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Agenda Report
1 September 16, 2024
TO:
FROM:
SUBJECT:
Honorable Mayor and City Council
Parks, Recreation and Community Services Department
AUTHORIZE THE CITY MANAGER TO ENTER INTO A FIVE-YEAR
CONTRACT WITH ALBERTO PEREZ DBA WET VIEWS TO PROVIDE
POOL MAINTENANCE SERVICES AT TWO CITY POOLS FOR AN
AMOUNT NOT TO EXCEED $804,939
It is recommended that the City Council:
1. Find that the action proposed herein is covered by the commonsense exemption set forth in State CEQA Guidelines Section 15061(b)(3) as CEQA only applies to projects that may have a significant effect on the environment; and
2. Award contract to lowest and best bid dated May 11, 2024 submitted by Alberto Perez dba Wet Views in response to the project plans and specifications for furnishing and delivering swimming pool maintenance and services, and authorize the City Manager to enter into a five-year contract for an amount not-to-exceed $804,939 which includes the base contract amount of $731,763 and a contingency of $73,176 to provide for any change orders.
BACKGROUND:
The Parks, Recreation and Community Sen/ices Department (PRCS) provides both year-round and summer aquatics programs at two city facilities, Honorable John J.
Kennedy at Robinson Park and Villa Parke. In November 2023, the pool maintenance contractor Caliber Pools informed PRCS that it was going out of business and no longer able to provide these services. In December 2023, PRCS advertised a notice inviting bids to secure a multi-year agreement for these services with a certified pool maintenance service provider. Due to some issues with the bid specifications, staff recommended, and the City Council rejected all bids in March 2024. From December 2023 - present, aquatics facility operator certified PRCS staff have been providing routine pool maintenance services until a multi-year contract with a certified pool maintenance service provider can be executed.
On April 11, 2024, a revised notice for inviting bids was published on OpenGov, in the Pasadena Press, and posted on the City of Pasadena website. Notices were sent to 3,076 vendors. A total of 23 vendors downloaded the formal bid specifications. i
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MEETiNG OF 9/16/2024AGENDA STEM NO.JL
Contract Award - Pool Maintenance Services
September 16, 2024
Two responses were received by the bid closing date of May 11,2024. No submissions were received from Pasadena vendors.
The bid results are as follows:
BidderLocationAnnual Amount
1. Wet Views
2. USA Management
Arcadia, CA
Gumming, GA
$272,645.50
$670,318.00
The bid specifications and the original bidder pricing indicated the estimated poolchemical purchases based upon the maximum pool capacity at both locations. Uponevaluating the pool chemical application for each pool in FY 2024 and identifying thepool manufacturer's chemical requirements, the calculated amount is approximately70% less than the amount of pool chemicals requested in the bid specifications. Thebidder will honor their bid pricing for actual pool chemicals purchased by the City. Theproposed contract includes pool maintenance service visits at John J. Kennedy poolthree times per week year-round, and at Villa Parke pool twice per week from September through May, and three times per week from June through August. The agreement also includes on-call repair services. PRCS recommends awarding thiscontract to Wet Views, as the responsive and responsible lowest bidder, for five yearsnot exceeding $804,939 which includes a 10% contingency amount.
COUNCILPQLICY CONSIDERATION:
This action supports the City Council's strategic planning goal to improve, maintain, andenhance public facilities and infrastructure. In addition, the contract ensures publicsafety, promotes quality of life, and improves mobility and accessibility throughout theCity of Pasadena.
ENVIRONMENTAL ANALYSIS:
The action proposed herein is covered by the commonsense exemption set forth inState CEQA Guidelines Section 15061(b)(3) as CEQA only applies to projects that mayhave a significant effect on the environment. Where it can be seen with certainty thatthere is no possibility that the activity in question may have a significant effect on theenvironment, the contract award is not subject to CEQA.
Contract Award - Pool Maintenance Services
September 16, 2024
FISCAL IMPACT:
Approval of the recommended action will result in a total contract award of $804,939 over five years. The Department will utilize existing budgeted appropriations in the FY 2025 operating budget. The Department will budget future appropriations during the annual operating budget cycle.
Respectfully submitted,
Prepared by:
KOKO PANOSSIAN
Director of£a£ks^Recreation and
Hjnity Services'Department
Enriqu^Arroyo
Management Analyst
Approved by:
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MIGLJITMARQUEZ
City Manager