Title
Resolution to Approve a Service Contract with Aquatic Source, LLC. for On-Call Pool Mechanical Services at the City Pools for an Amount not to exceed $75,000.00 Annually for FY 21 - 23 with a Two-Year Renewal Option not to Exceed $75,000.00 Annually for FY 23 - 25
Memorandum
Attached for your action is a resolution to approve a Service Agreement with Aquatic Source, LLC. for On-Call Pool Mechanical Services at the City Pools.
Budget/Fiscal Impact: It is requested that a Service Contract be approved for two years ending September 30, 2022, for an amount not to exceed $75.000.00 annually for FY 21 - FY 23 with an option to administratively renew for two additional years with an amount not to exceed $75,000.00 annually for FY 23 - 25. If extended the contract rates are subject to an escalation not to exceed 3%. Funding is available in the approved FY21 Parks Maintenance and Capital Improvements Millage. Continuation and extensions of the contracts in each fiscal year after June 30, 2021 will depend on funding within the Parks Maintenance and Capital Improvement Millage for that fiscal year
Project Description: Each year the Parks and Recreation Services Unit utilizes pool services companies to perform pool opening inspections and maintenance, in-season repairs, on-going 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 not to exceed amount of $75,000.00 is more than any prior year’s expense total; however, staff are concerned that aging components at each of the pools may lead to larger than average expenses over the course of the contract. Staff has 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/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.
The project meets the following sustainability goals:
• Active living and learning
• Safe community
• Energy conservation
• Responsible resource use
A Request for Proposal (RFP #20-23) was advertised on the Michigan Inter-governmental Trade Network as well as on the City of Ann Arbor Purchasing website.
Bids were received from three companies:
Hourly Rate
Regular(M-F) / Overtime(M-F) / Sunday/Holiday / Trip Charges
Aquatic Source, LLC * $110/Hr $130/Hr $130/Hr $0
Baruzzini Aquatics $100/Hr $150/Hr $175/Hr $100
Northwest Pools, Inc. Non-compliant Bid documents
*Lowest Responsible Bid
Staff recommend moving forward with Aquatic Source, LLC. Aquatic Source, LLC has performed work at the City pools in recent years, including the mechanical room upgrades at Veterans Memorial Pool, and staff is satisfied with the quality of work.
The Parks Advisory Commission recommended approval of this contract at their September 15, 2020 meeting.
Staff
Prepared by: Josh Landefeld, Deputy Manager, Parks & Recreation
Reviewed by: Derek Delacourt, Community Services Area Administrator
Approved by: Tom Crawford, Interim 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 function;
Whereas, Having a single company on call will provide consistent and quality maintenance;
Whereas, The City issued Request for Proposal #20-23 for On-Call Pool Mechanical Services at the City Pools and three bids were received, with the proposal from Aquatic Source, LLC. being selected;
Whereas, Funding is available in the approved FY 21 Parks Maintenance and Capital Improvements Millage;
Whereas, The Parks Advisory Commission recommended approval of this contract at their September 15, 2020 meeting; 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 two-year Service Contract with Aquatic Source, LLC for On-Call Pool Mechanical Services at the City Pools for an amount not to exceed $75,000.00 annually for FY 21 - 23 with a Two-Year Renewal Option not to exceed $75,000.00 annually for FY 23 - 25 subject to funding for that fiscal year;
RESOLVED, That the City Administrator be authorized to extend the contract for one 2-year period provided both parties agree to an extension, and subject to an escalation of the contract rates in the first year of the extension not to exceed 3%, and subject to the availability of funding in each of those years; and
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said contract after approval as to substance by the City Administrator and approval as to form by the City Attorney.
RESOLVED, That the City Administrator be authorized to take the necessary
administrative actions to implement this resolution.