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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