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Exhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement ACM: Cassey Ogden DATE: June 27, 2023 SUBJECT Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the City Manager to execute a contract with PondMedics Divisional Holdings, LLC dba Pondmedics, LLC., for the maintenance of the City of Denton-owned retention ponds for the Parks and Recreation Department; providing for the expenditure of funds therefor; and providing an effective date (RFP 8223 – awarded to PondMedics Divisional Holdings, LLC dba Pondmedics, LLC., for three (3) years, with the option for two (2) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of $250,000.00). STRATEGIC ALIGNMENT This action supports Key Focus Area: Promote Sustainability and the Environment. INFORMATION/BACKGROUND The proposed contract is for the maintenance of six (6) retention ponds that are owned by the City of Denton Parks and Recreation Department. Since 2017, Parks and Recreation have been utilizing the interlocal agreement with The City of Plano which only maintains three (3) ponds: one (1) pond at Southlakes, one (1) pond at North Lakes, and one (1) pond at Crosstimbers Park (Montecito). Due to costs and the need to treat all ponds, this contract is needed. Parks and Recreation’s goal is to extend the life of pond equipment and create an aesthetically pleasing environment that will support a viable sef-sustaining wildlife population without causing harm to existing wildlife or its habitat. This Program will decrease incidents of algae blooms, cattails, and other undesirable aquatic vegetation in City-managed ponds. This extends the aquatic life, while creating accessible fishing opportunities, and protecting the waterway features such as fountains and aerators. Ponds included in the Maintenance Program are: • North Lakes Park – 2 • Southlakes Park – 2 • Crosstimbers Park (Montecito) – 1 • Lake Forest Park – 1 The Pond Maintenance Program follows the City of Denton Integrated Pest Management Plan (IPM) and all products proposed have been approved by the citizen IPM Committee. Other methods of proactive treatment include tilapia stocking, manual equipment such as grapple hooks and rakes, and beneficial pond bacteria. All products used in the program are approved by the Texas Parks and Recreation Department. Due to the build-up of silt and dam integrity in Fiscal Year 2022-2023, Lake Forest Park Lake and Dam City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com were rehabilitated. The cost to repair the dam, replace the spillway, and dredge the lake was approximately $4,000,000. Parks and Recreation is currently working with Texas Parks and Wildlife to re-establish the wildlife and aquatic habitat. To protect the environment, integrity, pond equipment, and overall investment, a maintenance program is required. Year 1 Year 2 Year 3 Year 4 Year 5 Total Annual Pond Maintenance Amount $40,800 $40,800 $40,800 $40,800 $40,800 $204,000 Annual Litter Pickup $5,250 $5,250 $5,250 $5,250 $5,250 $26,250 Contingency $3,950 $3,950 $3,950 $3,950 $3,950 $19,750 Contract Total $50,000 $50,000 $50,000 $50,000 $50,000 $250,000 Request for Proposals was sent to 868 prospective suppliers of this item, including 33 Denton firms. In addition, specifications were placed on the Procurement website for prospective suppliers to download and advertised in the local newspaper. One (1) proposal was received and reviewed and based upon published criteria including safety, compliance with specifications, probable performance, and price. Based upon this evaluation, PondMedics Divisional Holdings, LLC dba Pondmedics, LLC was determined to be the best value for the City. NIGP Code Used for Solicitation: 918-(Service Only)-Consulting Services Notifications sent for Solicitation sent in IonWave: 868 Number of Suppliers that viewed Solicitation in IonWave: 7 HUB-Historically Underutilized Business Invitations sent out: 111 SBE-Small Business Enterprise Invitations sent out: 357 Responses from Solicitation: 1 RECOMMENDATION Award a contract with PondMedics Divisional Holdings, LLC dba Pondmedics, LLC, for the maintenance of the City of Denton-owned retention ponds for the Parks and Recreation Department, in a three (3) year, with the option for two (2) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of $250,000. SUSTAINABILITY MEASURES The IPM Program standards apply to the ponds and lakes managed by the Parks and Recreation Department. Before monthly maintenance tasks, ponds are assessed for the severity of issues and the least invasive actions are considered dependent on the issue. Some of the sustainable options for treatment are beneficial bacteria applications, which help in limiting algae and vegetation. Curative techniques such as mechanical vegetation removal and tilapia help in removing invasive species of aquatic vegetation. Trash and debris are removed monthly. Over all the goal is to extend the life of our pond equipment, dams, and spillways. Managing algae and vegetation provide better water quality as well as accessible fishing opportunities for citizen. Proactive routine maintenance of these ponds is part of our sustainability framework of Water Quality and Land Use and Open/Natural Space. PRINCIPAL PLACE OF BUSINESS PondMedics Divisional Holdings, LLC dba Pondmedics, LLC Denton, TX ESTIMATED SCHEDULE OF PROJECT This is an initial three (3) year contract with options to extend the contract for two (2) additional one (1) year periods, with all terms and conditions remaining the same. FISCAL INFORMATION This service will be funded using the department’s general fund budget on an as-needed basis. The City will only pay for services rendered and is not obligated to pay the full contract amount unless needed. EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: LLC Members Exhibit 3: Ordinance and Contract Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Russell Koch, 940-349-8412. Legal point of contact: Marcella Lunn at 940-349-8333.