City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: APRIL 25, 2023 FROM: PARKS, RECREATION AND COMMUNITY WARDS: 1, 2, 3, 4 & 5
SERVICES DEPARTMENT
SUBJECT: FIRST AMENDMENT TO SERVICES AGREEMENT FOR ANNUAL SWIMMING POOL MAINTENANCE SERVICES WITH SERVICE FIRST FOR A TWO-YEAR TERM FROM JULY 1, 2023 TO JUNE 30, 2025, IN AN ANNUAL AMOUNT OF $214,439, FOR A TOTAL AMOUNT OF $428,878 ISSUE:
Approve the First Amendment to Services Agreement for Annual Swimming Pool Maintenance Services with Service First for a two-year term from July 1, 2023 to June 30, 2025, in an annual amount of $214,439, for a total amount of $428,878.
RECOMMENDATIONS:
That the City Council:
Approve the First Amendment to Service Agreement for Annual Swimming Pool Maintenance Services with Service First for a two-year term from July 1, 2023, to June 30, 2025, in an annual amount of $214,439, for a total amount of $428,878; and, Authorize the City Manager, or designee, to execute the First Amendment, including making minor and non-substantive changes.
BACKGROUND:
The Parks, Recreation and Community Services Department is responsible for the maintenance of seven City-owned swimming pools. On January 22, 2020, Request for Proposals (RFP) No. 2012 was issued seeking qualified vendors to provide swimming pool maintenance services. A mandatory pre-proposal meeting was held on January 30, 2020, and final proposals were due February 20, 2020.
A total of five prospective bidders attended the mandatory pre-proposal meeting and two proposals were received, one of which was deemed responsive. The proposal was reviewed for format and content, including qualifications, experience, equipment, and price.
After careful consideration, Service First was determined to be qualified and capable of meeting requirements found in RFP No. 2012.
On June 2, 2020, City Council approved a three-year contract with the option to extend for two additional years.
DISCUSSION:
The City of Riverside Parks, Recreation and Community Services Department operates seven aquatics facilities. Facilities provide recreational swim, senior swim, swim classes and lease facilities to educational institutions and non-profits for use. Consistent pool maintenance is critical to keeping aquatic facilities open and operating safely. Aquatic facilities generate revenue to assist in offsetting programming and maintenance costs. Service First has satisfactorily provided pool maintenance needs initially for three years, and staff recommends entering into a two-year extension to the agreement.
This Amendment is in accordance with Purchasing Resolution 23914, Section 1104 which allows for Change Orders and states, “Modifications to a Purchase Order shall be made only by Change Order. Subject to the availability of funds, Change Orders may be utilized for the purposes of…(5) modifying contract completion time or the term of a Contract...” and “...d) A Contract amendment which extends the term of the agreement beyond one year of the original expiration date.” The Purchasing Manager concurs with the recommendation to approve this Amendment and is in compliance with the Purchasing Resolution No. 23914.
STRATEGIC PLAN ALIGNMENT:
The work contributes to Strategic Priority 1 – Arts, Culture and Recreation, which aims to provide diverse community experiences and personal enrichment opportunities for people of all ages The agreement with Service First aligns with the Arts, Culture and Recreation Strategic Priority, and contributes to Strategic Goal 1.3 in addressing parks and open space maintenance needs.
This action aligns with each of the Cross-Cutting Threads as follows:
Community Trust – Maintained aquatic facilities serve the public interest and benefit the City’s diverse populations. Aquatic facilities provide access to pools through recreation swim, swim classes, senior classes and educational institutions and non-profits.
Equity – The City or Riverside maintains seven aquatics facilities located across the city. Recreation swim provides low-cost accessibility to pools during hot summer months.
Fiscal Responsibility – Aquatics facilities generate income which assist in offsetting costs. Maintained facilities ensures pools can remain open for rentals and revenue generating activities.
Innovation – The Agreement ensures that aquatics facilities are maintained and continue to be utilized for various community needs.
Sustainability & Resiliency – Pool maintenance services preserves facilities for future use.
FISCAL IMPACT:
The total impact of this action is $214,439 per year for a total contract amount of $428,878. Funding for fiscal 2023-24 is sufficiently available and the fiscal 2024-25 budget need will be programmed in the next two year budget in the General Fund, Parks & Recreation-Parks, Professional Services Account 5215000-421000.
Prepared by: Pamela M. Galera, Parks, Recreation and Community Services Director Certified as to
availability of funds: Edward Enriquez, Interim Assistant City Manager/Chief Financial Officer/City Treasurer
Approved by: Kris Martinez, Assistant City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachment: First Amendment to Service Agreement
Swimming Pool Maintenance Services · Page 2