NOTICE OF REQUEST FOR PROPOSALS FOR AIR CONDITIONING MAINTENANCE SERVICES

Transcription

1 NOTICE OF REQUEST FOR PROPOSALS FOR AIR CONDITIONING MAINTENANCE SERVICES NOTICE IS HEREBY GIVEN that the City of Bellflower (City) will receive proposals for providing air conditioning maintenance services. Proposals will be received at the City Hall Reception Desk, Civic Center Drive, Bellflower, California, until 5:00 p.m. on Tuesday, October 3, All proposals must be clearly marked, PROPOSAL FOR AIR CONDITIONING MAINTENANCE SERVICES, and will be delivered during the business hours of 8:30 a.m. to 4:30 p.m., Monday through Friday, except holidays and those Fridays on which City Hall is closed, to the City Hall Reception Desk. POSTMARKS WILL NOT BE ACCEPTED. Failure of, or disturbances in any mail service is not a legitimate reason for proposal submitted after the above due date. Facsimiles will not be accepted. The City may extend the deadline at its option. Submit four (4) copies of your proposal. It should be understood that the final fee will be negotiated with the City. As part of the cost proposal, please provide a breakdown of the fee by monthly fees and reimbursables. All submitted proposals will be reviewed and analyzed by City staff and the proposals which best meet the City s needs will be selected for further analysis and negotiation. The City reserves the right, in its sole discretion during the selection process, to reject any or all proposals or any portion without exception or explanation. Parties interested in obtaining a Request for Proposals (RFP) Package (at no cost) should contact the: Public Works Department 9944 Flora Vista Street Bellflower, CA (562) x2285 A copy of the RFP can also be downloaded from the City s website at: For questions regarding this RFP you may contact Bernardo Iniguez, Public Works Manager, at , extension 2233 or biniguez@bellflower.org. MANDATORY PRE-PROPOSAL MEETING There will be a mandatory pre-proposal meeting on Tuesday, September 19, 2017 at 10:00 a.m. at Bellflower City Hall, Civic Center Drive, Bellflower, CA Service providers whom would like to see other the equipment at other facilities are welcome to do so voluntarily after touring City Hall. Page 1 of 8

2 Page 2 of 8 SUBMITTAL DEADLINE TO BE CONSIDERED, PROPOSAL MUST BE SUBMITTED NO LATER THAN Tuesday, October 3, 2017, at 5:00 p.m. to Civic Center Drive, Bellflower, California, Postmarks will not be accepted. Failure of, or disturbances in any mail service is not a legitimate reason for proposals submitted after the above due date. The City may extend the deadline at its option. Bids are to be delivered during the City's normal business hours (8:30 a.m. to 5 p.m.) Monday through Friday. 1.0 BACKGROUND The City's air conditioning maintenance service provider will provide air conditioning maintenance services to all air conditioning equipment at City Hall, City Maintenance Yard, Sheriff s Substation, Belmont Theater, Simms Park, Thompson Park, Aquatic Center, and Caruthers Park facilities. All locations are within the City limits of the City of Bellflower. In addition, the service provider will provide necessary repairs beyond regular maintenance as part of agreement responsibilities. The Service provider shall provide all labor, equipment, tools, fuel, materials, insurance, supervision, and all other items needed to deliver excellent maintenance services. 2.0 SCOPE OF SERVICES The City s air conditioning maintenance service provider (the service provider ) will provide air conditioning maintenance services to all air conditioning equipment located at the following facilities: City Hall and Civic Auditorium City Maintenance Yard Simms Park Thompson Park Aquatic Center Caruthers Park Sheriff s Substation Belmont Theater In addition, the service provider will assess any necessary repairs beyond regular maintenance and provide the City with a quote and scope of service. The service provider will also respond to emergency call-outs as part of agreement responsibilities.

3 Page 3 of 8 The service provider shall provide all labor, equipment, tools, fuel, materials, insurance, supervision, and all other items needed to deliver excellent regular and non-routine maintenance services. 3.0 PROPOSAL REQUIREMENTS Four (4) copies of the proposal shall be submitted. The proposal shall be based on the Scope of Work and must also respond and conform to the Air Conditioning Maintenance Specifications (Exhibit A). The proposal shall include, but not be limited to, the following information: 1. The Service Provider s Background Describe your company and include the following: a. Prior experience performing similar services b. Area of specialization c. Current workload d. Number of employees e. Names and professional backgrounds of the individuals who will be providing the actual air conditioning maintenance services to the City f. Service provider s or employees experience working for or with municipal governments g. Copy of the service provider s current C20 license 2. Proposal Summary a. A comprehensive list of routine air conditioning maintenance services that will be provided to successfully complete the Scope of Work. b. A statement of how your company differentiates itself from other companies. 3. Communication a. A description of how your company typically communicates with clients regarding the status of your assigned duties. Provide sample report formats you currently use to keep clients informed of maintenance status. 4. Cost a. Total annual cost to perform the City s regular, monthly air conditioning maintenance services for the activity level described in Section I of the Specifications. b. Total annual cost broken down into quarterly payments that the City will pay as a retainer for all services described in Section I of the Specifications.

4 Page 4 of 8 c. A cost breakdown of each activity for each location listed in Section VIII of the Specifications. d. An hourly rate sheet. If activity levels exceed those described, then the service provider may be entitled to additional compensation on a pro-rated basis. Hourly rates for such work must be included in the proposal. 5. References List three (3) references for which your company has provided air conditioning maintenance services within the past five (5) years. Include the following for each reference: a. Name, address, and phone number b. Time period of service and brief description of the scope of work provided c. Outcome of service provided 6. Additional Information Provide any additional information you believe will be helpful to assist in the review of your proposal. Include any attachments, exhibits, or reports which may help us gain an understanding of your company s ability to provide this service to the City of Bellflower. Please note the City will require the selected service provider to enter into a Maintenance Agreement; all proposed changes to the Agreement shall be incorporated into the proposal. To obtain a sample Agreement, call (562) ext SERVICE PROVIDER SELECTION PROCESS & CRITERIA/ SCHEDULE All proposals will be reviewed by a Selection Committee comprised of City Staff. The various significant criteria that will be considered in the evaluation of proposals are summarized below. The City s final selection will not be dictated on any single factor or criteria including price. The relative importance of those factors involves judgment on the part of the Selection Committee and will include both objective and subjective analysis. A service provider may be eliminated from consideration for failure to comply with any of the requirements, depending upon the critical nature of such requirements. 1. Meaningful experience providing air conditioning maintenance services 2. Cost 3. Compliance with Specifications 4. Responsiveness and thoroughness of proposal 5. Past record of performance of agreements 6. Personnel proposed to work on the project and the qualifications of those

5 Page 5 of 8 individuals, reference checks, verification of certification, if applicable, and ability to satisfy insurance requirements 7. Any other factors determined by the City to be relevant to the performance of these services The City of Bellflower reserves the right to request clarification of additional information from any service provider at any time. After evaluating the proposals and discussing them further with the finalists, the City of Bellflower reserves the right to further negotiate the proposed work and/or method and amount of compensation. The agreement will be awarded to the service provider who meets all of the City requirements, offers the most advantageous combination of low price and high ranking for various components contained herein, and whose proposal best serves the interest of the City as determined by City Council. Only one Maintenance Agreement will be awarded. At any point, if the City determines the work is not progressing in the appropriate manner, then the City has the right to request a new project manager and/or terminate the contract with the selected service provider. Following is the anticipated schedule for the service provider selection process: Release of RFP 9/11/17 Request for Information Due at 5:00 p.m. 9/26/17 Proposals Due at 5:00 p.m. 10/03/17 Proposal Evaluation Period 10/4/17-10/11/17 Agreement Approval 10/23/17 All questions regarding this RFP must be received in writing by 5:00 p.m. on Tuesday, September 26, Any changes to the RFP requirements will be made by addendum. All addenda shall be signed by proposers and attached to the proposal. Failure to attach any addenda may render the proposal non-responsive and cause it to be eliminated from consideration. 5.0 RIGHT TO REJECT ALL PROPOSALS The City reserves the right to reject any or all proposals submitted, and no representation is made hereby that any contract will be awarded pursuant to this RFP.

6 Page 6 of 8 Receipt of a proposal by the City does not constitute a contract with the City. All costs incurred in the preparation of the proposal and subsequent material, including a proposal, in the submission of additional information, and/or in any other aspect of a proposal prior to the award of a written contract will be borne by the proposer. The City will provide only the staff assistance and documentation specifically referred to herein and will not be responsible for any cost or obligation of any kind, which may be incurred by a proposer. All quotes, inquiries, responses, correspondence, proposals, reports, charts, displays, schedules, exhibits, and other documentation or other information submitted to the City in response to this RFP will become the property of the City and a matter of public record. The City retains the right to abandon the proposal process at any time prior to the actual execution of a contract with no financial or other responsibility in the event of such abandonment. The City reserves the right to negotiate all final terms and conditions of any agreement entered into. 6.0 INSURANCE REQUIREMENTS The service provider will provide insurance certificates naming the City of Bellflower, and each of its officers, employees, and agendas, as additional insureds for General Liability and Automobile Liability; the proposer must provide Workers Compensation insurance in the amounts required by California law and Professional Liability Insurance coverage, as provided in the City s standard Professional Services Agreement, but no less than the following amount: Errors and Omissions in the amount of $1,000,000 per occurrence. The insurance certificate will contain a provision the City will be given thirty-days (30- days) prior written notice in the event of cancellation or reduction in coverage. The service provider will also execute an agreement that will include a provision for indemnity and defense in a form provided by the City. 7.0 PREVAILING WAGES. A. Pursuant to Labor Code 1720, and as specified in 8 California Code of Regulations 16000, the service provider must pay its workers prevailing wages. It is the service provider s responsibility to interpret and implement any prevailing wage requirements and the service provider agrees to pay any penalty or civil damages resulting from a violation of the prevailing wage laws. B. In accordance with Labor Code , copies of the prevailing rate of per diem wages are available on the website for State of California prevailing wage determination at

7 Page 7 of 8 C. The City directs the service provider s attention to Labor Code , and 3098 concerning the employment of apprentices by the service provider or any subcontractor. D. Labor Code requires the service provider or subcontractor employing tradesmen in any apprenticeship occupation to apply to the joint apprenticeship committee nearest the site of the public works project and which administers the apprenticeship program in that trade for a certificate of approval. The certificate must also fix the ratio of apprentices to journeymen that will be used in the performance of the contract. The ratio of apprentices to journeymen in such cases will not be less than one to five except: i. When employment in the area of coverage by the joint apprenticeship committee has exceeded an average of 15 percent in the 90 days before the request for certificate, or ii. iii. iv. When the number of apprentices in training in the area exceeds a ratio of one to five, or When the trade can show that it is replacing at least 1/30 of its membership through apprenticeship training on an annual basis state-wide or locally, or When the service provider provides evidence that the service provider employs registered apprentices on all of his contracts on an annual average of not less than one apprentice to eight journeymen. v. The service provider is required to make contributions to funds established for the administration of apprenticeship programs if the service provider employs registered apprentices or journeymen in any apprenticeable trade on such contracts and if other the service providers on the public works site are making such contributions. vi. vii. The service provider and any subcontractor must comply with Labor Code and in the employment of apprentices. Information relative to apprenticeship standards, wage schedules and other requirements may be obtained from the Director of Industrial Relations, ex-officio the Administrator of Apprenticeship, San Francisco, California, or from the Division of Apprenticeship Standards and its branch offices.

8 Page 8 of 8 E. The service provider and its subcontractors must keep an accurate certified payroll records showing the name, occupation, and the actual per diem wages paid to each worker employed in connection with this Agreement. The record will be kept open at all reasonable hours to the inspection of the body awarding the contract and to the Division of Labor Law Enforcement. If requested by the City, the service provider must provide copies of the records at its cost. 8.0 DIR REGISTRATION The service provider and any subcontractors must be registered with the Department of Industrial Relations (DIR) pursuant to Labor Code section No contractor or subcontractor may be awarded a contract for public work on a public works project (awarded on or after April 1, 2015) unless registered with the DIR pursuant to Labor Code section ATTACHMENTS: EXHIBIT A Air Conditioning Maintenance Specifications

9 EXHIBIT A SPECIFICATIONS AIR CONDITIONING MAINTENANCE SERVICES I. SERVICES REQUIRED A. Monthly Routine Air Conditioning Maintenance Services The Firm shall provide the following services: 1. All filters will be changed monthly using pleated E-35 type filters at all locations. 2. Inspect belts, and change as needed. 3. Check condenser and evaporator coils, and clean monthly. 4. Lubricate moving parts as needed. 5. Inspect drives. 6. Check operating and safety controls. 7. Check condensate pans and drain lines, and clean as necessary. 8. Check electrical connections, test amperages and voltages. 9. Check and fill refrigerant and oil levels. 10. Inspect for oil and refrigerant leaks. 11. Inspect and calibrate pneumatic thermostats. 12. Inspect proper operation of air compressor. 13. Inspect proper operation of all Variable Air Volume (VAV) Systems and associated water valves and pneumatic actuators. 14. Check and calibrate proper operation of variable frequency drive and related controls These tasks are to include provisions of all replacement parts, materials, and refrigerant and compressor oil. All normal service and maintenance are to be included in the quarterly agreement service proposal. B. Additional Services Additional services including emergency call-outs or assignments requested by the City shall be performed by the Firm. Payment for such services shall be based upon the hourly rate provided in the proposal. C. Changes in Services During the term of this agreement or any extension thereof, the City may elect to increase or decrease the frequency or number of air conditioning units/locations serviced. The said increase or decrease Page 1 of 8

10 Exhibit A Page 2 of 8 shall be via written change order to the Firm. The unit price for change order air conditioning units/locations serviced shall be by the agreement unit price. D. 24/7 Emergency Response The selected Firm shall respond to the City during the event of any emergency at any time, if so requested. Payment to the Firm will be measured by the actual hour spent working. II. DISPOSAL The Firm shall transport and dispose all waste in accordance with all County, State, and Federal requirements. III. HOURS OF OPERATION Standard operating hours for maintenance under this agreement shall be as agreed to by City and Firm, or until maintenance is completed. IV. HOLIDAYS The following is a list of holidays on which the agreement service will not be performed: New Year s Eve Day New Year s Day President s Day Memorial Day Independence Day Labor Day Veterans Day Thanksgiving Holiday (fourth Thursday and Friday in November) Christmas Holiday (December 23 and 24) V. CONTRACT/CITY COMMUNICATIONS A. Firm Contact Person Throughout the period of this agreement, the Firm shall establish and maintain an office and an authorized contact person within close proximity who shall serve as the point of contact with communications with the City.

11 Exhibit A Page 3 of 8 The contact person will be responsible for inspection of equipment and to identify special requirements and deficiencies. At the end of each service, the supervisor shall make contact with the City s representative for the purpose of exchanging information, including production and deficiency reports, or at times set by the City contact person. B. City Agreement The agreement administrator for the City is the City Manager. For daily operations, the point of contact will be the City s Director of Public Works, or designated authorized representative. C. Complaints and Requests for Service The Firm s local office shall have twenty-four (24) hour telephone service and a responsible person in charge, Monday through Sunday, to receive all complaints or requests for service forwarded by the employees of the City of Bellflower. The Firm shall promptly respond to all calls and act upon all reasonable requests and instructions. All complaints shall be resolved in an expeditious manner within the following twenty-four (24) hour period. VI. AGREEMENT COMPLAINTS AND DEFICIENCIES A. Complaints Received by the City The City will notify the Firm by telephone and/or in writing of each agreement complaint reported to the City. B. Complaint Resolution The Firm shall respond to the office of the Director of Public Works within the same working day after receiving a complaint. If requested by the Director of Public Works or his/her authorized representative, the Firm shall personally appear at the City to confer about any and all complaints. C. Complaints Log The Firm shall keep a log of all complaints and shall submit this log to the City on a monthly basis. The log shall contain information relative to the resolution of each complaint. VII. FIRM S EMPLOYEES A. Identification

12 Exhibit A Page 4 of 8 Firm s employees shall be required to wear a clean uniform bearing the Firm s name. B. Driver s License Employees driving the Firm s vehicles shall at all times possess and carry a valid State of California Driver s License for the appropriate type, size, weight, and use of the vehicle operated by the Firm s employee. C. Conduct The Firm s employees, officers, and subcontractors shall not identify themselves as being employees of the City of Bellflower. Employees shall conduct themselves in an appropriate manner and shall be courteous to the public. If required, the City retains the right to require a particular operator be removed from working on this agreement. VIII. EQUIPMENT SERVICE All air conditioning equipment at the following locations shall be serviced quarterly, except at the Aquatic Center which will be serviced monthly by the Firm. City Hall and Auditorium Caruthers Park Simms Park Simms Park Volunteer Center Thompson Park Aquatic Center City Maintenance Yard Sheriff s Substation Civic Center Drive Flora Vista Street S. Clark Avenue S. Clark Avenue S. Bellflower Boulevard S. Bellflower Boulevard 9944 Flora Vista Street Bellflower Boulevard City Hall and Auditorium Civic Center Drive A/C 1 G/E Carrier 48A2D025DP621HH Auditorium Seating A/C 2 G/E Carrier 48A2D020DP621HH Auditorium Seating A/C 3 G/E Carrier 48HCDD08C2M66U0G0 Council Chambers A/C 4 G/E Carrier 48HCDD17C2M66U0G0 Main Lobby A/C 5 Carrier 50A EE Upstairs/Downstairs Office A/C 6 Carrier 50LC0007C2M60N0A0 Lobby A/C 7 Carrier 50HCQD12C2M66U0G0 Green Room

13 Exhibit A Page 5 of 8 Data Air Unit Carrier Ray Pack Fujitsu Fujitsu Fujitsu AOU18CL AOU12RL2 AOU24RXL Server Room Chiller Boiler Phone Room A/V Room Admin Conference Room City Maintenance Yard 9944 Flora Vista Street Bard Wall Mount WA20A10XX4XXX Trailer Bard Wall Mount WA20A10XX4XXX Trailer Friedrichs MR18DC3E Maint Offices Friedrichs MR18DC3E Maint Offices Thompson Park S. Bellflower Boulevard Carrier 48TJD012511GA Game Room Carrier 48TJD006511GA Room A Carrier 48SS AA Room B Carrier 48TCLAD6A2A5A0ADA0 Lobby BDP Co. Payne 588APW048100ACBG Room C Caruthers Park Flora Vista Street Heil A4S548A3V1MBI548A1 Offices Fujitsu AOU36RLX Offices Aquatic Center S. Bellflower Boulevard Lennox CHP Y Offices Carrier 48SS Men s Locker Room Carrier 48SS Women s Locker Room Reznor RPBL Natatorium HVAC Greenheck-Exhaust Fan V Natatorium HVAC Carrier 50ZH Weight Room Simms Park S. Clark Avenue

14 Exhibit A Page 6 of 8 A/C 1 Lennox/Allied LGH240H4MM3G Auditorium West A/C 2 Lennox/Allied LGH240H4MN3G Auditorium East A/C 3 Lennox/Allied LGH120H4MH3G Rooms 3,4 A/C 4 Lennox/Allied LGH120H4MH2G Game Room A/C 5 Lennox/Allied LGH060S4TU4G Administrative Office A/C 6 Carrier 48HCLA06A2A6A0A0A0 Room 6 A/C 7 Lennox/AlliedLGH120H4MH3G Dance Room Mitsubishi MXZ20NA2B Parks Office York D3NP024N03606NXA Volunteer Center ArcoaireGPCM24K040F Volunteer Center LG LWHD1807HR Volunteer Center Sheriff s Substation Bellflower Boulevard York York York York Unit #1 Unit #2 D5NZ048N06525NXA D2NA060N06525 D2NA060N06525D D2NA060N06525D Belmont Theater Belmont St VIII. EQUIPMENT INVENTORY ADJUSTMENTS The City may change from time to time the list of public facilities to be maintained or added to or deleting from the above list. IX. MAINTENANCE PRACTICES The Firm shall at all times use good maintenance practices and will be responsible to make adjustments to the equipment and/or materials used, as directed by the work inspector. The Firm must ensure that the work area is fully cleaned and in the same condition as when he/she arrived. Every effort must be made not to interfere with the work of others while conducting maintenance. Use common sense and good judgment at

15 Exhibit A Page 7 of 8 all times. X. MEASUREMENT FOR PAYMENT A. All regular service shall be provided pursuant to the quarterly fee agreed upon the Firm and the City. B. Additional services Emergency call-outs will be measured by the actual hours spent working plus the shortest travel time either to or from the work site. Travel time longer than twenty (20) minutes must be justified in a written report. The hours will be calculated to the nearest onequarter hour. XI. PAYMENT FOR SERVICE A. Regular Service The Firm must invoice the City on a quarterly basis showing the amount of service actually performed. The Firm s invoices shall state the equipment serviced by location and the exact nature of the work. If there are any deficiencies which were not corrected, a separate sheet listing those matters shall be submitted. B. Additional Services The Firm must invoice the City on a quarterly basis for all additional services. The invoice must state: The type of service (emergency, etc.) and the person who requested the service. Upon request, the Firm shall submit, with the quarterly payment requests, payroll records of each and every employee who worked in the field on activities associated with execution of this agreement. Information submitted shall include name, title, rate of pay, total weekly pay, hours worked each day, and indication of total number of hours worked during the week by each person on each distinct activity, as related to this agreement. XII. FEES AND GRATUITIES The Firm shall not, nor shall it permit, any agent, employee, or subcontractor employed by it to request, solicit, demand, or accept, either directly or indirectly, any compensation or gratuity for the work completed pursuant to the Firm s agreement with the City, except such compensation as provided by the Agreement.

16 Exhibit A Page 8 of 8 XIII. LICENSE, PERMITS, FEES, ASSESSMENTS The Firm shall obtain at its sole cost and expense such licenses, permits, and approvals as may be required by law for the performance of the services required by this Agreement, including a City business license. Firm shall have the sole obligation to pay for any fees, assessments, and taxes, plus applicable penalties and interest, which may be imposed by law and arise from or are necessary for the Firm s performance of the services required by this Agreement, and shall indemnify, defend, and hold harmless the City against any such fees, assessments, taxes, penalties, or interest levied, assessed, or imposed against City hereunder.