A G E N D A
SPECIAL MEETING: GLENDALE CITY COUNCIL
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DECEMBER 10, 2024
ROLL CALL
-
2:00 PM
-
Report of the City Clerk of the City Council, re: Posting of Agenda. The Agenda for the Tuesday, December 10, 2024 Special Public Meeting of the City Council was posted on December 6, 2024, on the Bulletin Board Outside City Hall.
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SP CC
A
SPECIAL PUBLIC MEETING
of the City Council is hereby called to meet at
2:00
PM
on
Tuesday, December 10, 2024
, in the Council Chamber, 613 E. Broadway, 2nd Floor
,
Glendale, CA 91206 to consider the following item(s) of business, to wit;
1. Glendale Water & Power, re: Presentation on GWP Ratemaking Methodology
2. Glendale Water and Power, re: Amendment No. 1 to the City’s Existing Three-Year Term Annual Purchasing Contract with Badger Meter, Inc. for the Furnishing of Miscellaneous Water Meters and Water Meter Parts
a. Resolution dispensing with competitive bidding and authorizing the Deputy Director of Finance - Purchasing, or his designee, to execute Amendment No. 1 to the existing Three- Year Annual Purchasing Contract No. 8001599, with Badger Meter, Inc., to increase the contract amount by $550,000 for a new total not-to-exceed contract amount of $700,000, and to extend the term of the contract for an additional three years
3. Community Services and Parks, re: Adopting Specifications for Citywide Pools and Splash Pads Maintenance Services
a. Resolution Adopting Specifications for the Citywide Pools & Splash Pads Maintenance Services Project, Specification No. 4005, and Directing the City Clerk to Advertise for Bids b. Resolution to dispense with competitive bidding and authorize the City Manager or designee to extend Purchasing Contract No. 8002370 with Sea Clear Pools, Inc. through March 31, 2025, and increase its not-to-exceed (NTE) amount by $15,000, for a total NTE amount of $65,000, to provide uninterrupted pool maintenance and equipment services
ADJOURNMENT
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SP CC
2 CITY OF GLENDALE, CALIFORNIA
REPORT TO THE CITY COUNCIL
AGENDA ITEM
Report: Amendment No. 1 to the City’s Existing Three-Year Term Annual Purchasing Contract with Badger Meter, Inc. for the Furnishing of Miscellaneous Water Meters and Water Meter Parts.
1. Resolution dispensing with competitive bidding and authorizing the Deputy Director of Finance - Purchasing, or his designee, to execute Amendment No. 1 to the existing Three-Year Annual Purchasing Contract No. 8001599, with Badger Meter, Inc., to increase the contract amount by $550,000 for a new total not-to-exceed contract amount of $700,000, and to extend the term of the contract for an additional three years.
COUNCIL ACTION
Item Type: Action Item
Approved for December 10, 2024 calendar
EXECUTIVE SUMMARY
The intent of this staff report is to request that the City Council dispense with competitive bidding and authorize the Deputy Director of Finance - Purchasing to execute Amendment No. 1 to the existing Three-Year term Annual Purchasing Contract with Badger Meter, Inc., to increase the contract amount by $550,000 for a new total not-to-exceed contract amount of $700,000, and to extend the term of the contract for an additional three years.
RECOMMENDATION
Authorize the Deputy Director of Finance - Purchasing to execute Amendment No. 1 to the existing Three-Year term Annual Purchasing Contract with Badger Meter, Inc., to increase the contract amount by $550,000 for a new total not-to-exceed contract amount of $700,000, and to extend the term of the contract for an additional three years.
ANALYSIS
Badger Meter, Inc. water meters have been used exclusively by GWP since 2011 due to their superior quality and features. Between 2005 and 2011, GWP installed 35,228 Badger water meters as part of the Grid Modernization Project. The continued exclusive use of Badger water meters allows GWP to maintain consistency and reliability of the existing water distribution system, as well as an ability to continue to adopt the same AMI/MDMS Grid Modernization Standards.
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8 On June 1, 2022, the City, entered into the current three-year purchasing Contract No. 8001599 for $150,000 ($50,000/year) with Badger Meter to supply the GWP Warehouse with new water meters on an “as needed” basis. The contract provided for a $50,000 per Fiscal Year maximum allowance, through the issuance of Purchase Orders, with a contract expiration date of May 31, 2025. These water meters are used by GWP water construction crews for new customer-paid water service installations, and for replacing old or broken active-service water meters. In the past year, the GWP Water Section has seen a substantial increase in the demand and request for new water service installations, especially in recently constructed multi-family residential complexes where for, as an example, up to 30 water meters might be required to be installed for a single address. Also, many property owners have been constructing Accessory Dwelling Units (ADU) and are requesting an additional water meter installation to individually meter the water use of the ADU structure.
In addition to the increased demand, the selling price of the water meters has also increased due to inflation; thus, resulting in diminished purchasing power. This increased demand for water meters has resulted in a depletion of the $50,000 annual contract allocation for the current FY much earlier than was expected. As of December 2024, only $1,449.01 is remaining in the contract. The current contract will expire on May 31, 2025, and additional funds are needed in order to purchase the water meters that will be needed to meet demands.
As part of a separate project, GWP is in the preliminary phase of a comprehensive meter replacement project which is estimated to be completed in 2028. In the interim, extending this current contract with Badger Meter will allow GWP to maintain consistency and reliability of the existing water distribution system, as well as an ability to continue to adopt the same AMI/MDMS Grid Modernization Standards until the completion of the comprehensive meter change-out program in 2028.
The City Council has approved funding for the current fiscal year under Water Distribution O&M. GWP will seek necessary appropriations for future years during the annual budget cycle.
STAKEHOLDERS/OUTREACH
Not applicable.
FISCAL IMPACT
GWP currently has a three-year contract with Badger Meter, Inc. for $150,000, which ends on May 31, 2025. Staff is requesting an increase to the contract amount by $550,000 for a new total not-to-exceed contract amount of $700,000, and to extend the term of the contract for an additional three years.
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8 The City Council approved funding for the current fiscal year for Water Distribution O&M expenditures including water meters is outlined below:
Existing Appropriation
Amount Account String Funding Source
$550,000 GL: 52100-5950-GWP-0020-P0000
PL: GWP01061AA
Water Customer Paid
Capital Fund
ENVIRONMENTAL REVIEW (CEQA/NEPA)
This item is considered a ministerial activity and therefore, not subject to CEQA review.
CAMPAIGN DISCLOSURE
In accordance with the City Campaign Finance Ordinance No. 5744, attached to this Report as Exhibit A, is the disclosure form for Badger Meter, Inc. which contains the names and business addresses of the members of the board of directors, the chairperson, CEO, COO, CFO, and any person or entity with more than 10% interest or more in the company.
ALTERNATIVES TO STAFF RECOMMENDATION
Alternative 1: Choose not to approve the requested action to dispense with competitive bidding and increase the contract amount by $550,000 for a new total not- to-exceed contract amount of $700,000, while extending the term of the contract for an additional three years. This will result in a shortage of water meters for FY 2025 that will impact private development projects that require the installation of water services for newly constructed dwelling and office structures.
Alternative 2: Consider any other alternative not proposed by staff.
ADMINISTRATIVE ACTION
Submitted by:
Manuel Robledo, Interim General Manager - Glendale Water and Power Prepared by:
Chisom Obegolu, P.E., Assistant General Manager - Water Approved by:
Roubik R. Golanian, P.E., City Manager
EXHIBITS/ATTACHMENTS
Exhibit A: Campaign Finance Disclosure for Badger Meter, Inc. 5 of 20
1 RESOLUTION NO. ________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GLENDALE,
CALIFORNIA, DISPENSING WITH COMPETITIVE BIDDING AND AUTHORIZING THE DEPUTY DIRECTOR OF FINANCE – PURCHASING, OR HIS DESIGNEE, TO EXECUTE AMENDMENT NO. 1 TO THE EXISTING THREE-YEAR ANNUAL PURCHASING CONTRACT WITH BADGER METER INC. TO INCREASE THE CONTRACT AMOUNT BY $550,000 FOR A NEW TOTAL NOT-TO-EXCEED CONTRACT AMOUNT OF $700,000 AND TO EXTEND THE TERM OF THE
CONTRACT FOR AN ADDITONAL THREE YEARS
WHEREAS, Glendale Water and Power Department’s (“GWP”) has been using Badger Meter Inc. (Badger) water meters exclusively since 2011; and WHEREAS, between 2005 and 2011 GWP installed 35,228 Badger water meters as part of the Grid Modernization Project; and
WHEREAS, the continued exclusive use of Badger water meters allows GWP to maintain consistency and reliability of the existing water distribution system, as well as an ability to continue to adopt the same AMI/MDMS Grid Modernization Standards; and
WHEREAS, on June 1, 2022, the City entered into the currently existing three- year contract with Badger to supply the GWP warehouse with new water meters on an “as needed” basis; and
WHEREAS, the existing contract with Badger has an expiration date of May 31, 2025; and
WHEREAS, in the past year, GWP Water Section has seen a substantial increase in the demand and request for new water service installations, especially in recently constructed multi-family residential complexes and Accessory Dwelling Units (ADU); and
WHEREAS, in addition to the increased demand, the selling price of the water meters has also increased due to inflation; thus, resulting in the need for additional funds; and
WHEREAS, based on the foregoing, the City Council finds it in the best interests of the City to dispense with competitive bidding and authorize the Deputy Director of Finance - Purchasing, or his designee, to execute Amendment No. 1 to the existing three-year Annual Purchasing Contract with Badger, Contract No. 8001599, to increase the contract amount by $550,000 for a new total not-to-exceed contract amount of $700,000, and to extend the term of the contract for an additional three years.
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2 NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF GLENDALE, CALIFORNIA:
The City Council hereby dispenses with competitive bidding and authorizes the Deputy Director of Finance - Purchasing, or his designee, to execute Amendment No. 1 to the existing three-year Annual Purchasing Contract with Badger Meter, Inc., Contract No. 8001599, to increase the contract amount by $550,000 for a new total not to exceed contract amount of $700,000, and to extend the term of the contract for an additional three years.
Adopted by the Council of the City of Glendale on this ___ day of _________, 2024.
________________________________
Mayor
ATTEST:
_____________________________________
City Clerk
STATE OF CALIFORNIA ) SS.
COUNTY OF LOS ANGELES )
I, Suzie Abajian PhD, City Clerk of the City of Glendale, hereby certify that the foregoing Resolution No. _______________ was adopted by a majority vote of the Council of the City of Glendale, California, at a regular meeting held on the ______ day of ______________________, 2024, and that the same was adopted by the following vote:
Ayes:
Noes:
Absent:
Abstain:
________________________
City Clerk
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3 CITY OF GLENDALE, CALIFORNIA
REPORT TO THE CITY COUNCIL
AGENDA ITEM
Report: Adopting Specifications for Citywide Pools and Splash Pads Maintenance Services.
1) Resolution Adopting Specifications for the Citywide Pools & Splash Pads Maintenance Services Project, Specification No. 4005, and Directing the City Clerk to Advertise for Bids.
2) Resolution to dispense with competitive bidding and authorize the City Manager or designee to extend Purchasing Contract No. 8002370 with Sea Clear Pools, Inc. through March 31, 2025, and increase its not-to-exceed (NTE) amount by $15,000, for a total NTE amount of $65,000, to provide uninterrupted pool maintenance and equipment services.
COUNCIL ACTION
Item Type: Action Item
Approved for December 10, 2024 calendar
EXECUTIVE SUMMARY
The Community Services & Parks (CSP) Department contracts with a third party to service the Pacific Community Pool and Palmer Wading Pool. The County of Los Angeles Department of Public Heath requires that public swimming pools with a recirculating system be monitored and maintained by a County-certified swimming pool service technician. CSP has contracted this service out to Sea Clear Pools, Inc. since the opening of the Pacific Community Pool, and the transition of Palmer Wading Pool from a “fill-and- drain” pool to a recirculation system. This has proven to be more cost-effective than establishing a full-time City staff position to handle the required monitoring, while still requiring a contractor to perform the specialty repairs of pool equipment.
With the upcoming four splash pads (Pacific Park, Fremont Park, Cerritos Park, and Central Park), staff will add maintenance services to the existing scope of work. All of the new splash pads contain a recirculation system and will require a County-certified technician to monitor. With this addition, the contract for pool monitoring, maintenance, and repair must be opened to formal bidding.
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0 In the interim, staff proposes to extend the existing contract for maintenance and equipment services with Sea Clear Pools, Inc., which is set to expire on December 31, 2024, by three months, through March 31, 2025, and increase it by $15,000, for uninterrupted services until a new contract is awarded and executed to include maintenance and repairs of all pools and splash pads citywide.
RECOMMENDATION
Approve (1) a Resolution adopting specifications for the Citywide Pools & Splash Pads Maintenance Services Project and directing the City Clerk to advertise for bids; and (2) a Resolution to dispense with competitive bidding and authorize the City Manager or designee to extend Purchasing Contract No. 8002370 with Sea Clear Pools, Inc. through March 31, 2025, and increase its NTE amount by $15,000, for a total NTE amount of $65,000.
ANALYSIS
Sea Clear Pools, Inc. has maintained the Pacific Community Pool since its grand opening. It has consistently been awarded the maintenance contract due to its low pricing in multiple competitive bidding processes. The existing contract in the amount of $50,000 for the maintenance of Pacific Community Pool and Palmer Wading Pool is set to expire December 31, 2024. This contract was last competitively bid in October 2019, and Sea Clear Pools, Inc. was awarded three annual purchasing contracts, each with an NTE amount of $50,000. The contractor agreed to keep its pricing constant, allowing the City to issue two additional, one-year purchasing contracts, the latter of which expires December 31, 2024.
Maintenance of the two existing pools includes two (2) minimum visits per week to each location that has a recirculation system. The contractor checks the water quality, pumps and sensors, backwashes the filters as needed, and logs all information in an on-site logbook as well as online. These must be made available to the County for inspection at any scheduled or unscheduled inspection. In addition, the contractor performs larger maintenance services monthly and semi-annually, such as cleaning all sensors and probes, checking the chlorine injector, rebuilding the chemical pumps, and replacing the filter media as needed. At Palmer Wading Pool, the contractor also assists with opening the pool annually for the summer season, filling it with water, balancing the chemicals, and ensuring the filters are working properly. At the end of the summer season, the contractor winterizes the wading pool by turning off all pumps and filters and covering the pool. Due to the imminent opening of Pacific Splash Pad and Fremont Splash Pad, as well as upcoming construction on Central Park Splash Pad and Cerritos Splash Pad, CSP determined that the maintenance of all sites should be consolidated under one contract. This will allow staff to have one point of contact for all locations and provide consistency in the maintenance of each facility. The selected contractor will be responsible for the above-mentioned maintenance services at the two pools, as well as similar duties at the splash pad locations. In addition, the contractor will open the splash pads prior to the start of each season, balancing all water chemicals, preparing the chemical and filter pumps, and inspecting and ensuring all spray nozzles are operational. At the end of each season, the contractor will winterize 13 of 20
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0 the splash pads by decommissioning all of the equipment and emptying all of the tanks, similar to winterizing the wading pool.
With the addition of the splash pad maintenance service, the annual cost of maintenance is projected to increase to approximately $230,000, thus requiring a formal bid process with specifications. This is an estimate, as old splash pads used fresh water and didn’t have the same maintenance/monitoring requirements that come with a recirculation system. In addition, the current contractor has endeavored to keep its cost of services constant for the Pacific Community Pool and Palmer Wading Pool, but constant costs are not expected going forward, especially with the addition of splash pad maintenance.
Given the need for a formal bid process, with specifications, staff is requesting an extension of the existing contract with Sea Clear Pools, Inc. through March 31, 2025, and an increase of $15,000, for an NTE amount of $65,000 to continue servicing the pool through the formal bid process and award of a new contract. Extension of the existing contract with Sea Clear Pools, Inc. will provide enough time to solicit bids, review them, and bring a report back to Council for approval and award. Without the extension, Pacific Community Pool would have to close because there would be no technician to maintain it.
It is unknown at this time what the fiscal impact of the new contract amount will be on the existing budget. Based on the bid results, staff will likely return to City Council to request appropriation of additional funds, as the pool costs are expected to increase and additional services for the Fremont Park and Pacific Park Splash Pads were not originally budgeted in the FY 2024-2025 budget. Funding for maintenance of the Cerritos and Central Park splash pads will be budgeted in future fiscal years as those projects near completion.
STAKEHOLDERS/OUTREACH
The Community Services & Parks Department provides outdoor recreational activities throughout the City to improve the quality of life for residents and visitors. By utilizing contractors to maintain and repair all pool and splash pad equipment and maintain water quality, staff ensures the safety of participants and meet the requirements set by the County of Los Angeles Department of Public Health.
Stakeholders include:
•City Employees
•City Residents
•Visitors to City Facilities
Public outreach for these ongoing maintenance contracts is not customary.
FISCAL IMPACT
The contract amendment with Sea Clear, Inc. will cost $15,000, which was included as a part of the FY 2024-25 budget. No new appropriation is being requested at this time. 14 of 20
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0 The City Council approved funding is outlined below:
Existing Appropriation
Amount Account String Funding Source
$15,000 43110-1010-CSP-3009-P5261 General Fund
There is no fiscal impact associated with the adoption of specifications and the advertisement for bids at this time. The estimated annual cost for the new maintenance and repair contract for the pools and splash pads across all locations is approximately $230,000 per year. When staff returns for Council to award the contract, staff will request an additional appropriation to continue operating the pools and open the new splash pads as the projects complete construction.
ENVIRONMENTAL REVIEW (CEQA/NEPA)
The action being considered is categorically exempt from CEQA pursuant to CEQA Guidelines Section 15301 in that consists of the operation, repair, or maintenance of existing public facilities involving negligible or no expansion of former use. Moreover, because it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, it is exempt from CEQA. (CEQA Guidelines Section 15061(b)(3).)
CAMPAIGN DISCLOSURE
This item is exempt from campaign disclosure requirements.
ALTERNATIVES TO STAFF RECOMMENDATION
Alternative 1: The City Council may reject the resolutions to hire staff to provide these services in-house. This option would cost more than the proposed contracts by requiring the City to hire additional certified staff, and purchase and maintain additional equipment.
Alternative 2: The City Council may choose to approve fewer services than recommended. Deferring approval would prevent the operation of one or more aquatic facilities or delay preventative maintenance and repairs of equipment, likely adding costs in the future for larger repairs due to lack of maintenance.
Alternative 3: The City Council may consider any other alternative not proposed by staff.
ADMINISTRATIVE ACTION
Submitted by:
Onnig Bulanikian, Director of Community Services & Parks Prepared by:
Gabrielle Goglia, Community Services Manager
Tereza Aleksanian, Assistant Director of Community Services & Parks 15 of 20
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0 Approved by:
Roubik R. Golanian, P.E., City Manager
EXHIBITS/ATTACHMENTS
None.
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3 RESOLUTION NO. __________
A RESOLUTION OF THE COUNCIL OF THE CITY OF GLENDALE, CALIFORNIA,
ADOPTING PLANS AND SPECIFICATIONS FOR THE
CITYWIDE POOLS AND SPLASH PADS MAINTENANCE SERVICES PROJECT, SPECIFICATION NO. 4005, AND DIRECTING THE CITY CLERK TO ADVERTISE FOR BIDS.
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF GLENDALE:
SECTION 1.The plans and specifications on file in the Office of the City Clerk for the Citywide Pools & Splash Pads Maintenance Services Project, including the various documents incorporated therein, are hereby approved, adopted, designated and shall hereafter be known as Specification No. 4005.
SECTION 2.The City Clerk is hereby directed to advertise for bids for the work, equipment and materials described in these plans and specifications adopted by this Resolution.
Adopted this _____ day of ____________, 2024.
____________________________
Mayor
ATTEST:
__________________________
City Clerk
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES )
CITY OF GLENDALE )
I, Suzie Abajian, Ph.D., City Clerk of the City of Glendale, certify that the foregoing Resolution No. _____________ was Adopted by the Council of the City of Glendale, California, at a regular meeting held on the _____ day of ___________, 2024, the same was adopted by the following vote:
Ayes:
Noes:
Absent:
Abstain:
___________________________
City Clerk
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3 RESOLUTION NO. __________
A RESOLUTION OF THE COUNCIL OF THE CITY OF GLENDALE, CALIFORNIA, DISPENSING WITH COMPETITIVE BIDDING; AND AUTHORIZING THE CITY MANAGER OR DESIGNEE TO EXTEND PURCHASING CONTRACT NO. 8002370 WITH SEA CLEAR POOLS, INC. THROUGH MARCH 31, 2025, BY AN AMOUNT NOT TO EXCEED $15,000, FOR A TOTAL AMOUNT NOT TO EXCEED $65,000.
WHEREAS, in 2019, the City of Glendale (“City”) issued Request for Question No. 403106 (“RFQ”), which sought quotations for pool maintenance and equipment services at the Pacific Community Pool and Palmer Wading Pool from October 15, 2019, through September 1, 2022; and
WHEREAS, the City determined that, in response to the RFQ, Sea Clear Pools, Inc., was the lowest responsible bidder, and was therefore awarded Purchasing Contract No. 8000689 in 2019, No. 8001344 in 2020, and No. 8001344 in 2021; and WHEREAS, in both 2022 and 2023, because Sea Clear Pools, Inc. agreed not to increase its costs quoted in response to the RFQ, the City and Sea Clear Pools, Inc. entered into Purchasing Contract Nos. 8001932 and 8002370, respectively; and WHEREAS, Purchasing Contract No. 8002370, the operative purchasing contract, expires December 31, 2024; and
WHEREAS, in addition to the Pacific Community Pool and Palmer Wading Pool, the City will soon open the Pacific Splash Pad and Fremont Splash Pad, and begin construction of the Central Park Splash Pad and Cerritos Splash Pad; and WHEREAS, as the above-referenced facilities open to the public, annual costs are projected to significantly increase above current costs to approximately $230,000, requiring formal competitive bidding; and
WHEREAS, the City anticipates that approximately three months are required to solicit and review bids, and for the City Council to approve the award of a new contract for pool maintenance and equipment services; and
WHEREAS, without extension of Purchasing Contract No. 8002370, the City would be required to close the Pacific Community Pool because no City personnel are certified by the County of Los Angeles Department of Public Health, as required, to monitor and maintain it; and
WHEREAS, an exception to competitive bidding may be found where the City Council determines that it is in the best interest of the City to dispense with competitive bidding; and
WHEREAS, given the City’s interest in providing athletic, instructional, recreational, and training opportunities in aquatics, particularly to youth in the community, it appears that adequate justification exists and it is in the City’s best interest—upon the recommendation of the Director of Community Services & Parks—to 18 of 20
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dispense with competitive bidding and authorize the City Manager or a designee extend Purchasing Contract No. 8002370 through March 31, 2025, by an amount not to exceed $15,000, for a total amount not to exceed $65,000.
NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF GLENDALE, CALIFORNIA:
1. The foregoing facts are deemed to be true and correct and are a basis for dispensing with competitive bidding and authorizing the expenditure of funding necessary to provide uninterrupted pool maintenance and equipment services through March 31, 2025.
2. The Council hereby:
A. Dispenses with competitive bidding; and
B. Authorizes the City Manager or a designee to extend Purchasing Contract No. 8002370 with Sea Clear Pools, Inc. through March 31, 2025, by an amount not to exceed $15,000, for a total amount not to exceed $65,000.
Adopted this _______ day of _____________, 2024.
_____________________
Mayor
ATTEST:
_______________________
City Clerk
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STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES )
CITY OF GLENDALE )
I, Suzie Abajian, Ph.D., City Clerk of the City of Glendale, certify that the foregoing Resolution No. _____________ was Adopted by the Council of the City of Glendale, California, at a regular meeting held on the _____ day of ___________, 2024, the same was adopted by the following vote:
Ayes:
Noes:
Absent:
Abstain:
___________________________
City Clerk
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