Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: James C. Porter, Director of Public Works
Subject: Amendment to the Agreement with R.F. MacDonald Co. for boiler system repairs and maintenance services.
RECOMMENDATION:
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Adopt a resolution authorizing an amendment to the agreement with R.F. MacDonald Co. for regular maintenance and repairs to meet safety compliance for the boilers at the Medical Center increasing the not-to-exceed amount by $30,000, for a new total fiscal obligation of $129,000, and extend the term to August 1, 2017.
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BACKGROUND:
In July 2015, an informal request for proposals was solicited from firms through direct email to three boiler maintenance contractors. Two contractors responded to the request for bids, R.F. MacDonald Co. and San Jose Boiler Works. Based on the review of their proposals, the selection committee determined that R.F. MacDonald was the most qualified to provide boiler emergency repairs and predictive maintenance service at County facilities.
In an effort to provide on-going emergency repairs, preventive and predictive maintenance programs for health and hospital facilities boilers, the Department executed an “on call” agreement August 1, 2015, with R.F. MacDonald.
DISCUSSION:
Health and Hospitals require emergency response and repair services on major equipment. Due to the operations being a 24/7 facility that must be able to provide heating and hot water throughout the campus, it is important to have on call services when system failures occur. Major repairs and emergencies will be approved based on request for services and quoted price. Facilities will release a task order authorizing the scope of work.
The Contracts Compliance Committee previously approved an extension of time.
County Counsel has reviewed and approved the resolution and amendment as to form.
Approval of this amendment contributes to the Shared Vision 2025 outcome of an Environmentally Conscious Community by approaching landscaping maintenance with water conservation and fiscal concern.
FISCAL IMPACT:
The term of the agreement is August 1, 2015 through August 1, 2017. The amended not-to-exceed amount of the agreement is $129,000. Funding to support this amended agreement has been included in the Public Works Facilities Fiscal Year 2017-18 Recommended Budget, and will be financed through Facility Service Charges.
There is no additional impact to the General Fund.