City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JULY 18, 2023 FROM: PUBLIC WORKS DEPARTMENT WARDS: ALL
SUBJECT: SERVICES AGREEMENT FOR MAINTENANCE SERVICE WORK FOR TWO FLEX BOILERS WITH R.F. MACDONALD CO., OF SANTA FE SPRINGS, CALIFORNIA, FOR A THREE-YEAR TERM FROM JULY 1, 2023 THROUGH JULY 1, 2026, WITH ONE OPTIONAL ONE-YEAR EXTENSION, IN AN AMOUNT NOT TO EXCEED $160,680 ISSUE:
Approve a Services Agreement for Maintenance Service Work for Two Flex Boilers with R.F. MacDonald Co., of Santa Fe Springs, California for a three-year term from July 1, 2023, through July 1, 2026, with one optional one-year extension, in an amount not to exceed $160,680.
RECOMMENDATIONS:
That the City Council:
Approve a Services Agreement for Maintenance Service Work for Two Flex Boilers with R.F. MacDonald Co., of Santa Fe Springs, California, in an amount not to exceed $160,680 for a three-year term from July 1, 2023, through July 1, 2026, with one optional one-year extension; and Authorize the City Manager, or designee, to execute the Services Agreement, including the optional extension and making minor and non-substantive changes.
BACKGROUND:
The Public Works Department, Wastewater Division, is responsible for the collection, conveyance, and treatment of wastewater generated within the City of Riverside, the communities of Edgemont, Highgrove, Jurupa, Rubidoux, and the unincorporated community of Highgrove. Wastewater is conveyed to the Riverside Water Quality Control Plant (WQCP) through more than 800 miles of sewer lines throughout the city. Wastewater is treated and disinfected at the WQCP so that it can be reused for irrigation or discharged to the Santa Ana River in accordance with federal, state, and local regulations. The WQCP relies on boilers to generate hot water which is critical to the wastewater and solids treatment processes.
R.F. MacDonald Co. has provided the WQCP a proposed equipment maintenance plan specific to the two Cleaver-Brooks brand FLX-700-900 boilers in service at the facility. R.F. MacDonald Co. has provided this service to the City. Their familiarity with the equipment and facility has enabled them to tailor a maintenance plan unique to these boilers and their ability to operate in compliance with South Coast Air Quality Management District permit requirements.
DISCUSSION:
R.F. MacDonald Co., provides annual, quarterly, and monthly maintenance, as needed, for two Cleaver-Brooks brand FLX-700-900 boilers in service at the WQCP. Routine tune ups and safety valve replacements are necessary to ensure optimum boiler efficiency and lowest achievable emissions. These services help minimize the risk of system failure, improve system stability, extend equipment life, facilitate early identification of operational issues, and reduce long-term repair costs.
Purchasing Resolution 23914 Section 702 Exceptions, states that, “Competitive Procurement through the Informal Procurement and Formal Procurement process shall not be required in any of the following circumstances: …(c) When the Procurement can only be obtained from a sole source and the Manager is satisfied that the best price, terms, and conditions for the Procurement thereof have been negotiated”.
The Purchasing Manager concurs that the recommended action to approve complies with Purchasing Resolution 23914, Section 702 (c).
STRATEGIC PLAN ALIGNMENT:
This item contributes to Strategic Priority 4 - Environmental Stewardship, Strategic Priority 5 – High Performing Government, Strategic Priority 6 – Infrastructure, Mobility & Connectivity, and Goals 4.2, 5.2 and 6.2.
4.2 - Sustainably manage local water resources to maximize reliability and advance water reuse to ensure safe, reliable, and affordable water to our community.
5.2 - Utilize technology, data, and process improvement strategies to increase efficiencies, guide decision making, and ensure services are accessible and distributed equitably throughout all geographic areas of the City.
6.2 – Maintain, protect, and improve assets and infrastructure within the City’s built environment to ensure and enhance reliability, resiliency, sustainability, and facilitate connectivity.
This item aligns with each of the five Cross-Cutting Threads as follows:
Community Trust – Maintaining the wastewater treatment system serves the public interest and supports clean water in the community and environment.
2. Equity – This effort supports clean water, public health, and resource recovery for all community members.
3. Fiscal Responsibility – This agreement provides quality public service to all residents in a fiscally responsible way; minimizing risk and reducing long-term repair costs.
4. Innovation – These boilers are capable of burning both Natural Gas and Digester Gas as fuels, allowing treatment byproducts to be used as a fuel to sustain the treatment operation.
5. Sustainability & Resiliency – Proper operations and maintenance of the wastewater system contributes to the sustainability of the City’s and region’s local water resources and environment.
FISCAL IMPACT:
The total fiscal impact of the action is $160,680 over the three-year term of the extension of the agreement. Sufficient funds have been budgeted in the Fiscal Year 2023/24 Budget in the Sewer Fund, Sewer Systems-Plant Maintenance, All Other Equipment Maintenance & Repair expenditure account number 4125400-424220. Appropriations for future fiscal years will be included in the department’s budget submissions for those fiscal years to be presented to the City Council for approval.
Prepared by: Gilbert Hernandez, Public Works Director
Certified as to
availability of funds: Edward Enriquez, Assistant City Manager/Chief Financial Officer Approved by: Kris Martinez, Assistant City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachment: Agreement
R.F. MacDonald Co. Services Agreement – Boiler Maintenance, Repair, & Services ● Page 2