REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE COUNTY OF SAN BERNARDINO
AND RECORD OF ACTION
May 18, 2021
FROM
WILLIAM L. GILBERT, Director, Arrowhead Regional Medical Center
SUBJECT
Title v
Agreements with ACCO Engineering Systems, Inc. for Maintenance, Inspection and Testing; and Unforeseen and Unexpected Repair Services for Heating, Ventilation, Air Condition and Refrigeration
End
RECOMMENDATION(S)
Recommendation
1. Approve Agreement with ACCO Engineering Systems, Inc. for maintenance, inspection and testing services for the heating, ventilation, air condition, and refrigeration system, in an amount not to exceed $366,290, for the contract period of June 1, 2021 through May 31, 2026.
2. Approve Agreement with ACCO Engineering Systems, Inc. for unforeseen and unexpected repair services for the heating, ventilation, air conditioning, and refrigeration system, in an amount not to exceed $2,383,710, for the contract period of June 1, 2021 through May 31, 2026.
(Presenter: William L. Gilbert, Director, 580-6150)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost). The cost of $2,750,000 is funded by State Medi-Cal, Federal Medicare, private insurances, and other departmental revenue. Funding sources may change in the future pending any legislative activity related to the repeal and/or replacement of the Affordable Care Act. Adequate appropriation and revenue have been included in the Arrowhead Regional Medical Center (ARMC) 2021-22 budget and will be included in future recommended budgets.
BACKGROUND INFORMATION
Approval of the recommendation will allow ARMC to ensure proper maintenance and operations of the heating, ventilation, air conditioning and refrigeration (HVACR) systems at ARMC. The HVACR systems provide for the required environment of care standards as it relates to infection control plans and procedures that are reviewed by California Occupational Safety and Health Administration, Centers for Medicaid/Medicare Services and The Joint Commission annually. Although unexpected repairs are rare, they can be extremely costly. A contingency plan, which includes purchasing authority for emergency repair, is a State and Federal licensing requirement. A licensed third party contractor specializing in HVACR systems is required to provide legal and mandated scheduled monitoring and monthly maintenance of the ARMC HVACR systems, ensuring that regulatory compliance standards are met.
The HVACR systems are essential to ARMC life support systems as they provide positive, neutral and negative pressures to procedure areas, operating rooms and intensive care units. HVACR systems assist with infection control through required indoor air exchanges, ambient temperatures, and humidity levels necessary to maintain operation licenses.
PROCUREMENT
The RFP was approved by the County Administrative Office on October 14, 2020, and the ARMC121-ARMC4044 RFP for routine maintenance and unexpected repair services for HVACR was released through the County of San Bernardino’s Electronic Procurement (ePro) network, on December 8, 2020. Proposals were due from vendors on February 18, 2021.
Four companies submitted proposals and the company name and location for each is provided below:
|
Proposer |
Location |
|
ACCO Engineering Systems Inc. |
Pasadena, CA |
|
Allison Medical |
Redlands, CA |
|
Mesa Energy Systems, Inc. |
Irvine, CA |
|
Therma LLC |
Irwindale, CA |
Evaluation of the proposals was completed by a committee comprised of representatives from hospital administration and accounting. All proposals were evaluated based on the criteria of qualification, financial review, technical review, costs, references, and presentation and demonstration. The evaluation committee determined based on the depth of knowledge and familiarity of the proposed work as set forth in its proposal that ACCO Engineering Systems Inc., was best suited to provide the services at ARMC.
On March 17, 2021, a tentative award letter was sent to ACCO Engineering Systems, Inc., and on the same day the unsuccessful proposers were notified in writing that they may protest the qualification review by submitting a formal protest letter to ARMC within 10 calendar days of the date of the non-selection letter. No protests were received.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Charles Phan, Deputy County Counsel, 387-5455) on April 19, 2021; Purchasing Department (Michelle Churchill, Supervising Buyer, 387-2070) on April 23, 2021; ARMC Finance (Chen Wu, Finance and Budget Officer, 580-3165) on April 19, 2021; Finance (Yael Verduzco, Administrative Analyst, 387-5285) on April 28, 2021; and County Finance and Administration (Matthew Erickson, County Chief Financial Officer, 387-5423) on May 2, 2021.