SR 08-14-2018 3A
City Council
Report
City Council Meeting: August 14, 2018
Agenda Item: 3.A
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Facilities Maintenance
Subject: Bid Award for Pool Maintenance and Repair Services
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4346 to Commercial Aquatic Services, Inc., a California-based
company, for pool maintenance and repair services; and
2. Authorize the City Manager to negotiate and execute an agreement with
Commercial Aquatic Services, Inc., in an amount not to exceed $160,000 for two
years, with one additional three-year renewal option in the amount of $264,810
including a 5% annual increase for years three through five, for a total amount
not to exceed $424,810 over a five-year period, with future year funding
contingent on Council budget approval.
Summary
To ensure the safe operation of the City’s pool facilities, the Facilities Maintenance
Division contracts out pool maintenance and repair services at the Annenberg
Community Beach House, Santa Monica Municipal Pool, and Virginia Avenue Park.
Staff recommends awarding Bid #4346 to Commercial Aquatic Services, Inc. for pool
maintenance and repair services for a total amount not to exceed $424,810 over a five-
year period.
Discussion
The City’s pool facilities require routine maintenance to ensure the proper balance of
water chemistry and a safe environment for the public. The Virginia Avenue Park and
Annenberg Beach House splash pads undergo filter and chemical system maintenance
on a weekly and biweekly basis, respectively. In addition, biweekly services are
performed on the pool equipment at the Annenberg Community Beach House and
Santa Monica Municipal Pool. The City must also address any equipment failures and
as-needed repair work in a timely manner to prevent the shutdown of pool facilities.
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The table below lists a breakdown of the amount that staff recommends awarding to
Commercial Aquatic Services, Inc. for pool maintenance and repair services:
Contract Term
Requested %
Increase Amount
Year 1 -$80,000.00
Year 2 -$80,000.00
Year 3 5%$84,000.00
Year 4 5%$88,200.00
Year 5 5%$92,610.00
Total Amount Not to Exceed -$424,810.00
Vendor Selection
Financial Impacts and Budget Actions
Staff seeks authority to award an agreement with Commercial Aquatic Services, Inc. for
pool maintenance and repair services.
Agreement Request
Bid Data
Bid Posting Date Bid Posted
On
Bid Advertised In (City
Charter & Municipal
Code)
# of
Vendors
Downloaded
# of
Submittals
Received
Date Publicly
Opened
03/21/2018 City's Online
Bidding Site
Santa Monica Daily
Press 18 03 04/12/2018
Submittals Received Vendor Selection Recommendation
Commercial
Aquatic
Services, Inc.
$23,115/year
(Preventative
Maintenance)
Municipal Code SMMC 2.24.072
Sea-Clear Pools
$62,380/year
(Preventative
Maintenance)
Evaluation Criteria Price, previous experience, ability to deliver, and
compliance with City specifications.
California
Waters
$78,500/year
(Preventative
Maintenance)
Best and Lowest
Bidder
Commercial Aquatic Services, Inc.
Best Bidder Justification
Commercial Aquatic Services, Inc. has satisfactorily provided pool maintenance and prompt repair services for the City for
several years. In addition, Commercial Aquatic Services, Inc. has continued to provide competitive pricing and dependable
service. Based on these criteria, staff recommends Commercial Aquatic Services, Inc., the lowest bidder, as the best
bidder.
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Request Amount
FY 2018-19 Budget
Public Works Department Account # Total Contract Amount
$80,000 01800004.529480 $424,810
Future year funding is contingent on Council budget approval.
Prepared By: Kyla Johnson, Senior Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. Commercial Aquatic Services, Inc. Oaks Form
REFERENCE:
Agreement No. 10728
(CCS)