SR-07-14-2015-3P - 205-003/309-000ID
City Council Report
City of
Santa Moniea®
City Council Regular Meeting: July 14, 2015
Agenda Item: °P
To: Mayor and City Council
From: Martin Pastucha, Director, Public Works, Facilities Maintenance
Subject: Award Bid for the Purchase of Pool Chemicals for the Swim Center
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4205 to Commercial Aquatic Services, Inc., a California -based
company for the purchase of pool chemicals for the Santa Monica Swim Center;
2. Authorize the Purchasing Services Manager to issue a purchase order with
Commercial Aquatic Services, Inc. for the purchase of pool chemicals in the
amount not to exceed $82,500 (includes a 20% contingency) for one year, with
two additional one -year renewal options at the same terms and conditions for the
first renewal year, and 5% increase for the third renewal year for a total not to
exceed $251,625 over three years, with future year funding contingent on
Council budget approval.
Executive Summary
The City purchases chemicals for City swimming pools on a regular basis to insure
public health and comply with State and County health laws and regulations. In April
2015, the City solicited bids for the supply and delivery of pool chemicals for the Santa
Monica Swim Center. After reviewing the two bids received, staff recommends
Commercial Aquatic Services, Inc. as the best bidder for a total amount not to exceed
$251,625 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 insure public health and comply with Los Angeles County
Department of Public Health requirements.
Vendor /Consultant Selection
In April, 2015, the City published Notices Inviting Bids to furnish and deliver /provide pool
1 of 3
chemicals for the Swim Center in accordance with City specifications. The Facilities
Maintenance Division is responsible for the maintenance of the water chemistry of the
Swim Center pools to insure public health and safety. 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 193 vendors
were notified, 16 vendors downloaded the bid. Two bids were received and publicly
opened on May 19, 2015 per Attachment A. Bids were evaluated based on the criteria
in SMMC 2.24.072, including price, previous experience, ability to deliver, quality of
product, and compliance with City specifications. Based on these criteria, Commercial
Aquatic Services, Inc., the lowest bidder is recommended as the best bidder for the
purchase of pool chemicals in accordance with City specifications.
2 of 3
Financial Impacts and Budget Actions
The purchase order to be awarded to Commercial Aquatic Services, Inc. is for an
amount not to exceed $82,500 for one year, total amount not to exceed $251,625 over a
three -year period. Funds are available in the FY 2015 -16 budget in the Public Works
Department. The purchase order will be charged to account 014522.555920 40033 -W.
Future year funding is contingent on Council budget approval.
Prepared By: Sybille Moen, Senior Administrative Analyst
Approved Forwarded to Council
Martin Pastucha, Director 7/1/2015
Attachments:
Elaine M Polachek, Asst. City Manager 7/6/2015
A. Bid #4205 Results - Purchase Pool Chemicals for the Swim Center (PDF)
3of3
I€1I BI;'
BID DESCRIPTION: FURNISH AND DELIVER CHEMICALS FOR THE
SWIMMING POOL ATTHE SANTA MONICA SWIM CENTER AND PROVIDE
ASSOCIATED MAINTENANCE SERVICES, AS REQUIRED BY CUSTODIAL
SERVICES DIVISION
BID CLOSE DATE: 5/19/15
COMMERCIAL AQUATIC
SERVICES, INC.
ANAHEIM, CALIFORNIA
WATERLINE
TECHNOLOGIES, INC.
SANTA ANA, CALIFORNIA
#
4escription a
UIM .
*AnnuafUsage
In Price ' `
extended Price'
Unit Price
Extended Price r
MURIATIC ACID (pre - diluted at 7 %)
1
GALLON
Gallon /year
15,000
$0.94
$14,100.00
$1.37
$20,550.00
SODIUM HYPOCHLORITE (12.5 %)
2
GALLON
Gallon /year
35,000
$0.98
$34,300.00
$0.94
$32,900.00
3
SODIUM BICARBONATE
50 LB
36,750
$15.98
$11,745.30
$17.50
$12,862.50
(50LB /BAG)
Bag /year
1
4
CALCIUM CHLORIDE (50LB /BAG)
50 LB
6,000
$16.25
$1,950.00
$18.50
$2,220.00
Bag /year
SUBTOTAL
$62,095.30
$68,532.50
SALES TAX (9.5 %)
$5,899.05
$6,510.59
MILL TAX (ACID /BLEACH ONLY)
$720.30
GRAND TOTAL
$68,714.65
$76,043.09
#
Labor,and Shipping Cdsts U /M.`i
Response'
Response, '
5
ANNUAL COST FOR TANK SERVICE YEAR
$0.00
NO CHARGE FOR SERVICE
MAINTENANCE
N/C
SHIPPING CHARGE FOR REGULAR ORDERS (TO BE DELIVERED
6
WITHIN 48 HOURS)
$0.00
N/C
SHIPPING CHARGE FOR RUSH ORDERS (TO BE DELIVERED
7
WITHIN 24 HOURS)
$200.00
N/C
8
ICOST FOR WEEKENDS OR HOLIDAY DELIVERIES
$400.00
N/C
Other'Response
Response'
ATTENDED MANDATORY JOB WALK 5/11/15
YES
YES
PAYMENT TERMS
NET 30
NET 30
PLEASE DESCRIBE ANY ADDITIONAL FEES & CHARGES NOT LISTED
NO ADDITIONAL CHARGES
ABOVE
NO ADDITIONAL CHARGES
APPLY
MAXIMUM ONE -YEAR RENEWAL PERIODS
5
RENEWAL INCREASE YEAR TWO
SAME PRICE, TERMS, AND
SAME PRICE, TERMS, AND
CONDITIONS OFFERED
CONDITIONS OFFERED
5% INCREASE OF PREVIOUS
NO RENEWAL OPTION
RENEWAL INCREASE YEAR THREE
YEAR'S PRICE FOR ALL
OFFERED. 3% INCREASE OF
AREAS OR OPTIONS
PREVIOUS YEAR'S PRICE FOR
ALL AREAS OR OPTIONS
SPECIFY ATERNATE TERMS AND CONDITIONS IF APPLICABLE
N/A
NET 30
LIVING WAGE
SUBJECT TO LIVING WAGE
OAKS
COMPLETE
SUBMITTED
ARIZONA
NO PRESENCE
NO PRESENCE
ADDENDUM
COMPLETE
IS VENDOR PHYSICALLY LOCATED IN SANTA MONICA?
NO
DOES VENDOR PHYSICALLY COME INTO THE CITY OF SANTA MONICA
YES: OUT -OF CITY BUSINESS
TO CONDUCT BUSINESS AND /OR MAKE DELIVERIES?
LICENSE
`ORIGINAL UNIT PRICE
COMMENTS
QUOTED PER POUND VS.
PRICE PER 50LB BAG