June 27, 2023
Public Works
DATE: June 27, 2023
TO: Mayor Martinez and Members of the City Council
FROM:
Daniel Chavarria, Director of Public Works
Carl Capistrano, Facilities Maintenance Superintendent
Subject:
Boiler Chemical Treatment Services
FINANCIAL IMPACT: The funds for this contract will be from budgeted fiscal years 2023-2024 through 2025-2026. Department of
Public Works (01232231-400524)
PREVIOUS COUNCIL
ACTION:
STATEMENT OF THE
ISSUE:
The Department of Public Works is seeking approval to
contract with Tahoe Instruments for boiler chemical
treatment services to multiple City-owned steam and
closed loop hot water boilers.
RECOMMENDED ACTION:
APPROVE a contract with Tahoe Instruments for boiler
chemical treatment services to multiple City-owned
steam and closed loop hot water boilers, in an amount
not-to-exceed $100,000, over a three-year period
beginning July 1, 2023, and ending June 30, 2026, with
an option to extend an additional two years at $70,000 for the two-year period – Public Works Department (Daniel
Chavarria 510-620-5478/ Carl Capistrano 510-620-6896).
AGENDA
REPORT
June 27, 2023
DISCUSSION:
The City owns and operates a total of four steam boilers. Three boilers are located at 440 Civic Center Plaza, and one is located at 325 Civic Center Plaza. Of the three boilers at 440 Civic Center Plaza, two are closed loop hot water boilers. The boilers are used to provide heat to buildings and require chemical treatments to ensure proper operation.
On March 29, 2023, a Request for Qualifications (RFQ) to provide boiler chemical treatment services was solicited on Bids Online where 134 vendors were notified. On April 10, 2023, one proposal was received from Tahoe Instruments. The proposal was reviewed by City staff members and found to be highly qualified. Tahoe Instruments has been the City’s contractor for boiler chemical treatment services for the past five years and has the history and experience to address and resolve our issues, providing fast and immediate service.
City staff recommends approval of a contract with Tahoe Instruments for boiler chemical treatment services, with a term beginning July 1, 2023, and ending June 30, 2026. The contract with Tahoe Instruments for boiler chemical treatment services is requested in an amount not to exceed $100,000 over a three-year period, with an option to extend an additional two years in an amount not to exceed $70,000.
DOCUMENTS ATTACHED:
Attachment 1 – Tahoe Instruments Contract
Attachment 2 – Request for Qualifications
Attachment 3 – Response to Request for Qualifications
Attachment 4 – Bids Online Project Report