SR-092308-1G~J
c;cyo+ City Council Report
Santa Monica
City Council Meeting: September 23, 2008
Agenda Item: ~"-'~
To: Mayor and City Council
From: Carol Swindell, Director of Finance
Subject: Purchase of Swim Center Chemicals
Recommended Action
Staff recommends that City Council award Bid #2947 to Hill Brothers Chemical Co. to
furnish and deliver Swim Center chemicals. The award shall be for aone-year period
beginning October 1, 2008 with an estimated expenditure amount of $129,000.
Executive Summary
In order to meet LA County Department of Public Health requirements, chemicals such
as muriatic acid, sodium hypochlorite and sodium bicarbonate need to be added to the
water at the Santa Monica Swim Center on a regular basis to keep the water chemistry
balanced. Resulting from the formal bid process, Hill Brothers Chemical Co. is the best
bidder.
Discussion
State and County laws and regulations require that all public swimming pools maintain
balanced water chemistry. The regular delivery of chemicals designated for use in
public swimming pools and the annual chemical storage tank maintenance are both
required in order to comply with LA County Department of Public Health requirements.
The estimated expenditure for the balance of this fiscal year is $86,300. The total
estimated expenditure for the one-year term is $129,000. Budget authority for the
subsequent portion of $42,700 in fiscal year 09/10 will be included in the annual
proposed City budget.
1
Vendor Selection
In July 2008, the City published Notices Inviting Bids to purchase swim center
chemicals in accordance with City specifications. Bid forms were mailed to seven
vendors and notices were advertised in accordance with City Charter and Municipal
Code provisions. Four bids were received and publicly opened on August 12, 2008 per
Attachment A.
Bids were evaluated based on competitive pricing, completeness of bid response, the
skill of the vendor to perform service based on past experience, and .the ability of the
vendor to .provide future maintenance. Based on these criteria, Hill Brothers Chemical
Co. is recommended as the best bidder.
Financial Impacts & Budget Actions
Funds for the purchase of pool chemicals are available in account 01574.555920
40033-W, "Santa Monica Swim Center". Since Fiscal Year 08/09 has begun, the-
estimated expenditure for the remainder of this fiscal year will be $86,300. Budget
authority for the subsequent portion of $42,700 fiscal year 09/10 will be included in
annual proposed City budget.
Prepared by:
Diane Howell, Purchasing Agent
Approved:
Forwarded to Council:
Carol Swindell j/ ~~,,~~
Director of Finance~~~~7'
P' ont Ewell
Ci y Manager
Attachments: Attachment A -Pricing
2
Attachment A
BID# 2947
TITLE: Provide delivery service of pool chemicals for the Santa
required by Custodial Services Division.
BID CLOSE DATE:
Monica Swim Center as
8/12/2008
Vendor
Product Description Est. Ann. Use .i Baslc Chettlit~al Sofutlopus'
Cost per each Extended cost '=MaII~Brpxher5
,.
Cosf per each Gfierrilcal co.
Extended cost ~ Lancoln Equ
Cost per each ipment, trio=
Extended cost ~ ' INaterllne TgeNlno(oe~ies,~~6R,,. ~ i
Cost per each Extended cost
Muriatic Acid (7%) gallon 76,500 $ 1.85 $ 30,525.00 $ 1.69 $ 27,885.00 $ 1.62 $ 26,730.00 $ 2.41 $ 39,765.00
Sodium Hypochlorite
(12.5%) gallon
29,100 $ 1.79 $ 52,089.00 $ 1.82 $ 52,962.00 $ 1.74 $ 50,(134.00 $ 1.47 $ 42,777.00
Sodium Bicarbonate
(501bs~bag) 30,850 NO bld
$ 0.30
$ 9,255.00
$ 14.95
$ 9,224.15
$ 17.83
$ 11,001.11
Estimated annual cos $ 82,614.00 $ 90,102.00 $ 86,588.15 $ 93,543.11
Sales Tax (8.25%) $ 6,815.66 $ 7,433.42 $ 7,143.52 $ 7,717.31
Mill Tax (acid/bleach only) 2.175% $ 1,796.85 2.175% $ 1,758.42 2.175% $ 1,682.67 $ -
Transportation taxes $ - $ _ $ _ $ _
Grand Total $ 91,226.5,1 $ 99,293.84 $ 95,414.34 $ 101,260.42
Payment Terms Net 30 days Net 30 days Net 30 days Net 30 days
Temp fuel charge (per delivery) $ 45.00 $ 45.00 $ 45.00 $ 60.00
Cost for weekends or holiday deliveries
(per hour $ 400.00 $ 200.00 $ 400.00 $ 125.00
Annual cost for tank servicelmaintenanc Cannot provide service Included in cost of product $ 1,750.00 $ 1,450.00
Renewal Option Year 2 None offered None offered None offered Upon proof of increas by manufacture - by "%"
Increase in cost only if manufacture goes up
Renewal Option Year 3 None offered None offered None. offered Upon proof of increas by manufacture - by "%"
Increase in cost only if manufacture goes up