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Placentia City Council
AGENDA REPORT
CITY COUNCIL
CITY ADMINISTRATOR
DEPUTY CITY ADMINISTRATOR/ PUBLIC SERVICES & INFASTRUCTURE MAY 16, 2023
SUBJECT: AWARD OF MAINTENANCE SERVICES AGREEMENT TO HASA INC., FOR
SWIMMING POOL AND FOUNTAIN MAINTENANCE SERVICES
FISCAL
IMPACT: EXPENSE: $53,250 ANNUAL CONTRACT AMOUNT
PROPOSED BUDGET: $53,250 FY 2023-24 OPERATING BUDGET
(104076-6130)
SUMMARY:
This proposed maintenance services agreement provides for swimming pool and fountain maintenance services for the City's fountain located at City Hall, and the two (2) public swimming pools located at the Whitten and Gomez Community Centers. The scope of work for this contract includes annual preventative and seasonal monthly pool maintenance along with extraordinary repairs and emergency response. The City issued a Notice Inviting Bids for these services and bids were received on April 20, 2023, from two (2) contractors. The low bidder is Hasa, Inc., (Hasa) which is the City's current pool and fountain maintenance contractor. Staff recommends City Council award a three-year agreement to Hasa for a not -to -exceed amount of $159,750 with one (1) potential two-year extension for an additional not -to -exceed amount of $53,250 per year.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve a Maintenance Services Agreement with Hasa Inc. for Public Swimming Pool and Fountain Maintenance Services for an amount not -to -exceed $159,750 for an initial three-year contract term with the option to extend for one (1) additional two-year term for an amount not -to -exceed $53,250 per year; and
2. Authorize the City Administrator to approve contract change orders up to 10% of the annual contract average of $53,250; and
3. Authorize the City Administrator and/or his designee to execute all necessary documents, in a form approved by the City Attorney; and
1.g.
May 16, 2023
City Council Agenda
May 16, 2023
4. Authorize the City Administrator to approve the eligible contract term extension for one (1) additional two-year term based upon contractor performance and at the discretion of the City.
STRATEGIC PLANNING STATEMENT
There is no specific Strategic Planning Statement or Objective associated with this agenda item.
DISCUSSION:
The City offers free recreational swim at the Gomez and Whitten Community Center swimming pools. Free recreational swim is a nine (9) week program open to all residents and non- residents which begins on June 1 and ends on August 31. Between September 1 and May 31, the pools are open on a per reservation basis.
Since April 2016, Hasa has been performing maintenance services at the City's two pools, and fountain at City Hall. The contract scope of work for pool and fountain maintenance services will provide for annual preventative and seasonal maintenance services such as filter servicing, vacuuming, on-site inspections, and monitoring the pump room equipment and the chlorine and PH levels. Additionally, Hasa has provided the inventory of needed chemicals at both locations and extraordinary repair services.
The City solicited competitive bids for these services and on April 20, 2023, the City received two (2) bids from pool and fountain maintenance contractors, a summary of which are noted in the table below:
Contractor Bid Amount
Hasa Inc. $159,750
Aqua Source $178,970
Staff reviewed the bids received for mathematical and other errors and it was determined that the apparent responsive, responsible low bid was submitted by Hasa. Staff conducted a reference check on Hasa who received favorable reviews from other clients, and they have performed well for Placentia for the past several years. Based on the bid amount received and the reference check, Staff recommends the City Council award a Maintenance Services Agreement to Hasa, Inc., for a not -to -exceed amount of $53,250 per year.
FISCAL IMPACT:
The agreement with Hasa, Inc. is for three (3) years for a cumulative not -to -exceed contract amount of $159,750, with the option to extend for one (1) additional two-year term for an amount not -to -exceed $53,250 per year, based upon contractor performance and at the discretion of the City. Funding for the Pool and Fountain Maintenance Services is included in the proposed Fiscal Year 2023-24 Operating Budget.
1 City Council Agenda
May 16, 2023
Prepaid by:
Joel Cardeas
Public Wo s Superintendent
Luis Estevez
Deputy City Administrator
Reviewed and approved:
Jennifer,' ampman
Director of Finance
Reviewed and approved:
Damien R. Arrula
City Administrator
Attachment:
Maintenance Services Agreement with Hasa, Inc.