City Council Meeting: January 14, 2014

Agenda Item: 3-M  

To:                   Mayor and City Council 

From:              Martin Pastucha, Director of Public Works

Subject:          Bid Award for Water Feature Maintenance and Repairs

 

Recommended Action

Staff recommends that the City Council award Bid #F4114 to Advanced Aquatic Technology, Inc., a California-based company, in an amount not to exceed $80,000 for the remainder of FY 2013-14 to provide water feature maintenance services and repairs beyond the warranty at Tongva Park and Ken Genser Square, with two additional one-year renewal options in the amount of $156,900 for the second year and a 3% increase for the third year, for a total amount not to exceed $398,507 over a three-year period, with funding contingent upon Council budget approval.

 

Executive Summary

The City opened Tongva Park and Ken Genser Square in September 2013. Both parks have water features that require routine maintenance. In October 2013, the City solicited bids for the maintenance of these water features and repairs beyond the warranty. After reviewing the two bids received, staff recommends Advanced Aquatic Technology, Inc. as the best bidder for a total not to exceed amount of $398,507.

 

Discussion

The Tongva Park and Ken Genser Square water features are elements of the parks’ approved final design, and routine maintenance is required for optimal performance and to preserve design aesthetics. The Tongva Park water feature is operating and has a one-year warranty effective September 2013. The Ken Genser Square water feature maintenance and one-year warranty would begin once the water feature is confirmed fully operational. The City would be responsible to pay for repairs, which the contractor would perform, due to vandalism or damages outside the scope of the warranties.

 

Vendor Selection

In October 2013, the City published Notices Inviting Bids to provide water feature maintenance services to Tongva Park and Ken Genser Square in accordance with City specifications. The bid was posted on the City’s online bidding site and notices were advertised in the Santa Monica Daily Press in accordance with the City Charter and Municipal Code provisions. A total of 162 vendors were notified and 14 vendors downloaded the bid. Two bids were received and publicly opened on October 25, 2013 per Attachment A. 

 

Bids were evaluated on price, completeness of bid response, past experience, and the ability to provide maintenance services. Advanced Aquatic Technology, Inc. was the lowest bidder, has the required licenses, received positive references, and currently provides exemplary maintenance of the Douglas Park pond.  Based on these criteria, Advance Aquatic Technology, Inc. is recommended as the best bidder to provide maintenance and repairs beyond the warranty to the Tongva Park and Ken Genser Square water features.

 

Financial Impacts & Budget Actions

The purchase order to be awarded to Advanced Aquatic Technology, Inc. is for an amount not to exceed $398,507. Funds are available in the FY 2013-14 budget in division 4982 and division 4523. The purchase order will be charged to these accounts:

014982.544010                    $ 40,000                    

014523.533227                    $ 40,000                    

TOTAL                                    $ 80,000                    

Budget authority for subsequent budget years will be requested in each budget for Council approval. Future funding is contingent upon Council approval and budget adoption.

 

Prepared by:  Carlos Collard, Senior Administrative Analyst

 

Approved:

 

Forwarded to Council:

 

 

 

 

 

 

Martin Pastucha

Director of Public Works

 

Rod Gould

City Manager

 

Attachment: A – Bid Summary