HomeMy WebLinkAboutCC AG PKT 2015-06-22 #D AGENDA STAFF REPORT
DATE: June 22, 2015
TO: Honorable Mayor and City Council
THRU: Jill R. Ingram, City Manager
FROM: Sean P. Crumby, P.E., Director of Public Works
SUBJECT: AWARD OF CONTRACT FOR HVAC MAINTENANCE
SERVICES
SUMMARY OF REQUEST:
That the City Council adopt Resolution No. 6571 awarding a contract for HVAC
maintenance services for City facilities to Pacific Rim Mechanical Contractors,
Inc. in the amount of $65,841.
BACKGROUND AND ANALYSIS:
The City maintains Heating Ventilation and Air Conditioning (HVAC) systems at
all City-owned buildings and facilities. In 2001, the City initiated and completed
an energy efficiency project that upgraded HVAC equipment at City facilities
where the existing HVAC needed replacement. As part of that project, the City
entered into a maintenance agreement with Cal-Air, now called Johnson
Controls, to provide maintenance for all City HVAC equipment.
In 2011, the City initiated a second energy efficiency project that is now nearly
complete. This second project assessed all of the HVAC units that have outlived
their useful life or are inefficient. The term of the maintenance agreement with
Johnson Controls has expired and, as such, staff solicited competitive bids for a
new HVAC maintenance contract.
The contract scope of work for these services requires the contractor to provide
both quarterly and annual preventative maintenance work on all HVAC units
owned and maintained by the City. In addition, the contractor will be responsible
for replacement of all filters and providing repairs as needed.
Agenda Item Q
On April 7, 2015, the City Clerk's office received two bids for HVAC maintenance
services in the following amounts:
Rank Contractor Bid
1 Pacific Rim Mechanical $21,947
2 Johnson Controls $23,428.32
Based upon the references, qualifications, work experience, and cost, staff
recommends the City Council award this contract to Pacific Rim Mechanical as
the lowest responsive and responsible bidder for an annual cost of$21,947.
The initial term of the agreement is for three years and, as such, the total
cumulative contract amount for three years of HVAC maintenance services
amounts to $65,841. The initial term of the contract shall be from July 1, 2015
through June 30, 2018. Two additional one-year extensions are available based
on contractor performance and at the discretion of the City.
ENVIRONMENTAL IMPACT:
This maintenance activity complies with the California Environmental Quality Act
(CEQA) and is not a project. The vendor is required to carry all applicable
permits.
LEGAL ANALYSIS:
The City Attorney has reviewed and approved the resolution and agreement,.
FINANCIAL IMPACT:
The three-year cumulative contract not-to-exceed amount for these services is
$65,841. Sufficient funds have been budgeted in the City's Operating Budget to
provide these services.
RECOMMENDATION:
That the City Council adopt Resolution No. 6571 awarding a contract for HVAC
maintenance services for City facilities to Pacific Rim Mechanical Contractors,
Inc. in the amount of $65,841.
Page 2
SUBMITTED BY: NOTED AND APPROVED:.
Sean P. Crumby, P.E. Jil Ingram, City Manag r
Director of Public Works
Prepared by: Luis Estevez, Deputy Director of Public Works, Maintenance & Utilities
Attachments:
A. Resolution No. 6571
B. Maintenance Services Agreement
Page 3
RESOLUTION NUMBER 6571
A RESOLUTION OF THE SEAL BEACH CITY COUNCIL
AWARDING A CONTRACT FOR HVAC MAINTENANCE
SERVICES
THE SEAL BEACH CITY COUNCIL DOES HEREBY FIND AND RESOLVE:
Section 1. The City Council hereby approves that HVAC Maintenance
Services contract dated July 1, 2015 with Pacific Rim Mechanical Contractors,
Inc. to provide HVAC maintenance services in the amount of $65,841 ($21,947
annually).
Section 2. The City Council hereby directs the City Manager to execute the
contract on behalf of the City.
Section 3. The Acting City Clerk shall certify to the passage and adoption of
this resolution.
PASSED, APPROVED and ADOPTED by the Seal Beach City Council at a
regular meeting held on the 22nd day of June, 2015 by the following vote:
AYES: Council Members:
NOES: Council Members:
ABSENT: Council Members:
ABSTAIN: Council Members:
Mayor
ATTEST:
City Clerk
STATE OF CALIFORNIA }
COUNTY OF ORANGE } SS
CITY OF SEAL BEACH }
I, Tina Knapp, City Clerk of the City of Seal Beach, do hereby certify that the
foregoing resolution is the original copy of Resolution Number 6571 on file in the
office of the City Clerk, passed, approved, and adopted by the Seal Beach City
Council at a regular meeting held on the 22nd day of June, 2015.
City Clerk
MAINTENANCE SERVICES AGREEMENT
Between
PO
City of Seal Beach
211 - 8th Street
Seal Beach, CA 90740
Pacific Rim Mechanical Contractors, Inc.
1701 East Edinger Avenue F4
Santa Ana, CA 92705
714-285-2600
This Maintenance Service Agreement ("the Agreement") is made as of July 1, 2015 (the
"Effective Date"), by and between Pacific Rim Mechanical Contractors, Inc.
("Contractor"), a California corporation, and the City of Seal Beach ("City"), a California
charter city, (collectively, "the Parties").
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RECITALS
A. City desires certain HVAC maintenance services for various City
facilities.
B. Contractor represents that it is qualified and able to provide City
with such services.
NOW THEREFORE, in consideration of the Parties' performance of the
promises, covenants, and conditions stated herein, the Parties hereto agree as
follows.
AGREEMENT
1.0 Scope of Services
1.1 Contractor shall provide those services ("Services") set forth in the
attached Exhibit A, which is hereby incorporated by this reference. To the extent
that there is any conflict between Exhibit A and this Agreement, this Agreement
shall control.
1.2 Contractor shall perform all Services under this Agreement in
accordance with the standard of care generally exercised by like professionals
under similar circumstances and in a manner reasonably satisfactory to City.
1.3 In performing this Agreement, Contractor shall comply with all
applicable provisions of federal, state, and local law.
1.4 Contractor will not be compensated for any work performed not
specified in the Scope of Services unless the City authorizes such work in
advance and in writing. The City Manager may authorize payment for such work
up to a cumulative maximum of$10,000. Payment for additional work in excess
of$10,000 requires prior City Council authorization.
2.0 Term
This term of this Agreement shall commence as of the Effective Date and
shall continue for a term of three (3) years unless previously terminated as
provided by this Agreement through June 30, 2018. An additional two (2) one-
year contract extensions are available based upon the Contractor's performance
and at the discretion of the City.
3.0 Contractor's Compensation
City will pay Contractor in accordance with the cost proposal set forth in
Exhibit B for Services for a cumulative contract not to exceed amount of$65,841
for the initial three-year contract term. Any additional work authorized by the City
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pursuant to Section 1.4 will be compensated in accordance with the bid schedule
set forth in Exhibit B.
4.0 Method of Payment
4.1 Contractor shall submit to City monthly invoices for all services
rendered pursuant to this Agreement. Such invoices shall be submitted within 15
days of the end of the month during which the services were rendered and shall
describe in detail the services rendered during the period, the days worked,
number of hours worked, the unit bid prices charged, and the services performed
for each day in the period. City will pay Contractor within 30 days of receiving
Contractor's invoice. City will not withhold any applicable federal or state payroll
and other required taxes, or other authorized deductions from payments made to
Contractor.
4.2 Upon 24-hour notice from City, Contractor shall allow City or City's
agents or representatives to inspect at Contractor's offices during reasonable
business hours all records, invoices, time cards, cost control sheets and other
records maintained by Contractor in connection with this Agreement. City's
rights under this Section 4.2 shall survive for two years following the termination
of this Agreement.
5.0 Termination
5.1 This Agreement may be terminated by City, without cause, or by
Contractor based on reasonable cause, upon giving the other party written notice
thereof not less than 30 days prior to the date of termination.
5.2 This Agreement may be terminated by City upon 10 days' notice to
Contractor if Contractor fails to provide satisfactory evidence of renewal or
replacement of comprehensive general liability insurance as required by this
Agreement at least 20 days before the expiration date of the previous policy.
6.0 Party Representatives
6.1 The City Manager is the City's representative for purposes of this
Agreement.
6.2 James T. Broyles is the Contractor's primary representative for
purposes of this Agreement.
7.0 Notices
7.1 All notices permitted or required under this Agreement shall be
deemed made when personally delivered or when mailed 48 hours after deposit
in the United States Mail, first class postage prepaid and addressed to the party
at the following addresses:
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To City: City of Seal Beach
211-8th Street
Seal Beach, California 90740
Attn: City Manager
To Contractor: Pacific Rim Mechanical Contractors, Inc.
1701 E. Edinger Avenue, F4
Santa Ana, CA 92705
Attn: James T. Broyles
7.2 Actual notice shall be deemed adequate notice on the date actual
notice occurred, regardless of the method of service.
8.0 Independent Contractor
8.1 Contractor is not an employee of the City. All services provided
pursuant to this Agreement shall be performed by Contractor or under its
supervision. Contractor will determine the means, methods, and details of
performing the services. Any additional personnel performing services under this
Agreement on behalf of Contractor shall also not be employees of City and shall
at all times be under Contractor's exclusive direction and control. Contractor
shall pay all wages, salaries, and other amounts due such personnel in
connection with their performance of services under this Agreement and as
required by law. Contractor shall be responsible for all reports and obligations
respecting such additional personnel, including, but not limited to: social security
taxes, income tax withholding, unemployment insurance, disability insurance,
and workers' compensation insurance.
8.2 Contractor shall indemnify and hold harmless City and its elected
officials, officers, employees, servants, designated volunteers, and agents
serving as independent contractors in the role of City officials, from any and all
liability, damages, claims, costs and expenses of any nature to the extent arising
from Contractor's personnel practices. City shall have the right to offset against
the amount of any fees due to Contractor under this Agreement any amount due
to City from Contractor as a result of Contractor's failure to promptly pay to City
any reimbursement or indemnification arising under this Section.
9.0 Subcontractors
No portion of this Agreement shall be subcontracted without the prior
written approval of the City. Contractor is fully responsible to City for the
performance of any and all subcontractors.
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10.0 Assignment
Contractor shall not assign or transfer any interest in this Agreement
whether by assignment or novation, without the prior written consent of City. Any
purported assignment without such consent shall be void and without effect.
11.0 Insurance
11.1 Contractor shall not commence work under this Agreement until it
has provided evidence satisfactory to the City that Contractor has secured all
insurance required under this Section. Contractor shall furnish City with original
certificates of insurance and endorsements effecting coverage required by this
Agreement on forms satisfactory to the City. The certificates and endorsements
for each insurance policy shall be signed by a person authorized by that insurer
to bind coverage on its behalf, and shall be on forms provided by the City if
requested. All certificates and endorsements shall be received and approved by
the City before work commences. The City reserves the right to require
complete, certified copies of all required insurance policies, at any time.
11.2 Contractor shall, at its expense, procure and maintain for the
duration of the Agreement, insurance against claims for injuries to persons or
damages to property that may arise from or in connection with the performance
of this Agreement. Insurance is to be placed with insurers with a current A.M.
Best's rating no less than A:VIII, licensed to do business in California, and
satisfactory to the City. Coverage shall be at least as broad as the latest version
of the following: (1) General Liability: Insurance Services Office Commercial
General Liability coverage (occurrence form CG 0001); (2)Automobile Liability:
Insurance Services Office Business Auto Coverage form number CA 0001, code
1 (any auto). Contractor shall maintain limits no less than: (1) General Liability:
$2,000,000 per occurrence for bodily injury, personal injury and property damage
and if Commercial General Liability Insurance or other form with a general
aggregate limit is used, either the general aggregate limit shall apply separately
to this Agreement/location or the general aggregate limit shall be twice the
required occurrence limit; (2)Automobile Liability: $1,000,000 per accident for
bodily injury and property damage.
11.3 The insurance policies shall contain the following provisions, or
Contractor shall provide endorsements on forms supplied or approved by the City
to state: (1) coverage shall not be suspended, voided, reduced or canceled
except after 30 days prior written notice by certified mail, return receipt
requested, has been given to the City; (2) any failure to comply with reporting or
other provisions of the policies, including breaches of warranties, shall not affect
coverage provided to the City, its directors, officials, officers, (3) coverage shall
be primary insurance as respects the City, its directors, officials, officers,
employees, agents and volunteers, or if excess, shall stand in an unbroken chain
of coverage excess of the Contractor's scheduled underlying coverage and that
any insurance or self-insurance maintained by the City, its directors, officials,
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officers, employees, agents and volunteers shall be excess of the Contractor's
insurance and shall not be called upon to contribute with it; (4)for general liability
insurance, that the City, its directors, officials, officers, employees, agents and
volunteers shall be covered as additional insureds with respect to the services or
operations performed by or on behalf of the Contractor, including materials, parts
or equipment furnished in connection with such work; and (5)for automobile
liability, that the City, its directors, officials, officers, employees, agents and
volunteers shall be covered as additional insureds with respect to the ownership,
operation, maintenance, use, loading or unloading of any auto owned, leased,
hired or borrowed by the Contractor or for which the Contractor is responsible.
11.4 All insurance required by this Section shall contain standard
separation of insureds provisions and shall not contain any special limitations on
the scope of protection afforded to the City, its directors, officials, officers,
employees, agents, and volunteers.
11.5 Any deductibles or self-insured retentions shall be declared to and
approved by the City. Contractor guarantees that, at the option of the City,
either: (1)the insurer shall reduce or eliminate such deductibles or self-insured
retentions as respects the City, its directors, officials, officers, employees,
agents, and volunteers; or (2)the Contractor shall procure a bond guaranteeing
payment of losses and related investigation costs, claims and administrative and
defense expenses.
12.0 Indemnification, Hold Harmless, and Duty to Defend
Contractor shall defend, indemnify, and hold the City, its officials, officers,
employees, volunteers and agents serving as independent contractors in the role
of city officials (collectively "Indemnitees") free and harmless from any and all
claims, demands, causes of action, costs, expenses, liability, loss, damage or
injury, in law or equity, to property or persons, including wrongful death, in any
manner arising out of or incident to any acts or omissions of Contractor, its
employees, or its agents in connection with the performance of this Agreement,
including without limitation the payment of all consequential damages and
attorneys' fees and other related costs and expenses, except for such loss or
damage arising from the sole negligence or willful misconduct of the City. With
respect to any and all such aforesaid suits, actions, or other legal proceedings of
every kind that may be brought or instituted against Indemnitees, Contractor shall
defend Indemnitees, at Contractor's own cost, expense, and risk, and shall pay
and satisfy any judgment, award, or decree that may be rendered against
Indemnitees. Contractor shall reimburse City and its directors, officials, officers,
employees, agents and/or volunteers, for any and all legal expenses and costs
incurred by each of them in connection therewith or in enforcing the indemnity
herein provided. Contractor's obligation to indemnify shall not be restricted to
insurance proceeds, if any, received by Contractor, the City, its directors,
officials, officers, employees, agents or volunteers. All duties of Contractor under
this Section shall survive termination of this Agreement.
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13.0 Equal Opportunity
Contractor affirmatively represents that it is an equal opportunity
employer. Contractor shall not discriminate against any subcontractor,
employee, or applicant for employment because of race, religion, color, national
origin, handicap, ancestry, sex, sexual orientation, or age. Such non-
discrimination includes, but is not limited to, all activities related to initial
employment, upgrading, demotion, transfer, recruitment or recruitment
advertising, layoff, or termination.
14.0 Labor Certification
By its signature hereunder, Contractor certifies that it is aware of the
provisions of Section 3700 of the California Labor Code that require every
employer to be insured against liability for Workers' Compensation or to
undertake self-insurance in accordance with the provisions of that Code, and
agrees to comply with such provisions before commencing the performance of
the Services.
15.0 Entire Agreement
This Agreement contains the entire agreement of the parties with respect
to the subject matter hereof, and supersedes all prior negotiations,
understandings, or agreements. This Agreement may only be modified by a
writing signed by both parties.
16.0 Severability
The invalidity in whole or in part of any provisions of this Agreement shall
not void or affect the validity of the other provisions of this Agreement.
17.0 Governing Law
This Agreement shall be governed by and construed in accordance with
the laws of the State of California.
18.0 No Third Party Rights
No third party shall be deemed to have any rights hereunder against either
party as a result of this Agreement.
19.0 Waiver
No waiver of any default shall constitute a waiver of any other default or
breach, whether of the same or other covenant or condition. No waiver, benefit,
privilege, or service voluntarily given or performed by a party shall give the other
party any contractual rights by custom, estoppel, or otherwise.
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20.0 Prohibited Interests; Conflict of Interest
20.1 Contractor covenants that it presently has no interest and shall not
acquire any interest, direct or indirect, which may be affected by the Services, or
which would conflict in any manner with the performance of the Services.
Contractor further covenants that, in performance of this Agreement, no person
having any such interest shall be employed by it. Furthermore, Contractor shall
avoid the appearance of having any interest, which would conflict in any manner
with the performance of the Services. Contractor shall not accept any
employment or representation during the term of this Agreement which is or may
likely make Contractor "financially interested" (as provided in California
Government Code §§1090 and 87100) in any decision made by City on any
matter in connection with which Contractor has been retained.
20.2 Contractor further warrants and maintains that it has not employed
or retained any person or entity, other than a bona fide employee working
exclusively for Contractor, to solicit or obtain this Agreement. Nor has Contractor
paid or agreed to pay any person or entity, other than a bona fide employee
working exclusively for Contractor, any fee, commission, gift, percentage, or any
other consideration contingent upon the execution of this Agreement. Upon any
breach or violation of this warranty, City shall have the right, at its sole and
absolute discretion, to terminate this Agreement without further liability, or to
deduct from any sums payable to Contractor hereunder the full amount or value
of any such fee, commission, percentage or gift.
20.3. Contractor warrants and maintains that it has no knowledge that
any officer or employee of City has any interest, whether contractual, non-
contractual, financial, proprietary, or otherwise, in this transaction or in the
business of Contractor, and that if any such interest comes to the knowledge of
Contractor at any time during the term of this Agreement, Contractor shall
immediately make a complete, written disclosure of such interest to City, even if
such interest would not be deemed a prohibited "conflict of interest" under
applicable laws as described in this subsection.
21.0 Attorneys' Fees
If either party commences an action against the other party, either legal,
administrative or otherwise, arising out of or in connection with this Agreement,
the prevailing party in such litigation shall be entitled to have and recover from
the losing party all of its attorneys' fees and other costs incurred in connection
therewith.
22.0 Exhibits
All exhibits referenced in this Agreement are hereby incorporated into the
Agreement as if set forth in full herein. In the event of any material discrepancy
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between the terms of any exhibit so incorporated and the terms of this
Agreement, the terms of this Agreement shall control.
23.0 Corporate Authority
The person executing this Agreement on behalf of Contractor warrants
that he or she is duly authorized to execute this Agreement on behalf of said
Party and that by his or her execution, the Contractor is formally bound to the
provisions of this Agreement.
IN WITNESS WHEREOF, the Parties hereto, through their respective
authorized representatives have executed this Agreement as of the date and
year first above written.
CITY OF SEAL BEACH CONTRACT
By: B #
Jill R. Ingram, City Manager
Name: 49AII.7 L&-1J a6^J
Attest: Its: 10m4i fi4t65 A-/ANi dR4
--Y
By: By:
Tina Knapp, Acting City
Clerk Name:
Its:
Approved as to Form:
By:
Craig A. Steele, City
Attorney
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EXHIBIT A
SCOPE OF WORK
The contract scope of work to be performed generally consists of furnishing all labor,
supervision, methods of processes, implements, tools, machinery, safety equipment,
traffic control, materials and proper licensing required to provide preventative
maintenance and inspection services of HVAC systems at various City facilities. Typical
maintenance work shall include, but not be limited to:
a) Work will ordinarily be performed between the hours of 7:00 AM and 5:30 PM,
Monday through Friday. During emergencies, work may be required at other
than normal hours. The Contractor must receive the approval of the Deputy
Director of Public Works or his/her authorized representative prior to
commencing work during hours outside those stated above. Technicians must
be available to respond to emergencies 24-hours per day, and must be able to
respond within two hours of being called. Hourly rates for emergency work and
routine repair work shall be paid based on the hourly rate provided in the bid
schedule, and for actual time spent on the job site. No travel time will be paid.
b) Contractor shall be responsible for Contractor's compliance in all respects with
the prevailing wage rates to all the laborers involved, and with California Labor
Code Section 1770 et seq., including the keeping of all records required by the
provisions of Labor Code Section 1776 and the implementing administrative
regulations. The City shall be a third party beneficiary of the forgoing covenant
with rights to enforce the same as against the Contractor.
c) At any time prior to the bid submittal date, Contractor may inspect City property
for further information, if desired. City representatives will be available if desired
to answer questions.
d) Contractor shall protect any and all private property adjacent to work areas. Any
damage to private property resulting directly or indirectly from Contractor's
actions shall be the responsibility of the Contractor.
e) All employees of Contractor shall wear a uniform or shirt that clearly identifies the
company.
f) All employees of Contractor shall wear an orange safety vest whenever working
in City streets, or within 10 feet of City streets.
g) Contractor must be able to provide a list of employee's names, dates worked and
hours worked on each date if requested by the City.
h) Contractor must provide computerized dispatching, equipment history and
refrigerant management documentation.
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PERSONNEL
The contractor shall use and furnish all labor necessary for the satisfactory performance
for the work set forth in this contract.
(a) Contractor's Laborers
The Contractor agrees to require his/her laborers to present a neat appearance at all
times while engaged in the performance of their duties and maintain good bearing and
deportment toward the public. Should for any reason an employee be unsatisfactory in
the opinion of the Deputy Public Works Director or authorized representative, the
Contractor, when notified in writing, shall cause that employee to be removed from the
job and replaced by a satisfactory laborer.
(b) Laborer Attire
The Contractor shall require each of his/her employees to adhere to basic standards of
working attire. These are to include uniforms, with the Contractor's company name or
insignia clearly visible, proper shoes and other gear required by State Safety
Regulations, and proper wearing of clothing, which includes that shirts shall be worn at
all times, buttoned and tucked in.
(c) Typical Tasks
Contractor shall supply laborers with the skills to perform various skilled duties in
connection with HVAC sytem maintenance.
(d) Licenses
Laborers will be required to possess a valid and current California Driver License,
including all insurances as required by the City.
EQUIPMENT
The contractor shall use and furnish all equipment necessary for the satisfactory
performance of the work set forth in this contract.
(a) Vehicles
Contractor shall display the name of their firm on any/all vehicles used or
otherwise by the Contractor's employees. The firm name shall be in letters
large enough to be easily legible from a distance of fifty (50) feet during the
course of their work.
(b) Maintenance
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All equipment used by the Contractor shall be kept in a neat and clean
appearance and maintained in top mechanical condition. All equipment shall
be properly adjusted,from an operational safety standpoint.
(c) Storage of Equipment
The Contractor is required to supply storage for equipment that is used in the
City. Equipment shall not be stored in the public right of way or on any other
City property without written authorization from the Public Works Director or
authorized representative.
MATERIALS
The Contractor is required to supply storage for materials that are used in the City.
Material shall not be stored in the public right of way or any other City property without
written authorization from the Deputy Public Works Director or authorized
representative.
SUPERVISION
The Contractor shall provide such adequate supervision as to furnish ongoing
supervision of workmanship and adherence to schedules by the laborers performing the
work under contract. The field supervisor or their representative shall check with the
Deputy Public Works Director or an authorized representative weekly as to (1) schedule
of work; (2) complaints, and (3) adequacy of performance. The Contractor shall submit
such reports as the City may require ensuring compliance with scheduled work. The
Contractor's field supervisor shall be onsite while work is in progress.
TELEPHONE, ELECTRONIC MAIL, AND EMERGENCY SERVICE CONTACT
INFORMATION
The Contractor shall provide the City at all times throughout the duration of this contract
emergency telephone numbers of at least two (2) qualified persons who can be called
for emergency conditions at any time that Contractor's representatives are not
immediately available at the job site. An alternate emergency number shall be provided
in case no answer is received at the first number. The emergency number shall be
used to contact the representative of the Contractor who can take the necessary action
required to alleviate an emergency condition which threatens to cause damage to any
City property.
In addition, the Contractor shall employ person(s) to answer telephone and e-mail
complaints, requests for service, etc. (an answering service will not be considered
sufficient for this purpose) during normal City working hours. Normal City working hours
are 7:00 A.M. to 5:30 P.M., Monday through Friday.
Contractor is required to maintain an office within the Orange County area. Contractor
is further required to provide the City with a 24-hour emergency number for contact
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outside normal working hours. The response to an emergency call-out by the
Contractor shall not be more than two (2) hours and shall be considered part of the
normal contract except when delayed by problems caused by vehicle accidents or Acts
of God.
SCOPE OF WORK
Contractor shall provide quarterly and annual preventative maintenance work for the
City's HVAC systems at various City facilities. Contractor shall provide a heating and
air conditioning checklist for each facility after each visit specifying the preventative
maintenance performed along with notification of any defective or worn parts needing
replacement. The checklist must include all specified PM work noted herein for each
location. All extraordinary repair work requires approval from the City prior to beginning
work. The preventative maintenance work includes but is not limited to:
Quarterly Preventative Maintenance— Package Heat Pump
• Replace air filter(s)
• Add biocide to condensate pan
• Inspect blower
• Inspect fan belt alignment and tension
• Inspect fan motor(s)operation
• Inspect condensate pan & p-trap
• Inspect electrical contacts
• Inspect condensate piping for proper pitch
• Inspect exterior of unit and panel fasteners
• Inspect for refrigerant leaks
• Inspect coil condition Evap. (clean /dirty)
• Inspect coil condition Cond. (clean /dirty)
• Inspect unit and pipe insulation
• Inspect electrical connections, tighten as necessary
Annual Preventative Maintenance— Package Heat Pump
• Replace drive belt(s)
• Lubricate motor bearings
• Clean condenser coil
• Inspect operation of reversing valve
• Inspect operation of economizer
• Inspect unit and pipe insulation
• Check compressor 1 amperage
• Check compressor 2 amperage
Quarterly Preventative Maintenance— Package Gas Electric
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• Replace air filter(s)
• Replace/add biocide to condensate pan
• Inspect blower
• Inspect fan belt
• Inspect fan motor(s) operation
• Inspect condensate pan & p-trap
• Inspect condensate piping for proper pitch
• Inspect electrical connections, tighten as necessary
• Inspect all electrical contacts
• Inspect unit for excessive vibration and noise
• Inspect exterior of unit and panel fasteners
• Visually Inspect for refrigerant leaks
• Inspect coil condition Evap. (clean /dirty)
• Inspect coil condition Cond. (clean /dirty)
• Inspect operation of Compressor
Inspect for gas leaks
Annual Preventative Maintenance—Package Gas Electric
• Replace drive belt(s), if included
• Lubricate motor bearings
• Clean condenser coil, if included
• Clean vestibule
• Inspect operation of economizer
• Inspect operation of gas valve
• Inspect operation of ignition system
• Inspect flame condition adjust as required
• Inspect for cracked, warped or dirty heat exchanger
• Inspect operation of safety control limits
• Inspect unit and pipe insulation
• Inspect flue for proper venting
• Check system voltage
• Check indoor fan amperage
• Check outdoor fan amperage
• Check compressor 1 amperage
• Check compressor 2 amperage
Quarterly Preventative Maintenance— Condensing Unit
• Clean surface area
• Inspect exterior of unit and panel fasteners
• Inspect fan motor(s) operation
• Inspect visually for refrigerant leaks
• Inspect electrical connections, tighten as necessary
• Inspect fan belt
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• Inspect electrical contacts
• Inspect compressor operation
Annual Preventative Maintenance— Condensing Unit
• Clean condenser coil
• Lubricate fan motor
• Inspect compressor operation
• Check oil level
• Check compressor amperage
• Lubricate fan motor
• Replace drive belt(s)
• Check superheat
• Check discharge temperature
• Check suction temperature
• Check compressor voltage
Quarterly Preventative Maintenance— Fan Coil Unit
• Replace air filter(s)
• Replace/add biocide to condensate pan
• Inspect blower
• Inspect fan belt
• Inspect fan motor(s) operation
• Inspect condensate pan & p-trap
• Inspect all electrical contacts
• Inspect electrical connections, tighten as necessary
• Inspect unit for excessive vibration and noise
• Inspect unit & pipe insulation
• Inspect condensate piping for proper pitch
• Inspect exterior of unit and panel fasteners
• Visually inspect for water leaks
• Inspect Evaporator coil condition (clean/dirty)
Annual Preventative Maintenance— Fan Coil Unit
• Replace drive belt(s), if included
• Lubricate motor and shaft bearings
• Inspect operation of chilled and heating valve(s)
• Inspect unit and pipe insulation
• Check indoor fan amperage
• Check outdoor fan amperage
Quarterly Preventative Maintenance— Exhaust Fan
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• Replace OSA air filter(s), if included
• Inspect blower
• Inspect fan belt
• Inspect electrical contacts
• Inspect fan motor(s) operation
• Inspect electrical connections, tighten as necessary
• Inspect unit for excessive vibration and noise
• Inspect exterior of unit and panel fasteners
Annual Preventative Maintenance— Exhaust Fan
• Replace final air filter(s), if included
• Replace drive belt(s), if included
• Lubricate motor and shaft bearings
• Clean dampers
• Check indoor fan amperage
• Check indoor fan voltage
• Pre-Winter startup of HVAC system (furnaces, heat pumps and heaters) shall be
done to coincide with quarterly tune up, belt/filter servicing in September
• Pre-Summer startup of HVAC system (A/C and heat pumps) shall be done to
coincide with the quarterly tune-up and belt/filter servicing in March
• All main filters shall be replaced quarterly, using 30% efficient pleated filters
• Condensation drain lines inspected and cleared of any blockages on a quarterly
basis
Extraordinary Repair Work
Extraordinary repairs require a written cost proposal from the contractor and approval
from the City prior to commencing work. Extraordinary repairs shall be charged at the
hourly rate included in the contractor's bid schedule. This hourly rate also includes
after-hours emergencies. The cost incurred for any materials and parts used by the
contractor shall be billed to the City with a maximum 10% mark-up. Invoices submitted
to the City for payment must include back-up documentation indicating the price
charged to the contractor for materials. The hourly rate charged to the City shall be for
time spent on the job — driving to the job site is not included in that cost. Prior to
payment of invoices, contractor must furnish PM checklists for each location serviced
that clearly identifies the work completed at each site. No additional compensation will
be allowed for extraordinary repairs.
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Progress of Work
Work shall proceed in an orderly manner. Wherever possible, repair work shall be
completely finished prior to workmen proceeding to the next location. Any exceptions
shall be approved by the Deputy Public Works Director or authorized representative.
Alterations
The City reserves the right to increase or decrease the quantity of any item or portion of
the work or to omit portions of the work as may be deemed necessary or advisable by
the City. The Deputy Public Works Director or authorized representative may make
such alterations or deviations, additions to, or omissions from these specifications, as
may be determined during the progress of the work to be necessary and advisable for
the proper completion thereof. Such alterations or deviations, additions or omissions
shall in no way affect or make void the contract. Upon written order of the Deputy
Public Works Director or authorized representative, Contractor shall proceed with the
work as increased, decreased or altered.
Acceptance of Work Done
The Deputy Public Works Director or authorized representative will make inspections
and determine that the work has been completed in all respects in accordance with
these specifications.
Protection of Existing Utilities
The Contractor must take all due precautionary measures to protect all of the existing
utilities. When necessary, the Contractor shall have all utilities located by contacting the
responsible agency at least 48 hours prior to commencing any work. The Contractor's
attention is directed to the one-call utility notification service provided by Underground
Service Alert (USA). USA member utilities will provide the Contractor with the locations
of their substructures when given at least 48 hour notice. Such requests should be
requested through USA (1-800-422-4133).
Protection of Private Property
The Contractor must remain within the maintenance areas to the best of his ability. The
Contractor must protect all existing private property.
Protection of Maintenance Areas
Contractor shall protect property and facilities adjacent to the maintenance areas and all
property and facilities within the maintenance areas. After completion of project, the
maintenance area shall be clean and in a presentable condition. All public or privately
owned improvements and facilities shall be restored to their original condition and
location. In the event improvements of the facilities are damaged, they shall be replaced
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with new materials equal or better to the original. Contractor shall repair such damage
at their expense.
Nothing herein shall be construed to entitle the Contractor to the exclusive use of any
public street; way or parking area during performance of the contract work, and
Contractor shall conduct his/her operations so as not to interfere with the authorized
work of utility companies or other agencies in such streets, ways or parking areas.
Withholding of Payment
If, in the event that inadequacies/deficiencies are determined by the Deputy Public
Works Director or authorized representative, the Contractor will have 24 hours from the
time such items have been determined to be corrected as necessary. If Contractor fails
to correct within 24 hours, Contractor shall be fined the amount previously determined
at the time of the initial inspection. Deductions from the monthly payment due, for work
not performed, will be based upon the bid worksheets, which are to be submitted at the
time of bid.
Meetings
Contractors shall provide the Deputy Public Works Director or authorized representative
with a contact person(s) and a phone number to reach the contract representative at all
times, 24 hours per day.
Contractor shall appoint and identify to Deputy Public Works Director or authorized
representative a "site supervisor." This site supervisor shall meet with staff one (1)time
per week at a time and place agreed upon by both parties for as long as the contract is
in effect to discuss any problems/concerns which may arise and any goals for the
day/week.
CITY FACILITY LOCATIONS AND HVAC EQUIPMENT
Site Address Equipment Year Installed
1 Carrier 12.50-ton
split system
City Hall 2118 th Street 1 McQuay AHU 2001
w/Reznor furnace
1 Carrier 25-ton
multizone system
4 Carrier 4-ton
packaged heat
pumps
Old City Hall 2018 Street 1 Carrier 3.5-ton 2001
split system heat
pump
1 Carrier 5-ton split
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system heat pump
1 Carrier 4-ton split
system heat pump
1 Carrier 7.5-ton
split system heat
pump
1 Carrier 2.5-ton
split system heat
pump
City Yard 1776 Adolfo Lopez 4 Carrier 3-ton units 2015
Drive
2 Carrier 12.50-ton
packaged
Mary Wilson Library 707 Electric gas/electric 2001
and Senior Center Avenue 1 Carrier 15-ton
packaged
qas/electric
Marina Community 2 Carrier 5-ton
Center 151 Marina Drive packaged 2001
qas/electric
2 Carrier 4-ton
packaged heat
North Seal Beach 3333 St. Cloud pumps 2001
Community Center Drive 1 Carrier 5-ton
packaged heat
pump
2 York 3-ton split
Seal Beach Tennis 3900 Lampson system heat pumps
Center Avenue 2 Lennox 5-ton Unknown
packaged
gas/electric
3 Carrier 2-ton
packaged heat
pumps
1 Carrier 2.5 ton
packaged heat
pump
4 Carrier 3-ton
Police Station 911 Seal Beach packaged heat 2015
Boulevard pumps
3 Carrier 4-ton
packaged heat
pumps
3 carrier 5-ton
packaged heat
pumps
1 Carrier 5 429
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packaged heat
pump
1 Carrier 4-ton
packaged heat
pump
1 Carrier 6-ton
packaged heat
pump
1 Carrier 10-ton
packaged heat
pump
1 Rheem gas
horizontal
application
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EXHIBIT B
COST PROPOSAL SCHEDULE
SERVICE EST. UNIT EXTENDED
NO. SERVICE LOCATION TYPE QTY. PRICE PRICE
1. City Hall Quarterly PM 4 $294.25 $1,177.00
2. City Hall Annual PM 1 $284.00 $284.00
3. Old City Hall Quarterly PM 4 $322.25 $1,289.00
4. Old City Hall Annual PM 1 $161.00 $161.00
5. Police Station Quarterly PM 4 $492.25 $1,969.00
6. Police Station Annual PM 1 $397.00 $397.00
7. City Yard Quarterly PM 4 $118.25 $473.00
8. City Yard Annual PM 1 $65.00 $65.00
9 Mary Wilson Library and Senior Center Quarterly PM 4 $213.25 $853.00
10. Mary Wilson Library and Senior Center Annual PM 1 $164.00 $164.00
11. Marina Community Center Quarterly PM 4 $83.75 $335.00
12. Marina Community Center Annual PM 1 $33.00 $33.00
13. North Seal Beach Quarterly PM 4 $109.00 $436.00
Community Center
14. North Seal Beach Annual PM 1 $50.00 $50.00
Community Center
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15. Seal Beach Tennis Center Quarterly PM 4 $207.25 $829.00
16. Seal Beach Tennis Center Annual PM 1 $82.00 $82.00
Extraordinary 150 $ $89.00 $13,350.00
Repairs
17. All Locations Hours '
Grand Total Bid Amount: $21,947.00
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