Title
a. Approve and authorize the Director of Health Services or designee to execute a Renewal and Amendment No. 1 with San Jose Boiler Works, Inc., for the provision of maintenance and repair including but not limited to assessments, annuals (scheduled inspection and cleaning), immediate repairs and servicing, and on-call/emergency services of boilers at all Health Department Facilities, adding $80,026 for a new total Agreement amount of $155,026 and extending the term three years for a new term of August 1, 2022 through July 31, 2028;
b. Approve and authorize the Director of Health Services or designee to execute up to two future amendments to this Agreement where the amendments do not exceed 10% ($7,500) of the original Agreement amount, do not significantly change the scope of work, and the total Agreement amount does not exceed $162,526; and
c. Approve and authorize the Contracts and Purchasing Officer or their designee to execute future Amendments, provided they do not exceed an aggregate amount of $200,000 and fall within the signing authority of the Contracts and Purchasing Officer.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Director of Health Services or designee to execute a Renewal and Amendment No. 1 with San Jose Boiler Works, Inc., for the provision of maintenance and repair including but not limited to assessments, annuals (scheduled inspection and cleaning), immediate repairs and servicing, and on-call/emergency services of boilers at all Health Department Facilities, adding $80,026 for a new total Agreement amount of $155,026 and extending the term three years for a new term of August 1, 2022 through July 31, 2028;
b. Approve and authorize the Director of Health Services or designee to execute up to two future amendments to this Agreement where the amendments do not exceed 10% ($7,500) of the original Agreement amount, do not significantly change the scope of work, and the total Agreement amount does not exceed $162,526; and
c. Approve and authorize the Contracts and Purchasing Officer or their designee to execute future Amendments, provided they do not exceed an aggregate amount of $200,000 and fall within the signing authority of the Contracts and Purchasing Officer.
SUMMARY:
The Health Department is requesting approval of Amendment No. 1 with San Jose Boiler works for the repair and maintenance of boilers at all Health Department locations. Boilers are a specialized piece of equipment integral to a building’s heating and ventilation systems. Boiler maintenance requires specialty knowledge provided by a contractor.
DISCUSSION:
The Health Department manages the maintenance of heating and ventilation system which includes boilers in their buildings. Boilers provide a heat source to maintain an appropriately comfortable work environment for County customers and employees.
Boilers are specialized piece of equipment that require specialized expertise to keep them operating safely and efficiently in accordance with state and federal guidelines.
The Health Department has maintained an agreement with San Jose Boiler Company since August 1, 2022, reached the end of its term, and would like to extend the term to maintain these essential services.
This Renewal and Amendment No. 1 is being presented to the Board later than anticipated due to the contactor needing additional time to provide an updated price list. The delayed response brought past the Agreement’s expiration date, resulting in the need for this Renewal and Amendment No. 1.
OTHER AGENCY INVOLVEMENT:
The Office of County Counsel and the Auditor-Controller have reviewed and approved this Agreement as to legal form, and fiscal provisions, respectively.
FINANCING:
There will be no impact to the General Fund from approval of this action. There are sufficient appropriations in the Health Departments Fiscal Year (FY) 2025-26 Adopted Budget 001-4000-8438-HEA014 to accommodate the current FY’s costs. For the FYs out, provisions will be made in the Requested Budget for the appropriate year.
BOARD OF SUPERVISORS STRATEGIC PLAN GOALS:
This agreement supports Strategic Plan Goal 1: Well-Being and Quality of Life and Goal 3: Safe and Resilient Communities by ensuring the continued safe and efficient operation of heating and ventilation systems that maintain a healthy indoor environment for County staff and clients. Extending the agreement helps meet key objectives related to maintaining safe public facilities and ensuring uninterrupted delivery of essential County services.
Mark a check next to the related Board of Supervisors Strategic Plan Goals:
_X_ Well-Being and Quality of Life
____ Sustainable Infrastructure for the Present and Future
_X_ Safe and Resilient Communities
____ Diverse and Thriving Economy
Prepared by: Chris Le Venton, Facilities Operations Manager, 755-4513
Approved by: Elsa Mendoza Jimenez, Director of Health Services, 755-4526
Attachments:
Board Report
Amendment No. 1
Agreement