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HomeMy WebLinkAboutAgenda Packet - April 22, 2002 - UBAGENDA REGULAR MEETING OF AZUSA UTILITY BOARD AND AZUSA CITY COUNCIL AZUSA LIGHT &WATER 729 N. AZUSA AVENUE AZUSA, CA 91702 AZUSA UTILITY BOARD DIANE CHAGNON CHAIRPERSON DICK STANFORD VICE CHAIRPERSON CRISTINA C. MADRID BOARD MEMBER MONDAY, April 22, 2002 6:30 PM DAVE HARD SON BOARD MEMBER IOSEPH R. ROCHA BOARD MEMBER 6:30 p.m. - Convene to Regular Meeting of the Azusa Utility Board and Azusa City Council • Call to Order • Pledge to the Flag • Roll Call I. PUBLIC PARTICIPATION (Person/Group shall be allowed to speak without Interruption up to five (5) minutes maximum time, sub)ect to compliance with applicable meetiggrules. Que dons to the speaker or responses to the speaker's questions or comments, shall be handled after the speaker has completed his/her comments. Public Participation will be limited to slaty (60) minutes time.) The Consent Calendar adopting the printed recommended action wi// be enacted with one vote. ff staff dr Counci/members wish to address any item on the Consent Calendar individually, it will be considered under SPECL4L GALL ITEMS. Ii. CONSENT CALENDAR A. Minutes. Recommendation: Approve minutes of regular meeting of March 25, 2002, as written. B. Budget Amendment to Cover Increased Public Relations Programs. Recommendation: Approve a Budget Amendment in the amount of $25,000 to cover increased Public Relations Programs. C. Budget Amendment for the Purchase of Microsoft Select Office XP Software Licenses. Recommendation: Approve a Budget Amendment in the amount of $25,000 to cover the purchase of 80 Microsoft Select Office XP software licenses. D. Amendment to Blanket Purchase Order for Hunter Electric. Recommendation: Approve amendment in the amount of $10,000 to Blanket Purchase Order #210257 issued to Hunter Electric for the Fiscal Year ending June 30, 2002. Total amended Purchase Order will be $35,000. E. Amendment to Consulting Services - Yard Office Building. Recommendation: Approve amendment to the existing architectural consulting services agreement with Henry Wood Architects, Inc. in amount of $17,200. F. Purchase of Two Manual Hydraulic Single Reel Trailers. Recommendation: Authorize the purchase of two manual hydraulic single reel trailers in an amount not to exceed $16,522 from Pacific Utility Equipment Company of Ontario, California. G. Lease Agreement State of California Department of Consumer Affairs. Recommendation: Approve the proposed lease agreement between the City of Azusa and the Department of Consumer Affairs, State of California, and authorize the City Manager to execute the same. III. SCHEDULED ITEMS A. Resolution to Award Contract for Utility Bill Print and Mail Services to Infosend. Recommendation: Award a two-year contract to InfoSend for bill print and mail services, effective July 1, 2002. Azusa Substation Conceptual Plan for Landscape and Front Wall Architectural Design AlonA 1160 West Gladstone Street. Recommendation: Adopt the conceptual plan including front wall design of proposed Substation Project along It 60 Gladstone Street and direct staff to submit said plan & design to City's Planning Commission for their approval. C. Agreement for Protect Management Services for Energy Efficient Retrofits of City Buildings. Recommendation: Approve attached agreement to retain Mike Lorusso as a contract employee for purposes of managing a project to retrofit various City buildings with energy efficient equipment and fixtures. y D. Bid Package for City -Wide HVAC Replacements Project. Recommendation: Approve the attached specifications to replace heating ventilation and air conditioning (HVAC) equipment and authorize the City Clerk to advertise for bids. IV. STAFF REPORTS/COMMUNICATIONS A. Presentation - Update on Undergrounding of Power Lines B. Presentation - California Independent System Operator Transmission Owner C. Monthly Power Resources Update D. Selection of Consultant to Conduct a Telecommunications Feasibility Study E. Article - Public Power's Future F. Brochure - Policymakers Workshop: Governing in a Changing Environment V. DIRECTORS' COMMENTS VI. CLOSED SESSION A. Conference with Real Property Negotiator Property: San Juan Plant Agency Negotiator: Bob Tang, Assistant Director of Resource Management Negotiating Parties: City of Azusa, Azusa Light and Water, and Los Alamos County, NM Under Negotiation: Price and Terms of Payment Government Code 54956.8 VII. ADIOURNMENT in compliance with the Americans with Disabilities Act, if you need special assistance to participate in a citymeeting please contact the City Clerk at 626-812-5229. Notification three (3) woddng days prior to the meeting or time when special services are needed will assist staff in assuring that reasonabie arrangements can be made to provide access to the meeting." 1 CITY OF AZUSA MINUTES OF THE REGULAR MEETING OF THE AZUSA UTILITY BOARD/CITY COUNCIL MONDAY, MARCH 25, 2002 - 6:30 P.M. The Utility Board Members of the City of Azusa met in regular session, at the above date and time in the Azusa Light and Water Department Conference Room, located at 729 N. Azusa Avenue, Azusa, California. Chairperson Chagnon called the meeting to order. ROLL CALL PRESENT: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: ALSO PRESENT: STANFORD, HARDISON, CHAGNON, ROCHA, MADRID NONE City Attorney Ferre, Director of Utilities Hsu, City Manager Cole, Secretary Alvarez, Assistant to the Director of Utilities Kalscheuer, Assistant Director of Resource Management Tang, Assistant Director of Water Operations Anderson, City Clerk Mendoza, Deputy City Clerk Toscano. Public Participation None. Call to Order Roll Call e Also Present Pub Part None The CONSENT CALENDAR consisting of Items II -A through 11-M, were approved by motion of Consent Cal. Councilmember Stanford, seconded by Councilmember Hardison, and unanimously carried, with Appvd the exception of items E, F, G, and 1, which were considered under the Special Call portion of the Agenda. A. The minutes of the regular meeting of February 25, 2002, were approved as written. Min Appvd B. A RESOLUTION OF THE UTILITY BOARD/CIN COUNCIL OF THE CITY OF AZUSA, Res. 02-C35 CALIFORNIA, ACCEPTING GRANT OF EASEMENT AND DIRECTING THE RECORDING Accepting a THEREOF. grant of esmt C. Approval was given to replace dump truck for water distribution with a 2002 Freightliner Pur water dist dump truck from Sacramento Truck Center In the amount of $53,336. truck D. Approval was given to replace standby truck for water distribution with a 2002 Ford F350 Pur standby from Folsom Lake Ford In the amount of $21,000: r e I i truck E. SPECIAL CALL ITEM. Spec Call F. SPECIAL CALL ITEM. Spec Call G. SPECIAL CALL ITEM. Spec Call H. Approval was given to pay invoices for emergency cleanup services tendered, at the Emergency Edgewood Center Convalescent Home, in the amount of $37,553.50. Clean up sys SPECIAL CALL ITEM. Approval was given to accept Wren &Associates as the inspection consultant to provide the Wren&Assoc required project construction inspection services for project W 170. inspect sys K. Notice of Completion for the Spreading Ground Wells was approved in the amount of Not of Comp $3,676,309.59. Spread Grnds L. Approval was given for funding request in the amount of $26,138 and authorization was Funding given to submit to the Department of Conservation for continuation of the school recycling Request program. recycling pgm M. Approval was given to the Director of Utilities to initiate discussion with the Personnel Board Temp Project regarding creation of a new temporary position called Project Inspector. Inspector Special Call Items Special Call Items Mayor Madrid questioned item regarding selection of an engineering consultant to perform Madrid engineering design services for capital improvement project, installation of pipeline. She comments questioned why project was not awarded to Civiltec since they were the lowest cost at $25,894 Instead of Hall & Foreman who proposed a cost of $26,906. Assistant Director of Water Operations Anderson responded stating that contract was for Dir Wtr Op professional services and that City was not bound to go with the lowest bidder; secondly, since response Civiltec currently has two big projects in Azusa, and Hall & Foreman provided the next lowest quote, that this was an opportunity to share the workload and see how Hall & Foreman does. Councilmember Rocha also asked about replacing water lines in streets that have just been paved. Rocha comments Utilities Director responded stating that the construction on Baseline will be deferred, and Dir of Util Dalton and Eleventh projects will be limited to the intersection. He stated that next time there response will be more coordination between the Water Department and Engineering Department. Moved by Councilmember Stanford, seconded by Mayor Madrid and unanimously carried to Hall & accept Hall & Foreman as the engineer to provide the required engineering design services for Foreman Installation of pipeline - 2,000 linear feet of 16 inch pipeline In Baseline Avenue from Rockvale Engr Design Avenue easterly to Citrus. Svs Chairperson Chagnon addressed Items regarding replacement of Welding Truck Chassis and the Chagnon Service Truck and asked if there was any criteria for replacing vehicle; since both vehicles have comments average mileage, she wanted to know what other reasons there were for their replacement. 03/25/02 PAGE TWO I� Assistant Director of Water Operations Anderson responded stating that the vehicles are worn Asst Dir Wtr and old in years. Moved by Councilmember Stanford, seconded by Mayor Madrid and unanimously carried to Pur truck approve the proposal from Folsom Lake Ford for a 2002 Ford F350 truck cab and chassis in the Folsom Lake amount of $21,019 to replace service truck chassis for the Water Division. Ford Moved by Councilmember Stanford, seconded by Mayor Madrid and unanimously carried to Pur truck approve proposal from Folsom Lake Ford for a 2002 Ford F-350 truck with Knapheide Service Folsom Lake Body in the amount of $21,096 to replace service truck for the Water Division. Ford Councilmember Rocha addressed item regarding the replacement vehicle for Assistant Director of Rocha & Water Operation with concerns with the same issue, age of vehicle and low mileage. Chairperson Chagnon Chagnon inquired whether this is a take home vehicle and if the old City Administration vehicle comments could be used for the Utility Department. Utilities Director Hsu responded stating that the vehicle is approved for take home policy, but has Util Dir & not been well maintained. City Manager Cole responded to the second question stating that it is City Mgr currently being used by the Help Desk, in the Computer Services Department. response Moved by Councilmember Stanford, seconded by Mayor Madrid and unanimously carried to Pur vehicle approve the proposal from Folsom Lake Ford for a 2002 Taurus in the amount of $17,300 to Folsom Lake replace Assistant Director of Water Operation's City vehicle. Ford Scheduled Items Sched Items Utilities Director Hsu addressed item regarding Amendment to E)asting Street Light Rate Schedule Util Dir ±* Applicable to Outdoor Area Lighting and Related Services, stating that the main reason for this re: Amend St Item Is to improve lighting service for bus benches; some require regular fighting and some require Light Rate solar lighting. He stated that the bus shelter contractor will pay for the electricity. They are Sched changing the existing rates to be consistent with comparable Edison rate schedule. He then outdoor area answered questions posed by Councilmembers/Boardmembers. d Councilmember Stanford offered a Resolution entitled: A RESOLUTION OF THE AZUSA UTILITY BOARD/CITY COUNCIL OF THE CITY OF AZUSA, Res. 02-C36 CALIFORNIA, AMENDING THE SCHEDULE OF CHARGES AND RULES AND REGULATIONS Amend Sched GOVERNING OUTDOORAREA LIGHTING SERVICEWHERE CUSTOMER OWNS AND MAINTAINS &Rules& LIGHTING EQUIPMENT. Regs Outdoor Area Moved by Councilmember Stanford, seconded by Mayor Madrid to waive further reading and Lighting adopt. Resolution passed and adopted by the following vote of the Council/Board: AYES: COUNCILMEMBERS: HARDISON, STANFORD, ROCHA, CHAGNON, MADRID NOES: COUNCILMEMBERS: NONE ABSENT: COUNCILMEMBERS: Utilities Director Hsu addressed item regarding Request to Change Site for Yard Office Building. Util Dir He stated that after a Yard Safety Committee meeting, it was suggested to use the Transportation comments site for a building to house the Electric Division. He stated that there are no Planning restrictions re: Electric and that although neighbors at 600 Sierra Madre are concerned about parking on the street, there Building @ will be a Public Hearing before the Planning Commission on the Issue. He requested consensus Trans site from Council so that he may begin a preliminary study and he displayed renderings of the building on the proposed site. Lengthy discussion was held regarding the situation. 03/25/02 PAGE THREE it was then moved by Councilmember Stanford, seconded by Chairperson Chagnon and Study for unanimously carried to authorize staff to begin preliminary study including procuring certain Yard Office consulting services to prepare plans for Planning Commission for placing the proposed Yard Office @ 10"' & Building at 10"' and Vernon Street. Vernon Utilities Director Hsu presented a financial impact analysis based on three scenarios for the Util Dir Transfer of Azusa Agricultural Water Company Water Right. He detailed each scenario; Scenario comments 1 is the current base case, Scenario 11, which he recommends is to transfer Azusa Ag water Right Transfer of back to Azusa as requested by Watermaster and SGVMWD, and all Replacement Water rates stay Water Right as they are and Scenario 111, Not Transfer Azusa Ag water Right back to Azusa, and Watermaster adopts a melted rate at $210/AF (estimated). Lengthy discussion was held regarding this issue. it was then moved by Councilmember Stanford, seconded by Councilmember Rocha and Transfer of unanimously carried to authorize Utilities Director Hsu to negotiate settlement of the issue to a Water Right satisfactory resolution. Utilities Director Hsu will then come back with an update on the situation Azusa Ag at the April meeting. In response to questions at the last meeting regarding funding of Green Barrel Distribution Program, Assistant to the Director of Utilities Kalscheuer stated that AB939 fund balance is $126,000, with an annual positive cash flow of about $130,00 per year and in looking at the possible purchase and distribution of 16,000 green barrels, approximately two per household, the cost, based on one vendors estimate, would be approximately $246,000. He stated that if there was a wish to implement the program within the next six months, there aren't enough funds, but, that the balance could be borrowed, and paid back out of the positive cash flow. He presented and detailed a Green Barrel Distribution Program Cost/Payback plan. Councilmembers asked about Athen's Disposal and its part in the Green Barrel Distribution Program. Discussion was held regarding Athens role in providing manual green waste collection service, complaints against their services and other issues. City Manager Cole suggested that residents be given one barrel and if there is a need for a second, they can ask for it. Councilmembers agreed to that suggestion and it was noted that additional barrels could be ordered in case there was a need for more. It was noted that there is a need for more public awareness about the program. Moved by Councilmember Rocha, seconded by Councilmember Hardison and unanimously carried that staff begin the process of purchasing 32 gallon green plastic barrels for households participating in Azusa's Green Waste Collection Program. Staff Report/Communications C. Kalscheuer Green Waste collection program Discussion Staff directed to begin the process for purchasing 32 -gal green plastic barrels Staff Rpts Utilities Director Hsu commented on the format of the Utility Board meeting advising Council that Util Dir he feels the purpose is educational, to focus on future planning, and to focus on certain items comments to be presented, either short or detailed depending on what is necessary. Utilities Director Hsu presented Monthly Billing Report for February 2002, which consists of Monthly statistics, but nothing extraordinary, he noted. Chairperson Chagnon asked that the Monthly Billing Rpt Billing Report be provided quarterly. Discussion was held regarding month City Facilities Energy Consumption Report for the Month of Energy January, 2002. Consumption Utilities Director Hsu announced the following: SCPPA Congressional Delegate Tour of SCPPA Util Dir Facilities (Hoover Dam), May 31 -June 31, 3002, Well Dedication March 28, 2002, Thursday, 4:30 Announcemts p.m. at Spreading Grounds and APPA Annual Conference, Dallas, TX, June 10-12, 2002.- 03/25/02 002: 03/25/02 PAGE FOUR Utilities Director Hsu advised that there is proposal from City of Vernon requesting the City of Proposed Bill Azusa to provide Billing Service. He stated that staff will be negotiating with them within the next Svs City of month and if it is successful he will come back to the Board with a contract. Vernon Assistant Director of Resource Management Tang presented an update on the Electric Industry B. Tang with background information about the state of the industry and issues facing the city in the near Update Elect future i.e. transmission Issues, retail rates and resource portfolio procurement. Industry Subjects covered in his presentation consisted of the following: Federal Level: The FERC still holds an unabated enthusiasm towards competitive electricity market Federal Level even against the backdrop of California energy crisis and the confidence crisis of the public towards deregulation. Activities at FERC level: a. Creation of regional transmission organization (RTOs) throughout the country. B. Standardized market rules and pricing schemes, and c. Compel participation of all market entities including municipal utilities. Transition in one to three years. State Level: Still dominated by highly politicized and litigious regulatory decision making process. State Level Activities at state level: a. Numerous litigations regarding the fallout of energy crisis. b. PG&E bankruptcy has an impact on the regulatory structure in the future. c. No clear strategic thinking as how to plan for the future. Who will build the necessary infrastructures to serve customers? Wholesale Power Markets: Wholesale power merchants are under intense scrutiny by the Wholesale financial and investment institutions in the wake of Enron's collapse. Activities at Wholesale Pwr Mkt Power Markets: 1. Wholesale power merchants are under financial distress. 2. Severe capital constraints to fund new infrastructure. a Transmission Issues: Issue: As the price freeze of Azusa -Edison transmission service contracts Transmission come to an end at the end of 2002, the city will face substantial transmission cost increase. Issues Mitigating Strategy: Becoming Participating Transmission Owner (PTO) in the CAISO market. Timeline: 1. Detailed discussion of Issue with the Board in April and May. 2. Prepare and finalize the application by June 30, 2002. 3. Execute applicable agreements with the CAISO by the end of the year. Retail Rates: Issue: As the retail sales growth rate has been consistently lower than the growth Retail Rates rate in operating costs, the retail rate setting must be adjusted to reflect the cost structure. Mitigating Strategy: Revise retail rate structure. Timeline: 1. Detailed retail rate studies presented to the board for consideration in August. 2. Conduct public hearing and customer meetings in September. 3. Implementation as of January 2003. Resource Portfolio Procurement: Issue: As various power supply contracts will terminate in Resource the next 18 months, the city will need to procure new resources to serve its retail load and Portfolio evaluate its long term resource portfolio mix. Mitigating Strategy: Restructure power resource Procurement portfolio. Timeline: 1. Finalize San Juan Unit#3 diversification strategy by Summer 2002. 2. Complete five-year planning activities by Summer 2002. 3. Conduct workshops with the Board in July and August. Mayor Madrid asked if Councilmember would like to set a time to review the contents of the Madrid Carver Book, entitled, Boards That Make a Difference. It was consensus that a tentative date comments would be set for June 24"' at their regular Board Meeting. Carver Book It was also consensus of Councilmembers that the meeting of May 2 ph, be moved to Tuesday, Move May May 28"', due to the fact that Monday is Memorial Day. mtg to 5/28 03/25/02 PAGE FIVE Councilmember Hardison asked about criteria for repairing water mains and paving of streets Hardison a afterwards. He talked about revisiting sites and doing a slurry cap over it. Utilities Director Hsu comments responded stating that they have been lacking a project inspector for these types of projects, so Utilities Dir on the agenda, there is an Item that creates a new temporary position to be called Project response Inspector to meet the need. Councilmember Stanford apprized his colleagues that he will be going into the hospital for open Stanford heart surgery. He stated that he will miss the meetings of April 1 and 15, 2002. comments Chairperson Chagnon inquired when they will be receiving an update on the telecommunications Chagnon item that Cary Kalscheuer is working on. Mr. Kalscheuer responded stating he will be receiving comments proposals for the telecommunications in April, and may present proposals at the May meeting. It was consensus of Councilmembers to adjourn. TIME OF ADJOURNMENT: 8:15 P.M. SECRETARY NEXT RESOLUTION NO. 02-C37. 03/25/02 PAGE SIX Adjourn CONSENT CALENDAR TO: HONORABLE CHAIRPERSON AND MEMBERS OF THE AZUSA UTILITY BOARD AND AZUSA CITY COUNCIL FROM: JOSEPH F. HSU, DIRECTOR OF UTILITIES - DATE: April 16, 2002 N SUBJECT: BUDGET AMENDMENT TO COVER INCREASED PUBLIC RELATIONS PROGRAMS RECOMMENDATION It is recommended that the Utility Board/City Council authorize a Budget Amendment in the amount of $25,000.00 to cover increased Public Relations Programs. BACKGROUND Additional funds are deemed necessary in order to adequately provide for additional Public Relations programs and advertisements promoting continued growth in the City of Azusa. FISCAL IMPACT Fiscal impact to Azusa Light & Water will be $25,000.00. Funds will be transferred from the Utility's retained earnings. Prepared by: Phyllis Bradley Administrative Services Supervisor CITY OF AZUSA BUDGET AMENDMENT REQUEST (New Appropriation) Department: _M11=_ Requested 1.LllF_ Requested by: _Phyllis aM01eY__-- Fiscal Year:-M2M2 Date: FUNDING SOURCE: -Round to the highest $10 PROJECTED EXF LNul I uKt a : Account # Project # Amount* Account # Project # Amount' 1-10-130-000-6625 25,000.00 31-00-000-000-3605 25,000.00 , Total: 25,000.00 Total: 25,000.00 Reason for Amendment: Anticipated increase in PR Programs Impact on other Programs: None NOTE: 1. Amendments of $25,000 Mims require approval of the Finance Director. 2. Amendments between $25,000 and $100,000 require approval of the City Manager and the Flnance Director. 3. Amendments between $100,000 and $1,000,000 require adoption of a resolution by City Council. 4. Amendments over $1,000,000 shall be approved by City Council following a public treating. APPROVAL FINANCE ONLY e� Head: �_ Date:D�/ Date: Processed By: __— -- Department Finance Director: _ _ Date:- GL Batch: _ GL Budget Ref:— City Manager: Date:_ 20 (�� JL Batch: — JL Budget Ref:— Council Approved on: CONSENT CALENDAR TO: HONORABLE CHAIRPERSON AND MEMBERS OF THE AZUSA UTILITY BOARD AND AZUSA CITY COUNCIL FROM: JOSEPH F. HSU, DIRECTOR OF UTILITIES^ DATE: April 16, 2002 W SUBJECT: BUDGET AMENDMENT FOR THE PURCHASE OF 80 MICROSOFT SELECT OFFICE XP SOFTWARE LICENSES /.� RECOMMENDATION It is recommended that the Utility Board/City Council authorize a Budget Amendment in the amount of $25,000.00 to cover the purchase of 80 Microsoft Select Office XP software licenses. BACKGROUND A recent City policy decision dictates that computers be converted from competing software products to Microsoft's Office Suite (Word, Excel, PowerPoint and Access). This Budget Amendment will enable Azusa Light & Water to license all it's desktops. FISCAL IMPACT Fiscal impact to Azusa Light & Water will be $25,000.00. Funds for this amendment will be transferred from the Utility's retained earnings into the Information Services operating budget. Prepared by: Phyllis Bradley Administrative Services Supervisor CITY OF AZUSA BUDGET AMENDMENT REQUEST (New Appropriation) Department: ___Utilities____ Fiscal Year: Requested by: _mLj 1 i s Bradl le___ Date: --- 2002 ----------- March 28,_2002 ___ FUNDING SOURCE• -Round to the highest $10 PROJECTED EXPENDI I UNE J : Account # Project # Amount' Account # Project # Amount ` 31-40-713-000-6415 25,000.00 31-00-000-000-3605 25,000.00 Total: 25,000.00 Total: 25,000-00 Reason for Amendment: Purchase of Microsoft Select Office Impacton other programs: None NOTE: 1. Arrencirnents of $25,000 or less require approval of the Finance Director. 2. Amendments between $25,000 and $100,000 require approval of the City Manager and the Finance Director. 3. Amendments between $100,000 and $1,000,000 require adoption of a resolution by City Council. 4. Amendments over $1,000,000 shall be approved by City Council following a public hearing. APPROVAL FINANCE ONLY Department Head: __ _ Date:_JW_O`7—� Processed By: _ Date: —_— Finance Director: Date:_ GL Batch: GL Budget Ref:-- ef:_Qty CityManager: __ _ Date:_____ JL Batch: _ JL Budget Ref:____ Council Approved on: _0 JI -D AZULIGHT A SA CONSENT CALENDAR TO: HONORABLE CHAIRPERSON AND MEMBERS OF THE AZUSA UTILITY BOARD AND AZUSA CITY COUNCIL FROM: JOSEPH F. HSU, DIRECTOR OF UTILITIES DATE: April 16, 2002 SUBJECT: APPROVAL OF $10,000.00 AMENDMENT TO BLANKET PURCHASE ORDER FOR HUNTER ELECTRIC RECOMMENDATION It is recommended that the Utility Board/City Council approve an amendment in the amount of $10,000.00 to Blanket Purchase Order #210257 issued to Hunter Electric for the Fiscal Year ending June 30, 2002. Total amended Purchase Order will be $35,000.00. BACKGROUND Hunter Electric has been selected both by quoted rates as well as performance to serve as the Water Division's provider of electrical installations and repairs at it's various pump and booster stations. Unexpected, emergency repairs at two booster stations this fiscal year have depleted the existing Blanket Purchase Order. An amendment to the purchase order is necessary to complete additional electrical work at other sites. FISCAL IMPACT There will be no fiscal impact to the Department as sufficient funds are available in the Water Division's operating budget for 2001-2001. Prepared by: Phyllis Bradley Administrative Servl a Supervisor CONSENT CALENDAR TO: HONORABLE CHAIRPERSON AND MEMBERS OF THE AZUSA UTILITY BOARD AND AZUSA CITY COUNCIL FROM: JOSEPH F. HSU, DIRECTOR OF UTILITIES DATE: APRIL 22, 2002 SUBJECT: AMENDMENT TO CONSULTING SERVICES —YARD OFFICE BUILDING iii RECOMMENDATION It is recommended that the Utility Board/City Council approve an amendment to the existing architectural consulting services agreement with Henry Woo Architects, Inc. in an amount of $17,200. BACKGROUND This amended service agreement is to provide the preliminary phase of the proposed Electric Division offices at I O h and Vernon Street. This phase of work will include space programming for offices, meter testing facility, and large truck garage with some storage spaces; prepare preliminary plans, exterior building elevations, and conceptual landscaping for presentation to Planning Commission and neighboring home owners; and to provide coordination among different affected agencies. FISCAL IMPACT This cost will be charged against the budgeted funds for the building. However, it is very likely that if this site is approved for the proposed building, the overall design and construction costs will be less than what was budgeted because this site will have less costs in site preparation, less design work and less construction costs for one story building; and more likely to get better construction bid due to it being a clean site. Prepared by: 1. Hsu -�r AZ5LIGHT A 4A CONSENT CALENDAR TO: HONORABLE CHAIRPERSON AND MEMBERS OF THE AZUSA UTILITY BOARD AND AZUSA CITY COUNCIL FROM: JOSEPH F. HSU, DIRECTOR OF UTILITIES��/ DATE: APRIL 22, 2002 P SUBJECT: PURCHASE OF TWO MANUAL HYDRAULIC SINGLE REEL TRAILERS RECOMMENDATION It is recommended that the Utility Board/City Council authorize the purchase of two manual hydraulic single reel trailers in an amount not to exceed $16,522 from Pacific Utility Equipment Company of Ontario, California. BACKGROUND The Electric Division currently owns a 1974 reel truck which is designed to hold small reels and a 1984 reel trailer designed for the extra large reels. New reels of cable are coming larger which the 1974 reel truck cannot accommodate. Also, the purchase of new trailers will allow the two crews to pull cable at the same time. The existing 1974 reel truck is soon to be retired. FISCAL IMPACT The purchase of hydraulic single reel trailers is part of the Electric Division's Capital Improvement Project (CIP) budget for 2001-2002 fiscal year. A budgeted fund of $75,000 is available in account number 33-80-000-730-7140/7302D for this purchase. The new trailers will make more efficient use of personnel. Azusa Light and Water Request for'Purehase VeA '0 - PACIFIC UTILITY `' a Description " 6 ._ MFrie , $6800.00 1326 E. Francis St. t 'A dress Ontario CA 91761 Phone / Faaz 800/328-4508 Reuested:by: D. Kjar Account # 33-80-000 rolect C.I.P. �" ACCOUnt tQuy' `' a Description " 6 ._ MFrie , $6800.00 Per Ea Total '" $13600.00 730-7140/73021) 2 Model 185 Manual Hydraulic Single Reel Trailer 8500 lb payload, 120" reel diameter 60" reel width, 132" trailer length 96" trailer width, 1600 # weight 12V electric brakes, 12V elec. breakaway kit Color: White Pintle Hitch Sub -total $13600.00 California State Sales Tax 8.25% $1122.00 Freight (if any) $1800.00 Total $16522.00 DATE: 3/19/02 & tC_L1V1Ar1&3: APPROVAL see attached quotation sheet. CITY OF AZUSA SUMMARY OF REQUISITION QUOTATIONS FOR SUPPLIES & EQUIPMENT PROCEDURE: Purchase requisitions may be written as follows: A) Up to $1999.99 - no quotations or this form needed - Dept. Head approval required B) $2,000 to $4,999.99 - Three (3) telephone quotes Et Dept. Head approval - see below C) $5,000 to $9,999.99 - Three (3) written quotes Et City Manager approval - see below D) over $10,000 - formal bids - City Council approval - see below E) Enter vendor selected F) Justification, if needed CITY ORD. #2206 G) Preparer's Name For Bid by Azusa Bus. Deduct 1% B. $2,000 to $4,999.99 - 3 telephone quotations Er Dept. Head approval Of Taxable: 1. Bidder Net Price: 2, Net Price: Bidder 3, Net Price: Bidder C. $5,000 to $9,999.99 - 3 written quotations - City Manager approval - see attached D. over $10,000 - formal bids - City Council approval - see attached �. Pacific Utility Net Price: $13600 Bidder Ontario, Ca 91761 2. Wagner Smith Net Price: $15290 Bidder Dayton, Ohio 45401 3. Slabach Enterprise Net Price: $15540 Bidder Kalona, Iowa E. Purchase requisition awarded Pacific Utility to: F. Justification for other then low bid or less than three quotations: G. Form. completed by: L. Cawte Signed: (Department Head) *attach form to requisition Signed: (City Manager) AZPD I I I (rev I1/00) Approved: (Purchasing Agent) $16,522 $16,551.43 $16,622.05 FEB.25.2002 8:52AM aw.Southern California 1326 east Francis St. Ontario, California 91761 Toll free (800) 328-4508 City of Azusa Attn: Dan lgar Distribution Supervisor Azusa, CA. Fax:: 626.612.5122 Dan, N0, 0153 P. 1 - -_ _. Operations Quotation #2002-28 February 22, 2002 We are offering your City the following quote for Two 1-85 Hydraulic Single reel trailers manufactured by Slabach Enterprises. 1. Model 185 Manual Hydraulic Single Reel trailer • 8,500 Ib payload • 1208 reel diameter • 60" reel width • 132" trailer length • 96' trailer width • 1,600 # Weight • 12V electric brakes • 12V electric breakaway kit Our price for Two units, purchased at the same time, will be $6,800.00 This does not include tax, license or delivery charges The following are the optional items that we offer to enhance your trailers, :• Rear Stabilizers (set) 50 • Mud Flaps (set) $$187.187. + Two Wheel chocks with holders/mounted $ $37.50 00 • Power rewind/power unit $4,365.00 Freight for Two units is appr. $1,800.00 FEB.7.5:9nn9 D-rl r a: 1, t o y � ?•� y tom., ' � � •.�;,*; The following are the optional items that we offer to enhance your trailers, :• Rear Stabilizers (set) 50 • Mud Flaps (set) $$187.187. + Two Wheel chocks with holders/mounted $ $37.50 00 • Power rewind/power unit $4,365.00 Freight for Two units is appr. $1,800.00 FEB.7.5:9nn9 D-rl r iEB=26=02 03:12PM FROM-Hiahline Equipment Transmission and Distribution Line Construction Equipment Company: Azusa Light 8c Water Dept. Contact: Dan Kjar Email: 5036920474 T-562 P.001/001 F-094 Phone ,(800)444-7064 Fax (503)692-0474 E-mail jwaguer®wagnercmithequipment.com QUOTE US DOLLARS Date: 2/25/02 DESCRIPTION AVAILABILITY UNIT PRICE "New" 2002145 Reel Carrier 2 In stock $7,646.00 QTY AMOUNT 2 7RY *PRICES ARE FOS-AZUSA, CA* *ALL ITEMS SUBJECT TO PRIOR SALE*QUOTE VALID FOR 30 DAYS* Questions? Please Call 1-800-444-7064 Mon -Fri 8a -Sp PST Sincerely Yours, James Wagner THE WAGNEI%SWI TH COMPANY DAYTON FORT WORTH 3178 Encme Lanc 9215ouih Budeson BWd P.U. Sax 672 Buriesm4 Texas 76028 Dayloa, Ohio 45401 Phone (817) 447-9083 Phone(937)298-7481 (800)666-6567 Fox (937)299.0269 Fax(917)447-8917 SINCE 1917 TUAL.ATIN Rentals - SAM - Service 19020B SW Opole Rd Tualatim OR 97062 Phoac (303) 692-0979 (900) 4447064 Fax (503) 692-0474 ent: By: SLABACH; __, , Mar-ia-ue e;oarmi rage 4 x y SLA BACH ENTERPRISES FO. SOX 814 - 215 14th STREET K/V-ONA, IOWA 52247 (31 9( 656-3434 FAX: 1319) 656-5486 E-mail: infoOONxich.com WHEELER REELER March 19, 2002 Thank you for expressing intcrCst in the Model 1-85 WHEELER REELER trailer. The standard equipment includes a manual hydraulic pump, hydraulic flow divider, drop lcg jack, electric brakes and breakaway kit. The following is a price quotation of the Model I-85 WHEELER REELER hydraulic cable reel trailer - Model 1-85 (8,500 Lb. payload capacity - 120" diameter) $ 6,895.00 Choice of Electric Comwdor N/C Choice of Hitch (Pintie or 2 5/16" Ball) N/C F.loctnc Brake with Breakaway Kit NIC Painted choice of Powcr Yellow or White (others $350) N/C Trailer Cost Trailer Cost x 2 Shipping & Handling Total Cost Prins arc F.O.B. Kalona, IA. to Azusa, CA. The estimated delivery time would be 30 days or less. This quote is valid for 1 month_ $ 6,895.00 $ 13,790.00 $ 1,750.00 $ 15,540.00 Thank you for your interest in a WHEELER REELER trailer. If you have any comments or questions, please give me a call. ty: b Nichols www.slabach.com CONSENT CALENDAR TO: HONORABLE CHAIRPERSON AND MEMBERS OF THE AZUSA UTILITY BOARD AND AZUSA CITY COUNCIL FROM: JOSEPH F. HSU, DIRECTOR OF UTILITIES / DATE: APRIL 22, 2002 SUBJECT: LEASE AGREEMENT — STATE OF CALIFORNIA, DEPARTMENT OF CONSUMER TM AFFAIRS RECOMMENDATION It is recommended that the Utility Board/City Council approve the proposed lease agreement between the City of Azusa and the Department of Consumer Affairs, State of California, and authorize the City Manager to execute the same. BACKGROUND The Department of Consumer Affairs, State of California, leased a portion of the second floor of Azusa Light & Water administration building as its branch office serving the San Gabriel Valley since 1996. It proposed to renew the lease for another five years. Almost all of the terms and conditions remain the same as the prior lease agreement, except the rent and two minor changes in Sections 17 and 20.' Rent for the first two years will increase from the current $1.38/sq-ft to $1.55/sq-ft, then increase to $1.60/sq-ft for the next two years, and increase to $1.65/sq-ft for the last or 5th year of the term. Section 17 deals with the State's right to sublease. If the lessor (the City) does not give the State the consent to lease, then the State has the right to terminate the lease by giving the City a 30 -day written notice. Section 20 indemnifies the City's risk and liability for State employees to enter the rental premises in the event a disaster renders the building deemed unsafe to enter. . K. Pg. 2: Utility Board/City Council Agenda 4/22/02 — Lease Agreement FISCAL IMPACT The new lease agreement will increase rental income by a small amount. Fiscal impact is minimum. Prepared by: J. Hsu Attachment LEASE RIN PR MtSES L nrAT D AT 729 North Azusa Avenue, Suite 2B TENANT AGENCY Preamble DEPARTMENT OF GENERAL SERVICES REAL ESTATE SERVICES DIVISION THIS LEASE, made and entered into this 29" day of March 2002, by and between File No.: 0113-001 Project No.: 109655 CITY OF AZUSA. A MUNICIPAL CORPORATION . ; . ---hereinafter called the Lessor, without distinction as to number or gender, and the State of California acting by and I If through the Director of the Department of General Services, hereinafter called the State; w - - WITNESSETH Description -- 1. The Lessor hereby leases unto the State and the State hereby hires from the Lessor those certain premises with* appurtenances situated in the City of Azusa. County of Los Angeles, State of California, and more particularly described as follows: Approximately 2_`75 net usable square feet of office space on the 2nd floor of the building located at 729 N. Azusa . Ave.. Suite 2B as outlined in red on the attached Exhibit "A" Plan, together with Specifications marked Exhipit "B"and Lessor Compliance Procedures marked Exhibit "C", said Exhibits "A" and "B" and "C", Project No. 1 k1 dazed March 15. 2002, hereby being incorporated by said reference into this lease, and including j Ronexclusive unobstructed parking spaces contiguous to the subject building, and unlimited use of the building's common facilities. Term 2. The term of this lease shall commence on June 12002 and shall end on May 31. 2007, with such rights of termination as may be hereinafter expressly set forth. Early Terminatlom 3. The State may terminate this lease at any time effective on or after May 31. 2005, by giving written notice to the Lessor at least 30 days prior to the date when such termination shall become effective. Ifthe State fails to complete its move out within the notice period and remains in the premises, additional rent shall be paid and prorated on a thirty (30) day month, based on the actual number of days the State occupies the premises following the effective dateoftetmination. Rent 4. Rental shall be paid by the State in arrears on the last day of each month during said term as follows: THREE THOUSAND EIGHT HUNDRED THIRTY SIX AND 25/100 DOLLARS (53.836.25) for the period June 1 2002 through May 31 2004 then THREE THOUSAND NINE HUNDRED SIXTY AND 00/100 DOLLARS ($3.960.00) for the period June 12004 through May 31 2006 then FOUR THOUSAND EIGHTY-FOUR AND 001100 DOLLARS ($4-084.00) thereafter. Pa9e-1 "RESD Std. Form 1 lsue"2002 Revised 1-23 02 \WgSp$MfDDRpIYSBUdinr-MblhapWMOCAWivYR9 N. Asir AW RBUAw A 320.02 Notices Rental payable hereunder for any period of time less than one month shall be determined by prorating the monthly rental herein specified based on the actual number of days in the month. Rental shall be paid to Lessor at the address specified in Paragraph 5 or to such other address as the Lessor may designate by a notice in writing. If the premises are not complete pursuant to Paragraph 6 by the date shown in Paragraph 2, it is understood and agreed by and between the parties that, at the State's sole option, the dates shown in Paragraphs 2 and 3 and the dates and dollar amounts shown in Paragraph 4 may be adjusted to the first of the month following the State's acceptance of the completed premises, such acceptance shall not unreasonably be withheld. If the State exercises this option, it is agreed the State will complete unilaterally an amendment to the lease to revise the herein above stated dates. Any accrued rents for the period of time prior to the unilaterally adjusted commencement date will be paid in accordance. with Paragraph S. Additionally, it is understood and agreed between the parties that, at the State's option, the dates shown in the "CPI Escalator Operating Expenses" paragraph, if incorporated herein, shall be adjusted to reflect the time delay between lease commencement and the first of the month following the actual acceptance date. In the event this lease agreement contains a provision granting the State an Option to Purchase the premises, it is further agreed herein by the parties that, notwithstanding the provision of the Option to Purchase paragraph herein, the effective dates and corresponding purchase option prices of said Option to Purchase shall be adjusted consistent with any adjustment to the lease commencement date, as stated above, which initial purchase option date shall in no event be less than twenty-four (24) months nor more than thirty-six (36) months from the "adjusted" commencement date. Said "adjusted• purchase option dates shall be established consistent herewith and incorporated into said lease with a unilateral amendment by the State. 5. All notices and correspondence herein provided to be given, or which may be given by either party to the -" other, shall be deemed to have been fully given when made in writing and deposited in the United States Mail, certified and postage prepaid and addressed as follows: To the Lessor _ Azusa Light and Water Department P.O. Box 9500 Azusa. CA 91702-9500 Attention: Administrative SerAces Suyenisor Phone No (6261812-5283 FAX No. (626) 334-3163 and to the State: DEPARTMENT OF GENERAL SERVICES, REAL ESTATE SERVICES DIVISION PHONE NO. (916) 375-4172 LEASE MANAGEMENT D Ol�l 707 THIRD STREET, SUITE 5-305 FAX NO. (916) 375.4173 WEST SACRAMENTO, CA 95605 ALL NOTICES AND CORRESPONDENCE MUST REFERENCE TENANT AGENCY AND PREMISES ADDRESS Rental warrants shall be made payable to: City of Azusa and mailed to: _Azusa Light and Water Department P.O. Box 9500 _Azusa, CA. 91702-9500 Attention: Administrative Services Supervisor Nothing herein contained shall preclude the giving of any such written notice by personal service. The address to which notices and correspondence shall be mailed to either party may be changed by giving written notice to the other Party Page-2'RFSD Sul. Form I Lease"2002.Revised 1-23 02 %%1MV5k9*N 91VSBnmm3.Anl.DaipV9bJDCAN 1729N.Aam AKr2BUe &AemMg�320.02 Completion and 6. Lessor agrees that, prior to June 1. 2002, and at Less0es sole cost and expense, all required construction, Compliance with improvements and/or alterations, if any, shall be completed and the leased premises made ready for State's occupancy Plans and in full compliance with Exhibit "A", consisting of one sheets titled, "Office Quarters, Project No. 109655" dated Specifications March 15. 2002, and -in accordance with Exhibit "B", consisting of L4 pages, titled, "Outline Specifications, Project No. 655" dated March 15. 2002, and Exhibit "C" consisting of 24 pages titled, "Lessor Compliance Procedures" which Exhibits "A" and "B" and "C" are by this reference incorporated herein. Notice of 7. Lessor shall notify the State in writing by certified mail of the date the leased premises will be completed and Completion and ready for occupancy at least thirty (30) days prior thereto. Such notice shall be a condition precedent to the accrual of Access to Premises rental hereunder, except however, that if the State occupies the premises prior to the receipt of such notice or prior to daring the expiration of the notice period of such notice, rental shall commence to accrue as of the date of occupancy. Construction Following execution of this lease, and not more than sixty days (60) prior to completion of construction and occupancy under this lease, State or its contractors or other representatives shall have the right to enter the premises for the purpose of installing certain equipment such as, but not limited to, modular system furniture, and electrical and -,'telecommunications cabling and equipment. State agrees to indemnify and hold Lessor harmless from and against any claims, damages, or other injury suffered by Lessor as a result of the work to be performed pursuant to this right to enter the premises prior to State's acceptance and occupancy of the premises. Lessor agrees to indemnify and hold State and its agents, contractors or other representatives harmless from and against any claims, damages, injury or other harm suffered by reason of the negligence or other wrongful act of Lessor or any of Lessor's agents, contractors, or other representatives. In no event shall the exercise of this right of entry be construed so as to cause an acceleration of the occupancy date of this lease or the obligation of the State to pay rent. itr- Lessor and State shall each make all reasonable efforts to ensure that the respective construction and installation work `. is scheduled in such a manner so as to not interfere with or delay the other. In the event that one or the other party causes a delay in the other party's work, such injured party shall be compensated in the following manner: " 2elays caused by the Lessor Credit the State a compensating day of delay in the occupancy date and corresponding day of delay in payment of rent. Delays caused by the State: Credit the Lessor a compensating day of payment of rent from the actual date of occupancy. ,��Cotnpensation will be in one day inuemeots. 7be parties agree that this shall be the sole remedy for delay, in that the calculation of damages in any other manner is too uncertain and not susceptible of accurate determination. Early Occupancy g. Lessor agrees that if the leased premises are ready for occupancy prior to the completion date specified above in Paragraph 6, State may elect to occupy the premises on the earliest date practical after its receipt of the herein required completion notice. The rent payable for any such early occupancy by the State shall be at the rate of 53.836.25 per month, and shall be prorated on a daily basis for any partial month. Page -3 "RESD Sid. Form 1 Ixau"2002 Revised 1-23 02 1*ODS I%MBVm-14-AZv PU. lDeAU 729 N. A— Me eMUW A Am6 0 ®e320.02 Time limit and Y. No rental shall accrue under this lease, nor shall the State have any obligation to perform the covenants or Prior Tenancy observe the conditions herein contained until the leased premises have been made ready for occupancy in accordance with the provisions hereof. It is specifically agreed that in the event the leased premises are not completed and ready for occupancy by the State on or before August 1. 2002, then and in that event the State may, at its option and in addition to any other remedies it may have, terminate this lease and be relieved of any further obligations hereunder, providing that a fair and reasonable allowance for the following delays shall be added to said time for completion: A. Acts of the State, its agents or employees, or those claiming under agreement with or grant from the State; or by B. The acts of God which Lessor could not reasonably have foreseen or guarded against; or by C. Any strikes, boycotts or like obstructive actions by employees or labor organizations and which are beyond control of Lessor, and which cannot be reasonably overcome; or by D. Restrictive regulations by the Federal Government which are enforced in connection with a National Emergency. In the event that the State elects to occupy premises before the work on the premises specified in Exhibit A and B is fully completed, the State will provide the Lessor with a punch list of work remaining to be completed (referenced as =� the State's "Punch List'). Lessor agrees that Lessor shall complete the remaining work no later than 14 calendar days --` : kom the date of receipt of said Punch List. If said Punch List is not completed within the specified 14 -day period, _ Lessor agrees that, beginning on the first day after said 14 -day period following occupancy of premises by the State, .•^ ,renfmay at the State's sole option be reduced to 52.685.20 which is 70% of the base rents specified in Pe Paragraph 4 herein (excluding any amortization payments) until such time that the Punch List work is completed in full and that such completion of work is inspected and accepted by the State. The portion of the rent specified for amortization of. tenant improvements, if any shall continue to be paid in full without interruption. �tk It is understood and agreed that the rent reduction specified above does not relieve Lessor of its obligation to complete said work and the State shall maintain all other remedies specified in the Lease. Conformity to 10. Occupancy of the leased premises by the State shall not relieve Lessor in any respect from full compliance at Exhibits all times with aforesaid Exhibits "A" and "B" and "C". It is further understood and agreed that any installation not in conformity with said Exhibits "A" and "B" and "C" shall be immediately corrected by the lessor at Lessor's sole cost and expense. In the event Lessor shall, after notice in writing from the State requiring the Lessor to comply with the requirements of this paragraph in regard to a specified condition, fail, refuse or neglect to remedy such condition, State _.. may terminate this lease without further obligation, or as to such specified condition, at its option and in addition to any other remedy the State may have, withhold rent due and bring the leased premises into conformity with said Exhibits at its own cost including State's Administrative costs, if any, and deduct the amount thereof from the rent that may then be or thereafter become due hereunder. Asbestos 11. Lessor hereby warrants and guarantees that the space leased to the State will be operated and maintained free of hazard from Asbestos Containing Construction Materials (ALCM) and agrees to the conditions for survey, testing, and abatement of ACCM described in Exhibit "B" as'applicable. Lessor specifically agrees that, in the event the State elects to exercise its rights under the provisions of Paragraph 16 of this lease, any costs related to abatement or hazard from asbestos shall be the Lessors responsibility as described in the aforementioned Exhibit "B." Parkiog 12. Lessor, at Lessors sole cost and expense, shall clearly mark the parking spaces described hereinabove as assigned to the State of California. Said parking spaces will be arranged and maintained so as to provide unobstructed access to each parking space at any time. In addition to any assigned parking spades, State and its invitees shall have equal access to common spaces provided to all tenants on a first-come, first-served basis. Services, Utilities, 13. Lessor, at Lessors sole cost and expense, during the term of this lease shall furnish the following services, and Supplies utilities, and supplies to the area leased by the State, and also to the "common" building areas (if any) such as lobbies, elevators, stairways, corridors, etc., which State shares with other tenants, if any. Page4l "RESD Std. Form 1 Irase"2002�-23 02 1VlESDSMF00Na1V5aNesat.AM-Dsi`uUob�D[A�Aaw�1MN Acte cove 12a1lse!♦ ,+nm A. Sewer, trash disposal, and water service, including both hot and cold water to the lavatories except 1 lavatories in Employment Development Department public toilet rooms in lobby areas which need only cold water. B. Elevator (if any) service. + C. Electricity and'or gas as necessary to provide power for heating, ventilating, and air conditioning, and electrical or gas service as needed for State's operations. D. Janitorial services sufficient to maintain the interior in a clean well-maintained condition; that is, to i eliminate all visible dust, dirt, litter, grime, stains, smears, finger marks, etc., to the greatest practical degree possible, by performing at least the following: 1 f Daily— (1) Empty and clean all trash containers, and dispose of all trash and rubbish. (2) Clean and maintain in a sanitary and odor -free condition all floors, wash mirrors, basins, toilet bowls, - and urinals. (3) Fumish and replenish all toilet room supplies (including soap, towels, seat covers, toilet tissue, and f - - sanitary napkins). (4) Sweep or dust mop all hard surface floors, and carpet sweep all carpeted areas, including stairways z and halls. Offices with hard surface floors in the public lobby area shall be damp -mopped daily. (5) Remove finger marks and smudges from all glass entrance doors. g'r (6) Specifically check, and if action is needed, then: u' a. Dust the tops of all furniture, counters, cabinets, and window sills, (which are free of interfering ,n objects). b. Remove spots and/or spills from the carpets, floors, and stairways. As needed, but not less frequently than: Twice Weekl3c Vacuum all carpets. Weekly; (1) Damp mop all hard surface floors. (2) Dust all window blinds. (3) Treat stainless steel fountains and sinks to eliminate stains and mineral deposits. (4) Spot clean the walls. (5) Sweep parking areas and sidewalks. Quartedy. (1) Strip all hard surface floors and apply a new coat of floor finish; buff as necessary to produce a .. uniformly shining appearance. (2) Treat carpets for static electricity control (if not integrated in the fabric). Semi-annually: Wash all windows, window blinds, light fixtures, walls, and painted surfaces. Annually. (1) Steam clean carpets to remove all stains and spots. (2) Clean drapes. In the event of failure by the 1-esmr to famish any of the above services or supplies in a satisfactory manner, the State may famish the same at its own cost; and, in addition to any other remedy the State may have, may deduct the amount thereof, including State's administrative costs, from the rent that may then be, or thereafter become due hereunder. Paged "RESD Std. Form I Lease -2002 -Revised 1-23 02 %XMDSMMFW1V5a11mM-Ard-D VoWiDCA1 %7"N.A AK ISBYs a Anmhs®130.02 Mt t will'.ir jU L Repalr and 14. A. During the lease term, the Lessor shall maintain the leased premImil In �9t2od _ tenaltt►ble' °i. Maintenance condition, so as to minimize breakdowns and loss of the State's use of the premises caused by deferred or inadequate maintenance, including, but not limited to: (1) Generally maintaining the leased premises in good, vermin-free, operating condition and appearance. ' (2) Furnishing prompt, good quality repair of the building, equipment, and appurtenances. (3) Furnishing preventative maintenance, including, but not limited to, manufacturer's recommended servicing of equipment such as elevator (if any), heating, ventilating and air conditioning equipment, and fixtures. .� (4) Furnishing ongoing maintenance and prompt repair of any and all special equipment and systems referenced in Exhibits A and B including but not limited to, security and access control systems, fire suppression systems, special HVAC systems for computer rooms, and UPS systems. (5) Furnishing and promptly replacing any inoperative light bulbs, fluorescent tubes, ballast, starters, and filters for the heating, ventilating and air conditioning equipment as required. (6) Furnishing remedial painting as necessary to maintain the premises in a neat, clean and orderly condition. (7) Annual testing and maintenance of all fire extinguishers in or adjacent to the leased premises. (8) Repairing and replacing as necessary intrabuilding network cable and inside wire cable used for voice and data transmission. (9) Repairing and replacing parking lot bumpers and paving as necessary. Repaint directional arrows, striping, etc., as necessary. (10) Maintaining landscaped areas, including sprinklers,'drainage, etc., on a weekly basis, in a growing, litter -free, weedfree, and neatly mowed and/or trimmed condition. (I I)Repairing and replacing floor covering as necessary. Lessor, at Lessor's sole cost, shall arrange for moving of furniture and equipment prior and subsequent to the repairing or replacement of floor covering. (12)Kceping all walkways, parking lots, enhances, and auxiliary areas free of snow, water, oil spills; debris, or other materials which may be hazardous to users of the building. B. Lessor shall provide prompt repair or correction for any damage except damage arising from a willful or negligent act of the State's agents, employees or invitees. C. Except in emergency situations, the Lessor shall give not less than 24 hour prior notice to State tenants, when any pest control, remodeling, renovation, or repair work affecting the State occupied space may result in employee health concerns in the work environment. D. In case Lessor, after notice in writing from the State requiring the Lessor to comply with the requirements of this paragraph in regard to a specified condition, shall fail, refuse or neglect to comply with such notice, or in the event of an emergency constituting a hazard to the health or safety of the State's employees, property, or invitees, the State may terminate this lease without further obligation or at its option, perform such maintenance or make such repair at its own cost and, in addition to any other remedy the State may have, may withhold rent due and deduct the amount thereof, including necessary costs incurred by the State required for the administration of such maintenance and repairs, from the rent that may then be or thereafter become due hereunder. Painting 15. In addition to any painting completed prior to the commencement of this lease, and touch-up painting required after initial occupancy upon receipt of written request from the State, Lessor agrees at Lessors sole cost and expense to repaint all painted surfaces ([X] interior and [ ] exterior) of the leased premises in accordance with the attached Exhibits "A" and "B". In no event shall lessor be required to repaint more than once during the first sixty (60) month period of this lease after the painting completed prior to the commencement date, and once during any succeeding sixty (60) month period. Lessor shall, within forty-five (45) days from the giving of any such notice, arrange for and complete the painting. Colors are to be approved by the State. Lessor, at Lessor's sole cost, shall arrange for moving of furniture and equipment prior and subsequent to the repainting, and provide drop cloths, and covers as necessary. Page -6 "RESD Std. Form I Lease"2002 Revised 1.23 02 hRrSDSMMFDOnrSM.mina-And-0nianupynaCAVjusM729M A An#28%. &A—di 3.30.03 signs so placed in or upon or attached to the premises under this lease or any extension hereof shall be and remain the property of the State and may be removed therefrom by the State prior to the termination or expiration of this lease or any renewal or extension hereof, or within a reasonable time thereafter. In the event alterations, fixtures, additions, structures, or signs in or upon the leased premises are desired by State and State elects not to perform the work, any such work, when authorized in writing by the State shall be performed by the Lessor in accordance with plans and specifications provided by State. Lessor agrees to obtain competitive bids from at least three licensed contractors and to contract with the lowest bidder. Lessor further agrees that the overhead and profit for the work shall not exceed fifteen percent (15%) total for Lessor and any general contractor combined. Within forty-five (45) days after receiving Lessor's notice of completion of the requested work and an invoice requesting payment therefor, together with a complete detailed accounting of all costs for each trade, State agrees to either reimburse Lessor by a single total payment for the cost of such work; or, with Lessor's prior written approval, State will amortize the cost of the requested work over the remaining term of this lease by increasing the monthly rent by an amount to include principal and interest on the unpaid balance. The interest rate may not exceed the prime rate (the base rate on corporate loans posted by at least seventy five percent (75%) of the nation's 30 largest banks) plus 2 percent (2%) as of the date of the States written authorization to proceed. In the event Stale terminates this lease on or after the end of the firm term, but before the expiration dale of the lease, State agrees to pay to Lessor the portion of the principal balance which is unamortized as of the effective date of termination. Said payment shall be a single payment to be made within forty-five (45) days after the effective date of the termination. Assignment and 17. The State shall not assign this lease or sublet the leased Premises without prior written consent of the Lessor, Subletting which shall not be unreasonably withheld„ `•" shall inany a `aye "" fight to sublet ;he leased _.."-:.09 If the Lessor will not consent to a sublease then the State shall have the right to terminate this lease by giving written notice } to the Lessor. Quiet Possession 18. The Lessor agrees that the State, while keeping and performing the covenants herein contained, shall at all times during the existence of this lease, peaceably and quietly have, hold, and enjoy the leased premises without suit, trouble, or hindrance from the Lessor or any person claiming under Lessor. K Inspection 19. The Lessor reserves the right to enter and inspect the leased premises at reasonable times, and to render services and make any necessary repairs to the premises. Destruction 20. If the leased premises are totally destroyed by fire or other casualty, this lease shall terminate. If such casualty shall render 10 percent (10%) or less of the floor space of the leased premises unusable for the purpose intended, Lessor shall effect restoration of the premises as quickly as is reasonably possible, but in any event within thirty (30) days. In the event such casualty shall render more than 10 percent (10%) of such floor space unusable but not constitute total destruction, Lessor shall forthwith give notice to State of the specific number of days required to repair the same. If Lessor under such circumstances shall not give such notice within fifteen (15) calendar days after such destruction, or if such notice shall specify that such repairs will require more than ninety (90) days to complete from date such notice is given, Slate, in either such event, at its option, and in addition to maintaining occupancy, may terminate this lease or, upon notice to Lessor, may elect to undertake the repairs itself, deducting the cost thereof from the rental due or to become due under this lease and any other lease between Lessor and State. In the event of any such destruction other than total, where the State has not terminated the lease as herein provided, or pursuant to the terms hereof has not elected to make the repairs itself, Lessor shall diligently prosecute the repair of said premises and, in any event, if said repairs are not completed within the period of thirty (30) days for destruction aggregating 10 percent (10"/9) or less of the floor space, or within the period specified in Lessor's notice in connection with partial destruction aggregating more than 10 percent (100/6), the State shall have the option to Page -7 "RP.SD Std. Form I Lease"2007 Revi 1-23 02 A�RrSD5MPo0FL01V5ats kg.AnbnnirVoWWAIAvmg39 N. Aa Ave r29%m A 3.20.03 terminate this lease or complete the repairs itself, deducting the'icost thereof from the rental,.du` o dhitb due under this lease and any other lease between Lessor and State. In the event the State remains in possession of said premises though partially damaged, the rental as herein provided shall be reduced by the same ratio as the net square feet the State is thus precluded from occupying bears to the total net square feet in the leased premises. "Net square feet" shall mean actual inside dimensions and shall not include public corridors, stairwells, elevators, and restrooms. It is understood and agreed that the State or its agent has the right to enter its destroyed or partially destroyed leased facilities no matter what the condition. At the State's request, the Lessor shall immediately identify an appropriate route through the building to access the State leased space. If the Lessor cannot identify an appropriate access route, it is agreed that the State may use any and all means of access at its discretion in order to enter its leased space. If the State enters the space under these circumstances the State assumes all risk and the Lessor shall have no liability for personal intury to State employees. Subrogation 21. To the extent authorized by any fire and extended coverage insurance policy issued to Lessor on the herein Waived leased premises, Lessor hereby waives the subrogation rights of the insurer, and releases the State from liability for any loss or damage covered by said insurance. Prevailing Wage 22. For those projects defined as "public works" pursuant to Labor Code §1720.2, the following shall apply: Provision A. Lessor/contractor shall comply with prevailing wage requirements and be subject to restrictions and penalties in accordance with §1770 et seq. of the Labor Code which requires prevailing wages be paid to appropriate work classifications in all bid specifications and subcontracts. B. The Lessor/contractor shall famish all subcontractors/employees a copy of the Department of Industrial Relations prevailing wage rates which Lessor will post at the job site. All prevailing wage rates shall be obtained by the Lessor/contractor from: Department of Industrial Relationst Division of labor Statistics and Research ' 455 Golden Gate Avenue, a Floor San Francisco, California 94102 C. Lessor/contractor shall comply with the payroll record keeping and availability requirement of §1776 of the labor Code. D. Lessor/contractor shall make travel and subsistence payments to workers needed for performance of work in accordance with § 1773.8 of the Labor Code. E. Prior to commencement of work, Lessor/contractor shall contact the Division of Apprenticeship Standards and comply with §1777.5, §1777.6, and §1777.7 of the labor Code and Applicable Regulations Fair Employment 23. During the performance of this lease, the Lessor shall not deny benefits to any person on the basis of religion, Practices color, ethnic group identification, sex, age, physical or mental disability, nor shall they discriminate unlawfully against any employee or applicant for employment because of race, religion, color, national origin, ancestry, physical handicap, mental disability, medical condition, marital status, age, or sex. Lessor shall insure that the evaluation and treatment of employees and applicants for employment are free of such discrimination. Lessor shall comply with the provisions of the Fair Employment and Housing Act (Government Code, Section 12900 et seq.), the regulations promulgated thereunder (California Administrative Code, Title 2, Section 7285.0 et seq.), the provisions of Article 9.5, Chapter 1, Part 1, Division 3, Title 2 of the Government Code (Government Code, Sections 11135-11139.5), and the regulations or standards adopted by the awarding Stale agency to implement such article. Page -8 "RFSD Std. Form I !.ease"2002 Revi ed 1.23 02 %iaESDSMf00Po0i%?SMLninl-An&DninVobg%DCAVXA9720 N. A" AW 8311%1 e& 3.20.0-1 ....._._....: �:.:. . p. •',1 .,�� Vit'-' Laaaer fapraamrto and certifies that It has fully complied with all Disabled Veteran Business Enterprise Migeljutlon"' (DVBB) participation goals or has made good faith efforts, as the case may be, as required by Public Contract Code Requirement §10115 et seq., and further agrees that the State or its designees will have the right to review, obtain, and copy all records pertaining to the contract. Lessor agrees to provide the State or its designee with any requested relevant information and shall permit the State or its designee access to its premises, upon reasonable notice, during normal business hours for the purpose of interviewing employees and inspecting and copying such books, records, accounts, and other material that maybe relevant to a matter under investigation for the purpose of determining compliance with this requirement. Lessor further agrees to maintain such records for a period of three (3) years after final payment under the contract. Upon completion of this lease, Lessor agrees to submit a final report identifying all DVBEs used in providing services or supplies to this lease. Efforts to include DVBEs in this contract shall continue throughout the lease term and any extensions or renewals hereof involving purchases of materials and supplies by the Lessor. Service 25. Within fifteen (15) days after occupancy of the leased premises by the State, Lessor shall provide the.State Companies with the name, address, and telephone number of an agency or person convenient to the State as a local source of service regarding the Lessor's responsibilities under this lease as to repairs, maintenance, and servicing of the premises and any or all related equipment, fixtures, and appurtenances. Service Credit 26. Lessor agrees that the rental provided under the terms of Paragraph 4 hereof is based in part upon the costs of the services, utilities, and supplies to be furnished by Lessor in accordance with Paragraph 13 hereof. In the event the State vacate the premises prior to the end of the term of this lease, or, if after notice in writing from the State, all or any part of such services, utilities, or supplies for any reason are not used by the State, then, in such event, the monthly rental as to each month or portion thereof as to which such services, utilities, or supplies are not used by the State shall be reduced by an amount equal to the average monthly costs of such unused services, utilities, or supplies during the six-month period immediately preceding the first month in which such services, utilities, or supplies are not used. Holding Over 27. In the event the State remains in possession of the premises after the expiration of the lease term, or any extension or renewal thereof, this lease shall be automatically extended on a month to month basis, subject to thirty (30) days termination by either party, and otherwise on the terms and conditions herein specified, so far as applicable. If the last rental amount shown in Paragraph 4 included the amortization of a capital sum expended by Lessor for certain alterations and improvements, as described in a separate paragraph herein, and the capital sum has been fully amortized, the holdover rent shall be reduced by the amount of the monthly amortization. If the State fails to vacate the premises within the notice period and remains for an extended period, additional rent shall be paid and prorated on a thirty (30) day month, based on the actual number of days the State occupies the premises following the effective date of termination. Surrender of 28. Upon termination or expiration of this lease, the State will peacefully surrender to the Lessor the leased Possession premises in as good order and condition as when received, except for reasonable use and wear thereof and damage by earthquake, fire, public calamity, the elements, acts of God, or circumstances over which State has no control or for which Lessor is responsible pursuant to this lease. The State shall have no duty to remove any improvements or fixtures placed by it on the premises or to restore any portion of the premises altered by it, save and except in the event State elects to remove any such improvements or fixtures and such removal causes damages or injury to the leased premises, and then only to the extent of any such damage or injury. Time of Essence, 29. Time is of the essence of this lease, and the terms and provisions of this lease shall extend to and be binding Binding upon upon and inure to the benefit of the heirs, executors, adirnistrators, successors, and assigns to the respective parties Successors hereto. All of the parties hereto shall be jointly and severally liable hereunder. No Oral 30. It is mutually understood and agreed that no alterations or variations of the terms of this lease shall be valid Agreements unless made in writing and signed by the parties hereto, and that no oral understanding or agreement not incorporated herein, shall be binding on any of the parties hereto. Page -9" RESD Std. Form I [.ease"2002 Revi I-23 02 1UFSDSMF00M1%S0u uina-AW Ds,g.0 bWAWA x%729 MiA A. 128asre! 3.20.03 Y';11 IN WITNESS WHEREOF, this lease has been executed by the parties hereto as of the date first above written. STATE OF CALIFORNIA Approval Recommended DEPARTMENT OF GENERAL SERVICES REAL ESTATE SERVICES DIVISION PROFESSIONAL SERVICES BRANCH By CLARK PETERS, Real Estate Officer Real Estate Services Section Approved DIRECTOR OF THE DEPARTMENT OF GENERAL SERVICES By DOUG BUTTON, Leasing Manager Real Estate Services Section LESSOR CITY OF AZUSA, a municipal corporation APPROVED AS TO FORM: By City Attorney Page -10 "RESD Std. Folm I l.ease'2002 Revi -23 02 1kRESDSMMF001V5BUsui"-And 1k-',AJLA*WAU %?29N A— An e2BUXMk A= ).2002 1 10 V� J aVkA AGENDA ITEM TO: HONORABLE CHAIRPERSON AND MEMBERS OF THE AZUSA UTILITY BOARD AND AZUSA CITY COUNCIL FROM: JOSEPH F. HSU, DIRECTOR OF UTILITIES DATE: APRIL 22, 2002 v+ SUBJECT: RESOLUTION TO AWARD CONTRACT FOR UTILITY BILL PRINT AND MAIL SERVICES TO INFOSEND RECOMMENDATION It is recommended that the Azusa Utility Board/City Council award a two-year contract to InfoSend for bill print and mail services, effective July 1, 2002. BACKGROUND We are continually looking for ways to provide cost effective and efficient services to our Light & Water customers. Recently we reviewed our utility bill print and mail process, a 2001-02 work plan project, for cost effectiveness and to improve information offered on the bill. We assessed our competitiveness by comparing our internal cost and capabilities with vendors through a competitive bidding process (Request For Proposal process) and found we can increase our capabilities and reduce cost by almost $65,500 over a two-year period by contracting out this service. Azusa Light & Water mails approximately 30,000 utility bills, reminders, and final notices each month. A Light & Water Information Services employee operates the folder, inserter, and postage machines to prepare these mailings each day. Her backup is a Customer Service Representative. While the current process is working, it could be enhanced and resolve the following issues: Our folder and inserter are outdated and frequently break down or jam. Our equipment is over 15 years old; replacement will cost over $100,000. 2. We are using custom envelopes to accommodate our mailing machine. Lower cost generic envelopes could be used with mailing house equipment. • i 3. We are not meeting the U. S. Post Office NCOA (National Change of Address) requirements. This is a commonly provided service of a mail house. 4. We would like to improve the look and information offered on our bill. With our equipment we have limited functionality. We would like special fonts, graphs, and a larger message area. We need to go to an 8-1/2" x 14" bill and specialty printers to accomplish these desires, both unavailable in-house. 5. We are currently limited to two bill inserts due to our inserter limitations. There are times when we would like to add more inserts: Vendors can provide this service for a small fee. 6. We would like the capability of producing multiple page bills. Currently we hand stuff our multi -page bills. 7. We would like to provide a copy of each customer's bill online and link to the Internet for customer and Light & Water. We would also like the image of each bill archival and retrievable on the Internet. 8. We are drastically short of storage space. The first-aid room is full of office supplies and miscellaneous office equipment, blocking easy reach to first-aid supplies. Customer records, brochures, and office supplies are stored wherever there is a free corner. By removing the mailing folder and inserter, shelving could be installed to make the mail room a compact storage area. �* We developed a Request For Proposals and sent it to sixteen vendors, asking them to respond about their bill print and mail services and also their capability for providing Internet services and the cost. Five vendors responded and were compared. The outcome was that three of the responding vendors_ can provide bill print and mail services at a lower cost than we can internally. The cost for Internet service, however, was quite high. Light & Water's manager of Information Services advised we not move into Internet services yet due to the high cost and expected low consumer acceptance at this time. Site visits were made to two of the lowest cost Request For Proposals respondents. Our Information Services manager previously did a site visit with the third respondent we are considering. We agreed that the lowest cost vendor, InfoSend, has the capability to meet our bill print and mail needs. If we contract for bill print and mail services the employee currently preparing bills for mailing would be available to address more system support issues. We recommend keeping our mailing equipment for six months. Once our contract arrangement is well-established we recommend selling our folder and inserter and turning the room into a storage room. We would retain the postage meter and small folder for any miscellaneous mailing needs. The Information Services employee would still have some mail duties with theses remaining mail needs. FISCAL IMPACT Light &Water would realize approximately a $65,500 savings over the life of the contract. RESOLUTION NO. A RESOLUTION 6 F THE AZUSA U TILITY B OARD/CITY COUNCIL OF THE CITY OF AZUSA, CALIFORNIA, AWARDING A CONTRACT FOR UTILITY BILL PRINT AND MAIL SERVICES TO INFOSEND. WHEREAS, the Utility Board/City Council embraces providing outstanding service to City residents and businesses; and WHEREAS, the Utility Board/City Council encourages and supports ways to reduce costs without negatively impacting City residents and businesses; and WHEREAS, Azusa Light & Water works cohesively with other service providers to better serve our customers; and WHEREAS, Azusa Light & Water performed a fair competitive process and analysis; and WHEREAS, Azusa Light & Water proposes awarding of a two-year contract to InfoSend for utility bill print and mail services; and WHEREAS, the Utility Board/City Council has determined that the proposed agreement is based on staff analysis and recommendation. NOW, THEREFORE, THE UTILITY BOARD/CITY COUNCIL OF THE CITY OF AZUSA, CALIFORNIA, DOES FIND AND DECLARE THAT: Adoption of Contract. The Utility Board/City Council hereby adopts the Contract For Utility Bill Print and Mail Services and is incorporated herein as set forth in full. Effective Date. The agreement shall become effective on July 1, 2002. PASSED, APPROVED AND ADOPTED this 22nd day of April 2002. Cristina C. Madrid Mayor ATTEST: Vera Mendoza City Clerk STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) ss. CITY OF AZUSA ) I, Vera Mendoza, City Clerk of the City of Azusa, do hereby certify that the �* ; foregoing Resolution No. was duly introduced and adopted at a regular meeting of the Azusa Utility Board/City Council on the 22nd day of April 2002, by the following vote, to wit: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: Vera Mendoza City Clerk CITY OF AZUSA PROFESSIONAL SERVICES AGREEMENT 1. PARTIES AND DATE. This Agreement is made and entered into this 22 day of April, 2002, by and between the City of Azusa, a municipal organization organized under the laws of the State of California with its principal place of business at 213 East Foothill Boulevard, Azusa, California 91702-1295 ("City") and Infosend, a corporation with its principal place of business at 1041 S. Placentia Avenue, Suite 100, Fullerton, CA 92831-5105 ("Contractor"). City and Contractor are sometimes individually referred to as "Party" and collectively as "Parties." 2. RECITALS. 2.1 Contractor. Contractor desires to perform and assume responsibility for the provision of certain professional services required by the City on the terms and conditions set forth in this Agreement. Contractor represents that it is experienced in providing processing, printing, and mailing services to public clients. 2.2 Project. City desires to engage Contractor to render such services for the bill print and mail project ("Project") as set forth in this Agreement. 3. TERMS. 3.1 Scope of Services and Term. 3. 1.1 General Scope of Services. Contractor promises and agrees to furnish to the City all labor, materials, tools, equipment, services, and incidental and customary work necessary to fully and adequately supply the professional bill print and mail services necessary for the Project ("Services"). The Services are more particularly described in Exhibit "A" attached hereto and incorporated herein by reference. All Services shall be subject to, and performed in accordance with, this Agreement, the exhibits attached hereto and incorporated herein by reference, and all applicable local, state and federal laws, rules and regulations. 3.1.2 Term. The term of this Agreement shall be from July 1, 2002 to June 30, 2004, unless earlier terminated as provided herein. Contractor shall complete the Services within the term of this Agreement, and shall meet any other established schedules and deadlines. . evauswaswa364 3.2 Responsibilities of Contractor. 3.2.1 Control and Payment of Subordinates; Independent Contractor. The Services shall be performed by Contractor or under its supervision. Contractor will determine the means, methods and details of performing the Services subject to the requirements of this Agreement. City retains Contractor on an independent contractor basis and not as an employee. Contractor retains the right to perform similar or different services for others during the term of this Agreement. Any additional personnel performing the Services under this Agreement on behalf of Contractor shall also not be employees of City and shall at all times be under Contractor's exclusive direction and control. Contractor shall pay all wages, salaries, and other amounts due such personnel in connection with their performance of Services under this Agreement and as required by law. Contractor shall be responsible for all reports and obligations respecting such additional personnel, including, but not limited to: social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers' compensation insurance. 3.2.2 Schedule of Services. Contractor shall perform the Services expeditiously, within the term of this Agreement, and in accordance with the Schedule of Services set forth in Exhibit "B" attached hereto and incorporated herein by reference. Consultant represents that it has the professional and technical personnel required to perform the Services in conformance ?" with such conditions. In order to facilitate Consultant's conformance with the Schedule, City shall respond to Contractor's submittals in a timely manner. Upon request of City, Contractor shall provide a more detailed schedule of anticipated performance to meet the Schedule of Services. 3.2.3 Conformance to Applicable Requirements. All work prepared by Contractor shall be subject to the approval of City. 3.2.4 Substitution of Key Personnel. Contractor has represented to City that certain key personnel will perform and coordinate the Services under this Agreement. Should one or more of such personnel become unavailable, Contractor may substitute other personnel of at least equal competence upon written approval of City. In the event that City and Contractor cannot agree as to the substitution of key personnel, City shall be entitled to terminate this Agreement for cause. As discussed below, any personnel who fail or refuse to perform the Services in a manner acceptable to the City, or who are determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project or a threat to the safety of persons or property, shall be promptly removed from the Project by the Contractor at the request of the City. The key personnel for performance of this Agreement are as follows: Mahmood Rezai, President; Russ Rezai, Vice President Development, and Michelle Palomino, Sales Executive.. 3.2.5 City's Representative. The City hereby designates the Light & Water Assistant Director Customer Care & Solutions, or his or her designee, to act as its representative RVPUBWGS1544364 for the performance of this Agreement ("City's Representative"). City's Representative shall have the power to act on behalf of the City for all purposes under this Contract. Contractor shall not accept direction or orders from any person other than the City's Representative or his or her designee. 3.2.6 Contractor's Representative. Contractor hereby designates Mahmood Rezai, President, or his or her designee, to act as its representative for the performance of this Agreement ("Contractor's Representative"). Contractor's Representative shall have full authority to represent and act on behalf of the Contractor for all purposes under this Agreement. The Contractor's Representative shall supervise and direct the Services, using his best skill and attention, and shall be responsible for all means, methods, techniques, sequences and procedures and for the satisfactory coordination of all portions of the Services under this Agreement. 3.2.7 Coordination of Services. Contractor agrees to work closely with City staff in the performorrce of Services and shall be available to City's staff, consultants and other staff at all reasonable times. 3.2.8 Standard of Care: Performance of Employees. Contractor shall perform all Services under this Agreement in a skillful and competent manner, consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California. Contractor represents and maintains that it is skilled in the professional calling r •' necessary to perform the Services. Contractor warrants that all employees and subcontractors shall have sufficient skill and experience to perform the Services assigned to them. Finally, Contractor represents that it, its employees and subcontractors have all licenses, permits, qualifications and approvals of whatever nature that are legally required to perform the Services, including a City Business License, and that such licenses and approvals shall be maintained throughout the term of this Agreement. As provided for in the indemnification provisions of this Agreement, Contractor shall perform, at its own cost and expense and without reimbursement from the City, any services necessary to correct errors or omissions which are caused by the Contractor's failure to comply with the standard of care provided for herein. Any employee of the Contractor or its sub -consultants who is determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project, a threat to the safety of persons or property, or any employee who fails or refuses to perform the Services in a manner acceptable to the City, shall be promptly removed from the Project by the Contractor and shall not be re-employed to perform any of the Services or to work on the Project. 3.2.9 Laws and Regulations. Contractor shall keep itself fully informed of and in compliance with all local, state and federal laws, rules and regulations in any manner affecting the performance of the Project or the Services, including all Cal/OSHA requirements, and shall give all notices required by law. Contractor shall be liable for all violations of such laws and regulations in connection with Services. If the Contractor performs any work knowing it to be contrary to such laws, rules and regulations and without giving written notice to the City, Contractor shall be solely responsible for all costs arising therefrom. Contractor shall defend, indemnify and hold City, its officials, directors, officers, employees and agents free and harmless, RVPUBWGSW4366 pursuant to the indemnification provisions of this Agreement, from any claim or liability arising out of any failure or alleged failure to comply with such laws, rules or regulations. 3.2.10 Insurance. 3.2.10.1 Time for Compliance. Contractor shall not commence Work under this Agreement until it has provided evidence satisfactory to the City that it has secured all insurance required under this section. In addition, Contractor shall not allow any subcontractor to commence work on any subcontract until it has provided evidence satisfactory to the City that the subcontractor has secured all insurance required under this section. 3.2.10.2 Minimum Requirements. Contractor shall, at its expense, procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the Agreement by the Contractor, its agents, representatives, employees or subcontractors. Contractor shall also require all of its subcontractors to procure and maintain the same insurance for the duration of the Agreement. Such insurance shall meet at least the following minimum levels of coverage: (A) Minimum Scone of Insurance. Coverage shall be at least as broad as the latest version of the following: (1) General Liability: Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001). (B) Minimum Limits of Insurance. Contractor shall maintain limits no less than: (1) General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability Insurance or other form with general aggregate limit is used, either the general aggregate limit shall apply separately to this Agreement/location or the general aggregate limit shall be twice the required occurrence limit. 3.2.10.3 Professional Liability. This requirement has been waived. 3.2.10.4 Insurance Endorsements. The insurance policies shall contain the following provisions, or Contractor shall provide endorsements on forms supplied or approved by the City to add the following provisions to the insurance policies: (A) General Liability. The general liability policy shall be endorsed to state that: (1) the City, its directors, officials, officers, employees, agents and volunteers shall be covered as additional insured with respect to the Work or operations performed by or on behalf of the Contractor, including materials, parts or equipment furnished in connection with such work; and (2) the insurance coverage shall be primary insurance as respects the City, its directors, officials, officers, employees, agents and volunteers, or if excess, shall stand in an unbroken chain of coverage excess of the Contractor's scheduled underlying coverage. Any insurance or self-insurance maintained by the City, its directors, officials, officers, employees, agents and volunteers shall be excess of the Contractor's insurance and shall RVPUBWGSW4364 not be called upon to contribute with it in any way. (B) Automobile Liability. This requirement has been waived. (C) Workers' Compensation and Employers Liability Coverage. This requirement has been waived. (D) All Coverages. Each insurance policy required by this Agreement shall be endorsed to state that: (A) coverage shall not be suspended, voided, reduced or canceled except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City; and (B) any failure to comply with reporting or other provisions of the policies, including breaches of warranties, shall not affect coverage provided to the City, its directors, officials, officers, employees, agents and volunteers. 3.2.10.4 Separation of Insureds: No Special Limitations. All insurance required by this Section shall contain standard separation of insureds provisions. In addition, such insurance shall not contain any special limitations on the scope of protection afforded to the City, its directors, officials, officers, employees, agents and volunteers. ern 3.2.10.5 Deductibles and Self -Insurance Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. Contractor shall guarantee that, at the option of the City, either: (1) the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its directors, officials, officers, employees, agents and volunteers; or (2) the Contractor shall procure a bond guaranteeing payment of losses and related investigation costs, claims and administrative and defense expenses. 3.2.10.6 Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating no less than ANIH, licensed to do business in California, and satisfactory to the City. 3.2.10.7 Verification of Coverage. Contractor shall furnish City with original certificates of insurance and endorsements effecting coverage required by this Agreement on forms satisfactory to the City. The certificates and endorsements for each insurance policy shall be signed by a person authorized by that insurer to bind coverage on its behalf, and shall be on forms provided by the City if requested. All certificates and endorsements must be received and approved by the City before work commences. The City reserves the right to require complete, certified copies of all required insurance policies, at any time. 3.2.11 Safety. Contractor shall execute and maintain its work so as to avoid injury or damage to any person or property. In carrying out its Services, the Contractor shall at RVPUB\NW5"364 all times be in compliance with all applicable local, state and federal laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed. Safety precautions as applicable shall include, but shall not be limited to: (A) adequate life protection and life saving equipment and procedures; (B) instructions in accident prevention for all employees and subcontractors, such as safe walkways, scaffolds, fall protection ladders, bridges, gang planks, confined space procedures, trenching and shoring, equipment and other safety devices, equipment and wearing apparel as are necessary or lawfully required to prevent accidents or injuries; and (C) adequate facilities for the proper inspection and maintenance of all safety measures. 3.3 Fees and Payments. 3.3.1 Compensation. Contractor shall receive compensation, including authorized reimbursements, for all Services rendered under this Agreement at the rates set forth in Exhibit "C" attached hereto and incorporated herein by reference. The total compensation shall not exceed $150,000.00 plus postage without written approval of Director of Utilities. Extra work may be authorized, as described below, and if authorized, will be compensated at the rates and manner set forth in this Agreement. 3.3.2 Payment of Compensation. Contractor shall submit to City a monthly f` itemized statement which indicates work completed by Contractor. The statement shall describe the amount of Services and supplies provided since the initial commencement date, or since the start of the subsequent billing periods, as appropriate, through the date of the statement. City shall, within 30 days of receiving such statement, review the statement and pay all approved charges thereon. 3.3.3 Reimbursement for Expenses. Contractor shall not be reimbursed for any expenses unless authorized in writing by City. 3.3.4 Extra Work. At any time during the term of this Agreement, City may request that Contractor perform Extra Work. As used herein, "Extra Work" means any work which is determined by City to be necessary for the proper completion of the Project, but which the parties did not reasonably anticipate would be necessary at the execution of this Agreement. Consultant shall not perform, nor be compensated for, Extra Work without written authorization from City's Representative. 3.4 Accounting Records. 3.4.1 Maintenance and Inspection. Contractor shall maintain complete and accurate records with respect to all costs and expenses incurred under this Agreement. All such records shall be clearly identifiable. Contractor shall allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of such records and any RVPUBWGSUU3M other documents created pursuant to this Agreement. Contractor shall 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. 3.5 General Provisions. 3.5.1 Termination of Agreement. 3.5.1. l Grounds for Termination. City may, by written notice to Contractor, terminate the whole or any part of this Agreement at any time with cause by giving written notice to Contractor of such termination, and specifying the reason and effective date thereof, at least thirty (30) days before the effective date of such termination. Upon termination, Contractor shall be compensated only for those services which have been adequately rendered to City, including remaining supply of custom forms/envelopes, and Contractor shall be entitled to no further compensation. Contractor may not terminate this Agreement except for cause. 3.5.1.2 Effect of Termination. If this Agreement is terminated as provided herein, City may require Contractor to provide all finished or unfinished Documents and Data and other information of any kind prepared by Contractor in connection with the performance of Services under this Agreement. Contractor shall be required to provide such document and other information within fifteen (15) days of the request. r' 3.5.1.3 Additional Services. In the event this Agreement is terminated in whole or in part as provided herein, City may procure, upon such terms and in such manner as it may determine appropriate, services similar to those terminated. 3.5.2 Delivery of Notices. All notices permitted or required under this Agreement shall be given to the respective parties at the following address, or at such other address as the respective parties may provide in writing for this purpose: Contractor: City: RVPUBWGSW4764 Mahmood Rezai, President InfoSend 1041 S. Placentia Ave., Suite 100 Fullerton, CA 92831-5105 City of Azusa 213 East Foothill Blvd. Azusa, CA 91702-1295 Attn: Karen Vanca, Assistant Director Customer Care & Solutions Such notice shall be deemed made when personally delivered or when mailed, forty-eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and addressed to the party at its applicable address. Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the method of service. 3.5.3 Ownership of Materials and Confidentiality. 3.5.3.1 Documents & Data; Licensing of Intellectual Property. This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Contractor under this Agreement ("Documents & Data"). Contractor shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Contractor represents and warrants that Contractor has the legal right to license any and all Documents & Data. Contractor makes no such representation and warranty in regard to Documents & Data which were prepared by design professionals other than Contractor or provided to Contractor by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's t` sole risk. 3.5.3.2 Confidentiality. All ideas, memoranda, specifications, plans, procedures, drawings, descriptions, computer program data, input record data, written information, and other Documents and Data either created by or provided to Contractor in. connection with the performance of this Agreement shall be held confidential by Contractor. Such materials shall not, without the prior written consent of City, be used by Consultant for any purposes other than the performance of the Services. Nor shall such materials bedisclosed to any person or entity not connected with the performance of the Services or the Project. Nothing furnished to Contractor which is otherwise known to Contractor or is generally -known, or has become known, to the related industry shall be deemed confidential. Contractor shall not use City's name or insignia, photographs of the Project, or any publicity pertaining to the Services or the Project in any magazine, trade paper, newspaper, television or radio production or other similar medium without the prior written consent of City. 3.5.4 Cooperation; Further Acts. The Parties shall fully cooperate with one another, and shall take any additional acts or sign any additional documents as may be necessary, appropriate or convenient to attain the purposes of this Agreement. 3.5.5 Attorney's Fees. If either party commences an action against the other party, either legal, administrative or otherwise, arising out of or in connection with this Agreement, the prevailing party in such litigation shall be entitled to have and recover from the losing party reasonable attorney's fees and all other costs of such action. RVPUBWGSW4364 8 3.5.6 Indemnification. Contractor shall defend, indemnify and hold the City, its officials, officers, employees, volunteers and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury, in law or equity, to property or persons, including wrongful death, in any manner arising out of or incident to any alleged acts, omissions or willful misconduct of Contractor, its officials, officers, employees, agents, consultants and contractors arising out of or in connection with the performance of the Services, the Project or this Agreement, including without limitation the payment of all consequential damages and attorneys fees and other related costs and expenses. Contractor shall defend, at Contractor's own cost, expense and risk, any and all such aforesaid suits, actions or other legal proceedings of every kind that may be brought or instituted against City, its directors, officials, officers, employees, agents or volunteers. Contractor shall pay and satisfy any judgment, award or decree that may be rendered against City or its directors, officials, officers, employees, agents or volunteers, in any such suit, action or other legal proceeding. Contractor shall reimburse City and its directors, officials, officers, employees, agents and/or volunteers, for any and all legal expenses and costs incurred by each of them in connection therewith or in enforcing the indemnity herein provided. Contractor's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by the City, its directors, officials officers, employees, agents or volunteers. 3.5.7 Entire Agreement. This Agreement contains the entire Agreement of the parties with respect to the subject matter hereof, and supersedes all prior negotiations, understandings or agreements. This Agreement may only be modified by a writing signed by both parties. 3.5.8 Governing Law. This Agreement shall be governed by the laws of the State of California. Venue shall be in Los Angeles County. 3.5.9 Time of Essence. Time is of the essence for each and every provision of this Agreement. 3.5. 10 City's Right to Employ Other Consultants. City reserves right to employ other consultants in connection with this Project. 3.5.11 Successors and Assigns. This Agreement shall be binding on the successors and assigns of the parties. 3.5.12 Assignment or Transfer. Contractor shall not assign, hypothecate, or transfer, either directly or by operation of law, this Agreement or any interest herein without the prior written consent of the City. Any attempt to do so shall be null and void, and any assignees, hypothecates or transferees shall acquire no right or interest by reason of such attempted assignment, hypothecation or transfer. RVPUBWGSW4366 3.5.13 Construction: References: Captions. Since the Parties or their agents have participated fully in the preparation of this Agreement, the language of this Agreement shall be construed simply, according to its fair meaning, and not strictly for or against any Party. Any term referencing time, days or period for performance shall be deemed calendar days and not work days. All references to Contractor include all personnel, employees, agents, and subcontractors of Contractor, except as otherwise specified in this Agreement. All references to City include its elected officials, officers, employees, agents, and volunteers except as otherwise specified in this Agreement. The captions of the various articles and paragraphs are for convenience and ease of reference only, and do not define, limit, augment, or describe the scope, content, or intent of this Agreement. 3.5.14 Amendment: Modification. No supplement, modification, or amendment of this Agreement shall be binding unless executed in writing and signed by both Parties. 3.5.15 Waiver. No waiver of any default shall constitute a waiver of any other default or breach, whether of the same or other covenant or condition. No waiver, benefit, privilege, or service voluntarily given or performed by a Party shall give the other Party any contractual rights by custom, estoppel, or otherwise. 3.5.16 No Third Party Beneficiaries. There are no intended third party beneficiaries of any right or obligation assumed by the Parties. P. 3.5.17 Invalidity: Severability. If any portion of this Agreement is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect. 3.5. 18 Prohibited Interests. Contractor maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Contractor, to solicit or secure this Agreement. Further, Contractor warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Contractor, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no member, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom. 3.5.19 Equal Opportunity Employment. Contractor represents that it is an equal opportunity employer and it shall not discriminate against any subcontractor, employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex or age. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. Contractor shall also comply with all relevant provisions of City's Minority Business Enterprise program, Affirmative Action Plan or other related programs or guidelines RVPUBWGM544364 to currently in effect or hereinafter enacted. 3.5.20 Labor Certification. By its signature hereunder, Contractor certifies that it is aware of the provisions of Section 3700 of the California Labor Code which require every employer to be insured against liability for Worker's Compensation or to undertake self-insurance in accordance with the provisions of that Code, and agrees to comply with such provisions before commencing the performance of the Services. 3.5.21 Authority to Enter Aereement. Contractor has all requisite power and authority to conduct its business and to execute, deliver, and perform the Agreement. Each Party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and bind each respective Party. 3.5.22 Counterparts. This Agreement may be signed in counterparts, each of which shall constitute an original. — 3.6 Subcontracting. 3.6.1 Prior Approval Required. Consultant, shall not subcontract any portion of the work required by this Agreement, except as expressly stated herein, without prior written approval of City. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. CITY OF AZUSA By: Rick Cole City Manager Arrest: I_ �L � ►1� By: � �L ll�� Mahmood Rezai President RVPUBVIGS5"3" 11 f" Attest: City Clerk Approved as to Form: Best Best & Krieger LLP City Attomey xveuawass.w36+ 12 EXHIBIT "A" SCOPE OF SERVICES During the term of this agreement, InfoSend, Inc., will provide processing, printing, and mailing services for Azusa Light & Water's utility bills and reminder and final notices. Daily, Azusa Light & Water will transmit this billing information to InfoSend. InfoSend's service consists of processing the data, POSTNET bar-coding addresses, CASS Certification, printing on laser forms, folding and inserting with a return envelope into an outgoing envelope, applying presort postage, where applicable, and sending via U.S. Postal Service at the lowest possible rate. Mail will go directly to a general mail facility. InfoSend will assist Azusa Light & Water in creating a new utility bill that includes a two-color logo. InfoSend will purchase and stock bill stock and mail and return envelopes for the contract period. InfoSend, Inc. will provide Address Change Service (ACS) only if requested by customer. Azusa Light & Water will send file of final notices. InfoSend will mail the notices out the same day.' RVPUBWGSW4364 A-1 EXIDBIT "B" SCHEDULE OF SERVICES Electronic files will be sent by Azusa Light & Water to InfoSend approximately sixteen days a month, Monday through Thursday. For electronic files received before noon, InfoSend will process, print, and mail the same day. Files sent later will be mailed no later than the following business day. RVPUBWGSW4364 B-1 ExMIT "C" COMPENSATION InfoSend services include programming costs for the initial set up or all programs required to convert the client's data and design of the form. Occasional program modifications are also included. However, if programming work is required to modify the forms once the initial program is set up, InfoSend will charge the client a programming fee of $80.00 per hour for the additional services. InfoSend requires a postage deposit upon the start of mailing the clients statements. The deposit amount is calculated by multiplying the estimated number of mail pieces per month by the current pre-sort first class postage rate. Example: 5,000 statements per month X $0.28 = $1,400.00. Cost of Services Approx. Price Per Price Per Mo. Volume Page Bill Insert 30,000 $0.14 $0.01 1'" Pricing includes custom form, # 10 double window security envelope and #9 single window security return envelope., data processing, presort and POSTNET bar coding, printing of laser fomes, folding and inserting, metering and delivery to local Post Office. Postage rate for statements will be determined by the USPS 1 ounce maximum presorted discount rates. Postage rates are subject to chanage due to possible USPS postage rate increases. This price is guaranteed for the initial term of the agreement unless postage price changes or material cost increases. Should customer request Address Change Service (ACS), ACS will be billed at $0.60 per entry. Following the initial two-year contract period, subject to City approval, annual cost increase should not exceed $0.02 per piece. RVPUBWGS%544M4 G1 ACORD_ CERTIFICATE OF LIABILITY INSURANC�,SC_l s °"04/0 02 PRODUCER Wood -Gutmann Insurance Brokers License #0679263 14192 Franklin Ave., Suite 200 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. ABOVE FOR THE POLICY RESPECT TO WHICH TO ALL THE TERMS. OATE MMIOam Tustin CA 92780-7044 INSURERS AFFORDING COVERAGE Phone:714-505-7000 Fax:714-573-1770 GENERAL LIABILRY R COMMERCIALGENERALL"XJTY CLAIMS MADE ®OCCUR INSURED INSURER A: Fireman's Fund Insurance Co. INSURER B: FIRE DAMAGEIMyRnefirc) 5100,000 INSURER C. C M C S& Infosend Inc Chu an Medical Computor Servic 1043 S. Placen CA 92831 ve. _ INSURER D: INSURER E: COVERAGES THE ANY MAY POLICIES. N LTR POLICIES OF INSURANCE LISTED BELOW REOUIREMENT. TERM OR CONDITION OF PERTAIN. THE INSURANCE AFFORDED BY AGGREGATE LIMITS SHOWN MAY HAVE - TYPE OF INSURANCE HAVE BEEN ISSUED TO THE INSURED NAMED ANY CONTRACT OR OTHER DOCUMENT WITH THE POLICIES DESCRIBED HEREIN IS SUBJECT BEEN REDUCED BY PAID CLAIMS. POLICY NUMBER ABOVE FOR THE POLICY RESPECT TO WHICH TO ALL THE TERMS. OATE MMIOam PERIOD INDICATED. THIS CERTIFICATE MAY EXCLUSIONS AND CONDITIONS DATE (MWDO/YY Y PI N I NOTWITHSTANDING BE ISSUED OR OF SUCH LIMITS EACH OCCVRRENCE Sl, DDD, OOO A GENERAL LIABILRY R COMMERCIALGENERALL"XJTY CLAIMS MADE ®OCCUR AB2AZC80658008 12/01/0112/01/02 — FIRE DAMAGEIMyRnefirc) 5100,000 v MED EXP pe ) S1D,000 PERSONAL b ADV INJURY S Included GENERAL AGGREGATE 52,000,000 PRODUCTS-COMPIOPAGG S Included GENL AGGREGATE LIMIT APPLIES PER: POLICY 7 PRO. LOC JECT ' AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT S (EaCO DV ANY AUTO ALL OWNED AUTOS BODILY INJURY S (Per Person' SCHEDULED AUTOS " HIRED AUTOS BODILY INJURY S (Per aaddenl) NON -OWNED AUTOS PROPERTY DAMAGE _ S (Peracddenl) AUTO ONLY - EA ACCIDENT IS GARAGE LIABILRY ANY AUTO I < OTHER THAN EA ACC S AUTO ONLY: AGO I S EACH OCCURRENCE S EXCESS U A131LITY OCCUR F-1CLAIMSMADE AGGREGATE S S S DEDUCTIBLE S RETENTION 5 WORKERS COMPENSATION AND EMPLOYERS' LIABILITY TORY LIMBS ER E.L. EACH ACCIDENT S E.L. DISEASE - EA EMPLOYE S E.L. DISEASE -POLICY LIMIT S OTHER ..e roco.mumol-.ATMINBNEHICLESMXCLUSIONS AIJOED BY ENDORSEMENTISPECIAL PROVISIONS R10 day notice of cancellation foo non payment of premium. JKequ— ..., a..� Azusa Light and Water as Additional Insured has been processed. Endorsement to follow. . CERTIFICATE HOLDER 1 N I ADDITIONAL INSURED: INSURER LETTER: CANCELLATION AZIIS D O S SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPU ATIO DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MNL R 3 0 OAYS WRDTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO 00 SO SKAU Azusa Light and Water IMPOSE NO OBLIGATION OR UABILM OF ANY KIND UPON THE INSURER ITS AGENTS OR 729 No. Azusa Ave. REPRESENTATIVES. I' Azusa CA 91702 AMTI ig REPRESENTATIVE 4 IMPORTANT If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). DISCLAIMER The Certificate of Insurance on the reverse side of this form does not constitute a contract between the issuing insurer(s), authorized representative or producer, and the certificate holder, nor does it affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon. yH AGENDA ITEM TO: HONORABLE CHAIRPERSON AND MEMBERS OF THE AZUSA UTILITY BOARD AND AZUSA CITY COUNCIL FROM: JOSEPH F. HSU, DIRECTOR OF UTILITIES J• DATE: APRIL 22, 2002 SUBJECT: AZUSA SUBSTATION CONCEPTUAL PLAN FOR LANDSCAPE AND FRONT WALL ARCHITECTURAL DESIGN ALONG 1 160 WEST GLADSTONE STREET. RECOMMENDATION It is recommended that the Utility Board/City Council adopt the conceptual plan including front wall design of proposed Substation Project along 1160 Gladstone Street and direct staff to submit said plan & design to City's Planning Commission for their approval. BACKGROUND In November 2001, the City's Planning Commission approved the proposed substation project contingent on applicant (Azusa Light & Water) submitting within 90 days a conceptual plan for front landscape and wall design. Subsequently, staff retained services of an Architect to prepare conceptual plan &designs. In view of the time needed to perform design tasks, staff requested an extension of time to comply with Planning Commission's requirement. During the February 2002 Utility Board meeting, staff solicited preliminary comments from Board Members and said comments were duly forwarded to Architect to use as a basis in performing design. Moreover, Azusa Light & Water directed Architect to create a design within reasonable expense in conformance with established guiding principles and standards of work product. FISCAL IMPACT A construction estimate for the wall will be provided verbally to the Board at the meeting. This project is budgeted this fiscal year under Project #230 - Electric Substation, and funds are available under account 33-80-000-730-7101/82000A. Prepared by: F. L.angit Jr., PE - Electrical Engineer C: larch itect subsiation42202. wpd AGENDA ITEM TO: HONORABLE CHAIRPERSON AND MEMBERS OF THE AZUSA UTILITY BOARD AND AZUSA CITY COUNCIL FROM: JOSEPH F. HSU, DIRECTOR OF UTILITIES/1�/ DATE: APRIL 22, 2002 SUBJECT: APPROVAL OF AGREEMENT WITH MIKE LORUSSO FOR PROJECT MANAGEMENT SERVICES FOR ENERGY EFFICIENT RETROFITS OF CITY BUILDINGS RECOMMENDATION It is recommended that the Utility Board/City Council approve of attached agreement to retain Mike Lorusso as a contract employee for purposes of managing a project to retrofit various City buildings with energy efficient equipment and fixtures. BACKGROUND In October 2001, a report was provided to the Utility Board outlining energy efficient upgrades for various city facilities that resulted from an energy audit conducted by Planergy International. While it was our original intent to have Planergy manage the retrofit work, there has been ongoing delay in getting information from Planergy to expedite this project. To move forward, we recommend that Mike Lorusso, a temporary employee who was hired to manage various projects after the retirement of Louie Pedroza, be engaged to manage identified retrofits, Including development and issuance of bid packages, management of contractors, and coordination of work with Engineering and Facilities Maintenance staff. Mr. Lorusso's current work load includes Auditorium improvements, and development of a maintenance plan for the Aquatic Center. These activities will continue under the attached agreement and result in his time and cost being split between Public Works and Light ✓L Water. FISCAL IMPACT Compensation in the agreement is based on the top step for the position of Superintendent of Public Works, $6118 per month, or $35.30 per hour, and the contract term is for 5 months. PERS payment to be made by City will be 14% of base salary. It is estimated that this Is about $50,000 less than paying a consultant to perform similar functions. The overall project cost for the energy efficient upgrades, Including Mr. Lorusso's costs, is expected to be 4 less than $300,000 and the public benefit program fund, account number 24-40-739-089, will be used to compensate Mr. Lorusso for Light & Water's share. Prepared by: Cary Kalscheuer, Assistant to the Director of Utilities AGREEMENT FOR CONTRACT EMPLOYEE SERVICES SUPERINTENDENT OF PUBLIC WORKS THIS AGREEMENT, made and entered into 22nd day of April 2002, by and between the City of Azusa, a municipal corporation, hereinafter referred to as ''City" and Mike Lorusso, hereinafter referred to as "Employee". SECTION I Recitals The public interest, convenience and necessity compel the City to secure the services of a contract employee for the purpose of performing professional and technical work to retrofit various City facilities with energy efficient equipment and fixtures. Employee desires to perform such services. City and Employee therefore agree as follows: SECTION II Scope of Services Employee shall act in the capacity of a contract City employee with the following duties and responsibilities: Manage retrofits of City facilities with energy efficient upgrades as outlined in attached scope of work (Exhibit A). Develop bid packages and other documents to satisfy all City purchasing procedures and requirements for Public Works Projects. 3. Manage contractors and subcontractors performing retrofits and act as liaison with aW affected City departments. 4. Administer contracts with contractors, document work performed, and process payments through appropriate channels. 5. Perform other duties, including, but not limited to (A) overseeing improvements to interior of City Auditorium; (B) overseeing seal coat of City Auditorium; and (C) finalizing maintenance agreement for pool at Slauson Park Aquatic Center; and (D) City Yard as well as Light Building improvements. SECTION III Compensation The Employee's base salary for the services designed in Section II - Scope of Services, shall be $6,118 per month. The Employee's compensation shall be paid through the City's payroll system. RVPUBNGSM28021 a -1- The Employee shall have the option of working a "flex -time" schedule or accumulating and using "comp -time" in situations where the job necessitates or that it would be more productive working during non-standard hours. The Employee shall be entitled to City paid PERS contribution at the established City's Miscellaneous Employee rate as assigned by PERS. The foregoing benefits shall be in accordance with established City policies effective during the term of the agreement. Except as specifically set forth herein, Employee shall not be entitled to any benefits, nor any vacation leave, in connection with this employment, as other benefits required by federal or state law. SECTION IV Office Support and Business Expenses The C ity s hall p rovide a 11 necessary clerical and office assistance to Employee for the performance of his work under this Agreement. Adequate office space and resources shall be made available to Employee. SECTION V Interest of Employee Employee covenants that he presently has no interests and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with performance of the service contemplated by this Agreement. No person having such interest shall be employed by or associated with the Employee. Employee further agrees not to perform any outside services as permitted in ?r Section VI - Outside Employment, for any firm or entity located or doing business within the City or which has a branch subsidiary or is otherwise associated with any firm or entity located in or doing business with the City. Moreover, during the term of this Agreement, Employee covenants and agrees to abide by all City rules, regulations and policies which apply to other City employees. SECTION VI Outside Employment Employee is employed by the City hereunder on a full-time basis. A regular employee may engage in employment outside that of the City by receiving prior written approval from the Director of Utilities or designee attesting that such employment does not: Interfere with performance of employee's job; Constitute a conflict of interest with the City; Create an unfavorable City image. SECTION VII Findings, Confidential ownership Reports, Information, Etc. All reports, information, data and exhibits prepared or assembled by Employee in connection with the performance of his services pursuant to this Agreement are confidential and the Employee RVPURNG9M&021 ._: agrees that they shall not be made available to any individual or organization without prior consent of the City. All such reports, information, data and exhibits shall be the property of the City and shall be delivered to the City upon demand without additional cost or expense to the City. SECTION VIII Term This contract shall commence on May 1, 2002, and shall remain and continue in effect through October 1, 2002, unless terminated as hereinafter provided. SECTION IX Contract Extension and Termination Upon approval by the Director of Utilities, this contract may be extended on terms and conditions mutually acceptable to the City and Employee. Employee shall not terminate this Agreement, but for cause. SECTION X Notices Any notices required to be given hereunder shall be in writing with copies as directed herein and shall be personally served or given by mail. Any notice given by mail shall be deemed given when deposited in the United States Mail, certified and postage prepaid, address to the person to be served as follows: To City: Joseph F. Hsu, Director of Utilities rR Azusa Light & Water 729 N. Azusa Avenue Azusa, California 91702 To Employee: SECTION XI Attorney's Fees Mike Lorusso 8624 E. Rio Dell Rosemead, CA 91770 In the event that either party hereto fails to comply with any of the terms of this Agreement to be complied with on its part and the other party commences legal proceedings to enforce any of the terms of this Agreement or to terminate this Agreement, the prevailing party in any suit shall receive from the other a reasonable sum for attorney's fees and costs as may be established by the Court. SECTION XII Assignment, Subcontracts Employee shall not subcontract, assign or otherwise transfer his rights and obligations under this Agreement without prior written consent of the Director of Utilities or designee. Any such subcontract or assignment without such consent shall be void and shall, at the option of the City, RVPUBWGSS628021 -3- terminate this Agreement. City may employ additional employees or consultants as it deems necessary to work with Employee any time during the term of this contract. SECTION XIII Extent of Agreement This Agreement represents the entire integrated agreement between the City and Employee and supersedes all prior negotiations, representations or agreements, either written or oral. This Agreement may be amended only by written instrument signed by both the City and the Employee. CITY OF AZUSA W Date: April 22 2002 APPROVED AS TO FORM: City Attorney RVPUB1NG51628021 -4- EMPLOYEE Mike Lorusso Date: April 22, 2002 jS EXHIBIT A SCOPE OF WORK The Employee, via contractors or on his own, shall perform the following: General HVAC work -for all HVAC Work, scope will include the following: Complete removal shall consist of • Refrigerant reclamation as per code • Disconnect electrical, gas, and condensate lines • Disconnect existing refrigerant lines • Disconnect existing duct connections . • Crane removal and disposal of old units • All lines or connections shall be properly capped Complete Installation As per code shall consist of • Set units • Reconnect electrical, gas, and condensate lines • Reconnect existing refrigerant lines • Reconnect existing duct connections • Install new energy-efficient thermostats • Install 15 HP VFD (Variable Frequency Drive) on City Hall roof • Start -check -test all units • Provide 90 -day warranty on all installed parts and labor • 5 -year warranty on sealed compressor City Hall Lighting - Retrofit two incandescent fixtures on the high ceiling behind the stage in the auditorium with new compact -fluorescent fixtures, and two incandescent exit signs in the auditorium with new light emitting diode (LED) exit signs. HVAC - Install the following high efficiency units in same location as existing units: • City Hall -Auditorium • City Hall -Auditorium • City Hall -Ground • City Hall -Roof • City Hall -West Wing • City Hall -West Wing • City Hall -West Wing • City Hall -West Wing • City Hall -West Wing • City Hall -West Wing AC -14 5 -ton pkg. 12 SEER AC -15 5-tonpkg. 12 SEER AC -12 2 -ton condenser only 13.5 SEER AC -11 2.5 -ton pkg. 12 SEER* AC -7 -- (*=to replace cooling only unit) AC -1 4 -ton pkg. Heat Pump 12 SEER AC -2 2 -ton condenser only 14 SEER AC -3 3 -ton condenser only 14 SEER AC -4 3 -ton split system Heat Pump 14.5 SEER AC -7 4 -ton split system Heat Pump 14.1 SEER AC -8 2 -ton condenser only 14 SEER f Exhibit A Scope of Work (Cont'd) Police Station Lighting - Retrofit 18 metal halide fixtures in lobby with compact fluorescent lamps. Replace 42 metal halide fixtures with new vandal resistant fixtures that utilize 4' T8 fluorescent lamps. Install five new wall mounted occupancy sensors in the jail where no switches currently exist. Retrofit four 12' fluorescent fixtures with T8 lamps and low-power ballasts. Ten 8' T12 fluorescent fixtures with kits that will convert the fixture to utilize four 4' T8 lamps each. Senior Center Lighting - Retrofit 64 fluorescent fixtures in four Activity Rooms with T8 lamps and electronic ballasts. Retrofit an additional sixty-nine T12 fluorescent fixtures located in offices, the kitchen, and restrooms with T8 lamps and electronic ballasts. Replace 14 exit signs with new LED exit signs. Retrofit all remaining interior incandescent lights in lobbies and open areas with screw-in compact fluorescent lights. Retrofit 18 mercury vapor lights with screw-in compact fluorescent lights or replace with new energy efficient fixtures. HVAC - Install the following high efficiency units in same location as existing units: • 1 each 3.5 ton Split System Heat Pump 14 SEER • 4 each 7.5 ton pkg. Heat Pump 9 SEER • 2 each 3 ton Split System Heat Pump 14 SEER • 5 each 2 ton Split System Heat Pump 14 SEER DHW - Install a solar domestic hot water heating system to heat the water used in the kitchen, and install three water storage tanks in the same mechanical space as the existing two water heaters are (directly over the kitchen). Note: If the existing building structure is not capable " of supporting the required load the City will have the option of strengthening the building cost of relocation or structural reinforcement is not included in this contract. If the solar collectors cannot be placed on the roof for zoning, aesthetic or structural reasons, this measure will be removed from the contract and the cost of the contract reduced and only the cost incurred to reach this determination will be made against the contract. System will consist of six 4'x10 Sunearth collectors, three 120 -gallon solar tanks, controls, pipe, and installation. Water Maintenance Yard Lighting - Retrofit eight T12 8' fluorescent fixtures with retrofit kits that convert the fixtures to utilize 4' T8 lamps and electronic ballasts. Retrofit an additional four T12 4' fluorescent fixtures with T8 lamps and electronic ballasts. City Corporate Yard Lighting - Retrofit fifty-one 4' T12 fluorescent fixtures with T8 lamps and electronic ballasts. Replace four incandescent fixtures with new fixtures that use compact fluorescent lamps. Retrofit seventy-nine T12 8' fluorescent fixtures with kits that convert the fixtures to utilize 4' T8 lamps and electronic ballasts. Replace eighteen 8' fluorescent fixtures in the shed building with new fixtures that utilize four T8 lamps four feet in lamp length. General Conditions Page 2 Exhibit A Scope of Work (Cont'd) HVAC -Install the following high efficiency units in same location as existing units: • Corporate Yard 1 each 2 -ton pkg. Heat Pump 12 SEER • Corporate Yard 2 each 4 -ton pkg. Heat Pump 12 SEER Transit Facility Lighting - Retrofit twenty-six T12 fluorescent fixtures with T8 lamps and electronic ballasts. Replace one incandescent exit sign with a new LED exit sign. Light & Water Building Lighting - Retrofit twenty-five remaining T12 fixtures in the State Water and Committee of Nine areas. Additional Measures HVAC -Repair two (2) leaking air handler doors so they do not blow conditioned air out onto the roof. One is located on the Police Building, and one is located on the Light and Water Building. Modify the control settings on sixty (60) computers throughout the City Buildings to automatically shut off monitors and computers when they sit idle for a period of time. r General Conditions Page 3 AZUSA LIGHT AGENDA ITEM TO: HONORABLE CHAIRPERSON AND MEMBERS OF THE AZUSA UTILITY BOARD AND AZUSA CITY COUNCIL FROM: JOSEPH F. HSU, DIRECTOR OF UTILITIES DATE: APRIL 22, 2001 SUBJECT: APPROVAL OF BID PACKAGE FOR CITY-WIDE HVAC REPLACEMENTS PROJECT RECOMMENDATION It is recommended that the Utility Board/City Council approve the attached specifications to replace heating ventilation and air conditioning (HVAC) equipment and authorize the City Clerk to advertise for bids. BACKGROUND Last year, Light & Water conducted an energy audit of City Facilities and identified various potential upgrades in equipment and fixtures to improve energy efficiency. These upgrades were presented to the Utility Board on October 1, 2001, in a report which broke down the projects into Tiers (Exhibit A). Tier 2 projects included a list of twenty-five HVAC retrofits at the Senior Center, City Hall Complex, and City Yard, and because the cost of the Tier 2 projects will be over $75,000, these projects require the City to follow the formal bidding procedure. The attached notice inviting bids, bid schedule and specifications (Exhibit B) have been prepared by Mike Lorusso and City Engineer, Nasser Abbaszadeh. This project will replace older HVAC units with new, more energy efficient units, which will reduce both energy consumption and the cost to maintain the equipment. The anticipated payback period for this project is 9.2 years. This project will be paid for using public benefit funds, and will accomplish capital upgrades without expending general fund revenues. Per bid package, the bid opening will be on May 21, 2002, in time for award at the next regular Utility Board meeting. It is anticipated that the retrofits will take about 2 months to complete. FISCAL IMPACT Project will be funded out of existing public benefits program budget. Estimated cost for this portion of project is $180,000. Prepared by: Cary Kalscheuer, Assistant to the Director of Utilities I to K SUMMARY PROPOSED POTENTIAL PROJECTS INSTALLATION PAYBACK TIER DESCRIPTION COSTS YEARS 1 Fastest Payback $92,665 5.3 2 Avoiding GF Capital Outlays $206,512 9.2 3 Renewables $71,453 13.4 Total 5370,630 4 EGaBrr A +. m TIER 1 PROJECTS FASTEST PAYBACK EQUIPMENT FACILITY LIGHTING City Hall Police Sr. Center Water Yard City Yard Transit Headstart. Light & Water Subtotal VARIABLE SPEED DRIVE City Hall ALL BUILDINGS Vending Misers Modify CPUs Repair Leaky AHU Doors Subtotal Total INSTALLED COST $1,701 $17,013 $20,415 $1,021 $6,125 $1,021 $18,374 $2,552 $68.222 $6,941 ANNUAL PAYBACK SAVINGS YEARS $279 6.1 $3,180 5.4 $2,614 7.8 $175 5.8 $940 6.5 $193 5.3 $4.263 4.3 $605 42 $12,269 5.6 $1,692 4.1 $7,653 $1,429 5.4 $6,655 $1,456 4.6 $3.194 $787 4.1 $17,502 $3,672 4.8 $92,665 $17,633 5.3 s TIER 2 PROJECTS AVOIDING GENERAL FUND CAPITAL OUTLAYS PRIORITY FACILITY 1 Sr. Center 2 City Hall -Complex 3 City Yard 3 Total HVAC INSTALLED UNITS COST 12 $99,126 10 $82,605 3 $24,781 25 $206,512 J AVOIDED CAPITAL ANNUAL PAYBACK COSTS SAVINGS YEARS $60,000 $3,823 10.2 $50,000 $3,677 8.9 $15,000 $1,342 7.3 $125,000 $8,842 9.2 r .r. TIER 3 PROJECTS RENEWABLE RESOURCES W/OUTSIDE FUNDING rd INSTALLED OUTSIDE ANNUAL PAYBACK FACILITY EQUIPMENT COST FUNDING SAVINGS YEARS Sr. Center Solar Water Heater $34,025 TBD $2,100 16.2 Aquatic Center Solar Water Heater 537,428 TBD $3,240 11.6 TOTAL $71,453 50 $5,340 13.4 rd TIER 4 PROJECTS NOT_SELECTED & REASON WHY REASON FACILITY EQUIPMENT NOT SELECTED City Hall EMS Not likely to be supported by staff Windows Payback poor Library Lights New Library decision pending EMS Payback poor Windows Payback poor HVAC New Library decision pending Police EMS Project exceeds budget New HVAC-sm units Exceeds budget New HVAC-VAVs Exceeds budget Solar Water Heater Payback poor/low community profile Windows. _ Payback poor Sr Center EMS Payback poor Windows Payback poor Woman's Club HVAC Exceeds budget Water Yard EMS Payback poor HVAC Payback poor Corporate Yard EMS Payback poor Transit Facility EMS Payback poor Headstart EMS Payback poor HVAC Payback poor Recreation Center EMS Payback poor HVAC Exceeds budget Aquatic Center EMS Payback poor Repipe Boilers Payback poor Light & Water EMS Payback poor All Bldgs Water Fountain Coolers Not much energy savings, unpopular Insulate Refrigerant Lines Payback poor CITY OF AZUSA LIGHT & WATER DEPARTMENT BIDDING DOCUMENTS FOR CITY-WIDE HVAC REPLACEMENTS PROJECT April 2002 Prepared Unde ervision of �oe�e sro;r�� nn s [as r; j - L'i` Nasser Abbasza ,City Engineer. Bid Opening Date: May 21, 2002 M NOTICE INVITING BIDS City-wide HVAC Replacements Project RECEIPT OF PROPOSALS. Notice is hereby given that sealed proposals will be received at the office of City Clerk, City Hall, 213 East Foothill Boulevard, Azusa, California, 91702, until loam, on May 21, 2002, for the City Wide HVAC Replacements Project. DESCRIPTION OF WORK The work generally consists ofrei)lacing twenty five existing HVAC units at City Hall Senior Center, and City Corporate Yard. COMPLETION OF WORK All work shall be completed within 60 calendar days after the date set forth in the Notice to Proceed. MANDATORY PRE-BID JOB WALK There will be a mandatory pre-bid job walk on May 9, 2002, at the Main City Hall, City Clerk's Office, 213 E. Foothill Blvd., at 10:00. Bids will not be accepted from contractors who do not attend the pre-bid job walk. DRAWINGS AND SPECIFICATIONS. Copies of the Specifications may be examined without charge at the office of the City Engineer in Azusa City Hall, 213 East Foothill Boulevard, Azusa. Complete sets may be obtained from West Wing Bldg., at City Hall at a charge of $38 for each set. A charge of $10 (non-refundable) will be made for mailing each set. GUARANTEE. Each bid shall be made on the proposal form furnished by the City herewith and i shall be in accordance with the Drawings, Specifications and other Contract Documents and shall be accompanied by a certified check, cashier's check or bidders' bond, payable to the City in a sum not less than ten percent (10%) of the amount of the bid, as a guarantee that the bidder will enter into the Contract for the work, the full amount of such guarantee to be forfeited to the City should said bidder fail to enter into said Contract. The successful bidder will be required to furnish a Faithful Performance Bond in the amount of not less than one hundred percent (100%) of the Contract price, and a Labor and Material Bond in an amount of not less than one hundred percent (1001/o) of the Contract price, said bonds to be secured from a surety company authorized to do business in the State of California, and to be subject to the approval of the City Attorney. PREVAILING WAGE RATES. Bidders are hereby notified that pursuant to Section 1773 et seq. of the Labor Code of the State of California, the City Council of the City of Azusa incorporates herein by reference the general prevailing rate of per diem wages as determined by the Director of Industrial Relations of the State of California. Copies of the prevailing rate of per diem wages are on file in the office of the City Clerk and will be made available to any interested party upon request. In accordance with the Labor Code, no workman employed upon work under contract to the City shall be paid less than the above NOTICE INVITING BIDS referenced prevailing wage rate. A copy of said rates shall be posted at each job site during the course of construction. Any classification omitted therein shall be paid not less than the prevailing wage scale as established for similar work in the particular area and all overtime shall be paid at the prevailing rates as established for the particular area. Sunday and holiday time shall be paid at the wage rates determined by the Director of Industrial Relations. PAYMENT. Payment will be made to the Contractor in accordance with the Specifications. OPENING OF PROPOSALS. The proposals will be publicly opened and read at the time and date stated above, in the Council Chambers of the Azusa City Hall, and the results will thereafter be referred to the City Council for consideration at their next regular meeting. CITY'S RIGHTS RESERVED. The City reserves the right to reject any or all bids, to waive any informality in a bid, and to make awards in the interest of the City. No bidder may withdraw his bid for a period of 30 days after the bid opening. REQUIREMENT FOR CONTRACTOR'S LICENSING. The City of Azusa requires that all rr contractors be licensed with the State of California in their particular area of expertise. Per Section 7028.15(e) of the Business and Professions Code, a licensed contractor shall not submit a bid to a public agency unless his or her contractor's license appears clearly on the bid, the license expiration date is stated and the bid contains a statement that the representations therein are made under penaltyr of perjury. Any bid not containing this information, or a bid containing information which is subsequently proven false, shall be considered non-responsive and shall be rejected by the City of Azusa. All bidders are required to completely fill out the "Contractor's License Declaration" contained in the bid documents. Dated: Dates Published: ►I II—I'm CITY OF AZUSA /s/ City Clerk BIDDING SCHEDULE City-wide HVAC Replacements Project PROPOSAL - TO THE CITY COUNCIL, CITY OF AZUSA , CALIFORNIA The undersigned bidder hereby proposes to famish all labor, material, equipment, tools and services necessary to perform all work required under the City's Specifications entitled: "CONTRACT DOCUMENTS AND SPECIFICATIONS City-wide HVAC Replacements Project in accordance with the intent of said Specifications, Drawings and all Addenda issued by said City prior to opening of the proposals. Said bidder agrees that, within 10 calendar days after date of written Notice ofAward of the Contract by said City, he will execute a contract in the required form, of which the Notice Inviting Bids, Instructions to Bidders, Proposal, Specifications, Drawings and all Addenda issued by said City prior to the opening of proposals, are part, and will secure the required insurance and bonds; and that upon failure to do so within said time, then the proposal guarantee famished by said bidder shall be forfeited to said City as liquidated damages for such failure; provided, that if said bidder shall execute the Contract and secure the required insurance and bonds within said time, his check, if famished shall be returned to him within 5 days thereafter, and the Bid Bond, if famished, shall become void. Said bidder further agrees to complete all work required under the Contract within the time stipulated in said Specifications, and to accept in full payment therefor the price named in the Bidding Schedule. I am aware of the provisions of Section 3700 of the Labor Code which requires every employer to be insured against liability for Workmen's Compensation or to undertake self-insurance in accordance with such provisions before commencing the performance of the work of this Contract. Dated: P- 1 Bidder Signature Title BIDDING SCHEDULE City-wide HVAC Replacements Project ITEM ESTIMATED TOTAL NUMBER QUANTITY UNIT DESCRIPTION PRICE TOTAL IN WORDS Furnish units and materials, provide necessary tools and labor, Install complete package for the lump sum price of (words) The City reserves the right to delete any bid item and increase or decrease the estimated quantities that. will serve the City's best interest. It is understood that the foregoing quantities are approximate only and are solely for the purpose of facilitating the comparison of bids, and that the Contractor's compensation will be computed upon the basis of the actual quantities in the complete work, whether they be more of less than those shoyvn. COMPANY BIDDER'S SIGNATURE P- 2 TELEPHONE # BIDDING SCHEDULE City-wide HVAC Replacements Project LIST OF MATERIAL AND EQUIPMENT MANUFACTURERS The undersigned bidder understands and agrees that the City may consider this Bid incomplete unless the Bidder names a manufacturer/supplier for each item of equipment in the following list. The City may at its discretion reject any bid whose list is incomplete or improperly compiled. Not more than one manufacturer/supplier shall be named for each item of equipment. The undersigned Bidder hereby agrees that, after submission of this Bid, a change will not be made in the following listing.of manufacturers/suppliers and will not award a contract or agreement of any kind to a manufacturer not listed below for the listed items of equipment unless such change, award, or agreement is first approved in writing by the City according to the provisions of the Contract Documents pertaining to substitutions and equals. The manufacturers/suppliers named below produce the listed items of equipment which comply with the requirements of the Contract Documents, and the undersigned Bidder will furnish and install the complying equipment of the manufacturers/suppliers named in the following list Item Description SCHEDULE OF MANUFACTURERS P- 3 Manufacturer ?� Bidder's Initials BIDDING SCHEDULE City-wide HVAC Replacements Project LIST OF SUBCONTRACTORS The Bidder is required to furnish the following information ( in accordance with the provisions of Sections 4100 to 4114, inclusive of the Public Contract Code of the State of California and any amendments thereto) for each Subcontractor performing more than 0.58 of the Total Base Bid. Do not list alternative subcontractors for the same work. Name under Which Address & Telephone Specific Subcontractor License Number of Office, Work Description to be Licensed Number Mill or Shop Performed by Subcontractor Bidder's Initials P-4 BIDDING SCHEDULE City-wide HVAC Replacements Project CONTRACTOR'S EQUIPMENT The undersigned Bidder is licensed in accordance with the laws of the State of California: License Number , Class The following is a list of all major items of construction equipment and vehicles available to the Bidder which the Bidder believes to be necessary or essential to the completion of the project: Date/Year Item Lease/Owned of Manufacturers Condition Bidder's Initials P- 5 BIDDING SCHEDULE City-wide HVAC Replacements Project BID BOND FORM KNOW ALL MEN BY THESE PRESENTS, That as Principal, and as Surety, are held and firmly bound unto the City of Azusa hereinafter called "City" in the sum of: dollars, (not less than 10 percent of the total amount of the bid) for the payment of which sum, well and truly to be made, we bind ourselves our heirs, executors, administrators, successors, and assigns, jointly and severally, firmly by these presents. WHEREAS, said Principal has submitted a bid to said City to perform all work required under the City's Specifications entitled: ?� "CONTRACT DOCUMENTS AND SPECIFICATIONS FOR THE City-wide HVAC Replacements Project NOW THEREFORE, if said Principal is awarded a contract by said City,, and, within the time and in the manner required under the heading "Instructions to Bidder's" bound with said Specifications, enters into a written contract on the form of Agreement bound with said Specifications and furnished the required insurance and required bonds, one to guarantee faithful performance and the other to guarantee payment of labor and materials, then this obligation shall be null and void, otherwise it shall remain in full force and effect. In the event suit is brought upon this bond by said City and judgment is recovered, said Surety shall pay all costs incurred by said City in such suit, including a reasonable attorney's fee to be fixed by the court. Principal By Surety By Its It By By Its it Ia.'� BIDDING SCHEDULE City-wide HVAC Replacements Project Surety signatures on this bond must be acknowledged before notary publics, and a legally sufficient power of attorney must be attached to the bond to verify the authority of any party signing on behalf of a surety. W- P- 7 BIDDING SCHEDULE City-wide HVAC Replacements Project INFORMATION REQUIRED OF BIDDER The bidder is required to supply the following information. Additional sheets may be attached if necessary. If -requested by the City, the bidder shall furnish a notarized financial statement, references, and other information, sufficiently comprehensive to permit an appraisal of his current financial condition. 1. Address 2. Telephone 3 4 5 6 Type of Firm: Individual( ) Partnership( ) Corporation( ) Corporation organized under the laws of the State of Contractor's License: State License No. Contractor's License; Expiration Date 7. Names and Titles of all officers of the firm: 8. 9. A. B. C. 0 Number of years of experience in projects of this type Three projects of this type recently completed: Contract Type -of Date Name and Telephone Amount Project Completed Number of 6iNner 10. Person who inspected site of work for your firm: Date Inspected 137 BIDDING SCHEDULE City-wide HVAC Replacements Project CONTRACTOR'S LICENSE DECLARATION (Business and Professions Code Section 7028.15) The undersigned declares that he or she is (Title) of (Bidder), (Company Name) 1. Contractor's License Number: 2. Contractor's License Classification: State 3. Expiration date of Contractor's License: , 19 4. Bidder acknowledges that Section 7028.15(e) of the Business and Professions Code provides as follows: "A licensed contractor shall not submit a bid to a public agency unless his or her contractor's license appears clearly on the bid, the license expiration date is stated and the bid contains a statement that the representations therein are made under penalty of perjury. Any bid not containing this information, or a bid containing information which is subsequently proven false, shall be considered nonresponsive and shall be rejected by the public agency." + The undersigned declares under penalty of perjury that the forgoing is true and correct. Executed on 20 at (insert city and state where signed) Name of Company Typed Name Signature Title 121tut CITY OF A&SA SPECIAL PROVISIONS 8.01 BID ITEMS Item 1. Furnish units and materials, provide necessary tools and labor, and install complete HVAC package The contractor shall furnish and install twenty five HVAC units in accordance with the attached schedule and these specifications. The following items should be noted: a. Suggested unit models and numbers are for bidding purposes and equal models will be accepted if a bidder submits technical information on equal models to the City's review and approval prior to the mandatory pre-bid walk on May 9, 2002. b. A variable speed drive is required for the main City Hall building at 213 E. Foothill Boulevard (technical specifications are attached herewith). c. The contractor will be allowed to perform preparatory work during normal building business hours. Unit change over will, however, take place on Fridays, Saturdays, or Sundays so that the buildings do not suffer air-conditioning loss. Weekend work shall to coordinated through the Project Manager. d. Work is expected at the following locations: City Hall, 213 E. Foothill Blvd., Senior Center, 740 N. Dalton Avenue, and City Corporate Yard at 809 North Angeleno Avenue. e. Unit schedule and technical specifications are attached Attachments: Unit Schedule and Technical Specifications SP -10 City Hall HVAC - Locations are as noted in "City Hall HVAC Locations.BMP" and are referenced by AC - ##. (ie AC -15 is "15" on sketch) * City Hall -Auditorium AC -14 5 ton pkg. G/E 12 SEER * City Hall -Auditorium AC -15 5 ton pkg. G/E 12 SEER * City Hall -Ground AC -12 2 ton condenser only 13.5 SEER* * City Hall -Roof AC -11 2.5 ton pkg. G/E 12 SEER (to replace cooling only unit)** * City Hall -West Wing AC -1 4 ton pkg. Heat Pump 12 SEER * City Hall -West Wing AC -2 2 ton condenser only 14 SEER* * City Hall -West Wing AC -3 3 ton condenser only 14 SEER* * City Hall -West Wing AC -4 3 ton split system Heat Pump 14.5 SEER * City Hall -West Wing AC -7 4 ton split system Heat pump 14.1 SEER * City Hall -West Wing AC -8 2 ton condenser only 14 SEER* Senior Center These locations can be found on the CAD Drawings . * 1 ea. 3.5 ton Split system Heat pump 14 SEER (4A on Dwg M2) * 4 ea. 7.5 ton pkg. Heat Pump 9.0 EER* (6A, 6B, 6C, 7A on Dwg M2) * 2 ea. 3 ton Split system Heat pump 14 SEER (3A, 3B on Dwg M2) * 5 ea. 2 ton Split system Heat pump 14 SEER (2A, 2B, 2C, 2D, 2E on Dwg M2) City Yard * Corporate Yard. 1 ea. 2 ton pkg. Heat Pump 12 SEER* (ELECTRIC BLDG on sketch "City Yard.BMP" ) Corporate Yard Zea. 4 ton pkg. Heat Pump 12 SEER* (PUBLIC WORKS BLDG, and PARKS 6 REC BLDG on sketch "City Yard.BMP") �: O ® '. � . i. ..® ¢ � IJ ib SECTION 15535 REFRIGERATION PIPING AND SPECIALTIES Part I. GENERAL 1.01 SECTION INCLUDES A. Piping. B. Refrigerant. C. Moisture and liquid indicators. D. Valves. E. Pressure relief valves. F. Filter -driers. G. Solenoid valves H. Expansion valves. 1.02 RELATED SECTIONS A. Section 15671 — Air Cooled Condensing Units. J B. Section 15856 — Fan Coils. C. Section 15781 — Packaged Roof Top Air Conditioning Units 1.03 REFERENCES A. ANSI/ARI 710 — Liquid Line Dryers. B. ANSI/ASHRAE 15 — Safety Code for Mechanical Refrigeration. C. ANSIIASHRAE 34 — Number Designation of Refrigerants. D. ANSI/ASME SEC 8D — Boilers and Pressure Vessels Code, Rules for Construction of Pressure Vessels. E. ANSI/ASME SEC 9 — Boilers and Pressure Vessels Code, Welding and Brazing Qualifications. F. ANSI/ASME B16.22 — Wrought Copper and Copper Alloy Solder Joint Pressure Fittings. G. ANSI/ASME B16.26 — Cast Copper Alloy Fittings For Flared Copper Tubes. H. ANSI/ASME B31.5 — Refrigeration Piping. I. ANSI/ASME B32 — Building Services Piping. J. ANSI/ASTM B32 Solder Metal. K. ANSI/ASTM B88 — Seamless Copper Water Tube. L. ANSI/AWS A5.8 — Brazing Filler Metal. M. ANSI/AWS Dl.l — Structural Welding Code, Steel. N. ANSUUL 429 — Electrically Operated Valves. O. ARI 750 — Thermostatic Refrigerant Expansion Valves. P. ARI 760 — Solenoid Valves for Use With Volatile Refrigerants. Q. ASTM A53 — Pipe, Steel, Black and Hot -Dipped, Zinc -Coated, Welded and Seamless. R. ASTM A120 — Pipe. Steel, Black and Hot -Dipped, Zinc -Coated (Galvanized), Welded and ' Seamless, for Ordinary Uses. S. ASTM A234 — Pipe Fittings of Wrought Carbon Steel and Alloy Steel for Moderate and Elevated Temperatures. T. ASTM B280 — Seamless Copper Tube for Air Conditioning and Refrigeration Field Service. U. MILI-631C — (Construction at Solenoid Valve Coils) V. MIL -V -23450C — Valves, Expansion, Thermostatic, Refrigerant 12 and Refrigerant 22. 1.04 SUBMITTALS A. Submit shop drawings. B. Submit shop drawings indicating schematic layout of system, including equipment, critical dimensions, and sizes. C. Submit product data. D. Submit product data indicating general assembly of specialties, including manufacturers catalogue information. E. Submit manufacturer's installation instructions. F. Submit welders certification of compliance with ANSI/ASME Sec 9. G. Submit design data. H. Submit data indicating pipe sizing. I. Submit test reports indicating results of leak test, acid test. 1.05 PROJECT RECORD DOCUMENTS A. Accurately record exact locations of equipment and refrigeration accessories on record drawings. 1.06 REGULATORY REQUIREMENTS e A. Conform to ANSI/ASME B31.9 B. Welding Materials and Procedures: Conform to ANSI/ASME SEC 9 and applicable state labor regulations. C. Welders Certification: In accordance with ANSI/ASME SEC 9. 1.07 DELIVERY, STORAGE, AND HANDLING A. Deliver and store piping and specialties in shipping containers with labeling in place. B. Store and protect products. C. Protect piping and specialties from entry of contaminating material by leaving end caps and plugs in place until installation. Part 2. PRODUCTS 2.01 PIPING A. Copper Tubing: ASTM B280 Type ACR hard drawn. 1. Fittings: ANSI/ASME B16.22 wrought copper. 2. Joints: ANSI/ASTM B32, solder Grade 95TA, ANSUAWS A5.8 BCup silver braze. B. Copper Tubing to 7/8 inch (22mm) OD: ANSI/ASTM B88, Type K, annealed. 1. Fittings: ANSI/ASME B16.26 cast copper. 2. Joints: Flared. 2.02 REFRIGERANT A. Refrigerant: ANSI/ASHRAE 34; R-22: Monochlorodifluoromethane. 2.03 MOISTURE AND LIQUID INDICATORS A. Indicators: UL listed, with brass body, solder ends, sight glass, color coded moisture indicator, and placpc cap; for maximum working pressure of 500 psi. 2.04 VALVES A. Diaphragm Packless Valves: UL listed, forged brass body and bonnet, phosphor bronze and stainless steel diaphragms, rising stem, stainless steel spring, nylon seat disc, with positive backseating; for maximum working pressure of 500 psi (3450 kPa) and maximum temperature of 275 degrees F. B. Packed Angle Valves: Forged brass seal caps with copper gasket, rising stem and seat with backseating, molded stem packing, solder or flared ends; for maximum working pressure of 500 psi (3450 kPa) and 275 degrees F. 2.05 PRESSURE RELIEF VALVES A. Straight Thru or Angle Type: Brass body and disc, neoprene seat, factory sealed and stamped with ASME UV and National Board Certification NB. Selected to ANSUASHRAE 15. 2.06 FILTER -DRIERS A. Permanent Straight Thru Type: ANSI/ARI 710, UL listed, steel shell with molded desiccant filter core, for maximum working pressure of 500 psi. 2.07 SOLENOID VALVES A. Valve: ARI 760, pilot operated, copper or brass body and internal parts, synthetic seat stainless steel stem and plunger assembly, with flared or solder, ends; for maximum working pressure of 500 psi. Stem shall permit manual operation in case of coil failure. B. Coil Assembly: UL listed, replaceable with molded electromagnetic coil, moisture and fungus proof, with surge protector and color coded lead wires, integral junction box. - 2.08 EXPANSION VALVES A. Angle or Straight Thm Type: ARI 750; design suitable for refrigerant, brass body, internal or external equalizer, adjustable superheat setting, inlet strainer, with capillary tube and remote sensing bulb. B. Selection: Evaluate refrigerant pressure drop through system to determine available pressure drop across valve. Select valve for maximum and load at design operating pressure and minimum 10 degrees F superheat. Select to avoid being undersized at full load and excessively oversized at part load Part 3. EXECUTION 3.01 PREPARATION A. Ream pipe and tube ends. Remove burrs. B. Remove scale and dirt on inside and outside before assembly. C. Prepare piping connections to equipment with flanges or unions. 3.02 INSTALLATION A. Install refrigeration specialties in accordance with manufacturer's instructions. B. Route piping in orderly manner, with plumbing parallel to building structure, and maintain gradient. C. Install piping to conserve building space and not interfere with use of space. D. Group piping whenever practical at common elevations and locations. Slope piping one percent in direction of oil return. E. Provide non -conducting dielectric connections when joining dissimilar metals. F. Install piping to allow for expansion and contraction without stressing pipe, joints, or connected equipment. G. Provide clearance for installation of insulation and access to valves and fittings. H. Provide access to concealed valves and fittings. I. Insulate piping. J. Locate expansion valve sensing bulb immediately downstream of evaporator on suction line. K. Provide external equalizer piping on expansion valves with refrigerant distributor connected to evaporator. L. Full charge completed system with refrigerant after leak testing. 3.03 APPLICATION A. Provide line size liquid indicators in main liquid lined leaving condenser. B. Provide permanent filter -dryers. C. Provide solenoid valves in liquid line of systems operating with pump -down compressor control. 3.04 FIELD QUALITY CONTROL A. Test refrigerant system in accordance with ANSI/ASME B31.5. B. Pressure test system with dry nitrogen to 200 psig. Perform final tests at 27 inches (92 kPa) vacuum and maintain for a period of no less than 24 hours. Test to no leakage. J END OF SECTION a.. SECTION 15671 AIR COOLED CONDENSING UNITS Part 1. GENERAL 1.01 SECTION INCLUDES A. Condensing unit package. B. Charge of refrigerant and oil. C. Controls and control connections. D. Refrigerant piping connections. E. Electrical power connections _ 1.02 RELATED SECTIONS A. Section 15535 — Refrigeration Piping and Specialties. B. Section 15781 — Packaged Roof Top Air Conditioning Units C. Section 15856 — Fan Coils. 1.03 REFERENCES r A. ANSI/ASHRAE 15 — Safety Code for Mechanical Refrigeration. B. ANSI/NEMA MG 1— Motors and Generators. C. ANSI/UL 207 — Refrigerant -Containing Components and Accessories, Non -Electrical. D. ANSUUL 303 — Refrigeration and Air -Conditioning Condensing, and Air -Source Heat Pump Equipment. E. ANSUUL 465 — Central Cooling Air Conditioners. F. ARI 210/240 — Unitary Air -Conditioning and Air -Source Heat Pump Equipment. G. ARI 520 — Positive Displacement Refrigerant Compressors, Compressor Units and Condensing Units. H. ASHRAE 14 — Methods of Testing for Rating Positive Displacement Condensing Units. I. ARI 270 Sound Rating of Outdoor Unitary Equipment. 1.04 SUBMITTALS A. Submit shop drawings. B. Submit shop drawings indicating components, assembly, dimensions, weights and loadings required clearances, and location and size of field connections. Include schematic layouts showing condensing units, cooling coils, refrigerant piping, and accessories required for complete system. C. Submit product data. D. Submit product data indicating rated capacities, weights specialities and accessories, electrical nameplate data, and wiring diagrams. E. Submit design data. F. Submit design data indicating pipe and equipment sizing. G. Submit manufacturer's installation instructions. 1.05 OPERATION AND MAINTENANCE DATA A. Submit operation and maintenance data. B. Include start-up instructions, maintenance instructions, parts lists, controls and accessories 1.06 DELIVERY, STORAGE, AND HANDLING $n A. Deliver and store piping and specialties in shipping containers with labeling in place. B. Store and protect products. C. Comply with manufacture's installation instructions for rigging, unloading, and transporting units. D. Protect units on site from physical damage. Protect coils. 1.07 WARRANTY A. Provide five year warranty, coverage for refrigerant compressors. Part 2. PRODUCTS 2.01 MANUFACTURES A. Carrier B. Trane C. Lennox - 2.02 MANUFACTURED UNITS A. Units: Self-contained, packaged, factory assembled and pre -wired units suitable for outdoor use consisting of cabinet, compressors, condensing coil and fans, integral sub -cooling coil, controls, liquid receiver, and screens B. Construction and Ratings: In accordance with ARI 210/240 and ANSI/UL 207 and ANSI/UL 303. Testing shall be in accordance with ASHRAE 14. C. Performance Ratings: Energy Efficiency Rating EER not less than prescribed by ANSVASHRAE 90A. 2.03 CASING A. House components in welded steel frame with galvanized steel panels with weather resistant, baked enamel finish. B. Starters, disconnects and controls in weatherproof panel provided with full opening access doors. 2.04 CONDENSER COILS A. Coils: Aluminum fins mechanically bonded to seamless copper tubing. Provide sub -cooling circuits. Air test under water to 425 psig (2900 kPa). B. Coil Guard: PVC coat steel wire. 2.05 FANS AND MOTORS A. Direct driven propeller type condenser fans with fan guard on discharge. B. Weatherproof motors suitable for outdoor use, single phase permanent split capacitor with permanent lubricated ball bearings and built in thermal overload protection. 2.06 COMPRESSORS A. Construction: Hermetic reciprocating or scroll type with heat treated forged steel or cast iron shafts, aluminum alloy connecting rods, automotive type pistons, rings to prevent gas leakage, suction and discharge valves, and sealing surface immersed in oil. B. Mounting: Statically and dynamically balance rotating parts and mount on rubber -in -shear vibration isolators. Internally isolate hermetic units on springs. C. Motor: Constant speed, suction gas cooled with electronic sensor and winding over temperature protection, designed for across -the -line starting. D. Crankcase Heater: Evaporates refrigerant returning to crankcase during shut down. Energize heater when compressor is not operating. 2.07 REFRIGERANT CIRCUIT A. Provide the following for each refrigerant circuit: 1. Filter dryer. 2. Thermal expansion valve for maximum operating pressure. 3. Insulated suction line. 4. Suction and liquid line service valves and gage ports. 5. Liquid line solenoid valve. 6. Charging valve. 7. Discharge line check valve. 8. Compressor discharge service valve. 9. Condenser pressure relief valve. 10. Time delay relay. 11. High & low pressure switches 2.08 CONTROLS A. On unit, mount weatherproof steel disconnect switch. B. Provide the following safety controls arranged so that operating any one will shut down machine and require manual reset: 1. High discharge pressure switch. 2. Low suction pressure switch. 3. High pressure relief. 4. Condenser fan failure protection. C. Provide the following operating controls: 1. Thermostat located in room. 2. Off timer prevents compressor from short cycling. D. Provide low voltage, adjustable thermostat to control heating stages in sequence with delay between stages, compressors stages and supply -fan to maintain temperature setting. 1. Include system selector switch off -heat -auto -cool and fan control switch auto -on. 2. Locate themrostat in existing location E. Provide electric solid state microcomputer based room thermostat, located as indicated. Room thermostat shall incorporate: 1. Automatic switching from heating to cooling. 2. Preferential rate control to minimize overshoot and deviation form set point. 3. Set-up for four separate temperatures per day. 4. Instant override of setpoint for continuous or timed period from 30 minutes to 4 hours. 5. Short cycle protection. 6. Programming based on seven days. 7. Switch selection features including imperial display, 24 hour clock, keyboard disable, fan on - auto. G. Room thermostat display shall include: 1. Time of day 2. Actual room temperature. 3. Programmed temperature 4. Programmed time. 5. Day of week. 6. System mode indication: Heating, cooling, auto, off, fan auto, fan on. 7. Stage (heating or cooling) operation. Part 3. EXECUTION 3.01 INSTALLATION A. Install in accordance with manufacturer's instructions. B. Provide for connection to electrical service. C. Provide connection to refrigeration piping system and evaporators. Comply with ANSI/ASHRAE 15. 3.02 MANUFACTURER'S FIELD SERVICES A. Provide initial start-up, including routine servicing and check out. B. Supply holding charge of refrigerant and oil for each refrigerant circuit. Replace losses of refrigerant and oil. END OF SECTION SECTION 15781 PACKAGED ROOF TOP AIR CONDITIONING UNITS Part 1. GENERAL 1.01 SECTION INCLUDES A. Packaged roof top unit. B. Unit Controls. C. Roof mounting frame and base. 1.02 RELATED SECTIONS A. Section 15535 — Refrigeration Piping and Specialties. B. Section 15671 — Air Cooled Condensing Units. C. Section 15856 — Fan Coils 1.03 REFERENCES A. ANSI/ASHRAE 15 — Safety Code for Mechanical Refrigeration. B. ANSI/ASHRAE — 103 — Heating Seasonal Efficiency of Central furnaces and Boilers, Methods of Testing. C. ANSI/NEMA MG 1— Motors and Generators. D. ANSI/NFPA 31 — Installation of Oil Burning Equipment. E. ANSI/NFPA 90B — Installation of Warm Air Heating and Air Conditioning Systems. F. ANSI/NFPA 211— Chimneys, Fireplace, Vents, and Solid Fuel Burning Appliances. G. ANSWL 207 — Refrigerant -Containing Components and Accessories, Non -Electrical. H. ANSWL 303 —Refrigeration and Air -Conditioning Condensing, and Air -Source Heat Pump Equipment. I. ANSWL 727 — Oil -Fired Central Furnaces. " J. ANSI/UL 729 — Oil -Fired Floor Furnaces K. ANSI/Z223.1 (NEPA 54) — National Fuel Gas Code. L. ARI 210/240 — Unitary Air -Conditioning and Air -Source Heat Pump Equipment. M. ARI 270 Sound Rating of Outdoor Unitary Equipment. N. ARI 520 —Positive Displacement Refrigerant Compressors, Compressor Units and Condensing Units. O. ANSIfUL 465 —Central Cooling Air Conditioners. ARI 630 — Selection, Installation and Servicing of Humidifiers Q. ASHRAE 14 — Methods of Testing for Rating Positive Displacement Condensing Units. R. ASHRAE 52 — Method of Testing Air Cleaning Devices Used in General Ventilation for Removing Particulate Matter. S. FS F -F 300A — Filter, Air Conditioning: Viscous Impingement and Dry Types, Cleanable. T. FS F -F 310A — Filter, Air Conditioning: Viscous Impingement and Dry Types, Replaceable. U. FS W -F 815C — Fuel Oil, Burner. V. MIL -F -17104E — Furnaces, Warm Air and Heaters, Unit, Forced Air Circulation, Oil and Gas - Fired. W. NFPA 90A — Installation of Air Conditioning and Ventilation Systems. 1.04 SUBMITTALS A. Submit shop drawings. B. Submit shop drawings indicating assembly, required clearances, and location and size of field connections. C. Product Data: Provide rated capacities, weights, accessories, electrical nameplate data, and wiring diagrams. D. Design data: Indicate refrigerant pipe sizing. E. Submit manufacturer's installation instructions: Indicate rigging, assembly, and installation instructions. 1.05 OPERATION AND MAINTENANCE DATA A. Submit operation and maintenance data. B. Include manufacturer's descriptive literature, operating instructions, installation instructions, maintenance and repair data, and parts listing. 1.06 DELIVERY, STORAGE, AND HANDLING A. Deliver and store piping and specialties in shipping containers with labeling in place. B. Store and protect products. C. Comply with manufacture's installation instructions for rigging, unloading, and transporting units. D. Protect units on site from physical damage. Protect coils. 1.07 QUALITY ASSURANCE A. Perform work in accordance with ANSUASHRAE 15. B. Maintain one copy of each document on site. 1.08 WARRANTY A. Provide three year warranty on microprocessor control, hot surface ignitor, and induced motor. B. Provide 20 year coverage for heat exchangers. C. Provide five year warranty, coverage for refrigerant compressors. 1.09 EXTRA MATERIALS A. Provide two of each filter. Part 2. PRODUCTS 2.01 MANUFACTURES A. Carrier B. Trane C. Lennox 2.02 MANUFACTURED UNITS A. Units: Self-contained, packaged, factory assembled, pre -wired unit consisting of cabinet, supply fan, heat exchanger, controls, air filter, refrigerant cooling coil and outdoor package containing compressor, condenser coil and condenser fan per Section 15671. B. Construction and Ratings: In accordance with ARI 210/240 and ANSVUL 207 and ANSWL 303. Testing: ASHRAE 14 C. Perfomumce Ratings: Energy Efficiency Rating EER not less than requirements of California Energy Commission Standards. D. Cooling Efficiency — minimum 12 SEER. E. Gas Heating Efficiency — minimum 90 percent. 2.03 FABRICATION A. Cabinet: Galvanized steel with baked enamel finish, easily removed and secured access doors, glass fiber insulation. B. Heat exchanger: Serpentine aluminized Steel welded construction. C. Supply Fan: Centrifugal type rubber mounted with direct drive adjustable speed motor. D. Motor: ANSI/NEMA MGI; 1750 rpm rubber isolated hinge mounted. f N* E. Air Filters: 1 inch (25 mm) thick, high efficiency Farr 30-30 disposable type arranged for easy replacement. F. Gas Burner: Forced air draft type combustion with combination gas valve and pressure regulator incorporating manual shut-off, pilot valve, automatic 100 percent shut-off and pilot safety device, electronic pilot ignition. G. Gas Burner Safety Controls: Sensor that prevents opening of solenoid gas valve until pilot flame is proven and stops gas flow on ignition failure. 2.04 UNIT OPERATING CONTROLS A. Room Thermostat: Cycles burner to maintain room temperature setting. B. High Limit Control: Fixed stop at maximum permissible setting, de -energizes burner on excessive bonnet temperature and re -energizes when temperature drops to lower safe value. C. Control Supply Fan: bonnet temperatures and independent of bumer controls, manual switch for continuous fan operation. 2.05 EVAPORATOR COIL A. Coil: Copper tube aluminum fm assembly, galvanized drain pan, drain connection, refrigerant piping connections and factory installed thermostatic expansion valve. 2.06 CONDENSER COILS A. Coils: Aluminum fins mechanically bonded to seamless copper tubing. Provide sub -cooling circuits. Air test under water to 425 prig (2900 kPa). B. Coil Guard: PVC coat steel wire. 2.07 FANS AND MOTORS A. Direct driven propeller type condenser fans with fan guard on discharge. B. Weatherproof motors suitable for outdoor use, single phase permanent split capacitor with permanent lubricated ball bearings and built in thermal overload protection. 2.08 REFRIGERATION PACKAGE A. Compressor: hermetic or scroll, 3600 rpm maximum, resiliently mounted integral with condenser, with positive lubrication, crankcase heater, high pressure control ,motor overload protection, service valves and drier. B. Air Cooled Condenser: aluminum fm and copper tube coil, with duct drive axial properller fan resiliently mounted, galvanized fan guard. 2.09 CONTROLS A. On unit, mount steel disconnect switch. B. Provide the following operating controls: 1. Thermostat located in room. 2. Off timer prevents compressor from short cycling. C. Provide low voltage, adjustable thermostat to control heating stages in sequence with delay between stages, compressors stages and supply fan to maintain temperature setting. 1. Include system selector switch off -heat -auto -cool and fan control switch auto -on. 2. Locate thermostat in existing location D. Provide electric solid state microcomputer based room thermostat, located as indicated. E. Room thermostat shall incorporate: 1. Automatic switching from heating to cooling. 2. Preferential rate control to minimize overshoot and deviation form set point. 3. Set-up for four separate temperatures per day.. 4. Instant override of setpoint for continuous or timed period from 30 minutes to 4 hours. 5. Short cycle protection. 6. Programming based on seven days. 7. Switch selection features including imperial display, 24 hour clock, keyboard disable, fan on - auto. F. Room thermostat display shall include: 1. Time of day 2. Actual room temperature. 3. Programmed temperature 4. Programmed time. 5. Day of week. 6. System mode indication: Heating, cooling, auto, off, fan auto, fan on. 7. Stage (heating or cooling) operation. Part 3. EXECUTION 3.01 EXAMINATION A. Verify that the area is ready for installation of units and opening are as indicated on shop drawings. B. Verify that supports for air cooled condensers are completed. C. Verify that proper power supply is available for furnace and condenser package. D. Verify that proper fuel supply is available for connection. 3.02 INSTALLATION A. Install in accordance with manufacturer's instructions. B. Install to NFPA 90A and ANSUNFPA 90B. C. Install gas fired furnaces to ANSI Z223.1. D. Provide vent connections to ANSUNFPA 211. 3.03 MANUFACTURER'S FIELD SERVICES A. Provide initial start-up, including routine servicing and check out. B. Supply holding charge of refrigerant and oil for each refrigerant circuit. Replace losses of refrigerant and oil. END OF SECTION SECTION 15856 FAN COILS Part 1. GENERAL 1.01 SECTION INCLUDES A. Forced air blower. B. Refrigerant coil. C. Controls. 1.02 RELATED SECTIONS A. Section 15535 — Refrigeration Piping and Specialties. B. Section 15671— Air Cooled Condensing Units. C. Section 15781 — Packaged Roof Top Air Conditioning Units 1.03 REFERENCES A. ANSI/ASHRAE 15 — Safety Code for Mechanical Refrigeration. B. ANSI/ASHRAE — 103 — Heating Seasonal Efficiency of Central furnaces and Boilers, Methods of Testing. ' C. ANSUNEMA MG 1 — Motors and Generators. D. ANSI/NFPA 31 — Installation of Oil Burning Equipment. E. ANSI/NFPA 90B — Installation of Warm Air Heating and Air Conditioning Systems. F. ANSI/NFPA 211— Chimneys, Fireplace, Vents, and Solid Fuel Burning Appliances. G. ANSI/UL 207 — Refrigerant -Containing Components and Accessories, Non -Electrical. H. ANSWL 303 — Refrigeration and Air -Conditioning Condensing, and Air -Source Heat Pump Equipment. I. ANSI/UL 727 — Oil -Fired Central Furnaces. J. ANSWL 729 — Oil -Fired Floor Furnaces K. ANSI/Z223.1 (NFPA 54) — National Fuel Gas Code. L. ARI 210/240 — Unitary Air -Conditioning and Air -Source Heat Pump Equipment. M. ARI 270 Sound Rating of Outdoor Unitary Equipment. N. ARI 520 —Positive Displacement Refrigerant Compressors, Compressor Units and Condensing Units. O. ANSWL 465 — Central Cooling Air Conditioners. ARI 630 — Selection, Installation and Servicing of Humidifiers Q. ASHRAE 14 — Methods of Testing for Rating Positive Displacement Condensing Units. R. ASHRAE 52 — Method of Testing Air Cleaning Devices Used in General Ventilation for Removing Particulate Matter. S. FS F -F 300A — Filter, Air Conditioning: Viscous Impingement and Dry Types, Cleanable. T. FS F -F 310A — Filter, Air Conditioning: Viscous Impingement and Dry Types, Replaceable. U. FS W -F 815C—Fuel Oil, Burner. V. MHrF-17104E — Furnaces, Warm Au and Heaters, Unit, Forced Air Circulation, Oil and Gas - Fired. W. NFPA 90A — Installation of Air Conditioning and Ventilation Systems. 1.04 SUBMITTALS A. Submit shop drawings. B. Submit shop drawings indicating assembly, required clearances, and location and size of field connections. C. Product Data: Provide rated capacities, weights, accessories, electrical nameplate data, and wiring diagrams. D. Design data: Indicate refrigerant pipe sizing. E. Submit manufacturer's installation instructions: Indicate rigging, assembly, and installation instructions. 1.05 OPERATION AND MAINTENANCE DATA A. Submit operation and maintenance data. B. Include manufacturer's descriptive literature, operating instructions, installation instructions, maintenance and repair data, and parts listing. 1.06 DELIVERY, STORAGE, AND HANDLING A. Deliver and store piping and specialties in shipping containers with labeling in place. B. Store and protect products. C. Comply with manufacture's installation instructions for rigging, unloading, and transporting units. D. Protect units on site from physical damage. Protect coils. 1.07 QUALITY ASSURANCE A. Perform work in accordance with ANSUASHRAE 15. B. Maintain one copy of each document on site. 1.08 WARRANTY A. Provide three year warranty on microprocessor control, hot surface ignitor, and induced motor. B. Provide 20 year coverage for heat exchangers. 1.09 EXTRA MATERIALS 1.10 Provide two of each filter. Part 2. PRODUCTS 2.01 MANUFACTURES A. Carrier B. Trane C. Lennox 2.02 MANUFACTURED UNITS A. Units: Self-contained, packaged, factory assembled, pre -wired unit consisting of cabinet, supply fan, heat exchanger, controls, air filter, refrigerant cooling coil and outdoor package containing compressor, condenser coil and condenser fan per Section 15671. B. Construction and Ratings: In accordance with ARI 2101240 and ANSI/UL 207 and ANSI/UL 303. Testing: ASHRAE 14 C. Performance Ratings: Energy Efficiency Rating EER not less than requirements of California Energy Commission Standards. D. Cooling Efficiency — minimum 12 SEER. E. Gas Heating Efficiency — minimum 90 percent. 2.03 FABRICATION A. Cabinet: Galvanized steel with baked enamel finish, easily removed and secured access doors, glass fiber insulation. B. Heat exchanger: Serpentine aluminized Steel welded construction. C. Supply Fan: Centrifugal type rubber mounted with direct drive adjustable speed motor. D. Motor: ANSIINEMA MGl; 1750 rpm rubber isolated hinge mounted. E. Air Filters: 1 inch (25 mm) thick, high efficiency Farr 30-30 disposable type arranged for easy replacement. jlt F. Gas Burner: Forced air draft type combustion with combination gas valve and pressure regulator incorporating manual shut-off, pilot valve, automatic 100 percent shut-off and pilot safety device, electronic pilot ignition. G. Gas Burner Safety Controls: Sensor that prevents opening of solenoid gas valve until pilot flame is proven and stops gas flow on ignition failure. 2.04 BURNER OPERATING CONTROLS A. Room Thermostat: Cycles bumer to maintain room temperature setting. B. High Limit Control: Fixed stop at maximum permissible setting, de -energizes burner on excessive bonnet temperature and re -energizes when temperature drops to lower safe value. C. Control Supply Fan: bonnet temperatures and independent of burner controls, manual switch for continuous fan operation. 2.05 EVAPORATOR COIL A. Coil: Copper tube aluminum fm assembly, galvanized drain pan, drain connection, refrigerant piping connections and factory installed thermostatic expansion valve. 2.06 REFRIGERATION PACKAGE ,s> A. Compressor: hermetic or scroll, 3600 rpm maximum, resiliently mounted integral with condenser, with positive lubrication, crankcase heater, high pressure control ,motor overload protection, service valves and drier. B. Air Cooled Condenser: aluminum fm and copper tube coil, with dirct drive axial properller fan resiliently mounted, galvanized fan guard. 2.07 CONTROLS A. On unit, mount steel disconnect switch. B. Provide the following operating controls: 1. Thermostat located in room 2. Off timer prevents compressor from short cycling. C. Provide low voltage, adjustable thermostat to control heating stages in sequence with delay between stages, compressors stages and supply fan to maintain temperature setting. 1. Include system selector switch off -heat -auto -cool and fan control switch auto -on. 2. Locate thermostat in existing location D. Provide electric solid state microcomputer based room thermostat, located as indicated. E. Room thermostat shall incorporate: 1. Automatic switching from heating to cooling. 2. Preferential rate control to minimize overshoot and deviation form set point. 3. Set-up for four separate temperatures per day. 4. Instant override of setpoint for continuous or timed period from 30 minutes to 4 hours. 5. Short cycle protection. 6. Programming based on seven days. 7. Switch selection features including imperial display, 24 hour clock, keyboard disable, fan on - auto. Room thermostat display shall include: 1. Time of day 2. Actual room temperature. 3. Programmed temperature 4. Programmed time. 5. Day of week. 6. System mode indication: Heating, cooling, auto, off, fan auto, fan on. 7. Stage (heating or cooling) operation. Part 3. EXECUTION 3.01 EXAMINATION A. Verify that the area is ready for installation of units and opening are as indicated on shop drawings. B. Verify that supports for air cooled condensers are completed. C. Verify that proper power supply is available for furnace and condenser package. D. Verify that proper fuel supply is available for connection. 3.02 INSTALLATION A. Install in accordance with manufacturer's instructions. r B. Install to NFPA 90A and ANSUNFPA 90B. C. Install gas fired furnaces to ANSI Z223.1. D. Provide vent connections to ANSUNFPA 211. 3.03 MANUFACTURER'S FIELD SERVICES A. Provide initial start-up, including routine servicing and check out. B. Supply holding charge of refrigerant and oil for each refrigerant circuit. Replace losses of refrigerant and oil. END OF SECTION SECTION 15866 VARIABLE FREQUENCY DRIVES Part I. GENERAL 1.1 SUMMARY A. Specification Includes: Variable Frequency Drives (VFD, Drive) and Motors. Part 2. PRODUCTS 2.1 VARIABLE FREQUENCY DRIVES (VFD) A. Manufacturers: Manufacturer shall have been engaged in the production of this type of equipment for a minimum of ten years. The following manufacturer's products are approved, subject to the requirements of this engineering specification. Naming of manufacturers does not imply that their standard construction is acceptable nor does it imply that their products are automatically approved A manufacturer who is not the basis of design is required to submit proposed equipment along with a comparison letter addressing every item in the specification and stating compliance with the specifications. Substitutions must be submitted to both the owner and the engineer, and written approval obtained thirty days prior to bidding. B. Basis of Design: ABB (Asea Brown Bovery-VDA) ACH400. 1. It is required that the Variable Frequency Drives be supplied by the local manufacturer's representative who has expertise in the HVAC systems and controls and who shall provide and coordinate start-up and any future service. 2. The VFD manufacturer shall have been engaged in the production of this type of equipment for a minimum often years. Variable Frequency Drives must be manufactured in the USA. C. Failure analysis: VFD manufacturer shall have an analysis laboratory to evaluate the failure of any component The failure analysis lab shall allow the manufacturer to perform complete electrical testing, x-ray of components, and decap or delaminate of components and analyze failures within the components. D. Qualifications: VFD shall be UL listed. E. General Construction L These specifications include the furnishing and installation of Variable Frequency motor drives (VFD= s), each consisting of a Pulse Width Modulated (PWM) inverter for use on a standard NEMA Design B induction motor. 2. The drive shall be manufactured in the USA. 3. The variable frequency drives (VFD's) shall be solid state, with Pulse Width Modulated (PWM) output waveform (VVI, six -step, and current source drives are not acceptable). 5. Drive shall have a PI V rating of 1600 Volts. 6. Indoor installation: The VFD enclosure shall be rated NEMA I. The entire VFD-bypass package enclosure, as specified herein, shall be rated NEMA I. 7. Outdoor installation: The VFD enclosure shall be rated NEMA 3R. The entire VFD- bypass package enclosure, as specified herein, shall be rated NEMA 3R. 8. The VFD shall employ a full wave rectifier (to prevent input line notching), DC bus choke, DC bus filter capacitors, and Insulated Gate Bipolar Transistors (IGBTS) as the output switching device. SCR'S GTO'S and Darlington transistors are not acceptable. The drive efficiency shall be 98% or better at full speed and full load. Fundamental power factor shall be 0.98 at all speeds and loads. ' 9. All printed circuit boards shall be completely tested and burned -in before being assembled into the completed VFD. The VFD shall then be subjected to a preliminary functional test, two-hour bum -in, and computerized final test. The bum -in shall be at 104 degrees F (40 degrees C), at full rated load, or cycled load. Drive input power shall be continuously cycled for maximum stress and thermal variation. 10. VFD's shall be UL listed. The VFD' s shall be designed to meet the requirements of the following standards: IEC 801-2, IEC 801-4, IEC 2554. 11. Input: 380/415/440/460/480 VAC 3 +/- 10%, 3 phase, 48 - 63 Hz for nominal 460 or 480V systems. Input: 200/220/230/240 VAC +/- 10%, 3 phase, 48 - 63 Hz for nominal 208 or 230V systems. 12. Output frequency 0 to 250 Hz. Operation above 60 Hz shall require programming changes to prevent inadvertent high-speed operation. 13. Environmental operating conditions: 0 to 40 degrees C, 0 to 3300 feet above sea level, less than 95% humidity, non -condensing. 14. Construction details: All Drives shall have the following standard features: For parts interchangeability purposes, all VFD' s shall have the same customer interface and control logic board, including digital display, keypad and control connections; regardless of horsepower rating. VFD's from 2 HP to 400 HP shall have the same design. The keypad is to be used for local control (start/stop, forward/reverse, and speed adjust), for setting all parameters, and for stepping through the displays and menus. b. The VFD shall give the user the option of either (1) displaying a fault, or (2) running at a programmable preset speed if the input reference (4-20mA or 2-1 OV) is lost; as selected by the user. The VFD's shall utilize bilingual digital display field selectable for English or Spanish (code numbers are not acceptable). The digital display shall be a 30 -character (1 line x 20 characters/line, 1 line x 10 characters/line) LCD display. The screen shall be backlit to provide easy viewing in any light condition. The contrast should be adjustable to optimize viewing at any angle. e. The VFD shall have the ability to automatically restart after an over current, over voltage, under voltage, or loss of input signal protective trip. The number of restart attempts and trial time shall be programmable. f The VFD shall be capable of starting into a rotating load (forward or reverse) and accelerate or decelerate to set point without safety tripping or component damage (flying start) coast to stop before restart shall not be required. g. Handoff Auto switch and potentiometer shall be included. When in "Hand", the VFD will be started, and the speed will be controlled from the speed potentiometer. When in "Off", the VFD will be stopped. When in "Auto", the VFD will start via an external contact closure, and its speed will be controlled via an external speed reference. h. The drive shall employ three current limit circuits to provide trip free operation: The Rapid Current Regulation limit shall be adjustable from 501/6 to 170% of the VFD's variable torque current rating. If the motor current exceeds the current limit setting, the drive shall stop, and decrease the output frequency until the motor current is reduced below the current limit level, at which time the output frequency shall accelerate (at the rate set by the acceleration time) to the set frequency. The rapid current regulation shall allow up to 200% current to be drawn for a short period of time before the current is reduced to the slow current regulation limit. 2. The Slow Current Regulation limit circuit shall be adjustable from 50% to 125% of the VFD's dariable torque current rating. This current regulation operates similarly to the rapid current regulation, except at a slower rate. This adjustment shall be made via the keypad, and shall be displayed in actual amps, and not as percent of full load. When the rapid current regulation limit is exceeded and the current switcboff limit is reached (255% peak for up to 75 HP, 315% peak for 75 HP to 400 HP) the output voltage to the motor is momentarily shut off. Every two to three milliseconds, the output voltage is switched back on to take control of the motor. If the current is not below the 150% level, voltage will again be switched off. The function will operate ten times to control the motor current prior to it either controlling the motor, or shutting down the drive on an over -current trip. The Drive shall have the inherent capability of protecting the motor connected to it, by stopping the motor when the motor temperature reaches the warning level of 95% of the nominal value, and displaying "MOTOR TEMP" fault in plain English. The Drive shall calculate the motor temperature based on the Motor Load Curve. The Motor Load Curve shall be defined by zero speed zero load and break point parameters. 100% of the Motor Load Curve shall be based on the Full Load Amperage inputted in the drive at startup time. The load curve should be based on 104 degrees F ambient temperature, and cooling time during rest to be four times the cooling time of when the motor is running. The Motor Load Curve shall be adjustable. The Motor Theorem time shall also be adjustable from 20 to 10000 seconds, to prevent undesirable trips. Motor thermal protection shall be accomplished without the need for external temperature sensors. k. Serial Communications with Landis & Staefa System 600, Johnson Metasys, Modbus, Lonworks or Modbus systems: The VFD shall have an RS - 485 port as standard. To communicate with Landis & Staefa System 600 FLN, Johnson Metasys, Modbus or Lonworks compatible DDC control systems, the variable frequency drive must, at a minimum, be able to accomplish functions of run -stop control, speed set adjustment, proportional/integral gain adjustments, RPM feedback, kilowatt-hour feedback, drive and motor temperature feedback, and warning/fault diagnostics across the serial port Serial communication shall be accomplished through an EE -Prom integral to the VFD. Communication gateways or hard wiring for each individual point shall not be required. 15. All VFD' s to have the following adjustments: a. Five (5) programmable critical frequency lockout ranges to prevent the VFD from continuously operating at an unstable speed. b. PID Set point controller shall be standard in the drive, allowing a pressure or flow signal to be connected to the VFD, using the microprocessor in the VFD for the closed loop control; thus eliminating the need for external controllers. Drives not utilizing a PID controller shall provide a field installed controller provided by the drive manufacturer for field mounting or shall incorporate a floating point controller utilizing a Dwyer Photohelic factory mounted in the drive panel. C. Two (2) programmable analog inputs shall accept a current or voltage signal for speed reference or for reference and actual signals for PID controller. Analog inputs shall include a filter; programmable from 0.01 to 10 seconds to remove any oscillation in the input signal. The minimum and maximum values (gain and offset) shall be adjustable within the range of 0-20 mA and 0-10 volts. d. The VFD shall be optimized for a 4 kHz carrier frequency to reduce motor noise and provide high system efficiency. The carrier efficiency shall be adjustable by the start-up engineer in the ACH401 units. e. Two independently adjustable accel and decel ramps. These ramp times shall be adjustable from I to 1800 seconds. 16. The following operating information displays shall be standard on the VFD digital display. The display shall be in complete English words (alpha -numeric codes are not acceptable): a. Output Frequency b. Motor Speed (RPM %or Engineering units) C. Motor Current d. Calculated Motor Torque C. Calculated Motor Power f. DC Bus Voltage g. Output Voltage h. Heat sink Temperature i. Analog Input Values j. Keypad Reference Values k. Elapsed Time Meter 1. kWh Meter 17. The VFD shall have the following protection circuits. In the case of a protective trip, the drive shall stop, and announce the fault condition in complete words (alphanumeric codes are not acceptable). a. Over current trip 350% instantaneous (170% RMS) of the VFD=s variable torque rating. b. Over voltage trip 130% of the VFD' s rated voltage C. Under voltage trip 65% of the VFD' s rated voltage d. Over temperature +90o C e. Ground Fault either running or at start f. Adaptable Electronic Motor Overload (12t). The Electronic Motor Overload protection shall protect the motor based on speed, load curve, and external fan parameter. Circuits which are not speed dependent are unacceptable. The electronic motor overload protection shall be UL listed for this function. 18. Speed command shall be via: a. Keypad b. Two Analog inputs, each capable of accepting a 0-20mA, 4-20mA, 0-1 OV, 2- 10V signal. Input shall be isolated from ground and programmable via the keypad for different uses. 19. Accessories: Analog inputs shall have a programmable filter to remove any oscillation of the reference signal. The filter shall be adjustable from .01 to 10 seconds. The analog input should be able to be inverted, so that minimum reference corresponds to maximum speed, and maximum reference corresponds to minimum speed. The minimum and maximum values (gain and offset) shall be adjustable within the range of 0-20 mA and 0-10 Volts. The active analog input shall have loss of reference protection, if selected. Manual Bypass: Provide 3 -Contactor Manual Bypass with door interlocked fused disconnect, a test-off-norrnal switch, Class 10 motor overload relay, system power light, control power transfortter with primary and secondary fusing, a drive -off -bypass switch and lights, and safety circuit terminal strip and indicator. Manual transfer to line power via contactors shall be provided for all supply fan VFD' s. Include motor thermal overload and fuse or circuit breaker protection while in bypass operation. When in the "Normal" mode, the bypass contactor is open and the drive output contactor. In the "Test" position both contactors are open, and in the "Bypass" position, the drive output contactor is open, and the bypass contactor is closed. The drive output contactor shall also open when a stop command is given, isolating the motor from the drive. Startistop signals and safety interlocks will work in drive and bypass modes. Bypass shall electrically isolate the drive from the line. Bypass shall be solid state up to 15 HP. b. Line Reactor: Provide a 3% impedance input Line Reactor for lower harmonic distortion on the power line and improved displacement power factor. The line reactor shall be integral to the drive and the drive performance shall be based on the drive including the integral line reactor as a standard feature. Part 3. EXECUTION 3.1 HARMONIC LINE DISTORTION I. Compliance of system to IEEE 519-1992 a. The VFD manufacturer shall, at the request of the engineer, provide computerized calculation, specific to this installation, showing total harmonic voltage distortion (THD) per IEEE std. 519-1992. Guide for Harmonic Control and Reactive Compensation for Static Power Converters. The acceptance of this calculation must be completed prior to VFD installation. C. If the voltage THD exceeds 5%, the VFD manufacturer is to recommend the additional equipment required to reduce the THD to an acceptable level. 3.2 UNACCEPTABLE FEATURES I. The following design and/or construction features will not be acceptable for use on this particular project: a. Drive efficiencies of less than 97% at full rating are not acceptable. b. Phase Control Rectifiers (Thyristors) or other such devices causing line notching are not acceptable. C. 6 -step output is not acceptable. d. Drives that do not have adjustable carrier frequencies. e. Function and/or fault indications which are in code or require reference to an operating manual or any method not using direct reading English words are not acceptable. 3.3 EXTRA MATERIALS 1. Spare Parts: The VFD and bypasses shall be furnished with one spare set of all fuses for each size and type of fuse. 3.4 START UP AND WARRANTIES 1. Start Up of drives: Certified factory start-up shall be provided for each drive by a factory authorized service center. 2. Warranty on drives: Warranty shall commence 24 months from the date of startup, not to exceed 30 months from the date of shipment, and include all parts, labor, and travel time. END OF SECTION /V+J 3 r'� AZUSA LIGHT B WATER KA M Update on Undergrounding of Power Lines David Ramirez August 21, 2001 Federico Langit April 22, 2002 r Funding .,.� "tTDr Per Rate Allocation Studyfor Undergrounding Power Lines AZUSAC • Provide funding for underground replacement of existing overhead utility facilities through internal allocation • Set in accordance with current method prescribed by California Public Utility • Revenue neutral April 22, 2002 2 1 if ,.wProjected-Dollars Available for "r,91 Undergrounding Utility Lines AZUSA Cr • FY 2000/2001 - $112,550 • FY 2001/2002 - $143,500 • FY 2002/2003 - $175,650 • FY 2003/2004 - $209,040 • FY 2004/2005 - $243,700 Unspentf nat; maybe carried foraard to nest furl year April 22, 2002 3 Proposed Projects LIGHT U SWATA Underground power lines Alosta Avenue from Citrus Avenue west to Little Dalton Wash Underground pourer line crossings at Alosta and Little Dalton Wash, Alosta and Rockvale Ave, and Foothill Blvd and Pasadena Ave Underground power lines west side of Dalton Ave along City Hall and Park • Underground power lines along alley at rear of police department building and crossing at Foothill Blvd in conjunction with renovation of block 36 • `Sierra Madre between Sunset and Hilltop and San Gabriel Canyon between Sierra Madre and Canyon Vista -ToddAve north and south of Sierra Madre New Additions 412001 April 22, 2DO2 4 E I hF .r c California Independent System Operator Transmission Owner Presentation Presented by Bob Tang April 22, 2002 Issue to be Considered . Rate freeze under the SCE Transmission Contract comes to an end at the end of 2002. . Substantial cost increases is expected. . Joining the CAISO market as Participating Transmission Owner (PTO) may be a viable mitigating strategy. rs 1 4 4) Azusa's Transmission Costs adA&r._._-_-Tatlay--_._._._._ --------------------------------- SCE ._._-_._._._-_.__-_._._._._._._SCE Comacts = $316,374 !year ! SCPPA i M lsri = Mead Plt$375204 ryear ONerCa*acs = 5400,615 year i Total Cast = $1,094,193 year i Av gecost per MWO or load: _ $4.56 /MM _._._._._._._-_._._-_-_._._-_-_._! j Commencln9 CY 2003 � i j SCE CoNags = $736,320 !year i SCPPA Mead-Adelarto = $375204 /year Mead Ploertx OftrCo Lads = $400,615 !year ! Total Cost = $1,512,139 year i i Ay q cost perM at load: _ $6.30 IMM � L._ -_._._._._._._._._-_._-_._._-_._._._-_-_._._-_-_-_._-_-J t 4Lrans,,,',ssion Cost Increase . The City faces a cost increase of no less than $417,946 or about 40% Z ,j CostMitigation Alternatives �. Terminate SCE contracts and procure CAISO transmission services 2. Keep SCE contracts and become "partial" PTO 3. Keep SCE contracts and become full PTO Cost Under Alternative 1 Terminating SCE Contracts_ - - - --- - - - - - - ------------------------------- CAISO-rrammisslon Costs = $480,000 /year SCPPA Mead = $375,204 /year Adelanto Other Contracts = $400,815 /year Total Cost = $1,255,819 /year ! I — J Pros: Cost increase is reduced to $161,626 or about 14.7% Cons: No assurance that CAISO transmission will be available for our use. Additional cost to assure availability. 3 Cost Under Alternative 2 Keep SCE Contracts & Become "Partial' PTO* X--- ----------- ! $CETraramisslon Costs = $7%,320 /year SCPPA Me Pt le = $375,204 /year ! i Mead atl Phoerixnz i Ottrer CorNecls = $400,615 /year i (Ml Party TrareMssion Use! Reimmasemanq = (5679.000) /year Total Cast = $633139 Rear Pros: g -------------------------------------- 1) se. Total cost reduction of $261,054 o aboutt transmission, City will get reimbursed for such 2) The Gty will retain priority use of Citys transmission Cons: 1) The CAISO reimbursement methodology may change over time. 2) The reimbursement is expected to decrease as more entities become PTO. • "Partial' PTO assumes City to retain exclusive usage of Mead-Adelanto & Mead Phoenix Cost Under Alternative 3 Keep SCE Contracts & Become Full PTO SCETrsnsmissian Costa = $736,320 "or SCPPA MaaEAtiawm = $375,204 !year MaeEPtmN. Otter Codrad= = 5400.615 4dar Mid Party Trar mission tlae = (51,954,900) Aear ReimbvsemM) Pros: Same as in alternative 2, except cost reduction is increased to $636,054 or about 58.1% reduction Cons: Same as in alternative 2 0 a Staff Recommendation In view of substantial cost reduction potential and limited downside exposure on the reimbursement, staff recommends the board authorize the staff to prepare application to become "Full" PTO and enter into negotiations with SCE and CAISO to effectuate the PTO participation 5 ZVOrc A%USA Azusa Utility Board Meeting April 22, 2002 Power Resources Division Monthly Report • Power Consumption Comparison • Wholesale Market Trend • Power Resource Budget Update f CRY OF AZUSA ENERGY CONSUMPTION COMPARISON PEAK OEtA51D N MW ' AVERAGE PERCEM - - MONR1 ON PEAK PRCE FYA001 FYOI-0 CHANGE $211 ..- .. 5101. J0. 24,050 21.524 -1053% JUN01 AUG 29238 22,5,40 -1208% . $33 8 SEP 23,123 21242 -813% SEP 01 OCT 20525 20,485 -0.19% ...__. _ NOV 18.050 18.350 -3;17% DEC 01$28 DEC _ 1020{ 18,411 4.32% . -. 523.:.. $16 AAN 19,428 10.833 -305% ... _._ ... MAR 02 FES 17259 17,206 -D.30% Su $20.. MAR _ -- 18.121 18,548 _ 230% (')APR02 PARTNL MONM APR MAY JUN TOTAL 180.0& - _ 177.527 SAS% ENERWCCNSUMPTI(N0 N BINH CRY OF AZUSA PEAK DEMAND COMPARISON PERCENT FY0001 FY01-02 CIIFNGE JUL 513 485 40.04% AUG 55.0 49.9 -141m SEP 553 OA„. -_. -1450% OCi.- _--. ......_ 50.{ -.30.00%. .. NOV - --___-.420 353392_ --.255%, .--_ DEC -. ...... 355 .. 2 34 9 U 31 .11. 2 ._ :� _. -.... 95.8 -FEB._- - . 392 1.12% ---IAAR 5 _ 357 ...3.49% tSF% APR MY PEAK OEtA51D N MW ' ... - - - ..N__---_ WHOLESALE ELECTRICRY FORWARD PRICES IN CALIFORNIA _J MONM-- �.ONPEAK PR2:E (OM15g2)ON PEAKPRICE 103fISU21 -- CHANGE CY021BALANCEI $4000] 5405 CY03 $4050. _ $41.0_AM%, ALL PRICES NLMWH ' The forward prices for the balance ofCY02 & CY03 have been volatile in the past 4 weeks. AVERAGE AVERAGE__ - - MONR1 ON PEAK PRCE OFF PEAK PFICE .�' APR Ot.. $211 ..- .. 5101. MAY01 - _ $251 fig JUN01 $89 $31 JUL 01 . $33 8 AUG 01 $52 ; _.. E27- SEP 01 ....552 529, $19 OCT 0Ii ...__. _ _-... $ 25 :. 525 $18 Et) DEC 01$28 .. -_ ._,519 _-. JAN 02. - ...- . _ . -. 523.:.. $16 FEB 02 S23 ,__-... $]]... ... _._ ... MAR 02 $M $26 APRD2l,)___-_-. Su $20.. ALL FREES N WWH ..... i. _.._ ...._.._. _.-.-.. (')APR02 PARTNL MONM ... - - - ..N__---_ WHOLESALE ELECTRICRY FORWARD PRICES IN CALIFORNIA _J MONM-- �.ONPEAK PR2:E (OM15g2)ON PEAKPRICE 103fISU21 -- CHANGE CY021BALANCEI $4000] 5405 CY03 $4050. _ $41.0_AM%, ALL PRICES NLMWH ' The forward prices for the balance ofCY02 & CY03 have been volatile in the past 4 weeks. Power Resource Cost Accounting FY'O1-'02 _ _ _ LCXH]ERM ..T]ERM 1RWSMSSNMI M'G y - SLNEWIING TGT. YAILYES4E NEI ........ ---- ---.e — ecewclneue . rvmrtnuiut: rn[r[ f(Y]A RETEXIIEB L6S]S NIGGI I'1 =S MSI 91bS4M ib.b p M]H : tlLn,eiim. - MyM/�Nwwl_ aFu rro e 01m SM'.1511 ]319.RNi5 Ib,IA.iO- A}E]S' 1]}WXA.. e.SS]N1B]� Ie,EII,'/]S`. , S.TlI.e1' _ CCi0ir1 tlee,e]lil' IJ6],W165 119)a]G I]pW.61 11A1)A] ,, rl. 9W�Y1 ]]' I,RH.9xSx5 11]}Wm IIUO L'. 1.} 0 xIm I"M. ..NwGl __ GECGI 916�YIA 1,M... II BL19' t>)51.19_ ]..XlM._ I1 G]LA1]6]1�_ .. 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