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HomeMy WebLinkAbout25C - AGMT - EVIDENCE FRIDGEREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: MARCH 19, 2019 TITLE: APPROVE AN AGREEMENT WITH A&H REFRIGERATION, INC. IN THE AMOUNT OF $153,750 FOR REPLACEMENT OF THE POLICE DEPARTMENT EVIDENCE SECTION REFRIGERATOR/FREEZER UNIT (STRATEGIC PLAN NO. 1, 3A) CLERK OF COUNCIL USE ONLY: I'_1=10111Flq% ❑ As Recommended ❑ As Amended ❑ Ordinance on 1s' Reading ❑ Ordinance on 2"d Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER CITY MANAGER RECOMMENDED ACTION Authorize the City Manager and Clerk of the Council to execute a one-year agreement, with A&H Refrigeration, Inc. for the replacement of the Police Department Evidence Section refrigerator/freezer unit, for the period of March 19, 2019 through March 18, 2020, in the amount of $153,750 (including a $25,000 contingency), subject to non -substantive changes approved by the City Manager and City Attorney. DISCUSSION In November 2004, California voters passed the Prop 69 DNA Fingerprint, Unsolved Crime and Innocence Protection Act of 2004 to expand and modify state law regarding the collection and use of criminal offender DNA samples and palm print impressions. On December 15, 2017, the County Prop 69 Committee approved the allocation of 2017 DNA Identification Fund revenues and estimated funding totaling $675,000. The Committee voted to allocate $619,132 county- wide in one-time funding requests to enhance the DNA program for local law enforcing entities and County Departments and set aside $55,868 for future funding requests. The Santa Ana Police Department was awarded $100,000 of the $619,132 award to replace the refrigerator/freezer unit in the Police Department's Evidence Section. On October 10, 2018 the Police Department issued an RFP for the replacement of the Evidence Section refrigerator/freezer unit. The RFP was posted on Plant Bid, and 23 vendors were notified. On October 25, 2018, a pre -proposal meeting was conducted. Proposals were due on November 9, 2018, and no vendors submitted proposals for consideration. The Police Department then directly contacted three qualified vendors (ACCO Engineered Systems, A&H Refrigeration, Inc., and Johnson Controls, Inc.) and again requested proposals. ACCO Engineered Systems and A&H Refrigeration, Inc, each submitted proposals for consideration. 25C-1 Agreement with A&H Refrigeration, Inc. March 19, 2019 Page 2 An evaluation committee consisting of representatives from the Santa Ana Building Maintenance Division, Police Department Evidence Section, Police Department Central Distribution Center, and Police Department Fiscal Section reviewed and rated the two proposals. The proposals were evaluated according to Responsiveness to RFP (20%), Experience of Firm and Personnel (40%), and Cost of Proposal (40%), as stated in the RFP. The results of the RFP evaluation are as follows: Vendor Score A&H Refrigeration, Inc. 377 ACCO Engineered Systems 259 400 point maximum A&H Refrigeration, Inc. was the most responsive proposer with a score of 377 out of a possible 400 points. A&H Refrigeration is located in the City of Garden Grove and provides full HVAC and refrigeration services for commercial and industrial applications. A&H Refrigeration has more than 35 years of technical knowledge and experience, and has completed large comparable projects for the Anaheim Police Department, the Garden Grove Police Department, Torrance Memorial Hospital, and OC Fair. The work performed at Anaheim and Garden Grove police departments was very similar to the scope of work covered in this proposed agreement for the Santa Ana Police Department Evidence Section. Both Anaheim Police Department and Garden Grove Police Department were satisfied with the services provided by A&H Refrigeration. The total amount to be expended during the term of this Agreement shall not exceed $153,750. The sum of this amount is comprised of the base amount of $128,750 and a contingency amount of $25,000 for work assigned at the sole discretion of the City. STRATEGIC PLAN ALIGNMENT Approval of this item assists the City in meeting Goal #1 Community Safety, Objective #3 (Promote fiscal accountability to ensure financial responsibility at all levels of the organization), Strategy A (Continuously evaluate and assess fiscal aspects of service delivery to ensure that the Police Department provides programs and services efficiently and effectively.). FISCAL IMPACT Funds in the amount of $153,750 are available in Police Special Revenue — Programs machinery and equipment account (no.02414410 66400), and the Police Department the Police Department Building and Facility machinery and equipment account (no. 01114403 66400), for the 2018-19 fiscal year as follows: 25C-2 Agreement with A&H Refrigeration, Inc. March 19, 2019 Page 3 �David-Valentin Chief of Police APPROVED AS T(O�FUNDS �AND ACCOUNTS: Kathryn Downs, CAP uin-Q sc, ) Executive Director Santa Ana Police Department Finance and Management Services Agency Exhibit: 1. Agreement with A&H Refrigeration, Inc. 25C-3 FY 2018-19 02414410 66400 $100,000 01114403 66400 $53,750 $153,750 APPROVED AS T(O�FUNDS �AND ACCOUNTS: Kathryn Downs, CAP uin-Q sc, ) Executive Director Santa Ana Police Department Finance and Management Services Agency Exhibit: 1. Agreement with A&H Refrigeration, Inc. 25C-3 25C-4 Exhibit 1 AGREEMENT WITH A & H REFRIGERATION, INC. TO REPLACE AND INSTALL REFRIGERATION AND FREEZER UNITS THIS AGREEMENT is made and entered into on this 10 day of March, 2019 by and between A & H Refrigeration, Inc., a California corporation ("Contractor"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. On October 10, 2018, the City issued a Request for Proposal #18-086 ("RFP") seeking a contractor to replace and install refrigerator and freezer units at the Santa Ana Police Department's evidence room. The City issued an addendum to the RFP extending the deadline for proposals to November 9, 2018. After the City did not receive any proposals from vendors, the City invited 3 qualified vendors and, again, requested proposals. B. On December 21, 2018, Contractor submitted a responsive proposal that was selected by the City. Contractor represents that it is able and willing to provide the services described in the scope of work that was included in the RFP and attached hereto as Exhibit A. C. In undertaking the performance of this Agreement, Contractor represents that it is knowledgeable in its field and that any services performed by Contractor under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter. set forth, the parties agree as follows: 1. SCOPE OF SERVICES a. Contractor shall perform during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described and set forth in Exhibit A, attached hereto and incorporated by reference. Contractor's proposal shall also be incorporated by reference as though fully set forth herein. b. The parties agree that the services described in this Agreement shall commence upon a date to be determined, and confirmed in writing, by the parties. All work and the closing statements or invoices shall be completed and delivered to the City within the term of this Agreement as noted in Section 3, below. 2. COMPENSATION a. City agrees to pay, and Contractor agrees to accept as total payment for its services for City, the rates and charges identified in Exhibit B. The total amount to be expended during the term of this Agreement shall not exceed $153,750. The sum of this amount is comprised of the base amount provided in Option 1 of Exhibit B for $128,750 and a Page 1 of 8 25C-5 contingency amount of $25,000 for work assigned at the sole discretion of the City. b. Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. 1 TERM This Agreement shall commence on the date first written above for a one (1) year term, unless terminated earlier in accordance with Section 15, below. 4. INDEPENDENT CONTRACTOR Contractor shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Contractor performs the services which are the subject matter of this Agreement; however, the services to be provided by Contractor shall be provided in a manner consistent with all applicable standards and regulations governing such services. Contractor shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. S. OWNERSHIP OF MATERIALS 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 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 sole risk. 6. INSURANCE Prior to undertaking performance of work under this Agreement, Contractor shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: a. Commercial General Liability Insurance. Contractor shall maintain commercial general liability insurance naming the City, its officers, employees, agents, Page 2 of 8 25C-6 volunteers and representatives as additional insured(s) and shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of Contractor's operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $1,000,000 per occurrence, with $2,000,000 in the aggregate. Such insurance shall (a) name the City, its officers, employees, agents, and representatives as additional insured(s); (b) be primary and not contributory with respect to insurance or self-insurance programs maintained by the City; and (c) contain standard separation of insureds provisions. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non -owned automobiles. C. Worker's Compensation Insurance. In accordance with the provisions of Section 3700 of the Labor Code, Contractor, if Contractor has any employees, is required to be insured against liability for worker's compensation or to undertake self- insurance. Prior to commencing the performance of the work under this Agreement, Contractor agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. If Contractor is or employs a licensed professional such as an architect or engineer: Professional liability (errors and omissions) insurance, with a combined single limit of not less than $1,000,000 per claim with $2,000,000 in the aggregate, e. The following requirements apply to the insurance to be provided by Contractor pursuant to this section: i. Contractor shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. ii. Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved by the City. iii. Certificates and policies shall state that the policies shall not be canceled or reduced in coverage or changed in any other material aspect without thirty (30) days prior written notice to the City. iv. Where the amounts or coverage provided by the certificates of insurance provides coverage greater than those listed by this Agreement, the amounts provided by the certificates of insurance shall be incorporated by reference into the Agreement. V. Contractor shall supply City with a fully executed additional insured endorsement. £ If Contractor fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's election, to forthwith terminate this Agreement. Such termination shall not affect Contractor's right to be paid for its time and materials expended prior to notification Page 3 of 8 25C-7 of termination. Contractor waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. INDEMNIFICATION Contractor agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Contractor, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement, The Contractor further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. 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. 8. INTELLECTUAL PROPERTY INDEMNIFICATION Contractor shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Contractor to the City pursuant to this Agreement. 9. RECORDS Contractor shall keep records and invoices in connection with the work to be performed under this Agreement. Contractor shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Contractor under this Agreement. All such records and invoices shall be clearly identifiable. Contractor shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Contractor shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Contractor under this Agreement. Page 4 of 8 25C-8 10. CONFIDENTIALITY If Contractor receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Contractor agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Contractor disclosed in a publicly available source; (c) is in rightful possession of the Contractor without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Contractor without reference to information disclosed by the City. 11. CONFLICT OF INTEREST CLAUSE Contractor covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 12. NON-DISCRIMINATION Contractor shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities. Contractor affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 13. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Contractor, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Contractor. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Contractor or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein. Page 5 of 8 25C-9 14. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Contractor, Contractor may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other Contractors retained by City. 15. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Contractor shall be entitled to receive and the City shall pay Contractor compensation for all services performed by Contractor prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Contractor to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Contractor consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 16. WAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. 17. JURISDICTION. VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 18. PROFESSIONAL LICENSES Contractor shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Contractor shall notify the City immediately and Page 6 of 8 25C-10 in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 19, NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be property given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: 714-647-6956 With courtesy copies to: Chief of Police City of Santa Ana 60 Civic Center Plaza P.O. Box 1988 Santa Ana, California 92702 Fax: 714-245-8007 To Contractor: A & H Refrigeration, Inc. 7111 Garden Grove Blvd. Suite 102 Garden Grove, CA 92841 A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 20. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and Page 7 of S 25C-11 attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: Norma Mitre Acting Clerk of the Council APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney A By:' 4 UUI V WV W'A' L/ Tamara Bogosian Assistant City Attorney RECOMMENDED FOR APPROVAL: David Valentin Chief of Police CITY OF SANTA ANA Steven Mendoza Acting City Manager CONTRACTOR: By: Title: 25C-12 Page 8 of 8 EXHIBIT A SCOPE OF SERVICES 25C-13 EXHIBIT A CITY OF SANTA ANA REQUEST FOR PROPOSAL (RFP) FOR EVIDENCE REFRIGERATOR/FREEZER UNIT REPLACEMENT SERVICES SCOPE OF SERVICES DESCRIPTION AND SCOPE OF WORK The City of Santa Ana is Issuing this Request for Proposals (RFP) for evidence refrigerator/freezer unit replacement services. The project will take place in the Santa Ana Police Department's Evidence Unit - 1" floor. All work must be done per these specifications, according to all applicable and acceptable industry standards, of the highest quality workmanship commensurate with required work, and completed by the time required, A. SCOPE OF WORK - GENERAL 1, Provide all materials, tools, equipment and everything else necessary to perform the work per as specified herein. 2. Include minor items, which are necessary to complete repair work, and usually included In similar work even though not specifically mentioned in these specifications. 3. Note that no additional compensation will be allowed due to misunderstandings as to the amount of work involved or lack of knowledge of any existing conditions that could have been discovered or reasonably anticipated prior to submitting the bid. 4. Additional work not specified in these specifications shall be brought to the attention of the City Representative and shall not be performed unless authorized by City Representative. 5. Provide material and workmanship warranty. B. PREPARATION 1. Coordinate pedestrian and vehicular traffic at all times during operations. 2. Provide all necessary barricades, warning tape, and signage required to protect walking and vehicular traffic from work area and work area equipment. 3. Provide temporary security measures for the work site, to secure all equipment and materials and discourage theft, vandalism, and unauthorized entry by the public. 4. Do not admit any person into the work area who is not an employee of the City, Contractor, or subcontractor. 5. Wear visitor identification at all times, which shall be furnished by the Santa Ana Police Department. 6. As previously stated in RFP make sure all contracted employees have been fingerprinted and background checked. 7. Do not damage anything that is intended to remain. City of Santa Ana — RFP for Evidence Refrigerator/Freezer Unit Replacement Services Pa e10 25G-14 8. Remove the to -be -replaced equipment only. 9. Minimize impact to adjacent areas. 10. Ensure that all environmental conditions are appropriate for the required services. 11. Ensure that all equipment, materials, supplies, and consumables meet or better all applicable manufacturer's published specifications and industry standards for items being replaced. 12. Use only brand new, factory -sealed products. C. EXECUTION 1. Replace the equipment and materials as specified herein and according to all manufacturer requirements. D, CLOSEOUT PROCEDURES 1. Notify City Representative, in writing, that work has been inspected, is in compliance with specifications, and ready for City Representative's review. 2. Accompany City Representative on inspections to check for proper installation. 3. Make all necessary adjustments to ensure that all work is complete and performs as designed. 4. Clean up work area. 5. Note that City Representative alone will determine project completion status. E. SCOPE OF WORK — BID SPECIFIC 1. Provide all labor, equipment, material, and everything else necessary to remove existing Refrigerator/freezer unit at the Santa Ana Police Department. 2. Provide temporary secure fencing/barrier with visibility reduction to separate restricted area from construction area throughout duration of the project. 3. Examine the worksites and be self -informed thoroughly with the existing condition and limitations affecting the performance of their work. 4. No additional compensation will be allowed due to misunderstandings as to the amount of work involved or lark of knowledge of any existing conditions that could have been discovered or reasonably anticipated prior to submitting the bid. 5. Contractor is responsible for confirming all dimensions prior to bid submission, removal, and installation of specified materials. 6. Awarded Contractor is required to provide the following services: a. To safely remove and dispose of the existing built-in walk-in refrigerator/freezer unit. 1. Existing refrigerator unit is Koipak (brand) with approximate dimensions of 201 x 8'W x 8'1 "H.(To be verified at Job Walk) 2. Existing freezer unit is Kolpak (brand) with approximate dimensions of 201 x 26'W x 8'1"H.(To be verified at Job Walk) City of Santa Ana — RFP for Evidence Refrigerator/Freezer Unit Replacement Services Peae 25G-15 3. Provide an engineered design and all documents necessary to complete the plan check and permitting process. 4. Provide equipment submittals for the walk-in refrigerator/freezer unit. Include manufacturer, model, refrigeration system components, interior and exterior finish, insulation value, and door design. 5. Provide temporary unit(s) for existing refrigerated and frozen materials. Santa Ana Police Department will be responsible for handling of the materials inside the refrigerator and freezer. 6. Demolish, remove and dispose of all components of the existing walk-in refrigerator/freezer. 7. Upon removal of the walk-in refrigerator/freezer, a 3rd party structural engineer should inspect the existing concrete foundation beneath the walk-in refrigerator/freezer unit. If it is determined by the structural engineer that the existing concrete foundation is damaged, the damaged portion of the foundation should be repaired to a specification approved by the structural engineer. The new refrigerator/freezer unit should not be installed until the condition of the concrete foundation is approved by the structural engineer. 8. Once all components have been removed the proposer will have a 3rd party structural engineer evaluate the structure. b. To provide and install a new walk-in refrigerator/freezer unit to fit as a direct replacement in the space currently occupied by the existing walk-in refrigerator/freezer unit. 1. Include for all labor and materials necessary to complete the installation of a full functioning system. 2. All refrigeration components must be installed in a manner that leaves the system accessible for service and maintenance. 3. Proper sub -flooring and/or insulation barrier must be installed in order to prevent foundation frost heaving. Note: sub -flooring selection should not accommodate the use of palletjacks, forklifts, and/or heavy machinery. 4. New refrigerator/freezer unit shall be installed above ground In order to accommodate proper matting. 5. Sealed cement or galvanized flooring. 6. Complete drywall repair above freezer/refrigerator unit. 7. Maintain existing temperature monitoring alarm system. 8. Lighting in the new refrigerator must be LED lighting. 9. Clean and remove all construction debris from job site. 10. Coordinate the removal of temporary refrigeration/freezer storage unit upon completion of final inspection. c. Test and confirm operation and functionality prior to City Representative project sign -off. City of Santa Ana — RFP for Evidence Refrigerator/Freezer Unit Replacement Services P e12 25C-16 1. The walk-in refrigerator should hold temperature at 38 degrees F with an allowable tolerance of + or— 3 degrees F. 2. The walk-in freezer should hold temperature at 0 degrees F with an allowable tolerance of + or -3 degrees F. d. Provide any training for City Representative, covering maintenance, programming, and general operation. My of Santa Ana —RFP for Evidence Refrigerator/Freezer Unit Replacement Services PA125G--317 EXHIBIT B COMPENSATION Fee Proposal including hourly rates if applicable 25C-18 Exhibit a CITY OF SANTA ANA REQUEST FOR PROPOSAL (RFP) FOR EVIDENCE REFRIGERATOR/FREEZER UNIT REPLACEMENT SERVICES PROPOSERS CERTIFICATION and PROPOSAL ITEM PRICING Certification - I certify that I have read, understand and agree to the terms and conditions of this Request for Proposals. I have examined the Scope of Services (Exhibit A) and am familiar with the scope of work locations. I am familiar with all the existing conditions and limitation that may impact work requests. I understand and agree that I am responsible for reporting any errors, omissions or discrepancies to the City for clarification prior to the submission of my proposal. Proposal Item Price - Pricing shall be based on a lump sum for services described In Exhibit A. Fee must be inclusive of all costs, including but not limited to, direct and indirect costs for labor, overhead, incidental supplies, travel, mileage, and fuel. Any special materials will be purchased by the contractor only after discussed and authorized by the City projects manager or designee in writing. Option I - Provide cost estimate per the original RFP 18-086 LINE DESCRIPTION UNIT COST I Refrigerator/freezer combo unit complete Installation 1 112,000 2 including all materials, supplies, labor and/or permits, etc. 0 2 Complete concrete slab replacement including ail materials, 1 13,000 supplies, labor and/or permits, etc. 3 Drywall repair work above refrigerator/freezer combo unit 1 3,750 including all materials, supplies, labor and/or permits, etc. 4 Taxes 0 Total Project Cost (Add Lines 1, 2, 3 and 4): 128,750 Option II -Provide cost estimate for phase I, 11, III, and IV of the modified replacement services Phase I LINE DESCRIPTION UNIT COST I Freezer unit complete installation on a new foot print 31'L x 20'W x 9'H (no demo) including all materials, supplies, labor and/or permits, etc. 1 91,000 2 Taxes 0 Total Project Cost (Add Lines 1 and 2): 91,000 Phase II LINE DESCRIPTION UNIT COST 1 Conversion of existing freezer unit 20'L x 26'W x 811 "H into a refrigerator unit including all materials, supplies, labor and/or permits, etc. 1 48,000 2 Taxes 0 Total Project Cost (Add Lines 1 and 2): 48,000 25C-19 Phase III LINE DESCRIPTION UNIT COST I Demo of existing refrigerator unit including replacing common wall, all finish work, re -sizing ceiling, supplies, labor and/or permits, etc. 1 8,750 2 Taxes 0 Total Project Cost (Add Lines I and 2): 8,750 Phase IV LINE DESCRIPTION UNIT COST I Assess flooring in current freezer unit and provide cost+ recommended repair spec. 1 13,000 2 Taxes 0 Total Project Cost (Add Lines 1 and 2): 13,000 FIAT] LINE DESCRIPTION UNIT COST 1 Complete repairs proposed in phase IV. I TBD 2 Taxes Total Project Cost (Add Lines I and 2): A & H REFRIGERATION INC P: 714-800-9888_F: 714-583-8141 LEGAL NAME OF COMPANY PHONE AND FAX NUMBERS 7111 G4RDEN GROVE BLVD, SUITE 102, GARDEN GROVE, CA 92841 BUSINESS ADDRESS AI 'LE —/ SERVICE MANAGER NAME OF AUTHO IZED AGENT TITLE 12/21/2018 ANTHONYL@ANHREFRIGERATION.COM 2E OF AUTHOR D AGENT DATE E-MAIL ADDRESS 60-0669484 # 0956992 FEDERAL ID NUMBER—� APPLICABLE) CONTRACTOR LICENSE NUMBER (IF APPLICABLE) THIS FORM MUST BE COMPLETED AND ALS THAT DO NOT CONTAIN THIS PORI 25C-20