SR 11-27-2018 3B
City Council
Report
City Council Meeting: November 27, 2018
Agenda Item: 3.B
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Facilities Maintenance
Subject: Award Bid to the Illini Companies, Inc. d/b/a Commercial Aquatic Services for
the Purchase of Pool Chemicals
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4361 to the Illini Companies, Inc. d/b/a Commercial Aquatic
Services, a California-based company, for the purchase of pool chemicals for the
Public Works Department; and
2. Authorize the Purchasing Services Manager to issue a purch ase order with the
Illini Companies, Inc. d/b/a Commercial Aquatic Services for the purchase of pool
chemicals in an amount not to exceed $88,500 for one year, with four additional
one-year renewal options including a 1% annual increase for years two through
four, for a total amount not to exceed $450,527 over a five-year period, with
future year funding contingent on Council budget approval.
Summary
To ensure a safe swimming environment for the public, the Facilities Maintenance
Division purchases pool chemicals for the routine maintenance of three public
swimming pools and two splash pads. These chemicals are necessary to maintain the
proper balance of water chemistry as required by the Los Angeles County Department
of Public Health (County). Staff recommends awarding Bid #4361 to Commercial
Aquatic Services for the purchase of pool chemicals for a total amount not to exceed
$450,527 over a five-year period.
Discussion
The City’s public pools require routine chemical deliveries to maintain the proper
balance of water chemistry and a safe environment for the public. To comply with the
County’s requirements and maintain a safe swimming experience for the public, s taff
regularly purchases muriatic acid, sodium hypochlorite, sodium bicarbonate and calcium
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chloride for the Annenberg Beach House, Santa Monica Swim Center and Virginia
Avenue Park.
The table below lists a breakdown of the amount staff recommends awarding to
Commercial Aquatic Services for the purchase of pool chemicals:
Contract Term
Requested %
Increase Amount
Year 1 - $88,500
Year 2 1% $89,385
Year 3 1% $90,279
Year 4 1% $91,182
Year 5 - $91,182
Total Amount Not to Exceed - $450,527
Vendor Selection
Bid Data
Bid Posting Date Bid Posted On
Bid Advertised In
(City Charter &
Municipal Code)
# of
Vendors
Downloaded
# of
Submittals
Received
Date
Publicly
Opened
10/01/2019 City's Online
Bidding Site
Santa Monica
Daily Press 16 03 10/19/2018
Submittals Received Selection Criteria
Leslie’s
Poolmart, Inc. $33.50/delivery
Municipal
Code SMMC 2.24.072
Commercial
Aquatic
Services
$102.10/delivery
Evaluation
Criteria
Price, previous experience, ability to deliver,
quality of product, and compliance with City
specifications.
Waterline
Technologies,
Inc.
$376.94/delivery
Best Bidder Commercial Aquatic Services
Best Bidder Justification
Commercial Aquatic Services is not the lowest bidder but submitted a more comprehensive
bid than the lowest bidder, Leslie’s Poolmart, Inc. The City requested that vendors offer
pricing for four pool chemicals and the associated shipping costs. The lowest bidder did not
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*Delivery includes: 1 gallon of muriatic acid, 1 gallon of sodium hypochlorite, 50 pounds of sodium
bicarbonate, 50 pounds of calcium chloride and associated shipping costs
Financial Impacts and Budget Actions
Staff seeks authority to award a purchase order with Commercial Aquatic Services for
the purchase of pool chemicals.
Purchase Order Request
Request
Amount
FY 2018-19 Budget
Department Account #
Total Contract
Amount
$88,500 01500019.550181 $450,527
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 Oaks Initiative Disclosure Form
provide pricing on two of the four pool chemicals and the associated shipping costs.
Commercial Aquatic Services has satisfactorily provided pool chemicals for the Public
Works Department for several years. Commercial Aquatic Services has continued to
provide the City with prompt deliveries, competitive pricing and quality product. Based on
these criteria, staff recommends Commercial Aquatic Services as the best bidder.