HomeMy WebLinkAboutHA39040 - Pool-Water Feature Maint and Repair SvcsSTAFF REPORT
PALM DESERT HOUSING AUTHORITY
COMMUNITY DEVELOPMENT DEPARTMENT
MEETING DATE: December 12, 2019
PREPARED BY: Jessica Gonzales, Senior Management Analy
REQUEST: Authorize the award of Contract No. HA39040 to Service First, LLC,
for Pool and Water Feature Maintenance and Repair Services at the
Authority Properties in a total annual amount not to exceed $165,000.
Recommendation
By Minute Motion that the Authority Board:
1) Waive any and all irregularities and authorize the award of Contract No.
HA39040 to Service First, LLC for Pool and Water Feature Maintenance and
Repair Services at the Authority Properties in a total annual amount not to
exceed $165,000 (includes annual cost in the estimated amount of $134,520
and up to $30,480 for additional services to be requested as needed); and
2) Authorize RPM Company ("RPM"), the Authority's contracted management
company, to enter into a contract with Service First, LLC for Pool and Water
Feature Maintenance and Repair Services to facilitate the contracted services;
and
3) Authorize RPM to assign additional services and repairs as determined to be
necessary due to emergency actions and/or proactively responding to issues
or repair services at the Authority Properties; including expenditures up to
$30,480 for such additional services and repairs; and
4) Authorize the Executive Director or the Director of Community Development
to take any necessary actions to facilitate the contract and services.
Monies are available in the Authority's operating budget, in the appropriate
Authority accounts for each property.
Housinq Commission Recommendation
The Housing Commission will review this recommendation at its regular meeting of
December 4, 2019. Upon request, a verbal report will be provided at the Authority's regular
meeting of December 12, 2019.
Strateqic Plan
This request does not apply to a specific strategic plan goal.
G \PlamingWousing DNlSioWesslca Gonzales\Staff Reports\2019 SR - PDHA -- Service 1st_Pool Maintenance Service 1.doc
Contract No. HA39040
December 12, 2019 — STAFF REPORT
Housing Authority Board — Authorize award of contract to Service First, LLC
Page 2 of 3
Executive Summary
Staff requested sealed proposals for Pool and Water Feature Maintenance and Repair
Services for twelve (12) of the Palm Desert Housing Authority's ("Authority") residential
rental properties ("Properties"). Staff is recommending the award of contract to Service
First, LLC ("Service 1st"), which, after review, has been determined to be the most qualified
service provider in the estimated annual amount of $134,520. Service 1st will provide
Services for a three (3) year term. At the expiration of the three years, the Authority
reserves the right to extend the contract for an additional two (2) one-year terms based on
the performance of the service provider.
Background Analvsis
A notice inviting proposals for Pool and Water Feature Maintenance and Repair Services for
twelve (12) residential rental Authority Properties (the "Services") was advertised in the local
newspaper. A request for proposals ("RFP") was issued so that any interested provider
could identify the services their company provides as opposed to a one -size fits all
approach. The recommendation is not based solely on price, but on the types of services
each provider offers. Based on the Services needed at each of the Properties, staff and
RPM staff reviewed and evaluated each provider using evaluation criteria that demonstrated
which provider could best meet or exceed the scope of services.
On Tuesday, October 29, 2019 at 2:00 p.m., the sealed proposals were opened by the City
Clerk, and the following two (2) proposals were received:
Company
Service First
V.M. Pool Service and Repairs
Location
Santa Ana, CA
Indio, CA
Annual Amount
$134,519.52
$72,600.00
Staff reviewed the proposals and initially found that there was a significant difference on the
base proposed amount from two service providers. After further in depth review of regular
and additional services, staff determined that the level of regular services being offered
were different based on the number of service days. Service 1st included five (5) days of full
service, filter cleans and removal of algaecides/phosphate in the quoted price. At no
additional cost, Service 1st will install and provide a chemical controller to each pool that will
monitor and provide readings of Chlorine, pH, temperature and flow. In contrast, V.M. Pool
Service and Repairs ("V.M. Pool") included only a three (3) day service with filter cleaning
and removal of algaecides/phosphate services as an additional work cost. Having V.M.
Pool bring the level of services to five days would bring the amount of both to a more
comparable amount. Therefore, staff believes the most qualified service provider and best
overall value for services proposed was submitted by Service 1st. Service 1 st's submittal
provides pool and water feature maintenance for twelve Authority Properties (includes 17
pools, 8 spas and 1 water feature) in an annual amount of approximately $134,520 plus
repair services on an as needed or proactive basis.
Contract No. HA39040
December 12, 2019 — STAFF REPORT
Housing Authority Board — Authorize award of contract to Service First, LLC
Page 3 of 3
Staff is also requesting an additional $30,480 to provide additional services on an as
needed basis that would include services such as equipment repairs or replacement (i.e.,
pump, pump motor, filters, heating tubes, etc.), the treatment of fecal matter, removal of
rodents and pests, leaks, groundwater runoff, etc. Therefore, the contract services will vary
and so will the contract amount depending on the actual additional services. All repairs are
subject to prevailing wage requirements.
RPM Company is authorized to enter into agreements as necessary to provide certain
services to the Properties. The type of services being requested require day-to-day
responses, so staff is recommending that the Authority Board authorize RPM Company to
enter into the contract with Service 1st and to authorize additional services as determined to
be necessary due to emergency actions and/or to proactively respond to repairs or
maintenance at the Authority properties.
Service 1s' proposal meets the qualifications for the scope of services. Staff recommends
that the Authority Board award a three (3) year contract to Service First, LLC for Pool and
Water Feature Maintenance and Repair Services at the Authority Properties in a total annual
amount not to exceed $165,000 (estimated annual amount $134,520). At the expiration of
the three years, the Authority reserves the right to extend the contract for an additional two
(2) one-year terms based on the performance of Service 1 sc
Fiscal Analvsis
The fiscal impact of this contract is the cost of the total estimated annual contract itself
based on the monthly routine Services and any additional services, as needed at the
discretion of the Authority in the total annual amount not to exceed $165,000.
LEGAL REVIEW DEPT. REVIEW FINANCIAL REVIEW
N/A
f�R
Ryan Stedell
Robert W. Hargreaves Director of Community
City Attorney Development
City Manager, Lauri Aylaian: -
L
i
tMooreector of Finance
ASSISTANT CITY
M AGER
And restine
Assi to it City Manager
i�
ATTACHMENTS: 1. Cost Proposal (RPF, Exhibit B and Additional Work Cost Proposal form)
2. Proposed Method to Accomplish Scope of Services
Contract No. HA39040
Palm Desert Housing Authority
Pool and Water Feature Maintenance and Repair Service
Contract No. HA39040
Exhibit B
COST PROPOSAL
To: Palm Dese Housing Authority ("Authority")
Date: i 1 I r 19 _
Proposer: w
"Firm"
The undersigned declares that he/she has carefully examined the Contract Documents and Addendums
No.(s) that he/she is thoroughly familiar with the contents thereof, and is authorized to represent
the respective firm and propose services to the Authority.
It is understood that the price shown hereon includes all routine and seasonal maintenance described in
the Contract Documents and shall be inclusive of all costs for the Proposer to accomplish the work.
The costs of any work shown or required in the Contract Documents, but not specifically identified as a
Contract Pay Item are included in the Contract Pay Items, and no additional compensation shall be due
Contractor by virtue of Contractor's compliance with the Contract Documents
For each item, the averaged one -month maintenance cost shall be indicated and the total of these costs
shall be extended for the term of the Agreement. Proposer must provide costs for all items below.
Item Property
CALIFORNIA VILLAS
77-107 Califomla Drive
2
CANDLEWOOD
74000 Shadow Mountain Drive
3.
CARLOS ORTEGA VILLAS
77-915 Avenue of the States
4.
CATALINA GARDENS
73400A Catalina Way
5.
DESERT POINTE
43-805 Monterey Avenue
6.
LAGUNA PALMS
73-876 Santa Rosa Way
7.
LAS SERENAS
73-315 Country Club Drive
8.
NEIGHBORS
—
73.535 Santa Rosa
9
ONE QUAIL PLACE
72-600 Fred Waring Drive
10.
ONE QUAIL PLACE
72-6W Fred Waring Drive
11.
TAOS PALMS
44-830 Las Palmas Avenue
12.
THE PUEBLOS
_ _
73 695 Santa Rosa Way
77802.00000131308595.1
Type of Feature
Price
(Monthly)
Price
(12 Months)
(1) S1Mmming Pool, (1) Spa
=i 1 t)x �3
i12,4/5-p.710
(1)SwimmmgPool, (1) SpaS
! �3�.?3
v��, I`�/• �L
(1) Swimming Pool. (1) Spa
ly l Q i v , 5.5
% Z.� 64C-4. 719
(1) Slam ring Pool
6 50.:3
IF 0'uye. 9`
(1) Swimming Pool
* LQ41924 Ys
t Q In. 1*
(1) Shimming Pool
L e6. 73
Q' zsi.
(3) Swimming Pools, (1) Spa
S-68 ."
M,0 tq.9b
/•
(1) Swinxmng Pool
s 6 A& , 3;
' g 2 ."
(4) Swimming Pools, (4) Spas
9$.
(*9 of ^' /.91i
(1) Water Feature
S 6 • ?
(; Q� �,SS .
(1) Swimming Pool
6� • �s
Q
i X 241. ,y
1
(1) Swlmrning Pool
Q
It 6 8 V . ;
j" $ ► � 1
POHA Pod and water feature Mairdenwoe and Repair Serrioes RFP
PROPOSAL SUBMISSION FORMS: Cost Proposal - Page 1 of 3
Contract No. HA39040
Palm Desert Housing Authority
Pool and Water Feature Maintenance and Repair Service
Contract No. HA39040
(Cost Proposal Condnueo
1 ` C� �Z
TOTAL AMOUNT BASE PROPOSAL IN FIGURES $ 13 4 ) S t 1 .
TOTAL AMOUNT BASE PROPOSAL IN WORDS
T t� a4,� Vol " tit rno 14e.&•t_ dap
In the event of a conflict between the numbers give in figures and in words, the words shall control.
IN WITNESS WHEREOF FIRM executed this Proposal as of date
Signature of Proposer:
Signer's Name: 11qlGlt !-4 ___
Name of Firm: S1ZQAA � JP6AAjr
Date:
77802.000=31308595.1 PDHA Pool and Water Feature Maintenance and Repair Services RFP
PROPOSAL SUBMISSION FORMS: Cat Proposal . Page 2 o/ 3
Contract No. HA39040
Notary Acknowledgment
notary public or other officer completing this certificate verifies only the identity of the individual who
signthe document to which this certificate is attached, and not the truthfulness, accuracy, or validity of
that document.
STATE OF CALIFORNIA
COUNTY OF
On 20 i `1, before me, -kDA f kyVX f .-L1 , Notary Public, personally
appeared i �.h M-) y , who proved to me on the basis of satisfactory
evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me
that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s)
on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.
I certify under PENALTY OF PERJURY under the laws of
the State of California that the foregoing paragraph is true
and correct.
WITNES$,my hand and official seal.
KATRMIA £. RJCE
Notary Public - California
Grew Cvjq
Co nmhsion / 22%618
■ iwy Comm. Expires Jul 12, 2023
! CIS nature
OPTIONAL
Though the information below is not required by law, it may prove valuable to persons relying on the
document and could prevent fraudulent removal and reattachment of this form to another document.
CAPACITY CLAIMED BY SIGNER
Individual
pCorporate Officer
�fle(s)
pPartner(s) p Limited
p General
Attorney -In -Fact
pTrustee(s)
❑Guardian/Conservator
aver:
Signer is representing:
Name Of Person(s) Or Entity(ies)
77802.00000131308595.1
DESCRIPTION OF ATTACHED DOCUMENT
Title or Type of Document
Number of Pages
111510
Date of Document
Signer(s) Other Than Named Above
PDKA Pool and Water Feahxe Mainienance and Repair Services RFP
PROPOSAL SUBMISSION FORMS: Cost Proposal - Page 3 of 3
Palm Desert Housing Authority
Pool and Water Feature Maintenance and Repair Service
Contract No. HA39040
ADDITIONAL WORK COST PROPOSAL
To: Palm se H sing Authority ("Authority")
Date:
Proposer. r `Firm"
Extra Work by request and/or authorization only:
ITEM SERVICE Price Price
(Monthly) 02 Months)
1 Filter Cleans =41WI U A
2 Equipment Repairs S
—_ (per hour Rate) r� $ • °`'/ MiZ al R
3. Algaeades & Phosphate Removal
I 4. Labor Rate * 102. a0 J wa—
s. Other:
IN WITNESS WHEREOF FIRM executed this Proposal as of date set
Signature of Proposer:
Signer's Name: /
Name of Firm: 5 �
Date:
I k Ft s4r
77802.00000\31308595.1 PDHA Pool and fter Feakire M64mance end Re* Services RFP
PROPOSAL SUBMt9SM FORMS: Addklonsl Work Cast Proposal - Pap 1 d 1
Service
IST
Proposed Method to Accomplish the Work
Service First has been providing Commercial Pool Service for 35 years. We have layers of management
and reporting procedures that allow us to provide excellent service and prevent complacency in
reoccurring service. In addition to our daily logs(attached) which include all of the Preventative
Maintenance readings i.e. flow, influent and effluent filter pressures, water balance, etc., we perform an
end of month all inclusive inspection of each body of water (End of Month Inspection attached). The
Account Manager and Route Supervisor personally review each inspection report and make
recommendations or corrections as needed.
All Service vehicles are on GPS which allows us the fastest response times to any emergencies or call
outs needing attention. Service First understands that it is important to keep Commercial Pools clean
and clear and enjoyable for the facilities patrons/tenants.
Attached are Exhibit A and B which explain what services are provided at each visit. The Account
Manager and Route Supervisor visit all pools at least once a week to ensure these tasks are being
completed and that the facility is at the highest standards possible.
Service First is dedicated to providing water chemistry that is not corrosive or scale forming but
perfectly balanced. There are five elements of water balance that determine whether the pool is in a
state where it is damaging to the plaster, vessel, and circulation equipment or conversely scale forming
which clouds water, clogs filters, and irritates swimmers. We keep these five elements, pH, Alkalinity,
Calcium Hardness, TDS, and Temperature in a balanced state to prevent damage to the vessel and
provide a comfortable swimming experience.
Service First will install included in this contract and at their discretion Chemical Controllers which will
monitor the pool water chemistry and add chemicals as needed 24/7. This ensures proper water Balance
at all times between service visits.
Thank you for the opportunity to bid your Pool and Water Feature Maintenance and Repair Service
Contract and if selected, we will provide service above and beyond your expectations.
Page 19
2510 N. Grand Avenue, Suite 110 • Santa Ana, California 92705 • (714) 573-2200 • FAX (714) 573-2297 • License #556812
Service
iqww'� JST
EXHIBIT A
SPECIFICATIONS
TASKS PERFORMED AT EACH SCHEDULED VISIT PER BODY OF WATER
1. Vacuum the bottom surface of each pool.
2. Skim debris from surface of each pool.
3. Clean all water line tiles as necessary.
4. Brush sides of each pool to remove dirt and debris as needed.
S. Remove accumulated debris from all pool skimmers and drains.
6. Remove accumulated debris from all pump strainers.
7. Backwash pool filters as necessary to maintain proper pressure
differential.
8. Refill all chemical feed equipment containers as necessary.
9. Maintain a clean and organized equipment room.
10. Check and record the following in the supplied commercial
log book:
a. Free chlorine
b. pH level
c. Flow rate
d. Influent Pressure
e. Effluent Pressure
f. Pool Temperature
g. Chemicals Added
h. Services Performed
11. Check for safety hazards and conditions in and around the
pool area.
Adok- Lt
2510 N. Grand Avenue, Suite 110 • Santa Ana, California 92705 • (714) 573-2200 • FAX (714) 573-2297 • License #556812
Service
i qwp,- JST
EXHIBIT B
SPECIFICATIONS
TASKS PERFORMED AT EACH SCHEDULED VISIT PER BODY OF WATER
1. Check and adjust all automatic and manual water chemistry control systems.
2. Maintain and adjust all company owned equipment.
3. Maintain a proper residual of chemical stock on hand for all automatic and manual
water chemistry control systems.
4. Place in use chlorine and pH neutralizer necessary to maintain the water balance in
accordance with local and state health department codes and regulations regarding the
sanitation of commercial pool and spas.
5. Maintain water levels in all bodies of water and adjust all automatic water level
equipment.
6. Provide secondary containment for all chemical stocks in accordance with all local fire
and safety codes.
7. Maintain pool records charts in accordance with local health authority quidelines.
8. Drain all pools and spas as necessary.
9. Check all pool equipment for proper operation.
10. Check pool area for obvious hazards.
11. Check pool and spa lighting for proper operation.
END OF MONTH INSPECTION REPORT COMPLETED AT THE END OF EACH MONTH
12. Check and Record the following:
a. Free Chlorine
b. Total Chlorine
c. Combined Chlorine
d. pH level
e. Total Alkalinity
f. Calcium Hardness
g. Total Dissolved Solids
h. Phosphate Levels
i. Temperature
P7 Zz
2510 N. Grand Avenue, Suite 110 • Santa Ana, California 92705 • (714) 573-2200 • FAX (714) 573-2297 • License #556812
13. Perform a site survey for all pools and spas to check and record the condition of the
following:
a. Check all required safety signage
b. Check all required safety equipment
c. Check for missing or damaged main drain covers
d. Check for safety hazards in and around pool area
e. Check for missing or damaged deck lids
f. Check spa emergency shut off switch operation
g. Check all pool circulation, filtration, and heating systems.
h. Check all pool lighting and lighting GFCls for proper operation.
i. Check all pool access gates and perimeter barriers
V"Y 2A