HomeMy WebLinkAboutE-10 - Professional Services Agreement for HVAC MaintenanceCONSENT ITEM
E-10
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: TROY L. BUTZLAFF, ICMA-CM, CITY MANAGER
FROM: DANIEL BOBADILLA, P.E., DIRECTOR OF PUBLIC WORKS/CITY ENGINEER
DATE: JUNE 6, 2016
SUBJECT: REQUEST TO ENTER INTO A PROFESSIONAL SERVICES AGREEMENT WITH
CONTROL AIR CONDITIONING CORPORATION FOR MAINTENANCE AND
REPAIR SERVICES OF THE CITY HVAC SYSTEMS
SUMMARY:
The City has been utilizing the services of Air-Ex for ongoing maintenance of City HVAC systems
through a blanket purchase order for approximately 20 years. In order to be compliant with the City’s
procurement policy, the City Council authorized the release of a Request for Proposals for Maintenance,
Monitoring and Repair of City HVAC systems on March 7, 2016. This action approves a Professional
Services Agreement with Control Air Conditioning Corporation in an amount not to exceed $34,161.40
per year for routine preventative maintenance.
RECOMMENDATIONS:
Staff recommends that the City Council take the following actions:
1)Approve a Professional Services Agreement with Control Air Conditioning Corporation for
preventative maintenance of City HVAC systems in an amount not to exceed $34,161.40 per
year; and
2)Authorize the City Manager to execute the agreement, in a form acceptable to the City Attorney,
on behalf of the City.
DISCUSSION:
The Public Works Facilities Division oversees the maintenance and repair activities of all HVAC
systems in City owned facilities. For approximately 20 years, the ongoing maintenance and repair has
been completed by Air-Ex through the blanket purchase order process. In order to be compliant with the
City’s procurement policy, it was necessary to release a Request for Proposals (RFP) for these services.
APPROVED COUNCIL
MEETING 6/6/2016
Approve Professional Services Agreement for HVAC Systems Maintenance and Repair
June 6, 2016
Page 2
City staff prepared and issued the RFP for maintenance, monitoring, and repair of the City’s HVAC
systems, which was approved by the City Council on March 7, 2016. A total of three (3) firms submitted
proposals in response to the City’s solicitation. These firms include:
• F.M. Thomas Air Conditioning, Inc.
• Control Air Conditioning Corporation
• Acco Engineered Systems
A selection committee comprised of representatives from Public Works and Economic & Community
Development Departments independently reviewed each proposal based on the following criteria:
• Knowledge and experience on similar projects
• Understanding of the scope/objectives
• Technical Approach
Based on the ranking by the selection committee and reference checks, Staff recommends entering into a
Professional Services Agreement with Control Air Conditioning Corporation. The firm ranked the
highest, displaying extensive knowledge and experience in HVAC services for both private and public
agencies.
FISCAL IMPACT:
The Professional Services Agreement with Control Air Conditioning Corporation will become effective
July 1, 2016 and $34,161.40 will be budgeted annually in the General Fund Facilities maintenance and
repairs account for this purpose.
Prepared by: Fiscal Impact Reviewed by:
Daniel Bobadilla, P.E. Talika M. Johnson
Director of Public Works/City Engineer Director of Finance
Reviewed and Approved: Reviewed and Approved:
Louie F. Lacasella Troy L. Butzlaff, ICMA-CM
Management Analyst City Manager
Attachment:
1) Professional Services Agreement with Control Air Conditioning Corporation
45635.01000\8520199.1
CITY OF AZUSA
AGREEMENT FOR MAINTENANCE SERVICES
1. PARTIES AND DATE.
This Agreement is made and entered into this 1st day of July, 2016 by and between the
City of Azusa, a municipal corporation of the State of California, located at 213 East Foothill
Boulevard, Azusa, California 91702, (“City”) and Control Air Conditioning Corporation, a
corporation with its principal place of business at 5200 E. La Palma Avenue, Anaheim, CA
92807 (“Contractor”). City and Contractor are sometimes individually referred to as “Party” and
collectively as “Parties” in this Agreement.
2. RECITALS.
2.1 Contractor.
Contractor desires to perform and assume responsibility for the provision of certain
maintenance services required by the City on the terms and conditions set forth in this
Agreement. Contractor represents that it is experienced in providing HVAC systems services to
public clients, that it and its employees or subcontractors have all necessary licenses and permits
to perform the Services in the State of California, and that is familiar with the plans of City.
Contractor 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.
2.2 Project.
City desires to engage Contractor to render such services for the maintenance, monitoring
and repair 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 HVAC maintenance 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, 2016 to June 30,
2019, with two possible one-year extensions, 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. The Parties may, by mutual, written consent, extend
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the term of this Agreement if necessary to complete the Services.
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.
Contractor represents that it has the professional and technical personnel required to perform the
Services in conformance with such conditions. In order to facilitate Contractor’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 City’s Representative. The City hereby designates Nikki Rosales, Senior
Management Analyst, or his or her designee, to act as its representative 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 Agreement. Contractor shall not accept direction or
orders from any person other than the City’s Representative or his or her designee.
3.2.5 Contractor’s Representative. Contractor hereby designates Jaye
Montgomery, Administration and/or Charlie Pescarolo, Project Manager, 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/her 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.
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3.2.6 Coordination of Services. Contractor agrees to work closely with City
staff in the performance of Services and shall be available to City’s staff, consultants and other
staff at all reasonable times.
3.2.7 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 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-contractors 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.
3.2.8 Period of Performance. Contractor shall perform and complete all Services
under this Agreement within the term set forth in Section 3.1.2 above (“Performance Time”).
Contractor shall perform the Services in strict accordance with any completion schedule or
Project milestones described in Exhibits “A” or “B” attached hereto, or which may be provided
separately in writing to the Contractor. Contractor agrees that if the Services are not completed
within the aforementioned Performance Time and/or pursuant to any such completion schedule
or Project milestones developed pursuant to provisions of this Agreement, it is understood,
acknowledged and agreed that the City will suffer damage.
3.2.9 Disputes. Should any dispute arise respecting the true value of any work
done, of any work omitted, or of any extra work which Contractor may be required to do, or
respecting the size of any payment to Contractor during the performance of this Contract,
Contractor shall continue to perform the Work while said dispute is decided by the City. If
Contractor disputes the City’s decision, Contractor shall have such remedies as may be provided
by law.
3.2.10 Laws and Regulations; Employee/Labor Certifications. 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
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giving written notice to the City, Contractor shall be solely responsible for all costs arising
therefrom. City is a public entity of the State of California subject to certain provisions of the
Health & Safety Code, Government Code, Public Contract Code, and Labor Code of the State. It
is stipulated and agreed that all provisions of the law applicable to the public contracts of a
municipality are a part of this Contract to the same extent as though set forth herein and will be
complied with. These include but are not limited to the payment of prevailing wages, the
stipulation that eight (8) hours' labor shall constitute a legal day's work and that no worker shall
be permitted to work in excess of eight (8) hours during any one calendar day except as
permitted by law. Contractor shall defend, indemnify and hold City, its officials, directors,
officers, employees and agents free and harmless, 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.
3.2.10.1 Employment Eligibility; Contractor. By executing this
Agreement, Contractor verifies that it fully complies with all requirements and restrictions of
state and federal law respecting the employment of undocumented aliens, including, but not
limited to, the Immigration Reform and Control Act of 1986, as may be amended from time to
time. Such requirements and restrictions include, but are not limited to, examination and
retention of documentation confirming the identity and immigration status of each employee of
the Contractor. Contractor also verifies that it has not committed a violation of any such law
within the five (5) years immediately preceding the date of execution of this Agreement, and
shall not violate any such law at any time during the term of the Agreement. Contractor shall
avoid any violation of any such law during the term of this Agreement by participating in an
electronic verification of work authorization program operated by the United States Department
of Homeland Security, by participating in an equivalent federal work authorization program
operated by the United States Department of Homeland Security to verify information of newly
hired employees, or by some other legally acceptable method. Contractor shall maintain records
of each such verification, and shall make them available to the City or its representatives for
inspection and copy at any time during normal business hours. The City shall not be responsible
for any costs or expenses related to Contractor’s compliance with the requirements provided for
in Section 3.2.10 or any of its sub-sections.
3.2.10.2 Employment Eligibility; Subcontractors, Sub-
subcontractors and Consultants. To the same extent and under the same conditions as
Contractor, Contractor shall require all of its subcontractors, sub-subcontractors and consultants
performing any work relating to the Project or this Agreement to make the same verifications
and comply with all requirements and restrictions provided for in Section 3.2.10.1.
3.2.10.3 Employment Eligibility; Failure to Comply. Each person
executing this Agreement on behalf of Contractor verifies that they are a duly authorized officer
of Contractor, and understands that any of the following shall be grounds for the City to
terminate the Agreement for cause: (1) failure of Contractor or its subcontractors, sub-
subcontractors or consultants to meet any of the requirements provided for in Sections 3.2.10.1
or 3.2.10.2; (2) any misrepresentation or material omission concerning compliance with such
requirements (including in those verifications provided to the Contractor under Section 3.2.10.2);
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or (3) failure to immediately remove from the Project any person found not to be in compliance
with such requirements.
3.2.10.4 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 Workers’ 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.
3.2.10.5 Equal Opportunity Employment. Contractor represents that
it is an equal opportunity employer and it shall not discriminate against any subconsultant,
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 currently in effect or hereinafter enacted.
3.2.10.6 Air Quality. Contractor must fully comply with
all applicable laws, rules and regulations in furnishing or using equipment and/or providing
services, including, but not limited to, emissions limits and permitting requirements imposed by
the South Coast Air Quality Management District (SCAQMD) and/or California Air Resources
Board (CARB). Although the SCAQMD and CARB limits and requirements are more broad,
Contractor shall specifically be aware of their application to "portable equipment", which
definition is considered by SCAQMD and CARB to include any item of equipment with a fuel-
powered engine. Contractor shall indemnify City against any fines or penalties imposed by
SCAQMD, CARB, or any other governmental or regulatory agency for violations of applicable
laws, rules and/or regulations by Contractor, its subcontractors, or others for whom Contractor is
responsible under its indemnity obligations provided for in this Agreement.
3.2.10.7 Water Quality.
(A) Management and Compliance. To the extent applicable,
Contractor’s Services must account for, and fully comply with, all local, state and federal laws,
rules and regulations that may impact water quality compliance, including, without limitation, all
applicable provisions of the Federal Water Pollution Control Act (33 U.S.C. §§ 1300); the
California Porter-Cologne Water Quality Control Act (Cal Water Code §§ 13000-14950); laws,
rules and regulations of the Environmental Protection Agency, the State Water Resources
Control Board and the Santa Ana Regional Water Quality Control Board; the City’s ordinances
regulating discharges of storm water; and any and all regulations, policies, or permits issued
pursuant to any such authority regulating the discharge of pollutants, as that term is used in the
Porter-Cologne Water Quality Control Act, to any ground or surface water in the State.
(B) Liability for Non-Compliance. Failure to comply with the
laws, regulations and policies described in this Section is a violation of law that may subject
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Contractor or City to penalties, fines, or additional regulatory requirements. Contractor shall
defend, indemnify and hold the City, its directors, officials, officers, employees, volunteers and
agents free and harmless, pursuant to the indemnification provisions of this Agreement, from and
against any and all fines, penalties, claims or other regulatory requirements imposed as a result
of Contractor’s non-compliance with the laws, regulations and policies described in this Section,
unless such non-compliance is the result of the sole established negligence, willful misconduct or
active negligence of the City, its officials, officers, agents, employees or authorized volunteers.
(C) Training. In addition to any other standard of care
requirements set forth in this Agreement, Contractor warrants that all employees and
subcontractors shall have sufficient skill and experience to perform the Services assigned to them
without impacting water quality in violation of the laws, regulations and policies described in
this Section. Contractor further warrants that it, its employees and subcontractors will receive
adequate training, as determined by City, regarding the requirements of the laws, regulations and
policies described in this Section as they may relate to the Services provided under this
Agreement. Upon request, City will provide Contractor with a list of training programs that
meet the requirements of this paragraph.
3.2.11 Insurance.
3.2.11.1 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.
3.2.11.2 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 Scope 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); (2) Automobile Liability:
Insurance Services Office Business Auto Coverage form number CA 0001, code 1 (any auto);
and (3) Workers’ Compensation and Employer’s Liability: Workers’ Compensation insurance as
required by the State of California and Employer’s Liability Insurance. The policy shall not
contain any exclusion contrary to the Agreement, including but not limited to endorsements or
provisions limiting coverage for (1) contractual liability (including but not limited to ISO CG 24
26 or 21 29); or (2) cross liability for claims or suits by one insured against another.
(B) Minimum Limits of Insurance. Contractor shall maintain
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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 including, but not limited to, form CG 2503, either the general
aggregate limit shall apply separately to this Agreement/location or the general aggregate limit
shall be twice the required occurrence limit; (2) Automobile Liability: $1,000,000 per accident
for bodily injury and property damage; and (3) Workers’ Compensation and Employer’s
Liability: Workers’ Compensation limits as required by the Labor Code of the State of
California. Employer’s Liability limits of $1,000,000 per accident for bodily injury or disease.
Defense costs shall be paid in addition to the limits.
(C) Notices; Cancellation or Reduction of Coverage. At least
fifteen (15) days prior to the expiration of any such policy, evidence showing that such insurance
coverage has been renewed or extended shall be filed with the City. If such coverage is
cancelled or reduced, Contractor shall, within ten (10) days after receipt of written notice of such
cancellation or reduction of coverage, file with the City evidence of insurance showing that the
required insurance has been reinstated or has been provided through another insurance company
or companies. In the event any policy of insurance required under this Agreement does not
comply with these specifications or is canceled and not replaced, the City has the right but not
the duty to obtain the insurance it deems necessary and any premium paid by the City will be
promptly reimbursed by Contractor or the City may withhold amounts sufficient to pay premium
from Contractor payments. In the alternative, the City may suspend or terminate this Agreement.
3.2.11.3 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 include
or be endorsed (amended) to state that: (1) using ISO CG forms 20 10 and 20 37, or
endorsements providing the exact same coverage, the City of Azusa, its directors, officials,
officers, employees, agents and volunteers shall be covered as additional insured with respect to
the Services or ongoing and completed operations performed by or on behalf of the Contractor,
including materials, parts or equipment furnished in connection with such work; and (2) using
ISO form 20 01, or endorsements providing the exact same coverage, 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 excess insurance shall contain a provision that
such coverage shall also apply on a primary and noncontributory basis for the benefit of the City,
before the City’s own primary insurance or self-insurance shall be called upon to protect it as a
named insured. 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
not be called upon to contribute with it in any way. Notwithstanding the minimum limits set
forth in Section 3.2.11.2(B), any available insurance proceeds in excess of the specified
minimum limits of coverage shall be available to the parties required to be named as additional
insureds pursuant to this Section 3.2.11.3(A).
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(B) Automobile Liability. The automobile liability policy shall
include or be endorsed (amended) to state that: (1) the City of Azusa, its directors, officials,
officers, employees, agents and volunteers shall be covered as additional insureds with respect to
the ownership, operation, maintenance, use, loading or unloading of any auto owned, leased,
hired or borrowed by the Contractor or for which the Contractor is responsible; 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 not be called upon to
contribute with it in any way. Notwithstanding the minimum limits set forth in Section
3.2.11.2(B), any available insurance proceeds in excess of the specified minimum limits of
coverage shall be available to the parties required to be named as additional insureds pursuant to
this Section 3.2.11.3(B).
(C) Workers’ Compensation and Employer’s Liability
Coverage. The insurer shall agree to waive all rights of subrogation against the City, its directors,
officials, officers, employees, agents and volunteers for losses paid under the terms of the
insurance policy which arise from work performed by the Contractor.
(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 (10 days for nonpayment of premium) 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. 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 officials,
officers, employees, agents and volunteers, or any other additional insureds.
3.2.11.4 Separation of Insureds; No Special Limitations; Waiver of
Subrogation. 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.
All policies shall waive any right of subrogation of the insurer against the City, its officials,
officers, employees, agents, and volunteers, or any other additional insureds, or shall specifically
allow Contractor or others providing insurance evidence in compliance with these specifications
to waive their right of recovery prior to a loss. Contractor hereby waives its own right of
recovery against City, its officials, officers, employees, agents, and volunteers, or any other
additional insureds, and shall require similar written express waivers and insurance clauses from
each of its subconsultants.
3.2.11.5 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
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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.
3.2.11.6 Subcontractor Insurance Requirements. Contractor shall
not allow any subcontractors to commence work on any subcontract relating to the work under
the Agreement until they have provided evidence satisfactory to the City that they have secured
all insurance required under this Section. If requested by Contractor, the City may approve
different scopes or minimum limits of insurance for particular subcontractors. The Contractor
and the City shall be named as additional insureds on all subcontractors’ policies of Commercial
General Liability using ISO form 20 38, or coverage at least as broad.
3.2.11.7 Acceptability of Insurers. Insurance is to be placed with
insurers with a current A.M. Best’s rating no less than A:VIII, licensed to do business in
California, and satisfactory to the City.
3.2.11.8 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.
3.2.11.9 Reporting of Claims. Contractor shall report to the City, in
addition to Contractor’s insurer, any and all insurance claims submitted by Contractor in
connection with the Services under this Agreement.
3.2.12 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
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.
3.2.13 Bonds.
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3.2.13.1 Performance Bond. If required by law or otherwise
specifically requested by City in Exhibit “C” attached hereto and incorporated herein by
reference, Contractor shall execute and provide to City concurrently with this Agreement a
Performance Bond in the amount of the total, not-to-exceed compensation indicated in this
Agreement, and in a form provided or approved by the City. If such bond is required, no
payment will be made to Contractor until it has been received and approved by the City.
3.2.13.2 Payment Bond. If required by law or otherwise specifically
requested by City in Exhibit “C” attached hereto and incorporated herein by reference,
Contractor shall execute and provide to City concurrently with this Agreement a Payment Bond
in the amount of the total, not-to-exceed compensation indicated in this Agreement, and in a
form provided or approved by the City. If such bond is required, no payment will be made to
Contractor until it has been received and approved by the City.
3.2.13.3 Bond Provisions. Should, in City’s sole opinion, any bond
become insufficient or any surety be found to be unsatisfactory, Contractor shall renew or
replace the affected bond within 10 days of receiving notice from City. In the event the surety or
Contractor intends to reduce or cancel any required bond, at least thirty (30) days prior written
notice shall be given to the City, and Contractor shall post acceptable replacement bonds at least
ten (10) days prior to expiration of the original bonds. No further payments shall be deemed due
or will be made under this Agreement until any replacement bonds required by this Section are
accepted by the City. To the extent, if any, that the total compensation is increased in accordance
with the Agreement, the Contractor shall, upon request of the City, cause the amount of the
bonds to be increased accordingly and shall promptly deliver satisfactory evidence of such
increase to the City. To the extent available, the bonds shall further provide that no change or
alteration of the Agreement (including, without limitation, an increase in the total compensation,
as referred to above), extensions of time, or modifications of the time, terms, or conditions of
payment to the Contractor, will release the surety. If the Contractor fails to furnish any required
bond, the City may terminate this Agreement for cause.
3.2.13.4 Surety Qualifications. Only bonds executed by an admitted
surety insurer, as defined in Code of Civil Procedure Section 995.120, shall be accepted. The
surety must be a California-admitted surety with a current A.M. Best’s rating no less than A:VIII
and satisfactory to the City. If a California-admitted surety insurer issuing bonds does not meet
these requirements, the insurer will be considered qualified if it is in conformance with Section
995.660 of the California Code of Civil Procedure, and proof of such is provided to the City.
3.2.14 Accounting Records. 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 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.
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45635.01000\8520199.1
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 thirty four thousand one hundred sixty two and 40/100 without written approval
of the City Council. 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
itemized statement which indicates work completed and hours of Services rendered 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 45 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.
Contractor shall not perform, nor be compensated for, Extra Work without written authorization
from City’s Representative.
3.3.5 Prevailing Wages. Contractor is aware of the requirements of California
Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations,
Title 8, Section 16000, et seq., (“Prevailing Wage Laws”), which require the payment of
prevailing wage rates and the performance of other requirements on “public works” and
“maintenance” projects. Since the Services are being performed as part of an applicable “public
works” or “maintenance” project, as defined by the Prevailing Wage Laws, and since the total
compensation is $1,000 or more, Contractor agrees to fully comply with such Prevailing Wage
Laws. City shall provide Contractor with a copy of the prevailing rates of per diem wages in
effect at the commencement of this Agreement. Contractor shall make copies of the prevailing
rates of per diem wages for each craft, classification or type of worker needed to execute the
Services available to interested parties upon request, and shall post copies at the Contractor’s
principal place of business and at the project site. Contractor shall defend, indemnify and hold
the City, its elected officials, officers, employees and agents free and harmless from any claim or
liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws.
3.4 Termination of Agreement.
3.4.1 Grounds for Termination. City may, by written notice to Contractor,
terminate the whole or any part of this Agreement at any time and without cause by giving
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45635.01000\8520199.1
written notice to Contractor of such termination, and specifying the effective date thereof, at least
seven (7) 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, and
Contractor shall be entitled to no further compensation. Contractor may not terminate this
Agreement except for cause.
3.4.2 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.
3.4.3 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 General Provisions
3.5.1 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:
Control Air Conditioning Corporation
5200 E. La Palma Avenue
Anaheim, CA 92807
Attn: Jaye Montgomery
CITY:
City of Azusa
P.O. Box 880
Azusa, CA 91711
Attn: Nikki Rosales, Senior Management Analyst, Public Works
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.
3.5.2 Indemnification
3.5.2.1 Scope of Indemnity. To the fullest extent permitted by law,
Contractor shall defend, indemnify and hold the City, its directors, officials, officers, employees,
volunteers and agents free and harmless from any and all claims, demands, causes of action,
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45635.01000\8520199.1
costs, expenses, liability, loss, damage or injury of any kind, in law or equity, to property or
persons, including wrongful death, in any manner arising out of, pertaining to, or incident to any
alleged acts, errors or omissions of Contractor, its officials, officers, employees, subcontractors,
consultants or agents in connection with the performance of the Contractor’s Services, the
Project or this Agreement, including without limitation the payment of all consequential
damages, expert witness fees and attorneys fees and other related costs and expenses.
Notwithstanding the foregoing, to the extent Contractor's Services are subject to Civil Code
Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code
Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or
willful misconduct of the Contractor.
3.5.2.2 Additional Indemnity Obligations. Contractor shall defend, with
legal counsel chosen by the City and at Contractor’s own cost, expense and risk, any and all
claims, suits, actions or other proceedings of every kind covered by Section 3.5.2.1 that may be
brought or instituted against City or its directors, officials, officers, employees, volunteers or
agents. Contractor shall pay and satisfy any judgment, award or decree that may be rendered
against City or its directors, officials, officers, employees, volunteers and agents as part of any
such claim, suit, action or other proceeding. Contractor shall also reimburse City for the cost of
any settlement paid by City or its directors, officials, officers, employees, agents or volunteers as
part of any such claim, suit, action or other proceeding. Such reimbursement shall include
payment for City’s attorney’s fees and costs, including expert witness fees. 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 survive expiration or
termination of this Agreement, and shall not be restricted to insurance proceeds, if any, received
by the City, its directors, officials officers, employees, agents or volunteers.
3.5.3 Governing Law; Government Code Claim Compliance. This Agreement
shall be governed by the laws of the State of California. Venue shall be in Los Angeles County.
In addition to any and all contract requirements pertaining to notices of and requests for
compensation or payment for extra work, disputed work, claims and/or changed conditions,
Contractor must comply with the claim procedures set forth in Government Code sections 900 et
seq. prior to filing any lawsuit against the City. Such Government Code claims and any
subsequent lawsuit based upon the Government Code claims shall be limited to those matters
that remain unresolved after all procedures pertaining to extra work, disputed work, claims,
and/or changed conditions have been followed by Contractor. If no such Government Code
claim is submitted, or if any prerequisite contractual requirements are not otherwise satisfied as
specified herein, Contractor shall be barred from bringing and maintaining a valid lawsuit against
the City.
3.5.4 Time of Essence. Time is of the essence for each and every provision of
this Agreement.
3.5.5 City’s Right to Employ Other Contractors. City reserves right to employ
other contractors in connection with this Project.
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45635.01000\8520199.1
3.5.6 Successors and Assigns. This Agreement shall be binding on the
successors and assigns of the parties.
3.5.7 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.
3.5.8 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.
3.5.9 Amendment; Modification. No supplement, modification, or amendment
of this Agreement shall be binding unless executed in writing and signed by both Parties.
3.5.10 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.
3.5.11 No Third Party Beneficiaries. Except to the extent expressly provided for
in Section 3.5.7, there are no intended third party beneficiaries of any right or obligation assumed
by the Parties.
3.5.12 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.
3.5.13 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. Contractor further
agrees to file, or shall cause its employees or subcontractors to file, a Statement of Economic
Interest with the City’s Filing Officer as required under state law in the performance of the
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45635.01000\8520199.1
Services. 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.
3.5.14 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.
3.5.15 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.
3.5.16 Authority to Enter Agreement. 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.
3.5.17 Counterparts. This Agreement may be signed in counterparts, each of
which shall constitute an original.
3.5.18 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.
[SIGNATURES ON NEXT PAGE]
Control Air Conditioning Corporation
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45635.01000\8520199.1
CITY OF AZUSA CONTROL AIR CONDITIONING CORP
By: By:
Troy L. Butzlaff, ICMA-CM,
City Manager
Name:
Attest:
Title:
Jeffrey Lawrence Cornejo, Jr.
City Clerk
Approved as to Form:
Best Best & Krieger LLP
City Attorney
45635.01000\8520199.1 A-1
EXHIBIT “A”
SCOPE OF MAINTENANCE SERVICES
Contractor is responsible for providing a comprehensive maintenance program to accomplish all
routine maintenance required to keep mechanical and HVAC systems in proper operating
condition and extend individual component longevity to its maximum useful life span. The
following four categories must be addressed:
1. Maintenance Schedule
Submittals shall include proposed and detailed monthly schedules for three fiscal years (July
1, 2016 – June 30, 2021).
2. Preventive Maintenance
Submittals shall clearly describe a comprehensive work plan that accomplishes all stated
goals and desired results described within the RFP including scheduled inspections of all
equipment listed in Attachment 2. The inspection program shall include full documentation
of the actual inspection, deficiencies identified, and any actions taken or scheduled as a result
of the preventive maintenance inspection.
3. Water Treatment
Submittals shall include a clear description of proposed treatment plan, preventive actions,
treatment methods, water analysis frequency, and safety practices. All water treatment
chemicals will be provided by contractor.
4. Air Filter Services
Submittals should be based on a quarterly schedule of filter media replacement. Any
deviation from this schedule will require a written amendment including any negotiated cost
adjustment.
EQUIPMENT LIST Library – 729 N. Dalton Description Model Number Location Air handler – 20 ton
Storage Room
Air handler
Carrier/40RR-008-0502B Storage Room Boiler
RayPak/H3-0502B Storage Room
Condenser – 20 ton
Carrier/38AK500128
West Side Roof
45635.01000\8520199.1 A-2
Condenser Carrier West Side Roof
Package Unit/Gas – 5 ton Carrier/48HJL006-541 S/W Roof Condenser – 5 ton Trane/YHC060A3RLA Cartridge A/H – 3 ton Carrier/40QNC036-3 N/E Inside Cartridge A/H – 3 ton Carrier/40QNC036-3 Reference Area Cartridge A/H – 3 ton Carrier/40QNC036-3 S/E Inside Cartridge A/H – 5 ton Carrier/40QAC036311 N/E Adult Area Cartridge A/H – 3 ton Carrier/40QACO36311 S/E Adult Area Cartridge A/H – 3 ton Carrier/40QAC036311 S/W Kids Area Cartridge A/H – 3 ton Carrier/40AC036311 Center Area Museum/Durrell House – 740 N. Alameda Description Model Number Location Condenser - 2.5 ton Tempstar/CA3060VKA2 N/W Side Air Handler/Gas – 2.5 ton
Tempstar/NHGI100KK03 Inside Closet
Sister City House – 795 N. Dalton Avenue Description Model Number Location Package HP – 2.5 ton
Tempstar/PHD430000K00E Roof
Public Works – 809 N. Angeleno Description Model Number Location Package HP – 4 ton
Carrier/50JX-048-031 Streets/Transportation Roof
Condenser HP – 5 ton
Payne/PH13NR060-H Admin Roof
Air Handler – 5 ton Radco/617ANA060-A Indoor
45635.01000\8520199.1 A-3
Package HP – 2 ton
Carrier/50JX-024-301 Engineering/Inspector Roof
Package HP – 2 ton
Carrier/50JX-024-301 Garage/Rosedale Roof
City Hall West Wing – 213 E. Foothill Blvd. Description Model Number Location Condenser HP – 3 ton
Carrier/38BYC036340 Human Resources/South Side
Air Handler – 3 ton
Human Resources Conf Room
Condenser HP – 4 ton
Carrier/38YCC048-341 Engineering South Side
Air Handler – 3 ton
Engineering Area
Condenser HP – 3 ton
Rheem/RPKA-036JAZ Building and Permit Patio
Air Handler – 3 ton
Front Desk
Condenser HP – 2 ton
Carrier/38BY024340 Building and Permit Patio
Air Handler – 2 ton
Building and Permit Insp Area
Condenser HP – 3 ton Carrier/38BYC036340 Development Area Patio Air Handler – 3 ton Development Package HP – 4 ton
Carrier/50JX-048-301 Conference Room North
Condenser HP – 2 ton Carrier/38BYC036340 Code Enforcement/IT North Side Air Handler – 2 ton
IT Area
Condenser HP – 3 ton Carrier/38BYC036340 Code Enforcement/IT North Side Air Handler – 3 ton IT Area
45635.01000\8520199.1 A-4
City Hall Building/Auditorium/Council Lounge – 213 E. Foothill Blvd. Description Model Number Location Condenser – 1.5 ton
Sanyo/CH1822 Council Lounge West Side
Air Handler M/S – 1.5 ton
Sanyo/KHS1822 Council Lounge
Condenser – 5 ton Carrier/38BRC060340 Auditorium East Side Condenser – 5 ton Rheem/RAKA-060JA2 Auditorium East Side Air Handler – 5 ton Carrier/FB4ANF06000 Auditorium Air Handler – 5 ton
G.E./RGWF960CiC02 Auditorium
Condenser – 2 ton Carrier/38BRC024310 City Hall East Side Air Handler – 2 ton
Data Air Inc City Hall IT Room
Condenser – 3 ton
Carrier/38BRC0360330 City Hall East Side
Air Handler – 3 ton
Carrier/FB4ANF036000AFAA City Hall Downstairs Hallway
Package HP – 2.5 ton
Carrier/50JX-030-301 City Hall Roof
Package Unit – 15 ton
Carrier/50DY030 City Hall Roof
Duct Heaters
12 each City Hall 1st and 2nd floor ceilings Woman’s Club – 1003 N. Azusa Avenue Description Model Number Location Package/gas – 5 ton Carrier/48GSN060090301 Roof Package/gas – 5 ton Carrier/48GSN060090301 Roof Package/gas – 4 ton Carrier/48GSN048090301 Roof Package/gas – 4 ton Carrier/48GSN048090301 Roof
45635.01000\8520199.1 A-5
Memorial Park – 320 N. Orange Place Description Model Number Location Package/gas – 3 ton
Rheem/RRKA-A036JK-06X West Roof
Package/gas – 2 ton
Carrier/48GYXN024040311 West Roof
Package/gas – 5 ton
Carrier/48GXN060090301 West Roof
Package HP – 3 ton
Carrier/50JX036301 West Roof
Package/gas – 3.5 ton
Carrier/48GXN042060301 S/W Roof
Package/gas – 2.5 ton
Carrier/48GXN0300040301 S/W Roof
Package HP – 3 ton
Carrier/50JX036301 S/W Roof
Condenser HP – 3 ton
Carrier/24ABR360A0035010 S/E Roof
Condenser HP – 3 ton
Carrier/24ABR360A0035010 S/E Roof
Air Handler – 3 ton
Carrier/HB64040 Boiler Room
Package/gas – 2 ton
York/SA24G08066 N/W Roof
Package/gas – 2 ton
York/SA24G08066 N/W Roof
Package/gas – 3 ton
York SA36G08066 N/E Roof
Condenser HP – 3 ton
Carrier/24ABR360A350 N/E Roof
Condenser HP – 3 ton
Carrier/24ABR360A350 N/E Roof
Air Handler – 3 ton
Magicaire/HBB40-4D N/E Gym Loft
NRC – 340 N. Orange Place Description Model Number Location Cartridge A/H – 2 ton
Carrier/38HDF0243 East Side
45635.01000\8520199.1 A-6
Cartridge A/H – 1 ton
Carrier/38MVC012301 East Side
Cartridge A/H – 2.5 ton Carrier/38HDF0303 East Side Package/HP – 5 ton Carrier/50HCA06A2AfAOAOAO North Side Cartridge A/H – 2 ton Carrier 38HDF0243 North Side Package HP – 5 ton Carrier/50HCA06A2A5AOAOAO North Side Package HP – 5 ton
Carrier/50HCA06A2A5AOAOAO North Side
Package HP – 5 ton
Carrier/50HCA06A2A5AOAOAO North Side
Cartridge A/H – 2 ton
Carrier/38HDF0243 North Side
Police Department – 725 N. Alameda Description Model Number Location Package/gas – 5 ton
ICP/PGD336060H00 South Side Roof
Condenser – 3 ton McQuay/RCS12F150C South Side Roof Package HP – 7.5 ton Carrier/50TC9008AZ5A South Side Roof Package HWH – 23 ton
Seasons 4/6MSE23-0232 South Side Roof
Air Handler – 3 ton
Scotts/HQ3OAHU35OOH30 South Side Roof
Package HP – 7.5 ton
Carrier/50TCQD08A2A5 North Side Roof
Package HP – 5 Ton
Carrier/50TCQA06A2A5 North Side Roof
Package HP – 5 ton
Carrier/50TCQA06A2A5 North Side Roof
Package HP – 3 ton
Carrier/50TCQA04A2A5 North Side Roof
Package HP – 4 ton
Carrier/50TCQA05A3A5 North Side Roof
45635.01000\8520199.1 A-7
Package HP – 4 ton
Carrier/50TCQA05A3A5 North Side Roof
Package HP – 5 ton
Carrier/50TCQA06A2A5 North Side Roof
Package HP – 4 ton
Carrier/50TCQA05A3A5 North Side Roof
Condenser – 2 ton
Mitsubishi/MUY-GA24NA North Side Roof
Package – 2 ton
Carrier/48GSN0240301 North Side Roof
Air Handler/MS – 2 ton
Mitsubishi/MSY-GA24NA IT Room
Air Handler – 1.5 ton
Carrier/FX4CNF018 Basement IT
Condenser – 1.5 ton
Puron/24ABB318W320 Basement Pit
Air Handler – 3 ton
McAvay/LML108EH Basement
Boiler
RayPak/H30502B Basement
Package HP – 3 ton Rheem/RPND0360 South Side Roof Senior Center – 740 N. Dalton Description Model Number Location Air Handler – 3.5 ton Carrier/FB4ANF042 Dining Room Attic Air Handler – 7.5 ton Carrier/40RMQ008-B611HC Dining Room Attic Air Handler ADP/AM600CT Dining Room Attic Air Handler – 7.5 ton Carrier/40RMQ008-B611HC Dining Room Attic Air Handler – 7.5 ton Carrier/40RMQ008-B611HC Dining Room Attic Condenser HP – 2 ton Carrier/38BYC024340 South Roof Condenser HP – 2 ton Carrier/38BYC024340 South Roof
45635.01000\8520199.1 A-8
Condenser HP – 2 ton
Carrier/38BYC024340
South Roof
Condenser HP – 2 ton Carrier/38BYC024340
South Roof
Condenser HP – 5 ton Rheem/RPKA-061JA2 South Roof Condenser HP – 2 ton Carrier/38BYC024340
South Roof
Condenser HP – 5 ton
Rheem/RPKA-061JA2 South Roof
Condenser HP – 10 ton Carrier/38AQS012530 South Roof W/I Refrigerator Unit Modern East Side W/I Freezer Unit Modern East Side Condenser HP – 3.5 ton Carrier/38BYC042330 East Side Condenser HP – 7.5 ton Carrier/38ARQ008-501 East Side Condenser HP – 7.5 ton Carrier/38ARQ008-501 East Side Condenser HP – 7.5 ton Carrier/38ARQ008-501 East Side Air Handler – 2 ton Carrier/FB4ANF024 Closet Attic Air Handler – 10 ton Carrier/40RMQ012-B611HC Closet Attic Air Handler – 2 ton Carrier/FB4ANF024 Closet Attic Air Handler – 2 ton Carrier/FB4ANF024 Closet Attic Air Handler – 2 ton Carrier/FB4ANF024 Closet Attic Air Handler – 2 ton Carrier/FB4ANF024 Closet Attic Air Handler – 5 ton Rheem/RHQA-2000-B Closet Attic
45635.01000\8520199.1 A-9
Air Handler – 2.5 ton Carrier/FB4ANF030 Closet Attic
Air Handler – 2.5 ton Carrier/FB4ANF030 Closet Attic Condenser HP/2.5 ton Carrier/38BYC030340 N/E Corner Condenser HP/2.5 ton
Carrier/38BYC030340 N/E Corner Slauson Pool – 501 E. 5th Description Model Number Location Condenser – 3.5 ton York/E1F8042S06A Condenser EMI
Air Handler – 3.5 ton York/NZAHD14A06C Office Attic Air Handler EMI/TBH12D0600AOAOB Equipment Shed Scout House – 1320 Old San Gabriel Canyon Rd. Description Model Number Location Package Gas – 3 ton Carrier/585HJ036060 Roof Gateway Center – 1950 N. San Gabriel Canyon Road Description Model Number Location Condenser HP – 3 ton Carrier/25HBA360A300 East Side Air Handler – 3 ton North Side Equipment Room
45635.01000\8520199.1 B-1
EXHIBIT “B”
SCHEDULE OF MAINTENANCE SERVICES
The following is to be completed quarterly: SYSTEM(S) OPERATIONAL ANALYSIS Travel and jobsite labor including vehicles and living expenses necessary to test existing operation and performance characteristics of the equipment. Inspections in the form of non-destructive testing, vibration and noise monitoring, chemical analysis, and routine visual inspections will be performed to ensure that the system(s) are in proper operating condition and to identify any potential system(s) failures. Visually inspect the following: -fan assemblies -belts & sheaves -motor mounts & vibration pads -electrical connections & contractors -heating & cooling coils -filter & media racks -sight glass condition -bearings -spray nozzles & pans -ignitor & flame assembly -heat exchangers -compressor sections -condensing sections -heating sections -humidifiers & strainers -seals & packaging -condensate drains & pans -flame composition -flue stack assembly Physically check and/or test the following: -lubrication requirements -oil sump, heaters & temperatures -starter operation -water flows -motor operating conditions -suction & discharge pressures -flow switch operation -control interlocks -damper operation -external interlocks -motor voltage & amperages -refrigerant charges -system(s) leaks -oil & fluid levels -pressure & temperatures -outside air intakes -refrigerant pump down -crankcase heaters PREDICTIVE & PREVENTIVE MAINTENANCE
45635.01000\8520199.1 B-2
Travel and jobsite labor including vehicle and living expenses essential to ensure efficient operating conditions and extended equipment life. Preventive maintenance working in tandem with predictive maintenance is performed to detect early signs of deteriorating performance and to predict potential system(s) failures. These services diagnose and solve equipment problems often before they occur. Preventive maintenance is performed on an ongoing basis and is scheduled with little or not equipment downtime with its primary objective aimed at system(s) durability, reliability, efficiency, and safety. Calibration: -temperature controls -operating & safety controls -humidity & pressure controls -transmitter & receiver gauges -economizer controls Adjustment: -purge system(s) -superheat -damper & valve linkages -unloaders -belt tensions; replace annually -fan rpm’s -chemical feed equipment -gas pressure regulators -combustion air ratios -set points -ignitor & flame rod assembly -sump floats Alignment: -belt sheaves -pulleys -coil fins -belt drives Vibration: -damper linkages -fan bearings -axial vane drives -pumps -motors Secure and Tighten: -motor terminals -control terminals -piping clamps -line fittings -mounting hardware -electrical connections -equipment panels -motor mounts -vibration pad nuts & bolts -damper sections Cleaning: -control devices -electrical contactors -condenser coils (with water) -evaporator coils (as required) -fan blades & impellers
45635.01000\8520199.1 B-3
-pilot & burner orifices -ignitors -condensate pans -tower basins -sumps & floats -baffles & fill -nozzles & passages -equipment areas -burner orifices -replacement of disposable filters (supplied by City) Painting and Surface Preparation: -as required, to help prevent corrosion and deterioration of exterior equipment surfaces PROGRAM ADMINISTRATION Administer, monitor and update all aspects of the service provided under the agreement. A complete set of documents will be generated, including computerized maintenance task schedules, inventory records, and all other documentation required for establishing operating trends and further corrective measures. Detailed Service and/or Maintenance Reports will be left with Customer after every service visit. Will act on Customer’s behalf to provide any documentation the EPA may require regarding compliance with the Clean Air Act.
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EXHIBIT “C”
COMPENSATION
Contractor shall provide pricing that includes all tools, equipment, materials, supplies, fuel,
insurance and the performance of all labor, work or other operations required for the fulfillment
of the services identified in the RFP.
QUARTERLY/MONTHLY SERVICE FEE PER LOCATION:
LIBRARY $ 582.30 X 12 = ANNUAL AMOUNT OF $ 6,987.60
MUSEUM $ 145.56 X 4 = ANNUAL AMOUNT OF $ 582.24
SISTER CITY HOUSE $ 145.56 X 4 = ANNUAL AMOUNT OF $ 582.24
PUBLIC WORKS YARD $ 412.46 X 4 = ANNUAL AMOUNT OF $ 1,649.84
CITY HALL WEST WING $ 630.83 X 4 = ANNUAL AMOUNT OF $ 2,523.32
CITY HALL
(INCL. AUDITORIUM &
COUNCIL LOUNGE) $ 994.76 X 4 = ANNUAL AMOUNT OF $ 3,979.04
WOMAN’S CLUB $ 315.41 X 4 = ANNUAL AMOUNT OF $ 1,261.64
MEMORIAL PARK $ 873.45 X 4 = ANNUAL AMOUNT OF $ 3,493.80
NRC $ 412.46 X 4 = ANNUAL AMOUNT OF $ 1,649.84
POLICE DEPARTMENT $1,067.55 X 4 = ANNUAL AMOUNT OF $ 4,270.20
SENIOR CENTER $1,261.65 X 4 = ANNUAL AMOUNT OF $ 5,046.60
SLAUSON PARK $ 194.10 X 4 = ANNUAL AMOUNT OF $ 776.40
BOY SCOUT HOUSE $ 145.56 X 4 = ANNUAL AMOUNT OF $ 582.24
GATEWAY CENTER $ 194.10 X 4 = ANNUAL AMOUNT OF $ 776.40
TOTAL FOR QUARTERLY SERVICE $8,540.35
TOTAL FOR ANNUAL SERVICE $34,161.40
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Compensation for repair and/or emergency services shall be based upon a time and
material rate as set forth in a schedule of fees attached to the cost proposal. Contractor
shall provide an hourly fee as part of this Proposal.
Labor Rates:
Superintendent: $154.43
Foreman: $137.64
Journeyman: $125.14
Apprentice: $108.27
Material Pricing:
Mark up 20% for Overhead
Mark up 10% for margin
Service Call Truck Fee: $75.00
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