SR - AGR-5576.B - ONGOING MAINTENANCE OF HART PARK POOL_
1. SUBJECT
Four year agreement with Commercial Aquatic Services, Inc. for ongoing maintenance, repair,
and chemical supplies for the Hart Park Pool in the amount not to exceed $132,045.
2. SUMMARY
The work under this Agreement will provide ongoing pool cleaning, preventative maintenance of
pool equipment, as needed repairs of equipment and other pool facility systems, and chemical
supplies for the Hart Park pools to meet City standards and all health and safety requirements for
public pools.
3. RECOMMENDED ACTION
Approve agreement and authorize the Mayor and the City Clerk to execute on behalf of the City.
4. FISCAL IMPACT
Funds are available to cover the costs for services in fiscal year 2016 -2017 (FY17) as follows:
100.7022.51420.00000 (Maintenance Contracts)
$21,647
5. STRATEGIC PLAN GOAL(S)
GOAL 3. Enhance and Promote Quality of Life in the Community
A. Refurbish, maintain, develop and /or expand public use places and spaces.
ITEM '3 • 5 1 10/11/2016
6. GENERAL PLAN IMPLEMENTATION
Natural Resources Element Goal 5.1: Maintain existing City parks at levels that provide
maximum recreational benefit to City residents.
7. DISCUSSION and BACKGROUND
Background
The Hart Park pools have been maintained for several years using contract services. Under the
current agreement, the services include preventative maintenance of pool equipment, regular pool
cleaning and maintenance, chemical supplies, and as needed repairs of equipment and pool
infrastructure. The current service agreement with Commercial Aquatic Services, Inc. expires
October 31, 2016, requiring a new agreement for these services.
Discussion
A Request for Bids (RFB) was advertised on August 10, 2016 for a four year service agreement.
The scope of services in the RFB is the same as in the previous contract. It required bidders to
provide an annual cost for each of the four years of the proposed agreement for pool maintenance
and preventative maintenance of equipment. Bidders were also required to provide unit costs for
chemical supplies and technician hourly rates for each of the four years.
Three bids were received on September 1, 2016. Commercial Aquatic Services, Inc. was selected
as the lowest responsible bidder based on the aggregate cost of all services and supplies over the
four year term of the proposed agreement. A bid abstract detailing the cost proposals from each
bidder is attached for reference.
The draft agreement includes allowances for chemical supplies and repair work based on
historical use and expenditures. Chemical use is estimated at $5,895 annually. Repair work is
budgeted at $12,000 per year, allowing for an average of 68 hours each year. The total average
annual cost of services is $33,000, for a total four year not to exceed amount of $132,045.
The term of the agreement will be from November 1, 2016 through November 30, 2020. The first
eight months of service will be funded in FY 17 at a cost of $21,647. Funds for this portion of the
agreement are available in Parks Division Maintenance Contracts. The remaining term of the
agreement is dependent upon City Council approval of sufficient funds for the agreement as part
of the annual budget process.
As is standard with all vendors who work in Hart Park, as part of the special instructions in the
RFB, the vendor was required to sign a letter acknowledging the historic significance of the pool
building and park walls. The acknowledgment outlines that the vendor is responsible for
preventing damage to the historic building and walls.
ITEM 2 10/11/2016
8. ATTACHMENTS
Bid Abstract
Draft Agreement
ITEM 3 10/11/2016
CITY COUNCIL MINUTES OCTOBER 11, 2016
3. CONSENT CALENDAR
AGREEMENTS
3.4 Agreements between the City of Orange and Environmental System Research
Institute, Inc. (ESRI) for (1) Enterprise License Agreement for the Citywide
Geographic Information System (GIS), and (2) ESRI Enterprise Advantage Program
to assist the City in the software upgrade and GIS data conversion. (A2100.0; AGR-
6397)
NOTE: Mayor pro tem Murphy recorded an abstention due to a potential conflict with
employment.
ACTION: 1) Authorized the appropriation from the Information Systems (780) unreserved
fund balance to the following expenditure account number:
780.1601.51670.00000 Information Systems — Professional Services $75,000
2) Authorized budget adjustments for the following expenditure account numbers as
follows:
Account Number Fund Decrease
790.1601.56033.20273 Computer Replacement $15,000
100.5011.51670.00000 General Fund $15,000
600.8011.51620.00000 Water Fund $5,000
Total Budget Adjustments $75,000
3) Approved Enterprise Licensing Agreement (ELA) with ESRI for a three -year term
(ESRI Agreement No. 2015ELA2281) totaling $310,000 paid in 3 year increments of
$75,000, $100,000, and $135,000 and authorized the Mayor and City Clerk to execute the
documents on behalf of the City. 4) Approved the ESRI Enterprise Advantage Program
(EEAP) Agreement between the City of Orange and ESRI in the amount of $130,000 to
assist the City with implementation of the Local Government Information Model, data
conversion, and training (ESRI Agreement No. 2015EAP2282) and authorized the Mayor
and City Clerk to execute the documents on behalf of the City. 5) Authorized the City
Manager to sign each one -year extension as long as they are consistent with this
Agreement.
3.5 Four year agreement with Commercial Aquatic Services, Inc. for ongoing
maintenance, repair, and chemical supplies for the Hart Park Pool in the amount not
to exceed $132,045. (A2100.0; AGR 5576.B)
ACTION: Approved the agreement with Commercial Aquatic Services, Inc. and
authorized the Mayor and the City Clerk to execute on behalf of the City.
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