sr-042611-3jCity Council Meeting: April 26, 20.1f1
Agenda Item: 3.!
To: Mayor and-City Council
From: Carol Swindell, Director of Finance
Subject: Purchase of Swim Center Pool Chemicals
Recommended Actions
Staff recommends that the City Council authorize the City Manager to exercise the
renewal options offered by Commercial Aquatic .Services, Inc., aCalifornia-based
company to furnish and deliver pool chemicals during the period July 1, 2011 through
June 30, 2013 in an amount of $185,000. This will result in a new bid award amount of
$271,000.
Executive Summary
In July 2010, Bid #3007 was awarded to Commercial Aquatic Services, Inc. to furnish
and deliver pool chemicals for the Swim Center during the period July 1, 2010 through
June 30, 2011. Staff recommends that the City exercise the renewal options offered by
Commercial Aquatics, Inc. to continue to furnish and deliver pool chemicals during the
period July 1, 2011 through June 30, 2013. With the renewal options, the expenditure
for the three year term will total $271,000.
Background
In July 2010, Bid #3007 was awarded to Commercial Aquatic Services, Inc. to furnish
and deliver pool chemicals as required by the Santa Monica Swim Center for a one year
period in the amount of $86,000. This bid award recommendation was not presented to
Council for approval at that time as the bid award amount was below the dollar
threshold requiring Council approval. As this was a new vendor, the renewal options
offered were only intended to be exercised if goods and services provided by the vendor
were deemed to be satisfactory. The vendor has proved to be satisfactory. Staff is
recommending that the City exercise the renewal options offered.
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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 maintenance of the chemical storage tank. are
both required in order to comply with LA County Department of Public Health
requirements.
Vendor Selection
In April 2010, the City published Notices Inviting Bids to furnish and deliver pool
chemicals as required by the City of Santa Monica Swim Center in accordance with City
specifications. The bid was posted on the City's on-line bidding site, Planet Bids, and
notices were advertised in the Santa Monica Daily Press in accordance with the City
Charter and Municipal Code provisions. Five bids were received and were publicly
opened and read on June 15, 2010 per Attachment A.
Bids were evaluated based on competitive pricing, completeness of bid response, past
experience, and the ability to provide maintenance services. The City had worked with
Waterline Technologies in the past but. Waterline Technologies had not been able to
adhere to the next day delivery schedule requested by the City. Brenntag Pacific, Inc.
did not provide pricing on all items. Based on these criteria, Commercial Aquatic
Services, Inc. was recommended as the best bidder.
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Financial Impacts & Budget Actions
The amount of the purchase order to be awarded to Commercial Aquatic Services, Inc..
for the remainder of the three year term is $185,000. Budget authority for this purchase
will be requested by Custodial Services division staff as part of their proposed FY 2011-
13 budget submitted to Council for review and approval.
Prepared by: Kimberlie Nimori, Acting Purchasing Agent
Approved:
Carol Swindell
Director of Finance
Forwarded to Council:
Rod Gould
City Manager
Attachment: Attachment A -Pricing
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Bid #3007
Bid Close Date: 0 611 5/2 01 0
ATTACHMENT A
Brenntag Pacific
Inc. Commercial Aquatic HiII Brothers Lincoln Equipment Waterline
Vendor , Services, Inc.. 'Chemical Co. Inc. Technologies
Santa Fe Sprm`s, GA Tustin, GA Brea CA :Brea, CA '. Santa Ana, CA
Description Est. Ann. Unit Cost Unit Cost Unit Cost Unit Cost Unit Cost
M
riaticAcid
o
(7 /°) gallon 17,50Dgallons 1.58 1.41 1.60 1.52 1.38
Sodium
Hypochlorite 32,10D gallons 1.43 1.20 1.64 1.52 1.17
(12.5%) gallon
Sodium
Bicarbonate 27,OOOIbs 0.32 0.32 0.35 0.31 0.27
(501bs/bag)
Calcium Prills
(501bs/bag) 2,5D0 Ibs No bid 0.33 0.58 0.30 0.38
Other (please explain N/A $45.00/delivery (fuel
N/A
charges)
Payment Terms Net 30 Net 30 da s Net 30 da s Net 30 Net 30
Cost for weekend or holiday delivery $ 400.00 $ 400.00 $ 400.00 $ 400.00 N/A
Annual cost for tank svc / mtnc $ 1,200.00 Included $ - $ 1,500.00 N/C
Renewal Option Period 2 Not indicated clear)
y Same price, terms and
None offered 5% increase of previous year's 3% increase of previous year's
7/01/11 - 6/30/12
( )
conditions as previous year p
vices prices
Renewal Option Period 3
Not indicated clearly 5% increase of previous year's
None offered 5% increase of revious ear's
p y 5% increase of revious ear's
p y
(7/1/12 - 6/30/13) prices prices prices