Title
Aquatic Weed and Aerator Maintenance - Change Order #3 and Addendum D
History
In 2022, Public Works contracted with McCloud Aquatics (contract #20230012) to manage aquatic weeds in thirty-seven (37) Village-owned basins and maintain five (5) aerators. This original contract value was $159,367.00 for three (3) years of service to the Village’s basins, and included no contingency amount. In 2024, Public Works increased the contract value twice with Change Orders #1 for $11,000.00 and Change Order #2 for $7,600.00, for a total contract value increase of $18,600.00. Change Order #1 was issued to apply a more potent algaecide to nine (9) basins that suffered from excessive weed growth brought on by last year’s abnormally warm Spring season, while Change Order #2 was issued to address resident concerns around four (4) basins with excessive lily pad growth.
These previous two (2) change orders raised the original contract value from $159,367.00 to $177,967.00. Now, Public Works seeks to add two (2) new ponds to the existing list of thirty-seven (37) ponds under aquatic weed management. These ponds, Deer Chase Estates Pond and Treetop Pond #2, suffered from large blooms of algae and other weedy growth last year, and Public Works received a number of calls from nearby residents concerned about their upkeep. Under the proposed Change Order #3, these ponds would receive bi-weekly treatment for aquatic weed growth just as the other thirty-seven (37) ponds do.
Change Order #3 would also cover additional treatment for the aggressive lily pad growth in Mill Creek Pond. Mill Creek is not currently managed as part of McCloud’s aquatic weed contract, but has experienced excessive lily pad growth in the last several years that has been a nuisance to the nearby residents. The pond received treatment for its lily pads as part of Change Order #2 in 2024, and will require further treatment this year to combat the lilies again. The total cost for these additional services in 2025 is $4,625.00.
It should also be noted that two (2) one-year terms were previously approved by the Board, but inadvertently omitted from the contract. Change Order #3 and Addendum D would be conforming with the original contract, change orders, and addenda.
Financial Impact
Funding in account 5008170-442210 is available for this change order. The current contract amount of $177,967.00 would be modified to $182,592.00, plus a contingency of $7,500 for 2025, for a new not-to-exceed contract amount of $190,092.00 for the remainder of 2025.
Recommended Action/Motion
I move to approve Change Order #3 and Addendum D to increase the amount of the Village’s Aquatic Weed and Aerator Maintenance contract with McCloud Aquatics to add $4,625.00 in additional funds and $7,500 in contingency for 2025, for a new not-to-exceed contract amount of $190,092.00 for the remainder of 2025;
AND
Amend the contract to add the previously approved option to extend for two one-year terms for 2026 and 2027, with a 2026 contract amount of $54,418.00 plus a contingency of $10,000.00, and a 2027 contract amount of $55,195.40 plus a contingency of $10,000.00, for a not-to-exceed contract amount of $129,613.40 for the option years of 2026 and 2027;
AND
Authorize the Village Manager to execute all related contracts, subject to Village Attorney review;
AND
Authorize the Village Manager to approve change orders related to this contract within the authorized amount.