HomeMy WebLinkAbout2008-02-05; City Council; Resolution 2008-0211
RESOLUTION NO. 2008-021
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 INC., FOR HVAC
4 MAINTENANCE SERVICES, BID NO. 08-10, FOR AN AMOUNT NOT-
TO-EXCEED $388,260 IN THE INITIAL TWO YEAR AGREEMENT
, TERM, AND AUTHORIZING AN INCREASE TO THE PREVIOUS TWO
D YEAR AGREEMENT TERM COMPENSATION AMOUNT BY 20% IN
EACH SUBSEQUENT TWO YEAR AGREEMENT TERM TO A
6 MAXIMUM COMPENSATION AMOUNT OF $1,413,267 OVER THE SIX
AVAILABLE YEARS OF THE AGREEMENT, AND AUTHORIZING THE
7 PUBLIC WORKS DIRECTOR OR HIS DESIGNATED
REPRESENTATIVE TO ADD ADDITIONAL MAINTENANCE
8 LOCATIONS AND INCREASE MAINTENANCE FREQUENCIES UP TO
THE LIMITS AUTHORIZED FOR EACH TWO YEAR AGREEMENT
g TERM^
10 WHEREAS, the City of Carlsbad requires the services of a HVAC services contractor;
1-I and
._ WHEREAS, proper bidding procedures have resulted in the City's receipt of a bid from a
qualified contractor, Seaside Heating and Air Conditioning, Inc.; and
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WHEREAS, a best value evaluation consistent with Carlsbad Municipal Code Section
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3.28.050 was performed by staff and has resulted in staff's determination that the bid submitted by
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Seaside Heating and Air Conditioning, Inc., at $161,775 per agreement year is the best value to
1R the City of Carlsbad; and
17 WHEREAS, staff recommends Council approve an additional $64,710 in funding for the
18 bid from Seaside Heating and Air Conditioning, Inc., in the initial two year agreement term to
19 ensure that funds are available to add work during the two year agreement term as infrastructure
20 is completed and accepted by the City and to ensure that funds are available in the event that the
21 actual work totals exceed the estimates indicated in the bid documents; and
22 WHEREAS, staff recommends award of the contract for Bid 08-10 HVAC Maintenance
Services to Seaside Heating and Air Conditioning, Inc., in an amount not-to-exceed $388,260 in
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the initial two year agreement term; and
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WHEREAS, staff recommends Council authorize an increase of 20% in funding in each
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subsequent two year agreement period to a maximum compensation amount of $1,413, 267
26 during the maximum six year life of the agreement to ensure that funds are available to add work
97 during the agreement year as infrastructure is completed and accepted by the City, to ensure that
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funds are available in the event that the actual work totals exceed the estimates indicated in the
bid documents, and to ensure that sufficient funds are available to fund increases in compensation
to the contractor in an amount not-to-exceed the Consumer Price Index for San Diego County in
the preceding two year term; and
_ WHEREAS, staff recommends Council authorize the Public Works Director, or his5
designated representative, to increase the services provided, add additional maintenance6
locations from the current or future inventory, or increase service frequencies to the limits
authorized during the course of each agreement year to allow day to day management of HVAC
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maintenance operations. Bi-annually, for a maximum six year agreement term, a formal
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amendment will be processed for City Manager approval indicating the actual service totals and
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the maximum compensation for the next two year agreement term; and
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WHEREAS, sufficient appropriations are available in the Facilities Maintenance
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Operating Budget - General Fund to fully fund the agreement.
13 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad,
14 California, as follows:
15 1. That the above recitations are true and correct.
A O
2. The bid of Seaside Heating and Air Conditioning, Inc., 2942 Industry Street, Suite
17 A, Oceanside, CA 92054, is the best value.
18 3. The bid of Seaside Heating and Air Conditioning, Inc., is hereby accepted.
4. That an additional $64,710 in funding is authorized in the initial two year term and
increases of 20% in funding in each subsequent two year agreement period are authorized.
5. That the maximum compensation amount will not exceed $1,413,267 over the
maximum six-year period of the agreement.
6. That the Public Works Director, or his designated representative, is authorized
increase the services provided, add additional maintenance locations from the current or future
inventory, or increase service frequencies to the limits authorized during the course of each
agreement year to allow day to day management of HVAC maintenance service operations.
1 7. That bi-annually, for a maximum six year agreement term, a formal amendment
2 will be processed for City Manager approval indicating the actual service totals and the maximum
3 compensation for the next two year agreement term.
4 8. That the Mayor of the City of Carlsbad is hereby authorized and directed to
5 execute an agreement with Seaside Heating and Air Conditioning, Inc. for an amount not-to-
6 exceed $388,260 in the initial two year agreement term, a copy of which is attached, for and on
7 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 5th day of February, 2008, by the following vote to wit:
AYES: Council Members Lewis, Kulchin, Hall, Packard and Nygaard.
NOES: None.
ABSENT: None.
ATTEST:
fRRAIhtBM.WO
JEAL) U
AGREEMENT FOR HVAC MAINTENANCE SERVICES
Seaside Heating and Air Conditioning, Inc.
THIS AGREEMENT is made and entered into as of the // __ day of
2QO%. by and between the CITY OF CARLSBAD, a municipal of
'corporation, ("City1'), ar\dt\5easicLi l<Lt<di'i\can<t Ai'r(^hati*-.t'fys a PJH f)fft aJ^rx^, rf)
("Contractor"). D -^ '
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.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
City of Carlsbad 1
Bid No. 08-10 HVAC Maintenance Services
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 one-year periods or parts thereof in an amount not to exceed Four Hundred
Sixty Five Thousand, Nine Hundred and Twelve dollars ($465,912) in the first two year
extension period and not to exceed Five Hundred Fifty-nine Thousand, and Ninety-five
dollars($559,095) in the second two year extension period. Total compensation under
this agreement shall not exceed One Million, Four Hundred Thirteen Thousand, Two
Hundred and Sixty-seven dollars. 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.
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 requested increase will be evaluated by the City, and the City
reserves the right to 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 agreement 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.
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
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
term will not exceed Three Hundred Eighty-eight Thousand, Two Hundred and Sixty
dollars ($388,260). 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.
Certified payroll documents shall be submitted to the City with each billing.
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
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
\0
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.
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. PREVAILING WAGES TO BE PAID
The general prevailing rate of wages for each craft or type of worker needed to execute
the contract shall be those as determined by the Director of Industrial Relations
pursuant to Sections 1770, 1773 and 1773.1 of the Labor Code. Pursuant to Section
1773.2 of the Labor Code, a current copy of the applicable wage rates is on file in the
Office of the City Engineer. The contractor to whom the contract is awarded shall not
pay less than the said specified prevailing rates of wages to all workers employed by
him or her in execution of the contract.
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.
City of Carlsbad
Bid No. 08-10 HVAC Maintenance 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.
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
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
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
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
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
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
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:
M n i A o u i For Contractor:Name: Dale A. Schuck
Title: Public Works Supervisor Name: Jay Sebrinq
Title: President
Department: General Services Address; 2942.A industrv street
City of Carlsbad Oceanside. Ca 92054
Address: 405 Oak Avenue. phone No, 760.643.1100
Carlsbad. CA 92008
Phone No. (760) 434-2949
City of Carlsbad
Bid No. 08-10 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
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
8
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
City of Carlsbad
Bid No. 08-10 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.
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
10
n
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
*By:
IRl/SBAiy a/municipal
Dfttte Staieef California
(print name/title)
ATTEST:
(print name/title)
SIf required by City, proper notarial acknowledgment of execution by contractor mustT5e
attached. If a Corporation. Agreement must be signed by one corporate officer from
each of the following two groups.
//;j11\
*Group A.
Chairman,
President, or
Vice-President
**Group B.
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or
assistant secretary under corporate seal empowering the officer(s) signing to bind the
corporation.
APPROVED AS TO FORM:
RONALD R. BALL, City Attorney
Deputy City AttorViey
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
11
VENDOR'S PROPOSED COST OF SERVICE*
PAGE 1 OF 6
The matrix below describes four 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 Hydraulic 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:
Kern
No.
1.
2.
3.
4.
Description
Routine Preventative
Maintenance:
Calavera Community
Center
2997 Glasgow Drive
Routine Preventative
Maintenance:
City Hall Complex
1200 Carlsbad Village
Drive
Annual Chiller
Preventative
Maintenance:
City Hall Complex
1200 Carlsbad Village
Drive
Routine Preventative
Maintenance:
Paries Division
Administration and
Modular.
11 66 Carlsbad Village
Drive
Estimated
Quantity and
Units*
4
6
1
4
Unit Price
$140
Per Occurrence
$300
Per Occurrence
$1.000
Per Occurrence
$55
Per Occurrence
Annual Total
$560
Extended Amount
$1.800
Extended Amount
$1.000
Extended Amount
$220
Extended Amount
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
12
Item
No.
5.
6.
7.
8.
9.
10.
11.
12.
Vendors Proposed cost of Service Chart - Page 2 of 6
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
Per Occurrence
$40
Per Occurrence
$65
Per Occurrence
$600
Per Occurrence
$1.500
Per Occurrence
$150
Per Occurrence
$40
Per Occurrence
$600
Per Occurrence
Annual Total
$420
Extended Amount
$160
Extended Amount
$390
Extended Amount
$2.400
Extended Amount
$1.500
Extended Amount
$1.800
Extended Amount
$160
Extended Amount
$2.400
Extended Amount
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
13
Item
No,
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
Vendors Proposed cost of Service Chart - Page 3 of 6
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
Routine Preventative
Maintenance:
Heritage Hall
2659 Garfield
Estimated
Quantity and
Units*
4
4
4
4
4
4
4
1
4
1
UnftPrifee
$50
Per Occurrence
$40
Per Occurrence
$40
Per Occurrence
$40
Per Occurrence
$80
Per Occurrence
$50
Per Occurrence
$50
Per Occurrence
$30
Per Occurrence
$50
Per Occurrence
$30
Per Occurrence
Annual Total
$200
Extended Amount
$160
Extended Amount
$160
Extended Amount
$160
Extended Amount
$320
Extended Amount
$200
Extended Amount
$200
Extended Amount
$30
Extended Amount
$200
Extended Amount
$30
Extended Amount
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
14
Item
No.
23.
24.
25.
26.
27.
28.
29.
30.
31.
Vendors Proposed cost of Service Chart - Page 4 of 6
Description
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
Routine Preventative
Maintenance:
Railroad Depot
400 Carlsbad Village
Drive
Routine Preventative
Maintenance:
Scouf House
3225 Eureka Place
Estimated
Quantity and
Units*
2
4
4
4
4
1
4
1
4
Unit Prise
$40
Per Occurrence
$40
Per Occurrence
$40
Per Occurrence
$120
Per Occurrence
$525
Per Occurrence
$1.000
Per Occurrence
$40
Per Occurrence
$40
Per Occurrence
$40
Per Occurrence
Annual total
$80
Extended Amount
$160
Extended Amount
$160
Extended Amount
$480
Extended Amount
$2.100
Extended Amount
$1.000
Extended Amount
$160
Extended Amount
$40
Extended Amount
$160
Extended Amount
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
15
Item
No.
32.
33.
34.
35.
37.
38.
39.
Vendors Proposed cost of Service Chart - Page 5 of 6
Description
Routine Preventative
Maintenance:
Stagecoach
Community Ctr.
3420 Cam/no de los
Coches
Routine Preventative
Maintenance:
Safety Center
2560 Orion Way
Annual Chiller
Preventative
Maintenance:
Safety Center
2560 Orion Way
Routine Preventative
Maintenance:
Senior Center
799 Pine Avenue
Routine Preventative
Maintenance:
Water District
5950 El Cam/no Real
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
1
4
4
$70,000.00/year*
1700 Hours*
125 hours*
Unit Price
$140
Per Occurrence
$440
Per Occurrence
$1.000
Per Occurrence
$260
Per Occurrence
$120
Per Occurrence
20%
discount from list
price as shown in
the
i2 ARH Service
Biller
$45
per hour
$45
per hour
Annual Total
$560
Extended Amount
$1.760
Extended Amount
$1.000
Extended Amount
$1.040
Extended Amount
$480
Extended Amount
$56.000
($70,000.00 x discount)
(Extended Amount)
$76.500
Extended Amount
$5.625
Extended Amount
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
16
Vendors Proposed cost of Service Chart - Page 6 of 6
'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.
Note: This Agreement is subject to prevailing wage laws, Labor code Section 1770 et seq.
Total amount of Vendor's bid per agreement year in words: One Hundred Sixty-
one Thousand. Seven Hundred and Seventy-five dollars (Items 1-39)
Total amount of Vendor's bid per agreement year in numbers: ($161.775) (Items
1-39)
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
17
CITY OF CARLSBAD
BID 08-10 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 PUBLIC WORKS 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.
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
18
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. "PUBLIC WORKS DIRECTOR" - The official designated as the Public
Works Director of CITY, 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.
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
19
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 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
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
20
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 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.
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
21
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.
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.
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
22
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.
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
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
23
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 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
Bid No. 08-10 HVAC Maintenance Services
City of Carlsbad
/AC Maintenance Services
24
3\
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.
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.
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
25
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.
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.
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
26
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 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
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
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'-A
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 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
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
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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 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
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
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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 ADMNISTRATOR 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 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.
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
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"Appendix B"
CITY OF CARLSBAD
HVAC MAINTENANCE SERVICES
BID NO. 08-10
INSPECTION RATING FORM
SITE: SAFETY CENTER 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
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
31
^
"Appendix C"
CITY OF CARLSBAD
HVAC MAINTENANCE SERVICES
BID NO. 08-10
PREVENTATIVE MAINTENANCE FREQUENCIES AND EQUIPMENT LIST
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
32
CITY OF CARLSBAD
TECHNICAL PUBLICATION
HEATING, VENTILATION AND AIR CONDITIONING
PREVENTATIVE MAINTENANCE
QUALITY STANDARDS
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
33
TABLE OF CONTENTS
PREVENTATIVE MAINTENANCE QUALITY STANDARD
THEORY
EQUIPMENT & ENCLOSURES
SAFETY
CONTROLS & OTHER EQUIPMENT
PREVENTATIVE MAINTENANCE TASKS AND SCHEDULES
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
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1\
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.
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
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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.
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
36
13
PREVENTATIVE MAINTENANCE TASKS AND SCHEDULES
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.
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
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5. Miscellaneous Equipment
Exhaust fans, manual valves, float valves, direct expansion valves,
thermometers, gauges, magnetic starters, manual motor starters, pump
and fan motor drives, belts, electrical wiring from motor starter to their
respective motor, check valves, refrigerant piping and piping insulation,
refrigerant. The contractor shall clean, inspect and adjust these items,
each visit. The contractor shall provide detailed information as to services
performed and condition of each individual component in the service
report. The contractor shall inform the 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.
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
38
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.
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
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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.
2. ELECTRICAL
a. Check all terminals for tightness.
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
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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.
e. Check economizer controls.
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
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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.
2. ELECTRICAL
a. Check all terminals for tightness.
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
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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.
e. Check economizer controls.
7. FILTERS
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
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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.
g. Provide the necessary labor and chemicals to properly maintain all water
within the heating and cooling circulating system(s) to control metal
corrosion, scale formation, biological fouling, or contaminated discharge.
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
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h. 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.
i. Provide all labor to take test samples, adjust feed rates, change settings,
drain and flush systems, service automatic equipment, manually inject
chemicals (for closed systems), physically clean (a) spray nozzles, (b)
eliminators, (c) tower interior as needed, and provide a detailed water
analysis and service report monthly after performing those services outlined
above.
j. Inspect system(s) for any new scale formation, organic growths, and other
visible foulants and propose corrective action as required.
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.
F. CHILLERS
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
45
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
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.
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
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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
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
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
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enf
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.
*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.
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
48
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.
H. FURNACES
1. CONTROLS
a. Check pilot.
b. Check all limit controls.
c. Check pilot safety devices.
d. Check gas valve operation.
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
49
J-
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.
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
50
EQUIPMENT LIST
Bid
Item
1
2&3
4
5
6
7
8.9&10
11
12
13
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
Fire Station #1
1275 Carlsbad Village Drive
SF
(Approximate)*
17,400
16,000
1,950
10,000
4,100
2,500
65,000
1,850
68,000
5,040
Equipment Listing
4 Package AC Units
5 Exhaust Fans
4 Auxiliary Heaters
2 Package AC Unit
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 Machines
2 Gas/Electric Split Systems
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
51
Bid
Item
14
15
16
17
18
19
20
21
22
23
24
25
26
27&2S
29
30
31
Facility and Address
Fire Station #2
1 906 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
Harding Community Center
3096 Harding Street
Heritage Hall
2659 Garfield Street
Hiring Center
5958 El Cam/no Real
Holiday House
3235 Eureka Place
Kruger House
3215 Eureka Place
Learning Center
3368 Eureka Place
Cole Library
1250 Carlsbad Village Drive
Magee House
258 Beech
Railroad Depot
400 Carlsbad Village Drive
Scout House
3225 Eureka Place
SF
(Approximate)*
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
4,100
1,600
1,900
Equipment Listing
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 .5 Ton Liebert)**
1 Chiller (90 Ton)
1 Boiler
5 Air Handlers
4 VFD's
14 VAV's
4 Water Pumps
2 Split Systems
2 Furnaces
1 Split System
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
52
Bidfc*f%I
Item
32
S3&34
35
36
Facility and Address
Stagecoach Community
Center
3420 Cam/no de los Coches
Safety Center
2560 Orion Way
Senior Center
799 Pine Avenue
Water District
5950 El Cam/no Real
SFWi
(Approximate)4'
17,400
64,000
28,300
18,300
Equipment Listing
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 Packaged Heat Pumps
City of Carlsbad
Bid No. 08-10 HVAC Maintenance Services
53
Unspecified Value Offering
» Seaside i [eating and Air Conditioning, Jnc will provide three technicians for
emergency service thai reside between one and five miles of all City buildings.
side will provide emergency phone numbers for 24 hoyr service,
* Seaside will provide eel! phone and home phone numbers 1'ur emergencies.
* Seaside will provide Tree software adjustments for yearly Chy holidays.
« Seaside will provide free Comfort View software training,
* Seaside has two Carrier certified technicians on the City of Carlsbad controls that
will be crucial in servicing the Cities HVAC equipment.
» Seaside has 13 radio dispatched trucks and all trucks have a tracking system
to better serve the customer,
* Seaside will not charge overtime for after hours service calls.
* Seaside has j full construction erew, Sor insults and replacing units,
* Scasioe technicians have serviced the City of Carlsbad buildings for many years
and knows the City of Carlsbad bui!dis»gs very wei!
* Seaside has its own controls department with experience in all types of controls,
including Carrier, Honeywell and Reliable,
54
EXHIBIT MB"
CONTRACTOR'S
Bid No. 08-10
The CONTRACTOR shall set forth in Exhibit B to the proposed CONTRACT:
A, Each labor or supervisory position by title that wit! make up the
CONTRACTOR'S work force needed to provide the described services.
B, A sufficiently detailed explanation of the minimum qualifications tor a person
working in each position title, including any required licenses and/or certifications.
C, The minimum annual man-hours lor 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 he 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, iirid assuring that the CONTRACTOR'S bid is
reasonable and complete. Nothing In this Attachment shall in any way be
construed to remove, tessen, 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 titie(s) corresponding to this form.
A.C. TOTAL
ANNUAL
HOURS
CHARLES BALCAR
SERVICE TECHNICIAN
26 years commercial service tech.
B:PA Universal cer Li I .teat ion
Carrier Comfortworks certification
Honeywell 1»BCS certification
500
JAY
SEKIVCE TECHNICIAN
t ir
15 years coaroercial service tech,
EPA Universal certification
Carrier Comfortworks certification
500
( it> w: < us!iui N. ns
ad EPA Type I,
i H\ V* Maintenance Sen-ices
II
55
"B" 2
CONTRACTOR'S WORK FORCE
(Continued)
A. POSITION TITLE B. QUALIFICATIONS C. TOTAL
ANNUAL
HOURS
Paul Gottschall
Service Technician
Dave Morris
Service Technician
8 sheetaetal fabric tor
R410A certification
EPA Universal certification
15 yrs. HVAC journeyman
EPA, Universal certification
23 yrs. HVAC journeyman
R410A certification
Mike Jones
Service Technician Kf*A Universal certification
R41QA certification
6 years maintenance technician
200
200
I'-IV ul
B-d No. ui tUH\A< Mamten<>ncc .Services
56
Pag® 3
CONTRACTOR'S WORK FORCE
(Continued)
0. Other StaW Support
Title Description / Qualifications
Glenn Wright
Us «par,c;her
Susan Sabring
Human Resources
With 20 years experience .in the industry,Gloria
dispatches ail service culls and imputrf them ?nt
j the system. Also orders materials.
With 30 years in the industry, Susan process new
employees and handles A/1 and A/P,
She'la Clark
Data Input
t
With two years in the industry, Sho'la inputs
and processes all invoices for billinq.
Scott Palchartis
Warehouse supervisor
With ten years in the industry, Scott picks up
all materials and runs the wherehotsse.
Each Tuesday Seaside has service meetings. Seaside chooses one topic
(and performs hands on training,
{Seaside sends our technicians to training classes throughout the year,
Bui V> ():i- i.i}'i\ At' Vhinsenanee Services
57
EXHIBIT "C"
LISTING OF SUBCONTRACTORS
Bid No. 08-10
CONTRACTOR is required to furnish the following information relative to the
subcontractors he proposes to us®.
If ait work is to be done without subcontractors, write "NONE" in the following
space;
City of Carlsbad
Bid No, 08-10 HVAC Maintenance Services
NAME UNDER
WHICH SUB-
CONTRACTOR IS
LICENSED
j
L ^
.
,/-""
/'f/
/
\
LICENSE
NUMBER AND
CLASS
A
*•?"*'
ff"
/'
'"y11"' ""•"
X""
\
ADDRESS AND
TELEPHONE
!
/*"
TYPE AND PORTION OF •'
WORK SUBCONTRACTOR
WILL PERFORM
j . .r ~i
\
58