TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Leslie Hardy, Community and Library Services Director
1. Subject
title
Agreement with HASA, Inc. for maintenance of Hart Park Pools; Bid No. 24-25.10.
body
2. Summary
A four-year agreement to provide scheduled pool cleaning, preventative maintenance of pool equipment, as needed repairs of equipment and pool facility systems, and pool chemicals for the Hart Park pools to meet City standards and all health and safety requirements for public pools. The four-year not to exceed agreement total is $223,222.80. The not to exceed agreement amount for the first year of services is $50,983.20.
3. Recommended Action
recommendation
Approve the four-year agreement with HASA, Inc. in the amount of $223,222.80 for maintenance of the Hart Park pools; and authorize the Mayor and City Clerk to execute on behalf of the City.
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4. Fiscal Impact
The expense for this agreement is $50,983.20 (annual amount) and will be funded through General Fund (100):
100.7022.51420.00000 - Maintenance Contracts
100.7022.53530.00000 - Chemicals
This agreement is for four years totaling $223,222.80, payable in multiple installments. Future installments will be requested in conjunction with the respective annual operating budgets.
5. Strategic Plan Goals
Goal 3: Enhance Public Communication Strategy and Quality of Life
Objective 3.7: Continue to offer high quality and efficient city led recreation programs
6. Discussion and Background
Community Services utilizes contract services to maintain and repair the Hart Park pools. The current scope of work includes preventative maintenance of pool equipment, regular pool cleaning and monthly maintenance, chemical supplies, and as needed repairs of equipment and pool infrastructure. The current service agreement expires March 31, 2025, requiring a new agreement for these services.
A request for bids (Bid No. 24-25.10) was advertised for pool maintenance, consistent with the current scope of services. The bid includes costs for pool chemicals and technician hourly rates. Two bids were received:
|
Company |
City Location |
Bid Amount |
|
1. HASA, Inc. |
Anaheim, CA |
$275,019.00 |
|
2. USA Pools of California |
Los Angeles, CA |
$478,000.00 |
The figures above reflect the total tabulated bid amount by bidder, including chemical costs and annual pool cover removal and associated costs that were included as a part of an addendum to the request for bids. Due to cost considerations, City staff determined that the pool cover Addendum No. 1 item will not be included in the scope of services for award. The revised applicable bid amounts, with the addendum bid line item removed, for the lowest and second lowest bidders respectively become $186,019.00 and $466,000.00. Therefore, the lowest responsible bid is from HASA, Inc. (HASA). Staff verified the qualifications of the contractor with references provided. HASA is also the current provider and has provided satisfactory pool services. The proposed annual agreement costs are comprised of preventative maintenance, cleaning services, chemical procurement costs as well as a twenty percent (20%) contingency for as needed repairs. The costs by service type are outlined in the attached agreement and an overview is shown in the table below:
|
AGREEMENT YEAR |
APPLICABLE TERM |
ANNUAL AMOUNT (W/CONTINGENCY ) |
|
YEAR 1 |
April 1, 2025 - March 31, 2026 |
$ 50,983.20 |
|
YEAR 2 |
April 1, 2026 - March 31, 2027 |
$ 54,620.40 |
|
YEAR 3 |
April 1, 2027 - March 31, 2028 |
$ 57,372.00 |
|
YEAR 4 |
April 1, 2028 - March 31, 2029 |
$ 60,247.20 |
|
AGREEMENT TOTAL |
$ 223,222.80 |
While the current budget does not fully support the maintenance costs through the end of Fiscal Year 2024-2025 (FY25), staff have identified sufficient salary savings within the department to cover this $16,000 shortfall. These savings are a result of vacant and/or unfilled staff roles, which have allowed for the reallocation of funds to address immediate maintenance needs. As is standard with all vendors who work in Hart Park, as part of the special instructions in the bid, the vendor is required to sign a letter acknowledging the historical significance of the Hart Park Pool building and Park walls. The acknowledgment outlines that the vendor is responsible for preventing damage to the historic building and walls.
Summer 2025 Aquatics Program and Pool Usage
The Summer 2025 aquatics program offered at Hart Park Pool will be modified to focus on the American Red Cross Learn-to-Swim program. This program will utilize existing aquatics part-time staff and provide lifesaving swim lessons out of the small instructional pool for six weeks during the summer to reduce program costs. The large pool will not be open for lessons, aqua aerobics, pool rentals, or recreational swim. While the large pool will not be open to the public, a level of maintenance, similar to how it’s maintained during the off season, is still needed.
7. ATTACHMENTS
• Agreement with HASA, Inc.