.
B. Authorize the Public Works Department to utilize this vendor as a select source for
on -call lake maintenance and repair services.
EXECUTIVE SUMMARY
• The City contracts lake maintenance services to maintain lakes and streams in
City parks.
• On September 17, 2019, Council approved an agreement for the Civic Center
Campus Lake Maintenance Services Project No. 2019-11 with Desert Limnologists
dba Southwest Aquatics, Inc. (SW Aquatics), which was subsequently amended
via Amendment Nos. 1 and 2 to include maintenance of the SilverRock Park lake
and water feature and extend the term through June 30, 2026.
• On April 15, 2025, Council approved proceeding with the Civic Center Campus
lake biofilter replacement and related work.
• Amendment No. 3 (Attachment 1) requests additional spending authority of up to
$125,000 in fiscal years (FYs) 2024/25 and 2025/26 to utilize SW Aquatics to
complete portions of the Civic Center Campus lake biofilter replacement work.
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FISCAL 11VI VAS i
Staff requests additional spending authority in FYs 2024/25 and 2025/26 to utilize SW
Aquatics to complete portions of the Civic Center Campus lake biofilter replacement and
related work.
If proposed Amendment No. 3 is approved, total compensation under the SW Aquatics
agreement, since 2019 to present is as detailed in the table below.
Services
Compensation
Agreement (2019-2024) (approved 911712019)
$ 81,000
Civic Center Campus Lake Maintenance
Amendment No. 1 (2021-2024) (approved 81312021)
$ 51,300
Added SilverRock Park Lake Maintenance
Amendment No. 2 (2024-2026) (approved 911712024)
Added SilverRock Park Water Feature Maintenance, extended
$ 59,535
the term for FY 2025-26, and 5% compensation increase
Additional Spending Authority FY 2024/25 (approved 911712024)
$ 50,000
For on -call as needed extra maintenance and repair work
Additional Spending Authority FYs 2024/25 and 2025/26
(proposed for Council's consideration on 51612025)
$125,000
For Civic Center Lake Biofilter Replacement and related work
GRAND TOTAL:
$366,835
These costs are currently included in FY 2024/25 operating budget for Civic Center
Campus Lake Maintenance (101-3005-60117); SilverRock Event Site Lake Maintenance
(101-3005-60189); and Park Equipment and Facility Funds (503-0000-71060); and any
remaining funds will be carried over into FY 2025/26 budget.
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.
In September 2019, Council approved a 5-year agreement for Civic Center Campus Lake
Maintenance Services Project No. 2019-11 with SW Aquatics, from October 1, 2019,
through September 2024. In August 2021, the City executed Amendment No. 1 which
added maintenance services for the lake at the SilverRock Park and related additional
compensation.
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In September 2024, Council approved Amendment No. 2 which extended the agreement
term for 2 additional years, through June 30, 2026, added maintenance of the SilverRock
water feature to the scope of work and related compensation, and increased overall
annual compensation by 5%.
In September 2024, Council also approved additional spending authority up to $50,000
in FY 2024-25 to utilize SW Aquatics as a select source for additional on -call lake
maintenance and repairs as needed, for work outside the scope of the agreement.
Additional work is not guaranteed; however, it allows for extra lake maintenance to be
performed as needed for maintenance outside of the scope of this 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.
On April 15, 2025, Council approved proceeding with the Civic Center Campus lake
biofilter replacement and related work for a not to exceed amount of $170,000 in FY
2024/25, which will take approximately 4 weeks to complete and requires draining the
lake. Per Council's direction, work will begin on or about May 19, 2025. Any remaining
funds from the budget allocation for this work will be carried over into FY 2025/26.
Proposed Amendment No. 3 requests additional spending authority of up to $125,000 in
FYs 2024/25 and 2025/26 to utilize SW Aquatics to complete portions of this work.
ALTERNATIVES
Council may elect not to approve this proposed Amendment No. 3, however, as Council
approved proceeding with the Civic Center Campus lake biofilter replacement, staff does
not recommend this alternative, as it will delay completing the work until a different vendor
can be procured.
Prepared by: Monika Radeva, City Clerk
Dianne Hansen, Maintenance & Operations Superintendent
Approved by: Jon McMillen, City Manager
Attachment: 1. Amendment No. 3 to Agreement for Contract Services
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