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AWARD SERVICE CONTRACT TO USA POOLS OF CALIFORNIA FOR THE POOL WATER AND FILTER SYSTEM MAINTENANCE (PUBLIC WORKS PROJECT NO. 15-33)
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to adopt the bid documents and specifications for the Pool Water and Filter System Maintenance (Public Works Project No. 15-33), and authorize the City Manager to execute a multi-year Service Contract in the amount of $434,950 to USA Pools of California, of San Francisco, CA (Attachment A).
It is further recommended the motion authorize the City Manager to take appropriate actions to carry out the purpose and intent of this motion.
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Summary
The City of Stockton owns seven pools at McKinley, Oak, Sousa, Victory, Brooking, Holiday, and Sherwood Parks, and one interactive water feature at Weber Point. A bid was issued in February 2015 for maintenance of McKinley, Oak, and Sousa pools and the interactive water feature at Weber Point. The recommended motion awards a multi-year Service Contract to USA Pools of California, the lowest bidder, in the amount of $434,950 to service, maintain, and monitor the water quality of these pools and the interactive water feature from May 25, 2015 through December 31, 2017. Funding for the contract services related to the pools will be incorporated into the Community Services - Recreation Department - Pools Division operating budget, and funding for services related to the interactive water feature will be incorporated into the Public Works Department - Parks Division operating budget.
Below is a summary of pool operators and maintenance providers for the 2015 swim season pending contract approval:
|
Pool |
Operator |
Maintenance Provider |
|
Weber Point Water Feature |
City of Stockton |
USA Pools |
|
McKinley |
Pending |
USA Pools |
|
Sousa |
Kids Club |
USA Pools |
|
Oak |
YMCA |
USA Pools |
|
Brooking |
YMCA |
Paragon Pools |
|
Sherwood |
Homeowners Association |
Homeowners Association |
|
Holiday |
Homeowners Association |
Homeowners Association |
|
Victory |
Closed |
Closed |
DISCUSSION
Background
The City, at one time, was solely responsible for aquatics programming and maintenance for four of the seven pools (McKinley, Oak, Sousa and Victory). The pools at Holiday, Sherwood and Brooking parks have been operated and maintained by homeowners associations since they were constructed or acquired.
In 2010, Community Services recommended a range of program and service reductions in an effort to address a deficit in the General Fund. In focus groups, town hall meetings, and public surveys, citizens expressed support for the aquatics program even if reduced in scope. Subsequently, as part of the staffing and cost reduction recommendations, short-term agreements were put in place, and full responsibility for maintenance, services and programming for all pools, except those operated and maintained by HOAs, was outsourced to community partner agencies. Other than providing some chemicals and assisting with mechanical system failures, the City ceased its direct participation in aquatics activities.
In late 2013, partner agencies communicated their mounting difficulties in complying with the contract terms, and in 2014, informed the City that new insurance requirements and maintenance expenses had risen to a level that they could not accommodate. Because of these increases in costs, partner agencies were relieved of maintenance responsibilities. This year, their subsidies reflect only the costs to operate pool programming. Public Works staff took over the maintenance of McKinley, Oak, and Sousa pools until bid specifications could be developed and a bid issued to select a maintenance and services contractor. The pool at Victory Park was taken out of service before the summer of 2014 due to excessive leaks that could not be repaired in a cost-effective manner. A capital improvement project request for the Victory Park pool was submitted as part of the 2015-2016 budget process, which would allow staff to study replacement alternatives and develop a design proposal.
Due to the seasonal demand and specialized nature of pool maintenance, Public Works staff is not able to provide ongoing, year-round care of the pools that complies with San Joaquin County Environmental Health Department regulations. Furthermore, during the time they maintained the pools, the non-profit organizations were primarily trained to manage swim programs and monitor water quality. The higher level of care required for comprehensive pool management such as hazardous materials storage, regulatory reporting, and equipment repair did not receive the attention that it deserved. Public Works staff concluded that retaining a contractor would be the safest and most cost-effective solution to address this situation.
Present Situation
The City currently maintains the interactive water feature at Weber Point and three pools (Oak, Sousa and McKinley). Aquatics programming for these pools is provided by outside contractors during the summer months. Brooking is currently being maintained by Paragon Pools, as maintenance did not revert to the City in time for the bidding process.
Pool operators have been secured for the 2015 summer season, but the maintenance needs to be transferred to a contractor. On February 26, 2015, the City advertised a contract for the Pool Water and Filter System Maintenance (Public Works Project No. 15-33). The contract is a multi-year contract with an initial term expiring December 31, 2017, and includes options for up to four one-year renewals. The pools are scheduled to open on May 23, 2015, for the summer season.
The contract scope requires the vendor to provide certified personnel to undertake routine daily water quality maintenance and to respond to emergency calls during the swim season. In order to protect the general public and comply with County regulations, the contract provides year-round service to maintain water quality. The contractor is also required to provide general and mechanical system maintenance to the pools and the water feature. In addition, the contractor is required to be on call and respond within 45 minutes, seven days per week in the event of contamination.
In addition to advertising in The Record, staff contacted four local and three regional pool contractors that might have an interest in bidding. On March 18, 2015, a mandatory pre-bid job walk was held and attended by representatives of four pool maintenance companies. The job walk toured each of the four facilities.
Bids were publicly opened on March 26, 2015, at 2:00 p.m., and the City received one bid from USA Pools of California. The bid contained a mathematical error in the Total Bid amount shown. This mathematical error can be corrected as provided for in the Instructions to Bidders for the pool project. The correct Total Bid is $434,950.
USA Pools of California (San Francisco, CA) $434,950
The bid from USA Pools of California, the apparent low bidder, is regular and responsive in all respects. The Engineer’s Estimate for the contract was $780,000, based on input from local pool supply companies. Accordingly, staff considers the bid from USA Pools of California to be reasonable and competitive. Maintenance for Brooking pool was not included as it reverted to the City after the bidding process was completed. Maintenance for Brooking will be done this season by Paragon Pools Inc. and will be evaluated for incorporation into the contract at a later date.
Staff recommends that Council approve a motion authorizing the City Manager to execute a multi-year Service Contract in the amount of $434,950 to USA Pools of California, of San Francisco, CA, for the scope and services outlined in the attached agreement.
FINANCIAL SUMMARY
The term of the Service Contract is from May 25, 2015, through December 31, 2017, in the amount of $434,950. Sufficient funds to pay for the services that will be rendered in the remaining weeks of Fiscal Year 2014-15 are available in the Community Services - Recreation Division (044-3632-590) and Public Works Parks Division (010-3070-590) accounts for the pools and interactive water feature. Appropriations sufficient for services rendered in Fiscal Year 2015-16 have been incorporated in the City Manager’s Proposed Budget in the same accounts.
Attachment A - Service Contract with USA Pools of California