Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  23-000633

 

MEETING DATE:

08/08/23

legal entity taking action:

Board of Supervisors

board of supervisors district(s):

2, 3

SUBMITTING Agency/Department:

Sheriff-Coroner   (Approved)

Department contact person(s):

Brian Wayt (714) 647-1803 

 

 

Dave O'Connell (714) 647-1803

 

 

Subject:  Approve CRH California Water, Inc. dba Culligan of Santa Ana

 

      ceo CONCUR

County Counsel Review

Clerk of the Board

          Concur

Approved Agreement to Form

Discussion

 

 

3 Votes Board Majority

 

 

 

    Budgeted: Yes

Current Year Cost:   $394,900

Annual Cost: FY 2024-25 $430,800
FY 2025-26 $430,800
FY 2026-27 $35,900

 

 

 

    Staffing Impact:

No

# of Positions:            

Sole Source:   No

    Current Fiscal Year Revenue: N/A

   Funding Source:     State: 100% (Proposition 172)

County Audit in last 3 years: No

   Levine Act Review Completed: Yes

 

    Prior Board Action:         N/A

 

RECOMMENDED ACTION(S):

 

Authorize the County Procurement Officer or Deputized designee to execute the contract with CRH California Water, Inc. dba Culligan of Santa Ana for Water Softener System Maintenance at Central Jails, Theo Lacy Facility and the James A. Musick Facility, effective upon Board approval for three years, in an amount not to exceed $1,292,400, renewable for two additional one-year terms.

 

 

 

 

SUMMARY:

 

Approval of the contract with CRH California Water, Inc., dba Culligan of Santa Ana will allow the Sheriff-Coroner Department to provide required maintenance services for the water softener system at all jail facilities.

 

 

BACKGROUND INFORMATION:

 

The Sheriff-Coroner Department (Sheriff), has three Culligan Hi-Flo 50 Water Softener Systems requiring resin media removal, cleaning and replacement. In addition to these services, Sheriff requires water, pressure, media testing and vessel, inspection, repairs, and alterations. Minimum service frequency and tasks to be in accordance to manufacture specifications, recommendations, County tasks and duties, State, Federal, Local laws and regulatory requirements. These services are required for proper operation of the water heating and cooling systems throughout the facilities to safeguard the inmates and staff.

 

Sheriff identified a need to maintain the water softener systems and on March 22, 2023, Sheriff bid out the services for water softener maintenance. On April 12, 2023, CRH California Water, Inc., dba Culligan of Santa Ana (Culligan) was the only respondent to the bid solicitation. See Attachment B for the Bid Summary Form.

 

The contract with CRH California Water Inc., dba Culligan of Santa Ana (Culligan) provides water softener maintenance for Central Jails, Theo Lacy and James A. Musick Facility. The reason for softening the water before it enters a new facility is to prevent buildup of scale on the inside of the pipes, fixtures, towers, heaters and boilers. By removing the hard minerals in the water (mostly calcium and magnesium) it dramatically extends the life expectancy of all the systems and equipment, while reducing the maintenance.

 

Most of the facilities use a salt based (brining) method but because the Musick facility is serviced by the Irvine water district, a water softening system was designed as an ion exchange process (resign system). The resign "beads" are held in a series of large tanks, water flows over these beads and exchanges hard ions for soft. These beads have limited capacity to exchange and require regular cleaning and re-ionization (regeneration). For the Musick facility, Culligan (who also installed the new system) is anticipating having to test the water daily and change out resign weekly. 

 

The new system has three tanks each containing 100 cubic feet of resign. Prior to occupancy water will be required to be used to fill, test and operate the mechanical systems and therefore requires the water softeners to be fully operational and serviced prior to occupancy.

 

Sheriff now requests Board approval for the County Procurement Officer or Deputized designee to execute the contract with Culligan as noted in the recommended action. The Orange County Preference Policy is not applicable to this contract award.

 

This contract does not currently include subcontractors or pass through to other providers. See Attachment C for the Contract Summary Form.

 

This contract is submitted for Board approval less than 30 days prior to its effective start date because there is an immediate need for the service to be provided.

 

Culligan took exception to County's insurance term. Risk reviewed and approved as Cullgan elected to furnish higher limits up front. See Attachment D Risk Assessment or Modification of Insurance Terms.

 

 

 

 

 

 

FINANCIAL IMPACT:

 

Appropriations for this contract are included in the Sheriff’s FY 2023-24 Budget for Budget Control 060, and will be included in the budgeting process for future years. This contract contains language allowing the Sheriff-Coroner Department to terminate the contract or reduce the level of services without penalty with cause or without cause in the event that funding is reduced and/or not available to continue funding the contract.

 

 

 

STAFFING IMPACT:

 

N/A

 

ATTACHMENT(S):

 

Attachment A - Contract MA-060-23011224
Attachment B - Bid Summary Form
Attachment C - Contract Summary Form
Attachment D - Risk Assessment or Modification of Insurance Terms Form.