SR-09-24-2013-3BCity Council Meeting: September 24, 2013
Agenda Item:
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Bid Award for Pool Maintenance and Repair Services
Recommended Action
Staff recommends that the City Council award Bid #4094 and issue a purchase order for
pool maintenance and repair services to Commercial Aquatic Services, a California -
based company, in an amount not to exceed $75,000 for FY 2013 -14, with two one -year
options to renew and a 5% increase in price for the third year, for a total amount not to
exceed $228,750 over a three -year period.
Executive Summary
The City contracts out various pool maintenance and repair services at the Annenberg
Community Beach House, Santa Monica Municipal Pool, and Virginia Avenue Park. In
June 2013, the City solicited bids for such services. After reviewing the only bid
received, staff recommends Commercial Aquatic Services to provide pool maintenance
and repair services for a total not to exceed amount of $228,750 over a three -year
period.
Discussion
The City requires weekly and annual services for the splash pad at Virginia Avenue
Park, as well as bi- weekly service and annual service for the pool equipment that
includes water heaters, filters and valves at Annenberg Community Beach House and
Santa Monica Municipal Pool in order to ensure a proper balance of water chemistry
and a safe environment for the public to swim in. The City further requires having a
provision to address any equipment failures or repair work in a timely manner to prevent
the shutdown of any of its pool facilities.
Vendor Selection
In June 2013, the City published Notices Inviting Bids to provide pool maintenance and
repair services at various City locations. The bid was posted on the City's online
bidding site, and notices were advertised in the Santa Monica Daily Press in
E
accordance with City Charter and Municipal Code provisions. There were 154 vendors
notified and 22 vendors downloaded the bid. Seven contractors attended the job walk.
One bid was received and publicly opened on July 7, 2013 per Attachment A. The bid
was evaluated based on price, previous experience and compliance with City
specifications. Commercial Aquatic Services has previously provided satisfactory repair
services at reasonable cost for the Virginia Avenue Park water cannons and Annenberg
Community Beach House pool variable frequency drives. Commercial Aquatic Services
has also provided pool chemicals and chemical delivery system inspection services to
the Municipal Pool since 2010 and Annenberg Community Beach House since 2012.
As bid, scheduled service costs excluding repairs are expected to drop 52% to $21,096
per year for all three sites starting in FY 2013/14. Based on these criteria Commercial
Aquatic Services is recommended as the best bidder to provide pool maintenance and
repair services in accordance with City specifications.
Financial Impacts & Budget Actions
The purchase order to be awarded to Commercial Aquatic Services is for an amount not
to exceed $75,000 for the first year. The purchase order will be charged to account
01274.570060 and expenditures will be transferred to the divisions incurring the
maintenance services. Funds are available in individual divisions' FY 2013 -14
operating budgets. Budget authority for subsequent years will be requested in each
budget cycle for Council approval. Future funding is contingent upon Council approval.
Prepared by: Shidan Adlparvar, Facilities Services Administrator
Approved: Forwarded to Council:
Martin Pas ucha Rod Gould
Director of Public Works City Manager
Attachments: A —Bid Summary
`a
ATTACHMENTA
Bid No. 4094
Bid Description: Provide Pool Maintenance and Repair Services at Three City of Santa Monica Facilities, as Required by Facility Maintenance
Bid Closine Data luly 15.2013
Commercial Aquatic Services, Inc.
Tustin, CA
Item
Description
` U/M
Unit Price°
1
Annenberg- (1 Pool and I Splash Pad) Routine Maintenance (1 X per
month) Optional
Per month
$100.00
2
Annenberg- (1 Pool and I Splash Pad) Routine Maintenance (2 X per
month) Optional
Per month
$200.00
3
Swim Center (2 Pools) Routine Maintenance) X's per month) Optional
Per month
$150.00
4
Swim Center- (2 Pools) Routine Maintenance (2 X's per month) Optional
Per month
$300.00
5
Swim Center- (2 Pools) Annual Maintenance and Repair Service IT X per
year) Optional
Peryear
$2,715.00
6
Annenberg - Heater Maintenance Service: Annual PM (1 X per year)
Optional
Peryear
$600.00
7
Annenberg - Heater Maintenance Service: Semi- Annual PM (2 X per year)
Optional
Peryear
$1,025.00
8
Annenberg - IT Pool) Annual Maintenance and Repair (1 X per year)
Optional
Per year
$1,280.00
9
Annenberg - (1 Splash Pad) Annual Maintenance and Repair (1 X per year)
Optional
Per year
$1,800.00
10
(VAP) Virginia Avenue Park (Splash Pad) - Routine Maintenance It X per
week) Optional
Per month
$648.00
11
(VAP) - Summarization (I X per year)
Peryear
$250.00
12
(VAP) - Winterization (1 X per year)
Per year
$250.00
13
Minimum Call Out Charge
Perres onse
$165.00
14
Hourly labor rate for repairs
Per hour
$165.00
15
OT/ after -hours hourly labor rate
Per hour (OT /after hour)
$195.00
16
Days and times of the week to which the after -hours rates would apply
Mon -Fri Spm -7am and Sat -Sun All hours
17
tabor clock begins upon
Arrival at customer location
18
tabor clock ends upon
Departure from customer location
19
The %discount off MSRP offered for materials /parts
10% to 30%
20
Please describe any additional fees and charges not covered above
(mileage, fuel surcharges, double -time, etc.)
None
Item
Description
Response:'.
1
Years of experience for testing, inspections, services and repairs to water
features, commercial pools plus associated equipment
10 Years
2
Experience servicing and repairing water features, commercial pools plus
We have been servicing and repairing commercial pools a nd
3
Types of Certifications your employees possess
Certified Pool Operator LA County Pool Technician, CPO
Instructor, Confined Space Entry, HAZMAT
4
California State Contractors license number and type(s) of licenses) your
firm possesses
N946044 Types C -53, D -35, C -10, B
5
List your firm's business tax ID 9
20- 1848548
6
Firm's warranty on service /repairs
12 months
7
Does your firm provide 24/7 repair services?
Yes
8
1 Firm's 24 -hour contact phone number
(877) 794 -6227 or(714)363 -1623
9
Emergency Response Time- Indicate how soon your firm can be on -site at a
Santa Monica Location after initial notification
2 hours
10
Does your firm have and exclusive right /certifications to inspect, test, repair
and purchase water feature, comemrcial pool plus associated equipment
listed]
No, We are factory authorized and trained on all major pool
equipment
Item
Descri tion
Response
1
Payment Terms
Net 30
2
Renewal Options Period 2
ISame price, terms, and conditions offered
3
Renewal Options Period 3
15% Increase