HomeMy WebLinkAboutGlobal Power Inc; 2015-06-04; PEM1218PEM1218
AGREEMENT FOR GENERATOR MAINTENANCE SERVICES
GLOBAL POWER, INC.
AGREEMENT is made and entered into as of the
hy./Y/^ , 2015, by and between the CITY OF CARLSBAD, a municipal
corpoja^j^, ("City''), and GLOBAL POWER, INC., a California corporation, ("Contractor").
RECITALS
A. City requires the professional services of a generator maintenance company that
is experienced in routine and non-routine generator maintenance and repairs.
B. Contractor has the necessary experience in providing professional services and
advice related to routine and non-routine generator maintenance and repairs..
C. Contractor has submitted a proposal to City and has affirmed its willingness and
ability to perform such work.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. SCOPE OF WORK
City retains Contractor to perform, and Contractor agrees to render, those services (the
"Services") that are defined in attached Exhibit "A", which is incorporated by this reference in
accordance with this Agreement's terms and conditions.
2. STANDARD OF PERFORMANCE
While performing the Sen/ices, Contractor will exercise the reasonable professional care and skill
customarily exercised by reputable members of Contractor's profession practicing in the
Metropolitan Southern California Area, and will use reasonable diligence and best judgment while
exercising its professional skill and expertise.
3. TERM
The term of this Agreement will be effective for a period of six (6) months from the date first above
written. Extensions will be based upon a satisfactory review of Contractor's performance, City
needs, and appropriation of funds by the City Council. The parties will prepare a written
amendment indicating the effective date and length of the extended Agreement.
4. TIME IS OF THE ESSENCE
Time is of the essence for each and every provision of this Agreement.
5. COMPENSATION
The total fee payable for the Services to be performed during the initial Agreement term will not
exceed thirty thousand dollars ($30,000). No other compensation for the Services will be allowed
except for items covered by subsequent amendments to this Agreement. If the City elects to
extend the Agreement, the amount shall not exceed thirty thousand dollars ($30,000) per
Agreement year. The City resen/es the right to withhold a ten percent (10%) retention until City
has accepted the work and/or Services specified in Exhibit "A".
Incremental payments, if applicable, should be made as outlined in attached Exhibit "A".
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6. WAGE RATES
The general prevailing rate of wages for each craft or type of worker needed to execute the
contract shall be those as determined by the Director of Industrial Relations pursuant to Sections
1770, 1773 and 1773.1 of the Labor Code. Pursuant to Section 1773.2 of the Labor Code, a
current copy of the applicable wage rates is on file in the Office of the City Engineer. The
contractor to whom the contract is awarded shall not pay less than the said specified prevailing
rates of wages to all workers employed by him or her in execution of the contract.
The Prime Contractor shall be responsible for insuring compliance with provisions of section
1777.5 ofthe Labor Code and section 4100 et seq. of the Public Contracts Code, "Subletting and
Subcontracting Fair Practices Act." The City Engineer is the City's "duly authorized officer" for the
purposes of section 4107 and 4107.5.
The provisions of Part 7, Chapter 1, of the Labor Code commencing with section 1720 shall apply
to the Contract for work.
A contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal, subject
to the requirements of Section 4104 of the Public Contract Code, or engage in the performance
of any contract for public work, unless currently registered and qualified to perform public work
pursuant to Section 1725.5. This project is subject to compliance monitoring and enforcement by
the Department of Industrial Relations.
7. STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent contractor and
in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be
under control of City only as to the result to be accomplished, but will consult with City as
necessary. The persons used by Contractor to provide services under this Agreement will not be
considered employees of City for any purposes.
The payment made to Contractor pursuant to the Agreement will be the full and complete
compensation to which Contractor is entitled. City will not make any federal or state tax
withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be
required to pay any workers' compensation insurance or unemployment contributions on behalf
of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty
(30) days for any tax, retirement contribution, social security, overtime payment, unemployment
payment or workers' compensation payment which City may be required to make on behalf of
Contractor or any agent, employee, or subcontractor of Contractor for work done under this
Agreement. At the City's election. City may deduct the indemnification amount from any balance
owing to Contractor.
8. SUBCONTRACTING
Contractor will not subcontract any portion of the Sen/ices without prior written approval of City.
If Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the
acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly
employed by the subcontractor, as Contractor is for the acts and omissions of persons directly
employed by Contractor. Nothing contained in this Agreement will create any contractual
relationship between any subcontractor of Contractor and City. Contractor will be responsible for
payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of
a subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically
noted to the contrary in the subcontract and approved in writing by City.
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9. OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
10. INDEMNIFICATION
Contractor agrees to indemnify and hold harmless the City and its officers, officials, employees
and volunteers from and against all claims, damages, losses and expenses including attorneys
fees arising out of the performance of the work described herein caused by any negligence,
recklessness, or willful misconduct of the Contractor, any subcontractor, anyone directly or
indirectly employed by any of them or anyone for whose acts any of them may be liable.
The parties expressly agree that any payment, attorney's fee, costs or expense City incurs or
makes to or on behalf of an injured employee under the City's self-administered workers'
compensation is included as a loss, expense or cost for the purposes of this section, and that this
section will survive the expiration or early termination of this Agreement.
11. INSURANCE
Contractor will obtain and maintain for the duration of the Agreement and any and all
amendments, insurance against claims for injuries to persons or damage to property which may
arise out of or in connection with performance of the services by Contractor or Contractor's
agents, representatives, employees or subcontractors. The insurance will be obtained from an
insurance carrier admitted and authorized to do business in the State of California. The insurance
carrier is required to have a current Best's Key Rating of not less than "A-:Vir'; OR with a surplus
line insurer on the State of California's List of Approved Surplus Line Insurers (LASLI) with a rating
in the latest Best's Key Rating Guide of at least "A:X"; OR an alien non-admitted insurer listed by
the National Association of Insurance Commissioners (NAIC) latest quarterly listings report.
11.1 Coverage and Limits.
Contractor will maintain the types of coverage and minimum limits indicated below, unless the
Risk Manager or City Manager approves a lower amount. These minimum amounts of coverage
will not constitute any limitations or cap on Contractor's indemnification obligations under this
Agreement. City, its officers, agents and employees make no representation that the limits of the
insurance specified to be carried by Contractor pursuant to this Agreement are adequate to
protect Contractor. If Contractor believes that any required insurance coverage is inadequate.
Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at
Contractor's sole expense. The full limits available to the named insured shall also be available
and applicable to the City as an additional insured.
11.1.1 Commercial General Liabilitv Insurance. $2,000,000 combined single-limit per
occurrence for bodily injury, personal injury and property damage. If the submitted policies contain
aggregate limits, general aggregate limits will apply separately to the work under this Agreement
or the general aggregate will be twice the required per occurrence limit.
11.1.2 Automobile Liabilitv. (if the use of an automobile is involved for Contractor's work
for City). $1,000,000 combined single-limit per accident for bodily injury and property damage.
11.1.3 Workers' Compensation and Emplover's Liabilitv. Workers' Compensation limits as
required by the California Labor Code. Workers' Compensation will not be required if Contractor
has no employees and provides, to City's satisfaction, a declaration stating this.
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11.1.4 Professional Liabilitv. Errors and omissions liability appropriate to Contractor's
profession with limits of not less than $1,000,000 per claim. Coverage must be maintained for a
period of five years following the date of completion of the work.
11.2 Additional Provisions. Contractor will ensure that the policies of insurance required under
this Agreement contain, or are endorsed to contain, the following provisions:
11.2.1 The City will be named as an additional insured on Commercial General Liability
which shall provide primary coverage to the City.
11.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which
will be written as claims-made coverage.
11.2.3 This insurance will be in force during the life of the Agreement and any extensions
of it and will not be canceled without thirty (30) days prior written notice to City sent by certified
mail pursuant to the Notice provisions of this Agreement.
11.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this
Agreement, Contractor will furnish certificates of insurance and endorsements to City.
11.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance
coverages, then City will have the option to declare Contractor in breach, or may purchase
replacement insurance or pay the premiums that are due on existing policies in order to maintain
the required coverages. Contractor is responsible for any payments made by City to obtain or
maintain insurance and City may collect these payments from Contractor or deduct the amount
paid from any sums due Contractor under this Agreement.
11.5 Submission of Insurance Policies. City reserves the right to require, at any time, complete
and certified copies of any or all required insurance policies and endorsements.
12. BUSINESS LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the term of the
Agreement, as may be amended from time-to-time.
13. ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred under this
Agreement. All records will be clearly identifiable. Contractor will allow a representative of City
during normal business hours to examine, audit, and make transcripts or copies of records and
any other documents created pursuant to this Agreement. Contractor will allow inspection of all
work, data, documents, proceedings, and activities related to the Agreement for a period of three
(3) years from the date of final payment under this Agreement.
14. OWNERSHIP OF DOCUMENTS
All work product produced by Contractor or its agents, employees, and subcontractors pursuant
to this Agreement is the property of City. In the event this Agreement is terminated, all work
product produced by Contractor or its agents, employees and subcontractors pursuant to this
Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy
of the work product for Contractor's records.
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15. COPYRIGHTS
Contractor agrees that all copyrights that arise from the services will be vested in City and
Contractor relinquishes all claims to the copyrights in favor of City.
16. NOTICES
The name of the persons who are authorized to give written notice or to receive written notice on
behalf of City and on behalf of Contractor under this Agreement.
For Citv For Contractor
Name Jesse Zunke Name Gerry LaFargue
Title PW Supervisor Title Service Contracts Manager
Department PW-Property Address 12060 Woodside Ave.
City of Carlsbad Lakeside, CA 92040
Address 405 Oak Ave. Phone No. 619-579-1221
Carlsbad CA 92008 Email glafargue@gpgpower.com
Phone No. 760-434-2992
Each party will notify the other immediately of any changes of address that would require any
notice or delivery to be directed to another address.
17. CONFLICT OF INTEREST
Contractor shall file a Confiict of Interest Statement with the City Clerk in accordance with the
requirements of the City of Carlsbad Confiict of Interest Code. The Contractor shall report
investments or interests in all four categories.
18. GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed of federal, state and local laws and ordinances and regulations
which in any manner affect those employed by Contractor, or in any way affect the performance
of the Services by Contractor. Contractor will at all fimes observe and comply with these laws,
ordinances, and regulations and will be responsible for the compliance of Contractor's services
with all applicable laws, ordinances and regulafions.
Contractor will be aware ofthe requirements ofthe Immigration Reform and Control Act of 1986
and will comply with those requirements, including, but not limited to, verifying the eligibility for
employment of all agents, employees, subcontractors and consultants whose services are
required by this Agreement.
19. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations prohibiting
discrimination and harassment.
20. DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following procedure will
be used to resolve any quesfions of fact or interpretation not othen/vise settled by agreement
between the parties. Representatives of Contractor or City will reduce such questions, and their
respective views, to writing. A copy of such documented dispute will be fonwarded to both parties
involved along with recommended methods of resolution, which would be of benefit to both
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parties. The representative receiving the letter will reply to the letter along with a recommended
method of resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory
to the aggrieved party, a letter outlining the disputes will be fonA/arded to the City Manager. The
City Manager will consider the facts and solufions recommended by each party and may then opt
to direct a solution to the problem. In such cases, the acfion of the City Manager will be binding
upon the parties involved, although nothing in this procedure will prohibit the parties from seeking
remedies available to them at law.
21. TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may
terminate this Agreement for nonperformance by notifying Contractor by certified mail of the
termination. If City decides to abandon or indefinitely postpone the work or services contemplated
by this Agreement, City may terminate this Agreement upon written notice to Contractor. Upon
notification of termination. Contractor has five (5) business days to deliver any documents owned
by City and all work in progress to City address contained in this Agreement. City will make a
determination of fact based upon the work product delivered to City and ofthe percentage of work
that Contractor has performed which is usable and of worth to City in having the Agreement
completed. Based upon that finding City will determine the final payment ofthe Agreement.
Either party upon tendering thirty (30) days written nofice to the other party may terminate this
Agreement. In this event and upon request of City, Contractor will assemble the work product and
put it in order for proper filing and closing and deliver it to City. Contractor will be paid for work
performed to the terminafion date; however, the total will not exceed the lump sum fee payable
under this Agreement. City will make the final determination as to the portions of tasks completed
and the compensation to be made.
22. COVENANTS AGAINST CONTINGENT FEES
Contractor warrants that Contractor has not employed or retained any company or person, other
than a bona fide employee working for Contractor, to solicit or secure this Agreement, and that
Contractor has not paid or agreed to pay any company or person, other than a bona fide
employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration
confingent upon, or resulting from, the award or making of this Agreement. For breach or violafion
of this warranty, City will have the right to annul this Agreement without liability, or, in its discrefion,
to deduct from the Agreement price or considerafion, or othenvise recover, the full amount of the
fee, commission, percentage, brokerage fees, gift, or contingent fee.
23. CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must
be asserted as part ofthe Agreement process as set forth in this Agreement and not in anficipafion
of litigation or in conjunction with lifigafion. Contractor acknowledges that if a false claim is
submitted to City, it may be considered fraud and Contractor may be subject to criminal
prosecution. Contractor acknowledges that California Government Code secfions 12650 ef seq.,
the False Claims Act applies to this Agreement and, provides for civil penalties where a person
knowingly submits a false claim to a public entity. These provisions include false claims made
with deliberate ignorance of the false informafion or in reckless disregard of the truth or falsity of
informafion. If City seeks to recover penalfies pursuant to the False Claims Act, it is entitled to
recover its litigation costs, including attorney's fees. Contractor acknowledges that the filing of a
false claim may subject Contractor to an administrative debarment proceeding as the result of
which Contractor may be prevented to act as a Contractor on any public work or improvement for
a period of up to five (5) years. Contractor acknowledges debarment by another jurisdiction is
grounds for City to terminate this Agreement.
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24. JURISDICTION AND VENUE
Any action at law or in equity brought by either of the parties for the purpose of enforcing a right
or rights provided for by this Agreement will be tried in a court of competent jurisdicfion in the
County of San Diego, State of California, and the parties waive all provisions of law providing for
a change of venue in these proceedings to any other county.
25. SUCCESSORS AND ASSIGNS
It is mutually understood and agreed that this Agreement will be binding upon City and Contractor
and their respecfive successors. Neither this Agreement nor any part of it nor any monies due or
to become due under it may be assigned by Contractor without the prior consent of City, which
shall not be unreasonably withheld.
26. ENTIRE AGREEMENT
This Agreement, together with any other written document referred to or contemplated by it, along
with the purchase order for this Agreement and its provisions, embody the enfire Agreement and
understanding between the parties relafing to the subject matter of it. In case of conflict, the terms
of the Agreement supersede the purchase order. Neither this Agreement nor any of its provisions
may be amended, modified, waived or discharged except in a writing signed by both parties.
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27. AUTHORITY
The individuals execufing this Agreement and the instruments referenced in it on behalf of
Contractor each represent and warrant that they have the legal power, right and actual authority
to bind Contractor to the terms and conditions of this Agreement.
CONTRACTOR
GLOBAL POWE
corporation
By:
, a California
(print name/fitle)
CITY OF CARLSBAD, a municipal
corporafion of the State of California
By:
PatricR A. Thoma^-Z^'iiblic Works Director
as authorized by the City Manager
(print name/fitle)
If required by City, proper notarial acknowledgment of execution by contractor must be attached.
If a corporafion. Agreement must be signed by one corporate officer from each of the following
two groups.
Group A
Chairman,
President, or
Vice-President
Group B
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolufion certified by the secretary or assistant
secretary under corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM:
CELIA A. BREWER, City Attorney
Assistant City Attorney
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EXHIBIT "A"
VENDOR'S PROPOSED COST OF SERVICE*
The numbers listed in the "Quantity and Units" category of the matrix below are estimates
only. The actual payments made to the Vendor will be based on the Vendor's actual work
performed for the City consistent with the terms and conditions of the contract documents.
Item No. Description *Estimated
Quantity and Units
Unit Price Annual Total
1.
Cost of parts and
materials for
REPAIRS.
$3,500.00/year*
(*Estimated)
15 %
Contractor's
markup from
supplier invoice
price.
$1,006.25
(Extended Amount
based on 3 month
timeframe)
2.
Cost of LABOR for
REPAIRS (Monday-
Friday, 8:00
AM-5;00PM)
$95.00
per hour
25 Hours*
(*Estimated)
$2,375.00
(Extended Amount)
3.
Cost of LABOR FOR
EMERGENCY
REPAIRS. After-hours
$142.50
per hour 6 Hours*
(*Estimated)
$855.00
(Extended Amount)
4.
CITY HALL
Preventative
Maintenance
$237.00
Lump Sum per
Month X3 $711.00
(Extended Amount)
5.
SAFETY CENTER
Preventative
Maintenance
$317.00
Lump Sum per
Month X3 $951.00
(Extended Amount)
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PROPOSED COST OF SERVICE -
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\ 6.
FARADAY CENTER
Preventative
Maintenance
$317.00
Lump Sum per
Month
X3 $951.00
(Extended Amount)
7. DOVE LIBRARY
Preventative Maintenance
$317.00
Lump Sum per
Month
X3 $951.00 (Extended Amount)
8. FIRE STATION #1
Preventative Maintenance
$237.00
Lump Sum per
Month
X3 $711.00
(Extended Amount)
9. FIRE STATION #5
Preventative Maintenance
$237.00
Lump Sum per
Month
X3 $711.00
(Extended Amount)
10. FIRE STATIONS #2, #3, #4, &
#6
Preventative Maintenance
$537.00
Lump Sum per
Month
X3 $1,611.00
(Extended Amount)
11. SENIOR CENTER
Preventative Maintenance
$237.00
Lump Sum per
Month
X3 $711.00 (Extended Amount)
12.
FLEET OPERATIONS
Preventative
Maintenance
$237.00
Lump Sum per
Month
X3 $711.00
(Extended Amount)
13.
CALAVERA COMMUNITY
CENTER
Preventative Maintenance
$237.00
Lump
Sum per
Month
X3 $711.00
(Extended Amount)
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PROPOSED COST OF SERVICE -
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14. STAGECOACH COMMUNITY
CENTER
Preventative Maintenance
$237.00
Lump Sum per
Month
X3 $711.00
(Extended Amount)
'Estimate based on historical experience is for proposal comparison purposes only. The actual payments
made to the Vendor will be based on the Vendor's actual work performed for the City consistent with the
terms and conditions of the contract documents, and may be different from the prices estimated above.
Note: This Agreement is subject to prevailing wage laws, Labor code Section 1770 etseq.
SCOPE OF SERVICES
Generator Maintenance Services
Manner of Performing Services
General Specifications
DEFINITIONS:
Whenever the following terms are used in this agreement, they shall have the following meaning;
B.
C.
E.
BID ITEM - Individual items of work in the CONTRACTOR'S proposal at an agreed pnce for
the work.
CITY - The City of Carlsbad, CA
CITY MANAGER - The fully appointed CITY MANAGER of the City or his authorized
representative.
CONTRACT ADMINISTRATOR - The Municipal Property Manager designee for bidding,
award and administering the Contractor's work under this agreement.
CONTRACTOR - The managing individual of the contracting entity or his authorized
employees or representatives.
FULLY OPERATIONAL - In a condition to undertake the function to adequately run as a
standby generator.
PERIODIC INSPECTION - Routinely schedule or randomly noticed inspection or audit
conducted by City.
PREVENTATIVE MAINTENANCE - Work specified in the preventative maintenance
schedule of this agreement that consist or work performed by the Contractor a fixed price cost.
I. PUBLIC WORKS DIRECTOR - The official designated as the Public Works Director of the
City, or any of his authorized representatives.
J. REPAIRS - Work required to maintain the serviceability of Generators specified under this
agreement that are outside the scope ofthe scheduled PREVENTATIVE MAINTENANCE.
REPAIR WORK must be authorized by the Contract Administrator pnor to the Contractor
performance. After hours Repairs are work outside of normal business hours as indicated in the
Vendor's Proposed Cost of Services Chart and shall be compensated at the Bid Item rate
indicated in the Vendor's Proposed Cost of Services Chart.
H.
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1.0 STANDARDS OF WORK
1.01 The CONTRACTOR shall perform the work descnbed herein in a thorough and
professional manner so that the City of Carlsbad is provided with reliable and high quality
Generator Maintenance services at all times.
1.02 The CONTRACTOR shall furnish, at CONTRACTOR'S own expense all labor, tools,
equipment, part and matenals necessary, unless specifically excluded herein, to perform
preventative maintenance at the Bid Item price.
1.03 The CONTFiACTOR shall furnish, at CONTRACTOR'S own expense, tools and equipment
necessary, unless specifically excluded herein, to perform authorized repairs at the Bid
Item pnce for Labor. Cost of parts shall be paid at the CONTRACTOR'S invoice cost for
parts plus the percentage of markup indicated in this proposal.
1.04 The CONTRACTOR'S forces shall leave work areas free of all dirt, litter, lubricants, or
other matenals utilized to perform maintenance services. The CONTRACTOR shall erect
barricades, warning signs and any other devices to prevent unauthorized access by the
public or unauthonzed City staff to work Areas.
1.05 Generator maintenance and repair shall be performed in accordant with accepted
standards for Generator maintenance and repair to the satisfaction of the CONTRACT
ADMINISTRATOR or his designee. CONTRACTOR shall immediately respond when
notified by CITY to correct unsatisfactory work at no additional charge.
1.06 The CONTRACTOR shall maintain individual repair and maintenance logs listing all work
performed under this agreement. These repair and maintenance logs shall be kept in a
designated area on each site. Logs shall indicate the date of service, fime of service,
service performed, the technician performing the service, and any other information that
may affect current or future operation ofthe Generators. The CONTRACTOR shall report
these locations, by address, to City's Contract Administrator, or designee, within 24 hours.
(Deducfions may be made from the CONTRACTOR'S payment if maintenance and repair
tasks are not reported to the CITY within the time allowed.
1.07. The CONTRACTOR shall, during the term of this CONTRACT, respond to all callback to
the satisfaction of the CONTRACT ADMINISTRATOR, within three (3) hours of
notification. Failure to comply with this requirement will result in a reducfion of payment to
the CONTRACTOR as determined appropriate by the CONTRACT ADMINISTRATOR.
1.08 The CONTRACTOR shall prepare and submit an annual schedule for PREVENTATIVE
MAINTENANCE to the CONTRACT ADMINISTRATOR for approval. The
PREVENTATIVE MAINTENANCE schedule shall be adhered to by the CONTRACTOR
unless deviafion from the approved schedule is authorized by the CONTRACT
ADMINISTRATOR.
1.09 CONTRACTOR shall respond to requests from REPAIRS, and EMERGENCY REPAIRS
as required within twenty-four (24) hours per day, seven (7) days a week, by dispatching
technicians to the site, within three (3) hours of contact by the CONTRACT
ADMINISTRATOR.
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2.00 GENERATORS TO BE MAINTAINED
2.01 The service areas, hours of operation, and frequencies of service under the provisions of
this CONTRACT are detailed in Appendix "C".
2.02 CONTRACTOR acknowledges personal inspection of the sites and surrounding areas and
has evaluated the extent to which the physical condition thereof will affect the services to
be provided. CONTRACTOR accepts their present physical condition, and agrees to make
demands upon CITY for any improvement or alternations thereof.
3.00 PAYMENT AND INVOICES
3.01 The CONTRACTOR shall present monthly invoices, for all work performed dunng the
preceding month. Said invoice shall include all required certifications and reports as
specified hereinafter. The invoice shall be submitted on or before the fifth (5'^) day of each
month in the amount ofthe compensafion to be paid by the CITY for all services rendered
by the CONTRACTOR under the terms and condifions of this CONTRACT. Said payment
shall be made within thirty (30) days upon receiving the invoices, providing that all work
performed dunng the preceding month has been inspected and accepted by the
CONTRACT ADMINISTRATOR and that applicable certifications have been submitted in
accordance with the provisions of this CONTRACT.
3.02 The CONTRACTOR'S monthly invoices for PREVENTATIVE MAINTENANCE shall be
prepared and submitted in an electronic form, cleariy indicating the Purchase Order
number, unit price, total work performed and correctly extended totals for each individual
BID ITEM or separate item of work. An invoice format shall be submitted to the
CONTRACT ADMINISTRATOR for approval. CONTRACTOR shall submit a fully itemized
monthly bill to the CONTRACT ADMINISTRATOR, or designee.
3.03 Separate invoices for approve REPAIRS AND EMERGENCY REPAIRS shall be prepared
and submitted in an electronic format acceptable to the CONTRACT ADMINSTRATOR,
including attachments, such as copies of suppliers' invoices, which the CONTRACT
ADMINISTRATOR may require to verify CONTRACTOR'S billing. Unless othenwise
requested by the CONTRACT ADMINSTRATOR, one invoice shall be submitted for each
discrete and complete REPAIR or EMERGENCY REPAIR.
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Monthly invoices shall be prepared and submitted in the following format:
Invoice:
3.04
3.05
3.06
Location Account Number Monthly Cost
MONTHLY Maintenance
City Hall 0015020-XXX $(AMOUNT)
Faraday 0015020-XXX $(AMOUNT)
Quarteriy Maintenance
City Hall 0015020-XXX $(AMOUNT)
Faraday 0015020-XXX $(AMOUNT)
EXTRA WORK (Location) {When Pre-Approved)
Parts $(AMOUNT)
Labor $(AMOUNT)
TOTAL COST $(AMOUNT)
Labor, parts and equipment rentals for any work beyond the monthly and annual
inspecfion costs should be listed separately on the invoice. Annual inspection costs shall
be invoiced for the month that the work is performed.
Invoices for approved Extra Work shall be in a format acceptable to the CONTRACT
ADMINISTRATOR, including attachments, such as copies of suppliers' invoices, which
the CONTRACT ADMINISTRATOR may require to verify CONTRACTOR'S billing.
Invoices for Extra Work shall be submitted on separate invoices. Unless othen/vise
requested by the CONTRACT ADMINISTRATOR, one invoice shall be submitted for each
discrete and complete item of Extra Work.
Adjustments in payment for changes will be determined by CONTRACTOR proposal and
agreement between the CONTRACT ADMINISTRATOR and CONTRACTOR. If unable
to reach agreement, CONTRACT ADMINISTRATOR may direct CONTRACTOR to
proceed by allowing him/her to use the following percentages as added costs for the
markup of all overhead and profits:
a. Materials 15
b. Equipment Rental 15
c. Labor to be charged at rates as outlined in Contractor Proposal Exhibit "B".
Regardless of ownership, the rates and right-of-way delay factors to be used in
determining rental and delay costs shall be the edifion of the. Labor Surcharge and
Equipment Rental Rates published by CALTRANS, current at the time of the actual use
of the tool or equipment. The right-of-way delay factors therein shall be used as multipliers
of the rental rates for determining the value of costs for delay to the CONTRACTOR and
subcontractor, if any. The labor surcharge rates published therein are not a part of this
contract.
3.07 The CONTRACT ADMINISTRATOR may, at his discretion, add new portions of the fire
protection systems to be maintained and/or require additional services. The
CONTRACTOR shall be compensated for the addifional services that are designated after
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the date of the commencement of this CONTRACT based on the submission of an
approved maintenance bid, consistent in all respects with this CONTRACT, and shall
contain all information as required in the CONTRACT. The bid cost shall not exceed the
cost to provide maintenance for similar portions of the fire protection system being
maintained under this CONTFRACT.
3.08 Additional compensation may be authorized at the discretion of the CONTRACT
ADMINISTRATOR, subject to CITY budgetary conditions, for work deemed necessary by
the CONTRACT ADMINISTRATOR due to extraordinary incidents or circumstances.
4.00 ENFORCEMENT. DEDUCTIONS AND LIQUIDATED DAMAGES
4.01 The CONTRACT ADMINISTRATOR shall be responsible for the enforcement of this
CONTRACT on behalf of CITY.
4.02 If, in the judgment of the CONTRACT ADMINISTRATOR, CONTRACTOR is deemed to
be non-compliant with the terms and obligations of the CONTRACT, the CONTRACT
ADMINISTRATOR, may, in addition to other remedies provided herein, withhold the entire
monthly payment, deduct pro-rata from CONTRACTOR'S invoice for work not performed.
Notification of the amount to be withheld or deducted from payments to CONTRACTOR
will be fonwarded to the CONTRACTOR by the CONTRACT ADMINISTRATOR in a
written notice describing the reasons for said action.
4.03 The action above shall not be construed as a penalty but as adjustment of payment to
CONTRACTOR to recover cost or loss due to the failure of the CONTRACTOR to
complete or comply with the provisions of this CONTRACT.
5.00 INSPECTIONS. MEETINGS. & REPORTS
5.01 CITY reserves the right to perform inspecfions, including inspection of CONTRACTOR'S
equipment, at any time for the purpose of verifying CONTRACTOR'S performance of
CONTRACT requirements and identifying deficiencies.
5.02 The CONTRACTOR or his authorized representative shall meet with the CONTRACT
ADMINISTRATOR or his representative on each site at the discretion and convenience of
the CONTRACT ADMINISTRATOR, for walk-through inspections. All roufine inspection
and maintenance functions shall be completed prior to this meeting.
5.03 At the request of the CONTRACT ADMINISTRATOR, the CONTRACTOR, or his
appropriate representative, shall attend meetings and/or training sessions, as determined
by the CONTRACT ADMINISTRATOR, for purpose of orientafion, information sharing,
contract revision, descripfion of CITY policies, procedures, standards, and the like.
5.04 CONTRACTOR shall provide to the CONTRACT ADMINISTRATOR such written
documentation and/or regular reports as the CONTRACT ADMINISTRATOR deems
necessary to verify and review CONTRACTOR'S performance under this CONTRACT
and to provide to the CONTRACT ADMINISTRATOR pertinent information relative to the
maintenance, operation, and safety of the sites.
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6.00 EXTRA WORK
6.01 The CITY may award Extra Work to the CONTRACTOR, or to other forces, at the
discretion of the CONTRACT ADMINISTRATOR. New or unforeseen work will be
classified as "Extra Work" when the CONTRACT ADMINISTRATOR determines that it is
not covered by CONTRACT unit prices. Adjustment in payment for Extra Work shall be
performed by agreement between the CONTRACT ADMINISTRATOR and the
CONTRACTOR or on a TIME AND MATERIALS basis in accordance with Secfion 3.00
and Section 6.00
6.02 If the CONTRACT ADMINISTRATOR determines that the Extra Work can be performed
by CONTRACTOR'S present work force, CONTRACT ADMINISTRATOR may authorize
modificafion ofthe CONTRACTOR'S Routine Operafions Schedule or Annual Calendar in
order to compensate CONTRACTOR for performing said work.
6.03 Prior to performing any Extra Work, the CONTRACTOR shall prepare and submit a written
proposal including a description of the work, a list of materials, and a schedule for
complefion. No work shall commence without written approval of the CONTRACTOR'S
proposal by the CONTRACT ADMINISTRATOR. This proposal is subject to acceptance
or negotiation by the CONTRACT ADMINISTRATOR.
6.04 In the event that CONTRACTOR'S proposal for Extra Work is not approved, the
CONTRACT ADMINISTRATOR reserves the right to perform such work with other forces
or to compel the CONTRACTOR to perform the work on a TIME AND MATERIALS BASIS.
Invoices for EXTRA WORK on a TIME AND MATERIALS basis are subject to
CONTRACTOR markup in accordance with Section 3.04
6.05 When a condition exists which the CONTRACT ADMINISTRATOR deems urgent, the
CONTRACT ADMINISTRATOR may verbally authorize the work to be performed up on
receiving a verbal estimate from the CONTRACTOR. However, within twenty-four (24)
hours after receiving a verbal authorization, the CONTRACTOR shall submit a written
estimate, consistent with the verbal authorization to the CONTRACT ADMINISTRATOR
for approval.
6.06 All Extra Work shall commence on the specified date established and CONTRACTOR
shall proceed diligenfiy to complete said work within the time allotted.
7 00 CONTRACTOR'S DAMAGES
7.01 All damages incurred to existing fire protection system by the CONTRACTOR'S operation
shall be repaired or replaced, by the CONTRACTOR or by other forces, all at the discretion
ofthe CONTRACT ADMINISTRATOR, all at the CONTRACTOR'S expense.
8.00 COMMUNICATIONS AND EMERGENCY RESPONSE
8.01 The CONTRACTOR shall, during the term of this CONTRACT, maintain a single
telephone number, toll free to a San Diego region area code, at which the CONTRACTOR
or CONTRACTOR'S responsible employee may be contacted at any time, twenty-four
hours per day, to take the necessary acfion regarding all inquiries, complaints and the like,
that may be received from the CONTRACT ADMINISTRATOR or other CITY personnel.
For hours beyond a normal 8 AM to 5 PM business day, an answering service shall be
considered an acceptable substitute for full time twenty-four hour coverage, provided that
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the CONTRACTOR responds to the CITY by return call within four (4) hours of the
CITY'S original call.
8.04 The CONTRACTOR shall maintain a written log of all communications, the date and time
thereof and the action taken pursuant thereto or the reason for non-action. Said log of
complaints shall be open to the inspecfion of the CONTRACT ADMINISTRATOR at all
reasonable fimes.
8.05 CONTRACTOR'S supervisor and foreman shall carry cell phones with a local San Diego
region area code. Supervisor and foreman shall respond and be on location within the City
of Carisbad to any call from the CITY within four (4) hours at any time, 24 hours per day.
The CITY shall not call CONTRACTOR'S foreman except during normal working hours or
in the case of emergency.
9.00 SAFETY
9.01 CONTRACTOR agrees to perform all work outlined in this CONTRACT in such a manner
as to meet all accepted standards for safe practices during the maintenance operation
and to safely maintain stored equipment, machines, and materials or other hazards
consequential or related to the work; and agrees additionally to accept the sole
responsibility for complying with all CITY, County, State or Federal requirements at all
times so as to protect all persons, including CONTRACTOR'S employees, agents of the
CITY, vendors, members of the public or other from foreseeable injury, or damage to their
property. CONTRACTOR shall make weekly inspections for any potential hazards at said
sites and keep a log indicating date inspected and action taken.
9.02 It shall be the CONTRACTOR'S responsibility to inspect, and identify, any condifions(s)
that renders any portion ofthe premises unsafe, as well as any unsafe practices occurring
there on. The CONTRACT ADMINISTRATOR shall be notified immediately of any unsafe
condition that requires major correction.
9.03 CONTRACTOR shall notify the CONTRACT ADMINISTRATOR immediately of any
occurrence on the premises of accident, injury, or personals required emergency services
and, if so requested, shall prepare a written report thereof to the CONTRACT
ADMINISTRATOR within three (3) calendar days following the occurrence.
CONTRACTOR shall cooperate fully with the CITY in the invesfigation of any such
occurrence.
10.00 HOURS AND DAYS OF MAINTENANCE SERVICES
10.01 The basic daily hours of maintenance service shall be 6:00 a.m. to 4:00 p.m., which shall
be considered normal work hours as may pertain to any other provision of the
CONTRACT.
10.02 CONTRACTOR shall provide staffing to perform the required maintenance services during
the prescribed hours Monday through Friday only. Any changes in the days and hours of
operation heretofore prescribed shall be subject to approval by the CONTRACT
ADMINISTRATOR.
10.03 Per State of California Labor Code, CONTRACTOR is directed to the following prescribed
requirement with respect to the hours of employment. Eight (8) hours of labor under this
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CONTRACT shall constitute a legal day's work and said CONTRACTOR shall not require
or permit any laborer, worker or mechanic, or any subcontractor employed by him to
perform any of the work described herein to labor more than eight (8) hours during any
one day or more than forty (40) hours during any one calendar week, except as authorized
by State of California Labor Code Secfion 1815.
11.00 MAINTENANCE SCHEDULES
11.01 The CONTRACTOR shall, within thirty (30) days after the award of bid of this CONTRACT,
submit work schedules to the CONTRACT ADMINISTRATOR for review and approval.
Said work schedules shall identify required operations and delineate the time frames for
performance. An Annual Calendar shall include all required operations that occur less than
monthly. A Routine Operations Schedule shall include all tasks required at least monthly.
11.02 The CONTRACTOR shall submit revised schedules when actual performance differs
substantially from planned performance, and from time to time as requested by the
CONTRACT ADMINISTRATOR. Said revisions shall be submitted to the CONTRACT
ADMINISTRATOR for his review and approval, within five (5) working days prior to the
original or revised scheduled fime for the work, whichever is eariier.
12.00 CONTRACTOR'S STAFF AND TRAINING
12.01 The CONTRACTOR shall provide sufficient personnel to perform all work in accordance
with the specification set forth herein.
12.02 CONTRACTOR'S personnel shall possess the minimum qualifications for the position in
which each is working.
12.03 CONTRACTOR is encouraged to provide on-going systematic skills training, and to
promote participafion in, and certificafion by professional associations, systematic skills
training program, and certifications required by the CONTRACTOR for employees in a
given posifion.
12.04 Each crew of CONTRACTOR'S employees shall include at least one individual who
speaks the English language proficiently. For the purposes of this section a crew is
understood to be any individual worker or group of workers who might service any site
without other CONTRCTOR'S supervisory personnel present.
12.05 The CONTRACT ADMINISTRATOR may at any time give CONTRACTOR written notice
to the effect that the conduct or action of a designated employee of CONTRACTOR is, in
the reasonable belief of the CONTRACT ADMINISTRATOR, detrimental to the interest of
the public patronizing the premises. CONTRACTOR shall meet with representatives ofthe
CONTRACT ADMINISTRATOR to consider the appropriate course of action with respect
to such matter and CONTRACTOR shall take reasonable measure under the
circumstances to assure the CONTRACT ADMINISTRATOR that the conduct and
acfivifies of CONTRACTOR'S employees will not be detrimental to the interest of the
public patronizing the premises.
12.06 The CONTRACT ADMINISTRATOR may at any time order any of the CONTRACTOR'S
personnel removed from the premises when, in the reasonable belief of the CONTRACT
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ADMINISTRATOR, said CONTRACTOR'S personnel is objectionable, unruly, unsafe, or
othenwise detrimental to the interest ofthe CITY or the public patronizing the premises.
12.07 The CONTRACTOR shall require each of his personnel to adhere to basic public works
standards of working attire including uniform shirts and/or vests cleariy marked with the
CONTRACTOR'S company name and employee name badges as approved by the
CONTRACT ADMINISTRATOR. Sufficient changes shall be provided to present a neat
and clean appearance ofthe CONTRACTOR'S personnel at all times. Shirts shall be worn
and buttoned at all times. CONTRACTOR'S personnel shall be equipped with proper
shoes and other gear required by State Safety Regulations. Brightly colored traffic vests
or reflectors shall be worn when personnel are working near vehicular traffic.
13.00 NON-INTERFERENCE - NOISE
13.01 CONTRACTOR shall not interfere with the public use of the premises and shall conduct
its operations as to offer the least possible obstruction and inconvenience to the public or
disrupfion to the peace and quiet ofthe area within which the services are performed.
13.02 In the event that the CONTRACTOR'S operafions must be performed when persons of
the public are present, CONTRACTOR shall courteously inform said persons of any
operations that might affect them and, if appropriate, request persons to move out of the
work area.
14.00 DRUG AND ALCOHOL FREE WORKPLACE
14.01 The CITY is committed to maintaining a work environment free from the effects of drugs
and alcohol consistent with the directives of the Drug Free Workplace Act. As a condition
of this agreement, CONTRACTOR AND CONTRACTOR'S employees shall assist
meeting the requirements of this policy as set forth in the "City of Carisbad Drug and
Alcohol Abuse Policy" incorporated by reference herein.
CONTRACTOR agrees that CONTRACTOR and CONTRACTOR'S employees,
while performing service for the ICTY, on CITY property, or while using CITY
equipment will not be in possession of, or be under the influence of drugs or alcohol.
CONTRACTOR has the duty to inform all employees or agents of CONTIRACTOR
that are performing services for the CITY on CITY property or using CITY equipment
of the CITY'S objective of a safe, healthful, and productive workspace and the
prohibifion of drug or alcohol possession, use or impairment from same while
performing such services for the CITY.
CITY has the right to terminate, or declare this or any other agreement
CONTRACTOR has with the CITY in DEFAULT if CONTRACTOR'S employees are
determined by the CONTTRACT ADMINISTRATOR to have breached the
provisions of Section 15 herein as interpreted and enforced pursuant to the provision
of the "City of Carisbad Drug and Alcohol Abuse Policy."
15.00 ASSIGNMENT OF CONTRACT
15.01 CONTRACTOR shall not assign this contract or any part thereof and or monies due there
under without the prior written consent of the CONTRACT ADMINISTRATOR.
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16.00 NEOGITATED PRPOPOSAL AND ACCEPTANCE
16.01 The CITY may award work to the CONTRACTOR, at the discretion of the CONTRACT
ADMINISTRATOR. New work will be awarded on a negotiated proposal and acceptance
basis as when the CONTRACT ADMINISTRATOR determines that it is appropriate to
negotiate a flxed price for work in lieu of utilizing unit prices. Payment for work shall be
performed by negotiated agreement between the CITY and the CONTRACTOR on a TIME
AND MATERIALS basis in accordance with the Vendor's Proposed Cost of Services chart.
16.02 Prior to performing any work, the CONTRACTOR shall prepare and submit a written
proposal including a descripfion of the work, a list of materials, and a schedule for
completion. No work shall commence without written approval of the CONTRACTOR'S
proposal by the CONTRACT ADMINISTRATOR. This proposal is subject to acceptance
or negotiation by the CONTRACT ADMINISTRATOR.
16.03 All work shall commence on the specifled date established and CONTRACTOR shall
proceed diligenfiy to complete said work within time allotted.
17.00 TIME AND MATERIALS
17.01 In the event that the CONTRACT ADMINISTRATOR determines that work requested is of
an unknown durafion, not easily quantified or the CONTRACTOR'S proposal for work is
not approved, the CONTRACT ADMINITRATOR reserve the right to perform such work
with other forces or to compel the CONTRACTOR to perform the work on a TIME AND
MATERIALS basis.
17.02 The CONTRACT ADMINISTRATOR may direct CONTRACTOR to proceed by allowing
him/her to use the following rates or percentages as added cost for the markup of all
overhead and profits;
1) Labor- Prevailing Wage rate for the determined trade
2) Materials- As stipulated in Vendor's Proposed Cost of Services chart.
3) Equipment Rental-15% Markup
4) Other items and Expenditures-15% Markup
Regardless of ownership, the rates and right of way delay factors to be used in determining
rental and delay costs shall be the edifion of the Labor Surcharge and Equipment Rental
Rate published by CALTRANS, current at the time of the actual use of the tool or
equipment. The right-of-way delay factors therein shall be used as mulfipliers ofthe rental
rates for determining the value of costs for delay to the CONTRACTOR and subcontractor,
if any. The labor surcharge rates published therein are not a part of this contract.
17.03 All work shall commence on the specified date established and CONTRACTOR shall
proceed diligenfiy to complete said work within the time allotted.
18.00 FUEL AND FLUIDS
18.01 The CONTRACTOR shall provide oil, coolant, and all other mandatory operating fluids
required to perform PREVENTATIVE MAINTENANCE. Fluids required for
PREVENTATIVE MAINTENANCE are included in the BID ITEM price for each locafion
and no other compensation shall be allowed.
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18.02 The CONTRACTOR shall provide oil, coolant, and all other mandatory operafing fiuids
required to perform REPAIRS. Fluids required for REPAIRS may be billed separately at
fair market value according to Section 18.02 (4).
18.03 The CONTRACTOR shall provide #2 Diesel Fuel (Bio Diesel and other alternative fuels
shall not be allowed) to keep all generators to the maximum level allowed by
manufacturers specifications. Fuel may be billed separately at the Fair market value at the
time of delivery. At the discretion of the CONTRACT ADMINISTRATOR, the
CONTRACTOR may be issued a miscellaneous fuel card for procurement of Diesel fuel
at the CITY'S fueling station located at 2480 Impala Drive. If the CONTRACTOR utilizes
CITY owned fuel for portions of this WORK, the CONTRACTOR shall not be compensated
for transport of fuel to the required locations. The CONTRACTOR agrees that use of CITY
owned fuel is included in the BID ITEM price for PREVENTATIVE MAINTENANCE.
18.04 The CONTRACTOR shall remove and legally dispose of all fuel as indicated in the
PREVENTATIVE MAINTENANCE schedule. Removal and legal disposal of fuel is
included in the BID ITEM price for PREVENTATIVE MAINTENANCE. After fuel removal
service, the CONTRACTOR shall provide #2 Diesel (Bio Diesel and other alternative fuels
shall not be allowed) to keep all generators to the maximum level allowed by
manufacturers specifications. Fuel may be billed separately at the Fair market value at the
time of delivery.
19.00 STORM WATER POLLUTION PREVENTION PLAN
19.01 The CONTRACTOR shall incorporate and comply with all applicable Bests Management
Practices (BMMs) during this agreement. All work must be in compliance with the current
San Diego Regional Water Quality Control Board (RWQCB) permit, Carisbad Municipal
Code and the City of Carisbad Jurisdicfional Urban Runoff Management Plan (JURMP)
incorporated herein by reference.
19.02 The CONTRACTOR shall indicate in his proposal methods of compliance, equipment
ufilized to insure compliance, training of staff and experience in compliance with
environmental regulafions. ff in the opinion of the Authority Having Jurisdicfion, the
CONTRACTOR is not in compliance with this provision the CITY reserves the right to
implement BMPs to the maximum extent practical, and deduct payment or back charge
the CONTRACTOR for implementation with a 15% markup for administrafion and
overhead. On an annual basis, the CONTRACTOR shall submit for approval to the CITY
for approval by the Authority Having Jurisdiction a BMP plan indicating all BMP practices
to be used for PREVENTATIVE MAINTENANCE, NORMAL AND EMERGENCY
REPAIRS.
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EXHIBIT "B"
CONTRACTOR'S WORK FORCE
The CONTRACTOR shall set forth in Exhibit B to the Proposed CONTRACT:
A. Each labor or supervisory position by tifie that will make up the CONTRACTOR'S work
needed to provide the prescribed services.
Position Title Minimum Qualifications Total Annual Hours
B. A sufficiently detailed explanation ofthe minimum qualificafions for a person working each
position title, including any required licenses and/or certifications.
C. The minimum annual man-hours for each positon tifie that the CONTRACTOR proposes to
commit to the performance or the described services.
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D. A list and description of the qualifications of other pertinent staff that are not to be directly
committed to this contract but who will be available to support, consult, perform EXTRA
WORK, and the like.
Support Staff and Title Description Qualiflcations
E. A descripfion of CONTRACTORS'S systemafic skills training program. (Contractor provided
attachment)
The information provided in this attachment is for the purposes of determining the
CONTRACTORS commitment and preparedness to perform the DESCRIBED SERVICES, and
assuring that the CONTRACTOR'S bid is reasonable and complete. Nothing in this Attachment
shall in any way be construed to remove, lessen, or relieve the CONTRACTOR from any
responsibility prescribed by the CONTRACT. CONTRACTOR may attach addifional pages to
describe minimum qualifications, if needed, ff needed. Label any such pages "Exhibit B -
Additional Information" along with the appropriate position title(s) corresponding to this form.
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MAINTENANCE QUALITY STANDARDS
Appearance
Machine Rooms
Generator Enclosures
Transfer Switches and Electrical Enclosures
Safety
TASKS FOR GENERATOR PREVENTATIVE MAINTENANCE
On Each Visit
Monthly
Quarterly
Annually
MAINTENANCE QUALITY STANDARDS
MAINTENANCE THEORY
Quality maintenance includes all the necessary tasks required to keep equipment in a safe and
dependable operafion. Scheduled routine preventative maintenance on standby power
generation and transfer equipment will not only prolong the life of the equipment, but will greatly
reduce the overall outlay of financial resources by both the owner and the Generator company.
Eventually all equipment will wear out or be replaced by new technology. However, the Generator
contractor has a responsibility to maximize the life and reliability of the equipment and safety of
each facility.
APPEARANCE
MACHINE ROOMS: The machine rooms and equipment are to be painted, kept free of dust, lint,
oil residue, dusts and debris. Code authorities prohibit the storage of equipment and parts not
relative to the operation and maintenance of generators in the machine rooms. Oil spills shall be
cleaned up immediately in accordance with acceptable BMPs and reported to the Facilities
Supervisor and/or the Contract Administrator. Spare parts, lubricants, and wiring diagrams will be
kept orderiy in storage cabinets provide for the job by the service contractor. Metal rag pails with
covers will be provided, by the contractor, for the storage of clean rags only. All waste materials
will be removed from the area immediately and disposed of properiy. Updated service charts,
callback logs, and Safety Data Sheets (SDS) will readily accessible and protected from the
elements. All chemicals must be properiy labeled. Equipment room doors shall be locking, and
these rooms shall be kept locked to prevent unauthorized access.
GENERATOR ENCLOSURES; The outdoor generator enclosures and equipment are to be
painted, kept free of dust, lint, oil residue, dusts and debris. Code authorifies prohibit the storage
of equipment and parts not relafive to the operafion and maintenance of generators in the
enclosures. These enclosures must be kept free of debris and accumulation of storage of
materials such as parts, lubricants, etc. Oil spills shall be cleaned up immediately in accordance
with acceptable BMPs and reported to the Facilifies Supervisor and/or Contract Administrator. All
covers shall be secured in place. Cleaning these areas will be performed in accordance with the
Contractor's maintenance guide.
TRANSFER SWITCHES AND ELECTRICAL ENCLOSURES: The transfer switches and
electrical enclosures and equipment are to be painted, kept free of dust, lint, oil residue, dust and
debris. Code Authorities prohibit the storage of equipment and parts not relative to the operation
and maintenance of generators in the enclosures. These enclosures must be kept free of debris
and accumulafion of storage and materials such as parts, lubricants, etc. All covers and accessory
boxes shall be secured in place and if lockable, locked at all times. All fastenings and screws will
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be secured and tightened. Missing screws shall be replaced. Operafing Panels, Indicators and
markings shall be maintained as installed. Defaced components will be reported to the Facilifies
Supervisor and/or Contract Administrator.
GENERATORS / TRANSFER SWITCHES AND OTHER EQUIPMENT; Generators, transfer
switches and other operational apparatus will be kept clean, properiy lubricated and adjusted as
required.
Generator sets and associated equipment shall be kept clean, free of accumulated dirt, oil,
rodents, insects, birds or other deleterious contamination. All fuel lines, oil lines, batteries, or other
associated fluid bearing assemblies shall be tight and leak free. All hoses, belts, mechanical
devices shall be kept in proper condition. Components showing signs of deterioration shall be
repaired or replaced as necessary. The Contractor is to verify that critical parts are in stock locally
or shall verify access to spares for overnight delivery.
All electrical connecfion shall be tight, taped, and tagged when not in use. Coils, contacts, relays
and resistors showing signs of deterioration shall be repaired or replaced as necessary. Care
must be exercised when handling printed circuit boards. Proper grounding is necessary when
handling some versions of solid-state boards. The Contractor is to verify that critical circuit boards
and electrical components are in stock locally or shall verify access to spares for overnight
delivery.
All modes, programs and operafion shall be maintained as originally intended, engineered, and
manufactured.
SAFETY
Safety awareness is of the utmost importance when working on electrical/electrical generation
equipment, not only for the mechanic and City staff but also the casual observer who may wander
into a work area unannounced. Barricades, proper tools and safety equipment will be provided by
the service contractor to minimize risk of exposure to danger to employees and public. Under no
circumstances should work be performed in an un-barricaded, open areas. If confinuous work is
performed, doors and enclosures shall be closed when the immediate area is unattended.
The Contractor will submit a lock out tag out program and policy that is specifically for their
company. The Contractor shall submit written evidence of confinuous training and education on
the companies lock out tag out procedures and policies.
All safety devices and circuits shall operate as intended. They shall not be overridden and must
operate in compliance with applicable codes. Unsafe equipment or conditions will be correct or
reported to the proper person immediately. Under no circumstance shall unsafe equipment be put
into operation. The Contractor shall perform periodic checks to ensure proper operation of all
safety devices.
Lighting in work areas shall be sufficient so as not to endanger maintenance personnel. Unique
or adverse job conditions and deviation for the prevailing codes with respect to the work spaces
or work areas shall be documented and discussed with the Facilifies Supervisor and/or Contract
Administrator. Environmental condition must be suitable for the safe operation of equipment by
City employees.
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ROUTINE PREVENTATIVE MAINTENANCE TASKS FOR GENERATORS
INITIAL
Check-In with Facilities Supervisor and/or Contract Administrator. Thoroughly inspect generators
and automatic transfer switches. Not any pre-existing issues and report overall condition and
suggested corrective actions to the Public Works Inspector. Record all unmanned run times in
the log at each visit as "unmanned run fime." Plan copies of approved maintenance and repair
checklist in each generator machine room or enclosure.
MONTHLY
Check-In with Facilities Supervisor and/or Contract Administrator
Check and record all fluid levels. Adjust as necessary.
Visually inspect all crifical generator and transfer switch components for leaks, wear, arcing,
improper operation, and rodent/avian or insect infestation. Correct as Necessary.
Check batteries for proper electrolyte level. Adjust as necessary.
Check battery connection. Tighten connecfions as necessary.
Check battery charger for proper operation. Correct as necessary.
Visually examine belts for wear and check belt tension. Visually check sheaves and bushings.
Repair as necessary.
Start engine and test transfer. Run Generator under load for 30 minutes, or as necessary to
prevent wet stacking.
Visually inspect all components for leaks and proper operation. Adjust or Correct as necessary.
Check engine protection devices and alarms. Correct malfunctions as necessary.
Check all gauges for proper operation. Correct malfunctions as necessary.
Visually inspect water pump for leaks. Repair as necessary.
Visually inspect all wiring and sensors. Correct condifions as necessary.
Check fuel level. Refill tank to maximum level recommended by manufacturer.
Correct any malfunctions or other deficiencies observed.
Record all unmanned run times in the log at each visit as "unmanned run fime." Completely fill in
the log onsite.
Complete duplicate service ticket when complete with all work. A copy must be kept on site and
the duplicate submitted with the monthly payment invoice.
QUARTERLY
In addifion to the monthly services:
Thoroughly clean machine room equipment. Wipe Dust from inside and top of control panels.
Sweep and mop equipment pad.
Check all machine guards. Adjust and tighten as necessary.
Check bolts. Tighten as necessary.
Check belt condition and tensioning devices. Replace belts and tighten as necessary.
Inspect radiator fins and coils. Clean fins and coils with air or appropriate cleaning methods that
will not damage fins or coils.
Inspect and tighten water pump, alternator, and crankshaft pulleys.
Inspect hoses and clamps for defects. Replace as necessary.
Inspect and Clean air filter. Replace as necessary.
Drain water from all fuel water separators.
Clean crankcase breather. Replace as necessary.
Check specific gravity of battery electrolyte. Adjust as necessary.
Visually inspect fuel for contaminants or biological growth. Add biocide agent as needed.
Inspect transfer switch. Tighten all electrical connections; replace contacts and switches as
required.
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26
PEM1218
ANNUALLY
In addifion to the monthly and quarterly services:
Replace oil and oil filter(s).
Replace fuel filter(s).
Clean fuel inlet screen(s).
Completely flush cooling system. Add anti-freeze as needed to insure coolant meets
manufacturer's speciflcations. Contractor shall either legally dispose of used coolant or may
schedule disposal of used coolant with the City's Fleet Operations Supervisor (760)-931-2192.
Contractor shall schedule disposal of Fleet Operafions at least ten (10) business days prior to
disposal.
Tighten mainline connection and check fuse sizing. Replace any fuses that appear damaged or
unmarked.
Clean fuses and fuse holders. Ascertain that the proper fuse is installed. Replace any fuses that
appear damage or unmarked.
Conduct one-hour resistive load bank test.
Remove and legally dispose of all diesel fuel from fuel tanks. Replace fuel with uncontaminated
No. 2 Diesel (Bio Diesel or other alternafive fuels shall not be used). Add diesel fuel stabilizer and
biocide.
GENERATOR INVENTORY
Contractor will confirm the areas in each facility that the generator serves in each facility on an
annual basis.
LOCATION MAKE/SIZE FUEL/CAPACITY Appx. Runtime
City Hall CAT/1 OOKW #2 Diesel/90 Gal. *
Safety Center CAT/300KW #2 Diesel/500 Gal. *
Fire Station #5 Kohler/30KW #2 Diesel/60 Gal. *
Fire Station #1 Generac/12KW #2 Diesel/65 Gal. *
Calaveras CC Onan/40KW #2 Diesel/70 Gal. *
Stagecoach CC Onan/40KW #2 Diesel/70 Gal. *
Senior Center Onan/40KW #2 Diesel/70 Gal. *
Fleet Onan/40KW #2 Diesel/70 Gal. *
Faraday Center CAT/350KW #2 Diesel/70 Gal. *
Dove Library Kohler/230KW #2 Diesel/70 Gal. *
Fire Stations 2, 3, & 4 Honda/5KW Gasoline/4 Gal. *
Fire Station #6 CUMMINS
100/KVA
Diesel/145 Gal. *
*AII generator scheduled run times are not to exceed 20 hours per year.
27
City Attorney Approved Version 4/1/15
DonnaHeraty^
From: Donna Heraty
Sent: Thursday, June 11, 2015 9:30 AM
To: 'glafargue@gpgpower.com'
Cc: Rhonda Gasper-Heather; Janean Hawney; Shelley Collins
Subject: FW: Form 700 - Conflict of Interest
Dear Consultant:
Regarding your agreement with the City of Carlsbad for generator maintenance services, PEM1218
// your agreement states: Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the
requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report investments or interest in all four
categories.
It has been determined by the City Clerk's Office that you are not required to file a Conflict of Interest Statement for this
agreement with the City of Carlsbad. A copy of this email will be added to your file memorializing this decision.
Should you have any questions, please do not hesitate to contact me.
Kindest regards,
Ccityof
Carlsbad
Shelley Collins, CMC
Assistant City Clerk
City Clerk's Office
City of Carisbad
1200 Carisbad Village Drive
Carisbad, CA 92008-1949
www.carisbadca.gov
760-434-2917 I Shellev.Collins^carlsbadca.gov
Connec^t/, ,^5
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