Item 6 - Award of Bid to Knorr Systems Inc. for Pool Maintenance & Repair; RFP No. 21-006DATE:
TO:
FROM:
CONTACT:
SUBJECT:
Summary:
AGENDA RE PO RT City of Poway
October 6, 2020
Honorable Mayor and Members of the City Council
Wendy Kaserman, Assistant City Manager �I,(..
Roger Morrison, Senior Management Analyst
(858)668-4581 or rmorrison@poway.org
CITY COUNCIL
Award of Bid to Knorr Systems Inc. for Pool Maintenance and Repair, RFP 21-
006
A Request for Proposals for Pool Maintenance and Repair was posted on Eb id board on August 3, 2020.
One proposal was received on August 24, 2020. Staff reviewed the proposal and is recommending
award of the agreement to Knorr Systems Inc. As the proposal amount is greater than the existing
budget, an appropriation of $13,401 would be required to award the agreement.
Recommended Action:
It is recommended that the City Council appropriate $13,401 from the General Fund unassigned fund
balance to account 203020-41200, award the agreement for Swim Center Maintenance and Repair to
Knorr Systems Inc. in the amount of $31,341, and authorize the City Manager to execute all necessary
documents associated with the agreement.
Discussion:
Proactive maintenance of the pool equipment includes monthly, semiannual, and annual inspections
and maintenance of pumps, filters, heaters, chemical feed systems, and an ultraviolet disinfection
system. Regular maintenance and inspection of this equipment provides uninterrupted operation of
the swim center and also prolongs the life of the equipment.
The Request for Proposals was posted on Ebidboard, a comprehensive database for public projects
that is used by many local agencies. It was also advertised in the newspaper on August 6 and August
13, 2020. Five potential proposers registered, two companies attended the mandatory walk-through
on August 19, and one proposal was received on August 24, 2020.
Because of the specialized work required to maintain a large swim center such as the City's, residential
pool contractors are generally not qualified for this task. The sole proposer, Knorr Systems Inc.,
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provides swim center maintenance services to a variety of public agencies including cities and school districts, and has all the qualifications necessary to complete the maintenance successfully.
The total proposal amount of $31,341 is greater than the existing budget of $17,940. An appropriation
of $13,401 from the General Fund unassigned fund balance would therefore be required to award the agreement. Staff is recommending the appropriation and award based on the qualifications of the
proposer and the need to maintain the equipment.
Environmental Review:
This action is not subject to review under the California Environmental Quality Act (CEQA).
Fiscal Impact:
There is $17,940 in the Fiscal Year 2020-21 budget, account 203020-41200, for swim center maintenance. Approval of the staff recommendation would appropriate $13,401 from General Fund unassigned fund balance to account 203020-41200. Sufficient funds are available for this request.
Future years' contract amounts will be included with the annual budget for City Council's consideration.
Public Notification:
A legal notice of the Request for Proposals was published in the Poway News Chieftain on Thursday, August 6, 2020, and Thursday, August 13, 2020.
Attachment:
A.Agreement for Pool Maintenance and Repair
Reviewed/ Approved By:
��t-----Wendserman Assistant City Manager
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Reviewed By:
Alan Fenstermacher City Attorney
Approved By:
Chr� City Manager
October 6, 2020, Item #6
CONTRACT
POOL MAINTENANCE AND REPAIR
THIS CONTRACT, made and concluded in duplicate, this 6th day of October, 2020, and
effective November 1, 2020, between the City of Poway, hereinafter referred to as "City" and Knorr Systems Inc., hereinafter referred to as "Contractor."
ARTICLE I. That for and in consideration of payments and agreements hereinafter
mentioned, to be made and performed by the City, and under the conditions expressed in the bonds attached hereto, if any, Contractor agrees with City at Contractor's cost and
expense, to do all the work and furnish all the materials except such as are mentioned in
the Specifications (attached hereto) necessary to construct and complete in good,
workmanlike and substantial manner, all to the satisfaction of the City of Poway, in
accordance with the Special Provisions for this project as set forth herein.
ARTICLE II. Said Contractor agrees to receive and accept as full compensation for
furnishing all materials and doing all the work contemplated and embraced in the Contract
an amount equal to the sum of the totals for the items of work. The total for each item of
work shall be calculated by determining the actual quantity of each item of work and multiplying that actual quantity by the unit price proposal by the Contractor for that item
of work. Contractor further agrees to be responsible and hold City harmless from all loss
or damage arising out of the nature of work aforesaid, or from the acts of the elements, or from any unforeseen difficulties or obstructions which may arise or be encountered in the prosecution of the work until its acceptance by City. Contractor agrees to be
responsible and hold City harmless from all risks of every description and under the
control of Contractor pursuant to the terms of the Contract, and connected with Contractor's performance of this Contract. The Contractor is responsible for all expenses incurred by or in consequence of the suspension or discontinuance of work, and/or
faithfully completing the work, and the whole thereof, in the manner and according to the
Plans and Specifications and requirements of the City.
ARTICLE Ill. The City hereby agrees and promises the Contractor to employ, and does
hereby employ, said Contractor to provide the materials and to do the work according to
the terms and conditions herein contained and referred to, for the prices stated, and
hereby Contracts to pay the same at the time, in the manner, and upon the conditions above set forth. Said parties for themselves, to their heirs, executors, administrators, successors and assigns, do hereby agree to full performance of the Covenants herein
contained.
ARTICLE IV. It is further expressly agreed by and between the parties hereto that should there be any conflict between the terms of this instrument and the bid or proposal of said
Contractor, then this instrument shall control and nothing herein shall be considered as
an acceptance of the said terms of proposal conflicting herewith.
ARTICLE V. As set forth in Section 11, item 35, Contractor shall defend and otherwise hold City, its elected and appointed officials, employees, agents, and volunteers harmless
from any and all claims, complaints, causes of action, of any nature whatsoever, arising
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from Contractor's performance of the Contract. In performance of this Provision,
Contractor shall name City as additional insured on a policy of general liability as required
per Section II, item 21. The Covenant contained herein applies to all sums paid as a result
of the above claims, including court costs and reasonable attorney fees and other
litigation expenses whether or not the matter results in judgment.
ARTICLE VI. Pursuant to Public Contract Code Section 22300, provisions for substitution
of securities for performance retentions will be allowed.
ARTICLE VII. EACH AND EVERY COVENANT, CONDITION AND PROMISE contained in the Specifications, General Provisions, and Special Provisions for said project are
herein incorporated by reference as if fully set forth herein and constitute a material part
of the consideration to the City in entering into this Contract with Contractor.
IN WITNESS WHEREOF, the parties to those present have hereunto set their names in
the year and date first above written.
CONTRACTOR: Knorr Systems Inc. Date: -----Company Name
BY: --------------------Signature of Contractor's Authorized Representative
PRINT NAME: ----------------
CITY OF POWAY:
BY: Date: -------------------------Chris Hazeltine, City Manager
ATTEST:
BY: Date: -------------------------Vaid a Pavolas, CMC, City Clerk
Approved as to form:
BY: Date: -------------------------A I an Fenstermacher, City Attorney
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