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Home My WebLink About2018-06-12 - AGENDA REPORTS - CONTR AWARD FOR POOL CHEMICALS (2)Agenda Item: 21 CITY OF SANTA CLARITA AGENDA REPORT CONSENT CALENDAR CITY MANAGER APPROVAL: �1 , DATE: June 12, 2018 SUBJECT: CONTRACT AWARD FOR POOL CHEMICALS DEPARTMENT: Recreation, Community Services, Arts, and Open Space PRESENTER: Janine Prado RECOMMENDED ACTION City Council: 1. Award a contract for Waterline Technologies, Inc. for pool chemicals for an initial term of one year, with the option of two additional annual renewals, in an amount not to exceed $112,051 annually, plus Consumer Price Index adjustments. 2. Appropriate ongoing funding in the amount of $17,051 from General Fund fund balance (Fund 100) to the Aquatics Expenditure Account 15104-5161.001 beginning in Fiscal Year 2018-19. 3. Authorize the City Manager, or designee, to modify the award in the event issues of impossibility of performance arise, subject to the City Attorney approval. Authorize City Manager, or designee, to execute all documents, subject to City Attorney approval, and execute two renewals at an annual cost not to exceed $112,051, plus the cost of any Consumer Price Index (CPI) increases. BACKGROUND The City of Santa Clarita (City) operates and programs six aquatic facilities, which include five community pools and the Aquatic Center. In order to safely and legally operate these facilities, various chemicals are required to maintain proper water balance and to meet sanitation standards and requirements. In April 2018, the City Purchasing Division, in cooperation with the Recreation Division, issued an Invitation for Bid for the supply of pool chemicals for all City pools. The bid was publicly advertised on P1anetBids on April 9, 2018, and was sent to 305 vendors. The bid was downloaded by 12 vendors and responded to by 2 vendors. Purchasing opened bids on May 9, Page 1 Packet Pg. 276 2018, with the following results: Vendor Location Cost Leslie's Poolmart, Inc. Phoenix, AZ $ 17,342.10 (partial) Waterline Technologies, Inc. Santa Ana, CA $112,050.74 An evaluation of the bids determined the proposal submitted by Waterline Technologies, Inc. to be responsive, the lowest, and a responsible bid. Among the two bids submitted to the City, one partial bid response was received, which was determined to be nonresponsive. Staff has determined awarding to a single vendor will provide for the timely delivery of all necessary pool chemicals and is consistent with our Aquatics operational best management practices. ALTERNATIVE ACTION Other action as determined by the City Council. FISCAL IMPACT Upon approval of the recommended action, the budget will be adjusted accordingly. ATTACHMENTS Waterline Technologies, Inc. Bid (available in the City Clerk's Reading File) Page 2 Packet Pg. 277 CITY OF SANTA CIARITA INVITATION FOR BID BID # AQU-17-18-48 BID OPENING: May 9, 2018 The City of Santa Clarita invites electronically sealed bids for: City Pool Chemical Services 1. Bids must be ELECTRONICALLY UPLOADED to: httl3:lZwww.planetbids.com/portal/partal.cfm?CompanvlD=16840# 2. Prices shall be Q.Q.P. City of Santa Clarita Receiving dock Incoterms200D or for the service rendered. 3. Bidder shall honor bid prices for One Hundred Twenty (1. 0) days or for the stated contract period, whichever Is longer. 4. Bids must be on this Bid form. Submission of a proposal acknowledges the proposer has read and understands the requirements contained on pages 1 to 20. 5. Bid Questions. Questions should be submitted electronically to: httR://www.planetbids.com/portal/portal.dm?CompanvlD=1684LOf_t The last day for questions will be 10:00 AM, May 2, 2018. 6. The vendor is responsible for the accuracy and completeness of any solicitation form not obtained directly from the City. Name (Print): Thomas R Berrey Company: _ Waterline Technologies Inc Email: tberrey@waterlinetech.com Address: 620 Santiago Street Company Phone No.: 714-564-9100 City: Santa Ana State/Zip: California 92701 Bid # AQU-17-18-48 2 NOTICE INVITING BIDS Bids must be received efectronfcaffy before 11:00 AM on Wednesday, May 9, 2018 by the Purchasing Agent of the City of Santa Clarita. Bids must be uploaded to the PlanetSids website. Specifications for this electronic bid may be viewed at: http://www.planetbids.com/portal/portal.Cf j?CompanYlQ=16W# City Pool Chemical Services Bid # AQU-17-18.48 Specifications for this bid may be downloaded from the City's Purchasing website at htto:/Iwww.santa-clarity comlcity-hallldepartments/adrninistrative-servic@surcl'i�sf - Please refer to specifications for complete details and bid requirements. The specifications in this notice shall be considered a part of any contract made pursuant thereto. Purchasing (661) 255-4399 Bid # AQU-17-18-48 City of Santa Clarita Page 1 City Pool Chemical Services (AQU-17-18-48), bidding on May 9, 2018 11:00 AM (Pacific) Printed 05/2912018 Bid Results Bidder Details Electronic Vendor Name Waterline Technologies Inc. Address 620 Santaigo Street Bid Responsive Santa Ana, CA 92701 Bid Status United States Respondee Tom Berrey Respondee Title GM Phone 714-5649100 Ext. 221 Email tberrey@waterlinetech.com Vendor Type Subcontractors form Bid Detail Bid Format Electronic Submitted May 8, 2018 4:33:49 PM (Pacific) Delivery Method 4 aro Bid Responsive Yes Bid Status Submitted Confirmation # 141218 Ranking 0 Respondee Comment Buyer Comment Attachments File Title File Name File Type bid docs bid invitation.pdf Bid Invitation subs - non used subcontractors. pdf Designation of Subcontractors form ref doc references.pdf Reference Page prices prices.pdf Price Schedule Line Items Discount Terms no discount Type Item Code UOM Qty Unit Price Line Total Discount Comment Unnamed Section 1 Sodium Hypochlorite (Bulk) gallon 60000 $1.1100 $66,600.0000 $66,600.0000 2 Sodium Hypochlorite (4 x 1 cases) per 4x1 100 $16.0000 $1,600.0000 $1,600.0000 case 3 Hydrochloric Acid / Muriatic Acid (Bulk 25% strength) gallon 17000 $1.7000 $28,900.0000 $28,900.0000 4 Hydrochloric Acid / Muriatic Acid (4 x 1 cases) per 4x1 425 $13.3000 $5,652.5000 $5,652.5000 case PlanetBids, Inc. City of Santa Clarita Page 2 City Pool Chemical Services (AQU-17-18-48), bidding on May 9, 2018 11:00 AM (Pacific) Printed 05/29/2018 Bid Results Type Item Code UOM Qty Unit Price Line Total Discount Comment 5 Sodium Bicarbonate 50 Ib. bag 440 $17.5000 $7,700.0000 $7,700.0000 6 Sodium Thiosuffate 50 Ib. bag 8 $19.2800 $154.2400 $154.2400 7 Soda Ash 50 Ib. bag 8 $14.2500 $114.0000 $114.0000 8 Calcium HypoChlorite 100 lb. 10 $133.0000 $1,330.0000 $1,330.0000 bucket 9 Delivery Cost Per Delivery 288 0 0 0 no delivery charges (estimate) Subtotal $112,050.7400 $112,050.7400 Total $112,050.7400 $112,050.7400