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APPROVE MOTION TO AWARD A SERVICE CONTRACT FOR POOL WATER AND FILTER SYSTEM MAINTENANCE
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Award a three-year Service Contract not to exceed the amount of $114,300 annually, for a total of $342,900 to USA Pools of California/USA Management, LLC, of San Francisco, CA, for Pool Water and Filter System Maintenance, Project No. OM-19-019.
2. Authorize the City Manager to execute up to four one-year extensions to this Service Contract, at an annual cost of $114,300, for a cumulative seven-year contract total not to exceed the amount of $800,100.
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
The City is responsible for maintenance of the swimming pools located in Brooking, Oak, and Sousa Parks. On November 15, 2018, the City received one bid for this project. Staff recommends Council award a three-year Service Contract to USA Pools of California/USA Management, LLC, in the amount of $342,900. The initial contract will expire December 31, 2021, with the option for four one-year extensions (Attachment A). The Service Contract will be funded from the Fiscal Year (FY) 2018-19 Community Services Department - Recreation (CSD) operations budget.
DISCUSSION
Background
The City owns seven pools located in McKinley, Oak, Sousa, Victory, Brooking, Holiday, and Sherwood Parks, and one interactive water feature at Weber Point Events Center. The pools at Holiday and Sherwood Parks have been operated and maintained by homeowners’ associations (HOA) since they were constructed or acquired. Victory and McKinley pools are currently closed and nonoperational due to age and vandalism damage. The City operates the remaining three pools: Oak, Brooking, and Sousa.
On May 19, 2015, by Motion No. 2015-05-19-1215, the City contracted with USA Pools of California/USA Management, LLC to provide daily water and pool equipment maintenance, as well as on-call emergency pool services for the facilities at Oak, Sousa, and McKinley Parks, and for the interactive water feature at the Weber Point Events Center.
At the time of award, the pool at Brooking Park was operated and maintained by a HOA. Brooking Park pool maintenance was later incorporated into the City’s maintenance Service Contract with USA Pools of California/USA Management, LLC through a contract change order.
During September 2015, after closure following the summer swim season, extensive vandalism and theft occurred at McKinley Park pool. The pool remains closed due to the cost of needed repairs.
The fountain at Weber Point Events Center was closed and removed from the maintenance contract in 2017. Regulations for the operation of a public interactive water features changed, and fountain upgrades are required to reopen the Weber Point fountain. Design of the necessary upgrades for the fountain at Weber Point Events Center is underway with Formosa Fountains of Fullerton, California. Design plans, specifications, and construction cost estimate are anticipated to be complete in spring 2019.
The maintenance Service Contract with USA Pools of California/USA Management, LLC was set to expire December 31, 2017, and was extended for one additional year through December 31, 2018. The following table summarizes the status of the City’s pool and fountain facilities through December 31, 2018:
|
Facility |
Status* |
Water & Filter System Maintenance Provider |
Aquatic Programming Operator Provider |
|
Oak Park Pool |
Open |
USA Pools/USA Mgmt. |
YMCA |
|
Sousa Park Pool |
Open |
USA Pools/USA Mgmt. |
YMCA |
|
Brooking Park Pool |
Open |
USA Pools/USA Mgmt. |
YMCA |
|
Victory Park Pool |
Closed 2014 |
N/A |
N/A |
|
McKinley Park Pool |
Closed 2015 |
N/A |
N/A |
|
Weber Point Events Center Fountain |
Closed 2017 |
N/A |
N/A |
|
Sherwood Park Pool |
Open |
HOA |
HOA |
|
Holiday Park Pool |
Open |
Recreation Association |
Recreation Association |
*“open” in this table refers to the normal operating season that typically runs from the Memorial holiday weekend through the Labor Day holiday weekend.
YMCA operates the pools at Oak, Sousa, and Brooking Parks by contract with the City. The 2019 season will be the third year of a three-year initial term for this contract.
Present Situation
On October 25, 2018, the Pool Water and Filter System Maintenance, Project No. OM-19-019, was advertised for bids. A pre-bid job walk was held on November 6, 2018 and attended by three vendors touring each of the three facilities: Oak, Sousa, and Brooking Parks. On November 15, 2018, one bid was received with the following result:
|
COMPANY NAME |
BID AMOUNT |
|
USA Pools of California/USA Management, LLC (San Francisco, CA) |
$342,900 |
|
Engineer’s Estimate |
$650,000 |
The requirements of Stockton Municipal Code (SMC) section 3.68.090, Local Business Preference, apply to this project. The bid from USA Pools of California/USA Management, LLC, the only bidder, is responsive and regular in all respects. USA Pools of California/USA Management, LLC has the proper license to perform the work. Staff recommends Council award a Service Contract to USA Pools of California/USA Management, LLC, in the amount of $342,900 (Attachment A). The Service Contract is a multi-year contract with an initial term expiring December 31, 2021, with the option for four one-year extensions. The pools are scheduled to open on May 24, 2019, for the summer season.
The Service 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. To protect the public and to comply with San Joaquin County Health Department regulations, the Service 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 30 minutes, seven days per week in the event of contamination.
Any additional or replacement aquatics facilities that are constructed using Strong Communities or other capital funding during the term of this maintenance contract can be added by change order as needed.
FINANCIAL SUMMARY
The Service Contract with USA Pools of California/USA Management, LLC for Pool Water and Filter System Maintenance, Project No. OM-19-019, is funded from the FY 2018-19 CSD - Recreation operations budget. Sufficient funding is available for the first year of the proposed Service Contract. This Service Contract will be funded on an annual basis from the CSD - Recreation account no. 083-3632-590. Future funding will be allocated during the annual budget process.
There is no additional impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended action.
Attachment A - Service Contract with USA Pools of California/USA Management