REPORT TO COUNCIL
SUBJECT
Title
Action on Award of Contract for Pool Replastering Services at the George F. Haines International Swim Center to Adams Pool Solutions
Report
COUNCIL PILLAR
Enhance Community Sports, Recreational and Arts Assets
BACKGROUND
On January 18, 2024, after receiving a report on the conditions at the George F. Haines International Swim Center (ISC) that presented substantial risks to public health and safety, the City Manager directed that the ISC be closed immediately. At its meeting on January 30, 2024, the City Council requested that staff explore both temporary and permanent options to restore services.
On April 23, 2024, a Report to Council (RTC 24-336) was provided, summarizing the corrective actions required by the County Department of Environmental Health and the City’s Building Official to re-open the ISC. In that report, the cost to temporarily re-open the ISC (with a maximum occupancy of 200 people) was estimated to be approximately $1.9 million.
On June 25, 2024, a second Report to Council (RTC 24-120) was presented to the City Council seeking direction on one of two policy directions as follows: 1) Proceed with improvements that would provide for the temporary, re-opening of the ISC; or 2) proceed with actions that would continue the closure of the ISC pending the development of a permanent facility.
By a 6-1 vote, the City Council approved a motion directing staff to pursue the temporary reopening of the ISC at an estimated one-time cost of $1,860,000 with an additional ongoing annual expense of $53,955 for showers. The City Council also directed that the North and South restrooms adjacent to the ISC be re-opened so that the use of porta-potties could be discontinued and that the use of a Myrtha temporary modular pool option be removed from consideration due to its cost. Finally, the City Council directed staff to work with the County of Santa Clara to develop a plan for when the ISC could reopen. In discussions with County representatives, one key component of an acceptable plan required the replastering of both the racing and lap pools.
DISCUSSION
Pursuant to City Code Section 2.105.140(d), a formal Request for Bids (RFB) was conducted as the solicitation method for this procurement with award to the lowest responsive and responsible bidder.
In July 2024, staff published the RFB for Pool Replastering Services at the George F. Haines International Swim Center on the City’s e-procurement platform. Three responsive bids were received by the deadline. Bidders were required to submit labor and material costs to replaster the racing and training pools and upgrade the main drain setup of the training pool. The total bid amounts submitted by each bidder are listed below.
|
Bidder Name |
Total Bid Amount |
|
Adams Pool Solutions |
$420,072 |
|
Burkett’s Pool Plastering |
$484,075 |
|
USA Construction |
$985,680 |
Staff recommends awarding an agreement (Attachment 1) for pool replastering services at the ISC to Adams Pool Solutions, the lowest responsive and responsible bidder. The total compensation under the agreement will be $420,072, exclusive of applicable taxes.
ENVIRONMENTAL REVIEW
The action being considered is exempt for the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15301 “Existing Facilities” as the activity consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities mechanical equipment or topographical features involving negligible or no expansion of use beyond that existing at the time of the lead agencies determination.
FISCAL IMPACT
The total maximum compensation under the agreement for pool replastering services with Adams Pool Solutions is $420,072, plus applicable taxes. Additional funding of $400,000 is also available for contingency to cover costs for any unforeseen damages and necessary scope of services discovered during the course of the project. Funding is available in the Planning and Construction of Temporary and/or Permanent ISC Replacement Facility project in the Parks and Recreation Capital Fund.
COORDINATION
This report has been coordinated with the Finance Department and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Determine that the proposed action is exempt from CEQA pursuant to Section 15301 (Existing Facilities) of Title 14 of California Code of Regulations.
2. Authorize the City Manager to negotiate and execute an agreement with Adams Pool Solutions (Agreement) for Pool Replastering Services at the George F. Haines International Swim Center with maximum compensation not-to-exceed $420,072 plus applicable taxes, subject to the appropriation of funds, in final forms approved by the City Attorney;
3. Authorize the City Manager to negotiate and execute amendments to the Agreement to (a) increase the maximum compensation amount by $400,000 for a revised maximum compensation amount of $820,072 for additional time and materials to remedy any unforeseen damages discovered during the course of the project and (b) add or delete services consistent with the scope of services, subject to the appropriation of funds, in final forms approved by the City Attorney; and
4. Authorize the City Manager to negotiate and execute an agreement with Burkett’s Pool Plastering in the event Adams Pool Solutions is unable to provide the services, subject to the total maximum compensation amount of $820,072 and the appropriation of funds, in final forms approved by the City Attorney.
Staff
Reviewed by: Cynthia Bojorquez, Assistant City Manager/Acting Director, Parks and Recreation
Approved by: Jovan Grogan, City Manager
ATTACHMENTS
1. Agreement with Adams Pool Solutions (Draft)