SR-02-26-2013-3IIs
City of City Council Report
Santa Monies
City Council Meeting: February 26, 2013
Agenda Item: 3 -1
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Bid Award for the Purchase of Pool Chemicals for the Annenberg
Community Beach House
Recommended Action
Staff recommends that the City Council award Bid# F4027 to Commercial Aquatic
Services, a California -based company, in an amount not to exceed $30,250 to furnish
and deliver chemicals for the pool at the Annenberg Community Beach House, with two
additional one -year renewal options in the amount of $50,000, for a total amount not to
exceed $130,250 over a three -year period, with future year funding contingent upon
Council budget approval.
Executive Summary
The City purchases chemicals for City swimming pools on a regular basis to comply
with State and county health laws and regulations. In September 2012, the City
solicited bids for the supply and delivery of pool chemicals for the Annenberg
Community Beach House. After reviewing the four bids received, staff recommends
Commercial Aquatic Services as the best bidder for a total not -to- exceed amount of
$130,250 over a three -year period.
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 tanks is
required in order to comply with Los Angeles County Department of Public Health
requirements.
Vendor Selection
In September 2012, the City published Notices Inviting Bids to furnish and deliver pool
chemicals as required by the Annenberg Community Beach House in accordance with
City specifications. The bid was posted on the City's online bidding site and notices
1
were advertised in the Santa Monica Daily Press in accordance with the City Charter
and Municipal Code provisions. Four bids were received and publicly opened on
October 23, 2012 per Attachment A.
Bids were evaluated based on competitive pricing, completeness of bid response, past
experience, and the ability to provide maintenance services. Commercial Aquatic
Services was the lowest bidder and has provided pool chemicals for the City's Swim
Center with excellent maintenance service. Based on these criteria, Commercial
Aquatic Services is recommended as the best bidder to provide pool chemicals for the
Annenberg Community Beach House in accordance with City specifications.
Financial Impacts & Budget Actions
The purchase order to be awarded to Commercial Aquatic Services, Inc. is $130,250.
Funds in the amount of $30,250 are available in the FY 2012 -13 budget in division
24497; purchase order will be charged to account 24497.545010. Budget authority for
the two -year renewal option in the amount of $100,000 will be requested in the FY
2013 -15 budget, subject to Council approval.
Prepared by: Joyce Perez, Administrative Analyst — Beach House
Approved: Forwarded to Council:
Martin Pastucha Rod Gould
Director of Public Works City Manager
Attachment: A — Bid Summary
2
Bid No.: F4027
Closing Date: 10/23/12
Description: Furnish and deliver chemicals for the swimming pool at the Annenberg Community Beach House, as required by the Custodial Services Division.
Commercial Aquatic Services'..
Tustin, Ca I
Deckside Pool i
Orange, Ca
Knorr Systems, Inc.
Santa Ana, Ca
Waterline Technologies
Santa Ana, Ca
ITEM
DESCRIPTION f
UNIT
EST QTY
PRICE
ESTTOTAL
PRICE
EST TOTAL
'. PRICE
EST TOTAL
PRICE
BEST TOTAL
1
Muriatic acid (pre-diluted at 8 %)
Gallon
1,500
$1.48
$2,220.00
...$0.90
$1,350.00
$1.34
$2,010.00
$1.93
$2,895.00
2
Sodium hypochlorite (12.5 %)
Gallon
81000
$1.26
$10,080.00
$1.29
$10,320.00
$2.44
$19,520.00
$1.20
$9,600.00
3
Sodium bicarbonate (501b /bag).
50 -I1b bag
800
$15.98
$12,784.00
$19.00
$15,200.00
$18.18
$14,544.00
$17.93
$14,344.00
4
CO2
Pound
5,000
$0.98
$4,900.00
- .$0.24
$1,200.00
$0.43
$2,150.00
$0.91
$4,550.00
5
Calcium Chloride (50lb/bag).
50 -lb bag
1,000
$16.98
$16,980.00
$20.00
$20,000.00
$21.35
$21,350.00
$17.90
$17,900.00
6
Tank Service and Maintenance
Hour
$125.00
$87.00
$131.00
1 $125.00
Tank Service and Maintenance
Year
$500.00
$1,572.00
$3,000.00
7Clean
-out of chemical tanks /vats
Hour
.Included
$87.00
$131.00
$375.00
Clean-out of chemical tanks /vats
Year
Included
$1,572.00
$2,250.00
8
Replace damaged vats and install replacements
Hour
Separate Charge
$87.00
$131.00
$1,104.00
Replace damaged vats and install replacements
Year
Separate Charge
$1,572.00
$13,248.00
9
Rush Order Charge
*See below
-
N/A
*See below
30
Shipping Charge
No Charge
No Charge
$10.00
*See below
11
Year 2 Price Increase
0%
1 2%
1 3%
5 °%
12
Year 3 Price Increase
5%
2%
3%
5%
13
Payment Terms
Net 30 Days
Net 30 Days
Net 30 Days
Net 30 Days
14vendor
Comments
I
Annual Cost for
#6 is based on 2x
visits per year.
*Cost for
weekend or
holiday deliveries
is $400.
1
1
1 Ishipping
2.1% mill tax on the
acid and chlorine
for additional
charge.
*Any order above
$200.00 is no
charge for rush
orders. Minimum
delivery is $200.00,
$65 delivery fee for
orders less than
1$200.00
Totals I
I
1
1 $46,964.00
1 $48,070.00
1
$59,574.00
1
$49,289.00