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HomeMy WebLinkAbout2004-02-03; City Council; 17485; HVAC Maintenance Services agreement9B# 17,485 MTG. 2/03/04 3EPT. PW I TITLE: - APPROVAL OF AN ANNUAL AGREEMENT FOR H.V.A.C. MAINTENANCE SERVICES RECOMMENDED ACTION: Adopt Resolution No. 2004-034 accepting the proposal and awarding an agreement to Seaside Heating & Air Conditioning, Inc., for the maintenance of City heating, ventilation and air conditioning (HVAC) systems and related equipment for a one-year period with three one-year renewal options. ITEM EXPLANATION: The City of Carlsbad Public Works/General Services staff has the responsibility to maintain HVAC systems at all City facilities. As the number of facilities has increased over recent years, the resource needed to properly accomplish this task is also increased significantly. Staff has determined that contracting for the maintenance of HVAC systems provides better value for the City than hiring extra personnel. An annual contract with one contractor will provide more efficient service than dealing with several contractors on an as-needed basis, and also allow the City to better control the costs of maintenance and repairs. In accordance with Section 3.28.050 of the municipal code, a Request for Proposal was published and sent to 24 contractors. Six contractors submitted proposals. Also in accordance with the municipal code, three raters completed a best value evaluation, two were Public Works staff, and their ratings were supplemented by a third rater from another agency. The criteria for evaluation included cost of services, technical ability of the contractor’s staff, ability to provide timely service, overall capability to contractor and value added offerings by the contractor beyond minimum City specifications. A summary of their evaluations is included below. Over the past several years, staff has attempted to award this contract. Other contractors, based on perceived irregularities in the bid, challenged two previous attempts. Staff collected those comments and completely redesigned the contract selection process and the contract specifications. Seaside has been providing service successfully while the City has attempted to complete the contracting process. Seaside is familiar with the City systems and has a positive working relationship with City staff. Under the cost portion of the service proposal, Seaside was the second lowest bidder at $143,760. Coastal HVAC was the low bidder at $137,185. Bids ranged from a low of $137,185 to a high of $367,515. Page 2 of Agenda Bill No. 17,485 FISCAL IMPACT: Funds for the maintenance of HVAC equipment at City facilities are included in the annual operating budget of the Public Works/Facilities Division. EXHIBITS: 1. Resolution No. 2004-034 approving the annual agreement for H.V.A.C. maintenance services. 2. Agreement for HVAC Maintenance Services,Seaside Heating & Air Conditioning Inc. DEPARTMENT CONTACT: Lloyd H u bbs, (760) 602-2730 , I h u bb@ci. carlsbad .ca. us 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. 2004-034 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING THE ANNUAL AGREEMENT FOR H.V.A.C. MAINTENANCE SERVICES. WHEREAS, the City of Carlsbad requires the services of a heating, ventilation and air :onditioning contractor to provide maintenance services at City facilities; and WHEREAS, proper procedures have resulted in the receipt of a bid from a qualified contractor. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, 3s follows: 1. 2. That the above recitations are true and correct The proposal of Seaside Heating & Air Conditioning, 4035 Oceanside Boulevard. A-4, 3ceanside CA 92056, is hereby accepted. The Mayor of the City of Carlsbad is hereby authorized and directed to execute an agreement for these services, a copy of which is attached hereto as exhibit 2, for and on behalf of the City of Sarlsbad for a period of one (1) year with the option for the City Manager to extend and amend the agreement for up to three (3) additional one (1) year periods. PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City Council held on the 3rd day of February , 2004 by the following vote, to wit: AYES: Council Members Lewis, Finnila, Kulchin, Hall and Packard NOES: None ATTEST LORRAINE M. WOOwCity Clerk I (SEAL) AGREEMENT FOR HVAC MAINTENANCE SERVICES SEASIDE HEATING 4% AIR CONDITIONING INC. 5 +h is made and entered into as of the day of , 2004, by and between the CITY OF CARLSBAD, a municipal and Seaside Heating & Air Conditioning Inc., a corporation, (”Contractor”). RECITALS A. City requires the professional services of a Heatinu Ventilation and Air Conditionina Contractor that is experienced in Maintenance and Repairs of Commercial Svstems. 9. Contractor has the necessary experience in providing professional services and advice related to Heatina. Ventilation, and Air Conditioninq. expedited fashion. willingness and ability to perform such work. , C. Selection of Contractor is expected to achieve the desired results in an D. Contractor has submitted a proposal to City and has affirmed its NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. DEFINITIONS Repair: Authorized service work to equipment and systems above and beyond routine maintenance or annual maintenance. Service Work: Equipment maintenance and adjustment covered under routine or annual maintenance as specified in the contract. Service Report: Contractor’s detailed report on approved format covering all work performed under this contract. Service reports shall be separate documents, listed by facility and shall note all measurements, gauge readings, condition statements and any other pertinent information to aid the agency in determining future equipment repairs, maintenance or replacement. 2. SCOPE OF WORK City retains Contractor to perform, and Contractor agrees to render, the Service Work described in the Scope of Work contained in “Exhibit “A, the Contractor’s proposed service proposal and the original bid documents, which are incorporated by this reference, and in accordance with this Agreement’s terms and conditions. In addition, contractor will perform repairs and related services as needed and as authorized on a time and materials basis as specified in the Contractor’s proposed cost of service. Nothing in this agreement is intended to create an exclusive arrangement between City and Contractor. The City reserves the right to procure repair services from other vendors as the City deems appropriate. 1 4 3. STANDARD OF PERFORMANCE While performing the Services, Contractor will exercise the reasonable professional care and skill customarily exercised by reputable members of Contra&or‘s profession practicing in the Metropolitan Southern California Area, and will use reasonable diligence and best judgment while exercising its professional skill and expertise. 4. TERM The term of this Agreement will be effective for a period of One Year from the date first above written. The City Manager may amend the Agreement to extend it for Three additional One year periods or parts thereof. 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. Either the City or the Contractor may decline to confirm the renewal of the contract for any reason whatsoever, which shall render the renewal option null and void 5. Time is of the essence for each and every provision of this Agreement. TIME IS OF THE ESSENCE 6. COMPENSATION The total amount Davable for all Services to be performed durins the initial Aclreement term will not exceed One Hundred Forty-Three Thousand seven Hundr;;?d Sixty Dollars ($143,760.00). No other compensation for the Services will be allowed except for items covered by subsequent amendments to this Agreement. The City reserves the right to withhold a ten percent (10%) retention until City has accepted the work and/or Services specified in Exhibit “A” and in the Proposed Cost of Service Work. Payment for periodic maintenance shall be based on the bid tabulation sheet included in the Contractor‘s Proposed Cost of Service, and upon documented completion of the periodic maintenance schedule. ReDair of H.V.A.C. equipment will be by hourly rate plus parts as indicated in the Contractor’s Proposed Cost of Service. There will be no additional charges such as travel or trip costs allowed. Payment for service starts when the technician arrives at the City of Carlsbad Facility, and ends at the completion of required service work. Portal to portal payment is not included in this agreement. All parts will be manufacturer replacement parts or an equal approved by the Public Works Supervisor. Pricing to City of Carlsbad will be from current 72 A.R.H. Service Biller” list less discount contained in the Proposed Cost of Service. The specific quantities, sizes and model numbers, where known, of the major pieces of equipment are listed in the HVAC Maintenance Equipment List and Bid Tabulation Sheet. All Service Work will be at a flat rate per site per frequency of visits as specified therein. The Contractor shall submit invoices to the Public Works Supervisor, Facilities Maintenance by the 5” day of the month for work performed in the previous month under this contract. The contractor shall provide detailed Service Reports of all work performed and include all required reports of equipment(s) serviced or repaired. Failure to provide the required Service Reports, invoices, and reports will result in the City of Carlsbad withholding payment to the Contractor until all the required Service Reports are provided to the City. Certified payroll documents shall be submitted to the City with each billing. If an increase in compensation for service in succeeding option years is requested, the Contractor must provide detailed supporting documentation to justify the requested rate increase. The requested increase will be evaluated by the City, and the City reserves the right to accept or reject. The annual price may be adjusted by a mutually agreeable amount based on and no greater than the San Diego Consumer Price Index changes over the previous year. Requests for price changes must be made by the Contractor in writing sixty (60) days before the end of the current agreement and is subject to negotiation or rejection by the City. 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. 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 in 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. PREVAILING WAGES TO BE PAID 9. TECHNICIANS The designated field technicians to maintain and repair HVAC systems utilized in the City of Carlsbad and operate Carrier Comfort Works and other HVAC control system software are: 0 Charles Balcar Jimmie Sebring If the contractor wishes to replace or substitute an alternate technician for either 3 designated technician, it must submit a written request to the Public Works Supervisor, Facilities, and include all information requested to insure qualifications and acceptability of the substituted technician. This request must be submitted at least 30 calendar days prior to substitution of any accepted technician to allow the City of Carlsbad to review the request and perform a background check on the substitute technician. 10. SUBCONTRACTING Contractor will not subcontract any portion of the Services 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. 11. OTHER CONTRACTORS The City reserves the right to employ other Contractors in connection with the Services. 12. 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 in whole or in part by any willful misconduct or negligent act or omission 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. 13. 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-:V". 13.1 COVERAGES AND LIMITS. Contractor will maintain the types of coverages and minimum limits indicated below, unless the 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 4 7 that any required insurance coverage is inadequate, Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at Contractor's sole expense. 13.1.1 COMMERCIAL GENERAL LIABILITY INSURANCE $1,000,000 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. 13.1.2 AUTOMOBILE LIABILITY (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. 13.1.3 ANY AUTO COVERAGE Insurance must cover any vehicle used in the performance of the contract, used onsite or offsite, whether owned, non-owned or hired, and whether scheduled or non- scheduled. The auto insurance certificate must state the coverage is for "any auto" and cannot be limited in any manner. 13.1.4 Workers' Compensation limits as required by the California Labor Code and Employer's Liability limits of $1,000,000 per accident for bodily injury. Workers' Compensation and Employer's Liability insurance will not be required if Contractor has no employees and provides, to City's satisfaction, a declaration stating this. WORKERS COMPENSATION AND EMPLOYER'S LIABILITY. 13.1.5 ADDITIONAL PROVISIONS. Contractor will ensure that the policies of insurance required under this Agreement contain, or are endorsed to contain, the following provisions: 13.2.1 The City will be named as an additional insured on General Liability. 13.2.2 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. 13.2.3 Prior to City's execution of this Agreement, Contractor will furnish certificates of insurance and endorsements to City. 13.3 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. 13.4 SUBMISSION OF INSURANCE POLICIES. City reserves the right to require, at anytime, complete and certified copies of any or all required insurance policies and endorsements. 5 14. 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. 15. 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. 16. 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 documents related to services performed 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. 17. 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. 18. NOTICES The name of the persons who are authorized to give written notices or to receive written notice on behalf of City and on behalf of Contractor under this Agreement. For City: For Contractor: PUBLIC WORKS SUPERVISOR JlMMlE SEBRING PUBLIC WORKS/GENERAL SERVICES PRESIDENT 405 OAK AVENUE CITY OF CARLSBAD CARLSBAD CA 92008 760-643-1 000 4035 OCEANSIDE BL, A-4 OCEANSIDE CA 92056 19. CONFLICT OF INTEREST City will evaluate Contractor‘s duties pursuant to this Agreement to determine whether disclosure under the Political Reform Act and City’s Conflict of Interest Code is required of Contractor or any of Contractor’s employees, agents, or subcontractors. Should it be determined that disclosure is required, Contractor or Contractor’s affected employees, agents, or subcontractors will complete and file with the City Clerk those schedules specified by City and contained in the Statement of Economic Interests Form 700. Contractor, for Contractor and on behalf of Contractor’s agents, employees, subcontractors and consultants warrants that by execution of this Agreement, that they have no interest, present or contemplated, in the projects affected by this Agreement. Contractor further warrants that neither Contractor, nor Contractor’s agents, employees, subcontractors and consultants have any ancillary real property, business interests or 6 income that will be affected by this Agreement or, alternatively, that Contractor will file with the City an affidavit disclosing this interest. 20. 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 times 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 regulations. Contractor will be aware of the requirements of the 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 that the services required by this Agreement. 21. DISCRIMINATION AND HARASSMENT PROHIBITED Contractor will comply with all applicable local, state and federal laws and regulations prohibiting discrimination and harassment. " * 22. DISPUTE RESOLUTION If a dispute should arise regarding the performance of the Services the following procedure will be used to resolve any questions of fact or interpretation not otherwise 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 forwarded to both parties involved along with recommended methods of resolution, which would be of benefit to both 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 forwarded to the City Manager and/or designee. The City Manager and/or designee will consider the facts and solutions recommended by each party and may then opt to direct a solution to the problem. In such cases, the action of the City Manager and/or designee will be binding upon the parties involved, although nothing in this procedure will prohibit the parties from seeking remedies available to them at law. 23. 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 of the 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 of the Agreement. Either party upon tendering thirty (30) days written notice 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 termination date; however, the total will not exceed the lump sum fee payable under this Agreement. City will make the 7 final determination as to the portions of tasks completed and the compensation to be made. 24. 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 contingent upon, or resulting from, the award or making of this Agreement. For breach or violation of this warranty, City will have the right to annul this Agreement without liability, or, in its discretion, to deduct from the Agreement price or consideration, or otherwise recover, the full amount of the fee, commission, percentage, brokerage fees, gift, or contingent fee. 25. CLAIMS AND LAWSUITS By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must be asserted as part of the Agreement process as set forth in this Agreement and not in anticipation of litigation or in conjunction with litigation. 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 sections 12650 et sea., 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 information or in reckless disregard of the truth or falsity of information. If City seeks to recover penalties 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. 26. JURISDICTIONS AND VENUE Any action at law or in equity brought by either of the parties for the purpose of enforcing a ight or rights provided for by this Agreement will be tried in a court of compete6 jurisdiction 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. 27. SUCCESSORS AND ASSIGNS It is mutually understood and agreed that this Agreement will be binding upon City and Contractor and their respective successors. Neither this Agreement or 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. 28. During a state of emergency as determined by the City Council or City Manager including, but not limited to states of emergency defined by Government Code Section 8558, the Contractor agrees to provide the services specified in this agreement under the terms and conditions herein. SERVICES DURING STATE OF EMERGENCY 8 29. 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 entire Agreement and understanding between the parties relating 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. 30. AUTHORITY The individuals executing 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 CITY OF CARLSBAD, a municipal (print namdtitle) ATTEST: jC2- (print namehitle) 2 LORRAINE M~OOD City Clerk If required by City, proper notarial acknowledgment of execution by contractor must be attached. If a Corporation, 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 resolution certified by the secretary or assistant secretary under corporate seal empowering the off icer(s) signing to bind the corporation. APPROVED AS TO FORM: RONALD R. BALL, City Attorney By: . Deputy City Attorney fY 9 CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT 4 personally appeared On Name@) of Signer@) proved to me on the basis of satisfactory evidence Place Notary Seal Above to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. Signature of Notary Public OPTIONAL 'on below is not required by law, if may prove valuable to persons relying on the documen prevent fraudulent removal and reattachment of fhis form to another document. hed Document Document Date: Signer(s) Other Than Named Abov Individual 0 Partner - 0 Limited 0 Attorney in Fact Trustee \ J 0 1999 National Notary Assoclalion * 9350 De Solo Ave., P.O. Box 2402 - Chatsworth, CA 91313-2402 - www.nationalnotary.org Prod. No. 5907 Reorder: Call Toll-Free 1-800-876-6827 EXHIBIT “A’ SCOPE OF WORK SCOPE OF WORK 1. 2. 3. Routine preventive maintenance services shall be provided by the Contractor on all equipment and associated devices related to the H.V.A.C. systems as outlined within these specification. The Contractor shall furnish all personnel, parts, materials, test equipment, tools and services in conformance with the terms and conditions as outlined below and stipulated in the Proposed Cost of Service.. Authorization is required prior to performing any repairs whose aggregate parts and labor dollar amount exceeds one hundred and fifty dollars ($1 50.00). The Contractor shall notify the Public Works Supervisor, Facilities Maintenance, and receive authorization prior to performing repairs in excess of $150.00. * 4 SPECIAL CONDITIONS 1. Emergency service response system shall be a professionally manned telephone answering service. Automatic telephone answering/recording machines, or home telephone numbers are not acceptable. 2. The vendor is required to provide emergency service within thirty (30) minutes, seven (7) days per week, twenty-four (24) hours per day. The Contractor will be required to demonstrate this ability when requested by City staff. 3. The vendor is required to provide uniformed service personnel. The vendor‘s staff will be required to work in a semi-autonomous manner. The vendor’s staff will be required to interact in a businesslike and professional manner with City staff and members of the public. 4. The preventive maintenance and the responsibility of the Contractor shall not be limited only to those major pieces of equipment as shown on the equipment list, but shall also include all appurtenant devices and systems that are related to the heating, ventilating and air conditioning systems. 5. This specification covers only that equipment as listed herein, and in the event the system is altered, modified, changed or if any equipment is added or not included in this specification, then that portion shall be added 10 or deleted as required and shall be in accordance with this specification. 6. 7. 0. 6 Payment for all work outside the scope of scheduled preventative maintenance begins when the technician reaches the facility and ends when the technician completes the required service work. Portal to portal pay is not included in this contract. The City shall provide access to all devices to be services by the Contractor. The Contractor shall not be held responsible for equipment malfunction or damage, should access to equipment or the inability to start and stop primary equipment incidental to the operation of the mechanical system be denied or not provided. The contractor shall provide safe access and egress for City of Carlsbad employees or members of the general public. The contractor agrees to be responsible for providing any equipment necessary to prevent unauthorized access to work areas including common public areas. REQUIRED SERVICE WORK 1. 2. 3. Heatinq Svstem Boilers, burners, furnaces, pumps, heating coils, water strainers, unit heaters, duct heaters, heat exchangers, humidifiers, etc. The contractor shall clean, inspect and adjust these items, each visit. The contractor shall provide detailed information as to services performed and condition of each individual component in the service report. The contractor shall inform the Public Works Supervisor Facilities Division of any required repairs of these component items in the service report. Coolina Svstem Air conditioning compressor(s), evaporative condenser, air cooled condensers, cooling towers, cooling tower fans, pumps, water chillers, cooling coils, etc. The contractor shall clean, inspect and adjust these items, each visit. The contractor shall provide detailed information as to services performed and condition of each individual component in the service report. The contractor shall inform the Public Works Supervisor Facilities Division of any required repairs of these component items in the service report. Air Handlinq Svstem Fans, motors, air grills, plenums, registers, air filters, damper induction units, mixing boxes, fan coil units, etc. The contractor shall clean, inspect 11 and adjust these items, each visit. The contractor shall provide detailed information as to services performed and condition of each individual component in the service report. The Contractor shall inform the Public Works Supervisor Facilities Division of any required repairs of these component items in the service report. 4. Temperature Control Svstem Thermostats, pressure controls, relays, limits, valve operators, damper motors, humidity controls, step switches, time clocks, contactors, controllers, capacity controls, safety controls, recorders, control panels, gauges, and air compressor(s) for pneumatic control system, where applicable. The contractor shall clean, inspect and adjust these items, each visit. The contractor shall provide detailed information as to services performed and condition of each individual component in the service report. The contractor shall inform the Public Works Supervisor Facilities Division of any required repairs of these component items in the service report. 5. Miscellaneous Equipment Exhaust fans, manual valves, float valves, direct expansion valves, thermometers, gauges, magnetic starters, manual motor starters, pump and fan motor drives, belts, electrical wiring from motor starter to their respective motor, check valves, refrigerant piping and piping insulation, refrigerant. The contractor shall clean, inspect and adjust these items, each visit. The contractor shall provide detailed information as to services performed and condition of each individual component in the service report. The contractor shall inform the Public Works Supervisor Facilities Division of any required repairs of these component items in the service report. 6. Air Filters All replacement air filters for equipment serviced under this agreement shall be pleated Ecoaire E35 or approved equivalent. 12 DETAILED SERVICE WORK EQUIPMENT SERVICE REQUIREMENTS A. PACKAGED AIR CONDITIONING UNITWHEAT PUMPS 1. COMPRESSOR a. Check and record head pressure. b. Check and record suction pressure. c. Check, adjust and record refrigerant level. d. Check for leaks. e. Check and record amperage. f. Check crankcase heater. g. Check electrical terminal connections. h. Check all safety devices. 2. ELECTRICAL a. Check all terminals for tightness. b. Check all disconnects. c. Check all contactors and relays. d. Check all controls for proper operation. e. Check thermostat operations. 3 EVAPORATOR BLOWER a. Lubricate. b. Inspect blower wheel. c. Check for vibration. d. Inspect motor mounts. e. Check fan rotation. f. Adjust belt tension as required. g. Replace fan belts as required. 4. AIR COOLED CONDENSER * a. Inspect coil for leaks. b. Inspect coil for dirt/debris, clean as required. c. Inspect filter dryers and check for temperature differential. d. Lubricate all motors. e. Check intake screen. 13 f. Check and adjust drive belts. g. Replace drive belts as required. h. Inspect fan blades, clean as required. 5. EVAPORATOR COIL a. Check for leaks. b. Check coil inlets for diddebris or obstruction. c. Clean evaporator coil. d. Add algaecide as required. 6. ECONOMIZER * a. Lubricate all linkages. b. Lubricate all dampers. c. Manually operate all dampers. d. Check economizer motors. e. Check economizer controls. 7. FILTERS a. Replace filters at each inspection. B. PACKAGE AIR CONDITIONING UNITS WITH GAS FURNACE 1. COMPRESSOR a. Check and record head pressure. b. Check and record suction pressure. c. Check, adjust and record refrigerant level. d. Check for leaks. e. Check and record amperage. f. Check crankcase heater. g. Check electrical terminal connections. h. Check all safety devices. 2. ELECTRICAL . a. Check all terminals for tightness. b. Check all disconnects. c. Check all contactors and relays. d. Check all controls for proper operation. 14 e. Check thermostat operations. 3. EVAPORATOR BLOWER a. Lubricate. b. Inspect blower wheel. c. Check for vibration. d. Inspect motor mounts. e. Check fan rotation. f. Adjust belt tension as required. g. Replace fan belts as required. 4. AIR COOLED CONDENSER b a. Inspect coil for leaks. b. Inspect coil for diddebris, clean as required. c. Inspect filter dryers and check for temperature differential. d. Lubricate all motors. e. Check intake screen. f. Check and adjust drive belts. g. Replace drive belts as required. h. Inspect fan blades, clean as required. 5. EVAPORATOR COIL a. Check for leaks. b. Check coil inlets for diddebris or obstruction. c. Clean evaporator coil. d. Add algaecide as required. 6. ECONOMIZER a. Lubricate all linkages. b. Lubricate all dampers. c. Manually operate all dampers. d. Check economizer motors. e. Check economizer controls. 7. BURNER a. Check for proper combustion. b. Check pilot. 15 c. Check all limit controls. d. Check pilot safety devices. e. Check gas valve operations. f. Check all control settings. g. Check thermocouple. h. Check automatic water feed. i. Check low water cutoff safety. j. Perform combustion analysis. k. Check for proper flame. I. Inspect and clean burner orifice. m. Check and adjust primary air. n. Check and clean pilot orifice and igniters. 8. FLUEPIPE a. Inspect for soot, corrosion, and leaks, clean as required. b. Inspect vent cap. * * 9. FILTERS a. Replace filters at each inspection. C. SPLIT AIR CONDITIONING UNITS/HEAT PUMPS 1. COMPRESSOR a. Check and record head pressure. b. Check and record suction pressure. c. Check, adjust and record refrigerant level. d. Check for leaks. e. Check and record amperage. f. Check crankcase heater. g. Check electrical terminal connections. h. Check all safety devices. 2. ELECTRICAL a. Check all terminals for tightness. b. Check all disconnects. c. Check all contactors and relays. d. Check all controls for proper operation. e. Check thermostat operations. 16 3. EVAPORATOR BLOWER a. Lubricate. b. Inspect blower wheel. c. Check for Vibration. d. Inspect motor mounts. e. Check fan rotation. f. Adjust belt tension as required. g. Replace fan belts as required. 4. AIR COOLED CONDENSER a. Inspect coil for leaks. b. Inspect coil for diddebris, clean as required. c. Inspect filter dryers and check for temperature differential. d. Lubricate all motors. e. Check intake screen. f. Check and adjust drive belts. g. Replace drive belts as required. h. Inspect fan blades, clean as required. v 5. EVAPORATOR COIL a. Check for leaks b. Check coil inlets for diddebris or obstruction. c. Clean evaporator coil. d. Add algaecide as required. 6. ECONOMIZER a. Lubricate all linkages. b. Lubricate all dampers. c. Manually operate all dampers. d. Check economizer motors. e. Check economizer controls. 7. FILTERS a. Replace filters at each inspection. 17 D. BOILERS 1. BOILER a. Check for proper combustion. b. Check pilot. c. Check all limit controls. d. Check pilot safety devices. e. Check gas valve operation. f. Check thermocouple. g. Check all control settings. h. Check automatic water feed. i. Check low water/high temperature cub off safe * 2. BURNER SECTION Y- * a. Perform combustion analysis. b. Check for proper flame. c. Inspect and clean burner orifice. d. Check and adjust primary air. e. Check and clean pilot orifices and igniters. 3. FLUE PIPE a. Inspect for soot, corrosion, and leaks. Clean if required. b. Inspect vent cap. 4. BOILING PIPING (WATER AND GAS) a. Check for leaks. b. Check all valves for complete shutoff. c. Check strainers. d. Check make up water pressure regulation. e. Blow down boiler. f. Check relief valve. g. Provide the necessary labor and chemicals to properly maintain all water within the heating and cooling circulating system(s) to control metal corrosion, scale formation, biological fouling, or contaminated discharge. h. All water treatment compounds and additives shall be bio- degradable, non-toxic, non-chromate, and non-acid in the recirculating water. Discharged effluents shall be chemically non- acid, meet wastewater discharge standards of any and all 18 E. regulatory agencies, Federal, State, and Local, and shall meet all existing pollution control standards. i. Provide all labor to take test samples, adjust feed rates, change settings, drain and flush systems, service automatic equipment, manually inject chemicals (for closed systems), physically clean (a) spray nozzles, (b) eliminators, (c) tower interior as needed, and provide a detailed water analysis and service report monthly after performing those services outlined above. j. Inspect system(s) for any new scale formation, organic growths, and other visible foulants and propose corrective action as required. EXHAUST FANS 1. MOTOR a. Check operation. b. Check motor mounts. c. Check motor temperature. d. Check and record amperage. e. Check and adjust pulley condition and alignment as required. f. Lubricate. 2. BLOWER ASSEMBLY a. Inspect backdraft dampers. b. Check for unusual vibration. c. Inspect, adjust and replace fan belts as required. d. Check for and remove debris. e. Lubricate. 3. ELECTRICAL a. Inspect all electrical connections. b. Inspect all disconnects. c. Check and record amperage draws. 19 23 F. CHILLERS 1. ROUTINE CHILLER INSPECTIONS AND MAINTENANCE a. b. C. d. e. f. 9. h. i. i. k. 1. Provide materials and supplies including oil, oil filters, gaskets, nitrogen, sight glass, etc. for inspections and maintenance. Operate purge unit to remove non-condensable gases, obtain vacuum and ensure unit operates properly. Check purge unit canister for depletion, replace as required. Start chiller - ensure proper oil temperature prior to start-up. Check operating conditions, including refrigerant and lubrication levels, temperatures and pressures. Leak test entire system, including refrigerant, oil and water loops, repair minor leaks. Check, calibrate, and record all operating and safety controls. Check starter operation, record voltage and current. Check operation of vane positioner. Instruct operator as to proper or unusual operating conditions, and advise on troubleshooting techniques. Record operating pressures, temperatures, voltages and amperages. Verify accuracy of gauges and thermometers. m. Check, adjust and record all operating and safety controls. n. P- 0. q. r. Ensure refrigerant and oil are at proper levels. Check purge unit operation and condition. Provide the necessary labor and chemicals to properly maintain all water within the heating and cooling circulating system(s) to control metal corrosion, scale formation, biological fouling, or contaminated discharge. All water treatment compounds and additives shall be bio- degradable, non-toxic, non-chromate, and non-acid in the recirculating water. Discharged effluents shall be chemically non- acid, meet wastewater discharge standards of any and all regulatory agencies, Federal, State, and Local, and shall meet all existing pollution control standards. Inspect system(s) for any new scale formation, organic growths, and other visible foulants and propose corrective action as required. 20 2. ANNUAL CHILLER INSPECTIONS AND MAINTENANCE A. SAFETIES AND CONTROLS a. Check and calibrate all safety and operating controls including, but not limited to: low chilled water safety and temperature controller, low refrigerant supply, high condenser pressure safety, low oil pressure failure safety, chilled water flow switch, condenser water pump auxiliary contacts, and starter anti-recycler timer main control. b. Verify proper operation of any electronic components. c. Check operation of vane positioner, lubricate as required. d. Inspect wiring and connections for signs of overheating, ensure all connections are tight. e. Ensure all indicator and alarm lights are functioning. B. STARTER a. Meg motor, record readings. b. Inspect wiring, ensure terminals are tight. c. Check contacts for wear. d. Check and top-up dash pot oil where applicable. C. PURGE UNIT a. Service and inspect compressor. b. Change oil if applicable. c. Purge unit canister for its depletion, replace as required. D. LUBRICATION AND LUBRICATION SYSTEMS a. Lubricate all moving parts including pumps, motors, linkage and any other ancillary devices. b. Inspect condition of starter. c. Meg oil pump motor, record readings. d. Ensure all connections are tight. e. Verify operation of oil heater, check and tighten leads as required. f. Verify operation of oil cooler, where applicable. g. Clean strainer, replace filter and gaskets. h. Change oil, clean oil sump and reassemble. i. Change the oil bypass filter if installed. 21 E. OTHER ANNUAL REQUIRED CHILLER SERVICE a. Clean condenser tubes by brush cleaning. Obtain Public Works Supervisor, Facilities approval if chemical cleaning is required. Replace gaskets. b. Remove refrigerant from Chiller. This refrigerant will be reclaimed and reintroduced to the chiller to remove additional residual oil and moisture to acceptable operating levels. Once completed, the refrigerant will be charged into the chiller. Refrigerant removal will include: (1) All necessary cylinder and transportation to perform the refrigerant side mineral oil reduction process. (2) All work to be performed in compliance with EPA regulations with respect to Section 608 of the Clean Air Act. (3) Certified, supervised personnel. (4) Necessary laboratory analysis of the refrigerant side service to establish level of completion. (5) All refrigerant used to perform the refrigerant side service will be weighted to established total use. (6) All refrigerant used will be properly evacuated and reclaimed to specifications. (7) System will be re-charged with reclaimed (from machine being serviced) refrigerant upon completion (additional refrigerant if needed will be supplied by the contractor and paid for as specified elsewhere in the contract. (8) Provide continuous online monitoring for oil and perform visual test for particulate matter during flush procedure. (9) Complete leak test of machine and repair any leaks. (B) Change oil and oil filters in chillers and disposal of used oil and filters. NOTE* CHILLER MAINTENANCE AT LIBRARY FACILITIES IS TO OCCUR BETWEEN THE HOURS OF 7:OO PM AND 7:OO AM ONLY. CHILLER MAINTENANCE AT OTHER CITY FACILITIES IS TO OCCUR BETWEEN THE HOURS OF 5:OO PM FRIDAYS THROUGH 7:OO AM MONDAYS. THIS MAINTENANCE WILL NOT BE COMPENSATED AS AFTER HOURS WORK. F. EVAPORATIVE CONDENSER (SI AND COOLING TOWER (S) SERVICE 1. REGULAR SCHEDULED MAINTENANCE a. Check fan and motor bearings, lubricate as necessary. b. Check tightness and adjustment of thrust collars on sleeve bearing units and locking collars on ball bearing units. c. Check belt tension and condition. Adjust tension or replace belts as necessary. d. Clean strainer. 22 e. f. 9. h. i. i- k. Check for biological growth in sump. Perform water treatment service with biocide agents if necessary. Provide the necessary labor and chemicals to properly maintain all water within the heating and cooling circulating system(s) to control metal corrosion, scale formation, biological fouling, or contaminated discharge. Clean and flush sump. Check spray distribution system. Check clean and re-orient nozzles as necessary. Adjust and flush out troughs as necessary. Check operating water level in the pan and adjust float valve, as necessary. Check bleed-off rate and adjust as necessary. Check fans and air inlet screens and remove any dirt or debris. 2. COOLING TOWER ANNUAL MAINTENANCE Adjust as necessary. a. b. d. e. C. f. 9. h. i. i. k. I. m. n. Check make-up valve for proper operation. Check float ball for buoyancy. Check surfaces for scale, sludge and debris, clean as necessary. Check access door gaskets and replace as necessary. Check the condition of the cooling tower fill. If it is clogged or deteriorated replace it with factory authorized replacement fill. Drain the unit and inspect the unit casing. Clean and touch-up any areas showing signs of deterioration. All damaged areas are to be cleaned to bare metal and refinished with Zinc Rich Compound (ZRC). Repair any casing joint leaks while the unit is drained. Remove any deposits and build up in sump that cannot be removed by flushing. Apply an initial biocide treatment. (See water treatment section of the appropriate maintenance manual). Check capacity control dampers and rotate through the full range and insure that they do not bind. Verify operation and condition of electrical damper controls. Inspect wiring and end switch and verify setting is correct. Lubricate all sleeve bearings. Refill each bearing cup several times to saturate the felt wick in the bearing cartridge. Use only factory authorized lubricants. Purge ball bearings with new grease. Lubricate fan motors and pumps in accordance with the manufacturers instructions. Inspect the operating water level seven (7) days after service. 23 NOTE* COOLING TOWER MAINTENANCE AT LIBRARY FACILITIES IS TO OCCUR BETWEEN THE HOURS OF 7:OO PM AND 7:OO AM ONLY. COOLING TOWER MAINTENANCE AT OTHER CITY FACILITIES IS TO OCCUR BETWEEN THE HOURS OF 5:OO PM FRIDAYS THROUGH 7:OO AM MONDAYS. THIS MAINTENANCE WILL NOT BE COMPENSATED AS AFTER HOURS WORK. G. FURNACES 1. CONTROLS a. Check pilot. b. Check all limit controls. c. Check pilot safety devices. d. Check gas valve operation. e. Check thermocouple. f. Check all control settings. g. Check thermostat operations. 2. BURNER SECTION a. Check for proper flame. b. Inspect and clean burner orifice. c. Check and adjust primary air. d. Check and clean pilot orifices and igniters. e. Check heat exchanger for cracks. 3. FLUE PIPE a. Inspect for soot, corrosion, and leaks. Clean if required. b. Inspect vent cap. NOTE* FURNACE MAINTENANCE OPERATIONS ARE TO BE SCHEDULED FOR SEPTEMBER TO INSURE THE EQUIPMENT IS IN PROPER OPERATING CONDITION PRIOR TO WINTER. 24