REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
June 27, 2023
FROM
WILLIAM L. GILBERT, Director, Arrowhead Regional Medical Center
SUBJECT
Title
Amendment to Contract with Aqua-Serv Engineers, Inc. for Maintenance and Unexpected Repairs of the Water Treatment and Soft Water Treatment Systems
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 1 to Contract No. 4400005434 with Aqua-Serv Engineers, Inc., for maintenance and unexpected repairs of the water treatment and soft water treatment systems, to increase the contract amount by $190,908, from $1,072,800 to $1,263,708, and extend the contract period by one year, for a total contract period of July 1, 2018 through June 30, 2024.
(Presenter: William L. Gilbert, Director, 580-6150)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
Approval of the item will not result in the use of Discretionary General Funding (Net County Cost), as the cost of $190,908 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) 2022-23 budget and will be included in the 2023-24 recommended budget.
BACKGROUND INFORMATION
Aqua-Serv Engineers, Inc. (Aqua-Serv) conducts repair and maintenance of ARMC’s water treatment and soft water treatment systems to ensure boilers, chillers, colling towers, and related systems are maintained for optimal efficiency and regulatory compliance. These services keep the internal parts of the chillers and boilers operating properly through the balance of chemicals injected into the system.
Amendment No. 1 to Contract No. 4400005434 with Aqua-Serv will extend the term of the current contract with Aqua-Serv by one year and increase the contract amount to account for the extended term to complete the Request for Proposal (RFP) process. This will allow additional time to conduct a competitive procurement for these services.
On March 13, 2018 (Item No. 5), the Board of Supervisors authorized the Purchasing Agent to issue an SAP contract with Aqua-Serv for the maintenance and unexpected repairs of water treatment and soft water treatment systems at ARMC, in the amount of $1,072,800, for period of July 1, 2018, through June 30, 2023.
ARMC recommends the approval of this amendment as these systems are vital to hospital operations and patient comfort and support the quality of care provided at ARMC to County resident patients. The Agreement may be terminated by either party upon a 30 days’ written notice.
PROCUREMENT
This is a continuation of a competitive procurement for these services based on RRFP No. ARMC118-ARMC-2591. The contract is being amended to allow time to complete a new competitive procurement process. The Purchasing Department supports the extension of this contract.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Charles Phan, Deputy County Counsel, 387- 5455) on May 26, 2023; Purchasing Agent (Ariel Gill, 386-8046) on March 31, 2023: ARMC Finance (Chen Wu, Finance and Budget Officer, 580-3165) on June 2, 2023; Finance (Jenny Yang, Administrative Analyst, 387-4884) on June 5, 2023; and County Finance and Administration (Valerie Clay, Deputy Executive Officer, 387- 5423) on June 7, 2023.