HomeMy WebLinkAboutItem 18 - Amend Agreement for Pool Maintenance ServicesPublic Works Agency
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Item # 18
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
January 17, 2023
TOPIC: Amend Agreement for Pool Maintenance Services
AGENDA TITLE
Amend the Agreement with Blueray Management, LLC to Provide Pool Maintenance at
Various City Pools by Extending the Term for an Additional Six Months and Increasing
the Agreement Amount by $200,000 (General Fund).
RECOMMENDED ACTION
Authorize the City Manager to execute an amendment to the agreement with Blueray
Management, LLC to provide pool maintenance services at various City Pools, to
extend the term of the agreement for an additional six-month term beginning January
21, 2023 through June 30, 2023, and increase the amount by $200,000, for a total
agreement amount of $971,481, subject to non -substantive changes approved by the
City Manager and City Attorney.
DISCUSSION
As of July 1, 2022, park maintenance functions have transferred from the Parks,
Recreation and Community Services Agency to the Public Works Agency. Public Works
Parks is responsible for providing maintenance services to five municipal swimming
Pools.
On November 7, 2019, the Parks, Recreation, and Community Services Agency
released a Request for Proposal (RFP) seeking qualified and experienced aquatic
facility operators to provide seasonal and year-round aquatic programs at City pools,
including swimming lessons, recreational/open swim, swim team, and water polo
coaching, aqua aerobics, lap swim, lifeguard training services and pool maintenance.
Blueray Management, LLC. was awarded an agreement beginning January 21, 2020
and expiring January 20, 2021, with provisions for two, 1-year renewal options. The
agreement is currently in its final renewal option period, which is set to expire on
January 20, 2023.
Due to the aging infrastructure, there has been an increased need for pool repairs and
in efforts to increase efficiencies, during this amendment period Blueray Management
LLC. will be required to provide the necessary chemicals and supplies to complete their
services.
Agreement Amendment with Blueray Management, LLC
January 17, 2023
Page 2
On November 30, 2022, in preparation for the expiration of the agreement, staff
released an RFP for enhanced pool maintenance services and is scheduled to award
an agreement in the first quarter of 2023. To provide adequate time to complete the
RFP process, staff is requesting to extend the existing agreement with Blueray
Management, LLC for a six-month period, and increase the agreement amount by
$200,000. The facilities served under this agreement include five municipal pools,
located at El Salvador Park, Jerome Park, Memorial Park, Rosita Park, and Santa Anita
Park.
FISCAL IMPACT
Funds are available for expenditure in the FY 2022-23 budget as follows:
Fiscal
Accounting Unit
Fund
Accounting Unit,
Amount
Year
— Account #
Description
Account Description
PWA-Park Maintenance
2022-23
01117651-62320
General Fund
Service Enhancement,Maintenance
$200,000
&Repair
Buildings & Grounds
EXHIBIT(S)
1. Second Amendment with Blueray Management, LLC.
Submitted By: Nabil Saba, P.E., Executive Director — Public Works Agency
Approved By: Kristine Ridge, City Manager
EXHIBIT 1
SECOND AMENDMENT TO AGREEMENT WITH BLUERAY MANAGEMENT LLC
TO OPERATE AND MANAGE ALL CITY POOLS
THIS SECOND AMENDMENT to the above -referenced agreement is entered into on January 17,
2023, by and between Blueray Management, LLC, a California company ("Provider"), and the
City of Santa Ana, a charter city and municipal corporation organized and existing under the
Constitution and laws of the State of California ("City").
RECITALS
A. The parties entered into Agreement No. A-2020-007 ("Agreement") dated January 21,
2020, to provide public pool management, including staffing, training, safety (lifeguard)
services.
B. On November 30, 2020, the parties exercised the first of two (2) optional one-year
extensions of the Agreement through January 20, 2022 (A-2020-007-01).
C. On January 18, 2022, the parties entered into a First Amendment to the Agreement (4A-
2022-004) to amend the Agreement to exercise the final provided extension term of the
Agreement; increase the Scope of Work for operation services of the aquatics program and
include maintenance of1he pools; increase the overall compensation for this Agreement to
provide compensation for the increased services for maintenance, and the increased
insurance costs related to the provision of the increased services; amend the payment
schedule related to the maintenance services; and amend the Agreement to provide revised
insurance requirements for inclusion of the increased scope and for services provided from
the original Agreement. The Agreement is current and in -effect.
D. City conferred with Provider to allow for an additional extension of the term of the
Agreement while the City fulfills its required Request for Proposal process regarding
services to operate and maintain the City pools. The parties wish to amend the Agreement
to extend the term and increase the compensation to cover for services provided during this
additional and final extended term, which includes anticipated repairs and replacements
during the off-season.
The Parties therefore agree:
1. Section 2.b, Compensation, is hereby amended to increase the overall not -to -exceed amount
for this final extended term, to cover costs from the Agreement including an expected increase
in maintenance and repair costs due to aging pool infrastructure, by an additional $200,000.
2. Section 3, Term, is amended to extend the term of the Agreement until June 30, 2023.
3. Except as modified by this Second Amendment, all terms and conditions of the Agreement, as
amended, shall remain in full force and effect.
[signature page to follow]
Page t of 2
IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to the
Agreement on the date and year first written above.
ATTEST
Norma Orozco
Acting Clerk of the Council
APPROVED AS TO FORM
SONIA R. CARVALHO
City Attorney
By:
i�Zdon Salvatierra
Deputy City Attorney
RECOMMENDED FOR APPROVAL
Nabil Saba
Executive Director,
Public Works Agency
CITY OF SANTA ANA
KRISTiNE RIDGE
City Manager
BLUERAY MANAGEMENT. LLC
By: A PV�gd'osf-
"Title: A") I D s�
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