City Council
Report
City Council Meeting: April 23, 2024
Agenda Item: 5.F
1 of 4
To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Public Landscape Subject: Award Bid 4475 to California Waters Development, Inc. to Provide Water Feature and Pond Maintenance Citywide
Recommended Action:
Staff recommends that the City Council:
1. Adopt a finding of categorical exemption pursuant to Section 15301 (Existing Facilities) of the California Environmental Quality Act (CEQA) Guidelines;
2. Award Bid #4475 to California Waters Development, Inc. for the repair and maintenance of water features for the Public Works Department; and
3. Authorize the City Manager to negotiate and execute an agreement with California Waters Development, Inc. for $1,285,596, plus a contingency of $186,429, for a two-year term, with three one-year renewal options, for a total amount not to exceed $1,472,025 over the five year period, with future year funding contingent on Council budget approval.
Summary
Water features provide aesthetic appeal and offer a respite from the busy city life here in Santa Monica. The Public Works Department manages seven water features and one living pond located throughout the city. These features add significant aesthetic value to the cityscape by providing a relaxing environment and enhancing the beautification of the city as a whole. To maintain these features, maintenance and repairs are needed by specialized contractors to ensure they remain a high functioning asset to the community.
Staff recommends awarding an agreement to California Waters Development, Inc. dba California Waters for maintenance and repair of the water features and the pond at Douglas Park for $1,285,596, plus a contingency of $186,429, for a total amount not to exceed $1,472,025 over a five-year period.
2 of 4
Discussion
The City requires debris removal, equipment and pump maintenance, water treatment, and aquatic plant treatment across seven water features managed by the Public Landscape Division of the Public Works Department. Weekly and annual maintenance services are needed at:
• Tongva Park (#1 - Play Deck Feature, #2 - Water Bay Water Feature, #3 - Ocean Avenue/Garden Walk Runnel Water Feature)
• #4 - City Hall’s Ken Genser Town Square (Town Square & Runnel Water Feature)
• #5 - Public Safety Facility
• #6 - Santa Monica Main Library
• #7 - Annenberg Community Beach House
Routine maintenance at these water features is vital to ensure efficient operations. Each location requires a site visit two to four times per week and detailed weekly inspection reports of work performed. Proper functioning of pumps and motors prevent algae growth, preserve water quality, avoid costly repairs, and properly clipped aquatic plant material ensures the functionality and visual appeal of the features. A larger, more substantial cleaning occurs annually, where the water feature is drained and thoroughly scrubbed at each location.
The Douglas Park pond is a living pond with plants and wildlife, often used as a resting ground by both migratory birds and Santa Monica community members alike.
Specialized and delicate attention is needed to maintain the wildlife habitat while keeping the aesthetic appearance of the pond intact. Preserving the ecological value of the pond requires weekly and annual maintenance, including safely housing the local turtle and fish population while the pond is undergoing the yearly deep cleaning.
The water feature at the Public Safety Facility is currently shut off due to the costs associated with its operation. In the event this feature is brought back online, the requested contract authority would be able to accommodate the additional services.
Vendor Selection
3 of 4
Bidder Recommendation
Best Bidder California Waters
Evaluation Criteria
(include all that apply)
Price; the ability, capacity and skill of the bidder to perform or provide the materials or services; the capacity of the bidder to perform the contract or provide the service promptly, within the time specified, and without delay or interference.
The City is not required to select the bid with the lowest price.
Municipal Code SMMC 2.24.180
Bid Data
Date
Posted Posted On
Advertise In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
1/4/2024 City's
Online
Bidding Site
Santa Monica Daily Press 16 2/9/2024
Best Bidder Justification
Two bids were submitted and evaluated by a panel comprised of staff from the Public Landscape Division of the Public Works Department. The bid was drafted to represent the maintenance of each water feature, with both weekly and annual maintenance rates considered. Labor rates for repair work were also bid. California Waters was the lowest bidder across the weekly and annual routine maintenance and offered lower annual increases through the length of the agreement. In addition, California Waters is located within the City of Santa Monica and has had a positive working relationship with the City in the past.
Environmental Review
The award of an agreement for the maintenance of water features at City facilities and the pond at Douglas Park is categorically exempt from CEQA pursuant to Section 15301 (Class 1 - Existing Facilities) of the CEQA Guidelines. Section 15301 provides exemption for the operation, repair, maintenance, permitting, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of use beyond that existing at the time of the lead agency's determination. The agreement is for the maintenance and repair of Submittals Received
California Waters $241,467 The Water Fountain
Guy $336,700
4 of 4
water features across the city and would not expand or materially change existing facilities or operations. Therefore, the award agreement is categorically exempt pursuant to Section 15301 of the CEQA Guidelines.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the General Fund and the Beach Fund to award an agreement with California Waters for the repair and maintenance of water features across the City.
Agreement Request
FY2024-25
Budget Request
Amount
Account Number Future Year Amount
Total
Contract
Amount
$237,088 01500023.550010 $1,134,780 $1,371,868
$20,031 11500001.525080 $80,126 $100,157
$257,119 $1,214,906 $1,472,025
Future year funding is contingent upon Council budget approval.
Prepared By: Peter Seller, Senior Administrative Analyst Approved Forwarded to Council
Attachments:
A. Oaks Initiative Form - California Waters
B. Levine Act Disclosure Form - California Waters