SUBJECT/RECOMMENDATION:
Title
Approve a purchase order to All Around Maintenance and Rehabs II, LLC of Palm Harbor, FL for ditch mowing and general ditch maintenance in an annual not-to-exceed amount of $750,000.00 for an initial one-year term, with one, one-year renewal option on a unit price basis, pursuant to Clearwater Code of Ordinances Section 2.563.(1)(c), Piggyback, and authorize the appropriate officials to execute same. (consent)
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SUMMARY:
The City of Clearwater maintains approximately 122 stormwater conveyance ditches, comprising approximately 1,444,299 square feet of turf that requires periodic litter removal, mowing and maintenance.
These ditches and the turf that lines the banks of these ditches, not only drains stormwater from the city’s neighborhoods, but the turf on the banks serves a vital function as it provides stormwater quality benefits by slowing, filtering, and treating stormwater runoff before it reaches surrounding water bodies. This helps the City meet standards set forth in our MS4 permit. It is important for the City to maintain these ditches and keep them cut and free of litter and obstructions that reduce or block the conveyance of stormwater.
Not only is an overgrown ditch a public eyesore, it easily becomes a trap for the accumulation litter and can also become a place for “volunteer” trees to take root and potentially cause additional damage to the banks and structures of the ditch as they grow and are not removed.
It is the intention of the Stormwater Division of Public Works to have multiple contractors perform ditch maintenance. Bid specifications have been drafted and are under review, however it takes six months or more for contract specifications, once fully developed, to be advertised, awarded and funded. The work to maintain the City’s drainage ditches has often been deferred as more urgent needs arise. This contract will help address ditch maintenance in a more timely manner.
Authorization is requested to utilize the following contracts with All Around Maintenance through a piggyback arrangement for an initial one-year term, with the option to renew for one additional one-year period.
Should the original agency choose not to continue or extend the contract, no further services will be requested off that piggyback contract.
• Pinellas County Schools Invitation to Bid No. 24-968-033, Maintenance and Cleaning of Retention Ponds, Ditches and Swales: for the mowing and clearing of ditches and swales, tree and vegetation removal, grading, hauling and general site clearing, valid through valid through September 25, 2025, with an option to renew for one, one year period.
• Pinellas County Invitation to Bid #24-0336-ITB-C, Open Conveyance Maintenance: Operation and Maintenance Work Order Contract – for maintenance of traffic; clearing and grubbing; tree, sediment, vegetation and debris excavation, trimming and removal; stump grinding, grading, stabilization, dredging, aquatic vegetation harvesting and disposal; dewatering ditches and ponds; borrow materials hauling and placement; turbidity barrier and silt fence placement; sod, hydroseed and wildflower placement; straw, coconut fiber or turf reinforcement mat placement; landscape watering, concrete cloth and rip rap placement and general labor valid through August 11, 2030.
These are both unit price contracts, not to exceed $750,000.00 annually with an anticipated start date of late September 2025.
This proposed addition of contractor support will enable the City to transition from a reactive maintenance model to a proactive annual maintenance program, completing regular cleaning, inspection, rehabilitation and repair of Clearwater’s stormwater infrastructure. Public Works will ensure selection of the best option for the services requested.
APPROPRIATION CODE AND AMOUNT:
Funding for this contract is available in Capital Improvement Project ENST180001, Storm System Improvements, to fund this purchase order.
The project is funded by revenues from the Stormwater Utility Enterprise Fund.
USE OF RESERVE FUNDS: N/A
STRATEGIC PRIORITY:
1.2 Maintain public infrastructure, mobility systems, natural lands, environmental resources, and historic features through systematic management efforts.
