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CC - CONSENT ITEM: Approval of a General Services Agreement with HASA Inc. for Pool Maintenance Supplies in an Amount Not-To-Exceed $255,000 through June 30, 2027.
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Meeting Date: March 17, 2025
Contact/Dept: Gary Wansley, Public Works Department/Maintenance Operations Division
Phone Number: (310) 253-6444
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [X] No [ ]
Attachments: Yes [ ] No [X]
Public Notification: E-Mail: Meetings and Agendas - City Council (03/12/2025)
Department Approval: Yanni Demitri, Public Works Director/City Engineer (03/10/2025)
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RECOMMENDATION
Staff recommends the City Council approve a General Services Agreement with HASA Inc. to provide pool maintenance supplies in an amount not-to-exceed $255,000 through June 30, 2027.
BACKGROUND
The City’s Public Works Maintenance Operations Division is responsible for maintaining the City’s pools in proper working order in accordance with State of California swimming pool requirements and other applicable regulations. Staff regularly budgets for and purchases supplies to perform the necessary work.
Historically, the City has purchased pool maintenance supplies from Sea-Clear Pools Inc. within the City Manager’s Purchasing Authority. Due to the rising cost of supplies and maintenance needed to keep the City’s outdoor pool open year-round, in recent years staff has required approval for additional expenditures from the City Council outside of the City Manager’s Purchasing Authority.
DISCUSSION
Staff researched various options for a long-term agreement for pool maintenance supplies, including any Request for Proposals (RFP) released by nearby public agencies. Pursuant to Culver City Municipal Code Section 3.07.055.G, the purchase of equipment, goods and supplies is exempt from formal competitive bidding requirements when competitive bid procedures have already been utilized by the City or another public agency or non-profit entity whose main purpose is to help public agencies make purchases; provided, the equipment, goods or supplies are supplied to the City at the
same or better price as was obtained through the competitive bid procedures of that entity.
Staff identified a recently awarded agreement by the Newport-Mesa Unified School District (NMUSD) to HASA Inc. for the same supplies utilized by the City. Staff reached out to HASA Inc., and they agreed to provide the pool maintenance supplies at the same price offered to NMUSD through Fiscal Year 2026-2027.
Staff secured the required documentation for the Agreement, which was reviewed and deemed acceptable by the Finance Department in accordance with CCMC 3.07.055.G.
Under this agreement, the Public Works Department estimates the following costs for pool maintenance supplies:
Fiscal Year 2024-2025: $50,000
Fiscal Year 2025-2026: $97,000
Fiscal Year 2026-2027: $105,000
Staff recommends the City Council approve the agreement with HASA Inc. to provide pool maintenance supplies through June 30, 2027.
FISCAL ANALYSIS
There is sufficient funding in the Adopted Budget for Fiscal Year 2024-2025 for the agreement in the amount of $50,000 in Account No. 10160230.619800 (Public Works Building Maintenance - Other Contractual Services), which can be found in the Public Works section of the budget book on page 420. Costs for future years of the agreement will be incorporated into subsequent fiscal year budgets.
ATTACHMENTS
None.
MOTION
That the City Council:
1. Approve the Agreement with HASA Inc. for pool maintenance supplies in an amount not-to-exceed $255,000 through June 30, 2027.
2. Authorize the City Attorney to review/prepare the necessary documents; and
3. Authorize the City Manager to execute such documents on behalf of the City.