Report to Mayor and City Council
Tuesday, November 16, 2021
Consent
SUBJECT:
Title
CONSIDER APPROVAL OF A PURCHASE OF THERMAL POOL COVERS FROM LINCOLN AQUATICS FOR THE CARSON POOL AND DOMINGUEZ AQUATIC CENTER (CITY COUNCIL)
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I. SUMMARY
The City of Carson services two pools and two aquatic centers for the residents of Carson. The thermal pool covers at Carson Pool and Dominguez Aquatic Center need replacement due to wear and tear.
Per the purchasing ordinance, staff obtained three quotes for replacement of the covers (Exhibit No’s 1-3). Lincoln Aquatics submitted the lowest quote at $21,208.59 (Exhibit No. 1). Staff recommends approval of the purchase from Lincoln Aquatics.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. APPROVE the purchase of thermal pool covers from Lincoln Aquatics for $21,208.59 (Exhibit No. 1).
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III. ALTERNATIVES
1. TAKE another action the City Council deems appropriate.
IV. BACKGROUND
The City of Carson services two pools and two aquatic centers for the residents of Carson. The thermal pool covers at Carson Pool and Dominguez Aquatic Center are in need of replacement.
Per the purchasing ordinance (CMC 2611(a)(2)), staff obtained three price quotations or informal bids for replacement of the covers. Each quote amount is listed below.
|
Vendor |
Total Amount |
|
1. Lincoln Aquatics (Exhibit 1) |
$21,208.59 |
|
2. Waterline Technologies, Inc. (Exhibit 2) |
$24,488.30 |
|
3. Commercial Aquatics Services (Exhibit 3) |
$37,138.74 |
Awards under CMC 2611(a)(2) “shall be made to the responsive and responsible vendor who offers the lowest acceptable quotation that best meets the need of the City.”
Lincoln Aquatic offered the lowest quotation. Staff has determined Lincoln Aquatics’ quotation is responsive to the City’s informal solicitation and is acceptable and best meets the needs of the City. City staff also knows Lincoln Aquatic to be a responsible vendor from other City business. The City has expended a total of $23,412.96 with this vendor during the current fiscal year, as follows: (i) the City has a blanket purchase order for $4,999.00 for various facility needs, and (ii) the City purchased four automated pool vacuums totaling $18,413.96 during August of this year. These were separate purchases, unrelated to the proposed purchase and the need for replacement of the pool covers was not known to City staff at the time of the prior purchases. City staff has had a positive experience doing business with Lincoln Aquatic and believes Lincoln Aquatic is a responsible vendor within the meaning of the purchasing ordinance, in that Lincoln Aquatic has demonstrated the attribute of trustworthiness, as well as quality, fitness, capacity and experience to satisfactorily perform the work.
Under CMC 2605(b)(1)(i) of the Purchasing Ordinance, if the estimated value of an individual purchase is less than $25,000 over a fiscal year, then a separate written contract may not be required. However, the Purchasing Manager shall have the sole discretion to require the use of a separate written contract. The Purchasing Manager has not required the use of a separate written contract for the proposed purchase, and staff does not intend to prepare or execute any such written contract for the purchase.
Staff recommends approval of the purchase from Lincoln Aquatics as set forth in the quote (Exhibit No. 1). The proposed pool covers have a warranty of seven years; however, the usable lifespan can be extended with proper care and maintenance.
V. FISCAL IMPACT
Should the City Council approve the recommendations, funds required for this fiscal year are available in Account No. 246-80-820-904-8008.
VI. EXHIBITS
1. Lincoln Aquatics quote (pg. 3)
2. Waterline Technologies quote (pgs. 4-5)
3. Commercial Aquatics quote (pgs. 6-7)
Prepared by: Bobby Grove, Program Manager, and Robert Lennox, CS Director