SR-01-14-2014-3MCity Council Meeting: January 14, 2014
Agenda Item: L3- kJ
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Bid Award for Water Feature Maintenance and Repairs
Recommended Action
Staff recommends that the City Council award Bid #F4114 to Advanced Aquatic
Technology, Inc., a California -based company, in an amount not to exceed $80,000 for
the remainder of FY 2013 -14 to provide water feature maintenance services and repairs
beyond the warranty at Tongva Park and Ken Genser Square, with two additional one -
year renewal options in the amount of $156,900 for the second year and a 3% increase
for the third year, for a total amount not to exceed $398,507 over a three -year period,
with funding contingent upon Council budget approval.
Executive Summary
The City opened Tongva Park and Ken Genser Square in September 2013. Both parks
have water features that require routine maintenance. In October 2013, the City
solicited bids for the maintenance of these water features and repairs beyond the
warranty. After reviewing the two bids received, staff recommends Advanced Aquatic
Technology, Inc. as the best bidder for a total not to exceed amount of $398,507.
Discussion
The Tongva Park and Ken Genser Square water features are elements of the parks'
approved final design, and routine maintenance is required for optimal performance and
to preserve design aesthetics. The Tongva Park water feature is operating and has a
one -year warranty effective September 2013. The Ken Genser Square water feature
maintenance and one -year warranty would begin once the water feature is confirmed
fully operational. The City would be responsible to pay for repairs, which the contractor
would perform, due to vandalism or damages outside the scope of the warranties.
Vendor Selection
In October 2013, the City published Notices Inviting Bids to provide water feature
maintenance services to Tongva Park and Ken Genser Square in accordance with City
specifications. The bid was posted on the City's online bidding site and notices were
I
advertised in the Santa Monica Daily Press in accordance with the City Charter and
Municipal Code provisions. A total of 162 vendors were notified and 14 vendors
downloaded the bid. Two bids were received and publicly opened on October 25, 2013
per Attachment A.
Bids were evaluated on price, completeness of bid response, past experience, and the
ability to provide maintenance services. Advanced Aquatic Technology, Inc. was the
lowest bidder, has the required licenses, received positive references, and currently
provides exemplary maintenance of the Douglas Park pond. Based on these criteria,
Advance Aquatic Technology, Inc. is recommended as the best bidder to provide
maintenance and repairs beyond the warranty to the Tongva Park and Ken Genser
Square water features.
Financial Impacts & Budget Actions
The purchase order to be awarded to Advanced Aquatic Technology, Inc. is for an
amount not to exceed $398,507. Funds are available in the FY 2013 -14 budget in
division 4982 and division 4523. The purchase order will be charged to these accounts:
014982.544010 $ 40,000
014523.533227 $40,000
TOTAL $ 80,000
Budget authority for subsequent budget years will be requested in each budget for
Council approval. Future funding is contingent upon Council approval and budget
adoption.
Prepared by: Carlos Collard, Senior Administrative Analyst
Approved: Forwarded to Council:
MaMYkastucha Rod Gould
Director of Public Works City Manager
Attachment: A — Bid Summary
7
Attachment A - Bid Summary
Bid No. 4114
Bid Description: Provide Bi- Weekly maintenance services and repairs and annual water feature maintenance at Tongva Park and Ken Genser Town
Square as required by Public Landscape Division.
Bid Closing Date: October 21, 2013
Advanced Aquatic Technology Inc.
Water Fountain Guy
Orange, California
Palos Verdes, California
:Pricing
Response
Response
Description
Monthly Price
Extended Price
Monthly Price
Extended Price
Bi- Weeklywaterfeature maintenance (twice
per week) at Tongva Park. Price should include
bi- weekly maintenance laborfees ,materials,
$1,450/ per month
$17,400 / put year
$3,334/ per month
$40,014/ per yea r
chemicals, equipment, supervision, disposal
fees, delivery charges and sales tax.
el- Weekly water feature maintenance (twice
per week) at Ken Genser Town Square. Price
should Include bi- weekly maintenance labor
fees, materia Is, chemica Is, equi parent,
$1,045/ per month
$12,540/ per year
$1,2]6.1] / per month
$15,314/ per year
supervision, disposal fees, delivery charges and
sales tax.
Annual waterfeature maintenance (once per
year) at Tongva Park.
$14,450/ per year
$3,450/ per year
Annual waterfeature maintenance (once per
year) at Ken Genser Town Square
$5,800/ peryear
$1,660/ per year
Other: (if applicable, please explain)
Annual Tot, l:
$50,190.OD
$60,438.00
Bid Option IA: Should the City decide to require
waterfeature maintenance three times per
week at Tongva Park, please indicate the
monthly price. Price should include weekly
$1,955 /permonth $23,460 /peryear
$4,446/ per month $53,352 / par year
maintenance In bor fees, materia Is, chemica Is,
equipment, supervision, disposal fees, delivery
charges and sales tax.
Bid Option 18: Should the City decide to require
waterfeature maintenance three times per
week at Ken Genser Town, please indicate the
monthly price. Price should include weekly
$1,380 / permonth$16,560 /peryear
$ 1667.25 / permonth$20,00] /peryear
maintenance laborfees, materials, chemicals,
equipment, supervision, disposal fees, delivery
charges and sales tax.
Bid Option 2: Should the City decide to require
preventative maintenance services to be
Supervisor 560 Laborer 540 /labor ate per hour Supervisor $80
performed in addition to hi-weekl water
p ( y
Laborer $55/
$95 /labor ate per hour $142.50 /labor overtime ate per hour
feature maintenance), please indicate the
regular hourly rate as well as overtime ate.
Repair parts and materials- percentage discount
off manufacture's price list.
Billed at a cost +l0 %
10.00'
:Licenses
Response
Response
Please provide a list of current licenses that
1. C53 #983052 Contactors Board. 2. T5563 Los Angeles
your company /employees have.
B- Geneml /Contactor
Department of Health Services. 3. EIT 106006 California Board of
Professional Engineers and land Surveyors.
Do your employees have a current Los Angeles
County Department of Health Services License?
No
Yes #T5563
Experience
Response
Response
"Water Fountain Guy" works ONLY on Fountain/Water features.
We are NOT a company that tries to do all sorts of pools and
fountains. As a result of specializing in Fountain /waterfeatures
In addition W providing references as requested
for the commercial and public industry, we have worked on a
above, please describe experience including
Advanced Aquatic Technology Inc. has been performing
variety of fountain /water features. All fountains /waterfeatures
maintaining and servicing similar types or
maintenance on similar projects since 1989 (24 years)
are unique and exposure to many types is necessary to work
fountains /water features for similar customers.
efficiently on a fountain/ water feature. We are NOT pan of a
larger diversified company that has a group working on
fountain /water features. We are a company dedicated to working
on only one thing- fountains /water features.
Description
': Response
Response
Payment Terms
Net 30
Net 45
Period
Same price, terms, and conditions offered
Same prim, terms, and conditions offered (maximum l one -year
Renewal
renewal period form date of expiration.
Period3
3% increase of previous year's price for all areas or options.
1.5% 1 ncresse of previous year's price for all areas or options.