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<br />Item #7
<br /> CITY COUNCIL AGENDA REPORT
<br />
<br />January 20, 2026
<br />Public Works - Operations Division
<br />
<br />TITLE: AUTHORIZE THE CITY MANAGER TO ENTER INTO THE FIRST AMENDMENT
<br />TO THE MAINTENANCE AND TRADE SERVICES AGREEMENT WITH EAST
<br />BAY POOL SERVICE, INC. FOR POOL MAINTENANCE SERVICES AND
<br />REPAIRS, INCREASING THE ANNUAL NOT-TO-EXCEED AMOUNT BY $75,000
<br />TO $254,950, INCREASING THE CUMULATIVE NOT-TO-EXCEED AMOUNT TO
<br />$1,124,750, AND EXTENDING THE TERM THROUGH FISCAL YEAR 2027/28
<br />
<br />SUMMARY
<br />In April 2023, the City Council approved a three-year maintenance and trade services
<br />agreement with East Bay Pool Service, Inc. for pool maintenance and repair services with an
<br />annual not-to-exceed amount of $179,950, for a cumulative total of $539,850 through April
<br />2026, with an option to renew two additional years. During FY 2025/26, the Dolores Bengtson
<br />Aquatic Center (DBAC) experienced multiple unplanned system failures, including a $43,000
<br />boiler replacement and a major pump leak estimated at $30,000, as well as growing
<br />maintenance needs due to aging infrastructure. Based on the condition assessment from the
<br />Asset Management effort, staff forecasts that additional repairs will likely be needed in the
<br />upcoming fiscal years.
<br />
<br />Staff recommend exercising the two additional fiscal years (FY 2026/27 and FY 2027/28)
<br />extension option, and increasing each extension year's not-to-exceed value by $75,000 to
<br />provide sufficient funding for unanticipated and urgent repair needs driven by the aging aquatic
<br />infrastructure. This adjustment results in a revised cumulative not-to-exceed amount of
<br />$1,124,750 across the full five-year term.
<br />
<br />RECOMMENDATION
<br />Authorize the City Manager to enter into the first amendment to the Maintenance and Trade
<br />Services agreement with East Bay Pool Service, Inc. for pool maintenance services and
<br />repairs, increasing the annual not-to-exceed amount by $75,000 to $254,950, increasing the
<br />cumulative not-to-exceed amount to $1,124,750, and extending the term through fiscal year
<br />2027/28.
<br />
<br />BACKGROUND
<br />The contractor provides comprehensive pool maintenance services, including daily pool
<br />cleaning, water chemistry management, and repairs to swimming pools, their surrounding
<br />areas, and associated mechanical systems, to ensure safe and sanitary conditions. A Certified
<br />Pool Operator is required to treat and monitor the pools seven days a week, including
<br />weekends. Over the past year, significant equipment failures—such as breakdowns of the 50-
<br />meter and 25-meter pool pump systems, boiler malfunctions, and other unplanned mechanical
<br />issues—have required immediate corrective action to maintain continuous aquatics operations.
<br />East Bay Pool Service supplies all necessary cleaning and repair tools, including specialized
<br />vacuums, vacuum heads, commercial telescopic poles, water chemistry testing equipment,
<br />Docusign Envelope ID: A32740DD-9455-432A-9A52-CCAA8E56EE82
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