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
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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.
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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.
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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
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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
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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.
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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
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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
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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
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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
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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
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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.
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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
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or deleted as required and shall be in accordance with this specification.
6.
7.
0.
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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
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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.
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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.
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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.
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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.
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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.
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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.
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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
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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.
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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.
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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.
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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.
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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.
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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.
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