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25-87461
CITY OF GLENDALE, CALIFORNIA
REPORT TO THE CITY COUNCIL
AGENDA ITEM
Report: Award of Contract to Wet Views for Citywide Pools & Splash Pads Maintenance
1. Motion awarding a contract to Wet Views for maintenance of Citywide Pools and Splash Pads, and authorize the City Manager, or designee, to execute a three-year contract with two (2) optional one-year extensions, for an amount not to exceed $763,966.
2. Resolution of Appropriation to appropriate $30,000 in the aquatics program for the current fiscal year contract for Citywide Pools and Splash Pad maintenance to include the maintenance of Pacific Pool, Palmer Wading Pool, Pacific Splash Pad and Fremont Splash Pad.
COUNCIL ACTION
Item Type: Consent Calendar
Approved for February 18, 2025 calendar
EXECUTIVE SUMMARY
The County of Los Angeles Department of Public Health requires that all public swimming pools, inclusive of wading pools and splash pads with circulation systems, be monitored and maintained by a County-certified swimming pool service technician. Community Services & Parks (CSP) has contracted this service out since the opening of the Pacific Community Pool.
CSP is recommending that Wet Views be awarded the contract, as the lowest qualified bidder, in an amount not to exceed $150,065 per year for the first three years, or $450,195 in total, with two optional one-year extensions, for a total amount not to exceed $763,966.
The bid Specification allowed for a maximum 3% annual cost escalation, but Wet Views did not propose an increase within the first three years. Since the vendor may increase prices after year three, the total not-to-exceed contract amount reflects the maximum 3% cost escalation in years four and five.
Staff is requesting an additional $30,000 in this fiscal year’s budget to provide services at the bid rate, which also includes funds for the maintenance of the new splash pads at Fremont and Pacific parks through June 30, 2025. By approving this contract, the pool and splash pad maintenance budget will need to increase by at least $100,065 annually for future years, which will be included as part of the annual budget process. In addition, staff will be requesting an increased appropriation of $15,400 for chemicals in the 2025- {{section.number}}d2
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26 budget and in future years to pay for the increased cost of chemicals with the operation of the new splash pads
RECOMMENDATION
That the City Council (1) pass a Motion awarding a contract to Wet Views for maintenance of citywide pools and splash pads, and authorize the City Manager to execute a three- year contract with two optional one-year extensions in an amount not to exceed $763,966; and (2) adopt a Resolution of Appropriation to appropriate $30,000 in the aquatics program to pay for the services in the current fiscal year.
ANALYSIS
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. Community Services & Parks (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. The contractor has also performed the specialty repairs of pool equipment.
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 current contract in the amount of $65,000 for the maintenance of Pacific Community Pool and Palmer Wading Pool was extended from its original expiration date of December 31, 2024, to March 31, 2025.
On December 10, 2024, Council approved 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. On December 11, 2024, an Invitation to Bid was released, inviting qualified pool maintenance companies to bid on a three- year contract for the maintenance of all City pools and splash pads.
Maintenance of the two existing pools includes two 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 bid the maintenance of all sites to be consolidated under one {{section.number}}d3
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contract. This will allow for staff to have one point of contact for all locations and provide consistency in the maintenance of each facility. The 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 the splash pads by decommissioning all of the equipment for and emptying all of the tanks, similar to winterizing the wading pool.
Staff held a job walk on January 7, 2025, and representatives from three vendors attended. Bids were due on February 5, 2025.
Two qualified vendors submitted bids: Wet Views and Sea Clear Pools, Inc. (City’s current contractor). The following is a summary of the bids received:
Bids Submitted
Vendor One-Year Quote Three-Year Quote
Wet Views $150,065 $450,195
Sea Clear Pools, Inc. $285,805 $857,415
Staff had estimated a one-year contract would cost approximately $230,000, based on previous years contract with Sea Clear Pools, Inc. and the current market for maintenance costs in speaking to counterparts in other cities. In evaluating the bids that were submitted, staff observed that Wet Views quoted lower monthly rates for both routine maintenance and emergency services. Sea Clear Pools, Inc.’s bid is 90% higher than Wet Views’ bid.
Wet Views currently provides maintenance service to USC, City of Pasadena, City of Duarte, La Cañada Unified School District, and Baldwin Park Unified School District, and it holds all of the required certifications and licenses to perform the work for Glendale. In addition, they are located in Arcadia, which will provide for an emergency service-call time within our requirements of 90 minutes’ response time.
Staff has budgeted $50,000 in the current fiscal year for the pool and wading pool maintenance. The cost of maintenance has increased based on the bid results, and the new contract also includes splash pad maintenance at 4 sites. Staff is requesting an additional appropriation of $30,000 in this fiscal year to ensure services through June 30, 2025, and as part of the annual budget process, an increase in future years of at least $100,065 annually, to fund the not-to-exceed contract of $150,065 per year for the first three years, or $450,195 in total, with two optional one-year extensions, for a total amount not to exceed $763,996. The maximum, five-year contract total reflects the maximum potential 3% cost escalation in years four and five. In addition, staff will be requesting an increased appropriation of $15,400 for chemicals in the 2025-26 budget and in future years to pay for the increased cost of chemicals with the operation of the new splash pads.
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The total contractual obligations appropriated to the Aquatics Program for all chemicals and maintenance will be $204,865 (increase of $115,465) in FY 2025-26 due to the increase in maintenance and chemical costs for the operation of all aquatics’ facilities.
STAKEHOLDERS/OUTREACH
CSP 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, residents and visitors to city facilities.
Staff advertised the Invitation to Bid on the City’s website, in the Glendale Independent Newspaper, and staff reached out directly to all vendors in the Purchasing Department’s database that downloaded or applied for the previous pool maintenance contract. This list included eleven vendors.
FISCAL IMPACT
The contract with Wet Views will cost up to $763,966 for a five-year period, which is $150,065 annually for the first three (3) years, with a maximum potential 3% increase allowed in years four (4) and five (5), compounded annually. For the remainder of this fiscal year, the anticipated cost of the contract is $42,350. Although $50,000 was budgeted in the Aquatics program for FY 2024-25 for maintenance services, only $12,350 remains available; thus, staff is requesting that Council appropriate an additional $30,000 from the General Fund Undesignated Fund Balance for FY 2024-25.
Staff will request an appropriation of funds for the remaining maintenance contract annually as part of the budget process.
The City Council approved funding is outlined below:
Existing Appropriation
Amount Account String Funding Source
$12,350 43110-1010-CSP-3009-P5261 General Fund
Requesting Appropriation
Amount From (Account
String)
To (Account String) Funding Source
$30,000 25300-1010-000 43110-1010-CSP-
3009-P5261
General Fund
Staff will also request additional $15,400 for chemicals as part of the budget process in future years.
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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 awarding a contract to Wet Views and appropriate additional funding and 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 enter into a contract with Sea Clear Pools, Inc. instead of Wet Views, which would cost at least $407,220 more for a three- year contract.
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 Approved by:
Roubik R. Golanian, P.E., City Manager
EXHIBITS/ATTACHMENTS
None.