REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement with Pacific Water Art, Inc.
Report
BACKGROUND
The Public Works Department in coordination with the Convention Center Maintenance District #183 property management company, Orchard Property Management, oversees the exterior maintenance and repairs at the Santa Clara Convention Center Complex.
There are three water fountains located on the Convention Center property. The fountains are situated in front of the Techmart Office Complex, the Hyatt Hotel and the Convention Center.
DISCUSSION
A Request for Proposal (RFP) process was utilized to solicit proposals for water fountain preventative maintenance and on-call repairs. The RFP was advertised in March 2018 and one proposal was received on April 5, 2018. The qualifications of the proposer were evaluated by staff from the Building Maintenance Division of Public Works. Pacific Water Art, Inc. was selected for several reasons including past performance, qualified staff, experience and cost. Pacific Water Art, Inc. has provided services for the Maintenance District prior to the recent drought and they provide existing services at other City water fountain locations. The District Partners approved turning the water fountains back on and maintaining them on a regular basis. Staff is recommending approval of a three year agreement not to exceed $125,615 with Pacific Water Art, Inc.
The goal of this agreement (Attachment 1) is to provide water fountain preventative maintenance and on-call repairs. These services will keep the fountains clean, operating smoothly and will fix any deficiencies. The preventative maintenance schedule includes 2 weekly visits at each fountain. Typical duties include cleaning, water testing, checking pump operations and general maintenance. The on-call repair portion of the agreement will be used in the event the fountains experience any problems that require service which may include troubleshooting, parts replacement or other repairs.
ENVIRONMENTAL REVIEW
The action being considered is exempt from the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15301 “Existing Facilities” as the activity consists of the restoration or rehabilitation of deteriorated or damaged structures, facilities, or mechanical equipment.
FISCAL IMPACT
The amount to be paid to Pacific Water Art, Inc. shall be for an amount not-to-exceed $125,615 over a three-year term. Staff has estimated that the City will spend $74,196 for the preventative maintenance during the term of the agreement. The subject agreement contains an additional amount of $40,000 for on-call repairs and an additional 10% contingency in the amount of $11,419. The estimated cost of on-call repairs is based on an estimate of past years expenditures. This cost was included as part of the 2018/19 Maintenance District #183 Budget and will be included in future budget development for the remaining years of this agreement.
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) Approve and authorize the City Manager to execute an Agreement for the Performance of Services with Pacific Water Art, Inc. for an amount not-to-exceed $125,615 over a three year term of the Agreement; and
2) Authorize the City Manager to make minor modifications to the Agreement, if necessary.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Agreement