HomeMy WebLinkAbout2010-07-13; City Council; 20306; HVAC MAINTENANCE CONTRACT11
CITY OF CARLSBAD - AGENDA BILL
AB# 20,306
MTG. 07/13/10
DEPT. PEM
AWARD OF CONTRACT FOR HVAC MAINTENANCE
SERVICES BID NO. 10-06
DEPT. DIRECTOR C)^^/-
CITY ATTORNEY <^^-
CITY MANAGER (y
RECOMMENDED ACTION:
Adopt Resolution No. 2010-187 accepting the bid and awarding the contract
to Seaside Heating and Air Conditioning, Inc., for Heating, Ventilation and Air Conditioning
(HVAC) Maintenance Services, Bid No. 10-06, for an amount not to exceed $317,030 in the
initial two year agreement term.
ITEM EXPLANATION:
The City of Carlsbad utilizes contract HVAC maintenance for forty City owned facilities. This
service has been traditionally performed by a service contractor. Utilizing a service contractor
allows the City to provide these services without the need to increase staffing, purchase and
maintain expensive specialty equipment and allows staff resources to be allocated to core
maintenance functions.
On February 25, 2010, the City Clerk published a Notice Inviting Bids for this service
agreement. It should be noted that this Bid specifically requested that market wages, and not
prevailing wages, be applied. Two bids were received, opened, witnessed, and recorded on
April 6, 2010. The bids were reviewed by the Property and Environmental Management
Department and were as follows:
• Seaside Heating and Air Conditioning $158,515
• Countywide Mechanical Systems $236,530
In accordance with the Municipal Code, a best value evaluation was completed,
contractor's bid was evaluated against the following criteria:
Cost of service
Ability to provide service
Previous performance and references
Quality of service
Responsiveness to specifications
Unspecified value added offerings
Each
DEPARTMENT CONTACT: Joe Garuba, (760) 434-2893, ioe.aaruba@carlsbadca.gov
FOR CITY CLERKS USE ONLY. _
COUNCIL ACTION: APPROVED K
DENIED D
CONTINUED D
WITHDRAWN D
AMENDED D
CONTINUED TO DATE SPECIFIC D
CONTINUED TO DATE UNKNOWN D
RETURNED TO STAFF D
OTHER - SEE MINUTES D
Page 2
Seaside Heating and Air Conditioning, Inc. received the highest best value score due to its
submitted cost for service, ability to provide service, previous performance and references,
quality of service, responsiveness to specifications and value added offerings. Based upon
the results of the best value evaluation, staff recommends that Council accept the bid and
award a contract to Seaside Heating and Air Conditioning, Inc.
Staff recommends that Council authorize an increase to the annual compensation amount by
a total of 20% in each two year agreement period, beginning with the first extension, to
accommodate infrastructure growth, allowable compensation increases and to allow flexibility
in service intervals to meet quality standards. This requested increase is based on historical
inflation averages in the Consumer Price Index for San Diego County and projected project
completion of Capital Improvement Projects including the Fire and Police Training Facility.
Staff also recommends that Council authorize the City Manager, or her designated
representative, to adjust the services provided, add additional maintenance locations from the
current or future inventory, and/or increase service frequencies to the limits authorized during
the course of each agreement period to allow day to day management of HVAC maintenance
service operations. On a bi-annual basis, a formal amendment may be processed for City
Manager approval indicating the actual service totals and the maximum compensation for the
next agreement year. Staff is also recommending that Council approve a total maximum
compensation amount of ($1,153,990) over the maximum six-year period of the agreement.
Staff further recommends that Council approve this agreement for a two year period and
authorize the City Manager to approve a maximum of two (2) additional two year extensions.
The bid for HVAC services is intended to establish bid item costs for each individual item of
work. The actual cost will vary depending on the actual services provided and payment to the
contractor will be for actual work performed.
ENVIRONMENTAL IMPACT:
This project is a Class 1 categorical exemption (minor alteration of existing structure or
facilities) and is, therefore, exempt from the environmental review process under provisions of
the California Environmental Quality Act (CEQA), Section 15301(c).
FISCAL IMPACT:
This contract is funded from the Facilities Maintenance Operating Budget - General Fund.
Sufficient appropriations are available in the Facilities Maintenance Operating Budget to fully
fund the agreement.
The contract amount for the HVAC service agreement is provided by contract years in the
table below:
Contract Years
Contract Years 1 & 2
Contract Years 3 & 4
Contract Years 5 & 6
Total Not-To-Exceed Contract Amount
Contract Amount
$317,030
$380,436
$456,524
$1,153,990
PageS
In summary, this is up to a six-year HVAC service agreement based on the selected best
value contractor's bid of $158,515 per agreement year. The total contract budget for the initial
two year agreement period is $317,030. Staff also recommends that Council authorize
increases to the contract as needed by an additional 20% of the contract amount in each
subsequent two year agreement period to account for increases in the City's assets requiring
HVAC maintenance services. This increase is cumulative with increases allowed in previous
agreement terms. The calculated amounts per two year term establish the not-to-exceed limit
of the agreement ($1,153,990). The actual annual payments to the contractor will be on a
time and materials basis for actual work performed, within each two year term of the
agreement, and will be subject to the availability of funds. The work completed will be
inspected and verified by Facilities Maintenance staff prior to authorization of each payment.
EXHIBITS:
1. Resolution No. 2010-187 accepting the bid and awarding the contract
to Seaside Heating and Air Conditioning, Inc., for HVAC Maintenance Services, Bid
No. 10-06, for an amount not-to-exceed $317,030 in the initial two year agreement
term, and authorizing an increase to the previous agreement term compensation
amount by 20% in each subsequent two year agreement period to a maximum total
compensation amount of $1,153,990 throughout the allowable contract term, and
authorizing the City Manager or her designated representative, to add additional work
locations and/or adjust service frequencies up to the limits authorized for each two
year agreement term.
2. HVAC Maintenance Services Contract.
1
RESOLUTION NO. 2010-187
2
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
3 CARLSBAD, ACCEPTING THE BID AND AWARDING THE
CONTRACT TO SEASIDE HEATING AND AIR CONDITIONING
4 INC., FOR HEATING, VENTILATION AND AIR CONDITIONING
(HVAC) MAINTENANCE SERVICES, BID NO. 10-06, FOR AN
5 AMOUNT NOT-TO-EXCEED $317,030 IN THE INITIAL TWO
YEAR AGREEMENT TERM, AND AUTHORIZING AN INCREASE
6 TO THE PREVIOUS TWO YEAR AGREEMENT TERM
COMPENSATION AMOUNT BY 20% IN EACH SUBSEQUENT
7 TWO YEAR AGREEMENT TERM TO A MAXIMUM
COMPENSATION AMOUNT OF $1,153,990 THROUGHOUT THE
8 ALLOWABLE CONTRACT TERM, AND AUTHORIZING THE CITY
MANAGER OR HER DESIGNATED REPRESENTATIVE TO ADD
9 ADDITIONAL WORK LOCATIONS AND/OR ADJUST SERVICE
FREQUENCIES UP TO THE LIMITS AUTHORIZED FOR EACH
10 TWO YEAR AGREEMENT TERM.
11 WHEREAS, the City of Carlsbad requires the services of a HVAC services
12 contractor; and
13 WHEREAS, proper bidding procedures have resulted in the City's receipt of a bid
14 from a qualified contractor, Seaside Heating and Air Conditioning, Inc.; and
15 WHEREAS, a best value evaluation consistent with Carlsbad Municipal Code
16 Section 3.28.060 was performed by staff and has resulted in staffs determination that the
17 bid submitted by Seaside Heating and Air Conditioning, Inc., at $158,515 per agreement
18 year is the best value to the City of Carlsbad; and
19 WHEREAS, staff recommends award of the contract for Bid 10-06 HVAC
20 Maintenance Services to Seaside Heating and Air Conditioning, Inc., in an amount not-to-
21 exceed $317,030 in the initial two year agreement term; and
22 WHEREAS, staff recommends Council authorize an increase of 20% in funding
23 in each subsequent two year agreement period to a maximum compensation amount of
24 $1,153,990 during the maximum six year life of the agreement; and
25 WHEREAS, actual costs will be based on services provided and payment to the
26 contractor will be for actual work performed; and
07 WHEREAS, staff recommends Council authorize the City Manager, or her
28
M
designated representative, to adjust the services provided, add additional maintenance
locations from the current or future inventory, and/or adjust service frequencies to the
limits authorized during the course of each agreement year to allow day to day
4 management of HVAC maintenance operations; and
5 WHEREAS, bi-annually, for a maximum six year agreement term, a formal
6
amendment may be processed for City Manager approval indicating the actual service
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totals and the maximum compensation for the next two year agreement term based on8
the availability of funds; and
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WHEREAS, sufficient appropriations are currently available in the Facilities
Maintenance Operating Budget - General Fund to fully fund the agreement.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Carlsbad, California, as follows:
1. That the above recitations are true and correct.
2. The bid of Seaside Heating and Air Conditioning, Inc., 2942 Industry
Street, Suite A, Oceanside, CA 92054, is the best value.
17 3. The bid of Seaside Heating and Air Conditioning, Inc., is hereby accepted.
18 4. That increases of 20% in funding in each subsequent two year agreement
period are authorized.
20 5. That the maximum compensation amount will not exceed $1,153,990 over
21 the maximum six-year period of the agreement.
22
6. That the City Manager, or her designated representative, is authorized to
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adjust the services provided, add additional maintenance locations from the current or
24
future inventory, and/or adjust service frequencies to the limits authorized during the
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course of each agreement year to allow day to day management of HVAC maintenance26
service operations.
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1 7. That bi-annually, for a maximum six year agreement term, a formal
2 amendment may be processed for City Manager approval indicating the actual service
o totals and the maximum compensation for the next two year agreement term.
4 8. That the Mayor of the City of Carlsbad is hereby authorized and directed
5
to execute an agreement with Seaside Heating and Air Conditioning, Inc. for an amount
6
not-to-exceed $317,030 in the initial two year agreement term, a copy of which is
7
attached, for and on behalf of the City of Carlsbad.
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PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council
of the City of Carlsbad on the 13th day of July, 2010, by the following vote to wit:
AYES: Council Members Lewis, Kulchin, Hall, Packard and Blackburn.
NOES: None.
ABSENT: None.
. LEWIS, Mayor
ATTEST:
LGfRRAtblE M.l/VOOD, City Cle
(SEAL)
AGREEMENT FOR HVAC MAINTENANCE SERVICES
(SEASIDE HEATING AND AIR CONDITIONING, INC.)
PEM507
THIS AGREEMENT is made and entered into as of the /"^ _ day of
20/0. by and between the CITY OF CARLSBAD, a municipal
corporation^ ("City"), and Seaside Heating and Air Conditioning, Inc. , a corporation,
("Contractor"), (collectively the "Parties") for HVAC Maintenance Services.
DEFINITIONS
Repair: Authorized service work to equipment and systems required to preserve and
protect any City owned or maintained HVAC system as specified in this Agreement.
Installations: HVAC equipment installation and adjustment required to preserve and
protect any City owned or maintained HVAC systems as specified in this Agreement.
Maintenance: Any routine, recurring, and usual services or preventative maintenance
on existing City systems necessary for the protection or preservation of any City owned
or maintained HVAC systems as specified in this Agreement.
Demolition: The removal of HVAC equipment required to preserve and protect any City
owned or maintained HVAC systems as specified in this Agreement.
Service Report: Contractor's detailed report in City-approved computer-generated
format covering all work performed under this Agreement. Service reports shall be
separate documents, listed by facility and shall note all inspections, repairs or service
work performed, condition statements and any other pertinent information to aid the City
in determining future equipment repairs, maintenance or replacement. Web based
report capability is highly desired.
RECITALS
A. City requires the professional services of an HVAC Contractor that is
experienced in providing routine, recurring and usual HVAC maintenance work
necessary for the protection and preservation of City owned or maintained HVAC
systems for their intended purposes.
B. Contractor has the necessary experience in providing professional
services and advice related to providing routine, recurring and usual HVAC
maintenance work necessary for the protection and preservation of City owned or
maintained HVAC systems for their intended purposes.
C. Selection of Contractor is expected to achieve the desired results in an
expedited fashion.
D. Contractor has submitted a bid to City and has affirmed its willingness and
ability to perform such work.
City of Carlsbad 1
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. SCOPE OF WORK
City retains Contractor to perform, and Contractor agrees to render the HVAC
maintenance and repair services described in the Scope of Work contained in the City's
Request for Bids and the Contractor's bid, which are incorporated by this reference in
accordance with this Agreement's terms and conditions. The Contractor will perform
HVAC maintenance and related services as needed and as authorized on an agreed
price for Preventative Maintenance services and on a time and materials basis for
repairs as specified in the Contractor's bid. Nothing in this agreement is intended to
create an exclusive arrangement between City and Contractor. The City reserves the
right to procure HVAC maintenance services from other vendors as the City deems
appropriate.
2. STANDARD OF PERFORMANCE
While performing the Services, Contractor will exercise the reasonable professional
care and skill customarily exercised by reputable members of Contractor's profession
practicing in the Metropolitan Southern California Area, and will use reasonable
diligence and best judgment while exercising its professional skill and expertise.
Contractor shall maintain a C-20 license issued by the California Contractors State
License Board throughout the term of this Agreement.
3. TERM
The term of this Agreement will be effective for a period of two-years from the date first
above written. The City Manager may amend the Agreement to extend it for two
additional two-year periods or parts thereof in an amount not to exceed Three hundred
and eighty thousand, four hundred thirty six dollars ($380,436) in the first two year
extension period and not to exceed Four hundred fifty six thousand five hundred twenty
four dollars ($456,524) in the second extension period. Total compensation under this
agreement shall not exceed One million, one hundred fifty three thousand nine hundred
and ninety dollars ($1,153,990). Payments will be made on a time and materials basis
for actual work performed by the contractor and the total compensation amounts are not
guaranteed. 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
4. TIME IS OF THE ESSENCE
Time is of the essence for each and every provision of this Agreement.
5. COMPENSATION
The Contractor's HVAC maintenance work will be by paid at a fixed cost rate for
scheduled maintenance and at an hourly rate plus parts as indicated in the Contractor's
bid. The total fee payable for the Services to be performed during the initial Agreement
City of Carlsbad 2
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
term will not exceed Three hundred seventeen thousand thirty dollars ($317,030). 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 the Contractor's bid.
The Contractor will perform work in accordance with all applicable Carlsbad
Municipal Code sections, California building codes, California HVAC codes, OSHA
standards and any other regulatory requirements.
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 owned or maintained
properties, and ends at the completion of required service work. Portal to portal
payment is not included in this Agreement.
All parts will be newly manufactured replacement parts or an equal approved by the
Inspector, or his authorized representative. Pricing to City of Carlsbad will be in
accordance with hourly labor cost plus parts markup as indicated in the Vendor's
Proposed Cost of Services Chart. Invoices must be submitted with request for
payment.
The Contractor shall submit invoices to the Inspector, or his authorized representative
by the 5th day of the month for work performed in the previous month under this
contract. The Contractor shall provide detailed records of all work performed and
include all required reports of systems and/or equipment(s) serviced or repaired.
Failure to provide the required documents, invoices, and reports will result in the City of
Carlsbad withholding payment to the Contractor until all the required documentation,
including supplier invoices for parts, are provided to the City.
If an increase in compensation for service in succeeding option periods is requested,
the Contractor must provide detailed supporting documentation to justify the requested
rate increase. The City will evaluate the requested increase, and the City reserves the
right to negotiate, accept or reject the Contractor's requested compensation increase.
This Agreement's annual compensation terms may be adjusted by a mutually agreeable
amount based on and no greater than the aggregate San Diego Consumer Price Index
changes over the previous contract period. Requests for price changes must be made
by the Contractor in writing sixty (60) days before the end of the then-current agreement
year and is subject to negotiation or rejection by the City. Compensation increases will
not be authorized prior to the end of each contract period.
6. 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.
City of Carlsbad 3
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
The payment made to Contractor pursuant to this 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.
7. WAGES TO BE PAID
The City of Carlsbad is a Charter City. Carlsbad Municipal Code Section 3.28.130
supersedes the provisions of the California Labor Code when the public work is not a
statewide concern. The City Council has determined that it is not in the best interest of
the city to require the payment of prevailing wages for this agreement. Payment of
prevailing wages is at contractor's discretion.
8. 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.
9. OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
10. PARTS
The City reserves the right to supply needed parts and equipment to the Contractor for
Services.
11. 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.
City of Carlsbad 4
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
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.
12. 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".
12.1 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
that any required insurance coverage is inadequate, Contractor will obtain such
additional insurance coverage, as Contractor deems adequate, at Contractor's sole
expense.
12.1.1 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.
12.1.2 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.
12.1.3 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.
12.1.4 Workers' Compensation and Employer's Liability.
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
City of Carlsbad 5
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
IZ
Employer's Liability insurance will not be required if Contractor has no employees and
provides, to City's satisfaction, a declaration stating this.
12.1.5 Additional Provisions.
Contractor will ensure that the policies of insurance required under this Agreement
contain, or are endorsed to contain, the following provisions:
12.2.1 The City will be named as an additional insured on General Liability.
12.2.2 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.
12.2.3 Prior to City's execution of this Agreement, Contractor will furnish certificates of
insurance and endorsements to City.
12.3 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.
12.4 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.
13. 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.
14. 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.
15. 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
City of Carlsbad 6
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
once to City. Contractor will have the right to make one (1) copy of the work product for
Contractor's records.
16. 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.
17. 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:
Name: Bob Richardson For Contractor:
Title: Public Works Supervisor Name Charles Balcar
Title CFO
DePartment: Property & Environmental Addfess 2g42.A ^
Management Oceanside CA 92054
City of Carlsbad Phone No. (760) 643-1100
Address: 405 Oak Avenue.
Carlsbad. CA 92008
Phone No. (760) 434-2944
City of Carlsbad 7
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
18. 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
income that will be affected by this Agreement or, alternatively, that Contractor will file
with the City an affidavit disclosing this interest.
19. 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.
20. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations
prohibiting discrimination and harassment.
21. 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
8
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
nothing in this procedure will prohibit the parties from seeking remedies available to them
at law.
22. 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 ninety (90) 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 final
determination as to the portions of tasks completed and the compensation to be made.
23. 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.
24. 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 seq.. the False Claims Act applies to this Agreement and,
provides for civil penalties where a person knowingly submits a false claim to a public
entity. These provisions include false claims made with deliberate ignorance of the false
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
9
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
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.
25. JURISDICTION AND VENUE
Any action at law or in equity brought by either of the parties for the purpose of enforcing
a right or rights provided for by this Agreement will be tried in a court of competent
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.
26. 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.
27. SERVICES DURING STATE OF EMERGENCY
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.
28. ENTIRE AGREEMENT
This Agreement, the City's Request for Bid, the Contractor's Bid, and the Specifications,
together with any other written document referred to or contemplated by these
documents, 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.
10
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
1*7
29. 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 icipal
brnia
(sign here)
. Sc.U-.Vyf-
(print name/title)
By:
/
ATTEST:
(sign here)
I 6ts+
(print name/title)
LQRR/)ME MMOOD
StyCleYk
If required by City, proper notarial acknowledgment of execution by contractor must be attafol^ecWr
If a Corporation. Agreement must be signed by one corporate officer from each of the following1"1"
two groups.
*Group A.
Chairman,
\XPresident, or
Vice-President
**Group B.
Secretary,
Assistant Secretary,
v/CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant
secretary under corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM:
RONALD R. BALL, City Attorney\n D P oBv: Ji Uc^\^ O£
Deputy City Attorney"
11
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
VENDOR'S PROPOSED COST OF SERVICE*
Vendors Proposed cost of Service Chart - Page 1 of 7
The matrix below describes forty-three items upon which the City requests a bid. Please note
that the numbers listed in the "Quantity and Units" category of the matrix below are
estimates only, and will not be used for any purpose other than to compare bids received
in response to this Request for Bid. The actual payments made to the Vendor will be
based on the Vendor's actual work performed for the City consistent with the terms and
conditions of the contract documents.
The undersigned declares he/she has carefully examined the locations of the work, read the
Request for Bid, examined all specifications, and hereby proposes to furnish all labor, materials,
equipment, transportation, and services required to do all the work in this HVAC Maintenance
Agreement in accordance with the specifications of the City of Carlsbad, and the General
Provisions and that he/she will take in full payment therefore the following unit prices for each item
complete, to wit:
Item
No.
1.
2.
3.
4.
Description
Routine Preventative
Maintenance:
Calavera
Community Center
2997 Glasgow
Drive
Routine Preventative
Maintenance:
City Hall Complex
4tf\n f*nrlt*h**tJizuu oar/soacr
Village Drive
Annual Chiller
Preventative
Maintenance:
City Hall Complex
1200 Carlsbad
Village Drive
Routine Preventative
Maintenance:
Parks Division
Administration and
Modular.
1166 Carlsbad
Village Drive
Estimated
Quantity and
Units*
4
6
1
4
Unit Price
$ 140.00
Per Occurrence
$ 365.00
Per Occurrence
$ 1,000
Per Occurrence
$ 55.00
Per Occurrence
Annual Total
$ 560.00
Extended Amount
$ 2,190.00
Extended Amount
$ 1.000
Extended Amount
$ 220.00
Extended Amount
12
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
Item
No.
5.
6.
7.
8.
9.
10.
11.
12.
Vendors Proposed cost of Service Chart - Page 2 of 7
Description
Routine Preventative
Maintenance:
Facilities/Streets
Div. Administration
Complex.
405 Oak Avenue
Routine Preventative
Maintenance:
Community Swim
Complex
3401 Monroe Street
Routine Preventative
Maintenance:
City Council
Chambers
1200 Carlsbad
Village Drive
Routine Preventative
Maintenance:
Dove Library
1775 Dove Lane
Annual Chiller&
Cooling Tower
Preventative
Maintenance:
Dove Library
1775 Dove Lane
Monthly Cooling
Tower Water
Treatment:
Dove Library
1775 Dove Lane
Routine Preventative
Maintenance:
Elmwood House
1255 Elmwood
Avenue
Routine Preventative
Maintenance:
City Administration
1635 Faraday
Avenue
Estimated
Quantity and
Units*
4
4
6
4
1
12
4
4
Unit Price
$ 105.00
Per Occurrence
$ 40.00
Per Occurrence
$ 290.00
Per Occurrence
$ 600.00
Per Occurrence
$ 1,500.00
Per Occurrence
$ 150.00
Per Occurrence
$ 40.00
Per Occurrence
$ 600.00
Per Occurrence
Annual Total• - - -
$ 420.00
Extended Amount
$ 160.00
Extended Amount
$ 1,740.00
Extended Amount
$ 2,400.00
Extended Amount
$ 1,500.00
Extended Amount
$ 1,800.00
Extended Amount
$ 160.00
Extended Amount
$ 2,400.00
Extended Amount
13
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
Item
No.
13.
14.
15.
16.
17.
18.
19.
20.
21.
Vendors Proposed cost of Service Chart - Page 3 of 7
Description
Routine Preventative
Maintenance:
Fire Station #1
1275 Carlsbad
Village Drive
Routine Preventative
Maintenance:
Fire Station #2
1906 Arenal Road
Routine Preventative
Maintenance:
Fire Station #3
3701 Catalina Drive
Routine Preventative
Maintenance:
Fire Station #4
6885 Batiquitos
Lane
Routine Preventative
Maintenance:
Fire Station #5
2540 Orion Way
Routine Preventative
Maintenance:
Fire Station #6
7201 Rancho Santa
Fe Road
Routine Preventative
Maintenance:
Fleet Maintenance
2480 Impala Way
Routine Preventative
Maintenance:
Granary
2659 Garfield
Routine Preventative
Maintenance:
Harding
Community Center
3096 Harding Street
Estimated
Quantity and
Units*
4
4
4
4
4
4
4
1
4
Unit Price
$ 50.00
Per Occurrence
$ 40.00
Per Occurrence
$ 40.00
Per Occurrence
$ 40.00
Per Occurrence
$ 80.00
Per Occurrence
$ 50.00
Per Occurrence
$ 50.00
Per Occurrence
$ 30.00
Per Occurrence
$ 50.00
Per Occurrence
Annual Total
$ 200.00
Extended Amount
$ 160.00
Extended Amount
$ 160.00
Extended Amount
$ 160.00
Extended Amount
$ 320.00
Extended Amount
$ 200.00
Extended Amount
$ 200.00
Extended Amount
$ 30.00
Extended Amount
$ 200.00
Extended Amount
14
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
Item
No.
22.
23.
24.
25.
26.
27.
28.
29.
Vendors Proposed cost of Service Chart - Page 4 of 7
Description
Routine Preventative
Maintenance:
Heritage Hall
2659 Garfield
Routine Preventative
Maintenance:
Hiring Center
5958 El Cam/no
Real
Routine Preventative
Maintenance:
Holiday House
3235 Eureka Place
Routine Preventative
Maintenance:
Kruger House
3215 Eureka Place
Routine Preventative
Maintenance:
Learning Center
3368 Eureka Place
Routine Preventative
Maintenance:
Cole Library
1250 Carlsbad
Village Drive
Annual Chiller
Preventative
Maintenance:
Cole Library
1250 Carlsbad
Village Drive
Routine Preventative
Maintenance:
Magee House
258 Beech
Estimated
Quantity and
Units*
1
2
4
4
4
4
1
4
Unit Price
$ 30.00
Per Occurrence
$ 40.00
Per Occurrence
$ 40.00
Per Occurrence
$ 40.00
Per Occurrence
$ 120.00
Per Occurrence
$ 525.00
Per Occurrence
$ 1.000.00
Per Occurrence
$ 40.00
Per Occurrence
Annual Total
$ 30.00
Extended Amount
$ 80.00
Extended Amount
$ 160.00
Extended Amount
$ 160.00
Extended Amount
$ 480.00
Extended Amount
$ 2,100.00
Extended Amount
$ 1,000.00
Extended Amount
$ 160.00
Extended Amount
15
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
Item
No.
30.
31.
32.
33.
34.
35.
36.
37.
Vendors Proposed cost of Service Chart - Page 5 of 7
Description
Routine Preventative
Maintenance:
Railroad Depot
400 Carlsbad
Village Drive
Routine Preventative
Maintenance:
Scout House
3225 Eureka Place
Routine Preventative
Maintenance:
Sfagecoacft
Community Ctr.
3420 Cam/no de los
Coches
Routine Preventative
Maintenance:
Safety Center
2560 Orion Way
Annual Chiller
Preventative
Maintenance:
Safefy Center
2560 Orion Way
Routine Preventative
Maintenance:
Senior Center
799 Pine Avenue
Routine Preventative
Maintenance:
Water District
5950 El Cam/no
Real
Routine Preventative
Maintenance:
Las Palmas Dr.
2075 Las Palmas
Estimated
Quantity and
Units*
1
4
4
4
1
4
4
4
Unit Price
$ 40.00
Per Occurrence
$ 40.00
Per Occurrence
$ 140.00
Per Occurrence
$ 440.00
Per Occurrence
$ 1.000.00
Per Occurrence
$ 325.00
Per Occurrence
$ 120.00
Per Occurrence
$ 335.00
Per Occurrence
Annual Total
$ 40.00
Extended Amount
$ 160.00
Extended Amount
$ 560.00
Extended Amount
$ 1,760.00
Extended Amount
$ 1,000.00
Extended Amount
$ 1,340.00
Extended Amount
$ 480.00
Extended Amount
$ 1,340.00
Extended Amount
16
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
Item
No.
38.
39.
40.
41.
42.
43.
Vendors Proposed cost of Service Chart - Page 6 of 7
Description
Routine Preventative
Maintenance:
Aviara Park
6445 Ambrosia Ln.
Routine Preventative
Maintenance:
Carrillo Ranch Park
6200 Flying Leo
Carrillo Way
Routine Preventative
Maintenance:
Recreation Modular
3330 Harding St.
Cost of parts and
materials for
Repairs.
Cost of labor for
Repairs and non-
routine maintenance.
(Monday - Friday,
7:00 AM- 5:00 PM)
Labor cost of
emergency/after
hours Repairs.
Estimated
Quantity and
Units*
4
4
4
$70,000.00/year*
1700 Hours*
125 hours*
Unit Price
$ 30.00
Per Occurrence
$ 30.00
Per Occurrence
$ 30.00
Per Occurrence
30 %
discount from list
price as shown in
the
i2 ARM Service
Biller
$45.00
per hour
$ 45.00
per hour
Annual Total
$ 120.00
Extended Amount
$ 120.00
Extended Amount
$ 120.00
Extended Amount
$49,000.00
$ 76,500.00
Extended Amount
$ 5.625.00
Extended Amount
*Estimate based on historical experience is for bid comparison purposes only. The actual payments made to
the Vendor will be based on the Vendor's actual work performed for the City consistent with the terms and
conditions of the contract documents, and may be different from the prices estimated above. In the event of
errors in calculation, the correctly extended bid item total will govern.
17
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
Vendors Proposed cost of Service Chart - Page 7 of 7
Total amount of Vendor's bid per agreement year in words: one hundred fifty eight thousand five hundred
fifteen dollars and no cents_(ltemS 1-43)
Total amount of Vendor's bid per agreement year in numbers:
$158.515.00 (Items 1-43)
18
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
CITY OF CARLSBAD
BID 10-06 HVAC MAINTENANCE SERVICES
EXHIBIT "A"
MANNER OF PERFORMING SERVICES
PARTI
GENERAL SPECIFICATIONS
DEFINITIONS
Whenever the following terms are used in this agreement, they shall have the following
meaning:
A. "BID ITEM" - Individual items of work in the CONTRACTOR'S bid at an agreed
price for the work.
B. "CITY" - The CITY of Carlsbad.
C. "CITY MANAGER" - The fully appointed CITY MANAGER of the CITY or his
authorized representative.
D. "CONTRACT ADMINISTRATOR" - The PROPERTY AND ENVIRONMENTAL
MANAGEMENT DIRECTOR'S designee for bidding, awarding and administering
the CONTRACTOR'S work under this agreement.
E. "CONTRACTOR" - The managing individual of the contracting entity or his
authorized employees or representatives.
F. "FULLY OPERATIONAL" - In a condition to undertake the function to adequately
as passenger or freight HVAC.
G. "INSPECTOR" - The CITY'S field representative for work performed by the
CONTRACTOR.
H. "PERIODIC INSPECTION" - Routinely scheduled or randomly noticed inspection
or audit conducted by CITY.
19
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
I. "PREVENTATIVE MAINTENANCE" - Work specified in the preventative
maintenance schedule of this agreement that consist of work performed by the
Contractor at a fixed price cost.
J. "PROPERTY AND ENVIRONMENTAL MANAGEMENT DIRECTOR" - The official
designated as the Property and Environmental Management Director, or any of his
authorized representatives.
K. "REPAIRS" - Work required to maintain the serviceability of HVAC equipment
specified under this agreement that are outside the scope of the scheduled
PREVENTATIVE MAINTENANCE. REPAIR work must be authorized by the
CONTRACT ADMINSITRATOR prior to the CONTRACTOR performance. After
hours REPAIRS are work outside of normal business hours as indicated in the
Vendor's Proposed Cost of Services Chart and shall be compensated at the Bid
Item Rate for each item.
1.00 STANDARDS OF WORK AND CONTRACTOR RESPONISBILITY
1.01 The CONTRACTOR shall perform the work described herein in a thorough and
professional manner so that the City of Carlsbad is provided with reliable and high
quality HVAC Maintenance services at all times.
1.02 The CONTRACTOR shall furnish, at CONTRACTOR'S own expense, all labor,
tools, equipment, and materials necessary, unless specifically excluded herein, to
perform preventative maintenance at the Bid Item price. The CONTRACTOR
shall furnish, at CONTRACTOR'S own expense, tools and equipment necessary,
unless specifically excluded herein, to perform authorized repairs at the Bid Item
price for Labor. Cost of parts shall be paid at the CONTRACTOR'S invoice cost
for parts plus the percentage of markup indicated in this bid.
1.03 The CONTRACTOR'S forces shall leave work areas free of all dirt, litter, lubricants,
or other materials utilized to perform maintenance services. The CONTRACTOR
shall erect barricades, warning signs and any other devices to prevent
unauthorized access by the public or unauthorized City staff to work areas.
1.04 HVAC maintenance and repair shall be performed in accordance with accepted
standards for HVAC maintenance and repair to the satisfaction of the CONTRACT
ADMINISTRATOR or his designee. CONTRACTOR shall immediately respond
when notified by CITY to correct unsatisfactory work at no additional charge.
1.05 The CONTRACTOR shall maintain individual repair and maintenance logs listing
all work performed under this agreement. These repair and maintenance logs
shall be kept in a designated area on each site. Logs shall indicate the date of
service, time of service, service performed, the technician performing service and
20
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
any other information that may affect current or future operation of the HVACs.
The CONTRACTOR shall report these locations, by address, to CITY'S
CONTRACT ADMINISTRATOR, or designee, within 48 hours. (Deductions may
be made from the CONTRACTOR'S payments if maintenance and repair tasks are
not reported to CITY within the time allowed.)
1.6 The CONTRACTOR shall, during the term of this CONTRACT, respond to all
callbacks to the satisfaction of the CONTRACT ADMINISTRATOR, within twenty-
four (24) hours of notification. Failure to comply with this requirement will result in
a reduction in payment to the CONTRACTOR as determined appropriate by the
CONTRACT ADMINISTRATOR.
1.7 The CONTRACTOR shall prepare and submit an annual schedule for
PREVENTATIVE MAINTENANCE to the CONTRACT ADMINISTRATOR for
approval. The PREVENTATIVE MAINTENANCE schedule shall be adhered to by
CONTRACTOR unless deviation from the approve schedule is authorized by the
CONTRACT ADMINISTRATOR.
1.8 CONTRACTOR shall, during the term of this CONTRACT, respond to requests for
REPAIRS, or EMERGENCY REPAIRS as required, twenty-four (24) hours per day,
seven (7) days per week, by dispatching required technicians to the site, within one
(1) hour of contact by the CONTRACT ADMINISTRATOR.
2.00 HVAC EQUIPMENT TO BE MAINTAINED
2.01 The service areas and frequencies of service under the provisions of this
CONTRACT are detailed in the Vendors Proposed Cost of Services Chart.
2.02 The detailed preventative maintenance requirements and equipment list requiring
service under the provisions of this CONTRACT are detailed in Appendix "C".
2.03 CONTRACTOR acknowledges personal inspection of the sites and the
surrounding areas and has evaluated the extent to which the physical condition
thereof will affect the services to be provided. CONTRACTOR accepts the
premises in their present physical condition, and agrees to make no demands
upon CITY for any improvements or alterations thereof.
3.00 PAYMENT AND INVOICES
3.01 The CONTRACTOR shall present monthly invoices, for all work performed during
the preceding month. Said invoice shall include all required certifications and
reports as specified hereinafter. The invoice shall be submitted on or before the
fifth (5th) day of each month in the amount of the compensation to be paid by the
CITY for all services rendered by the CONTRACTOR under the terms and
conditions of this CONTRACT. Said payment shall be made within thirty (30) days
21
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
upon receiving the invoices, providing that all work performed during the preceding
month has been inspected and accepted by the CONTRACT ADMINISTRATOR
and that applicable certifications have been submitted in accordance with the
provisions of this CONTRACT.
3.02 The CONTRACTOR'S monthly invoices for PREVENTATIVE MAINTENANCE
shall be prepared and submitted in an electronic format, clearly indicating the
Purchase Order number, unit price, total work performed and correctly extended
totals for each individual BID ITEM or separate item of work. An invoice format
shall be submitted to the CONTRACT ADMINISTRATOR for approval.
CONTRACTOR shall submit a fully itemized monthly bill to the CONTRACT
ADMINISTRATOR, or his authorized representative.
3.03 Separate invoices for approved REPAIRS AND EMERGENCY REPAIRS shall be
prepared and submitted in an electronic format acceptable to the CONTRACT
ADMINISTRATOR, including attachments, such as copies of suppliers' invoices,
which the CONTRACT ADMINISTRATOR may require to verify CONTRACTOR'S
billing. Unless otherwise requested by the CONTRACT ADMINISTRATOR, one
invoice shall be submitted for each discrete and complete REPAIR or
EMERGENCY REPAIR.
3.04 In the event the CITY transfers title, maintenance responsibility, or changes service
frequency of a portion thereof, this CONTRACT shall continue in full force and
effect, except said portion, at the discretion of the CONTRACT ADMINISTRATOR,
may be deleted from the agreement and the CONTRACT sum shall be reduced
accordingly.
The CONTRACT ADMINISTRATOR may, at his discretion, add new HVACs to be
maintained and/or repaired and/or require additional services. The
CONTRACTOR shall be compensated for the additional facilities or services that
are designated after the date of the commencement of this CONTRACT based on
a negotiated proposal. Proposal costs shall not exceed customary costs of similar
equipment as submitted in the REQUEST FOR BIDS or as adjusted in accordance
with subsequent amendments to the agreement.
The CONTRACT ADMINISTRATOR shall notify the CONTRACTOR of additions,
reductions or deletions of areas to be serviced in writing.
4.00 ENFORCEMENT. DEDUCTIONS AND LIQUIDATED DAMAGES
4.01 The CONTRACT ADMINISTRATOR shall be responsible for the enforcement of
this CONTRACT on behalf of CITY. In addition to deductions stipulated in other
sections of this agreement, the CONTRACT ADMINISTRATOR may enforce
deductions in accordance with Section 4.00.
22
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
4.02 The CONTRACT ADMINISTRATOR shall prepare and implement an
INSPECTION RATING SYSTEM to be used to verify monthly payments and
deductions from payments (see sample rating system as Appendix "B"). This form
and system may be modified at the discretion of the CONTRACT
ADMINISTRATOR. The CONTRACTOR agrees to be so evaluated by said
system and bound by the ratings and/or deductions from payments indicated in the
monthly INSPECTION RATING SYSTEM report. To avoid deductions from
payment, CONTRACTOR must receive a rating of 95 or higher per service area as
described in Appendix "B".
4.03 If, in the judgment of the CONTRACT ADMINISTRATOR, the CONTRACTOR is
deemed to be non-compliant with the terms and obligations of the CONTRACT, the
CONTRACT ADMINISTRATOR, may, in addition to other remedies provided
herein, withhold the entire monthly payment, deduct pro-rata from the
CONTRACTOR'S invoice for work not performed, and/or deduct liquidated
damages. Notification of the amount to be withheld or deducted from payments to
CONTRACTOR will be forwarded to the CONTRACTOR by the CONTRACT
ADMINISTRATOR in a written notice describing the reasons for said action. The
monthly INSPECTION RATING SYSTEM report shall constitute reason for any
deductions so imposed.
4.04 The action above shall not be construed as a penalty but as adjustment of
payment to CONTRACTOR to recover cost or loss due to the failure of the
CONTRACTOR to complete or comply with the provisions of this CONTRACT.
5.00 INSPECTIONS. MEETINGS. & REPORTS
5.01 CITY reserves the right to perform inspections, including inspection of
CONTRACTOR'S equipment, at any time for the purpose of verifying
CONTRACTOR'S performance of CONTRACT requirements and identifying
deficiencies.
5.02 The CONTRACTOR or his authorized representative shall meet with the
CONTRACT ADMINISTRATOR or his representative on each site at the discretion
and convenience of the CONTRACT ADMINISTRATOR, for walk-through
inspections. All routine maintenance functions shall be completed prior to this
meeting.
5.03 At the request of the CONTRACT ADMINISTRATOR, the CONTRACTOR, or his
appropriate representative, shall attend meetings and/or training sessions, as
determined by the CONTRACT ADMINISTRATOR, for purposes of orientation,
information sharing, CONTRACT revision, description of CITY policies,
procedures, standards, and the like.
23
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
5.04 CONTRACTOR shall provide to the CONTRACT ADMINISTRATOR such written
documentation and/or regular reports as the CONTRACT ADMINISTRATOR
deems necessary to verify and review CONTRACTOR'S performance under this
CONTRACT and to provide to the CONTRACT ADMINISTRATOR pertinent
information relative to the maintenance, operation, and safety of the HVACs.
6.00 REFRIGERANT RECOVERY AND LICENCING
6.01 The CONTRACTOR shall assist the CITY with administering the fulfillment of
requirements of the Environmental Protection agency and Licensing coordination
with the other regulatory agencies."
6.02 The CONTRACTOR shall employ licensed refrigerant recovery technicians and
shall not allow any employee to perform refrigerant recovery, decommissioning,
refrigerant recycling or any other tasks with the potential to release refrigerant
unless that technician is currently licensed at a level appropriate for the equipment
being serviced. A copy of all documents related to refrigerant handling and use
shall be forwarded to the CONTRACT ADMINISTRATOR on a monthly basis.
6.03 The CONTRACTOR shall advise the CITY of required inspections, maintenance
and repairs required to satisfy all regulating agencies requirements to insure
uninterrupted services of the CITY'S HVACs.
7.00 CONTRACTOR'S DAMAGES
7.01 All damages incurred to existing facilities by the CONTRACTOR'S operation shall
be repaired or replaced, by the CONTRACTOR or by other forces, all at the
discretion of the CONTRACT ADMINISTRATOR, all at the CONTRACTOR'S
expense.
8.00 COMMUNICATIONS AND EMERGENCY RESPONSE
8.01 The CONTRACTOR shall, during the term of this CONTRACT, maintain a two
twenty-four (24) hour emergency telephone numbers, toll free to a San Diego
region area code. For hours beyond a normal 8 AM to 5 PM business day, an
answering service shall be considered an acceptable substitute. Answering
machines are not acceptable.
8.02 All requests for emergency services shall require a qualified technician to be
dispatched to the required location as soon as possible after notification; but in all
cases within one (1) hour, to the satisfaction of the CONTRACT
ADMINISTRATOR. If any emergency service request is not responded to in one
(1) hour, the CONTRACT ADMINISTRATOR shall be notified immediately of the
24
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
3!
reason for not meeting the required response time followed by a written report to
the CONTRACT ADMINISTRATOR within two (2) working days.
8.03 Whenever immediate action is required to prevent possible injury, death, or
property damage, CITY may, after reasonable attempt to notify the
CONTRACTOR, cause such action to be taken by alternate work forces and, as
determined by the CONTRACT ADMINISTRATOR, charge the cost thereof to the
CONTRACTOR, or deduct such cost from any amount due to the CONTRACTOR.
This deduction shall include a markup for administrative costs equal to fifteen (15)
percent of the actual costs incurred.
8.04 The CONTRACTOR shall maintain a written log of all communications, the date
and the time thereof and the action taken pursuant thereto or the reason for non-
action. Said log of complaints shall be open to the inspection of the CONTRACT
ADMINISTRATOR at all reasonable times.
8.05 CONTRACTOR'S supervisor shall carry cellular telephones with local San Diego
region area code. Supervisor shall respond to any call from the CITY within thirty
(30) minutes at any time.
9.00 SAFETY
9.01 CONTRACTOR agrees to perform all work outlined in this CONTRACT in such a
manner as to meet all accepted standards for safe practices during the
performance op his duties and to safely maintain stored equipment, machines, and
materials or other hazards consequential or related to the work; and agrees
additionally to accept the sole responsibility for complying with all CITY, County,
State or Federal requirements at all times so as to protect all persons, including
CONTRACTOR'S employees, agents of the CITY, vendors, members of the public
or others from foreseeable injury, or damage to their property. CONTRACTOR
shall make annual inspections for any potential hazards at said sites and keep a
log indicating date inspected and action taken.
9.02 CONTRACTOR shall notify the CONTRACT ADMINISTRATOR immediately of any
occurrence of accident, injury, or persons requiring emergency services and, if so
requested, shall prepare a written report thereof to the CONTRACT
ADMINISTRATOR within three (3) calendar days following the occurrence.
CONTRACTOR shall cooperate fully with the CITY in the investigation of any such
occurrence.
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City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
10.00 HOURS AND DAYS OF SERVICES
10.01 The acceptable daily hours of routine preventative maintenance services shall be
7:00 am to 5:00 pm, which shall be considered normal work hours as may pertain
to any other provision of the CONTRACT. Annual maintenance services of
chillers, cooling towers or other maintenance activities requiring extended shut
down of HVAC systems or key components shall be performed after hours, on
weekends or at times acceptable to the CONTRACT ADMINISTRATOR. All costs
for after hours work shall be reflected in the CONTRACTOR'S bid item price for
these services and additional compensation shall not be provided.
10.02 CONTRACTOR shall provide staffing to perform the required services during the
prescribed hours as specified in these contract documents. Any changes in the
days and hours of operation heretofore prescribed shall be subject to approval by
the CONTRACT ADMINISTRATOR.
10.03 Per State of California Labor Code, CONTRACTOR is directed to the following
prescribed requirement with respect to the hours of employment. Eight (8) hours
of labor under this CONTRACT shall constitute a legal day's work and said
CONTRACTOR shall not require or permit any laborer, worker or mechanic, or any
subcontractor employed by him to perform any of the work described herein to
labor more than eight (8) hours during any one day or more than forty (40) hours
during any one calendar week, except as authorized by State of California Labor
Code Section 1815.
11.00 PREVENTATIVE MAINTENANCE SCHEDULES
11.01 The CONTRACTOR shall, within thirty (30) days after the award of bid of this
CONTRACT, submit work schedules to the CONTRACT ADMINISTRATOR for
review and approval. Said work schedules shall identify required operations and
delineate the time frames for performance. A Routine Operations Schedule shall
include all tasks required at the intervals required.
The CONTRACTOR shall submit revised schedules when actual performance
differs substantially from planned performance, and from time to time as requested
by the CONTRACT ADMINISTRATOR. Said revisions shall be submitted to the
CONTRACT ADMINISTRATOR for his review and approval, within five (5) working
days prior to the original or revised scheduled time for the work, whichever is
earlier.
12.00 CONTRACTOR'S STAFF AND TRAINING
12.01 The CONTRACTOR shall provide sufficient personnel to perform all work in
accordance with the specification set forth herein.
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City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
12.02 In cooperation with the Carlsbad Police Department, CONTRACTOR agrees to,
and to pay for, background checks if required by the CONTRACT
ADMINISTRATOR on all personnel providing HVAC services for this contract. In
the event such background check reveals an item, which Carlsbad Police deems a
security problem, City may request that such individual be removed from the list of
personnel authorized to provide services to the CITY.
12.03 CONTRACTOR'S personnel shall possess the minimum qualifications for the
position in which each is working.
12.04 CONTRACTOR shall have a "Local" representative with authority to contractually
bind CONTRACTOR in matters, which may arise during this agreement
performance period. "Local" in the context of this agreement is defined as the
southern California metropolitan area consisting of San Diego, Orange, Los
Angeles or Riverside counties. CONTRACTOR shall provide, prior to
commencement of work under this Agreement, in writing to the CONTRACT
ADMINISTRATOR, a statement indicating by name the specific authority vested in
the "Local" representative. CONTRACTOR'S "Local" representative shall be
responsible for instructing and training of CONTRACTOR'S personnel in the
proper and specified work method and procedures; directing, scheduling, and
coordinating all services and functions to completely accomplish the work as
required by this Agreement. The "local" representative shall be available for
consultation regarding problems on a daily basis at some time during regular
working hours (8:00 a.m. to 5:00 p.m., Monday through Friday).
12.06 Each crew of CONTRACTOR'S employees shall include at least one individual
who speaks the English language proficiently. For the purposes of this section a
crew is understood to be any individual worker or group of workers who might
service any site without other CONTRACTOR'S supervisory personnel present.
12.07 The CONTRACT ADMINISTRATOR may at any time give CONTRACTOR written
notice to the effect that the conduct or action of a designated employee of
CONTRACTOR is, in the reasonable belief of the CONTRACT ADMINISTRATOR,
detrimental to the interest of the public patronizing the premises. CONTRACTOR
shall meet with representatives of the CONTRACT ADMINISTRATOR to consider
the appropriate course of action with respect to such matter and CONTRACTOR
shall take reasonable measures under the circumstances to assure the
CONTRACT ADMINISTRATOR that the conduct and activities of
CONTRACTOR'S employees will not be detrimental to the interest of the public
patronizing the premises.
12.08 The CONTRACT ADMINISTRATOR may at any time order any of the
CONTRACTOR'S personnel removed from the premises when, in the reasonable
belief of the CONTRACT ADMINISTRATOR, said CONTRACTOR'S personnel is
27
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
objectionable, unruly, unsafe, or otherwise detrimental to the interest of the CITY
or the public patronizing the premises
12.09 The CONTRACTOR shall require each of his personnel to adhere to basic public
works standards of working attire including uniform shirts and/or vests clearly
marked with the CONTRACTOR'S company name and employee name badges as
approved by the CONTRACT ADMINISTRATOR. Sufficient changes shall be
provided to present a neat and clean appearance of the CONTRACTOR'S
personnel at all times. Shirts shall be worn and buttoned at all times.
CONTRACTOR'S personnel shall be equipped with proper shoes and other gear
required by Local, State and Federal Safety Regulations.
13.00 NON-INTERFERENCE-NOISE
13.01 CONTRACTOR shall not interfere with the public use of the premises and shall
conduct its operations as to offer the least possible obstruction and inconvenience
to the public or disruption to the peace and quiet of the area within which the
services are performed.
13.02 In the event that the CONTRACTOR'S operations must be performed when
persons of the public are present, CONTRACTOR shall courteously inform said
persons of any operations that might affect them and, if appropriate, request
persons to move out of the work area.
14.00 DRUG AND ALCOHOL FREE WORKPLACE
14.01 The CITY is committed to maintaining a work environment free from the effects of
drugs and alcohol consistent with the directives of the Drug Free Workplace Act.
As a condition of this agreement, CONTRACTOR and CONTRACTOR'S
employees shall assist meeting the requirements of this policy as set forth in the
"City of Carlsbad Drug and Alcohol Use Policy" incorporated by reference herein.
CONTRACTOR agrees that CONTRACTOR and CONTRACTOR'S employees,
while performing services for the CITY, on CITY property, or while using CITY
equipment will not be in possession of, use, or be under the influence of drugs or
alcohol.
CONTRACTOR has the duty to inform all employees or agents of CONTRACTOR
that are performing service for CITY on CITY property or using CITY equipment of
the CITY'S objective of a safe, healthful and productive workplace and the
prohibition of drug or alcohol possession, use or impairment from same while
performing such service for CITY.
CITY has the right to terminate, or declare this or any other agreement
CONTRACTOR has with the CITY in DEFAULT if CONTRACTOR'S employees
28
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
3
are determined by the CONTRACT ADMINISTRATOR to have breached the
provisions of Section 15 herein as interpreted and enforced pursuant to the
provision of the "City of Carlsbad Drug and Alcohol Use Policy".
15.00 ASSIGNMENT OF CONTRACT
15.01 CONTRACTOR shall not assign this contract or any part thereof and or monies
due there under without the prior written consent of the CONTRACT
ADMINISTRATOR.
16.00 EXTRA WORK
16.01 The CITY may award Extra Work to the CONTRACTOR, or to other forces, at the
discretion of the CONTRACT ADMINISTRATOR. New or unforeseen work will be
classified as "Extra Work" when the CONTRACT ADMINISTRATOR determines
that it is not covered by CONTRACT unit prices. Adjustment in payment for Extra
Work shall be performed by agreement between the CONTRACT
ADMINISTRATOR and the CONTRACTOR or on a NEGOTIATED PROPOSAL
AND ACCEPTANCE basis in accordance with Section 17.00 or on a TIME AND
MATERIALS basis in accordance with Section 18.00.
16.02 If the CONTRACT ADMINISTRATOR determines that the Extra Work can be
performed by CONTRACTOR'S present work force, CONTRACT
ADMINISTRATOR may authorize modification of the CONTRACTOR'S Routine
Operations Schedule or Annual Calendar in order to compensate CONTRACTOR
for performing said work.
16.03 Prior to performing any Extra Work, the CONTRACTOR shall prepare and submit a
written proposal including a description of the work, a list of materials, and a
schedule for completion. No work shall commence without written approval of the
CONTRACTOR'S proposal by the CONTRACT ADMINISTRATOR. This proposal
is subject to acceptance or negotiation by the CONTRACT ADMINISTRATOR.
16.04 In the event that CONTRACTOR'S proposal for Extra Work is not approved, the
CONTRACT ADMINISTRATOR reserves the right to perform such work with other
forces or to compel the CONTRACTOR to perform the work on a TIME AND
MATERIALS Basis. Invoices for EXTRA WORK on a TIME AND MATERIALS
basis are subject to CONTRACTOR markup in accordance with the Vendor's
Proposed Cost of Services chart.
16.05 When a condition exists which the CONTRACT ADMINISTRATOR deems urgent,
the CONTRACT ADMINISTRATOR may verbally authorize the work to be
performed upon receiving a verbal estimate from the CONTRACTOR. However,
within twenty-four (24) hours after receiving a verbal authorization, the
29
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
CONTRACTOR shall submit a written estimate, consistent with the verbal
authorization, to the CONTRACT ADMINISTRATOR for approval.
16.06 All Extra Work shall commence on the specified date established and
CONTRACTOR shall proceed diligently to complete said work within the time
allotted.
17.00 NEGOTIATED PROPOSAL AND ACCEPTANCE
17.01 The CITY may award work to the CONTRACTOR, at the discretion of the
CONTRACT ADMINISTRATOR. New work will be awarded on a negotiated
proposal and acceptance basis as when the CONTRACT ADMINISTRATOR
determines that it is appropriate to negotiate a fixed price for work in lieu of utilizing
unit prices. Payment for Work shall be performed by negotiated agreement
between the CITY and the CONTRACTOR or on a TIME AND MATERIALS basis
in accordance with the Vendor's Proposed Cost of Services chart.
17.02 Prior to performing any work, the CONTRACTOR shall prepare and submit a
written proposal including a description of the work, a list of materials, and a
schedule for completion. No work shall commence without written approval of the
CONTRACTOR'S proposal by the CONTRACT ADMINISTRATOR. This proposal
is subject to acceptance or negotiation by the CONTRACT ADMINISTRATOR.
17.03 All work shall commence on the specified date established and CONTRACTOR
shall proceed diligently to complete said work within the time allotted.
18.00 TIME AND MATERIALS
18.01 In the event that the CONTRACT ADMINISTRATOR determines that work
requested is of an unknown duration, not easily quantified or the CONTRACTOR'S
proposal for work is not approved, the CONTRACT ADMINISTRATOR reserves
the right to perform such work with other forces or to compel the CONTRACTOR to
perform the work on a TIME AND MATERIALS basis.
18.02 The CONTRACT ADMNISTRATpR may direct CONTRACTOR to proceed by
allowing him/her to use the following rates or percentages as added costs for the
markup of all overhead and profits:
1) Labor As Stipulated in Vendor's Proposed Cost of Services chart.
2) Materials As Stipulated in Vendor's Proposed Cost of Services chart.
3) Equipment Rental 15
4) Other Items and Expenditures ....15
Regardless of ownership, the rates and right-of-way delay factors to be used in
determining rental and delay costs shall be the edition of the, Labor Surcharge and
Equipment Rental Rates published by CALTRANS, current at the time of the actual
use of the tool or equipment. The right-of-way delay factors therein shall be used
as multipliers of the rental rates for determining the value of costs for delay to the
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City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
CONTRACTOR and subcontractor, if any. The labor surcharge rates published
therein are not a part of this contract."
18.03 All work shall commence on the specified date established and CONTRACTOR
shall proceed diligently to complete said work within the time allotted.
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City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
3-5
EXHIBIT "B"
CONTRACTOR'S WORK FORCE
Bid No. 10-06
The CONTRACTOR shall set forth in Exhibit B to the proposed CONTRACT:
A. Each labor or supervisory position by title that will make up the CONTRACTOR'S
work force needed to provide the described services.
B. A sufficiently detailed explanation of the minimum qualifications for a person working
in each position title, including any required licenses and/or certifications.
C. The minimum annual man-hours for each position title that the CONTRACTOR
proposes to commit to the performance of the described services.
D. A list and description of the qualifications of other pertinent staff that are not to be
directly committed to this project but who will be available to support, consult, perform Extra
Work, and the like.
E. A description of CONTRACTOR'S systematic skills training program.
The information provided in this attachment is for the purposes of determining the
CONTRACTOR'S commitment and preparedness to perform the DESCRIBED
SERVICES, and assuring that the CONTRACTOR'S bid is reasonable and complete.
Nothing in this Attachment shall in any way be construed to remove, lessen, or
relieve the CONTRACTOR from any responsibility prescribed by the CONTRACT.
CONTRACTOR may attach additional pages to describe Minimum Qualifications, if
needed. Label any such pages "Exhibit B - Additional Information" along with the
appropriate position title(s) corresponding to this form.
A. POSITION TITLE B. MINIMUM QUALIFICATIONS C. TOTAL
ANNUAL
HOURS
2.
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City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
EXHIBIT "B" Page 2
CONTRACTOR'S WORK FORCE
(Continued)
A. POSITION TITLE B. MINIMUM QUALIFICATIONS C. TOTAL
ANNUAL
HOURS
3.
33
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
EXHBIT"B" Page 3
CONTRACTOR'S WORK FORCE
(Continued)
D. Other Staff Support
Title Description / Qualifications
4.
5.
E. Description of CONTRACTOR'S employee training program
34
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
HI
EXHIBIT "C"
LISTING OF SUBCONTRACTORS
Bid No. 10-06
The CONTRACTOR is required to furnish the following information relative to the
subcontractors he proposes to use.
If all work is to be done without subcontractors, write "NONE" in the following space:
NAME UNDER
WHICH SUB-
CONTRACTOR IS
LICENSED
LICENSE
NUMBER AND
CLASS
ADDRESS AND
TELEPHONE
TYPE AND PORTION OF
WORK SUBCONTRACTOR
WILL PERFORM
35
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
SITE: SAFETY CENTER
"Appendix B"
CITY OF CARLSBAD
HVAC MAINTENANCE SERVICES
BID NO. 10-06
INSPECTION RATING FORM
INSPECTOR: Kelly Brooks 5/30/07
Possible Previous Rating This
Category Description Points Period Period
Required preventative maintenance tasks performed
Contractor's service logs complete and accurate
Contractor performing services on Scheduled Day
Work area is clean, neat and safe
Personnel in Proper Uniforms
Vehicles Marked as Required
Rating Totals
Deduction Percent
25
15
15
15
15
15
100
22
15
11
15
15
15
93
23
13
11
15
15
15
92
Deduction Percent
Adjusted Payment Formula
Monthly Payment
Deduction Amount
Adjusted Monthly Payment
3
0.03
$1,181.04
$35.43
$1,145.61
36
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
"Appendix C"
CITY OF CARLSBAD
HVAC MAINTENANCE SERVICES
BID NO. 10-06
PREVENTATIVE MAINTENANCE FREQUENCIES AND EQUIPMENT LIST
37
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
CITY OF CARLSBAD
TECHNICAL PUBLICATION
HEATING, VENTILATION AND AIR CONDITIONING
PREVENTATIVE MAINTENANCE
QUALITY STANDARDS
38
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
TABLE OF CONTENTS
PREVENTATIVE MAINTENANCE QUALITY STANDARD
THEORY
EQUIPMENT & ENCLOSURES
SAFETY
CONTROLS & OTHER EQUIPMENT
PREVENTATIVE MAINTENANCE TASKS AND SCHEDULES
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City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
MAINTENANCE QUALITY STANDARDS
MAINTENANCE THEORY
Quality maintenance includes all the necessary tasks required to keep equipment in a
safe economical and dependable operation. Scheduled routine preventative maintenance
on HVAC equipment will not only prolong the life of the equipment, but will greatly reduce
the overall outlay of financial resources by both the owner and the service company.
Eventually all equipment will wear out or be replaced by new technology. However, the
HVAC contractor has a responsibility to maximize the life and economic operation of the
equipment.
EQUIPMENT & ENCLOSURES: The equipment enclosures and equipment are to be
painted, kept free of dust, lint, oil residue, dusts and debris. Units shall be maintained in a
reasonably clean and dry condition. Oil spills shall be cleaned up immediately and
reported to the Inspector. Refrigerant and oil leaks shall be documented and reported to
the Inspector. All waste materials will be removed for the area immediately and disposed
of properly. Cleaning these areas will be performed in accordance with the contractor's
maintenance guide.
Code authorities prohibit the storage of equipment and parts not relative to the operation
and maintenance of the HVAC equipment in the enclosures. Spare HVAC parts,
lubricants and wiring diagrams will be kept orderly in storage cabinets provided for the job
by the HVAC contractor. Metal rag pails with covers will be provided for the storage of
clean rags only. Up to date service charts, callback logs, and Material Data Sheets will be
readily accessible. All chemicals must be properly labeled.
All fastenings and screws will be secured and tightened. Missing screws shall be
replaced. Operating Panels, Indicators and markings shall be maintained as installed.
Defaced components will be reported to the Inspector. Equipment enclosures and doors
shall be kept locked to prevent unauthorized access.
SAFETY
Safety awareness is of the utmost importance when working on HVAC equipment, not
only for the mechanic and City Staff but also the casual observer who may wander into a
work area unannounced. Barricades, proper tools and safety equipment will be proved by
the HVAC contractor to minimize risk of exposure to danger to employees and public.
Under no circumstances should work be performed in un-barricaded areas. If continuous
work is performed, doors should be closed when the immediate area unattended.
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City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
Strict adherence to the lock out tag out procedure shall be enforced.
All safety devices and circuits shall operate as intended. They shall not be overridden and
must operate in compliance with applicable codes. Unsafe equipment or conditions will be
corrected or reported to the proper personnel immediately. Under no circumstances shall
unsafe equipment be put into operation. Periodic checks will be performed to ensure
proper operation of all safety devices.
Lighting in the work areas shall be sufficient so as not to endanger maintenance
personnel. Unique or adverse job conditions and deviation for the prevailing codes with
respect to the HVAC spaces or work areas shall be documented and discussed with the
Inspector. Environmental conditions must be suitable for the safe operation of equipment
by the public and company employees.
CONTROLS & OTHER EQUIPMENT
Controls and other operational apparatus will be kept clean, properly lubricated and
adjusted as required; relays and contactors shall be kept clean and operating without
excessive arc. All electrical connections shall be tight, taped and tagged when not in use.
Coils, contacts, relays and resistors showing signs of deterioration shall be repaired or
replaced as necessary. Care must be exercised when handling printed circuit boards.
Proper grounding is necessary when handling some versions of solid-state boards in
stock locally or have access to spares for overnight delivery.
-*
All modes, programs and operations shall be maintained as originally intended,
engineered, and manufactured.
PREVENTATIVE MAINTENANCE TASKS AND SCHEDULES
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City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
REQUIRED SERVICE WORK
1. Heating System
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 Inspector of any required repairs of these
component items in the service report.
2. Cooling System
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
Inspector of any required repairs of these component items in the service report.
3. Air Handling System
Fans, motors, air grills, plenums, registers, air filters, damper induction units,
mixing boxes, fan coil units, 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 Inspector of any required repairs of these
component items in the service report.
4. Temperature Control System
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 Inspector 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,
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City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
4 9
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 Inspector 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.
7. Belt Driven Equipment
Within 30 Calendar days after receiving a Notice to Proceed from the CITY, the
CONTRACTOR shall obtain spare drive belts for every piece of equipment in the
CITY'S HVAC equipment inventory. These spare belts are to be kept at the same
location of the equipment they service.
Eighteen (18) months after the Notice to Proceed and eighteen (18) months after
execution of any amendments to extend the agreement, the CONTRACTOR
procure an additional set of drive belts and shall install the previously procured
spare belts on each and every piece of equipment. The CONTRACTOR shall
include this cost as part of his BID ITEM price for routine preventative maintenance
and no other compensation will be provided.
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City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
DETAILED PREVENTATIVE MAINTENANCE EQUIPMENT
SERVICE REQUIREMENTS
A. PACKAGED 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.
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.
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City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
51
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 dirt/debris 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.
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City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
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.
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 dirt/debris 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.
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City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
d. Check economizer motors.
e. Check economizer controls.
7. BURNER
a. Check for proper combustion.
b. Check pilot.
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. FLUE PIPE
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.
47
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
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.
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 dirt/debris 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.
48
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
e. Check economizer controls.
7. FILTERS
a. Replace filters at each inspection.
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 cut off safety.
2. BURNER SECTION
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.
49
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
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 biodegradable,
non-toxic, non-chromate, and non-acid in the recirculating water.
Discharged effluents shall be chemically nonacid, meet wastewater
discharge standards of any and all regulatory agencies, Federal, State, and
Local, and shall meet all existing pollution control standards.
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.
Inspect system(s) for any new scale formation, organic growths, and other
visible foulants and propose corrective action as required.
E. 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.
50
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
F. CHILLERS
1. ROUTINE CHILLER INSPECTIONS AND MAINTENANCE
a. Provide materials and supplies including oil, oil filters, gaskets, nitrogen,
sight glass, etc. for inspections and maintenance.
b. Operate purge unit to remove non-condensable gases, obtain vacuum and
ensure unit operates properly.
c. Check purge unit canister for depletion, replace as required.
d. Start chiller - ensure proper oil temperature prior to start-up.
e. Check operating conditions, including refrigerant and lubrication levels,
temperatures and pressures.
f. Leak test entire system, including refrigerant, oil and water loops, repair
minor leaks.
g. Check, calibrate, and record all operating and safety controls,
h. Check starter operation, record voltage and current.
i. Check operation of vane positioner.
j. Instruct operator as to proper or unusual operating conditions, and advise
on troubleshooting techniques.
k. Record operating pressures, temperatures, voltages and amperages.
I. Verify accuracy of gauges and thermometers.
m. Check, adjust and record all operating and safety controls.
n. Ensure refrigerant and oil are at proper levels.
o. Check purge unit operation and condition.
p. 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.
q. All water treatment compounds and additives shall be biodegradable,
non-toxic, non-chromate, and non-acid in the recirculating water.
Discharged effluents shall be chemically nonacid, meet wastewater
discharge standards of any and all regulatory agencies, Federal, State, and
Local, and shall meet all existing pollution control standards.
r. Inspect system(s) for any new scale formation, organic growths, and other
visible foulants and propose corrective action as required.
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
51
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
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.
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
52
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
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 7:00 PM AND 7:00 AM ONLY. CHILLER
MAINTENANCE AT OTHER CITY FACILITIES IS TO OCCUR BETWEEN THE
HOURS OF 5:00 PM FRIDAYS THROUGH 7:00 AM MONDAYS. THIS
MAINTENANCE WILL NOT BE COMPENSATED AS AFTER HOURS WORK.
G. EVAPORATIVE CONDENSER(S) 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.
e. Check for biological growth in sump. Perform water treatment service with
biocide agents if necessary.
f. 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.
g. Clean and flush sump.
h. Check the spray distribution system. Check clean and re-orient nozzles as
necessary. Adjust and flush out troughs as necessary,
i. Check operating water level in the pan and adjust float valve, as necessary,
j. Check bleed-off rate and adjust as necessary,
k. Check fans and air inlet screens and remove any dirt or debris.
53
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
*ln addition to routine maintenance services detailed in this section, the
CONTRACTOR shall inspect and perform all items necessary for water
treatment of the cooling tower at DOVE LIBRARY once per month.
2. COOLING TOWER ANNUAL MAINTENANCE
a. Check make-up valve for proper operation. Check float ball for buoyancy.
b. Check surfaces for scale, sludge and debris, clean as necessary.
c. Check access door gaskets and replace as necessary.
d. Check the condition of the cooling tower fill. If it is clogged or deteriorated
replace it with factory authorized replacement fill.
e. 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).
f. Repair any casing joint leaks while the unit is drained.
g. Remove any deposits and build up in sump that cannot be removed by
flushing.
h. Apply an initial biocide treatment. (See water treatment section of the
appropriate maintenance manual),
i. Check capacity control dampers and rotate through the full range and insure
that they do not bind,
j. Verify operation and condition of electrical damper controls. Inspect wiring
and end switch and verify setting is correct,
k. Lubricate all sleeve bearings. Refill each bearing cup several times to
saturate the felt wick in the bearing cartridge. Use only factory authorized
lubricants.
I. Purge ball bearings with new grease,
m. Lubricate fan motors and pumps in accordance with the manufacturers
instructions,
n. Inspect the operating water level seven (7) days after service. Adjust as
necessary.
NOTE* COOLING TOWER MAINTENANCE AT LIBRARY FACILITIES IS TO
OCCUR BETWEEN THE HOURS OF 7:00 PM AND 7:00 AM ONLY. COOLING
TOWER MAINTENANCE AT OTHER CITY FACILITIES IS TO OCCUR
BETWEEN THE HOURS OF 5:00 PM FRIDAYS THROUGH 7:00 AM
MONDAYS. THIS MAINTENANCE WILL NOT BE COMPENSATED AS AFTER
HOURS WORK.
54
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
H. 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.
I. VFD'S
1. CONTROLS
a. Check all. terminals for tightness.
b. Check all disconnects.
c. Check all contactors, indicator lights and relays.
d. Check all controls for proper operation.
e. Clean and dust all VFD cabinets inside and out.
55
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
EQUIPMENT LIST
Bid
Item
1
2&3
4
5
6
7
8.9&10
11
12
Facility and Address
Calavera Community Center
2997 Glasgow Drive
City Hall Complex
1200 Carlsbad Village Drive
Parks Division
Administration and Modular
1166 Carlsbad Village Drive
Facilities/Streets Division
Administration Complex
405 Oak Avenue
Community Swim Complex
3401 Monroe Street
City Council Chambers
1200 Carlsbad Village Drive
Dove Library
1775 Dove Lane
Elmwood House
1255 Elmwood Avenue
City Administration
1635 Faraday Avenue
SF
(Approximate)*
17,400
16,000
1,950
10,000
4,100
2,500
65,000
1,850
68,000
Equipment Listing
4 Package AC Units
5 Exhaust Fans
4 Auxiliary Heaters
2 Package AC Units
1 Split AC System
1 Boiler
1 Chiller
3 Exhaust Fans
4 Water Pumps
1 Split System
2 Heat Pumps
2 Gas/Electric Split Systems
3 Mini AC Split Systems
3 Bard Heat Pumps
4 Utility Heaters
3 Wall Heaters
1 Exhaust Fan
4 Package Heat Pumps
2 Chillers
1 Boiler
3 VFD's
40 VAV's
5 Water Pumps
4 Reheat Coils
7 Air Handlers
1 1 Exhaust Fans
1 Cooling Tower
2 Split AC Systems
1 Gas/Electric Split System
18 Gas/Electric Package Units
21 Split Heat Pumps
6 Exhaust Fans
2 Make-air Fans
1 Ice Machine
56
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
Bid
Item
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27&28
Facility and Address
Fire Station #1
1275 Carlsbad Village Drive
Fire Station #2
1906 Arenal Road
Fire Station #3
3701 Catalina Drive
Fire Station #4
6885 Batiquitos Lane
Fire Station #5
2540 Orion Way
Fire Station #6
7201 Rancho Santa Fe Rd.
Fleet Maintenance
2480 Impala Way
Granary
2659 Garfield Street
Harding Community Center
3096 Harding Street
Heritage Hall
2659 Garfield Street
Hiring Center
5958 El Camino Real
Holiday House
3235 Eureka Place
Kruger House
3215 Eureka Place
Learning Center
3368 Eureka Place
Cole Library
1250 Carlsbad Village Drive
SF
(Approximate)*
5,040
3,980
4,100
3,900
12,600
6,190
10,350
575
12,400
1 ,600
280
855
1 ,200
11,400
24,600
Equipment Listing
2 Gas/Electric Split Systems
1 Gas/Electric Split System
1 Gas/Electric Split System
1 Gas/Electric Split System
8 Gas/Electric Package Units
2 Exhaust Fans
3 Gas Electric Package Units
3 Exhaust Fans*
*(2-2400&1-1100CFM)
2 Trane Roof Heaters
1 Gas/Electric Package Unit
1 Utility Heater
3 Gas/Electric Package Units
3 Utility Heaters
1 Utility Heater
1 Heat Pump
1 Split System
1 Split System
2 Gas/Electric Package Units*
(12 Ton Each)*
1 Split System**
(1.5Tonl_iebert)**
1 Chiller (90 Ton)
1 Boiler
5 Air Handlers
4 VFD's
14VAV's
4 Water Pumps
57
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
Bid
Item
29
30
31
32
33&34
35
36
37
Facility and Address
Magee House
258 Beech
Railroad Depot
400 Carlsbad Village Drive
Scout House
3225 Eureka Place
Stagecoach Community
Center
3420 Cam/no de los Coches
Safety Center
2560 Orion Way
Senior Center
799 Pine Ave.
Water District
5950 El Cam/no Real
Las Palmas
2075 Las Palmas Dr.
SF
(Approximate)*
4,100
1,600
1,900
17,400
64,000
28,300
18,300
22,300
Equipment Listing
2 Split Systems
2 Furnaces
1 Split System
4 Gas/Electric Package Units
4 Utility Heaters
1 Chiller
1 Boiler
3 Air Handlers
1 Contempo Unit
4 VFD's
66 VAV's
3 Water Pumps
4 Gas/Electric Package Units
1 Split System
18 Exhaust Fans
1 Ice Machine
5 Package Heat Pumps
2 Split Systems
1 VFD
1 Air Handler
1 Boiler
1 Swamp Cooler
1 Exhaust Fan
1 Reach In Refrigerator
1 Reach In Freezer
1 Ice Machine
3 Split Systems
2 Exhaust Fans
5 Package Heat Pumps
17 Package Heat Pumps
1 Split System
1 Exhaust Fan
58
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
Bid
Item
38
39
40
Facility and Address
Aviara Community Park
6445 Ambrosia Ln.
Carrillo Ranch Park
6200 FlyingJ-eo Carrillo Ln.
Recreation Modular
3330 Harding St.
SF
(Approximate)4'
1440
1440
Equipment Listing
2 Bard Heat Pumps
1 Split System
2 Bard Heat Pumps
59
City of Carlsbad
Bid No. 10-06 - Contract No. PEM 496 - HVAC Maintenance Services
General Liability
GOLDEN EAGLE INSURANCE CORPORATION
175 BERKELEY STREET
BOSTON, MA 02116
800-688-8661
Agent for Service of Process
KAREN HARRIS, 2730 GATEWAY OAKS DRIVE SUITE 100 SACRAMENTO, CA 95833
Unable to Locate the Agent for Service of Process?
Fveference Information
NAIC #:
NAIC Group #:
California Company ID #:
Date authorized in California:
License Status:
Company Type:
State of Domicile:
10836
0111
4453-7 ."..;.
August 21,1997
UNLIMITED-NORMAL
Property & Casualty
NEW HAMPSHIRE
Golden Eagle Insurance Corporation
(a member of Liberty Mutual Insurance Companies)
A.M. Best #: 012076 NAIC #: 10836 FEIN #: 330763205
Address:
525 B Street
San Diego, CA92101
UNITED STATES
Phone: 619-744-6000
Fax: 619-744-6011
Best's Ratings
Financial Strength Ratings View
Definitions
Rating: A (Excellent)
Affiliation Code: p (Pooled)
Financial Size Category: XV ($2
Billion or greater)
Outlook: Negative
Action: Affirmed
Effective Date: April 09, 2009
Issuer Credit Ratings View
Definitions
Long-Term: a
Outlook:
Negative
Action:
Affirmed
Date: April 09,
2009
Auto
MERCURY INSUELANCE COMPANY
4484 WILSHIRE BLVD
LOS ANGELES, CA 90010
800-824-6194
Agent for Service of Process
JOANNA MOORE, 555 WEST IMPERIAL HIGHWAY BREA, CA 92821
Unable to Locate the Agent for Service of Process?
Reference Information
NAIC #:
NAIC Group #:
California Company ID #:
Date authorized in California:
License Status:
Company Type:
State of Domicile:
27553
0660
2143-6
November 14, 1973
UNLIMITED-NORMAL
Property & Casualty
CALIFORNIA
Mercury Insurance Company
§lPrint this page
(a member of Mercury General Group)
A.M. Best #: 003574 NAIC #: 27553
#: 952848960
FEIN
Address:
P.O. Box 54600
Los Angeles, CA 90054
UNITED STATES
Phone: 323-937-1060
Fax: 323-857-7116
Web: www.mercuryinsurance.com
Best's Ratinqs
Financial Strength Ratings View
Definitions
Rating: A+ (Superior)
Affiliation Code: g (Group)
Financial Size Category: XIII ($1.25
Billion to $1.5 Billion)
Outlook: Stable
Action: Affirmed
Effective Date: September 30, 2009
Issuer Credit Ratings View
Definitions
Long-Term: aa-
Outlook: Stable
Action: Affirmed
Date September 30,
2009
Workers Comp
PREFERRED EMPLOYERS INSURANCE
COMPANY
1455 FRAZEE ROAD, SUITE 1000
SAN DIEGO, CA 92108
Agent for Service of Process
LINDA R SMITH, 1455 FRAZEE ROAD SUITE 1000 SAN DIEGO, CA 92108
Unable to Locate the Agent for Service of Process?
NAIC #:
NAIC Group #:
California Company ID :.#:
Date authorized in California:
License Status:
Company Type:
State of Domicile;
Iveference Information
10900
0098
-,.4525-2 . . ,
May 08, 1998
UNLIMITED-NORMAL
Property & Casualty
CALIFORNIA
Preferred Employers Insurance Company
(a member ofW. R. Berkley Group)
A.M. Best #: 012191 NAIC #: 10900 FEIN #: 911874671
Address:
1455 Frazee Road, Suite 1000
San Diego, CA92108
UNITED STATES
Phone: 619-688-3900
Fax: 888-472-9490
Best's Ratinqs
Financial Strength Ratings View
Definitions
Rating: A+ (Superior)
Affiliation Code: g (Group)
Financial Size Category: XV ($2
Billion or greater)
Outlook: Stable
Action: Affirmed
Effective Date: May 17, 2010
Issuer Credit Ratings View
Definitions
Long-Term: aa-
Outlook: Stable
Action:
Affirmed
Date: May 17,
2010
Excess Liability
UNITED NATIONAL INSURANCE COMPANY
THREE BALA PLAZA EAST, STE. 300
BALA CYNWYD, PA 19004
Agent for Service of Process
COMMISSIONER INSURANCE, 300 CAPITOL MALL, 17TH FLOOR SACRAMENTO, CA 95814
Unable to Locate the Agent for Service of Process?
Reference Information
NAIC#:
NAIC Group #:
California Company ID #:
Date authorized in California:
License Status: '.••;._•
Company Type:
State of Domicile: •>.-.'
13064
0920
4756-3
September 30, 2002
N/A , ;f ., ,-
ACCREDITED REINSURER
PENNSYLVANIA^'":''-r-,:
United National Insurance Company
(a member of United America Indemnity
Group)
A.M. Best #: 003128 NAIC #: 13064
#: 231581485
Address:
Three Bala Plaza, East, Suite 300
Bala Cynwyd, PA 19004
UNITED STATES
Phone:610-664-1500
Fax:610-660-8887
Web: www.unitednat.com
FEIN
Best's Ratinqs
Financial Strength Ratings View
Definitions
Rating: A (Excellent)
Affiliation Code: g (Group)
Financial Size Category: X ($500
Million to $750 Million)
Outlook: Stable
Action: Affirmed
Effective Date: June 23, 2009
Issuer Credit Ratings View
Definitions
Long-Term: a
Outlook: Stable
Action: Affirmed
Date: June 23, 2009
'70
License Number:
Business Information:
Entity:
Issue Date:
Expire Date:
License Status:
Classifications:
Bonding:
Workers' Compensation:
790514 Extract Date: 06/19/2009
SEASIDE HEATING & AIR CONDITIONING INC
2942 INDUSTRY STREET #A
OCEANSIDE, CA 92054
Business Phone Number: (760) 643-1100
Corporation
01/26/2001
01/31/2011
This license is current and active. All information below should be reviewed.
CLASS DESCRIPTION
C20 WARM-AIR HEATING. VENTILATING AND AIR-CONDITIONING
C38 REFRIGERATION
C-4 BOILER. HOT WATER HEATING AND STEAM FITTING
CONTRACTOR'S BOND
This license filed Contractor's Bond number 9032661 in the amount of $12,500 with
the bonding company
AMERICAN CONTRACTORS INDEMNITY COMPANY.
Effective Date: 01/01/2007
Contractor's Bonding History
BOND OF QUALIFYING INDIVIDUAL
1. The Responsible Managing Officer (RMO) CHARLES DWAYNE BALCAR
certified that he/she owns 10 percent or more of the voting stock/equity of the
corporation. A bond of qualifying individual is not required.
Effective Date: 01/26/2001
This license has workers compensation insurance with the
PREFERRED EMPLOYERS INSURANCE COMPANY
Policy Number: WKN1209696
Effective Date: 03/01/2009
Expire Date: 03/01/2010
Workers' Compensation History
A.CORDT CERTIFICATE OF LIABILITY- '--
Dole (mm/dd/yy)
4/1/2010
Producer
Wood Gutmann & Bogart Insurance Brokers
15901 Red Hill Ave., Suite 100
Tustin, CA 92780
License No. 0679263
www.wgbib com
714 505.7000
714573.1770
Insured
Seaside Heating & Air
Conditioning Inc.
2942 Industry St., Ste. A
Oceansidc CA 92054
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.
THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE
COVERAGE AFFORDED BY THE POLICIES BELOW.
INSURER Golden Eagle Ins
__A
INSURER United National Ins Co A
B c/o Worldwide Facilities H
INSURER Mercury Insurancec
INSURER Preferred Employers
INSURER
E
.,*(., ™j 4.^. ^ -4
TIIC POLICIES Or INSUfJANCC LISTED BCLOW HAVE QLTN ISSUCD TO TIIC INSURED NAMED ABOVC FOR TIIC POLICY PERIOD INDICATED.
NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSUjI
TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICI6 "
NCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE
REGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR
LTR TYPE OF INSURANCE POLICY NUMB LIMITS
GENERAL LIABILITY
TICOMMERCIAL GENERAL LIAB
'CLAIMS MADE (TloccuR
CBP8715637 EACH OCCURRENCE
FIRE DAMAGE [Any one frd
MED EXP (Any one person)
PERSONAL & ADV INJURY
5EN-L A6& LIMIT Af»Lit5 KK
IPOUCY | IPROJCCT FTf
GENERAL AGGREGATE
PRODUCTS-COMP/C4' AGO
1.000.000
500.000
10.000
1.000.000
2.000.000
2.000.000
AUTOMOBILE LIABILITY
Y AUTO
ALL OWNED AUTOS
SCHEDULED AUTOS
7 HIRED AUTOS
7] NON-OWNED AUTOS
Comp $500 Ded
CCA0004188 9/18/2010 COMBINED SINGLE LIMIT 1,000,000
BODILY INJURY
(Per person)
BODILY INJURY
(Per accident)
Coll $500 Ded
PROPERTY DAMAGE
(Per accident)
GARAGE LIABILITY
~IANY ALJTo
AUTO ONLY • EA ACCIDENT
OTHER THANAUTO ONLY:AGG$
EXCESS LIABILITY
TjOOCUR f~1 CLAIMS MADE
DEDUCTIBLE
[RETENTION $
FCX0005970 9/18/2009 9/18/2010 EACH OCCURRENCE 1.000.000
AGGREGATE
WORKERS' COMPENSATION &
EMPLOYERS' LIABILITY WKN1209697 3/172010 3/1/2011 /fSTATUTORY LIMIT I foTHEH Lfc
EL EACH ACCIDENT 1.000.000
EL DISEASE - EA EMPLOYEE 1.000,000
EL DISEASE - POLICY LIMIT 1.000000
DESCRIPTION OF OPERATIONS/LOCAT ONS/VEHICLES/EXCLUSIONS ADDED BY ENDOKSEMENT/SPtCIAL PROVISIONS
Cily of Carlsbad is named as additional insureds per attached CG 20 10 07 04.
CERTIFICATE HOLDER : CAMCatATIOM
A/I
City of Carlsbad
Attn: Facilities Division
1635 Faraday
Carlsbad CA 92008
ACORD 25-S (7/97)
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE
EXPIRATION DATE THEREOF, THE ISSUING COMPANY WILL ENDEAVOR TO MAIL
'0' DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE
LEFT, BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION
OR LIABILITY OF ANY KIND UPON THE COMPANY, ITS AGENTS OR REPRE-
SENTATIVES. ' 10 Dayi for Non-Payimnt of Prwnlum.
CLIENT COD*-.;. ill PM Pagw , of 3
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
State of California
County of _
On •• • Bate
personally appeared
NMUAR. CAMS
11741312
Omp County
Mr Count. EufeM Aw 23.2011
who proved to me on the basis of satisfactory
evidence to be the person^ whose name^ is
subscribed to the within instrument and acknowledged
to me that he/sl)e/th§y* executed the same in
authorized capacity(idS), and that by
signature]^ on the instrument the
person(s£ or the entity upon behalf of which the
personO^facted, executed the instrument.
I certify under PENALTY OF PERJURY under the
laws of the State of California that the foregoing
paragraph is true and correct.
WITNESS my hand and official seal. #
Place Notary Seal and/or Stamp Above
Signature:
OPTIONAL —
Signature
Though the information below is not required by law, it may prove valuable to persons relying on the document
and could prevent fraudulent removal and reaitachment of this form to another document.
Description of Attached Document
Title or Type of Document:
/** *••-&T ^J^^i /?
Document Date:d j Number of Pages:
Signers Name:.
D Corporate Officer — Titte(s):
u Individual
Partner — D Limited u GeneralTop of thumb here
u Attorney in Fact
! I Trustee
L ) Guardian or Conservator
u other:
igner Is Representm
Signer(s) Other Than Named Above:
Capacity(ies) Claimed by Signer(s)
Signer's Name: -) ^iYULS 0 - Q..U
iZ Corporate Officer — Title(s):
u Individual
• j Partner — [l Limited Q General
D Attorney in Fact
C Trustee
H Guardiaaor Conservator
V Other:
L&
62008 National Notary Association- 9350 C* Solo Ave,, P.O.Box 2402 • Chatsworth,CA 91313-2402' www.NatlonalNotary.oip ltem»S907 Reorder; Call Toll-Fnw 1-800-87^6827
IMPORTANT
If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. A statement
on this certificate does not confer rights to the certificate holder in lieu of such endorsements).
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may
require an endorsement. A statement on this certificate does not confer rights to the certificate
holder in lieu of such endorsements).
DISCLAIMER
The Certificate of Insurance on the reverse side of this form does not constitute a contract between
the issuing insurer(s), authorized representative or producer, and the certificate holder, nor does it
affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon.
ACORD 25-S (7/97) created at www.eCertsONLINE.com
CEUT NO.: /11366* CLIENT CODE: SEASI-1 Karlad Spagnoli Vl/201!: 4:45,01 PM Page 2 of 3