HomeMy WebLinkAboutItem 14 - Agreement with Service First - Pool MaintenancePublic Works Agency
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Item # 14
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
March 5, 2024
TOPIC: Pool Maintenance Services
AGENDA TITLE
Amend the Agreement with Service First for Pool Equipment Repair Services on an as
Needed Basis to Increase the Contract Amount by $300,000 Annually (General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute the first amendment to the agreement with
Service First to provide scheduled pool maintenance and repair services, increasing the
amount by $300,000 annually and increase the contingency to 20% of the new annual
amount for a total agreement amount of $2,988,810, for the remaining term through
February 20, 2026 (Agreement No. A-2024-XXX).
GOVERNMENT CODE 84308 APPLIES: Yes
DISCUSSION
The Public Works Agency (PWA) utilizes Service First to provide exceptional quality of
service for pool maintenance and repairs at five City pools; El Salvador Pool, Jerome
Pool, Memorial Pool, Salgado Pool, and Santa Anita Pool. The Parks, Fleet, and
Facilities Division has a Parks General Maintenance team that is responsible for
maintaining the City's aquatic centers and water features. Due to heavy use of the
aquatic facilities and deferred preventive maintenance over the last several years, these
facilities are in constant need of equipment repairs and replacement. After evaluating
the status of all City pools, Americans with Disabilities Act (ADA) compliance, and
increased costs of services and materials for routine equipment maintenance, water
treatment, and emergency repair, Staff has identified the need for increasing on -going
services. Specialized knowledge and professional upkeep are essential for safe and
sanitary conditions for City swimming pools. To fund the increased unforeseen
equipment repairs, staff recommends increasing the annual agreement amount by
$300,000 to cover anticipated repairs (Exhibit 1).
FISCAL IMPACT
Funding is available in the FY 2023-24 budget, and funding for subsequent fiscal years
will be included in the proposed budgets for City Council consideration. The following
table summarizes the funds budgeted and available for expenditure to deliver
agreement services.
Pool Maintenance Services
March 5, 2024
Page 2
Fiscal Year
Accounting
Fund
Accounting Unit,
Amount
Unit -Account #
Description
Account Description
Amendment
2023-24
01117651-62320
General
Park Maintenance
$349,627
Fund
Service Enhancement
-Maintenance & Repair
Buildings & Ground
2024-25
01117651-62320
General
Park Maintenance
$349,627
Fund
Service Enhancement
-Maintenance & Repair
Buildings & Ground
2025-26
01117651-62320
General
Park Maintenance
$349,627
Fund
Service Enhancement
-Maintenance & Repair
Buildings & Ground
2026-27
01117651-62320
General
Park Maintenance
$349,627
Fund
Service Enhancement
-Maintenance & Repair
Buildings & Ground
2027-28
01117651-62320
General
Park Maintenance
$349,627
(Jul — Jan)
Fund
Service Enhancement
-Maintenance & Repair
Buildings & Ground
Original Contract
$1,240,675
TOTAL
$2,988,810
EXHIBIT(S)
1. First Amendment Agreement with Service First
Submitted By: Nabil Saba, P.E., Executive Director - Public Works Agency
Approved By: Tom Hatch, Interim City Manager,
EXHIBIT 1
FIRST AMENDMENT TO POOL MAINTENANCE
SERVICES AGREEMENT WITH SERVICE FIRST
THIS FIRST AMENDMENT TO AGREEMENT is entered into this 5t' day of March
2024, by and between Service First ("Contractor"), and the City of Santa Ana, a charter city
and municipal corporation duly organized and existing under the Constitution and laws of the
State of California ("City").
RECITALS
A. On February 21, 2023, the City entered into Agreement # A-2023-021 with Contractor to
provide pool maintenance services for five (5) of the City's pool sites.
B. In accordance with the terms and conditions of the Agreement, the parties desire to amend
the total compensation due under the Agreement.
THE PARTIES THEREFORE AGREE:
1. Section 2.a., COMPENSATION, shall be amended to read as follows: City agrees to
pay, and Contractor agrees to accept as total payment for its services for City, the rates
and charges identified in Contractor's Fee Proposal, which is attached hereto and
incorporated herein by this reference as Exhibit B. The total amount to be expended
during the term of this Agreement shall not exceed $2,988,810.00, which is allocated as:
1) a base rate of $2,391,048.00; and 2) a twenty percent (20%) contingency in the amount
of $597,762.00.00 for additional and as -needed services, to be exercised at City's
sole discretion.
2. Except as hereinabove modified, the terms and conditions of said Agreement
remain unchanged and in full force and effect.
[Signatures continued on the following page]
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SIGNATURE PAGE TO FIRST AMENDMENT TO POOL MAINTENANCE
SERVICES AGREEMENT WITH SERVICE FIRST
IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement the
date and year first above written.
ATTEST:
CITY OF SANTA ANA
JENNIFER L. HALL THOMAS R. HATCH
City Clerk Interim City Manager
APPROVED AS TO FORM: CONSULTANT
Sonia R. Carvalho, City Attorney,
By: JONATHAN T. RTINEZ By:
Assistant City Attorney Title:
RECOMMENDED FOR APPROVAL:
Nabil Saba, P.E.
Executive Director of
Public Works Agency
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