City Council
Report
City Council Meeting: June 11, 2024
Agenda Item: 5.B
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Public Landscape Rick Valte, Public Works Director, Public Works Department Subject: Award Bid with Commercial Aquatic Services for Pool Repair and Maintenance
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 #4482 to Commercial Aquatic Services, Inc for the repair and maintenance of City pools and treated splash pads for the Public Works Department; and
3. Authorize the City Manager to negotiate and execute an agreement with Commercial Aquatic Services in an amount not to exceed $649,400, plus a contingency of $157,116, for a two-year term, with three one-year renewal options, on the same terms and conditions for a total amount not to exceed $806,516 over a five-year period, with future year funding contingent on Council budget approval.
Summary
To ensure the safe operation of the City’s pool facilities, the Public Landscape Division of the Public Works Department contracts out pool maintenance and repair services for pools at the Annenberg Community Beach House and Santa Monica Swim Center, and for the treated splash pads at Annenberg Community Beach House and Virginia Avenue Park. Staff recommends awarding Bid #4482 to Commercial Aquatics Services for pool maintenance and repair services for a total amount not to exceed $806,516 over a fiveyear period. 2 of 4
Discussion
The City employs aquatics maintenance workers to execute daily maintenance tasks for the City’s pools and treated splashpads. On top of these daily tasks, these facilities require routine maintenance to ensure the proper balance of water chemistry and a safe environment for the public. The Virginia Avenue Park and Annenberg Beach House splash pads undergo filter and chemical system maintenance on a weekly and biweekly basis, respectively. In addition, biweekly services are performed on the pool equipment at the Annenberg Community Beach House and Santa Monica Swim Center. The City must also address any equipment failures and as-needed repair work in a timely manner to prevent the shutdown of pool facilities. The City has contracted out these services for many years due to the specialized knowledge, skills, and equipment needed to perform the higher level maintenance and repairs required at these facilities.
Vendor Selection
Bidder Recommendation
Best Bidder Commercial Aquatic Services
Evaluation Criteria Price; the quality of the material or services offered; 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 shall have absolute discretion in determining the applicability and weight of the criteria listed above.
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
03/08/2024 City's
Online
Bidding
Site
Santa Monica Daily
Press
14 04/11/2024
Best Bidder Justification
Submittals Received
Hasa Inc. DBA Commercial Aquatic
Services $806,516 USA Management $1,019,814
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Two bids were submitted and evaluated by a panel comprised of administrative and operations staff from the Public Landscape Division of the Public Works Department, the Annenberg Beach House, and the Santa Monica Swim Center. The bid was drafted to represent the maintenance of each pool and treated splash pad, with both weekly and annual maintenance rates considered. Labor rates for repair work were also bid. Commercial Aquatic Services was the best and lowest bidder across the weekly and annual routine maintenance and, while the annual increases were a higher percentage, the base cost was low enough that the annual increases will not result in higher prices through the length of the agreement. In addition, Commercial Aquatic Services has had a positive working relationship with the City in the past.
Environmental Review
The award of an agreement for the maintenance of pools and treated splash pads at City facilities 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 pools and treated splash pads 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 Commercial Aquatic Services for the repair and maintenance of pools and treated splash pads across the City.
Contract Request
FY 2024-25
Request
Amount
Department Account #
Future year
amount Total Contract
Amount
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$39,625 11500001.550010 $231,700 $271,325
$40,421 01500020.529142 $426,577 $466,998
$7,775 01500020.529147 $60,418 $68,193
$87,821 $718,695 $806,516
Future year funding is contingent on Council budget approval.
Prepared By: Leah Cornelius, Staff Assistant III
Approved Forwarded to Council
Attachments:
A. Oaks Initiative Form - HASA, Inc.
B. Levine Act Disclosure Form - HASA, Inc.