CITY OF POMONA
COUNCIL REPORT
April 18, 2022
To: Honorable Mayor and Members of the City Council
From: James Makshanoff, City Manager
Submitted By: Benita DeFrank, Neighborhood Services Director SUBJECT: AWARD OF CONTRACT TO SERVICE 1ST FOR AQUATIC MAINTENANCE SERVICES RECOMMENDATION:
It is recommended that the City Council take the following actions:
Award a contract to Service 1st for a three-year agreement, with two one-year renewal options for a not-to-exceed amount of $465,696.
Authorize the City Manager to execute the three-year agreement with two one-year renewal options with Service 1st to provide aquatic maintenance services for the City.
EXECUTIVE SUMMARY
The City does not currently have a contract for aquatics maintenance, as it expired on August 22, 2021. The City’s formal procurement procedure was followed and a competitive Request for Proposals (RFP) was issued. The award of this contract will ensure that aquatic maintenance and services will continue for City-owned pools.
FISCAL IMPACT: Service 1st quoted $155,232 for a full year of service. The summer aquatics budget crosses over fiscal years. There is sufficient funding in the FY 2021-22 Operating Budget and the proposed FY 2022-23 between the Ganesha Pool (101-4145-52929-00000) and Washington Pool account (101-4160-52929-00000) budgets.
PUBLIC NOTICING REQUIREMENTS: In accordance with Section 2-993.1(4)a of the City’s Purchasing Ordinance, a public notice inviting bids was posted on PlanetBids on December 9, 2021.
PREVIOUS RELATED ACTION: On April 19, 2021, the City Council awarded a one-year sole source agreement to YMCA of Orange County to provide aquatic maintenance and operations services for the 2021 summer season from May to August.
DISCUSSION
Approval of this recommendation will award the pool maintenance contract to Service 1st. Service 1st is highly qualified to provide maintenance services on City pools. They have over 35 years’ experience in performing commercial pool service, while providing balanced water treatment to ensure the longevity of pools and equipment.
Historically, the City has contracted with the YMCA since 2005 to provide aquatic operation services at Ganesha and Washington pools. In 2020, the contract with the YMCA expired and was not rebid, as there was not a pool season due to the COVID-19 pandemic. In 2021, Community Services entered into a one-year sole source agreement with the YMCA of Orange County to provide aquatic operations and maintenance services for the 2021 summer pool season.
On December 9, 2021, Request for Proposal (RFP) No. 2021-14 “AQUATIC SERVICES” was issued on the City’s electronic bidding platform, PlanetBids. The solicitation notified 15 potential vendors, of which 11 downloaded the RFP. Three (3) potential vendors attended the job walk and the City received one (1) proposal by the January 10, 2022 deadline.
Upon review of the proposal received, staff is proposing to enter into a three-year agreement, with two one-year renewal options, with Service 1st to provide year-round aquatic maintenance and services for City-owned pools for the proposed amount of $155,232 annually. The 2022 aquatics season will open to the public from the end of May through August.
The City also currently has an RFP out for pool operations.
COUNCIL PRIORITIES & GOALS: This item supports the June 21, 2021 City Council Priority 1: Fiscal and Operational Responsibility – Goal B: Improve efficiency and effectiveness of City services to businesses and residents and Priority 4: Safe and Clean Community – Goal M: Improve safety and cleanliness at parks and public spaces and Priority 5: Infrastructure – Goal O: Improve park facilities. `
Prepared by:
_____________________________
Monica Belloso
Technical Specialist II
Award of Pool Maintenance Contract to Service 1st