Staff Report
PREPARED BY : STEVE REGAN
Parks & Public Works Superintendent
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, Finance Director, and Parks and
Public Works Director
110 E. Main Street Los Gatos, CA 95030 ● 40 8 -354 -68 32
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 6/19 /2018
ITEM NO: 5
D ATE : JUNE 5 , 2018
TO : MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: AUTHORIZE THE TOWN M ANAGER TO EXECUTE A FIVE -YEAR AGREEMENT
FOR SERVICES WITH PACIFIC WATER ART , INC. F OR FOUNTAIN
MAINTENANCE AND RE PAIR SERVICES IN AN AMOUNT NOT TO EXCEED
$41,402 IN FISCAL YEAR 2018/19 AND $41,402 PLUS ANNUAL CONSUMER
PRICE INDEX ADJUSTME NTS ANNUALLY THEREAF TER
RECOMMENDATION :
Staff recommends that Town Council a uthorize the T own M anager to execute a five -year
agreement (Attachment 1) for services with P acific W ater A rt , Inc. for fountain maintenance
and repair services in an amount not to exceed $41,402 in fiscal year 2018/19 and $41,402 plus
annual cons umer price index adjustments annually thereafter .
BACKGROUND :
The Town of Los Gatos has utilized contractual service s for maintenance and repair of the
interactive foun t ain located in Plaza Park for the past seventeen years. Staff reviews these
maintenance contracts regularly to ensure that the services provided are being performed
satisfactorily, are competitively priced, and continue to meet the Town’s expectations and
contract terms.
The current fountain maintenance and repair cont r act with Pacific Water Art will expire on June
30, 2018. With the existing contract set to expire at the end of thi s fiscal year , staff initiated a
Request f or Proposals earlier this calendar year .
PAGE 2 OF 3
SUBJECT: AUTHORIZE THE TOWN M ANAGER TO EXECUTE A FIVE -YEAR AGREEMENT
FOR SERVICES WITH PA CIFIC WATER ART, INC. FOR FOUNTA IN
MAINTENANCE AND REPA IR SERVICES IN AN AM OUNT NOT TO EXCEED
$41,402 IN FISCAL YEAR 2018/19 AND $41,402 PLUS ANNUAL CONSUMER
PRICE INDEX ADJUSTME NTS ANNUALLY THEREAF TER
JUNE 5, 2018
S:\COUNCIL REPORTS \2018 \06 -19 -18 \Fountain Maintenance \St aff Report.FINAL.docx 6/13/2018 10:36 AM
DISCUSSION :
Four f irms (Aquatic Environment Inc., California Waterscape, Pacific Water Art, and Potomac
Water Works ) were asked to provide their capability and qualifications for the services. As part
of the RFP process, staff required perspective bidders to participate in a man datory pre -bid
conference. One proposal w as received on May 2 5, 2018 , with t he bid pricing results listed on
Attachment 2.
The RFP was structured to secure pricing for ongoing routine maintenance and to establish
pricing for common non -routine maintenanc e and repair items. The contract amount includes
annual routine maintenance costs of $15,77 7 a nd provides the capacity for additional repairs
on an as needed basis up to the total contract amount.
Staff determined that Pacific Water Ar t, Inc. is the best qualified firm to provide the requested
services. Pacific Water Art built the Plaza Fountain seventeen years ago as part of the Town
Plaza C apital Improvement P roject , along with providing ongoing maintenance and repairs
services. In addition, Pacific Water Art provides maintenance and repairs services to the cities
of Santa Clara, San Jose, and Redwood City. Reference checks with all three jurisdictions were
positive.
The new agreement term would allow for continuity of service and maximizes savings by
engaging the firm for multiple years. The contract language provides for cancellation should
the need arise during the contract term and ties the work to the budget appropriated by the
Town Council annually . To accommodate the potential impact s of inflation on the service, the
contract allows for annual increases tied to the Consumer Price Index (CPI) beginning in year
two.
Town staff has been conducting minor repairs on the civic center fountain and will be able to
bring that fountain back on line this summer. The fountain maintenance contract also includes
services for the ongoing operation of this fountain as well.
CONCLUSION :
Staff recommends that Town Council a uthorize the Town Manager to execute a five -year
agreement (Attachment 1) for services with Pacific Water Art, Inc. for fountain maintenance
($15,777) services and unforeseen repair s ($25,625 ) in an amount not to exceed $41,402 in
fiscal year 2018/19 and $41,402 plus annual consumer price index adjustments annually
thereafter.
PAGE 3 OF 3
SUBJECT: AUTHORIZE THE TOWN M ANAGER TO EXECUTE A FIVE -YEAR AGREEMENT
FOR SERVICES WITH PA CIFIC WATER ART, INC. FOR FOUNTA IN
MAINTENANCE AND REPA IR SERVICES IN AN AM OUNT NOT TO EXCEED
$41,402 IN FISCAL YEAR 2018/19 AND $41,402 PLUS ANNUAL CONSUMER
PRICE INDEX ADJUSTME NTS ANNUALLY THEREAF TER
JUNE 5, 2018
S:\COUNCIL REPORTS \2018 \06 -19 -18 \Fountain Maintenance \St aff Report.FINAL.docx 6/13/2018 10:36 AM
FISCAL IMPACT :
The Adopted FY 2018/19 Operating Budget includes annual funding of $17,710 in the Parks
Maintenance program which is sufficient to support ongoing preventive maintenanc e
operations for both fountains estimated at $15,777 . Staff will monitor service needs and
request additional funds at the FY 2018/19 Mid -Year Budget process should any unforeseen
repairs arise. .
ENVIRONMENTAL ASSESSMENT :
This is not a proje ct defined under CEQA, and no further action is required.
Attachments:
1. Agreement for Services
2. Bid Proposal Results