TITLE
Consider a memorandum/resolution authorizing a contract with Commercial Swim Management for the renovation of the Family Aquatic Center.
SUMMARY
DATE: February 20, 2018
TO: Ronald L. Olson, City Manager
FROM: Brett E. Williams, Executive Director of Community Services
SUBJECT: Authorizing a contract for Family Aquatic Center repairs
BACKGROUND AND FINDINGS:
The Family Aquatic Center, located within Lions Club Park, opened to the public in 2009. The Family Aquatic Center is the primary destination for aquatic activities within our community. The Family Aquatic Center features a competition pool, bowl slide, plunge slide and two race slides. The facility also features a play structure that includes slides, spray apparatus, a wading area and a zero depth beach entry. In addition to being available for general public swim, the facility is also the location for swim lessons, safety courses, birthday parties, and private reservations.
The Family Aquatic Center has in excess of 60,000 visitors on an annual basis. The average annual revenue for the facility for the previous five years is $398,806.
The Family Aquatic Center has now reached a point in its service life that requires significant repairs so that it can remain a viable swimming location for the immediate and distant future. Re-plastering all the bodies of water within the facility is at the forefront of repairs. The plaster located within the bodies of water has begun to deteriorate. Factors such as peeling and decaying plaster are contributing to the need for the repairs. Plaster that fails to adhere to the surface of the pool presents a safety and welfare issue for patrons.
The city is a member of various purchasing cooperatives; purchases made through these cooperatives satisfy the City's bidding requirements. City staff solicited estimates for the completion of the plaster work from three vendors using the BuyBoard cooperative. Commercial Swim Management, Progressive Commercial Aquatics, Inc., and SunBelt Pools submitted price estimates. Commercial Swim Management provided the most advantageous price for the city. Commercial Swim Management proposed to do the work for $167,509.43. This is $9,354.03 lower than the next lowest estimate received from Progressive Commercial Aquatics, Inc.
The attached estimates reflect additional work related to lights and drain covers for the Family Aquatic Center. It is not the intention of staff to procure these additional services at this time.
THE ALTERNATIVES CONSIDERED:
The City could seek to utilize a service provider that is not a member of the BuyBoard cooperative. Staff received a price in excess of $30,000 higher for the identical work from a vendor that is not a member of the BuyBoard cooperative.
Another alternative is not undertaking the project. Failure to undertake the project will result in the Family Aquatic Center not opening for the 2018 swim season.
Which alternative is recommended? Why?
Staff is recommending that the City utilize the BuyBoard cooperative to procure services related to the installation of plaster at the Family Aquatic Center. The BuyBoard cooperative offers the most advantageous pricing for the City. It also enables the project to start in a time frame that will minimize the impact on the facility for the 2018 operating season.
CONFORMITY TO CITY POLICY:
The City’s Purchasing Policy allows departments / divisions to utilize the TASB BuyBoard to make qualifying purchases.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
The fiscal impact for FY18 is $167,509.43.
Is this a one-time or recurring expenditure?
This is a maintenance issue that will be incurred every 7-10 years for the Family Aquatic Center.
Is this expenditure budgeted?
Yes. Funding was made available in the FY18 Capital Improvement Plan via account 348-3490-800.58-90.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes.
RECOMMENDATION:
Staff recommends that City Council authorize the City Manager to execute a contract with Commercial Swim Management for the renovation of the Family Aquatic Center in the amount of $167,509.43. The City Manager is further authorized to execute any change orders in the amounts allowed by state law.
DEPARTMENTAL CLEARANCES:
City Attorney
Purchasing
Finance
ATTACHED SUPPORTING DOCUMENTS:
Contract
Certificate of Insurance
Additional Quotes
Certificate of Interested Parties