SR-06-23-2015-3ECity Council Report
euy „i
Saluda Monica,
City Council Regular Meeting: June 23, 2015
Agenda Item: 3-.E
To: Mayor and City Council
From: Susan Cline, Interim Director of Public Works
Subject: Contractual Service Agreement for Water Feature and Pond Maintenance
Services
Recommended Action
Staff recommends that the City Council authorize the City Manager to exercise the first
one -year renewal option to contractual service agreement #4048 with California Waters,
LLC, a California -based company, for water feature and pond maintenance services in
the amount of $117,162 for FY 2015 -16, with one additional one -year renewal option in
the amount of $121,264. This would result in a three -year amended contract with a new
total amount not to exceed $351,626, with future year funding contingent on Council
budget approval.
Executive Summary
The City is responsible for the maintenance and repair of water features at six locations
citywide. In August 2014, the City solicited bids for the annual maintenance and repair
of these water features. In November 2014, the City approved contractual service
agreement #4048 with California Waters, LLC in the amount of $113,200 for FY 2014-
15. Staff recommends exercising the first year renewal option in the amount of
$117,162 for with California Waters, LLC to continue providing services in FY 2015 -16,
with one additional one -year renewal option in the amount of $121,264, for a total
amount not to exceed $351,626 over a three -year period. The recommended action is
consistent with the Council- approved Policy for Hiring Contracted or As- needed Staff for
Non - professional Services.
Discussion
Historically, the City bids separate annual blanket purchase orders for water feature
maintenance and repair services. In 2014, staff combined citywide water feature
locations and services into one bid to streamline the process and obtain more
competitive pricing.
1 of 4
Vendor Selection
On July 31, 2014, the City published Notices Inviting Bids to provide weekly and annual
maintenance services to water features at six locations citywide, as required by the
Public Landscape Division and in accordance with City scope of work. The bid was
posted on the City's on -line bidding site, and notices were advertised in the Santa
Monica Daily Press in accordance with City Charter and Municipal Code provisions. A
total of 237 vendors were notified, and 17 vendors downloaded the bid. Two bids were
received and publicly opened on September 2, 2014 per Attachment A. Bids were
evaluated based on the criteria in SMMC 2.24.072, including price, previous experience,
skill and ability to provide future maintenance or service, and compliance with City
scope of work. Based on these criteria, California Waters, LLC, the lowest bidder, was
the best bidder for the water feature maintenance and repair services in accordance
with City scope of work.
On November 24, 2014, the City approved contractual service agreement #4048 with
California Waters, LLC in the amount of $113,200 to provide water feature maintenance
and repair services for FY 2014 -15. Water feature site locations include:
1. Pond system at Douglas Park
2. Three water features at Tongva Park
3. One water feature at Ken Genser Square
4. One water feature at the Public Safety Facility
5. One water feature at the Santa Monica Main Library
6. One water feature at the Annenberg Community Beach House
As of 2013, the City turned off the Public Safety Facility location because the fountain
was leaking and damaging the building; however, the bid amount for the Public Safety
Facility is included in the total contract amount should the City opt to reopen this water
feature in the future.
At the time of issuance, the amount was below the threshold requiring Council authority.
Staff recommends exercising the first year renewal option and modifying the contract
2 of 4
with California Waters, LLC in the amount of $117,162 to continue providing services in
FY 2015 -16. Bid #4167 includes a second year renewal option in the amount of
$121,264, for a total amount not to exceed $351,626 over a three -year period per
Attachment B.
Method of Service
On January 13, 2015 (attachment C) Council adopted a Policy for Hiring Contracted or
As- needed Staff for Non - professional Services. This policy includes criteria under which
contracting for a public service is appropriate. This contract was initially bid prior to the
study at an amount below the Council authority threshold and therefore was not
considered as part of the study. For the renewal, staff has reviewed the service needs,
and recommends providing water feature and pond maintenance services through a
contractor due to the following criteria:
• Specialized / technical expertise: Service requires technical or special expertise
that City staff could not or does not provide, and is outside of core service
mission of the department
• Capital / equipment requirements: The service requires significant equipment or
other capital investment and maintenance, for which a private contractor could
amortize the costs or maximize use of the equipment.
Workforce flexibility: Service is seasonal or unpredictable, but requires multiple
staff when service is needed. Service continuity relies on a large employee pool
with numerous and immediately available backup options.
Year 1 and Year 2 renewal options increase at 3.5% per the base bid provided by
California Waters, LLC. Staff will review the service according to the Policy following
the end of this contract term.
3 of 4
Financial Impacts and Budget Actions
The renewal option to be awarded to California Waters, LLC is $117,162, for an
amended contract total not to exceed $351,626 over a three -year period. Funds are
included in the FY 2015 -17 Proposed Biennial Budget in the Public Works Department.
The contract will be charged to the following accounts:
014982.555010 $112,659.75
11497.544010 $ 4,502.25
Future year funding is contingent on Council budget approval.
Prepared By: Erin Hamant, Administrative Analyst
Approved Forwarded to Council
Susan Cline, Interim Director of POBOOMD
Attachments:
i'
Elaine M Pol
achek, Interim City I~$fi1i3YO@r95
A. Bid #4167 Results (PDF)
B. California Waters Contract Renewal Years (PDF)
NMI]
Attachment B
Bid No. 4167
Bid Description: PROVIDE WATER FEATURE AND POND MAINTENANCE /REPAIR SERVICES AS REQUIRED BY PUBLIC LANDSCAPE DIVISION
Bid Closing Date: SEPTEMBER 2, 2014
ADVANCED AQUATIC
TECHNOLOGY
INC
CAUFORNIAWATERS
(1) TONGVA PARK &
2 KEN GENSER SQUARE
Orange,
CA
°Santa Ana,
CA
Tengva Park & Ken Sanser Square Description
Monthly Price
Extended Price
Monthly Price
Extended Price
5
1,225.00
$
14,700.00
$
612.50
$
7,350.00
Weekly water feature maintenance (three limes perweek) at Tongva
Pont : Water Feature #1 - Ocean Avenue Feature and Runnels
/per month
/peryear
/pan month
Iperyear
5
525.00
$
6,300.00
S
96250
$
11,550.00
Weekly water feature maintenance (three times per week) at Tongva
Park: Water Feature #2 - Water Bay Feature
/permonth
/peryear
/permonth
Iperyear
$
25006
S
3,000.60
$
175.60
$
2,100.00
Weekly water feature maintenance (three times per week) at Tongva
Park'. Water Feature #3 — Play Deck Feature
/per month
Iperyear
/permonth
/peryear
$
1,530.00
$
18,360.00
$
1,260.00
$
15.120.00
Weekly water feature maintenance (three limes per week) at Ken
Gaaeer Square
/permonth
/peryear
/permonth
/peryear
Annual water feature maintenance (once per year) at Tongva Park:
NIA
S
10,500.00
N/A
$
4,550.00
Water Feature #1 — Oman Avenue Feature and Runnels
/per year
/par year
$
4,200.00
$
7,15000
Annual water feature maintenance (once per year) at Tongva Park:
N/A
NIA
Water Feature 02 — Water Bay Feature
/per year
leer year
IS
2,500.00
$
1,30000
Annual water feature maintenance (once per year) at Tongva Park:
NIA
NIA
Water Feature #3 — Play Dad Feature
/per year
!peryear
Annual water feature maintenance (once per year) at Ken Censer
N/A
$
12,800.00
NIA
$
5,000DO
Square
/per Year
/peryear
Bids for packages 1/2, 314,
5 and
6 are congngent on
$
-
each other (duo to
$
-
economies of scale antl
Other (If applicable, please explain)
lime).
Notes
Bid
option 1A: • 4th Bay (Saturday)
BID OPTION 1A: Should the City decide to require weekly water feature maintenance (four limes per week) at Tongva Park, please indicate the monthly price.'
$
1,550.00
$
18,600.00
$
805.00
$
9,660.00
Weekly water feature maintenance (four times per week) at Tongva
Park: Water Feature #1 - Ocean Avenue Feature and Runnels
/permonth
/peryear
/permonth
Iperyear
$
675.00
$
8,100.00
S
1,26500
$
15,186.00
Weekly water feature maintenance (four times per week) at Tongva
Park: Water Feature #2 - Water Be, Feature
/per month
/peryear
/permonth
Iperyear
$
340.00
$
4,080.00
S
23000
$
2,760.00
Weekly water feature maintenance (four made per week) at Tongva
/permonth
Iperyear
/permonth
/peryear
Park: Water Feature 0 - Play Dark Feature
$
195000
$
23,400.00
S
1,650.00
$
19,800.00
BID OPTION 1B: Should the City decide to require weekly water
feature maintenance (four times per week) at Ken Censer Square.
/per month
Iperyear
/per month
/par year
Super- $60 /hr
S
40.00
$
95.00
BID OPTION 2: Should the City decide to require preventative
0abor rate per hour
#abor rate per hour
maintenance services and repair work to be performed (in addition
Super - 580 /hr
$
55.00
$
140.00
to weekly water feature maintenance), please Indicate the regular
Robot
overtime rate per
#abor warfare rate per
hourly rate as well as ovedime rate.
hour
hour
Repair pairs &materials,
(Charge at cost 4 15 %)
15%
10%
Percentage discount off manufacture's price list
Annual Total (Excluding Bid Options -3x per week):
$
-
``72,360,00
1 $
"- 64,720.00
Annual Total (including Bid Option IA and IS -4x per week):
$
-
"`84,180.00
$ `
>:111,411.11
Preventative Maintenance Total (36 hours x labor mta):
5
1,400,00
$
^3,326.00
Repair Pads Is Materials Total
$
40,000.00
$
"'20,000.00'
Attachment B
Bid No. 4167
Bid Description: PROVIDE WATER FEATURE AND POND MAINTENANCE /REPAIR SERVICES AS REQUIRED BY PUBLIC LANDSCAPE DIVISION
Bid Closing Date: SEPTEMBER 2, 2014
ADVANCED AQUATIC TECHNOLOGY INC;.
CALIFORNIA WATERS
(3) PUBLIC SAFETY FACILITY &
(4) SANTA MONICA MAIN LIBRARY
Orange, CA
Santa Ana, CA
Public Safety Facility & Santa Monica Main Library Description
Monthly Price
Extended Price
Monthly Price
Extended Price
$ 825.00
$ 9,90000
5 40000
$ 4,80000
Weekly water feature maintenance (twice per week) at Public Safely
Facility
/permonlh
Iperyear
/per month
,peryear
$ 300.00
$ 3,600.00
$ 300.00
$ 3,600.00
Weekly water feature maintenance (Mice per week) at Santa
Monica Main Library
Ipar month
/partner
/per month
/peryear
$ 4,85000
$ 1250.00
Annual water feature maintenance (once per year) at Public Safety
N/A
N/A
Facility
Iperyear
/per year
Annual wale, feature maintenance (once per year) at Santa Monica
N/A
$ 2,80000
N/A
5 20000
Main Library
tear year
/paryear
5
5
Other: (if applicable, please explain)
Super- $60 /hr
$ 4000
$ 95.00
BID OPTION: Should Me City decide to require preventative
Aabor rate per hour
Aabor rate per hour
maintenance services and repairwork to be performed more than
Super- $80 /ht
$ 55.00
$ 140.00
Miles per week, please indicate the regular hourly rate as well as
/labor overtime rate per
Asherover0me rate par
mambine rate.
hour
hour
Repair parts &materials.
(Charge at cost 115 %) 15%
10%
Percentage discount off manufacture's price list
Annual TOtal:
$ ( <21j 60.00
$
': 9,860.00
Preventative Maintenance. Tom] 126 hours x labor rate):
$ - 1,00D.00
$ /:2,376.00
Repah Parts &MateNala TOtal: !
$ ;10,000.00
$ %:10,000,00
ADVANCED AQUATIC TECHNOLOGY INC!,
CALIFORNIA WATERS
Orange, CA
Santa Ana, CA
(5) ANNENBERG COMMUNITY BEACH HOUSE
Annenberg Community Beach House Description
Monthly Price
Extended Price
Monthly Price
Extended Price
S 810.00
$ 7,320.00
$ 300.00
S 3,600.00
Weekly water feature maintenance (lwlca per week) at Annenberg
Community Beach House
/per month
Iperyear
/permonth
roar year
S
$ 750.00
Annual water feature maintenance (once per year) at Annenberg
N/A
N/A
Community Beach House
5 4,800.00
/peryear
5
$
Other: (It applicable, please explain)
Super- $60 /hr
$ 40.00
$ 95.00
BID OPTION: Should the City decide to require peventatve
Arbor fate per hour
Astor tale per hour
maintenance services and repair work to be performed morn than
Super- $80 /hr
$ 55.00
$ 140.00
bytes per week, please Indicate the regular hourly rate as well as
Aabrer revenue rote per
-
Amorevertime rate per
ovenme rate,
hour
hour
Repair pads & materials.
(Charge at cost+ 15 %)
%
10%
Percentage discount off manufacture's price list
Annual Total
$= 12,120.00
$ - > 4,360.00
Preventative Maintenance Total (26 hours x labor rate):
$ - .'1,000.00
$ — ' 2,376.00
Repair Parts& Materials Total
$ '10,000.00
$ '10,000.00'
Attachment A
Bid No. 4167
Bid Description: PROVIDE WATER FEATURE AND POND MAINTENANCE /REPAIR SERVICES AS REQUIRED BY PUBLIC LANDSCAPE DIVISION
Bid Closing Date: SEPTEMBER 2, 2014
ADVANCED AQUATIC TECHNOLOGY INC ''
CALIFORNIA WATERS
(6) DOUGLAS POND
Orange, CA
Santa Ana, CA
Douglas Park Description
Monthly Price
Extended Price
Monthly Price
Extended Price
$ 1,675.00
$ 20,100.00
S 1,50000
S 18,000.00
Weekly pond main tenance (Mi. per week)
/permonlh
/per year
/,.,month
/per year
$ 27,400.00
$ 15,600.00
Annual pond maintenance (once per year)
N/A
/par year
N/A
/par year
Other
(If applicable, please explain)
S
$
61D OPTION: Should the City deeds to require weekly maintenance
$160 (Mon -Fa)
$ 200.00
services and repair work to be performed more than twice per week,
$250(SatSun)
please indlcale the amount for each additional visit.
/per each additional visit
/per each addition.[ visit
Super -$601m
$ 40.00
$ 95.00
Labor Rate Pump / pond repairs. Should the City decide to require
labor rite per hour
Aabor rate per hour
preventative maintenance services and repair work to be performed
Super- $60 /hr
$ 55.00
$ 140.00
(in addition to weekly pond maintenance), please indicate the
Asher overtime rate per
Asher overruns rate per
regular houay fate as well as overtime rate.
hour
hour
Repair pars 8 mal0aals.
(Charge at cost♦ 15%)
15%
10%
Percentage discount off manufacture's pace list,
Annual Total
$ ::47,500.00
$
`- 33,600.00
Preveplalfva Maintenance Total (26 hours x labor rate):
$ ?1,000.00
$ )2,376.00
Repair Pads & Materials Total:
$ P10,000.00
$ 30,00D.001
Annual Grand Total (Excluding Bid Options)
$ - si163,130.00
$ - 101,920.00
Annual Grand Total (Including Bid Option to and lB for Tongan
Park and Ken Denser Square)
$ 164,950.00
$ 113,200.00
Preventative Maintenance Grand Total:
$ 4,400.00
$ 10,460.00.
Repair Pads B Materials Grand Total: :
$ :60,000.00
$ 50,000.00-
Description
Response
Response
Payment Terms
Net 30
1% Net 20 discount; otherwise Net 30
Renewal Option Period 2
Re
(Firs) Annual Renewal Option)
rms, Same pd., te and conditions offered
3.5 % Increase
Renewal Option Period 3
3% Increase
3.5% Increase
(Second Annual Renewal Option)
Oaks Initiative Dedosure Form
Complete
Complete
Stale of Arw na Disclosure Form
Complete; No presence
Complete: No presence
Living Wag.
Complete; Subject to
Complete; Subject to
Attended Job walk
Yes
Yes
ATTACHMENT B
California Waters, LLC
Contract No. 4048
Year 1
FY14 -15
Funds from: (base bid)
Year 2
Year 3
Council
FY15 -16
FY16 -17
Requested
(increase 3.5 %)
(increase 3.5 %)
Amount
014982.555010
$
108,850.00
$
112,659.75
$
116,602.84
$338,113.00
11497.544010
$
4,350.00
$
4,502.25
$
4,659.83
$ 13,513.00
Contract Total $ 113,200.00 $ 230,362.00 $ 351,624.67 $351,626.00
Reference:
Agreement No. 10083
(CCS)