CITY OF ALHAMBRA SEPTEMBER 10, 2018 RFP2M CONTRACT DOCUMENTS & REQUEST FOR PROPOSAL

Transcription

1 CITY OF ALHAMBRA SEPTEMBER 10, 2018 RFP2M CONTRACT DOCUMENTS & REQUEST FOR PROPOSAL FOR HEATING, VENTILATION AND AIR CONDITIONING MAINTENANCE SERVICES FOR ALHAMBRA CITY HALL, ALHAMBRA CIVIC CENTER LIBRARY, AND ALHAMBRA POLICE DEPARTMENT IN THE CITY OF ALHAMBRA City of Alhambra 111 South First Street Alhambra, California SEPT 10 OCT 5 1

2 REQUEST FOR PROPOSAL FOR HEATING, VENTILATION AND AIR CONDITIONING MAINTENANCE SERVICES FOR CITY HALL, ALHAMBRA CIVIC CENTER LIBRARY, AND ALHAMBRA POLICE DEPARTMENT IN THE CITY OF ALHAMBRA GENERAL INFORMATION: The city of Alhambra is requesting proposals for heating, ventilation and air conditioning maintenance services, for a three-year period, with the potential for two one-year extensions, in accordance with the provisions, specifications and proposal instructions. A selection committee will review all proposals. In order to be considered for selection, a project proposal must incorporate all of the information required in this document. The failure to incorporate all of the requested information may result in disqualification of the proposal. Send proposals to: City of Alhambra Management Services 111 South First Street Alhambra, CA Direct Inquiries to: Julio Donayre Management Analyst (626) JDonayre@Cityofalhambra.org Proposals due: FRIDAY OCTOBER 5, :00PM PST MANDATORY BIDDERS CONFERENCE SCHEDULE FOR THURSDAY SEPTMEBER 27 AT 8:30 A.M. MEET AT THE CITY HALL LOBBY, 111 S. FIRST STREET, ALHAMBRA CA PLEASE BE PREPARED TO CLIMB LADDERS. PLEASE RSVP TO ATTEND. Award of contract, if any, will be made in the best interest of the City and shall be based upon various factors, including but not limited to the following: Price, bidder s qualifications, experience, reputation, and proximity of operation in relation the City s location. The City of Alhambra reserves the rights to accept or reject any or all Proposals, to be the sole judge of the merits and qualifications of the services and/or items offered and the ability of bidder to responsibly perform. The City reserves the right to waive any irregularities or informalities in any Proposal or in the bidding procedure and may accept other than the lowest bid offered. Proposal may not be withdrawn for a period of sixty (60) days after the time Proposals are due. The successful bidder shall meet all insurance requirements of the City including but not limited to the provisions of personal and property liability including automobile coverage and Workers Compensation in the limits acceptable to the City. All required insurance shall name the City of Alhambra as Additional Insured. September 10, 2018 September 27, 2018 October 1, 2018 October 5, 2018 October 22, 2018 October 29, 2018 November 1, 2018 TIMETABLE OF ACTIVITIES Bid Posting Mandatory Pre-Bid Walk-Through Question Deadline Bids Due no later than 1:00pm Contract awarded by City Council Final pre-job walk w/ successful bidder Start day for services The City of Alhambra reserves the right to adjust this schedule as necessary. All responses must be on the forms provided by the City in this Proposal Package unless 2

3 otherwise stipulated. The entire proposal package must be returned with all requested information completed. Except for additional information specifically requested within this document or by written addenda, no additional material will be accepted. All responses must be completed as required, signed by an official of the firm who is authorized to enter into a binding agreement with the City on behalf of the company, and must be received in the place and by the time designated in this document. One signed original and three (3) copies shall be supplied to the City. GENERAL REQUIREMENTS Purpose The purpose of the Request for Proposals (RFP) is to solicit proposals from qualified firms interested in contracting with the City of Alhambra (hereinafter referred to as City ) to provide heating, ventilation and air conditioning maintenance services at the Alhambra City Hall, Alhambra Civic Center Library, and Alhambra Police Facility, on an annual basis. A list of equipment is included for each facility. Alhambra City Hall is approximately 55,000 square feet three story building constructed in The Alhambra Police Facility is approximately 60,000 square foot four story building constructed in The Alhambra Civic Center Library is a 45,000 square foot two story building opened in Award of this contract will be made by the City Council. City Option to reject all proposals The City may, at its sole discretion, reject any and all proposals submitted in response to this RFP. The City will not be liable for any costs incurred in connection with the preparation and submittal of any proposal. The City reserves the right to waive any irregularities in a submitted proposal. Contract Sum All proposals will include specific proposals for any annual contract fee, based upon the description of services to be performed in the Term & Conditions and Maintenance Schedule Sections of this RFP. Contract Payment Payment to contractor will be made in arrears on a monthly basis for services performed, provided that the contractor is not in default under any provisions of this agreement. Term of Contract The term of contract will be for Thirty-six months commencing on November 1, 2018, and will remain and continue in effect until October 31, 2021, unless terminated earlier pursuant to the contract. The Contract may be renewed for two additional 1-year periods upon mutual written agreement of the parties. Any contract entered into pursuant to this notice will incorporate the provisions of the State Labor Code. Compliance with the prevailing rates of wages and apprenticeship employment standards established by the State Director of Industrial Relations will be required. 2

4 Contractors shall ensure against discrimination in employment practices on the basis of race, color, national origin, ancestry, sex or religion will also be required. The City of Alhambra hereby ensures that minority business enterprises will be afforded full opportunity to submit proposals in response to this notice and will not be discriminated against on the basis of race, color, national origin, ancestry, sex, or religion in any consideration leading to the award of contract. Discrepancies and Misunderstandings Contractors must satisfy themselves by personal examination of the work site, specifications, and other contract documents, and by any other means as they may believe necessary, as to the actual physical conditions, requirements and difficulties under which the work must be performed. No contractor will at any time after submission of a proposal make any claim or assertion that there was any misunderstanding or lack of information regarding the nature or amount of work necessary for the satisfactory completion of the job. Any errors, omissions, or discrepancies called to the attention of the City of Alhambra will be clarified by the City in writing to all proposer s prior to the submission of proposals. Legal Responsibilities All proposals must be submitted, filed, made, and executed in accordance with State and Federal laws relating to proposals for contracts of this nature whether the same or expressly referred to herein or not. Any proposers submitting a proposal will by such action thereby agree to each and all of the terms, conditions, provision, and requirements set forth, contemplated, and referred to in the Specifications, and other contract documents, and to full compliance therewith. Examination of Site and Contract Documents Every proposer must attend the mandatory bidders conference scheduled for Thursday September 27 at 8:30 A.M. in the Lobby of City Hall, 111 S. First Street, Alhambra. Each proposer will visit the sites of the proposed work and fully acquaint himself/herself with the conditions relating to the facility and labor so that he/she may fully understand the requirements, difficulties, and restrictions attending the execution of the work under the contract. Proposer will thoroughly examine and be familiar with the specifications. The submission of a proposal will be taken as prima facie evidence of compliance with this section. Interpretation of Documents A person in doubt as to the meaning of any part of the contract documents, or finds discrepancies, in, or omissions from the specifications, may submit to the City a written request for an interpretation or correction thereof. The person submitting the request will be responsible for its prompt delivery. Any interpretation or correction of the contract documents will be made only by addendum duly issued and a copy of such addenda will be mailed or delivered to each person receiving a set of the contract documents. No oral interpretation of any provision in the contract will be made to any proposer. 3

5 Proposer Interested in More than One Proposal No person, firm, or corporation will be allowed to make or file, or be interested in more than one proposal for the same work unless alternate bids are specifically called for. This restriction does not apply to formal proposals as a prime contractor. No proposal will be accepted from a contractor who has not been licensed in accordance with the provisions of the State Business and Professional Code. Listing Contractors Each proposer will submit a list of the proposed subcontractors of this project as required by the Subletting and Subcontracting Fair Practice Act (Govt. Code Sec 4100 et seq.) Forms for this purpose are furnished with the contract documents. PROPOSAL CONTENT: INSTRUCTIONS TO FIRMS SUBMITTING PROPOSALS Proposal Document The proposal document included in this set of specifications shall be completed and submitted with the following information: Cover Letter A one-page cover letter will be provided which includes the firm name, address and telephone number of the person or persons to be used for contact and who will be authorized to make presentations for the firm. The cover letter must bear the signature of the person authorized to sign on behalf of the bidder and to bind the applicant in the contract. Table of Contents A comprehensive table of contents of the material should be included in the proposal. Work statement and Quality Control Plan The proposal will provide a statement of the proposer s understanding of the work to be done a description of the methods and techniques to be used by the proposer to achieve the objective of the contract, and a positive statement of commitment to perform. Contractor Costs This section of the proposal will outline all costs for services specified in the technical provisions of this document for the duration of the contract. Staff Qualifications This section should show that the organization is adequately staffed and trained to perform the required service or should demonstrate the capability for recruiting such staff. Corporate Capability This section must provide a summary of relevant background information to ensure that the prospective contractor has the capacity to perform the required services. The firm submitting the proposal must have sufficient experience as a corporation or other entity. 4

6 References This section should provide a list of all current large accounts by name, address, telephone number, and length of service. Acceptance of Conditions This section will be a statement offering the proposer s acceptance of all conditions listed the Request for Proposals document. Any exception on the contractor s behalf must be stated in the proposal including any provisions in Contract. Additional Data This section may contain material not specifically requested for the evaluation, but which the proposer wishes to submit. This may include sales brochures, pictures, a general narrative, and a statement of additional services the contractor may wish to provide. PROPOSAL FOR HEATING, VENTILATION AND AIR CONDITIONING MAINTENANCE SERVICES FOR CITY HALL, ALHAMBRA CIVIC CENTER LIBRARY, AND ALHAMBRA POLICE DEPARTMENT In accordance with the City of Alhambra s Request for Proposals, the undersigned proposer hereby proposes to furnish all materials, equipment, tools, labor, and incidentals required for contract documents therefore, and to perform all work in the manner and time prescribed therein. Proposer declares this proposal is based upon careful examination of the work site, specifications, instructions to firms submitting proposals, and all other contract documents. If this proposal is accepted for award, proposer agrees to enter into a contract with the City of Alhambra at the unit and/or lump sum prices set forth in the following Proposal Schedule. PROPOSER S NAME: BUSINESS ADDRESS: TELEPHONE: CONTACT PERSON: 5

7 SCOPE OF WORK Proposer shall demonstrate adequate qualifications and experience in performing the following work required for maintaining all mechanical systems and equipment at various City facilities as listed in Attachment A, Equipment Lists as well as the maintenance and management of the Building Automation Systems (BAS) at various City facilities in order to optimize efficiency and effectiveness of lighting and mechanical systems. Detailed requirements are set out below. Services will include all parts and labor, online service, emergency repairs, predictive and preventative maintenance, and a designated number of on-site visits per year in accordance with negotiated agreement and scope of work. The final scope of work may be adjusted after a complete survey and audit of each system by the selected Proposer(s). Proposers may only submit proposals for the entirety of services requested. Proposals that omit portions of specific work will not be considered. Any subcontractors or combination of subcontractors must be listed in the appropriate area of the proposal. The selected contractor must comply with all current City of Alhambra and other applicable safety regulations. Additional Requirements: Service Provider will provide the following: 1. Inspections in the form of non-destructive testing, vibration and noise monitoring, chemical analysis as well as routine visual inspections shall be performed to ensure that the maintained system(s) are in proper operating condition and to identify any potential system(s) failures. 2. Preventive Maintenance work in conjunction with Predictive Maintenance shall be performed to detect early signs of deteriorating performance and to predict potential system(s) failures. Refer to equipment Operation & Maintenance Manuals for any maintenance clarifications and recommendations. 3. On-call services 24 hours per day, 7 days per week, 52 weeks per year including holidays to minimize downtime and inconvenience to building users. City desires an emergency on-site response within 4 hours upon notification. 4. Account management to coordinate the execution of these services, including scheduling of technicians, materials, and parts. All regular service must be scheduled and approved with City staff a minimum of 48 hours in advance of technicians arriving on-site. 5. Account manager and vendor representatives as needed shall coordinate and participate in monthly meetings with City staff to review system status, outstanding repairs or recommended upgrades, and 6

8 schedule of regular service. 6. Prior to starting work, technicians must check-in with City staff to discuss any equipment or system issues and review equipment logs. 7. Equipment/mechanical rooms shall be left in the same clean condition as existed prior to start of the work. 8. Operator coaching to insure City staff gain full utilization of the mechanical systems and assist them in identifying, verifying, and resolving problems found in executing daily tasks. One hour of coaching to be conducted on normal business days and hours, during scheduled visits. 9. Written Service Report for services performed detailing the purpose of the service, summarizing the work that was performed, advice on equipment condition, and suggested follow-up that is needed. 10. Complete on-site service log for all major equipment. 11. Annual preventive maintenance in accordance with a program of standard routines as determined by Service Provider's experience, equipment application, and equipment operating hours that are recommended by each equipment manufacturer and location. Service shall be designed to optimize the reliability and efficiency of the equipment, extend the useful life of the equipment, and provide possible indications of excessive wear and damage to the maintained systems before a catastrophic failure occurs during the next operating season. 12. Provide recommendations for repairs and services that enhance equipment performance. 13. Maintain indoor air quality by providing and changing air filters to minimize dust and particles from collecting in ductwork to insure proper flow through cooling and heating coils thus preventing restrictions in airflow, leading to higher system and energy efficiency. Filters shall be MERV 10 unless unit operations dictate other specification. Filters shall be physically dated when changed. The equipment and filters included under this service are itemized in the Equipment List. In the event the air filter material or cleaning is required more frequently than manufacturer's recommendations, Service Provider shall make recommendations to the City for approval to adjust the frequencies and any associated cost. 14. Contractor will be required to administer a security background check on an annual basis and complete drug testing for each employee before they are hired. Contractor s employees will be required to wear a uniform with the company name and the service technician s name clearly identified on the shirt and/or an identification badge. 7

9 15. Provide temporary cooling for Police Department, Records/ Call Center/ Jail/ Dispatch, Server Room when conducting maintenance tasks that requires shut down of critical HVAC units. 16. Complete any required maintenance checklists, report observations to appropriate customer representative on mechanical components as well as on control and energy management units. 17. Water Treatment Services are not included in this request for proposal. Equipment Tasks: The following task list represents minimum expectations for service. Tasks will vary depending on the specific make/model of equipment. Service Technicians shall follow manufacturer's or industry standards, whichever is more frequently prescribed. Tasks may be specific to only certain pieces of equipment, and therefore are not required on others. Service Provider is required to use their expertise in providing the necessary tasks for a comprehensive building mechanical preventative maintenance program. Anticipated Maintenance Schedule ENERGY MANAGEMENT & CONTROLS SCOPE Training: One yearly onsite training provided for operators. Software Maintenance: Furnish and install manufacturer s software revisions, to maintain the originally intended functional capabilities of the systems. Software Updates limited to current version revisions for the front end workstations. Monthly PM (12 Services/per year) Tune PID loops Database Protection: Back-up HVAC control system database, software and graphics. Should an event occur, respond to reload the database and system files from stored backup and ensure proper operation and performance. However repair costs and cost to reload the databases and system files will be at the preferred material and labor rates. Test and Inspect the Energy Management System: Perform the following tasks as required by owner or as time permits. Some tasks to be accomplished over multiple visits. Analyze the physical condition of the DDC network and the performance of data communications and make recommendations for improvements. Check for problems with how controllers appear in the Device manager. Ensure point values for controllers are saved. 8

10 Visually inspect all control panels for equipment associated with the EMS. Verify functionality of the system. Verify accuracy of instrumentation. Check graphics for correct mapping. Verify controller compliance with approved sequence of operations. Quarterly PM (4 services/per year) Perform Terminal Unit Functional Performance Testing: Analyze the performance of the HVAC terminal units (VAVs, Pumps, AC units, etc.). Perform heating to cooling switchover. Ensure all set points are at desired ranges and overrides are released which may be controlling units. Also Test: dampers, valves, temperature sensors, relays, and alarms. Semi-Annual PM (2 services/per year) Perform Air handler Performance Testing: Analyze performance of HVAC air handling heating and cooling systems. Test outside air dampers, mixed air dampers, peripheral sensors/devices, and alarming. Annual PM (1 service/per year) Control System and Service Review: Hold a review with staff to discuss the services performed during the past year and to recommend improvements and options to enhance system performance, resolve operational problems, and to meet changing needs and objectives. Upgrade Existing Front End Workstation Include Compass Alerton Upgrade for existing front-end workstation. Air Cool Chiller HVAC MECHANICAL SCOPE Operational/ Quarterly Service Check with appropriate customer representative for operational deficiencies. Check system pressures and temperatures. Check refrigerant charge. Top off fluids if low. Check compressor oil level(s). Visually inspect starter. Check crankcase heater. Visually inspect for refrigerant and oil leaks. Check condition of condenser coils. Check condenser fan blades and motors. Check for proper condenser fan rotation. Check for unusual noise and vibration. Check overall condition of unit. Clean area around equipment. Complete maintenance checklists, report observations to appropriate City rep. 9

11 Comprehensive/ Annual Check with appropriate customer representative for operational deficiencies. Change compressor oil level(s). Scheduled Annual Change for Police Dept. York Chiller Model# YCWJ88XV0-46PE Inspect starter. Check crankcase heater. Meg ohm test compressor motor(s). Conduct refrigerant leak test. Check and tighten electrical connections. Check safeties. Check operating controls. Check contactor(s). Check condition of condenser coils. Check condenser fan blades and motors. Check for proper condenser fan rotation. Check for unusual noise and vibration. Check overall condition of unit. Clean area around equipment. Complete any required maintenance checklists, report observations to appropriate customer representative. Air Handler Units Operational / Monthly Service Check with appropriate customer representative for operational deficiencies. Check belt(s). Check heating source operation (if applicable). Check filter condition and or Change Filters. Visually inspect damper(s). Check for proper fan operation. Check for unusual noises, vibration and wear and report recommendations. Check overall condition of unit. Clean area around equipment. Complete any required maintenance checklists, report observations to appropriate customer representative. Evaporator Coil Cleaning Clean condensate drain if necessary. Spray coil(s) with chemical solution. Rinse coil(s) thoroughly with water. Clean area around equipment. Comprehensive / Annual Check with appropriate customer representative for operational deficiencies. Check starter/contactor. Check and tighten electrical connections. Inspect pilot and safeties (as applicable). Check flame quality (as applicable). Check heating source operation (if applicable). Check filter condition. Change filters every 3-4 months. Check safety control set points. Check damper operation and lubricate as required. Change belt(s). Check valve(s). Check and lubricate fan and motor bearings. Check for proper fan rotation. Check condition of blower assembly. Check for unusual noises, vibration and wear. Report recommendations. Check overall condition of unit. 10

12 Clean area around equipment. Rooftop Units Boiler Service/ Hot Water System Tube Brushing Isolate tubes. Drain water from tubes. Remove head. Mechanically brush tubes. Replace gasket. Replace head. Comprehensive/ Annual Check with appropriate customer representative for operational deficiencies. Check contactor(s). Check and tighten electrical connections. Check gas pressure regulator. Check and clean ignition and flame safeguard. Replace if necessary. Clean combustion fan wheel. Check flame quality. Perform pilot turndown test (if applicable). Visually inspect combustion chamber, draft diverter and flue for accumulation of soot. Check all safeties. Check operating controls. Lift relief valve to ensure proper operation. Blow down low water cut-off. Clean low water cut-off. Check motor and fan bearing(s). Lubricate as required. Check temperature and pressure. Check make-up water operation. Check for leaks. Check overall condition of unit. Clean area around equipment. Operational/ Quarterly Check with appropriate customer representative for operational deficiencies. Check gas pressure regulator Check ignition and flame safeguard. Check flame quality. Filter change out. Visually inspect combustion chamber, draft diverter and flue for accumulation of soot. Check all safeties. Check relief valves for leakage. Assure fuel shutoff. Blow down low water cut-off. Check motor and fan bearing(s). Lubricate as required. Check temperature and pressure. Check electrical connections. Check make-up water operation. Check for leaks. Check overall condition of unit. Clean area around equipment. 11

13 Cooling Tower Operational/ Quarterly Check with appropriate customer representative for operational deficiencies. Check sump and basin. Check make up water valve. Check temperature controller. Check operation of bypass valve Check condenser water flow. Check operation of spray nozzles. Check condition of eliminators. Check drive system. Check belt(s) (if applicable). Check fan condition and rotation. Check for unusual noise and vibration. Check overall condition of unit. Clean area around equipment. Comprehensive/ Annual Check with appropriate customer representative for operational deficiencies. Check and tighten electrical connections. Check safeties. Check sump and basin. Check basin heater (if applicable). Check make up water valve. Check temperature controller. Clean strainer. Check operation of bypass valve. Check and clean spray nozzles as required. Check condition of eliminators. Check starter. Check drive system. Lubricate as required. Change belt(s) (if applicable). Check fan condition and rotation. Check for unusual noise and vibration. Check overall condition of unit. Clean area around equipment. Cooling Tower Basin Cleaning Drain tower/basin. Clean basin. Fill tower/basin. Check with appropriate customer representative for operational deficiencies. Remove soot and debris. Clean area around equipment. Hot Water Pumps / Chilled Water Pump Operational/ Semi Annual Check with appropriate customer representative for operational deficiencies. Check for leaks. Check pressures. Visually inspect coupling. Check for unusual noise and vibration. Clean area around equipment. Comprehensive/ Annual Check with appropriate customer representative for operational deficiencies. Check amperage draw. Check for leaks. Check starter/contactor. Check and tighten electrical connections. Check coupling. Lubricate bearing(s). Check for unusual noise and vibration. Clean area around equipment. Pump Rebuild with new seals. 12

14 Fan Coil Units and Variable Air Valve Operational/ Quarterly Check with appropriate customer representative for operational deficiencies. Check temperature. Check damper and linkage. Cycle thermostat and check for proper operation. Check for leaks in air supply (if applicable). Check fan operation (if applicable) Clean area around equipment. Comprehensive/ Annual Check with appropriate customer representative for operational deficiencies. Check and tighten electrical connections. Check damper and linkage. Change belt and filters. Cycle thermostat and check for proper operation. Check for leaks in air supply (if applicable. Clean area around equipment. Exhaust Fan Quarterly Service Operational/ Quarterly Grease Bearings Check alignment of belt(s) Tighten set screws on pulleys Check voltage(s) & amperage(s) Comprehensive/ Annual Grease Bearings Check alignment of belt(s) Tighten set screws on pulleys Check voltage(s) Check amperage(s) Change Belt Condensing Units Operational/ Quarterly Check with appropriate customer representative for operational deficiencies. Check system pressures and temperatures. Check refrigerant charge. Check compressor oil level(s). Inspect starter. Check crankcase heater. Visually inspect for refrigerant and oil leaks. Check electrical connections. Check condition of condenser coils Check condenser fan blades and motors. Check for proper condenser fan rotation. Check for unusual noise and vibration. Check overall condition of unit. Clean area around equipment. Comprehensive/ Annual Check with appropriate customer representative for operational deficiencies. 13

15 Check compressor oil level(s). Inspect starter. Check crankcase heater. Conduct refrigerant leak test. Check and tighten electrical connections. Check safeties. Check operating controls. Check contactor(s). Check condition of condenser coils. Check condenser fan blades and motors. Check for proper condenser fan rotation. Check for unusual noise and vibration. Check overall condition of unit. Clean area around equipment. Condenser Coil Cleaning Spray coil(s) with chemical solution. Rinse coil(s) thoroughly with water. Clean area around equipment. Police Department Monthly Visits Eight (8) hour on-site visits Alhambra Library- Monthly Visit Eight (8) hour on-site visits Alhambra City Hall- Bi Monthly Visit Eight (8) hour on-site visits PROPOSAL FORM To the Alhambra City Council, herein called the Council ; Pursuant to and in compliance with your Request for Proposals and the other documents relating thereto, the undersigned proposer, having familiarized himself/herself with the work as per the paragraph, Discrepancies and Misunderstandings, contained in the INSTRUCTIONS TO FIRMS SUBMITTING PROPOSALS section, and with the terms of the contract, the local conditions affecting the performance of the contract, and the cost of the work at the place where the work is done, and specifications and other contract documents, hereby proposed and agrees to perform, within the time stipulated, the contract, including all of its component parts, and everything required to be performed, and to provide and furnish any and all of the labor, materials, tools expendable equipment, and all applicable taxes, utility and transportation services necessary to perform the contract and complete in a workmanlike manner all of the work required in connection with the heating, ventilation and air conditioning maintenance services at the Alhambra City Hall, Alhambra Civic Center Library, and Alhambra Police Department, all in strict conformity with the specifications and other Contract Documents on file at the office of the City Clerk of the City, for the following lump sum bid: 14

16 PROPOSAL SHEET HEATING, VENTILATION AND AIR CONDITIONING MAINTENANCE SERVICES ALHAMBRA CITY HALL Monthly Total Time Period Price Amount November 1, 2018 thru October 30, 2019 $ $ November 1, 2019 thru October 30, 2020 $ $ November 1, 2020 thru October 30, 2021 $ $ Total Amount of bid in words HEATING, VENTILATION AND AIR CONDITIONING MAINTENANCE SERVICES ALHAMBRA CIVIC CENTER LIBRARY Monthly Total Time Period Price Amount November 1, 2018 thru October 30, 2019 $ $ November 1, 2019 thru October 30, 2020 $ $ November 1, 2020 thru October 30, 2021 $ $ Total Amount of bid in words HEATING, VENTILATION AND AIR CONDITIONING MAINTENANCE SERVICES - ALHAMBRA POLICE DEPARTMENT Monthly Total Time Period Price Amount November 1, 2018 thru October 30, 2019 $ $ November 1, 2019 thru October 30, 2020 $ $ November 1, 2020 thru October 30, 2021 $ $ Total Amount of bid in words TOTAL- HVAC MAINTENANCE SERVICES Monthly Total Time Period Price Amount November 1, 2018 thru October 30, 2019 $ $ November 1, 2019 thru October 30, 2020 $ $ November 1, 2020 thru October 30, 2021 $ $ Total Amount of bid in words 15

17 Equipment List City Hall Units Make & Model Location Air Cool Chiller Carrier 30RB120 Roof AH-1 Energy Labs Basement AH-2 Energy Lans Roof Boiler Lucinvar/CHW2071 Basement Circ. Pump, Hot Water Weinman - KB Basement Sump Pump & Sewer Weinman - KB/ B03527 & 4860 Basement Energy Management Basement Expansion Tank Basement Cond. Unit w/ Fan Coil Computer Room Domestic Hot Water Heater Lucinvar/ EWN250PM Basement Draft Fan Hot Water Roof Library Units Make & Model Location Air Conditioning Units AC-1.1 York YPL070CVB46BBDX First Floor AC-2.1 York YPL070CVB46BBDX Second Floor AC-1.2 York DJ180NIS First Floor Meeting Room (4) Split Unit AC Carrier 38MVQ009-1 Pkg. Garage Elevator Room (2) AC Unit Bard 5N73 Pkg. Garage Elevator Room Fan Coil Units FCU-P1.1 F2RC036 Parking First Level FCU-1.1 F2RC036 First Floor Telecom Room FCU-1.2 F2RC024 First Floor Elevator Room FCU-2.1 F2RC036 Second Floor Telecom Room Fans EF-P2.1 Loren Cook 445 QMX Parking Second Level EF-P1.1 Loren Cook 445 QMX Parking First Level SF-P2.1 Loren Cook 660CA-SWSI Parking Second Level EF-P1.1 Loren Cook 120ACEB First Floor Toilet EF-P1.2 Loren Cook GC-164 Supply Closet 231 EF-P1.3 Loren Cook GC-144 Electrical Room 151 EF-P1.4 Loren Cook GC-144 Childrens Restroom EF-P2.1 Loren Cook 120ACEB First Floor Toilet EF-P2.2 Loren Cook GC-162 Staff Men's Restroom EF-P2.3 Loren Cook GC-162 Staff Women's Restroom EF-P2.4 Loren Cook GC-164 Supply Closet 231 EF-P2.5 Loren Cook GC-144 Admin Restroom Pumps P-1 Bell & Gossett Series 1510 P-2 Bell & Gossett Series

18 P-3 (Standby) Bell & Gossett Series 1510 Air Separator AS-1 B&G R-2-1/2 Roof Gas Fired Water Heaters WH-1 Expansion Tanks ET-1 Bell & Gossett D-100V Roof Boilers B-1 Raypack Hi Delta Type H 302 Roof B-2 Raypack Hi Delta Type H 302 Roof Condensing Unit CU-P1.1 York CZB03611 Roof CU-1.1 York CZB03611 Roof CU-1.2 York CZB03611 Roof CU-2.1 York CZB03611 Roof Police Department Units Service Location Air Handling Units AH - 1 Jail Roof AH - 2 Upper Basement & First Floor Roof AH - 3 Second Floor Roof AH - 4 Firing Range Roof AH - 5 Firing Range Roof AH - 6 Computer Room 2062 AH - 7 Firing Range B AH - 8 Firing Range B SF - 9 Switch Gear Room B Fan Coil Units FC - 1 Chiller Room R004 FC - 2 Exercise Room B Fans EF - 1 Kitchen Roof EF - 2 Garage Exhaust G207 EF - 3 Garage Exhaust G111 EF - 4 Jail Roof EF - 5 Toilet Exhaust Roof EF - 6 Stair Number 2 Roof EF - 7 Communication Toilet 2058 Roof EF - 8 Elevator Machine Room G209 EF - 9 Fire Pump Room G208 EF - 10 Conference Room Roof EF - 11 Conference Room Roof EF - 12 Conference Room Roof 17

19 EF - 13 Narcotic Room & Property Storage Roof EF - 14 Narcotic Lab Roof EF - 15 Elevator Machine Room G109 EF - 16 Chiller Room Roof EF - 17 Kitchen Roof EF - 18 Electric Room 2032 Roof SF - 7 B-1 Garage Air Make Up Roof SF - 8 B-2 Garage Air Make Up N.E. Corner Patrol Parking SF - 10 Transformer Vault SF - 11 Kitchen Roof RF - 1 AH-1 AH-1 RF - 2 AH-2 AH-2 RF - 3 AH-3 AH-3 RF - 5 AH-5 AH-5 Pumps P - 1 Cond. Water R004 P - 2 Cond. Water R004 P - 3 Chilled Water R004 P - 4 Chilled Water R004 P - 5 Chilled Water R004 P - 6 Hot Water R002 P - 7 Hot Water R002 P - 8 FC-1 R004 Cooling Tower CT - 1 Chilled Water Roof CT - 2 Chilled Water Roof Chiller CH - 1 Chilled Water R004 Gas Fired Water Heaters WH - 1 Hot Water R002 WH - 2 Hot Water R002 Tanks EET - 1 Domestic Hot Water R002 ET - 2 Chilled Water R004 ET - 1 Hot Water R002 Boilers B - 1 A/C System R002 B - 2 A/C System R002 Variable Volume Terminal Units VH - 1 HVAC Throughout Building VH - 2 HVAC Throughout Building VH - 3 HVAC Throughout Building VH - 4 HVAC Throughout Building 18

20 VH - 5 HVAC Throughout Building VH - 6 HVAC Throughout Building VH - 7 HVAC Throughout Building Mixing Valves Mixing Valves 120 Hot Water R002 Mixing Valves 103 Hot Water R002 Mixing Valves 110 Hot Water R002 Filter and Belt List. The following are the filters and belt information that we have available: City Hall Library o Air Handler (AH) # X20X2 o AH # X25X X25X2 o Boiler 16X16X1 o AH # X25X X25X2 o AH # X242 o AH # X24X2 o One Split Unit o There are also 3 small Split Units, one filter each Police Department o AH X24X4 Filter; Supply 2(B82); Return 2(B68) o AH X24X4 & 4(12X24X4) Filter; Supply 3(B120); Return (B136) o AH X24X4 & 3(12X24X4) Filter; Supply 3(B112); Return 2(B120) o AH X24X4 & 4-12X24X4 Filter; Supply 2(B97) o AH X24X4 & 3-12X24X4 Filter; Supply 2(B65); Return 2(B71) o AH X32X2 Filter; Supply 1(A36) o AH X24X4 Filter; Supply 2(5Vx710) o AH X24X4 Filter; Supply 1(A58) o Makeup Roof 12-20X25X2 Filter; Supply 3(B89) o Makeup Rear Lot 12-20X25X2; Supply 3(B89) o SF X25X2 & 1-14X25X2 or 2-16X25X2; Supply 1(A59) o SF X20X2 & 2-16X25X2; Supply 1(A67) o FC X25X2 o FC X25X2 o Cooling Tower 2(B106) o EF-2 4(B136) o EF-3 3(B140) 19

21 DESIGNATION OF SUBCONTRACTORS Proposer proposes to subcontract certain portions of the work which are in excess of one-half of one percent of the bid and to procure materials and equipment from suppliers and vendors as follows: NAME, ADDRESS AND PHONE NUMBER OF SUBCONTRACTORS, SUPPLIES AND VENDORS **********N/A*********** PORTION OF WORK MATERIALS, OR EQUIPMENT ***********N/A*********** 20

22 REFERENCES The following are the names, addresses, and telephone number for three commercial facilities for which proposer has performed similar maintenance work for within the past two years. 1. Name and address of owner Name and telephone number of person familiar with project Contract amount Type of work Date completed 2. Name and address of owner Name and telephone number of person familiar with project Contract amount Type of work Date completed 3. Name and address of owner Name and telephone number of person familiar with project Contract amount Type of work Date completed The following are the names, addresses, and telephone numbers for all brokers and sureties from whom bidder intends to procure insurance bonds: 13

23 EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE Proposer certifies that in all previous contracts or subcontracts, all reports which may have been due under the requirements of any agency, Site, or Federal equal employment opportunity orders have been satisfactorily filed, and that no such reports are currently outstanding. Proposer certifies that it has sought out and considers local and minority business enterprises for those portions of the work to be subcontracted, and has fully documented such actions, that said documentation is open to inspection, and that said action will remain in effect for the life of any contract awarded hereunder. Furthermore, proposer certifies that all steps will be taken to meet all equal employment opportunity requirements of the contract documents. NONCOLLUSION AFFIDAVIT Proposer declares that the only persons or parties interested in this proposal as principals are those named herein: that no officer, agent, or employee of the City of Alhambra is personally interested, directly or indirectly, in this proposal; that his proposal is made without connection to any other individual, firm, or corporation making a bid for the same work and that this proposal is in all respects fair and without collusion or fraud. PROPOSER INFORMATION Proposer certifies that the following information it true and correct: Proposer s Name: Form of Legal Entity (i.e., individual, partnership, corporation, etc.) If a Corporation, State of Incorporation (i.e., Calif.) Business Address: Telephone: State Contractor s License No. and Class: Original Date Issued: Expiration Date: The following are the names, titles, addresses, and phone numbers of all individuals, firm members, partners, joint ventures, and/or corporate officers having a principal interest in this proposal: 14

24 The date of any voluntary or involuntary bankruptcy judgements against any principal having an interest in this proposal are as follows: All current and prior D.B.A. s, alias, and/or fictitious business names for any principal having an interest in this proposal are as follows: IN WITNESS WHEREOF, PROPOSER executes and submits this proposal with the names, titles, hands, and seals of all forenamed principals this day of, 20. Proposer: Subscribed and sworn to this day of, 20. Notary Public: 15

25 MAINTENANCE SERVICES CONTRACT Contract No. THIS AGREEMENT is made and entered into effective as of the day of, 2018, by and between the CITY OF ALHAMBRA, a charter law city, located in the County of Los Angeles, State of California, hereinafter referred to as CITY and, a [California corporation, LLC, sole proprietor] with principal offices at, hereinafter referred to as CONTRACTOR. W I T N E S S E T H : For and in consideration of the promises and of the mutual covenants and agreements herein contained, said parties hereby agree as follows: 1. RECITALS. This AGREEMENT is made and entered into with respect to the following facts: (a) (b) (c) That CITY issued a Request for Proposals to obtain Heating, Ventilation, and Air Conditioning maintenance services for the CITY; and That CITY received proposals, and after evaluating these proposals based upon qualifications, staff determined that CONTRACTOR was the most qualified to provide those certain Heating, Ventilation, and Air Conditioning maintenance services to the CITY; and That based upon Staff s recommendation, the Alhambra City Council has determined that CONTRACTOR is qualified to provide those certain Heating, Ventilation, and Air Conditioning maintenance services, and therefore the Alhambra City Council has elected to engage the services of CONTRACTOR upon the terms and conditions hereinafter set forth. 2. SERVICES. CONTRACTOR shall perform those services described in CONTRACTOR s Proposal dated, (hereinafter referred to as Proposal attached as Exhibits A and hereby incorporated by reference. Performance of the work specified herein is made an obligation of CONTRACTOR under this AGREEMENT, subject to any changes made subsequently upon the mutual written agreement of the parties. 3 SCOPE. The services to be performed by CONTRACTOR under this AGREEMENT shall include, but not be limited to, those services specified in Paragraph 2 hereof. 4. FEE. Compensation to CONTRACTOR for the total services to be rendered pursuant to this AGREEMENT shall be in an amount not to exceed ($ ). Said compensation shall be paid in monthly installments as services are rendered, and shall be totally due and payable upon the completion thereof. 16

26 5. EXTRA SERVICES. No extra services shall be rendered by CONTRACTOR under this AGREEMENT unless such extra services first shall have been authorized in writing by the CITY. Any such services so authorized shall be paid by the CITY at the rates set forth in Paragraph 4 of this AGREEMENT. 6. PAYMENT BY CITY. The billings for all services rendered pursuant to this AGREEMENT shall be submitted monthly, based upon the services rendered at the time of submission, to CITY by CONTRACTOR, and shall be paid by CITY within thirty (30) days after receipt of same. 7. CITY SUPERVISION. The Director of Administrative Services or his/her designee, shall have the right of general supervision of all work performed by CONTRACTOR and shall be the CITY s agent with respect to obtaining CONTRACTOR s compliance hereunder. No payment for any services rendered under this AGREEMENT shall be made without the prior written approval of the CITY 8. TIME. The term of this AGREEMENT shall be for a period of twenty-four months, with the potential for two additional one-year extensions, from after the said date on which the CITY issues CONTRACTOR a Notice to Commence Work. The City Manager shall have the authority to authorize the two one-year extensions. CONTRACTOR shall complete all those services set forth in its PROPOSAL by that certain date set forth in said Notice to Commence Work or until such time as the services have been completed by the CONTRACTOR and accepted by the CITY, whichever occurs first. The CITY may extend said time of completion for delays caused by circumstances beyond the control of either party to this AGREEMENT. Should the contract extend beyond the estimated time for completion of said services, CITY hereby reserves the right to continue CONTRACTOR s services hereunder with any and all fees for such additional services to be compensated by the CITY in accordance with Paragraph 4 of this AGREEMENT. 9. TERMINATION OF AGREEMENT. The CITY shall have the right to terminate this AGREEMENT upon giving a ten (10) day advance written notice of such termination to CONTRACTOR. In the event of such termination, the City Manager, or his designee, based upon work accomplished by CONTRACTOR prior to notice of such termination, shall determine the amount of fees to be paid to CONTRACTOR for such services based upon accepted practices of the CONTRACTOR S field of work, and such finding by the City Manager, or his designee, and approved by the Alhambra City Council shall be final and conclusive as to the amount of such fee. 10. INDEPENDENT CONTRACTOR. CONTRACTOR shall act as an independent contractor in the performance of the services provided for in this AGREEMENT and shall furnish such services in CONTRACTOR s own manner and method and in no respect shall CONTRACTOR be considered an agent or employee of the CITY. 11. NONASSIGNMENT. This AGREEMENT is not assignable either in whole or in part by CONTRACTOR without the written consent of CITY. 12. INDEMNIFICATION. CONTRACTOR hereby agrees to and shall hold CITY, its elective and appointive boards, officers, agents and employees, harmless from any liability for damage or claims for damage for personal injury, including death, as well as from claims for property damage which may arise from CONTRACTOR s negligent acts, errors or omissions 17

27 under this AGREEMENT. CONTRACTOR agrees to, and shall defend CITY and its elective and appointive boards, officers, agents and employees from any suits or actions at law or in equity for damages caused, or alleged to have been caused, by reason of any of the aforesaid negligent acts, errors or omission; provided (a) (b) That CITY does not, and shall not, waive any rights against CONTRACTOR which it may have by reason of the aforesaid hold-harmless AGREEMENT because of the acceptance by CITY or the deposit with CITY by CONTRACTOR, of any of the insurance policies hereinafter described in this AGREEMENT. That the aforesaid hold-harmless AGREEMENT by CONTRACTOR shall apply to all damages and claims for damages of every kind suffered, or alleged to have been suffered, by reason of any of the aforesaid operations of CONTRACTOR, or any subcontractor of CONTRACTOR, regardless of whether or not such insurance policies shall have been determined to be applicable to any of such damages or claims for damages. 13. NON-DISCRIMINATION. CONTRACTOR shall not discriminate in its recruiting, hiring, promotion, demotion or termination practices on the basis of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, martial status, sex, age, or sexual orientation in the performance of this AGREEMENT and shall comply with the provisions of the California Fair Employment and Housing Act as set forth in Part 2.8 of Division 3, Title 2 of the California Government Code; the Federal Civil Rights Act of 1964, as set forth in Public Law , and all amendments thereto; Executive Order 11246; and all administrative rules and regulations issued pursuant to such acts and order. 14. PREVALING WAGES. CONTRACTOR is aware of and agrees to abide by the provisions of California Labor Code Sections 1720, et seq., as well as 1771, 1773, , , , 1775 and 1776, pertaining to the obligation to pay prevailing wages with respect to the performance of work as described in Paragraph 2 herein. Copies of the prevailing rate of per diem wages and the general prevailing rate for holiday and overtime work for each craft are available upon request from the CITY. A copy of the prevailing rate of per diem wages shall be posted at the job site. 15. UNAUTHORIZED ALIENS. CONTRACTOR hereby promises and agrees to comply with all of the provisions of the Federal Immigration and Nationality Act (8 USCA 1101, et seq.), as amended; and, in connection therewith, shall not employ unauthorized aliens as defined therein. Should CONTRACTOR so employ such unauthorized aliens for the performance of work and/or services covered by this AGREEMENT, and should the Federal Government impose sanctions against the CITY for such use of unauthorized aliens, CONTRACTOR hereby agrees to, and shall, reimburse CITY for the cost of all such sanctions imposed, together with any and all costs, including attorney s fees, incurred by the CITY in connection therewith. 16 WAIVER. Waiver by any party hereto of any term, condition, or covenant of this AGREEMENT shall not constitute the waiver of any other term, condition or covenant hereof. 17. ATTORNEY S FEES. If litigation is reasonably required to enforce or interpret the provisions of this AGREEMENT, the prevailing party in such litigation shall be entitled to an award of reasonable attorney s fees, in addition to any other relief to which it may be entitled. 18

28 18. BINDING EFFECT. This AGREEMENT shall be binding upon the heirs, executors, administrators, successors and assigns of the parties hereto. 19. PROVISIONS, CUMULATIVE. The provisions of this AGREEMENT are cumulative and in addition to and not in limitation of any rights or remedies available to CITY. 20. NO PRESUMPTION RE: DRAFTER. The parties acknowledge and agree that the terms and provisions of this AGREEMENT have been negotiated and discussed between the parties and their attorneys, and this AGREEMENT reflects their mutual AGREEMENT regarding the same. Because of the nature of such negotiations and discussions it would be inappropriate to deem any party to be the drafter of this AGREEMENT; and, therefore, no presumption for or against validity or as to any interpretation hereof, based upon the identity of the drafter, shall be applicable in interpreting or enforcing this AGREEMENT. 21. ASSISTANCE OF COUNSEL. Each party to this AGREEMENT warrants to each other party as follows: (a) (b) That each party either had the assistance of counsel or had counsel available to it, in the negotiation for, and execution of, this AGREEMENT, and all related documents; and, That each party has lawfully authorized the execution of this AGREEMENT. 22. MODIFICATION. This AGREEMENT shall not be modified except by written agreement of the parties. 23. GOVERNING LAW. This AGREEMENT shall be interpreted and construed according to the laws of the State of California. 24. NOTICE. Whenever it shall be necessary for either party to serve notice on the other regarding this AGREEMENT, such notice may be furnished in writing by either party to the other and shall be served by personal service as required in judicial proceedings or by certified mail, postage prepaid, return receipt requested, addressed to the parties as follows: CITY: CONTRACTOR: Julio Donayre, Management Analyst City of Alhambra 111 South First Street Alhambra, CA Tel: FAX: Tel: FAX: 25. FORCE MAJEURE. Neither party shall be responsible for delays or failures in performance resulting from acts beyond the control of the offending party. Such acts shall 19