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APPROVE MOTION TO AWARD A SERVICE CONTRACT FOR THE POOL AND WATER FILTER SYSTEM MAINTENANCE PROJECT
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Award a multi-year Service Contract through December 31, 2026, not to exceed the amount of $830,683, to All Seasons Pool Service of Lodi, California, for Pool and Water Filter System Maintenance, Project No. OM-22-016.
2. Authorize the City Manager to execute up to two optional one-year extensions to the original term of the Service Contract, in the amounts of $184,179 and $189,012, for a total not to exceed amount of $1,203,874.
3. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process.
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, Holiday, Oak, and Sousa Parks (Attachment A).
On November 11, 2021, the City advertised a Request for Proposals (RFP) for the Pool and Water Filter System Maintenance, Project No. OM-22-016. Two firms submitted proposals for this project. The Selection Committee evaluated the proposals and found All Seasons Pool Service of Lodi, California, to be the most qualified and highest ranked firm.
It is recommended that Council approve a motion authorizing the City Manager to execute a multi-year Service Contract in the not to exceed amount of $830,683 with All Seasons Pool Service (Attachment A). The initial contract will expire on December 31, 2026, with the option for two additional one-year extensions by mutual agreement. With the extensions, the total contract amount is $1,203,874. The Service Contract will be funded from the Community Services Department’s operations budget.
DISCUSSION
Background
The City owns seven pools located at Brooking, Holiday, Oak, Sousa, McKinley, Victory and Sherwood Parks, in addition to the water feature at the Weber Point Events Center.
The City operates and maintains the pools at Oak, Sousa, Brooking and Holiday Parks, plus the Weber Point Events Center fountain. The pools at McKinley and Victory Parks are under the City’s purview but continue to be closed due to age and vandalism. Design renovations are currently underway for both the McKinley and Victory Park pool sites.
The pool at Sherwood Park has been operated and maintained by a homeowner’s association (HOA) since it was constructed.
On February 5, 2019, the City executed a Service Contract with USA Pools of California/USA Management, LLC as authorized by Council Resolution No. 2019-02-05-1116. The Service Contract, in the amount of $342,900, was for pool water and filter system maintenance for a three-year term, which began January 1, 2019. The contract expired on December 31, 2021, with the option of four one-year extensions. Public Works’ staff did not recommend renewing the current contract with USA Pools of California/USA Management, LLC.
Present Situation
On September 14, 2021, the City advertised a RFP for Pool and Water Filter System Maintenance. One proposal was received and did not meet the minimum requirements.
On November 11, 2021, the City re-advertised the RFP for the Pool and Water Filter System Maintenance, Project No. OM-22-016. On November 24, 2021, two proposals were received from the following:
• All Seasons Pool Service (Lodi)
• USA Pools of California/USA Management, LLC (San Francisco)
A Selection Committee comprised of Community Services and Public Works Departments staff evaluated and ranked both proposals based on each firm’s experience, quality of work, qualifications of staff, ability to meet the City’s required response times, cost and local preference.
All Seasons Pool Service received the highest ranking based on the noted criteria and was determined to be the most qualified firm for this project. All Seasons Pool Service’s proposal is responsive and regular in all respects. All Seasons Pool Service has the proper licenses to perform the work.
Staff recommends that Council approve a motion to award a multi-year Service Contract, not to exceed the amount of $830,683, to All Seasons Pool Service for the Pool and Water Filter System Maintenance project (Attachment B). The initial contract will expire on December 31, 2026, with the option for two additional one-year extensions by mutual agreement.
The contract requires the vendor to provide certified personnel to perform routine daily water quality maintenance and to respond to emergency calls during the swim season. To protect the public and to 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. In addition, the contractor is required to be on call and respond within 30 minutes, seven days per week in the event of contamination.
For the 2022 summer season, an aquatics operator has been secured at Brooking, Holiday, Oak, and Sousa Parks by the Community Services Department. The pools are scheduled to open on May 28, 2022.
Findings
Pursuant to SMC section 3.68.070, Council may approve findings which support an exception to the competitive bidding process. These findings include:
1. Pool and water filter maintenance service requires certified and licensed personnel to perform routine daily water quality maintenance and to respond to emergency calls during the swim season requiring an experienced, qualified contractor who has successfully provided services of similar frequency and scope.
2. The City does not have the specialized equipment or sufficient number of qualified staff available to perform the work required of this project.
3. Use of the RFP process is appropriate for this Service Contract because, in addition to cost, it relies on the evaluation of professional qualifications and performance as the basis for selection of a vendor. Use of the criteria helps ensure selection of a vendor that will provide professional, responsive, and timely service, which is in the public interest.
FINANCIAL SUMMARY
The Service Contract with All Seasons Pool Service for the Pool and Water Filter System Maintenance, Project No. OM-22-016, will be funded from the FY 2021-22 Community Services Department’s Recreation operations budget Account No. 5025-000-630012-210-50-50-000-000. Sufficient funding is available for the remainder of FY 2021-22 and future funding will be allocated during the annual budget process.
The contract will be funded at the set annual fees listed below and in accordance with the project terms:
Multi-Year Contract Term Annual Cost
April through December 31, 2022 $139,290
January 1, 2023 through December 31, 2023 $166,302
January 1, 2024 through December 31, 2024 $170,576
January 1, 2025 through December 31, 2025 $174,996
January 1, 2026 through December 31, 2026 $179,519
Multi-Year Contract Term Subtotal $830,683
Optional Two One-Year Extensions Annual Cost
January 1, 2027 through December 31, 2027 $184,179
January 1, 2028 through December 31, 2028 $189,012
Optional Two One-Year Extensions Subtotal $373,191
Contract with Optional Extensions TOTAL $1,203,874
There is no additional impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended actions.
Attachment A - Vicinity Map
Attachment B - Service Contract with All Seasons Pool Service