Title
Resolution to Approve a Contract with Aquatic Source, LLC for On-Call Pool Mechanical Services for Up to Five Years, Not to Exceed $425,000
Memorandum
This resolution approves a contract with Aquatic Source, LLC for on-call mechanical services for City pools for three years, with two optional one-year extensions, not to exceed $425,000 total over the life of the contract.
Project Description: Each year the Parks and Recreation Services Unit utilizes pool services companies to perform pool opening inspections and maintenance, in-season repairs, ongoing maintenance and closing procedures at Fuller, Buhr, Veterans and Mack pools. Since 2014, the pools have spent an average of $50,000.00 - $65,000.00 between multiple companies to prepare, close and maintain the pools and the aging infrastructure. The goal of having one company on call to provide all services will help ensure consistent opening and closing procedures as well as consistent handling of all work done on each pool.
The projected cost of approximately $75,000 per year is more than the average for the last ten years; however, staff have increased their expectation given the concern that aging components at each of the pools may lead to larger than average expenses over the course of the contract. Staff have replaced numerous mechanical components at the pools in recent years, but additional work remains and older infrastructure remains in place.
The scope of services will consist of individual tasks to be determined and assigned during the contract period. The type of work may include, but is not limited to; the inspection and maintenance of all pool related appurtenances, acid washing of pool, pressure testing filtration systems, sensors, repair and/or installation of plumbing, pool heating boilers, pool chemical feed, process piping, pumps and valves, pool filtration systems, repair/replacement/calibration of chemical feeders, removal/replacement of sand and gravel within the filter. Examples of potential tasks include obtaining permits, maintenance of pool heating boilers, pool startup/shutdown, replacement of mechanical piping, and other mechanical activities to be determined by the City.
Budget/Fiscal Impact: It is requested that a service contract be approved for three years ending September 30, 2028 with an option to administratively extend for up to two additional one-year terms. If extended, the contract rates are subject to an escalation not to exceed 3%. Funding is available in the approved FY26 Parks Maintenance and Capital Improvements Millage. Continuation and extensions of the contracts in each fiscal year after June 30, 2026 will depend on funding within the Parks Maintenance and Capital Improvement Millage for that fiscal year.
A Request for Proposal (RFP #25-36) was advertised on the Michigan Inter-governmental Trade Network as well as on the City of Ann Arbor Purchasing website.
On August 21, 2025, bids were received and opened from two companies. Please see file attachment for bid information.
The bids were evaluated according to the criteria listed in the RFP (Qualifications, Past Involvement in Similar Projects and the Fee Proposal.) After scoring and evaluation, staff recommend moving forward with Aquatic Source, LLC.
Aquatic Source, LLC complies with the requirements of the City’s non-discrimination, prevailing wage, and living wage ordinances.
Staff
Prepared by: Scott Spooner, Deputy Manager, Parks & Recreation
Reviewed by: Josh Landefeld, Parks and Recreation Services Manager
Reviewed by: Derek Delacourt, Community Services Area Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, The Parks & Recreation Services utilizes pool services companies to open, close and provide in season maintenance to ensure the four city pools are functioning properly;
Whereas, Having a single company on call will provide consistent and quality maintenance;
Whereas, The City issued Request for Proposal #25-36 for On-Call Pool Mechanical Services at the City Pools and two bids were received, with the proposal from Aquatic Source, LLC being selected;
Whereas, Funding is available in the approved FY 26 Parks Maintenance and Capital Improvements Millage; and
Whereas, Aquatic Source, LLC has submitted all required Non-Discrimination, Prevailing Wage, Living Wage, and Conflict of Interest Disclosure forms and complies with the requirements of the City’s Non-Discrimination, Prevailing Wage and Living Wage Ordinances;
RESOLVED, That City Council approves a three-year general services agreement with Aquatic Source, LLC for on-call pool mechanical services with two optional one-year extensions, estimated at $75,000 per year and not to exceed $425,000 over the life of the contract, subject to funding for that fiscal year;
RESOLVED, That the Mayor and City Clerk are authorized and directed to execute said agreement after approval by the City Administrator and City Attorney; and
RESOLVED, That the City Administrator is authorized to take all appropriate actions to implement this resolution and the agreement, including authorization of work under the agreement and all determinations delegated to the City under the agreement, including renewal, extension, amendment, or termination.