HomeMy WebLinkAbout4.3 Agreement with East Bay Pool Service for Pool Maintenance Services at The WaveCELEBRATING
STAFF REPORT
CITY COUNCIL
DUBLIN
CALIFORNIA
Agenda Item 4.3
DATE: December 20, 2022
TO: Honorable Mayor and City Councilmembers
FROM: Linda Smith, City Manager
SU B.ECT : Agreement with East Bay Pool Service for Pool Maintenance Services at The
Wave
Prepared by: Dustin Stene, Recreation Supervisor
EXECUTIVE SUMMARY:
The City Council will consider a service agreement with East Bay Pool Service for pool
maintenance at The Wave.
STAFF RECOMMENDATION:
Adopt the Resolution Approving an Agreement with East Bay Pool Service for Pool Maintenance
Services.
FINANCIAL IMPACT:
Award of the East Bay Pool Service agreement will result in a cost not to exceed $128,520 per
calendar year, which includes $107,100 for pool maintenance plus a 20% contingency of $21,420
for additional repairs as needed. The total not -to -exceed contract amount is $385,560. There is
sufficient funding in Fiscal Year 2022-23 budget, and funding for the subsequent years will be
included in the future budget processes.
DESCRIPTION:
The current pool maintenance contract expires on December 31, 2022, and a Request for
Proposals (RFP) for services in the coming year was released on October 31, 2022. Staff
distributed the RFP to 12 local vendors and received two bids. East Bay Pool Service submitted a
proposal that aligns with the City's needs for monthly pool maintenance and was the lowest bid
received.
East Bay Pool Service has over 25 years of experience, having maintained the Dublin Swim Center
for over 20 years before it closed. Additionally, East Bay Pool Service currently maintains The
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Wave and has worked diligently to repair and replace heaters, pumps, filters, tile, plaster,
drains/equalizers, handrails, and plumbing since the season opening. Staff has been satisfied with
the quality of work provided.
Staff is recommending a three-year service agreement for pool maintenance, expiring on
December 31, 2025, with the option of two, one-year extensions. The cost detail is summarized in
the table below.
Table 1: East Bav Pool Service Cost Detail
East Bay
Pool Service
May -September (5 Months)
$10,500/month
October -April (7 Months)
$7,800/month
As -Needed Maintenance and Repairs
$110/hour
Emergency Response Time
1 Hour
Contingency
$21,420
Total Cost
$128,520
STRATEGIC PLAN INITIATIVE:
None.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
A copy of the Staff Report was provided to East Bay Pool Service, and the City Council Agenda was
posted.
ATTACHMENTS:
1) Resolution Approving an Agreement with East Bay Pool Service for Pool Maintenance Services
2) Exhibit A to the Resolution - Agreement Between the City of Dublin and East Bay Pool Service
3) Proposal - East Bay Pool Service
4) Request for Proposals
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Attachment I
RESOLUTION NO. XX - XX
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
APPROVING AN AGREEMENT WITH EAST BAY POOL SERVICE FOR POOL
MAINTENANCE SERVICES
WHEREAS, Staff issued a Request for Proposals for pool maintenance services at The Wave;
and
WHEREAS, East Bay Pool Service was found to provide the most cost-effective services and
aligns with the City's needs for monthly pool maintenance services; and
WHEREAS, East Bay Pool Service has over 25 years of experience, and Staff has been
satisfied with the quality of pool maintenance services provided in the past; and
WHEREAS, East Bay Pool Service is prepared to complete the work outlined in the Scope of
Services.
NOW, THEREFORE BE IT RESOLVED, the City Council of the City of Dublin does hereby
approve the Agreement with East Bay Pool Service attached hereto as Exhibit A in an amount not to
exceed $385,560 through December 31, 2025.
BE IT FURTHER RESOLVED that the City Manager is authorized to execute the agreement,
and make any necessary, non -substantive changes to carry out the intent of this Resolution.
PASSED, APPROVED AND ADOPTED this 20th day of December 2022, by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
Reso. No. XX-22, Item X.X, Adopted XX/XX/22 Page 1 of 1 32
ATTACHMENT 2
CONTRACTOR SERVICES AGREEMENT BETWEEN
THE CITY OF DUBLIN AND
East Bay Pool Service
THIS AGREEMENT for Pool Maintenance Services services is made by and between the City of
Dublin ("City") and East Bay Pool Service, ("Contractor") (together sometimes referred to as the "Parties")
as of January 1, 2023 (the "Effective Date").
Section 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, Contractor
shall provide to City the services described in the Scope of Work attached as Exhibit A at the time and
place and in the manner specified therein. In the event of a conflict in or inconsistency between the terms
of this Agreement and Exhibit A, the Agreement shall prevail.
1.1
Term of Services. The term of this Agreement shall begin on the Effective Date and shall
end on December 31, 2025, the date of completion specified in Exhibit A, and Contractor
shall complete the work described in Exhibit A on or before that date, unless the term of
the Agreement is otherwise terminated or extended, as provided for in Section 8. The time
provided to Contractor to complete the services required by this Agreement shall not affect
the City's right to terminate the Agreement, as referenced in Section 8. Notwithstanding
the foregoing this Agreement may be extended for up to two (2) additional one (1) year
terms, upon the written consent of the Contractor and the City Manager, provided that: a)
sufficient funds have been appropriated for such purchase, b) the price charged by the
Contractor for the provision of the services described in Exhibit A does not increase. None
of the foregoing shall affect the City's right to terminate the Agreement as provided for in
Section 8.
1.2 Standard of Performance. Contractor shall perform all services required pursuant to this
Agreement in the manner and according to the standards observed by a competent
practitioner of the profession in which Contractor is engaged.
1.3 Assignment of Personnel. Contractor shall assign only competent personnel to perform
services pursuant to this Agreement. In the event that City, in its sole discretion, at any
time during the term of this Agreement, desires the reassignment of any such persons,
Contractor shall, immediately upon receiving notice from City of such desire of City,
reassign such person or persons.
1.4 Time. Contractor shall devote such time to the performance of services pursuant to this
Agreement as may be reasonably necessary to meet the standard of performance
provided in Subsection 1.2 above and to satisfy Contractor's obligations hereunder.
1.5 Public Works Contractor Registration. Because the services described in Exhibit A
constitute a public works within the definition of Section 1720(a)(1) and 1771 of the
California Labor Code, Contractor is required to comply with the provisions of the
California Labor Code applicable to public works, to the extent set forth in Exhibit C.
Services Agreement between
City of Dublin and East Bay Pool Service
1/1/2023
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1.6 Public Works Contractor Registration. Contractor agrees, in accordance with Section
1771.1 of the California Labor Code, that Contractor or any subcontractor shall not be
qualified to bid on, be listed in a bid proposal, subject to the requirements of Section 4104
of the Public Contract Code, or engage in the performance of any contract for public work,
as defined in Chapter 1 of Part 7 of Division 2 of the California Labor Code, unless
currently registered and qualified to perform public work pursuant to California Labor Code
section 1725.5. It is not a violation of this section for an unregistered contractor to submit a
bid that is authorized by Section 7029.1 of the Business and Professions Code or by
Section 10164 or 20103.5 of the Public Contract Code, provided the contractor is
registered to perform public work pursuant to Section 1725.5 at the time the contract is
awarded. No contractor or subcontractor may be awarded a contract for public work on a
public works project unless registered with the Department of Industrial Relations pursuant
to California Labor Code section 1725.5. Contractor agrees, in accordance with Section
1771.4 of the California Labor Code, that if the work under this Agreement qualifies as
public work, it is subject to compliance monitoring and enforcement by the Department of
Industrial Relations.
Section 2. COMPENSATION. City hereby agrees to pay Contractor, pursuant to the Compensation
Schedule attached as Exhibit B, a sum not to exceed $385,560 notwithstanding any contrary indications
that may be contained in Contractor's proposal, for services to be performed under this Agreement. In the
event of a conflict between this Agreement and Contractor's proposal regarding the amount of
compensation, the Agreement shall prevail. City shall pay Contractor for services rendered pursuant to this
Agreement at the time and in the manner set forth herein. The payments specified below shall be the only
payments from City to Contractor for services rendered pursuant to this Agreement. Contractor shall
submit all invoices to City in the manner specified herein. Except as specifically authorized by City in
writing, Contractor shall not bill City for duplicate services performed by more than one person.
Contractor and City acknowledge and agree that compensation paid by City to Contractor under this
Agreement is based upon Contractor's estimated costs of providing the services required hereunder,
including salaries and benefits of employees and subcontractors of Contractor. Consequently, the Parties
further agree that compensation hereunder is intended to include the costs of contributions to any pensions
and/or annuities to which Contractor and its employees, agents, and subcontractors may be eligible. City
therefore has no responsibility for such contributions beyond compensation required under this Agreement.
2.1 Invoices. Contractor shall submit invoices, not more often than once a month during the
term of this Agreement, based on the cost for services performed prior to the invoice date.
No individual performing work under this Agreement shall bill more than 2,000 hours in a
fiscal year unless approved, in writing, by the City Manager or his/her designee. Invoices
shall contain the following information:
■ Serial identifications of progress bills; i.e., Progress Bill No. 1 for the first invoice, etc.;
■ The beginning and ending dates of the billing period;
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• A Task Summary containing the original contract amount, the amount of prior billings,
the total due this period, the balance available under the Agreement, and the
percentage of completion;
• A copy of the applicable time entries or time sheets shall be submitted showing the
following:
o Daily logs of total hours worked by each individual performing work under
this Agreement
o Hours must be logged in increments of tenths of an hour or quarter hour
o If this Agreement covers multiple projects, all hours must also be logged
by project assignment
o A brief description of the work
• The total number of hours of work performed under the Agreement by Contractor and
each employee, agent, and subcontractor of Contractor performing services
hereunder;
• The Contractor's signature;
• Contractor shall give separate notice to the City when the total number of hours
worked by Contractor and any individual employee, agent, or subcontractor of
Contractor reaches or exceeds 800 hours within a 12-month period under this
Agreement and any other agreement between Contractor and City. Such notice shall
include an estimate of the time necessary to complete work described in Exhibit A and
the estimate of time necessary to complete work under any other agreement between
Contractor and City, if applicable.
2.2 Monthly Payment. City shall make monthly payments, based on invoices received, for
services satisfactorily performed. City shall have 30 days from the receipt of an invoice that
complies with all of the requirements above to pay Contractor.
2.3 Final Payment. City shall pay the last 10% of the total sum due pursuant to this
Agreement within 60 days after completion of the services and submittal to City of a final
invoice, if all services required have been satisfactorily performed.
2.4 Total Payment. City shall pay for the services to be rendered by Contractor pursuant to
this Agreement. City shall not pay any additional sum for any expense or cost whatsoever
incurred by Contractor in rendering services pursuant to this Agreement. City shall make
no payment for any extra, further, or additional service pursuant to this Agreement.
In no event shall Contractor submit any invoice for an amount in excess of the maximum
amount of compensation provided above either for a task or for the entire Agreement,
unless the Agreement is modified prior to the submission of such an invoice by a properly
executed change order or amendment.
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2.5 Hourly Fees. Fees for work performed by Contractor on an hourly basis shall not exceed
the amounts shown on the compensation schedule attached hereto as Exhibit B.
2.6 [Intentionally Deleted].
2.7 Payment of Taxes. Contractor is solely responsible for the payment of employment taxes
incurred under this Agreement and any similar federal or state taxes.
2.8 Payment upon Termination. In the event that the City or Contractor terminates this
Agreement pursuant to Section 8, the City shall compensate the Contractor for all
outstanding costs incurred for work satisfactorily completed as of the date of written notice
of termination. Contractor shall maintain adequate logs and timesheets to verify costs
incurred to that date.
2.9 Authorization to Perform Services. The Contractor is not authorized to perform any
services or incur any costs whatsoever under the terms of this Agreement until receipt of
authorization from the Contract Administrator.
2.10 Liquidated Damages. Failure of Contractor to respond to problems referred to it by City
within the time limits established in Subsection 1.2 of this Agreement shall result in
liquidated damages as set forth in Exhibit A
Section 3. FACILITIES AND EQUIPMENT. Except as set forth herein, Contractor shall, at its sole
cost and expense, provide all facilities and equipment that may be necessary to perform the services
required by this Agreement. City shall make available to Contractor only the facilities and equipment listed
in this section, and only under the terms and conditions set forth herein. Contractor shall make a written
request to City to use facilities or equipment not otherwise listed herein.
The Wave Aquatic Facility
3.1 Safety Requirements. In accordance with generally accepted construction practices and
state law, Contractor shall be solely and completely responsible for conditions on the
jobsite, including safety of all persons and property during performance of the work. This
requirement shall apply continuously and not be limited to normal working hours.
Contractor shall take all necessary precautions and provide all necessary safeguards to
prevent personal injury and property damage. Contractor shall provide protection for all
persons including, but not limited to, its employees and employees of its subcontractors;
members of the public; and employees, agents, and representatives of the City and
regulatory agencies that may be on or about the work.
The services of the City in conducting review and inspection of Contractor's performance is
not intended to include review of the adequacy of Contractor's work methods, equipment,
bracing or scaffolding, or safety measures, in, on, or near any Contractor jobsite.
Services Agreement between
City of Dublin and East Bay Pool Service
1 /1 /2023
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All work and materials shall be in strict accordance with all applicable state, city, county,
and federal rules, regulations and codes, with specific attention to the United States
Department of Labor Occupational Health and Safety Administration (OSHA)
requirements. Contractor shall be solely responsible for compliance with all city, county,
and state explosive transport, storage, and blasting requirements and for any damages
caused by such operations.
Contractor is hereby informed that work on City property could be hazardous. Contractor
shall carefully instruct all personnel working on City property that all conditions of the
property are potentially hazardous work areas as to potential dangers and shall provide
such necessary safety equipment and instructions as are necessary to prevent injury to
personnel and damage to property. Special care shall be exercised relative to work
underground.
In addition to complying with all other safety regulations, Contractor shall abide by any and
all other City requirements contained in any specifications, special conditions or manuals,
which shall be made available by City upon request.
Contractor shall provide and maintain all necessary safety equipment such as fences,
barriers, signs, lights, walkways, guards, and fire prevention and fire -fighting equipment
and shall take such other action as is required to fulfill its obligations under this section. It
is the intent of the City to provide a safe working environment under normal conditions.
CONTRACTOR IS ADVISED THAT CITY'S OPERATIONS AND PROPERTY ARE
INHERENTLY HAZARDOUS BECAUSE OF CONDITIONS SUCH AS CONFINED
SPACES, POTENTIALLY EXPLOSIVE ATMOSPHERES, AND POSSIBLE EXPOSURE
TO PATHOGENS.
Contractor shall maintain all portions of the jobsite in a neat, clean, and sanitary condition
at all times. If required by the City, toilets shall be furnished by Contractor where needed
for use of its employees and their use shall be strictly enforced. Contractor shall not use
the City's existing sanitary facilities, unless previously authorized by the City.
Contractor shall keep adequate first aid facilities and supplies available and instruction in
first aid for its employees shall be given.
City reserves the right to require that Contractor bring onto the project or engage the
services of a licensed safety engineer at any time during the term of this Agreement. If
Contractor does not have a licensed safety engineer on staff, then City may require that
Contractor engage a subcontractor or subconsultant as the project's safety engineer.
Contractor shall bear all costs in connection with meeting the requirements of this section.
Section 4. INSURANCE REQUIREMENTS. Before fully executing this Agreement, Contractor, at its
own cost and expense, unless otherwise specified below, shall procure the types and amounts of insurance
listed below against claims for injuries to persons or damages to property that may arise from or in
connection with the performance of the work hereunder by the Contractor and its agents, representatives,
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employees, and subcontractors. Consistent with the following provisions, Contractor shall provide proof
satisfactory to City of such insurance that meets the requirements of this section and under forms of
insurance satisfactory in all respects, and that such insurance is in effect prior to beginning work.
Contractor shall maintain the insurance policies required by this section throughout the term of this
Agreement. The cost of such insurance shall be included in the Contractor's bid. Contractor shall not allow
any subcontractor to commence work on any subcontract until Contractor has obtained all insurance
required herein for the subcontractor(s) and provided evidence to City that such insurance is in effect.
VERIFICATION OF THE REQUIRED INSURANCE SHALL BE SUBMITTED AND MADE PART OF THIS
AGREEMENT PRIOR TO EXECUTION. Contractor shall maintain all required insurance listed herein for
the duration of this Agreement.
4.1 Workers' Compensation.
4.1.1 General Requirements. Contractor shall, at its sole cost and expense, maintain Statutory
Workers' Compensation Insurance and Employer's Liability Insurance for any and all
persons employed directly or indirectly by Contractor. The Statutory Workers'
Compensation Insurance and Employer's Liability Insurance shall be provided with limits of
not less than $1,000,000 per accident. In the alternative, Contractor may rely on a self-
insurance program to meet these requirements, but only if the program of self-insurance
complies fully with the provisions of the California Labor Code. Determination of whether a
self-insurance program meets the standards of the California Labor Code shall be solely in
the discretion of the Contract Administrator.
The Workers' Compensation policy shall be endorsed with a waiver of subrogation in favor
of the City for all work performed by the Contractor, its employees, agents, and
subcontractors.
4.1.2 Submittal Requirements. To comply with Subsection 4.1, Contractor shall
submit the following:
a. Certificate of Workers' Compensation Insurance in the amounts specified
in the section; and
b. Waiver of Subrogation Endorsement as required by the section.
4.2 Commercial General and Automobile Liability Insurance.
4.2.1 General Requirements. Contractor, at its own cost and expense, shall maintain
commercial general liability insurance for the term of this Agreement in an amount
not less than $2,000,000 and automobile liability insurance for the term of this
Agreement in an amount not less than $2,000,000 per occurrence, combined
single limit coverage for risks associated with the work contemplated by this
Agreement. If a Commercial General Liability Insurance or an Automobile Liability
form or other form with a general aggregate limit is used, either the general
aggregate limit shall apply separately to the work to be performed under this
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Agreement or the general aggregate limit shall be at least twice the required
occurrence limit. Such coverage shall include but shall not be limited to, protection
against claims arising from bodily and personal injury, including death resulting
therefrom, and damage to property resulting from activities contemplated under
this Agreement, including without limitation, blanket contractual liability and the
use of owned and non -owned automobiles.
4.2.2 Minimum Scope of Coverage. Commercial general coverage shall be at least as
broad as Insurance Services Office Commercial General Liability occurrence form
CG 0001 (most recent edition) covering comprehensive General Liability on an
"occurrence" basis. Automobile coverage shall be at least as broad as Insurance
Services Office Automobile Liability form CA 0001, Code 1 (any auto). No
endorsement shall be attached limiting the coverage.
4.2.3 Additional Requirements. Each of the following shall be included in the
insurance coverage or added as a certified endorsement to the policy:
a. The Insurance shall cover on an occurrence or an accident basis, and not
on a claims -made basis.
b. City, its officers, officials, employees, and volunteers are to be covered as
additional insureds as respects: liability arising out of work or operations
performed by or on behalf of the Contractor; or automobiles owned,
leased, hired, or borrowed by the Contractor.
c. Contractor hereby agrees to waive subrogation which any insurer or
contractor may require from vendor by virtue of the payment of any loss.
Contractor agrees to obtain any endorsements that may be necessary to
affect this waiver of subrogation.
d. For any claims related to this Agreement or the work hereunder, the
Contractor's insurance coverage shall be primary insurance as respects
the City, its officers, officials, employees, and volunteers. Any insurance
or self-insurance maintained by the City, its officers, officials, employees,
or volunteers shall be excess of the Contractor's insurance and shall not
contribute with it.
4.2.4 Submittal Requirements. To comply with Subsection 4.2, Contractor shall
submit the following:
a. Certificate of Liability Insurance in the amounts specified in the section;
b. Additional Insured Endorsement as required by the section;
c. Waiver of Subrogation Endorsement as required by the section; and
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d. Primary Insurance Endorsement as required by the section.
4.3 All Policies Requirements.
4.3.1 Acceptability of Insurers. All insurance required by this section is to be placed
with insurers with a Bests' rating of no less than A:VII.
4.3.2 Verification of Coverage. Prior to beginning any work under this Agreement,
Contractor shall furnish City with complete copies of all Certificates of Liability
Insurance delivered to Contractor by the insurer, including complete copies of all
endorsements attached to the policies. All copies of Certificates of Liability
Insurance and certified endorsements shall show the signature of a person
authorized by that insurer to bind coverage on its behalf. If the City does not
receive the required insurance documents prior to the Contractor beginning work,
it shall not waive the Contractor's obligation to provide them. The City reserves
the right to require complete copies of all required insurance policies at any time.
4.3.3 Deductibles and Self -Insured Retentions. Contractor shall disclose to and
obtain the written approval of City for the self -insured retentions and deductibles
before beginning any of the services or work called for by any term of this
Agreement. At the option of the City, either: the insurer shall reduce or eliminate
such deductibles or self -insured retentions as respects the City, its officers,
employees, and volunteers; or the Contractor shall provide a financial guarantee
satisfactory to the City guaranteeing payment of losses and related investigations,
claim administration and defense expenses.
4.3.4 Wasting Policies. No policy required by this Section 4 shall include a "wasting"
policy limit (i.e. limit that is eroded by the cost of defense).
4.3.5 Endorsement Requirements. Each insurance policy required by Section 4 shall
be endorsed to state that coverage shall not be canceled by either party, except
after 30 days' prior written notice has been provided to the City.
4.3.6 Subcontractors. Contractor shall include all subcontractors as insureds under its
policies or shall furnish separate certificates and certified endorsements for each
subcontractor. All coverages for subcontractors shall be subject to all of the
requirements stated herein.
4.4 Remedies. In addition to any other remedies City may have if Contractor fails to provide
or maintain any insurance policies or policy endorsements to the extent and within the time
herein required, City may, at its sole option exercise any of the following remedies, which
are alternatives to other remedies City may have and are not the exclusive remedy for
Contractor's breach:
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• Obtain such insurance and deduct and retain the amount of the premiums for such
insurance from any sums due under the Agreement;
• Order Contractor to stop work under this Agreement or withhold any payment that
becomes due to Contractor hereunder, or both stop work and withhold any payment,
until Contractor demonstrates compliance with the requirements hereof; and/or
■ Terminate this Agreement.
Section 5. INDEMNIFICATION AND CONTRACTOR'S RESPONSIBILITIES. Contractor shall
indemnify, defend with counsel acceptable to City, and hold harmless City and its officers, officials,
employees, agents and volunteers from and against any and all liability, loss, damage, claims, expenses,
and costs (including without limitation, attorney's fees and costs and fees of litigation) (collectively,
"Liability") of every nature arising out of or in connection with Contractor's performance of the Services or
its failure to comply with any of its obligations contained in this Agreement, except such Liability caused by
the sole negligence or willful misconduct of City.
The Contractor's obligation to defend and indemnify shall not be excused because of the Contractor's
inability to evaluate Liability or because the Contractor evaluates Liability and determines that the
Contractor is not liable to the claimant. The Contractor must respond within 30 days, to the tender of any
claim for defense and indemnity by the City, unless this time has been extended by the City. If the
Contractor fails to accept or reject a tender of defense and indemnity within 30 days, in addition to any
other remedy authorized by law, so much of the money due the Contractor under and by virtue of this
Agreement as shall reasonably be considered necessary by the City, may be retained by the City until
disposition has been made of the claim or suit for damages, or until the Contractor accepts or rejects the
tender of defense, whichever occurs first.
Notwithstanding the forgoing, to the extent this Agreement is a "construction contract" as defined by
California Civil Code Section 2782, as may be amended from time to time, such duties of Contractor to
indemnify shall not apply when to do so would be prohibited by California Civil Code Section 2782.
In the event that Contractor or any employee, agent, or subcontractor of Contractor providing services
under this Agreement is determined by a court of competent jurisdiction or the California Public Employees
Retirement System (PERS) to be eligible for enrollment in PERS as an employee of City, Contractor shall
indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions
for PERS benefits on behalf of Contractor or its employees, agents, or subcontractors, as well as for the
payment of any penalties and interest on such contributions, which would otherwise be the responsibility of
City.
Section 6. STATUS OF CONTRACTOR.
6.1 Independent Contractor. At all times during the term of this Agreement, Contractor shall
be an independent contractor and shall not be an employee of City. This Agreement shall
not be construed as an agreement for employment. City shall have the right to control
Contractor only insofar as the results of Contractor's services rendered pursuant to this
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Agreement and assignment of personnel pursuant to Subsection 1.3; however, otherwise
City shall not have the right to control the means by which Contractor accomplishes
services rendered pursuant to this Agreement. Contractor further acknowledges that
Contractor performs Services outside the usual course of the City's business; and is
customarily engaged in an independently established trade, occupation, or business of the
same nature as the Contractor performs for the City, and has the option to perform such
work for other entities. Notwithstanding any other City, state, or federal policy, rule,
regulation, law, or ordinance to the contrary, Contractor and any of its employees, agents,
and subcontractors providing services under this Agreement shall not qualify for or
become entitled to, and hereby agree to waive any and all claims to, any compensation,
benefit, or any incident of employment by City, including but not limited to eligibility to
enroll in the California Public Employees Retirement System (PERS) as an employee of
City and entitlement to any contribution to be paid by City for employer contributions and/or
employee contributions for PERS benefits.
6.2 Contractor Not an Agent. Except as City may specify in writing, Contractor shall have no
authority, express or implied, to act on behalf of City in any capacity whatsoever as an
agent. Contractor shall have no authority, express or implied, pursuant to this Agreement
to bind City to any obligation whatsoever.
Section 7. LEGAL REQUIREMENTS.
7.1 Governing Law. The laws of the State of California shall govern this Agreement.
7.2 Compliance with Applicable Laws. Contractor and any subcontractors shall comply with
all laws applicable to the performance of the work hereunder.
7.3 Other Governmental Regulations. To the extent that this Agreement may be funded by
fiscal assistance from another governmental entity, Contractor and any subcontractors
shall comply with all applicable rules and regulations to which City is bound by the terms of
such fiscal assistance program.
7.4 Licenses and Permits. Contractor represents and warrants to City that Contractor and its
employees, agents, and any subcontractors have all licenses, permits, qualifications, and
approvals of whatsoever nature that are legally required to practice their respective
professions. Contractor represents and warrants to City that Contractor and its
employees, agents, any subcontractors shall, at their sole cost and expense, keep in effect
at all times during the term of this Agreement any licenses, permits, and approvals that are
legally required to practice their respective professions. In addition to the foregoing,
Contractor and any subcontractors shall obtain and maintain during the term of this
Agreement valid Business Licenses from City.
7.5 Nondiscrimination and Equal Opportunity. Contractor shall not discriminate, on the
basis of a person's race, sex, gender, religion (including religious dress and grooming
practices), national origin, ancestry, physical or mental disability, medical condition
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(including cancer and genetic characteristics), marital status, age, sexual orientation, color,
creed, pregnancy, genetic information, gender identity or expression, political affiliation or
belief, military/veteran status, or any other classification protected by applicable local,
state, or federal laws (each a "Protected Characteristic"), against any employee, applicant
for employment, subcontractor, bidder for a subcontract, or participant in, recipient of, or
applicant for any services or programs provided by Contractor under this Agreement.
Contractor shall include the provisions of this Subsection in any subcontract approved by
the Contract Administrator or this Agreement.
Section 8. TERMINATION AND MODIFICATION.
8.1 Termination. City may cancel this Agreement at any time and without cause upon written
notification to Contractor.
Contractor may cancel this Agreement upon 30 days' written notice to City and shall
include in such notice the reasons for cancellation.
In the event of termination, Contractor shall be entitled to compensation for services
performed to the effective date of termination; City, however, may condition payment of
such compensation upon Contractor delivering to City any or all documents, photographs,
computer software, video and audio tapes, and other materials provided to Contractor or
prepared by or for Contractor or the City in connection with this Agreement.
8.2 Extension. City may, in its sole and exclusive discretion, extend the end date of this
Agreement beyond that provided for in Subsection 1.1. Any such extension shall require a
written amendment to this Agreement, as provided for herein. Contractor understands and
agrees that, if City grants such an extension, City shall have no obligation to provide
Contractor with compensation beyond the maximum amount provided for in this
Agreement. Similarly, unless authorized by the Contract Administrator, City shall have no
obligation to reimburse Contractor for any otherwise expenses incurred during the
extension period.
8.3 Amendments. The Parties may amend this Agreement only by a writing signed by all the
Parties.
8.4 Assignment and Subcontracting. City and Contractor recognize and agree that this
Agreement contemplates personal performance by Contractor and is based upon a
determination of Contractor's unique personal competence, experience, and specialized
personal knowledge. Moreover, a substantial inducement to City for entering into this
Agreement was and is the professional reputation and competence of Contractor.
Contractor may not assign this Agreement or any interest therein without the prior written
approval of the Contract Administrator. Contractor shall not subcontract any portion of the
performance contemplated and provided for herein, other than to the subcontractors noted
in the proposal, without prior written approval of the Contract Administrator.
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8.5 Survival. All obligations arising prior to the termination of this Agreement and all
provisions of this Agreement allocating liability between City and Contractor shall survive
the termination of this Agreement.
8.6 Options upon Breach by Contractor. If Contractor materially breaches any of the terms
of this Agreement, City's remedies shall include, but not be limited to, the following:
8.6.1 Immediately terminate the Agreement;
8.6.2 Retain the plans, specifications, drawings, reports, design documents, and any
other work product prepared by Contractor pursuant to this Agreement;
8.6.3 Retain a different contractor to complete the work described in Exhibit A not
finished by Contractor; or
8.6.4 Charge Contractor the difference between the cost to complete the work described
in Exhibit A that is unfinished at the time of breach and the amount that City would
have paid Contractor pursuant to Section 2 if Contractor had completed the work.
Section 9. KEEPING AND STATUS OF RECORDS.
9.1 Records Created as Part of Contractor's Performance. All reports, data, maps,
models, charts, studies, surveys, photographs, memoranda, plans, studies, specifications,
records, files, or any other documents or materials, in electronic or any other form, that
Contractor prepares or obtains pursuant to this Agreement and that relate to the matters
covered hereunder shall be the property of the City. Contractor hereby agrees to deliver
those documents to the City upon termination of the Agreement. It is understood and
agreed that the documents and other materials, including but not limited to those described
above, prepared pursuant to this Agreement are prepared specifically for the City and are
not necessarily suitable for any future or other use. City and Contractor agree that, until
final approval by City, all data, plans, specifications, reports and other documents are
confidential and will not be released to third parties without prior written consent of both
Parties.
9.2 Contractor's Books and Records. Contractor shall maintain any and all ledgers, books
of account, invoices, vouchers, canceled checks, and other records or documents
evidencing or relating to charges for services or expenditures and disbursements charged
to the City under this Agreement for a minimum of 3 years, or for any longer period
required by law, from the date of final payment to the Contractor to this Agreement.
9.3 Inspection and Audit of Records. Any records or documents that Subsection 9.2 of this
Agreement requires Contractor to maintain shall be made available for inspection, audit,
and/or copying at any time during regular business hours, upon oral or written request of
the City. Under California Government Code Section 8546.7, if the amount of public funds
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expended under this Agreement exceeds $10,000.00, the Agreement shall be subject to
the examination and audit of the State Auditor, at the request of City or as part of any audit
of the City, for a period of 3 years after final payment under the Agreement.
Section 10. MISCELLANEOUS PROVISIONS.
10.1 Attorneys' Fees. If a party to this Agreement brings any action, including an action for
declaratory relief, to enforce or interpret the provision of this Agreement, the prevailing
party shall be entitled to reasonable attorneys' fees in addition to any other relief to which
that party may be entitled. The court may set such fees in the same action or in a
separate action brought for that purpose.
10.2 Venue. In the event that either party brings any action against the other under this
Agreement, the Parties agree that trial of such action shall be vested exclusively in the
state courts of California in the County of Alameda or in the United States District Court for
the Northern District of California.
10.3 Severability. If a court of competent jurisdiction finds or rules that any provision of this
Agreement is invalid, void, or unenforceable, the provisions of this Agreement not so
adjudged shall remain in full force and effect. The invalidity in whole or in part of any
provision of this Agreement shall not void or affect the validity of any other provision of this
Agreement.
10.4 No Implied Waiver of Breach. The waiver of any breach of a specific provision of this
Agreement does not constitute a waiver of any other breach of that term or any other term
of this Agreement.
10.5 Successors and Assigns. The provisions of this Agreement shall inure to the benefit of
and shall apply to and bind the successors and assigns of the Parties.
10.6 Conflict of Interest. Contractor may serve other clients, but none whose activities within
the corporate limits of City or whose business, regardless of location, would place
Contractor in a "conflict of interest," as that term is defined in the Political Reform Act,
codified at California Government Code Section 81000 et seq.
Contractor shall not employ any City official in the work performed pursuant to this
Agreement. No officer or employee of City shall have any financial interest in this
Agreement that would violate California Government Code Section 1090 et seq.
Contractor hereby warrants that it is not now, nor has it been in the previous 12 months, an
employee, agent, appointee, or official of the City. If Contractor was an employee, agent,
appointee, or official of the City in the previous 12 months, Contractor warrants that it did
not participate in any manner in the forming of this Agreement. Contractor understands
that, if this Agreement is made in violation of California Government Code Section 1090 et
seq., the entire Agreement is void and Contractor will not be entitled to any compensation
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for services performed pursuant to this Agreement, including reimbursement of expenses,
and Contractor will be required to reimburse the City for any sums paid to the Contractor.
Contractor understands that, in addition to the foregoing, it may be subject to criminal
prosecution for a violation of California Government Code Section 1090 et seq., and, if
applicable, will be disqualified from holding public office in the State of California.
10.7 Solicitation. Contractor agrees not to solicit business at any meeting, focus group, or
interview related to this Agreement, either orally or through any written materials.
10.8 Contract Administration. This Agreement shall be administered by the City Manager
("Contract Administrator"). All correspondence shall be directed to or through the Contract
Administrator or his or her designee.
10.9 Notices. Any written notice to Contractor shall be sent to:
James Vance
1547 Palos Verdes Mall # 240
Walnut Creek CA 94597
Any written notice to City shall be sent to:
City of Dublin
Attn: Dustin Stene
100 Civic Plaza
Dublin, CA 94568
10.10 Integration. This Agreement, including the scope of work attached hereto and
incorporated herein as Exhibits A, B, [and Cl represents the entire and integrated
agreement between City and Contractor and supersedes all prior negotiations,
representations, or agreements, either written or oral.
Exhibit A
Exhibit B
Exhibit C
Scope of Services
Compensation Schedule
California Labor Code Section 1720 Information
10.11 Counterparts and Electronic Signatures. This Agreement may be executed in multiple
counterparts, each of which shall be an original and all of which together shall constitute
one agreement. Counterparts delivered and/or signatures executed by City -approved
electronic or digital means shall have the same force and effect as the use of a manual
signature. Both Parties desire this Agreement to be electronically signed in accordance
with applicable federal and California law. Either Party may revoke its agreement to use
electronic signatures at any time by giving notice to the other Party.
10.12 Certification per Iran Contracting Act of 2010. In the event that this contract is for
one million dollars ($1,000,000.00) or more, by Contractor's signature below Contractor
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certifies that Contractor, and any parent entities, subsidiaries, successors or subunits of
Contractor are not identified on a list created pursuant to subdivision (b) of Section 2203 of
the California Public Contract Code as a person engaging in investment activities in Iran as
described in subdivision (a) of Section 2202.5, or as a person described in subdivision (b)
of Section 2202.5 of the California Public Contract Code, as applicable.
SIGNATURES ON FOLLOWING PAGE
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The Parties have executed this Agreement as of the Effective Date. The persons whose signatures appear
below certify that they are authorized to sign on behalf of the respective Party.
CITY OF DUBLIN East Bay Pool Service
Linda Smith, City Manager
Attest:
Marsha Moore, City Clerk
Approved as to Form:
John Bakker, City Attorney
5239727.1
-DocuSigned by:
�B61BB418850F49E...
James Vance, uwner
PWLR 10042894
Contractor's DIR Registration Number
(if applicable)
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EXHIBIT A
SCOPE OF SERVICES
o NATATORIUM (Indoor Pool)
■ Description of pool
• 160,000 gallons
• 6,900 square foot surface area
• 6 - 25 yard lanes; 3 shallow teaching bays
■ Proposed Operational Schedule
• Year Round
• 7 Days per Week
■ Daily Services
• Test water chemistry at pool edge
• Test water chemistry at chemical controller and calibrate units as
needed, document all results and adjustments
• Add and/or adjust chemicals as needed
• Check pool temperature and adjust to maintain an optimal
temperature of 82 to 84 degrees
• Empty/clean all skimmer baskets, vacuum pump strainers, and
flow
indicator filters
• Skim pool and clean gutters
■ Weekly Services
• Fully vacuum one time per week
• Record usage of UV light filter
• Record usage of heater
• Test total alkalinity and calcium hardness
■ Bi-weekly Services
• Inspect handrails and tiles surrounding pool
• Backwash Filters (or more often as needed)
o CHILDREN'S PLAY POOL (Splash Zone)
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• Description of pool
• Includes a WhiteWater Aqua Play structure and a variety of
interactive play features
• 27,698 gallons
• One circulation pump
• One spray feature pump
• One water slide pump
• 4,945 square foot surface area
• Proposed Operational Schedule
• May 1 through October 31
• 7 days per week
• Pre -Operation
• Inspect and repair spray water features
• Inspect and repair non -water features such as netting, palm trees,
and railings
• Inspect large tipping bucket assembly
• Daily Services
• Test water chemistry
• Test water chemistry at chemical controllers and calibrate units
as needed, document all results and adjustments
• Add and/or adjust chemicals as needed
• Check pool temperature and adjust to maintain an optimal
temperature of 78 to 80 degrees
• Empty/clean all skimmer baskets and vacuum pump strainers, and
flow
indicator filters
• Skim pool and clean gutters
• Check operating pressure and flow to all effects
• Visually inspect climbing and safety nets
• Weekly Services
• Vacuum entire pool biweekly from April thru October and
Weekly November thru March
• Test total alkalinity and calcium hardness
• Inspect Aqua Play-1 Single and 2 tandem waterslides
• Check operation of jets and nozzles, clean and grease as required
• Record usage of heater
• Check valve operating assemblies
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• Bi-weekly Services
• Backwash Filters (or more often as needed)
• Inspect tile and gutters surrounding pool
• Check operation of nozzles
• End of Season — October 31
• Drain Play Structure for maintenance and repairs if required
• Inspect entire structure and submit a report with cost estimates for
any
repairs needed
• Clean components as needed
• Inspect paint and/or galvanizing and submit a report with cost
estimates
for any repairs needed, documentation for all repairs that include
who made the repairs, the date, and the scope of work should be
submitted within five business days.
• Remove, label, and store small parts
• Inspect large tipping bucket assembly
o WATERSLIDE MAINTENANCE
• Description
• One circulation pump
• Three waterslide pumps for slide tower slides
• 11,385 gallons
• Proposed Operational Schedule
• May 1 through October 31
• 7 days per week
• Daily Services
• Test the water chemistry
• Test the water chemistry at chemical controllers and calibrate units
as needed document all results and adjustments
• Add and/or adjust chemicals as needed
• Check pool temperature and make adjustments to keep at
suggested temperature of 78 to 80 degrees
• Empty/clean all skimmer baskets, vacuum pump strainers, and
flow indicator filters
• Skim all runout lanes
• Check all runout lanes for algae and take necessary steps to
remedy
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• Weekly Services
• Test total alkalinity and calcium hardness
• Weekly capsule slide mechanical inspection per manufacturer
recommendation
• Weekly draining of air compressor for drop slide
• Bi-weekly Services
• Backwash Filters (or more often as needed)
o PAUL McCREARY OUTDOOR POOL (Competitive Sports Pool)
• Description
• 286,006 gallons
• 6,173 square foot surface area
• 11 lanes
• Proposed Operational Schedule
• Year Round
• 7 Days per Week
• Daily Services
• Test the water chemistry at chemical controllers and calibrate units
as needed, document all results and adjustments
• Add and/or adjust chemicals as needed
• Check pool temperature and adjust to keep at suggested
temperature of 82 — 84 degrees
• Empty/clean all skimmer baskets, vacuum pump strainers, and
flow
indicator filters
• Skim the pool and clean gutters
• Check for algae and take necessary steps to remedy
• Weekly Services
• Fully vacuum pool two times per week
• Uncover and recover the pool as needed
• Test total alkalinity and calcium hardness
• Record usage of heaters
• Bi-weekly Services
• Inspect tile, handrails, and gutters surrounding pool
• Test ADA chair lift
• Backwash filters (or more often as needed)
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o GENERAL MAINTENANCE
• Check all pools for algae and take necessary steps to remedy
• Other preventative maintenance
• Inventory pool chemicals
• General upkeep of the high -rate sand filters for each circulation
system
• Check flow meters and pressure gauges
• Complete and submit checklists and maintenance reports
o OTHER MAINTENANCE AND REPAIR SERVICE
• On -call availability when a maintenance or repair situation occurs
• Maximum response time of 30 minutes when maintenance issues
occur during operational hours and impact the use of a pool or
attraction.
• Response time of 24 hours or less when maintenance issues do not
impact the use of a pool or attraction
o SERVICE FREQUENCY
• October 1 through April 30
o 6 days per week Monday through Saturday
• May 1 through September 30
o 7 days per week
o On days when air temperature exceeds 90 degrees, pools
must be checked twice per day
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EXHIBIT B
COMPENSATION SCHEDULE
Regular Pool Maintenance
Cost
May — September (5 months)
$10,500.00 per month
October — April (7 months)
$7,800.00 per month
As Needed Maintenance and Repairs
$110.00 Per Hour
Response Time
1 Hour
Contingency
$21,420.00
$128,520 per year
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EXHIBIT C
PROVISIONS REQUIRED FOR PUBLIC WORKS CONTRACTS
PURSUANT TO CALIFORNIA LABOR CODE SECTION 1720 ET SEQ.
HOURS OF WORK:
A. In accordance with California Labor Code Section 1810, 8 hours of labor in performance of the
services described in Exhibit A shall constitute a legal day's work under this contract.
B. In accordance with California Labor Code Section 1811, the time of service of any worker
employed in performance of the services described in Exhibit A is limited to 8 hours during any
one calendar day, and 40 hours during any one calendar week, except in accordance with
California Labor Code Section 1815, which provides that work in excess of 8 hours during any
one calendar day and 40 hours during any one calendar week is permitted upon compensation
for all hours worked in excess of 8 hours during any one calendar day and 40 hours during any
one calendar week at not less than one -and -one-half times the basic rate of pay.
C. The Contractor and its subcontractors shall forfeit as a penalty to the City $25 for each worker
employed in the performance of the services described in Exhibit A for each calendar day during
which the worker is required or permitted to work more than 8 hours in any one calendar day, or
more than 40 hours in any one calendar week, in violation of the provisions of California Labor
Code Section 1810 and following.
WAGES:
A. In accordance with California Labor Code Section 1773.2, the City has determined the general
prevailing wages in the locality in which the services described in Exhibit A are to be performed
for each craft or type of work needed to be as published by the State of California Department of
Industrial Relations, Division of Labor Statistics and Research, a copy of which is on file in the
City Public Works Office and shall be made available on request. The Contractor and
subcontractors engaged in the performance of the services described in Exhibit A shall pay no
less than these rates to all persons engaged in performance of the services or work.
B. In accordance with California Labor Code Section 1775, the Contractor and any subcontractors
engaged in performance of the services described in Exhibit A shall comply with California Labor
Code Section 1775, which establishes penalties per day for each worker engaged in the
performance of the services described in Exhibit A that the Contractor or any subcontractor pays
less than the specified prevailing wage. The amount of such penalty shall be determined by the
Labor Commissioner and shall be based on consideration of the mistake, inadvertence, or
neglect of the Contractor or subcontractor in failing to pay the correct rate of prevailing wages, or
the previous record of the Contractor or subcontractor in meeting applicable prevailing wage
obligations, or the willful failure by the Contractor or subcontractor to pay the correct rates of
prevailing wages. A mistake, inadvertence, or neglect in failing to pay the correct rate of
prevailing wages is not excusable if the Contractor or subcontractor had knowledge of their
obligations under the California Labor Code. The Contractor or subcontractor shall pay the
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difference between the prevailing wage rates and the amount paid to each worker for each
calendar day or portion thereof for which each worker was paid less than the prevailing wage
rate. If a subcontractor worker engaged in performance of the services described in Exhibit A is
not paid the general prevailing per diem wages by the subcontractor, the Contractor is not liable
for any penalties therefore unless the Contractor had knowledge of that failure or unless the
Contractor fails to comply with all of the following requirements:
1. The contract executed between the Contractor and the subcontractor for the performance of
part of the services described in Exhibit A shall include a copy of the provisions of California
Labor Code Sections 1771, 1775, 1776, 1777.5, 1813, and 1815.
2. The Contractor shall monitor payment of the specified general prevailing rate of per diem
wages by the subcontractor by periodic review of the subcontractor's certified payroll
records.
3. Upon becoming aware of a subcontractor's failure to pay the specified prevailing rate of
wages, the Contractor shall diligently take corrective action to halt or rectify the failure,
including, but not limited to, retaining sufficient funds due the subcontractor for performance
of the services described in Exhibit A.
4. Prior to making final payment to the subcontractor, the Contractor shall obtain an affidavit
signed under penalty of perjury from the subcontractor that the subcontractor has paid the
specified general prevailing rate of per diem wages for employees engaged in the
performance of the services described in Exhibit A and any amounts due pursuant to
California Labor Code Section 1813.
C. In accordance with California Labor Code Section 1776, the Contractor and each subcontractor
engaged in performance of the services described in Exhibit A shall keep accurate payroll
records showing the name, address, social security number, work, straight time and overtime
hours worked each day and week, and the actual per diem wages paid to each journeyman,
apprentice, worker, or other employee employed in performance of the services described in
Exhibit A. Each payroll record shall contain or be verified by a written declaration that it is made
under penalty of perjury, stating both of the following:
1. The information contained in the payroll record is true and correct.
2. The employer has complied with the requirements of California Labor Code Sections 1771,
1811, and 1815 for any work performed by the employer's employees on the public works
project.
The payroll records required pursuant to California Labor Code Section 1776 shall be certified
and sent directly to the Labor Commissioner, and available for inspection by the Owner and its
authorized representatives, the Division of Labor Standards Enforcement, the Division of
Apprenticeship Standards of the Department of Industrial Relations and shall otherwise be
available for inspection in accordance with California Labor Code Section 1776.
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D. In accordance with California Labor Code Section 1777.5, the Contractor, on behalf of the
Contractor and any subcontractors engaged in performance of the services described in Exhibit
A, shall be responsible for ensuring compliance with California Labor Code Section 1777.5
governing employment and payment of apprentices on public works contracts.
E. In case it becomes necessary for the Contractor or any subcontractor engaged in performance
of the services described in Exhibit A to employ for the services described in Exhibit A any
person in a trade or occupation (except executive, supervisory, administrative, clerical, or other
non manual workers as such) for which no minimum wage rate has been determined by the
Director of the Department of Industrial Relations, the Contractor or subcontractor shall pay the
minimum rate of wages specified therein for the classification which most nearly corresponds to
services described in Exhibit A to be performed by that person. The minimum rate thus
furnished shall be applicable as a minimum for such trade or occupation from the time of the
initial employment of the person affected and during the continuance of such employment.
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City of Dublin and East Bay Pool Service Exhibit C — Page 3 of 3
57
Attachment 3
1547 Palos Verdes Mall #240
Walnut Creek, Ca. 94597
925 683-7024
Statement of Qualification
Cover Letter
Commercial swimming pools and aquatic parks are of supreme interest and importance
for East Bay Pool Service. We pride ourselves on long term relationships in which trust is
established, and also providing a very high quality of service. These both help lessen the stress
on Dublin staff, since we're able to consistently deal with all maintenance tasks.
We are honored to have served the City of Dublin for over 30 years, having had the
maintenance contract for the Dublin Swim Center from when Paul McCreary was the manager.
We've always enjoyed great relationships with all employees involved in the pools care. The
Wave Water Park is our companies supreme service account and is very important to all our
employees and their families.
Therefore, I urge those making the decision about the upcoming contract to take into
account these very very important factors.
58
2. Statement of Qualification -
Having the maintenance contract for The Wave Water Park since it first opened speaks
volumes for our companies ability to maintain and repair all the equipment as well as
keep the parks pools and slides clean and sanitary every day for many years. We are
prepared to repair and replace any equipment that should need it at any time.
3. References -
Dustin Stene, Recreation Supervisor, City of Dublin,
Scott Logan, Director of Facilities, St Marys College, 7 years, cell 925 324-8743.
Complete pool and spa maintenance contract
David Hart, Mt Diablo School District, Maintenance Director, 11 years, Pools-Northgate
HS, Mt Diablo HS, College Park HS, Pleasant Hill Middle School. 925 825-7440
ext3865. Complete maintenance contract for all 4 pools.
4. Key Staff -
Jim Vance- owner, available 24/7 for any need
Sam Terry- engineer, available 24/7 for any need
Gibran Morales- Commercial Technician/Repairman, available 24/7 for any need
Carter Vance- Commercial Technician/Repairman, available 24/7 for any need
5. Work Approach -
Having maintained this facility since opening, and always keeping all equipment, and
pool systems functioning as designed, this is a great testimony to our work approach.
6. Attachment B included
7. Ability to meet the City's Standard Contractor Agreement and insurance
requirements -
East Bay Pool Service is able to meet the contract requirements as well as the necessary
insurance requirements.
8. Mandatory site tour completed.
59
Attachment B
POOL MAINTENANCE SERVICES - BID FORM
The City will review proposals and select the lowest responsible bidder for sections as identified
within the scope of work.
Name of Company: - A5T `1 ?Pot— Se -el) ► cc 11,3 c
Contact Person: ' -A/A E S VAC- Phone:
Mailing Address: 15 y Pt-os Oar.0 5 AAA-Lt.- *- a4 c > W14 5 c.
Email: ebpool6emic-,2 c) A49t - Website: �as�i-b�� ecool se uice aitinfik
cvnvs
II. Regular Maintenance Services (Section 1A through 1 E)
$ 101500 per month May through September
$ �� t3 OD per month October through April
As Needed Maintenance and Repair Services
$ 1 D per hour for repair work and emergency maintenance work
vkk or 1-.( w Min) Response time for emergency repair or maintenance work
III. Other Charges (if any)
$
for
for
5
60
Attachment 4
0 t=
DUBLIN
CALIFORNIA
REQUEST FOR PROPOSALS
Swimming Pool Maintenance for Aquatic Facilities
City of Dublin
Proposals must be received by: November 7th, 2022, before 4:00 pm
Dustin Stene, Recreation Supervisor
100 Civic Plaza
City of Dublin, CA 94568
• Proposals will be evaluated on the following: a) qualifications and specific experience of
key project team members., b) quality and completeness of the proposal, c) experience
with engagement of similar scope and complexity d), satisfaction of previous clients e)
cost of providing the contractor services for this project.
61
04
DUBLIN
Request for Proposal
For
Pool Maintenance Services
Overview
The City of Dublin is requesting proposals for pool and basic waterslide maintenance services
for the award winning, 31,000 square -foot Wave Aquatic Center located at Emerald Glen Park in
Dublin,California. The boardwalk-themed waterpark includes a six-waterslide tower featuring
two speed slides, an aquatic play structure (splash zone), a sports pool, and an indoor natatorium
making this facility a great attraction year-round. The maintenance services requested include
regularly scheduled pool cleaning, water chemistry, equipment monitoring, and pool
maintenance with as -needed services for the contract period beginning January 1, 2023, through
December 31, 2025 with option of two one-year extensions.
Proiect Description
Unless otherwise specified (daily, weekly, annually, etc.), the required maintenance and service
frequency for the Wave is reflected in the following scope of services.
The Wave includes the following amenities:
1. Indoor Natatorium — a 160,000 gallon, 6-lane indoor 25-yard pool with three shallow
water teaching bays, heated to 82-84 degrees
2. Paul McCreary Outdoor Pool - a 286,006 gallon, 11-lane 25-yard pool, heated to 82-84
degrees
3. A 11,385 gallon waterslide tower featuring six waterslides, including two speed slides
and five runouts
4. A 27,698 gallon aquatic play structure (splash zone) including two children's waterslides
with independent runouts and multiple spray features
The City is seeking proposals from qualified pool maintenance providers interested in handling
the regular ongoing pool maintenance as follows:
I. SCOPE OF SERVICES
A. NATATORIUM (Indoor Pool)
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1. Description of pool
a) 160,000 gallons
b) 6,900 square foot surface area
c) 6 - 25 yard lanes; 3 shallow teaching bays
2. Proposed Operational Schedule
a) Year Round
b) 7 Days per Week
3. Daily Services
a) Test water chemistry at pool edge
b) Test water chemistry at chemical controller and calibrate units as
needed, document all results and adjustments
c) Add and/or adjust chemicals as needed
d) Check pool temperature and adjust to maintain an optimal
temperature of 82 to 84 degrees
e) Empty/clean all skimmer baskets, vacuum pump strainers, and
flow
indicator filters
f) Skim pool and clean gutters
4. Weekly Services
a) Fully vacuum one time per week
b) Record usage of UV light filter
c) Record usage of heater
d) Test total alkalinity and calcium hardness
5. Bi-weekly Services
a) Inspect handrails and tiles surrounding pool
b) Backwash Filters (or more often as needed)
B. CHILDREN'S PLAY POOL (Splash Zone)
1. Description of pool
a) Includes a WhiteWater Aqua Play structure and a variety of
interactive play features
b) 27,698 gallons
c) One circulation pump
d) One spray feature pump
e) One water slide pump
f) 4,945 square foot surface area
2. Proposed Operational Schedule
a) May 1 through October 31
b) 7 days per week
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3. Pre -Operation
a) Inspect and repair spray water features
b) Inspect and repair non -water features such as netting, palm trees,
and railings
c) Inspect large tipping bucket assembly
4. Daily Services
a) Test water chemistry
b) Test water chemistry at chemical controllers and calibrate units
as needed, document all results and adjustments
c) Add and/or adjust chemicals as needed
d) Check pool temperature and adjust to maintain an optimal
temperature of 78 to 80 degrees
e) Empty/clean all skimmer baskets and vacuum pump strainers, and
flow
0
g)
h)
indicator filters
Skim pool and clean gutters
Check operating pressure and flow to all effects
Visually inspect climbing and safety nets
5. Weekly Services
a) Vacuum entire pool biweekly from April thru October and
Weekly November thru March
b) Test total alkalinity and calcium hardness
c) Inspect Aqua Play-1 Single and 2 tandem waterslides
d) Check operation of jets and nozzles, clean and grease as required
e) Record usage of heater
f) Check valve operating assemblies
6. Bi-weekly Services
a) Backwash Filters (or more often as needed)
b) Inspect tile and gutters surrounding pool
c) Check operation of nozzles
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7. End of Season — October 31
a) Drain Play Structure for maintenance and repairs if required
b) Inspect entire structure and submit a report with cost estimates for
any
repairs needed
c) Clean components as needed
d) Inspect paint and/or galvanizing and submit a report with cost
estimates
for any repairs needed, documentation for all repairs that include
who made the repairs, the date, and the scope of work should be
submitted within five business days.
e) Remove, label, and store small parts
f) Inspect large tipping bucket assembly
C. WATERSLIDE MAINTENANCE
1. Description
a) One circulation pump
b) Three waterslide pumps for slide tower slides
c) 11,385 gallons
2. Proposed Operational Schedule
a) May 1 through October 31
b) 7 days per week
3. Daily Services
a) Test the water chemistry
b) Test the water chemistry at chemical controllers and calibrate units
as needed document all results and adjustments
c) Add and/or adjust chemicals as needed
d) Check pool temperature and make adjustments to keep at
suggested temperature of 78 to 80 degrees
e) Empty/clean all skimmer baskets, vacuum pump strainers, and
flow indicator filters
f) Skim all runout lanes
g) Check all runout lanes for algae and take necessary steps to
remedy
4. Weekly Services
a) Test total alkalinity and calcium hardness
b) Weekly capsule slide mechanical inspection per manufacturer
recommendation
c) Weekly draining of air compressor for drop slide
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5. Bi-weekly Services
a) Backwash Filters (or more often as needed)
D. PAUL McCREARY OUTDOOR POOL (Competitive Sports Pool)
1. Description
a) 286,006 gallons
b) 6,173 square foot surface area
c) 11 lanes
2. Proposed Operational Schedule
a) Year Round
b) 7 Days per Week
3. Daily Services
a) Test the water chemistry at chemical controllers and calibrate units
as needed, document all results and adjustments
b) Add and/or adjust chemicals as needed
c) Check pool temperature and adjust to keep at suggested
temperature of 82 — 84 degrees
d) Empty/clean all skimmer baskets, vacuum pump strainers, and
flow
indicator filters
e) Skim the pool and clean gutters
f) Check for algae and take necessary steps to remedy
4. Weekly Services
a) Fully vacuum pool two times per week
b) Uncover and recover the pool as needed
c) Test total alkalinity and calcium hardness
d) Record usage of heaters
5. Bi-weekly Services
a) Inspect tile, handrails, and gutters surrounding pool
b) Test ADA chair lift
c) Backwash filters (or more often as needed)
E. GENERAL MAINTENANCE
a) Check all pools for algae and take necessary steps to remedy
b) Other preventative maintenance
c) Inventory pool chemicals
d) General upkeep of the high -rate sand filters for each circulation
system
e) Check flow meters and pressure gauges
f) Complete and submit checklists and maintenance reports
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F. OTHER MAINTENANCE AND REPAIR SERVICE
a) On -call availability when a maintenance or repair situation occurs
b) Maximum response time of 30 minutes when maintenance issues
occur during operational hours and impact the use of a pool or
attraction.
c) Response time of 24 hours or less when maintenance issues do not
impact the use of a pool or attraction
G. SERVICE FREQUENCY
a) October 1 through April 30
(1) 6 days per week Monday through Saturday
b) May 1 through September 30
(1) 7 days per week
(2) On days when air temperature exceeds 90 degrees, pools
must be checked twise per day
Process and General Conditions
1. Proposers shall submit one electronic copy by emailed PDF attachment only. Do not
submit via Cloud -based systems or link. Each submission shall be sent to Dustin Stene at
Dustin.Stene@dublin.ca.gov
with the following subject line: Submittal for RFP Pool Maintenance.
2. Deadline for submitting the proposal is Monday, November 7th, at 4:00 p.m.
3. The City will not pay for any costs incurred in preparation and submission of the
proposals or in anticipation of a contract.
Schedule for RFP Process
October 17th, 2022, Request for Proposals released.
November 2°d, 2022, Mandatory facility site visit 10:00 AM
November 3nd, 2022, Deadline to submit questions to City of Dublin
November 4th, 2022, Addendum posted, if required
November 7th, 2022, Proposals are due no later than 4:00 PM on November 7th, 2022,
emailed as PDF attachment only
December 6th, 2022 Contractor Services Agreement scheduled for approval by the
Dublin City Council.
(Tentative dates, subject to change)
RFP Submittal Requirements
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Please prepare and organize your Statement of Qualification based on the requirements provided
below. Any other information you would like to include should be placed in a separated section
at the back of your Statement of Qualification. Please note however that the RFP submittal is
limited to 30 pages maximum single sided (excluding resumes), and should be submitted in an
8 '/2 x 11 format, in 12-point font. Page limit excludes a table of contents, and resumes for
Consultant's team.
Interested contractors are requested to submit one PDF electronic copy of their Proposal as
follows:
1. Enclose a cover letter not to exceed one page, describing the contractor'ss interest and
commitment to perform work necessary to provide pool maintenance services. The
person authorized by the contractor to negotiate a contract with the City of Dublin shall
sign the cover letter. Please include this cover letter within document and not as a
separate page.
2. State the qualifications and experience of the contractor/individual(s). Please emphasize
the specific qualifications and experience with engagements of similar scope and
complexity.
3. Provide at least three references (names and current phone numbers) from recent work
(previous five years) similar to the services outlined in this request for proposals. Please
include a brief description of the work performed and the role performed.
4. List key staff members, including identification of the Project Manager/primary point -of -
contact. Include each team member's availability, including all existing committed
hours, and the ability of being able to perform services.
5. Provide an approach to performing the work, showing the flow of various tasks and
demonstrating the clear understanding of the requested work.
6. Present BID form (Attachment B) proposed project budget, to include a compensation
rate schedule for services.
7. Provide confirmation of ability to meet the City's Standard Contractor Agreement and
insurance requirements. Exceptions to the Agreement and insurance requirements shall
be specifically noted in the Proposal.
8. Attend a mandatory site tour by the submission date.
Please provide electronic PDF copies of your Proposal to City offices no later than November
7th, 2022, by 4:00 p.m. The entire Proposal (excluding resumes) should be a maximum of 30
pages. Submittals should be addressed to Dustin Stene via e-mail at: dustin.stene@dublin.ca.gov
Any Proposal submitted after the stated deadline will not be accepted for consideration.
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Standard Contractor Services Agreement:
It is anticipated that the services covered by the Agreement resulting from this solicitation will
be performed on a time and materials fee basis for a specified scope of work. The term of the
agreement will begin January 1st, 2023.
A sample of the City's Standard Contractor Services Agreement (Agreement), including
insurance requirements, is provided as Attachment A.
If the interested contractor desires to take exception to the Agreement and/or insurance
requirements, the interested contractor shall clearly identify proposed changes to the Agreement
and furnish the reason for these changes, which shall be included in the qualification. Exceptions
will be taken into consideration in evaluating Proposals. Otherwise, the interested contractor is to
state in the proposal that the Agreement and insurance requirements are acceptable.
Consideration for exceptions will not be considered if not included in the submitted proposal.
Conflict of Interest
Proposer agrees that, for the term of this contract, no member, officer or employee of the City of
Dublin, or of a public body within Alameda County or member or delegate to the Congress of
the United States, during his/her tenure or for one year thereafter, shall have any direct interest in
the contracts or any direct or material benefit arising therefrom.
Proposers must provide a list of any potential conflicts of interest in working for the City of
Dublin. This must include, but is not limited to, a list of your f clients who are the following:
Private clients located or operating within the City of Dublin limits, Dublin San Ramon Service
District, US Army Camp Parks and/or the County of Alameda, and a brief description of work
for these clients. Proposers must also identify any other clients (including public entities), that
may pose a potential conflict of interest, as well as a brief description of work you provide to
these clients.
This list must include all potential conflicts of interest within the year prior to the release of this
RFP as well as current and future commitments to other projects.
Principals and those performing work for City of Dublin may be required to submit a California
Fair Political Practices Commission (FPPC) Form 700: Statement of Economic Interests
documenting potential financial conflicts of interest. For additional information, proposers
should refer to the FPPC website at http://www.fppc.ca.gov/Form700.html.
Equal Employment Opportunity
Proposer shall not, on the grounds of race, color, sex, age, religion, national origin, ancestry,
physical handicap, medical condition, or marital status either discriminate or permit
discrimination against any employee or applicant for employment in any manner prohibited by
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Federal, State or local laws. In the event of Proposer non-compliance, the City of Dublin may
cancel, terminate or suspend the Contract in whole or in part. Proposer may also be declared
ineligible for further contracts with the City of Dublin.
Proposer shall take affirmative action to ensure that applicants are employed, and that employees
are treated during their employment, without regard to their race, religion, color, sex, or national
origin. Such action shall include, but not be limited to the following: employment, upgrading,
demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay
or other forms of compensation; and selection for training, including apprenticeship. Proposer
and its sub -contractors shall post in conspicuous places, available to all employees and applicants
for employment, a notice setting forth the following provisions [29 U.S.C. § 623, 42 U.S.C. §
2000, 42 U.S.C. § 6102, 42 U.S.C. § 12112, 42 U.S.C. § 12132, 49 U.S.C. § 5332, 29 CFR Part
1630, 41 CFR Parts 60 et seq.].
Governing Law
This RFP summarizes the applicable laws and governance; when in conflict applicable
State/Federal guidelines shall apply. The contract and legal relations between the parties hereto
shall be governed and construed in accordance with the laws of the State of California.
Insurance Requirements
The Contractor shall provide insurance coverage as follows in conformance with the City of
Dublin's requirements:
Commercial General Liability Insurance $2,000,000
Automobile Liability Insurance $2,000,000
Professional Liability Insurance $1,000,000
Statutory Workers' Compensation Insurance
and Employer's Liability Insurance $1,000,000
References
Contractor must include three (3) references for which the company has provided services
similar to those described in this RFP. Reference information shall include: Name, Address,
Contact, Title, Phone Number, and Term of the Contract.
Review and Selection Process
The City reserves the right to make the selection based on its sole discretion. A subcommittee
selected by City Staff will evaluate proposals provided in response to this RFP. Informal
interviews may be conducted by City staff, and may include more than one contractor that has
submitted a Proposal.
Based on input from this review process, a recommendation will be made to the City Manager.
The City Manager will make a recommendation to the City Council for award of contract
services.
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The City reserves the right to award a contract to the contractor that the City feels best meets the
requirements of the RFP. The City reserves the right to reject any and all Proposals prior to
execution of the Agreement, with no penalty to the City.
Selection of Contractor
Submitted Proposals will be evaluated and scored using the following criteria:
• Qualifications and specific experience of key project team members.
• Quality and completeness of the proposal.
• Experience with engagement of similar scope and complexity.
• Satisfaction of previous clients.
• Cost of providing the contractor services for this project.
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Attachment A
Standard Contracting Services Agreement
{Removed for the purposes of the December 20, 2022 Regular
City Council Meeting packet}
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Attachment B
POOL MAINTENANCE SERVICES - BID FORM
The City will review proposals and select the lowest responsible bidder for sections as identified
within the scope of work.
Name of Company:
Contact Person: Phone:
Mailing Address:
Email: Website:
II. Regular Maintenance Services (Section 1A through 1 E)
$ per month May through September
$ per month October through April
As Needed Maintenance and Repair Services
$ per hour for repair work and emergency maintenance work
(HR/ Min) Response time for emergency repair or maintenance work
III. Other Charges (if any)
$ for
$ for
5
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Attachment C
6
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