HomeMy WebLinkAbout22B - SPEC - HVAC REPAIRCITY COUNCIL MEETING DATE:
MARCH 15, 2016
TITLE
CONTRACT AWARD FOR REPAIR
OF HEATING - VENTILATION -AIR
CONDITIONING SYSTEMS AT VARIOUS
CITY FACILITIES (SPEC 15 -114)
STRATEGIC PLAN 6, 1C
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
❑ As Recommended
0 As Amended
F1 Ordinance on 15` Reading
❑ Ordinance on 2nd Reading
® Implementing Resolution
® Set Public Hearing For
CONTINUED TO
IdINA11111khMA
Award three -year contracts expiring on March 15, 2019 with an option to renew for one year for
Heating - Ventilation -Air Conditioning (HVAC) repair services, including emergency call out
services, to ACCO Engineering, FM Thomas, Johnson Controls Inc., and Trane in a not to
exceed annual amount of $100,000 each for a not to exceed annual total amount of $400,000, for
a three year grand total not to exceed $1,200,000, subject to non - substantive changes approved
by the City Manager and City Attorney.
DISCUSSION
The Finance & Management Services Agency Building Maintenance Division is responsible for
ensuring the City's HVAC systems at various City facilities are in good repair and working order
using a combination of City staff and outside contractors. City facilities with HVAC systems
include City Hall, Ross Annex -City Hall, Central Library, Police Administration Building, Corporate
Yard, and various community centers. HVAC systems to be serviced include air handlers, chilled
and hot water pumps, boilers, exhaust fans, cooling towers, air conditioning units, and large walk -
in freezers and refrigerators. The ACCO contract for Police will be a Maintenance & Repair
service agreement, while the other three contracts will be Time & Materials service agreements.
The Notice soliciting proposals was advertised on October 16, 2015 on the City's online bid
management and publication system. A summary of the solicitations and proposals received is as
follows:
48 Vendors notified
3 Santa Ana vendors notified
14 Vendors downloaded the solicitation
4 Proposals received
0 Proposal received from Santa Ana vendor
22B -1
Contract Award for Repair of Various City Heating - Ventilation -Air Conditioning Systems
March 15, 2016
Page 2
Proposals were received, opened on November 12, 2015 and evaluated (Exhibit 1). Proposals
were scored based in part on the specifications, vendor experience, financial stability, resources
and pricing structure. All four proposals received and evaluated meet the City's requirements.
Staff requests Council award contracts to ACCO Engineering, FM Thomas, Johnson Controls
Inc., and Trane in a not to exceed annual amount of $100,000 each for a not to exceed annual
grand total amount of $400,000 to provide HVAC repair and emergency call out services.
Each of the four contracts will have a term of three years, an option to renew for one year, and a
30 -day out clause. Said contracts are subject to CA Department of Industrial Relations prevailing
wage regulations.
STRATEGIC PLAN ALIGNMENT
Approval of this item supports City efforts to meet Goal #6 Community Facilities & Infrastructure
- Objective 1 (Establish and maintain a Community Investment Plan for all City assets),
Strategy C (Invest resources and technology to extend the service life of existing infrastructure
to protect the City's investment and support a high quality of life standard).
ENVIRONMENTAL IMPACT
In accordance with the California Environmental Quality Act, the recommended actions are
exempt from further review.
FISCAL IMPACT
Funds budgeted and available by fiscal year are tabulated as follows:
Vendor
Account
FY 2015.16
FY 2016 -17
FY 2017 -18
FY 2018 -19
TOTAL
ACCO (Police)
01114403 -62300
$4,688
$75,000
$75,000
$70,312
$225,000
ACCO (Non - Police)
07310100 -62300
$1,562
$25,000
$25,000
$23,438
$75,000
Total ACCO
$6,250
$100,000
$100,000
$93,750
$300,000
FM Thomas (Non-Police)
07310100 -62300
$6,250
$100,000
$100,000
$93,750
$300,000
Johnson Controls, Inc. (Non - Police)
07310100 -62300
$6,250
$100,000
$100,000
$93,750
$300,000
Trane(Other than Police)
07310100 -62300
$3,125
$50,000
$50,000
$46,875.
$150,000
Trane (Public Works)
06717650 -62300
$3,125
$50,000
$50,000
- $46,875
$150,000
Total Trane
$6,250
$100,000
$100,000
$93,750
$300,000
GRAND TOTAL
$25,000
$400,000
$400,000
$375,000
$1,200,000
22B -2
Contract Award for Repair of Various City Heating - Ventilation -Air Conditioning Systems
March 15, 2016
Page 3
APPROVED AS TO FUNDS AND ACCOUNTS:
Francisco Gutierrez
Executive Director A
Finance and Management Services Agency
JA /WN
Exhibits: 1. Abstract of Ranking
2. Service Contracts
22B -3
22B -4
PROPOSALS ABSTRACT
FACILITIES HVAC SERVICES (15 -114)
Bidder
Johnson Controls, Inc.
Trane
FM Thomas
Location
Cypress, Ca
Rowland Heights, Ca
Brea, Ca
Delivery
As stated on contract
As stated on contract
As stated on contract
Final
Ranking
1
2*
2*
Bidder ACCO Engineered
Location Costa Mesa, Ca
Delivery As stated on contract
Final
Ranking 4
* final ranking scoring was a tie
EXHIBIT 1
22B -5
r- •.
AGREEMENT FOR HVAC SERVICES, MAINTENANCE, AND REPAIR
CITY OF SANTA ANA (POLICE ADMINISTRATION AND OTHER CITY FACILITIES)
THIS AGREEMENT is made and entered into this 15th day of March, 2016 by and between ACCO
Engineered Systems ( "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 16, 2015, the City issued Request for Proposal No. 15 -114, by which it sought
proposals from qualified firms for HVAC services, maintenance, and repair at selected City
facilities.
B. Contractor submitted a responsive proposal that was among those 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 RPP No. 15 -114 as Exhibit A and that is also attached to this Agreement 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 contracting
finn 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
Contractor shall perform those services as may be directed by City at City's sole discretion, as set
forth in Exhibit A to this Agreement. Contractor's proposal is incorporated herein by reference.
2. COMPENSATION
a. City agrees to pay, and Contractor agrees to accept as total payment for its services the
rates and charges identified in Exhibit B. The total annual sLmi to be expended Linder this
Agreement shall not exceed $100,000 during the terns of this Agreement.
Payment by City shall be made within forty -five of days (45) days following receipt of
proper invoice evidencing work performed, subject to City accounting procedures.
Payment need not be made for work that fails to meet the standards of performance set
forth in the Recitals which may reasonably be expected by City.
3. TERM
This Agreement shall commence on March 15, 2016 and terminate on March 14, 2019, unless
terminated earlier in accordance with Section 15, below. The tern of this Agreement may be extended
for one (1) one -year period upon a writing executed by the City Manager and the City Attorney.
Exhibit 2
22B -7
4. 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 being performed are
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, 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
5. 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.
6. 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,
7. 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, vohurteers 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,
r
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,
volumeers 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 California 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) 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 terminate
this Agreement. Such termination shall not affect Contractor's right to be paid for its time
and materials expended prior to notification 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.
8. INDEMNIFICATION
Contractor agrees to and shall indemnify and hold hanniess the City, its officers, agents,
employees, consultants, 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 or its, subcontractors, agents, employees, or other persons acting on their behalf which relates
228 -9
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 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.
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
mirvmurn 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
grid 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.
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 cither 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 an obligation of confidentiality; (d) is required to be disclosed by operation
of law; or (e) is independently developed by file 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 wider this Agreement.
22B -10
12. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be
in writing and shall be deemed to be properly 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: Cleric 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:
To Contractor:
Francisco Gutierrez
Executive Director
Finance and Management
Services Agency
City of Santa Ana
20 Civic Center Plaza (M -17)
P.O. Box 1988
Santa Ana, California 92702
Fax 714- 647 -5406
Acco Engineered Systems
265 McCormick Avenue
Costa Mesa, CA 92626.3308
Fax: 714- 352 -2227
Attn: Mark Lanphere
City Attorney's Office
City of Santa Ana
20 Civic Center Plaza (M -29)
P.O. Box 1988
Santa Ana, California 92702
Fax 714- 647 -6515
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, commmmication 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.
13. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and Contractor
regarding the subject matter therein, 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 auy terms or
conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms
22B -11
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 are not embodied herein.
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 consultants 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 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 that fails to meet the standard of performance
specified in the Recitals of this Agreement.
16. NONDISCRIMINATION
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
or in connection with any activities under this Agreement. Contractor affirms that it is an equal opportunity
employer and shall comply with all applicable federal, state and local laws and regulations,
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 maybe 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 in writing of its inability to obtain
22B -12
or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for
termination of this Agreement.
19. 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 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:
Maria D. Huizar
Clerk of the Council
FA W 9 Well 01 CER8 0112KH
SONIAR. CARVALHO
City Attorney
By:
John . Funk
A: rmt City Attorney
RECOMMENDED FOR APPROVAL:
Francisco Gutierrez
Executive Director
Finance and Management Services Agency
CITY OF SANTA ANA
David Cavazos
City Manager
CONTRACTOR:
Mark Lanpbere
Acco Engineered Systems
Tax ID#
22B -13
EXHIBIT A
CITY OF SANTA ANA
REQUEST FOR PROPOSALS 15 -114 FOR
FACILITY HVAC SERVICE, MAINTENANCE AND REPAIRS AT
VARIOUS CITY FACILITIES
SCOPE OF SERVICES & SPECIFICATIONS
General Information
The Contractor shall retain professional personnel who have successfully and competently provided
municipal facility HVAC repair services on projects of similar scope and complexity. It shall be the
Contractor's responsibility to provide as required by the City a competitive hourly rate for repairs and
service of all aspects of HVAC systems in City defined facilities. All requested HVAC repairs / service
shall be provided in accordance with the highest standards of the Industry, skill, workmanship, applicable
trade practices, meet warranties and in conformance to all applicable laws, codes and regulations. The
successful Proposer's maintenance and repairs program for the Police Department
Headquarters, and repairs as needed program for all facilities shall, at a minimum, include but not be
limited to the specifications outlined herein.
Services to be Provided
It is the Proposer's responsibility to provide service proposals as required of HVAC trades, central plant
chiller systems, air handlers, and automation systems as needed, and all requested services are to be
compliant with all Federal, State, CARS, AQMD, OSHA and all other applicable regulatory requirements.
Pricing Tabulation Sheets
Prices as stated on the RFP 15 -114 Pricing Sheet (Page 37) shall be for HVAC maintenance at the
Police Department Headquarters only, and for repairs as needed at all facilities.
HVAC Repair Staffing
The Contractor shall provide staffing levels sufficient to provide a high level of customer service, program
support, HVAC maintenance and repair at designated City facilities as required:
Staffing should include staff certified and proficient in the complete maintenance and repair of Centrifugal
Chiller systems, air handlers, pneumatic and DDC systems, walk in refrigerators and freezers, and a
variety of package HVAC units, Additionally, service levels shall provide the capacity to respond
expeditiously to situations involving the health and safety of employees and /or the public; comfort and
operational capability of any public meeting space. Routine repairs, service requests or other non - urgent
tasks shall be completed by journey level staff.
The journey -level worker(s) shall be proficient in the following trades:
All mechanical, electronic and pneumatic aspects of chilled water systems
• Centrifugal chiller systems
• VFD drives
• Air handling systems
• The interface and control of HVAC control systems
• Walk in refrigerators / freezers / evidence freezers
Billable Work
All requested work shall be considered billable hours and will require that a competitive estimate
for that proposed work be provided to the City Representative for consideration and approval prior to
work being completed.
Facilities -IVAC Service, Maintenance and Repairs 15 -114
21§514
Security Background Check of Personnel
Contractor is required t o provide security checks for all personnel assigned to work under this
contract. Security checks will be coordinated through Santa Ana Police Department. SAPID will conduct
security checks of all personnel assigned to work at SAPID. The records check may include finger
printing; Department of Justice system check for wanted persons, California Driver's License check,
Orange County warrant check and review of any local record. The City will be responsible for the costs
associated with this process. Additional checks will be required for all new employees during the lifetime
of the contract and all expenses shall be borne exclusively by the contractor. The City reserves the
right to approve /refuse any prospective employees of the contractor as a result of the background
check.
The following information most be provided to the City Representative no less than 30 days prior
to any employee's start of work:
a. Full Legal Name
b. Social Security Number
c. California Driver's License or ID Number
d. Birth Date
e. Current Valid Address
Damages
The Contractor will be responsible for all damages to the facility or contents caused by Contractor, their
staff, or by subcontractors during the performance of this contract.
Tools & Equipment
The contractor shall furnish and maintain all equipment necessary for properly service HVAC systems in
City buildings. The City of Santa Ana reserves the right to inspect equipment to be used to
perform services under this contract. Failure to provide regulatory compliant equipment for carrying out
all requirements of this contract may be grounds for termination of the contract.
Emergency Call Out Service
It is highly desirable that the awarded Contractor provide 24 -hour emergency service as needed in all
aspects of HVAC emergency repair for Santa Ana Police Department and various other facilities, as
included in this specification. Hours shall be Monday through Friday 5:OOpm to 6 :00am and 24 -hours
each day on weekends and holidays. Contractor shall have working personnel on -site within 1 hour of
the call -out, or respond by telephone to the City Representative within 1/2 hour if the problem is
correctable through the use of a computer /modem to alleviate the source of complaint.
HEATING - VENTILATION -AIR CONDITIONING (HVAC) SERVICE, REPAIR, MAINTENANCE AND
MONITORING AS REQUIRED
Contractor may be required to respond to indoor temperature complaints and provide expeditious
correction and record complaints and corrections at all City facilities.
Contractor shall be proficient in HVAC control systems.
Contractor may be required to inspect all HVAC systems at least twice each year, with seasonal
start -up and run inspections performed and documented.
Contractor may be required to provide oversight and documentation of Seasonal Preventative
Maintenance of chillers and boilers at the Police Headauarters Facility only; with service to be provided
by Proposer.
Contractor may be requested to perform the following services:
* For cooling towers - may be required to disassemble screens and access panels for
inspection, inspect the tower fill, support structure, sump and spray nozzles, fill valve, gear box,
Facilities HVAC Service, Maintenance and Repairs 15 -114
21§215
drive coupling, fan blades, and motor bearings, clean starter and cabinet, Inspect wiring, check
motor starter contacts for wear and proper operation, megger test the motor and log readings,
and check the condition of the contactor; and log observations.
• For pumps - may be required to lubricate bearings, inspect couplings, check for leaks, and
Investigate unusual noises.
• Contractor may be required to perform air - handling unit maintenance and repair which Includes
but Is rot limited to; all services recommended by manufacturer.
Additional Contractor Requirements
• Contractor shall show evidence of presently serving other municipal customers.
• Contractor shall hold current C10 and C20 licenses.
• Contractor shall provide HVAC employees that; possess a State of California Joint
Journeyman Apprentice Training Center Certification; Automation Specialists that are continually
factory trained on Automation System, and must be able to provide monthly operator coaching of
select personnel, certified in servicing Centrifugal Chillers and Allen Bradley, ABB Drives.
• Contractor shall provide the City with full -time journeyman -level mechanical personnel and
factory - trained automation specialists.
• Service specialists and technicians shall normally be dispatched from a local headquarters or
branch within a 20 -mile radius from the City Boundary line of the City of Santa Ana as defined in
the most current Thomas Guide Map.
• Contractor may be required to provide HVAC data protection and recovery services, control loop
tuning for the City's automation system.
• Contractor shall provide emergency access 24 hours a day, 7 days a week.
• Contractor shall supply their staff with their agency uniform and photo identification tags that
will be worn at all times. Uniforms shall display the Contractor logo, and employee first or last
name shall be clearly visible.
• Contractor shall provide MSDS sheets to City in a complete "Right to Know" binder for all
products used in City facilities. City will determine location of "Right to Know" books.
Facilities HVAC Service, Maintenance and Repairs 15 -114
2�1 §-l6
S__ PECTIC SERVICES —ALL Periodic Maintenance Applies to Police Headquarters Fac�
Maintenance as Requested
Proposer may be required to perform preventive maintenance in accordance with a program of standard
routines as determined by your experience, equipment application, and equipment operating hours that
are recommended by each equipment manufacturer and location. This service is designed to
optimize the reliability and efficiency of the equipment, extend the useful life of the City's equipment,
and provide proactive indications of excessive wear and damage to HVAC systems before a
catastrophic failure occurs during the next operating season. Proposer will also provide
recommendations for additional service(s) that will better enhance equipment performance.
Air Cooled Condenser Coil Cleaning
The proposer may be required to p r o v i d e t In 1 s s e r v i c e t o improve airflow across condenser
coils, improve heat transfer and extend the life of the compressors. Coil cleaning consists of cleaning
the outside surface of the condensing unit coils to remove any airborne particles, dirt build -up by using
a brush, high pressure air, chemical with low pressure wash or chemical with high pressure wash based
on the condition of outside environment and coil accessibility.
Evaporator Coil Cleaning
Proposer may be required to clean air handling unit evaporator coils so as to improve air
circulation in the air distribution system, and reduce dust and dirt that is in the system. Coils will be
Cleaned at a time that is mutually agreeable between the proposer and the City Representative. Coil
cleaning consists of cleaning the surface of the evaporator coil to remove dust and dirt particles that
have collected on the evaporator coil. Coils will be cleaned using a vacuum cleaner and /or other devices
that facilitate the proper cleaning of the coil.
Refrigerant Oil Analysis as Required
Proposer may be required to perform Spectro- Chemical Refrigerant Oil Analysis and trend oil
condition that identifies contaminants and possible system malfunctions caused by wear of moving
parts, such as bearings and shafts. This predictive wear analysis provides early identification of
problems prior to them becoming unplanned and costly. Based on the oil analysis results, proposer
will recommend when oil changes are needed, and may make other recommendations regarding the
operation and maintenance of your chiller plant. This service reduces the amount of waste oil
generated.
Coaling Tower Drain & Refill as Required
Proposer may be required to remove the condenser water from HVAC systems after the cooling season
to prevent possible damage and expensive repalrs caused by water freezing during winter months, and
refill the system prior to spring start -up. The equipment included under this service is itemized in the
HVAC Equipment List.
Operating Inspection as Required
Proposer may be required to provide this service to assure that mechanical equipment continues to
operate efficiently with minimal operating disruptions during the operating season. Proposer may be
required to provide routine operating inspection(s) to check system performance in accordance with a
program of standard routines as determined by our experience, the equipment manufacturer's
published recommendations, equipment application, and location. This service will focus an
equipment operation, fluid levels, operating and safety controls, and safe equipment operation.
Operating Inspection — Heating as Required
Facilities HVAC Service, Maintenance and Repairs 15 -114
Page 11
22B -17
The proposer may be required to provide this service to assure mechanical equipment continues to
operate efficiently, safely and with minimal operating disruptions during the operating season. The City
Representative will provide routine operating inspection(s) to check system performance in accordance
with a program of standard routines as determined by our experience, the equipment manufacturer's
published recommendations, equipment application, and location. This service will focus on equipment
operation, fluid levels, operating and safety controls, and safe equipment operation.
Operating Inspection — Cooling as Required
This service may be required to assure mechanical equipment continues to operate efficiently, safely
and with have minimal operating disruptions during the operating season. Proposerwill provide routine
operating inspection(s) to check system performance In accordance with a program of standard routines
as recommended by the equipment manufacturer's published recommendations, equipment
application, and location, This service will focus on equipment operation, fluid levels, operating and
safety controls, and safe equipment operation.
Equipment Tasking as Required
The following tasks may be requested on anus needed basis. These tasks are designed to maintain the
equipment in an optimum operating condition so that the equipment will operate reliably and
efficiently.
Reciprocating Compressors:
1. Perform annual Spectro- Chemical oil analysis test.
2. Preventive maintenance shall be performed as required.
3. Look -out and Tag -out equipment as required.
4. Check all electrical wiring and connections and tighten as required.
5. Check starter contactor surfaces for wear as required.
6. Visually leak check compressor and associated refrigerant piping as required.
7. Clean exterior of compressor as required.
8. Check operation of crankcase heater as required.
9. Meg -ohm motor from starter and record as required.
10. Check and calibrate all safety and cut -out devices as required.
11. Check and adjust compressor capacity controls as required.
12. Check, calibrate and adjust all operational controls as required.
13.
Exhaust Fans:
1. Preventative Maintenance as required.
2. Lock -out and Tag -out equipment as required.
3. Check all electrical wiring and connections and tighten as required.
4. Check all motor starter contactor surfaces for wear as required.
5. Clean starter and electrical control enclosures as required.
6, Lubricate motor bearings and fan bearings as required.
7. Check exhaust fan belts for wear, replace as required.
B. Check belt tension and sheave alignment and adjust as required.
9. Inspect exhaust fan unit assembly as required.
10, Check all mounting hardware and tighten as required.
Pneumatic Air Compressor:
1. Inspect unit, check for rust spots, oil leaks & general condition of unit as required.
2. Drain tank, check auto drain as required.
3. Check belt, adjust tension & sheave alignments, and replace belt as required.
4. Meg -ohm and record, as required.
Facilities HVAC Service, Maintenance and Repairs 15 -114
Page 12
22B -18
5. Check starter wiring & contacts as required.
6. Check motor amperage & voltage as required
7. Check Intake air filter, replace as required.
Air Handlers:
1, Provide Pour (4) quarterly Inspections and maintenance for (46) Air Handlers.
2. Preventive maintenance as required.
3. Lock -out and Tag -out equipment as required.
4. Check starter contacts for excessive wear as needed,
5. Tighten all starter wire connections as required.
6. Check belts, adjust or replace as needed.
7. Check pulley sheave alignment, adjust as required.
8. Meg -Ohm motor and record annually.
9. Check fan motor(s) amps.
9. Clean and lubricate unit motor bearings and fan bearings.
10. Check operation of economy dampers.
11. Lubricate all dampers and linkages as necessary.
12. Check operation of static vane (if applicable)
13. Visually check all coils for leaks (Annually)
14. Check and record all coil delta T (Annually)
15. Inspect all mounting hardware, tighten as needed.
Multi -zone Air Handlers: 911 Dispatch Area
1. Provide annual Preventive Maintenance Inspection on two (2) York Air Handlers.
2. Preventive maintenance as required.
3. Lock -out and Tag -out equipment as required.
4. Check fan motor amps as required.
5. Clean and lubricate components as required.
6. Check operation of economy dampers as required.
7. Check operation of static vane or dampers as required.
8. Check operation of zone dampers as required.
9. Check and adjust operating and safety controls as required.
Package Chiller:
Lock -out and Tag -out equipment as required.
Check condenser / Barrel tubes as required.
Check Chiller barrel tube as required.
Check and record unit amp draw as required.
Check unit Voltage and Record as required.
Check unit pressures and record as required.
Chiller with Reciprocating Compressors
1. Provide annual vibration analysis for two (2) York Chillers.
2. Provide annual leak test for two (2) York Chillers.
3. Provide four (4) quarterly inspections and maintenance for two (2) York Chillers.
4. Provide chiller controls coolant for two (2) York Chillers
3. Visually inspect equipment condition and operation as required.
4. Check for unusual vibration, noise, excessive temperatures & refrigerant leaks as required.
5. Check unit voltage and record as required.
6. Check unit operate and records as required.
7. Check unit operating hours and record as required.
8. Check condenser pressure and record as required.
Facilities HVAC Service, Maintenance and Repairs 15 -114
Page 13
I �,
9. Check evaporator pressure and record as required.
10. Check oil sump sight glass as required.
11. Record chilled water inlet temperature.
12. Record chilled water outlet temperature as required,
13. Check condenser water inlet as required.
14. Check condenser water outlet temperature as required.
15, Check compressor starter contacts for abnormal wear as required.
Variable Frequency Drive:
1. Check unit operation quarterly as required,
2. Check fault history report as required,
3. Check operation of manual bypass as required.
4. Verify drive signal Increase and decrease as required.
5. Check and tighten all electrical connections as required,
6. Check starter contacts for wear as required.
Computer Room Air Conditioning Units:
1. Check all electrical wiring and connection as required.
2. Check and replace filters as required.
3. Check all electrical wiring and connections; tighten as required
4. Check starter contactor surfaces for wear as required.
5. Check compressor amps and record as required.
6. Check sight glass for moisture level as required.
7. Check operation of crankcase heater as required.
8. Lubricate condenser fan motor and fan bearings as required.
9. Check condition of condenser coil, clean as required,
10, Check belts for wear, replace as required.
11. Check and adjust compressor capacity controls as required.
12. Lubricate indoor fan motor and bearings as required.
13. Check humidifier for proper operation as required.
Boilers:
1. Provide annual Preventive Maintenance Inspection on two (2) Bryan Boilers.
2. Provide annual Preventive Maintenance Inspection on four (4) Hot Water Boilers.
3. Check boilers for proper operation as required.
4. Check and use boiler viewport to check main burner flame as required.
5. Turn off and secure boiler as required.
6. Check boilers for any unusual noise or vibration as required.
7. Inspect gaskets for any signs of leaks as required.
8. Examine the venting system as required.
9. Remove and / or inspect gas pilot assembly, reinstall in accordance according to factory
specifications and tolerances.
% Check boiler circulating pumps for proper operation and lubricate as required.
11. Check flame safeguard control for pilot and main flame ignition as required.
12, Check operation of blower motor and circuitry as required.
13. Check operation of gas valves and vents as required.
14. Inspect and tighten all electrical connections as required
15. Check and adjust all boiler limit pressure controls and running interlocks as required.
16. Check operation and adjust low water controls as required.
17. Check burner, pilot and main flame ignition as required.
18. Check and oil combustion air fan as required.
10. Check expansion tank and site glass as required
Facilities HVAC Service, Maintenance and Repairs 15 -114
Page 14
22B -20
20. Check and record all entering and leaving water temperatures and pressures as required,
21, The equipment room shall be left in the same clean condition as existed prior to start of the work.
22. Refer to equipment O &M manual for any maintenance clarifications.
Cooling Tower:
1. Provide four (4) quarterly inspections and maintenance.
2. Preventive maintenance as required.
3. Lack -out and Tag -out equipment as required.
4. Check starter contacts for excessive wear as needed.
5. Tighten all starter wire connections.
6. Check gear reducer and couplings.
7. Meg -Ohm motor and VFD's.
8. Check fan balance and motor(s) amps.
9, Clean and lubricate unit motor bearings and fan blades.
10. Check operation of media and flow.
11. Lubricate all dampers and linkages as necessary.
Chilled Water Pumps:
1. Check pump and motor operation.
2. Check fault history report as required.
3. Check and operate bypass valves.
4. Checks and verify strainers for optimum flow.
5. Check and tighten all electrical connections as required
6. Check starter contacts for wear as required.
7. Check and record motor amp.
8. Lube and grease motor bearings as needed.
Johnson Controls:
1. Inspect and repair NCU 1 to NCU 12 for optimum operations.
2. Inspect and repair as needed 46 air handler controls.
3. Inspect all damper motors controls and set points.
4. Provide JCI parts as needed.
5. Check and calibrate all safety and cut -out devices as required.
6. Check and adjust programming as required.
7. Inspect Energy Management System (EMS) data base and adjust as needed.
Shooting Range:
1, Perform annual air balancing per requirements,
2. Perform Inspection and maintenance as required.
3. Lock -out and Tag -out equipment as required.
4. Check fan motor amps as required.
5. Clean and lubricate components as required.
6. Check operation of economy dampers as required.
7. Check operation of static vane or dampers as required.
8. Check operation of zone dampers as required.
9. Check and adjust operating and safety controls as required.
Freezers and /or Refrigerators
9, Check all operation, electrical, condensers, evaporators and refrigeration.
10. Check starter contactor surfaces for wear as required.
11. Check compressor amps and record as required.
12. Check sight glass for moisture level as required.
Facilities HVAC Service, Maintenance and Repairs 15 -114
Page 15
22B -21
13. Check operation of crankcase heater as required.
14. Lubricate condenser fan motor and fan bearings as required.
15. Check condition of condenser coils, clean as required.
16. Check belts for wear, replace as required.
17. Check and adjust compressor capacity controls as required.
18. Lubricate Indoor fan motor and bearings as required.
HVAC SERVICES — Pneumatic Applies to Police Headquarters Facility Only
Preventive Maintenance as Required
Proposer may be required to provide preventative maintenance on Pneumatic Air Compressors that
responds to changes in mechanical component performance, building use, and climatic conditions.
Service shall be in accordance with a program of standards as recommended by equipment
manufacturers' recommendations.
HVAC SERVICES - Water Treatment Applies to Police Headquarters Facility Onlv
Water Treatment Services as Required
Proposer may be required to provide Industrial water treatment to Identify four main problem areas:
scaling, corrosion, microbiological activity and disposal of residual wastewater. Water treatment services
will extend equipment life, provide operational efficiency, minimize downtime and control water born
disease such as Legionnaires' disease,
HVAC SERVICES - Infrared Service Applies to Police Headquarters Facility Only
Infrared Electric Panel Inspection as Required
The infrared inspection may be requested as it is an important form of non - destructive testing that has
become an indispensable predictive maintenance tool for electrical service panels. It shall be performed
with a portable infrared imaging system; equipment that detects infrared energy (heat) emitted from an
object and displays it as a dynamic thermal image. Using the IEEE /ANSI Standard, this inspection aids
in the evaluation of component temperatures. Proposer may be required to perform a biennial Infrared
scan of main electrical panels. A detailed report will be provided upon completion of onsite scan.
ENERGY SERVICES Applies to Police Headquarters Facility Only
Energy Optimization Services As Required
Proposer may be required to perform a benchmark analysis that compares a building's energy
performance against industry- recognized benchmarks and provides facility owners and operators with an
objective assessment of facility performance and a valuable starting point to identify and quantify the
value of energy conservation efforts. Through the Benchmark Report, Proposer will create an energy
baseline and obtain, if applicable, an ENERGY STAR Performance Rating utilizing Energy Star Portfolio
Manager to generate a Statement of Energy Performance. This rating compares our building's
performance against buildings of similar type and operating characteristics in similar climate zones. This
report will provide key data points in addition to an ENERGY STAR Performance Rating including Energy
Usage Intensity (EUI), Energy Cost Intensity (ECI), and the facility's Greenhouse Gas Emissions.
In addition, Proposer may be required to conduct a detailed analysis of facility Interval meter data, when
available from site metering and /or the utility provider. This enables us to gain further Insight into facility
performance, and provide a snapshot report to help understand performance and pinpoint areas for
operational efficiency, Based on current energy consumption and prices, Proposer energy analysis will
suggest potential improvement measures and quantify the impact on energy usage, cost savings and
GHG reductions.
Facilities HVAC Service, Maintenance and Repairs 15 -114
Page 16
22B -22
Technology and Energy Audits Applies to Pollce Headquarters Facility Only
Proposer may be required to review designated HVAC systems, evaluating the current use of our HVAC
Systems and what may have been changed or been modified in our dally facility operation that impacts
the effectiveness of the system. Proposer may review applicable building control technologies, suggest
possible new strategies or technologies that could be implemented to enhance our current system, and
consider what changes, enhancements and /or upgrades should be made to facilitate our future plans. In
addition, recommendations should be made about adding and /or modifying applications, sensors, points
panels and /or software where needed to improve building operation and performance. Proposer may
Interface with the local utility provider to determine possible incentives and rebates. Once the review is
completed, a written report of the findings and recommendations may be requested.
HVAC EQUIPMENT LIST
POLICE DEPARTMENT HEADQUARTERS (Maintenance & Repairs for this facility)
60 Civic Center Plaza
Air handlers: 46
Gravity Roof Vents: 15
Small recirculating pumps: 16
Chillers: 2
York Model YTHIJ3E2CRG
Building Boilers: 2
Bryan Model RV450- W- FDG -WXL 3,600,000 MGH (1995)
Water heater boilers: 4
2 - Model 1250 N 600 ATP -PVI 1,000,000 BTU /HR
2 - Model 1500 N 1500 ATP -PVI 1,200,000 BTU /HR
IT Server Room - Air Conditioning Units
1 — Liebert - Model VEZ45A -AAM Ser: 307193 -001
1 — Liebert — Model CDF30SLA Remote Condenser
Ser: 94009100
2 — DataAire — Model DTWV -0532 A/C Units
911 Dispatch Center
1 — York Air Handler Model D2CE240E03646ECC
with two (2) compressors and heating
Exhaust fans: 52
Large water pumps: 24
Cooling towers: 2
Marley Twin w /20HP Motor & gear reducer
Water booster system pumps: 3
A/C units: 8
Large Walk -in Freezers: 6
3 - Model LAHA - 032E - TAD -100 (Evidence)
3 - Kolpak AE66280B (Jail Kitchen)
Large Refrigerators: 4
1 - Model K55HIJZF (Evidence)
3 - Kolpak Cold Zone (Jail Kitchen)
NOTE: York Rotary Chiller YSCBCAS1 -CHA was decommissioned and does not require any attention.
Repairs as needed — for these facilities - Time & Materials Onlv
CITY HALL
20 Civic Center Plaza
Air Handler #11 — 8th Floor
Air Handler #10 — 7th Floor
Air Handler #09— 6th Floor
Air Handler #08 — 5th Floor
Air Handler 907 -- 4th Floor
Air Handler #06 — 3rd Floor
Air Handler #04 — 2nd Floor
Air Handler #01 — 1st Floor
Air Handler #02 -- 1st Floor Mezzanine
Air Handler #05 — Council Chambers
Air Handlers — Basement Data Rooms 1 & 2
Chilled Water Pump #1
Chilled Water Pump #2
Cond #1
Cond #2
Fluid cooler for Liebert
Exhaust unit
Chiller - AVM Condenser
Restroom exhaust
Fluid cooler for Data Center
Exhaust
Air Compressor #1
Air Compressor #2
Hot Water Pump
Flash Tank
Roof Exhaust Units (3)
Facilities HVAC Service, Maintenance and Repairs 15 -114
Page 17
22B -23
ROSS ANNEX
Trans box car units: 3
Ajax Boiler: 1
Split Systems: 4
CENTRAL LIBRARY
26 Civic Center Plaza
Air Handler #01 — Basement
Air Handler #02 — Basement
Air Handler #03 — 1st Floor Children's Area
Basement exhaust
CORPORATION YARD - ADMIN
220 Daisy St.
50 -Ton Rooftop HVAC: 1
5 -Tan Rooftop HVAC: 2
Hot Water Pumps: 2
FLEET OPERATIONS
215 Center St.
10 -Ton Ice Bear: 1
Exhaust Fans
STORES WAREHOUSE
10 -Ton Package Units: 2
Exhaust Fans: 4
NEWHOPE LIBRARY
122 Newhope Street
30 -Ton Carrier Package Unit: 1
Split System
MCFADDEN LEARNING CENTER
2627 W. McFadden Ave,
15 -Ton Trane Package Units: 2
Split System
SANTA ANITA CENTER
300 S. Figueroa St.
3 -Ton Carrier Package Unit: 1
Split System
Hot Water Pump: 1
Exhaust Fan
Chilled Water Pump - basement
Hot Water Pump - basement
Rooftop exhaust units
RAPAC Boiler: 1
Return Fan
Split Systems: 6
Supply Fans: 4
3 -Ton Package Units: 3
_ Facilities HVAC Service, Maintenance and Repairs 15 -114
Page 18
22B -24
SANTA ANA SENIOR CENTER
424 W, Third St,
35 -Ton Package Unit: 1
Roof Top Unit
SOUTHWEST SENIOR CENTER
2201 W, McFadden Ave.
4 -Ton Package Units: 6
Split System
CORBIN CENTER
2215 W. McFadden Ave.
2 -Ton Package Units: 5
5 -Ton Package Units: 2
Split System
JEROME CENTER
726 S. Center St,
4 -Ton Package Units: 5
Split System
EL SALVADOR CENTER
1825 W. Civic Center Dr.
3 -Ton Package Units: 7
4 -Ton Package Units: 2
1 -Ton Package Unit: 1
Split System
SANTA ANA REGIONAL TRANSPORTATION CENTER
1000 W. Santa Ana Blvd,
157 -Ton Chiller Unit: 1
Chiller Air Handlers: 57
GRAND CENTRAL ART CENTER
125 N. Broadway
100 -Ton Chiller Unit: 1
Chiller Air Handlers: 55
Facilities HVAC Service, Maintenance and Repairs 15 -114
Page 19
22B -25
EXHIBIT B
CITY OF SANTA ANA
REQUEST FOR PROPOSALS 15.114 FOR
FACILITY HVAC SERVICE, MAINTENANCE AND REPAIRS AT
VARIOUS CITY FACILITIES
RFP PROPOSAL PRICING LIST
POLICE FACILITY — 60 Civic Center Plaza
Provide Maintenance & Repair Services:
Per Scope of Specific Services (Pages 11 -17) and
HVAC Equipment List (Pages 17- 19) ............... .........................Annual Cost
Time and Materials Only
For work performed during regular business hours (Mon -Fri 7:00am to 5:00pm)
Regular Technician ...............................
Journeyman Chiller Mechanic. ..............
Apprentice Chiller Mechanic ...................
Sheet Metal Fabricator ............................
Balancing Technician...........
/hr
/hr
... ld8 p° /hr
$ 120,6'0 /hr
Materials Markup Percentage %, 2q
Base price source: �� /U1l lzSFl�
(MSRP, Wholesale, Dealer, Jobber)
Company Name:
COMMENTS OR EXCEPTIONS:
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
Facilities HVAC Service: Maintenance and Repairs 15 -114 J
Page
22B -26
22B -27
AGREEMENT FOR HVAC SERVICES, MAINTENANCE, AND REPAIR
CITY OF SANTA ANA (POLICE ADMINISTRATION AND OTHER CITY FACILITIES)
THIS AGREEMENT is made and entered into this 15th day of March, 2016 by and between F.M. Thomas
Air Conditioning, Inc. ( "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 16, 2015, the City issued Request for Proposal No, 15 -114, by which it sought
proposals from qualified firms for HVAC services, maintenance, and repair at selected City
facilities.
B. Contractor submitted a responsive proposal that was among those 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 RFP No. 15 -114 as Exhibit A and that is also attached to this Agreement 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 contracting
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
Contractor shall perform those services as may be directed by City at City's sole discretion, as set
forth in Exhibit A to this Agreement. Contractor's proposal is incorporated herein by reference.
2. COMPENSATION
a. City agrees to pay, and Contractor agrees to accept as total payment for its services the
rates and charges identified in Exhibit B, The total annual sutra to be expended under this
Agreement shall not exceed $100,000 during the term of this Agreement.
b. Paymcnt by City shall be made within forty -five of days (45) days following receipt of
proper invoice evidencing work performed, subject to City accounting procedures.
Payment need not be made for work that fails to meet the standards of performance set
forth in the Recitals which may reasonably be expected by City.
3. TERM
This Agreement shall commence on March 15, 2016 and terminate on March 14, 2019, uulless
terminated earlier in accordance with Section 15, below. The term of this Agreement may be extended
for one (1) one -year period upon a. writing executed by the City Manager and the City Attorney.
228'28
4. PREVAILING WAGES
Contractor is aware of the requirements of California Labor Code Section 1720, of seq., and
1770, or 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 being performed are
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 snore, Contractor agrees to fully comply with such
Prevailing Wage Laws. 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
5. INDEPENDENT CONTRACTOR
Contractor shall, during the entire term of this Agreement, be constiued to bean 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.
6. 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 Doctuments & 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.
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, 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,
0 r ',
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,
volunteers 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 California 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) 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 terminate
this Agreement, Such termination shall not affect Contractor's right to be paid for its time
and materials expended prior to notification of termination. Contractor waives the right to
receive componsation and agrees to indemnify the City for any work performed prior to
approval of insurance by the City.
8. INDEMNIFICATION
Contractor agrees to and shall indemnify and hold harmless the City, its officers, agents,
employees, consultants, special counsel, and representatives from liability: (1) for personal injury,
damages, just compensation, restitution, judicial or equitable relief arising out of claims forpersonal injury,
including death, and claims for property damage, which may arise from the negligent operations of the
Contractor or its, subcontractors, agents, employees, or other persons acting on their behalf which relates
22B -30
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 terns 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 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,
9. .RECORDS
Contractor shall keep records and invoices in connection with the work to be performed tinder 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.
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 Infonnation" 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 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.
22B -31
12. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be
in writing and shall be deemed to be properly 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:
To Contractor:
Francisco Gutierrez
Executive Director
Finance and Management
Services Agency
City of Santa Ana
20 Civic Center Plaza (M -17)
P.O. Box 1988
Santa Ana, California 92702
Fax 714 -647 -5406
F.M. Thomas Air Conditioning, Inc.
231 Gemini Avenue
Brea, CA 92821
Fax: 714-738-0886
Attn: Thomas Feyka
City Attorney's Office
City of Banta Ana
20 Civic Center Plaza (M -29)
P.O. Box 1988
Santa Ana, California 92702
Fax 714- 647 -6515
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, comnnrrication 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 facsinnile machine, addressed as set forth
above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays
shall be excluded.
13. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and. Contractor
regarding the subject matter therein, 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
22B -32
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 are not embodied herein.
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 consultants retained by City.
17 —V 01 klE[►11ar11 430
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 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 that fails to meet the standard of performance
specified in the Recitals of this Agreement.
16. NONDISCRIMINATION
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
or in connection with any activities sunder this Agreement. Contractor affinns that it is an equal opportunity
employer and shall comply with all applicable federal, state and local laws and regulations.
V. 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 in writing of its inability to obtain
228 -33
or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for
termination of this Agreement.
19. 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 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:
Maria D. Huizar
Clerk of the Council
SONIA R. CARVALHO
City Attorney
By:
John .Funk
Assistant City Attorney
RECOMMENDED FOR APPROVAL:
Francisco Gutierrez
Executive Director
Finance and Management Services Agency
CITY OF SANTA ANA
David Cavazos
City Manager
CONTRACTOR:
By:
Thomas Feyka
F.M. Air Conditioning Inc.
Tax ID#
228-34
I4:I.I114111 �
CITY OF SANTA ANA
REQUEST FOR PROPOSALS 15 -114 FOR
FACILITY HVAC SERVICE, MAINTENANCE AND REPAIRS AT
VARIOUS CITY FACILITIES
SCOPE OF SERVICES & SPECIFICATIONS
General Information
The Contractor shall retain professional personnel who have successfully and competently provided
municipal facility HVAC repair services on projects of similar scope and complexity. It shall be the
Contractor's responsibility to provide as required by the City a competitive hourly rate for repairs and
service of all aspects of HVAC systems in City defined facilities. All requested HVAC repairs / service
shall be provided in accordance with the highest standards of the Industry, skill, workmanship, applicable
trade practices, meet warranties and in conformance to all applicable laws, codes and regulations. The
successful Proposer's maintenance and repairs program for the Police Department
Headquarters, and repairs as needed program for all facilities shall, at a minimum, include but not be
limited to the specifications outlined herein.
Services to be Provided
It is the Proposer's responsibility to provide service proposals as required of HVAC trades, central plant
chiller systems, air handlers, and automation systems as needed, and all requested services are to be
compliant with all Federal, State, CARB, AQMD, OSHA and all other applicable regulatory requirements.
Pricing Tabulation Sheets
Prices as stated on the RFP 15.114 Pricing Sheet (Page 37) shall be for HVAC maintenance at the
Police Department Headquarters only, and for repairs as needed at all facilities.
HVAC Repair Staffing
The Contractor shall provide staffing levels sufficient to provide a high level of customer service, program
support, HVAC maintenance and repair at designated City facilities as required:
Staffing should include staff certified and proficient in the complete maintenance and repair of Centrifugal
Chiller systems, air handlers, pneumatic and DDC systems, walk in refrigerators and freezers, and a
variety of package HVAC units. Additionally, service levels shall provide the capacity to respond
expeditiously to situations ,involving the health and safety of employees and /or the public; comfort and
operational capability of any public meeting space. Routine repairs, service requests or other non - urgent
tasks shall be completed by journey level staff.
The journey -level worker(s) shall be proficient in the following trades:
• All mechanical, electronic and pneumatic aspects of chilled water systems
• Centrifugal chiller systems
• VFD drives
• Air handling systems
• The interface and control of HVAC control systems
• Walk In refrigerators /freezers / evidence freezers
Billable Work
All r e q U s t e d work shall be considered billable hours and will require that a competitive estimate
for that proposed work be provided to the City Representative for consideration and approval prior to
work being completed.
Facilities HVAC Service, Maintenance and Repairs 15 -114
Pa e 8
22 -35
Security Background Check of Personnel
Contractor is required t o provide security checks for all personnel assigned to work under this
contract. Security checks will be coordinated through Santa Ana Police Department. SAPID will conduct
security checks of all personnel assigned to work at SAPID. The records check may include finger
printing; Department of Justice system check for wanted persons, California Driver's License check,
Orange County warrant check and review of any local record. The City will be responsible for the costs
associated with this process. Additional checks will be required for all new employees during the lifetime
of the contract and all expenses shall be borne exclusively by the contractor. The City reserves the
right to approve /refuse any prospective employees of the contractor as a result of the background
check.
The following Information must be provided to the City Representative no less than 30 days prior
to any employee's start of work;
a. Full Legal Name
b. Social Security Number
c. California Driver's License or ID Number
d. Birth Date
e. Current Valid Address
Damages
The Contractor will be responsible for all damages to the facility or contents caused by Contractor, their
staff, or by subcontractors during the performance of this contract.
Tools & Equipment
The contractor shall furnish and maintain all equipment necessary for properly service HVAC systems in
City buildings. The City of Santa Ana reserves the right to inspect equipment to be used to
perform services under this contract. Failure to provide regulatory compliant equipment for carrying out
all requirements of this contract may be grounds for termination of the contract.
Emergency Call Out Service
It is highly desirable that the awarded Contractor provide 24 -hour emergency service as needed in all
aspects of HVAC emergency repair for Santa Ana Police Department and various other facilities, as
included in this specification. Hours shall be Monday through Friday 5:00pm to 6:00am and 24 -hours
each day on weekends and holidays. Contractor shall have working personnel on -site within 1 hour of
the call -out, or respond by telephone to the City Representative within 1/2 hour if the problem is
correctable through the use of a computer /modem to alleviate the source of complaint.
HEATING- VENTILATION -AIR CONDITIONING (HVAC) SERVICE, REPAIR, MAINTENANCE AND
MONITORING AS REQUIRED
Contractor may be required to respond to indoor temperature complaints and provide expeditious
correction and record complaints and corrections at all City facilities.
Contractor shall be proficient in HVAC control systems.
Contractor may be required to inspect all HVAC systems at least twice each year, with seasonal
start-up and run Inspections performed and documented.
Contractor may be required to provide oversight and documentation of Seasonal Preventative
Maintenance of chillers and boilers at the Police Headquarters Facility only; with service to be provided
by Proposer.
Contractor may be requested to perform the following services:
For cooling towers - may be required to disassemble screens and access panels for
inspection, inspect the tower fill, support structure, sump and spray nozzles, fill valve, gear box,
Facilities HVAC Service, Maintenance and Repairs 15 -114
Pa o 9
22 -36
drive coupling, fan blades, and motor bearings, clean starter and cabinet, Inspect wiring, check
motor starter contacts for wear and proper operation, megger test the motor and log readings,
and check the condition of the contactor; and log observations.
• For pumps - may be required to lubricate bearings, inspect couplings, check for leaks, and
investigate unusual noises.
Contractor may be required to perform air - handling unit maintenance and repair which includes
but is not limited to; all services recommended by manufacturer.
Additional Contractor Requirements
• Contractor shall show evidence of presently serving other municipal customers.
• Contractor shall hold current C10 and C20 licenses.
• Contractor shall provide HVAC employees that; possess a State of California Joint
Journeyman Apprentice Training Center Certification; Automation Specialists that are continually
factory trained on Automation System, and must be able to provide monthly operator coaching of
select personnel, certified in servicing Centrifugal Chillers and Allen Bradley, ABB Drives.
• Contractor shall provide the City with full -time journeyman -level mechanical personnel and
factory- trained automation specialists.
• Service specialists and technicians shall normally be dispatched from a local headquarters or
branch within a 20 -mile radius from the City Boundary line of the City of Santa Ana as defined in
the most current Thomas Guide Map.
• Contractor may be required to provide HVAC data protection and recovery services, control loop
tuning for the City's automation system.
• Contractor shall provide emergency access 24 hours a day, 7 days a week.
Contractor shall supply their staff with their agency uniform and photo identification tags that
will be worn at all times. Uniforms shall display the Contractor logo, and employee first or last
name shall be clearly visible.
• Contractor shall provide MSDS sheets to City in a complete "Right to Know" binder for all
products used in City facilities. City will determine location of "Right to Know" books.
Facilities HVAC Service, Maintenance and Repairs 15 -114
22B-37
SPECIE[G SERVICES —ALL Periodic Maintenance Applies to Police Headquarters Facillf y Only
Maintenance as Requested
Proposer may be required to perform preventive maintenance in accordance with a program of standard
routines as determined by your experience, equipment application, and equipment operating hours that
are recommended by each equipment manufacturer and location. This service is designed to
optimize the reliability and efficiency of the equipment, extend the useful life of the City's equipment,
and provide proactive indications of excessive wear and damage to HVAC systems before a
catastrophic failure occurs during the next operating season. Proposer will also provide
recommendations for additional service(s) that will better enhance equipment performance.
Air Cooled Condenser Coil Cleaning
The proposer may be required to p r o v i d e t h i s s e r v i c e t o improve airflow across condenser
coils, improve heat transfer and extend the life of the compressors. Coil cleaning consists of cleaning
the outside surface of the condensing unit coils to remove any airborne particles, dirt build -up by using
a brush, high pressure air, chemical with low pressure wash or chemical with high pressure wash based
on the condition of outside environment and coil accessibility.
Evaporator Coil Cleaning
Proposer may be required to clean air handling unit evaporator coils so as to improve air
circulation in the air distribution system, and reduce dust and dirt that is in the system. Coils will be
cleaned at a time that is mutually agreeable between the proposer and the City Representative. Coil
cleaning consists of cleaning the surface of the evaporator coil to remove dust and dirt particles that
have collected on the evaporator coil. Colts will be cleaned using a vacuum cleaner andlor other devices
that facilitate the proper cleaning of the coil.
Refrigerant Oil Analysis as Required
Proposer may be required to perform Spectro- Chemical Refrigerant Oil Analysis and trend oil
condition that identifies contaminants and possible system malfunctions caused by wear of moving
parts, such as bearings and shafts. This predictive wear analysis provides early identification of
problems prior to them becoming unplanned and costly. Based on the oil analysis results, proposer
will recommend when oil changes are needed, and may make other recommendations regarding the
operation and maintenance of your chiller plant. This service reduces the amount of waste oil
generated.
Cooling Tower Drain & Refill as Required
Proposer may be required to remove the condenser water from HVAC systems after the cooling season
to prevent possible damage and expensive repairs caused by water freezing during winter months, and
refill the system prior to spring start -up. The equipment included under this service le itemized in the
HVAC Equipment List.
Operating Inspection as Required
Proposer may be required to provide this service to assure that mechanical equipment continues to
operate efficiently with minimal operating disruptions during the operating season. Proposer may be
required to provide routine operating inspection(s) to check system performance in accordance with a
program of standard routines as determined by our experience, the equipment manufacturer's
published recommendations, equipment application, and location. This service will focus on
equipment operation, fluid levels, operating and safety controls, and safe equipment operation,
Operating Inspection — Heating as Required
Facilities HVAC Service, Maintenance and Repairs 15 -114
Page 11
22B -38
The proposer may be required to provide this service to assure mechanical equipment continues to
operate efficiently, safely and with minimal operating disruptions during the operating season. The City
Representative will provide routine operating inspection(s) to check system performance in accordance
with a program of standard routines as determined by our experience, the equipment manufacturer's
published recommendations, equipment application, and location. This servicewili focus on equipment
operation, fluid levels, operating and safety controls, and safe equipment operation.
Operating Inspection — Cooling as Required
This service may be required to assure mechanical equipment continues to operate efficiently, safely
and with have minimal operating disruptions during the operating season. Proposerwill provide routine
operating inspection(s) to check system performance in accordance with a program of standard routines
as recommended by the equipment manufacturer's published recommendations, equipment
application, and location. This servico will focus on equipment operation, fluid levels, operating and
safety controls, and safe equipment operation.
Equipment Tasking as Required
The following tasks may be requested on an as needed basis. These tasks are designed to maintain the
equipment in an optimum operating condition so that the equipment will operate reliably and
efficiently.
Reciprocating Compressors:
1. Perform annual Spectro- Chemical oil analysis test.
2. Preventive maintenance shall be performed as required.
3. Lock -out and Tag -out equipment as required.
4. Check all electrical wiring and connections and tighten as required.
5, Check starter contactor surfaces for wear as required.
6. Visually leak check compressor and associated refrigerant piping as required.
7. Clean exterior of compressor as required.
8. Check operation of crankcase heater as required.
9. Meg -ohm motor from starter and record as required.
10. Check and calibrate all safety and cut -out devices as required.
11. Check and adjust compressor capacity controls as required.
12. Check, calibrate and adjust all operational controls as required.
13.
Exhaust Fans:
1. Preventative Maintenance as required,
2. Lock -out and Tag -out equipment as required.
3. Check all electrical wiring and connections and tighten as required
4. Check all motor starter contactor surfaces for wear as required.
5. Clean starter and electrical control enclosures as required.
6. Lubricate motor bearings and fan bearings as required.
7. Check exhaust fan belts for wear, replace as required.
8. Check belt tension and sheave alignment and adjust as required.
9. Inspect exhaust fan unit assembly as required.
10. Check all mounting hardware and tighten as required.
Pneumatic Air Compressor:
1. Inspect unit, check for rust spots, oil leaks & general condition of unit as required.
2. Drain tank, check auto drain as required.
3. Check belt, adjust tension & sheave alignments, and replace belt as required.
4. Meg -ohm and record, as required.
Facilities HVAC Service, Maintenance and Repairs 15 -114
Page 12
22B -39
5. Check starter wiring & contacts as required.
6. Check motor amperage & voltage as required.
7. Check intake air filter, replace as required.
Air Handlers:
1. Provide four (4) quarterly inspections and maintenance for (46) Air Handlers
2. Preventive maintenance as required.
3. Lock -out and Tag -out equipment as required.
4. Check starter contacts for excessive wear as needed.
5. Tighten all starter wire connections as required.
6. Check belts, adjust or replace as needed.
7. Check pulley sheave alignment, adjust as required.
8. Meg -Ohm motor and record annually.
9. Check fan motor(s) amps.
9. Clean and lubricate unit motor bearings and fan bearings.
10. Check operation of economy dampers.
11. Lubricate all dampers and linkages as necessary.
12. Check operation of static vane (if applicable)
13. Visually check all coils for leaks (Annually)
14. Check and record all coil delta T (Annually)
15. Inspect all mounting hardware, tighten as needed.
Multi -zone Air Handlers: 911 Dispatch Area
1. Provide annual Preventive Maintenance Inspection on two (2) York Air Handlers
2. Preventive maintenance as required.
3. Lock -out and Tag -out equipment as required.
4. Check fan motor amps as required.
5. Clean and lubricate components as required.
6. Check operation of economy dampers as required.
7. Check operation of static vane or dampers as required.
8. Check operation of zone dampers as required.
9. Check and adjust operating and safety controls as required.
Package Chiller:
1. Lock -out and Tag -out equipment as required.
2. Check condenser / Barrel tubes as required.
3. Check Chiller barrel tube as required.
4. Check and record unit amp draw as required.
5. Check unit Voltage and Record as required.
6. Check unit pressures and record as required.
Chiller with Reciprocating Compressors:
1. Provide annual vibration analysis for two (2) York Chillers.
2. Provide annual leak test for two (2) York Chillers.
3. Provide four (4) quarterly inspections and maintenance for two (2) York Chillers.
4. Provide chiller controls coolant for two (2) York Chillers
3. Visually inspect equipment condition and operation as required.
4. Check for unusual vibration, noise, excessive temperatures & refrigerant leaks as required.
5. Check unit voltage and record as required.
6. Check unit operate and records as required.
7. Check unit operating hours and record as required.
8, Check condenser pressure and record as required.
Facilitles HVAC Service, Maintenance and Repairs 15 -114
Page 13
22B-40
9. Check evaporator pressure and record as required.
10. Check oil sump sight glass as required.
11. Record chilled water inlet temperature,
12. Record chilled water outlet temperature as required.
13. Check condenser water inlet as required.
14. Check condenser water outlet temperature as required.
15. Check compressor starter contacts for abnormal wear as required.
Variable Frequency Drive:
1. Check unit operation quarterly as required.
2. Check fault history report as required.
3. Check operation of manual bypass as required.
4. Verify drive signal increase and decrease as required.
5. Check and tighten all electrical connections as required.
6. Check starter contacts for wear as required.
Computer Room Air Conditioning Units:
1. Check all electrical wiring and connection as required.
2. Check and replace filters as required.
3. Check all electrical wiring and connections; tighten as required.
4. Check starter contactor surfaces for wear as required.
5. Check compressor amps and record as required.
6. Check sight glass for moisture level as required.
7. Check operation of crankcase heater as required.
8. Lubricate condenser fan motor and fan bearings as required.
9. Check condition of condenser coil, clean as required.
10. Check belts for wear, replace as required.
11. Check and adjust compressor capacity controls as required.
12. Lubricate indoor fan motor and bearings as required.
13, Check humidifier for proper operation as required.
Boilers:
1. Provide annual Preventive Maintenance Inspection on two (2) Bryan Boilers.
2. Provide annual Preventive Maintenance Inspection on four (4) Hot Water Boilers.
3. Check boilers for proper operation as required,
4. Check and use boiler viewport to check main burner flame as required.
5. Turn off and secure boiler as required.
6. Check boilers for any unusual noise or vibration as required.
7. Inspect gaskets for any signs of leaks as required.
S. Examine the venting system as required.
9. Remove and / or Inspect gas pilot assembly, reinstall in accordance according to factory
specifications and tolerances.
10. Check boiler circulating pumps for proper operation and lubricate as required.
11. Check flame safeguard control for pilot and main flame ignition as required.
12. Check operation of blower motor and circuitry as required.
13. Check operation of gas valves and vents as required.
14. Inspect and tighten all electrical connections as required
15. Check and adjust all boiler limit pressure controls and running interlocks as required.
16. Check operation and adjust low water controls as required.
17. Check burner, pilot and main flame ignition as required.
18. Check and oil combustion air fan as required.
19. Check expansion tank and site glass as required
Facilities I-IVAC Service, Maintenance and Repairs 15 -114
Page 14
22B -41
20. Check and record all entering and leaving water temperatures and pressures as required.
21, The equipment room shall be left in the same clean condition as existed prior to start of the work.
22. Refer to equipment O &M manual for any maintenance clarifications.
Cooling Tower:
1. Provide four (4) quarterly inspections and maintenance.
2. Preventive maintenance as required.
3. Lock -out and Tag -out equipment as required.
4. Check starter contacts for excessive wear as needed.
5. Tighten all starter wire connections.
6. Check gear reducer and couplings.
7. Meg -Ohm motor and VFD's,
8, Check fan balance and motor(s) amps.
9. Clean and lubricate unit motor bearings and fan blades.
10. Check operation of media and flow.
11. Lubricate all dampers and linkages as necessary.
Chilled Water Pumps:
1. Check pump and motor operation.
2. Check fault history report as required.
3. Check and operate bypass valves.
4. Checks and verify strainers for optimum flow.
5. Check and tighten all electrical connections as required.
6. Check starter contacts for wear as required.
7. Check and record motor amp.
8. Lube and grease motor bearings as needed.
Johnson Controls:
1. Inspect and repair NCU 1 to NCU 12 for optimum operations.
2. Inspect and repair as needed 46 air handler controls.
3. Inspect all damper motors controls and set points.
4. Provide JCI parts as needed.
5. Check and calibrate all safety and cut -out devices as required.
6. Check and adjust programming as required.
7. Inspect Energy Management System (EMS) data base and adjust as needed.
Shooting Range:
1. Perform annual air balancing per requirements.
2. Perform inspection and maintenance as required.
3. Lock -out and Tag -out equipment as required.
4. Check fan motor amps as required.
5, Clean and lubricate components as required.
6. Check operation of economy dampers as required.
7. Check operation of static vane or dampers as required.
8. Check operation of zone dampers as required.
9. Check and adjust operating and safety controls as required
Freezers and/or Refrigerators:
9, Check all operation, electrical, condensers, evaporators and refrigeration.
10. Check starter contactor surfaces for wear as required.
11. Check compressor amps and record as required.
12. Check sight glass for moisture level as required.
Facilities HVAC Service, Maintenance and Repairs 15 -114
Page 15
22B-42
13, Check operation of crankcase heater as required.
14. Lubricate condenser fan motor and fan bearings as required.
15. Check condition of condenser coils, clean as required.
16. Check belts for wear, replace as required.
17. Check and adjust compressor capacity controls as required.
18. Lubricate indoor fan motor and bearings as required.
HVAC SERVICES — Pneumatic ,Applies to Police Headquarters Facility Only
Preventive Maintenance as Required
Proposer may be required to provide preventative maintenance on Pneumatic Air Compressors that
responds to changes in mechanical component performance, building use, and climatic conditions.
Service shall be in accordance with a program of standards as recommended by equipment
manufacturers' recommendations.
HVAC SERVICES - Water Treatment Applies to Police Headquarters Facility Only
Water Treatment Services as Required
Proposer may be required to provide Industrial water treatment to Identify four main problem areas:
scaling, corrosion, microbiological activity and disposal of residual wastewater, Water treatment services
will extend equipment life, provide operational efficiency, minimize downtime and control water born
disease such as Legionnaires' disease.
HVAC SERVICES - Infrared Service Applies to Police Headquarters Facility Only
Infrared Electric Panel Inspection as Required
The infrared inspection may be requested as it is an important form of non - destructive testing that has
become an indispensable predictive maintenance tool for electrical service panels. It shall be performed
with a portable infrared imaging system; equipment that detects infrared energy (heat) emitted from an
object and displays it as a dynamic thermal image. Using the IEEE /ANSI Standard, this inspection aids
in the evaluation of component temperatures. Proposer may be required to perform a biennial Infrared
scan of main electrical panels. A detailed report will be provided upon completion of onsite scan.
ENERGY SERVICES Applies to Police Headquarters Facility Only
Energy Optimization Services As Required
Proposer may be required to perform a benchmark analysis that compares a building's energy
performance against industry - recognized benchmarks and provides facility owners and operators with an
objective assessment of facility performance and a valuable starting point to identify and quantify the
value of energy conservation efforts. Through the Benchmark Report, Proposer will create an energy
baseline and obtain, if applicable, an ENERGY STAR Performance Rating utilizing Energy Star Portfolio
Manager to generate a Statement of Energy Performance. This rating compares our building's
performance against buildings of similar type and operating characteristics in similar climate zones, This
report will provide key data points in addition to an ENERGY STAR Performance Rating including Energy
Usage Intensity (EUI), Energy Cost Intensity (ECI), and the facility's Greenhouse Gas Emissions.
In addition, Proposer may be required to conduct a detailed analysis of facility interval meter data, when
available from site metering and /or the utility provider. This enables us to gain further insight into facility
performance, and provide a snapshot report to help understand performance and pinpoint areas for
operational efficiency. Based on current energy consumption and prices, Proposer energy analysis will
suggest potential improvement measures and quantify the impact on energy usage, cost savings and
GHG reductions.
Facilities HVAC Service, Maintenance and Repairs 15-114
Page 16
22B-43
Technology and Energy Audits Applies to Police Headquarters Facility Only
Proposer may be required to review designated HVAC systems, evaluating the current use of our HVAC
Systems and what may have been changed or been modified in our daily facility operation that Impacts
the effectiveness of the system. Proposer may review applicable building control technologies, suggest
possible new strategies or technologies that could be implemented to enhance our current system, and
consider what changes, enhancements and /or upgrades should be made to facilitate our future plans. In
addition, recommendations should be made about adding and /or modifying applications, sensors, points
panels and /or software where needed to Improve building operation and performance. Proposer may
interface with the local utility provider to determine possible incentives and rebates. Once the review is
completed, a written report of the findings and recommendations may be requested.
HVAC EQUIPMENT LIST
POLICE DEPARTMENT HEADQUARTERS (Maintenance & Repairs for this facility)
60 Civic Center Plaza
Air handlers: 46
Gravity Roof Vents: 15
Small recirculating pumps: 16
Chillers: 2
York Model YTHIJ3E2CRG
Building Boilers: 2
Bryan Model RV450- W- FDG -WXL 3,600,000 MGH (1995)
Water heater boilers: 4
2 - Model 1250 N 600 ATP -PVI 1,000,000 BTU /HR
2 - Model 1500 N 1500 ATP -PVI 1,200,000 BTU /HR
IT Server Room - Air Conditioning Units
1 — Liebert - Model VEZ45A -AAM Bar: 307193 -001
1 -- Liebert — Model CDF308LA Remote Condenser
Ser: 94009100
2 — DataAire — Model DTWV -0532 A/C Units
911 Dispatch Center
1 — York Air Handler Model D2CE240E03646ECC
with two (2) compressors and heating
Exhaust fans: 52
Large water pumps: 24
Cooling towers: 2
Marley Twin w /20HP Motor & gear reducer
Water booster system pumps: 3
A/C units: B
Large Walk -in Freezers: 6
3 - Model LAHA- 032E -TAD -100 (Evidence)
3 - Kolpak AE66280B (Jail Kitchen)
Large Refrigerators: 4
1 - Model K55HIJZF (Evidence)
3 - Kolpak Cold Zone (Jail Kitchen)
NOTE: York Rotary Chiller YSCBCAS1 -CHA was decommissioned and does not require any attention.
Repairs as needed — for these facilities - Time & Materials Only
CITY HALL
20 Civic Center Plaza
Air Handler #11 — 8th Floor
Cond #1
Air Handler #10— 7th Floor
Cond #2
Air Handler #00— 6th Floor
Fluid cooler for Liebert
Air Handler #08 — 5th Floor
Exhaust unit
Air Handler 907 — 4th Floor
Chiller - AVM Condenser
Air Handler #06 — 3rd Floor
Restroom exhaust
Air Handler #04 — 2nd Floor
Fluid cooler for Data Center
Air Handler #01 — 1st Floor
Exhaust
Air Handler #02 — 1st Floor Mezzanine
Air Compressor #1
Air Handler #05 — Council Chambers
Air Compressor #2
Air Handlers — Basement Data Rooms 1 & 2
Not Water Pump
Chilled Water Pump #1
Flash Tank
Chilled Water Pump #2
Roof Exhaust Units (3)
Facilities HVAC Service, Maintenance and Repairs 15 -114
Page 17
22B-44
ROSS ANNEX
Trans box car units: 3
Ajax Boiler: 1
Split Systems: 4
CENTRAL LIBRARY
26 Civic Center Plaza
Air Handler #01 — Basement
Air Handler #02 -- Basement
Air Handler #03 -1st Floor Children's Area
Basement exhaust
CORPORATION YARD -ADMIN
220 Daisy St.
50 -Ton Rooftop HVAC; 1
5 -Ton Rooftop HVAC: 2
Hot Water Pumps: 2
FLEET OPERATIONS
215 Center St.
10 -Ton Ice Bear: 1
Exhaust Pans
STORES WAREHOUSE
10 -Ton Package Units: 2
Exhaust Fans: 4
NEWHOPE LIBRARY
122 Newhope Street
30 -Ton Carrier Package Unit: 1
Split System
MCFADDEN LEARNING CENTER
2627 W. McFadden Ave,
15 -Ton Trane Package Units: 2
Split System
SANTA ANITA CENTER
300 S. Figueroa St,
3 -Tan Carrier Package Unit: 1
Split System
Hot Water Pump: 1
Exhaust Fan
Chilled Water Pump - basement
Hot Water Pump - basement
Rooftop exhaust units
RAPAC Boiler: 1
Return Fan
Split Systems: 6
Supply Fans; 4
3 -Ton Package Units: 3
Facilities HVAC Service, Maintenance and Repairs 15.114
Page 18
22B -45
SANTA ANA SENIOR CENTER
424 W. Third St,
35 -Ton Package Unit: 1
Roof Top Unit
SOUTHWEST SENIOR CENTER
2201 W. McFadden Ave.
4 -Ton Package Units: 6
Split System
CORBIN CENTER
2215 W, McFadden Ave,
2 -Ton Package Units: 5
5 -Ton Package Units: 2
Split System
JEROME CENTER
726 S. Center St.
4 -Ton Package Units: 5
Split System
EL SALVADOR CENTER
1825 W. Civic Center Dr.
3 -Ton Package Units: 7
4 -Ton Package Units: 2
1 -Ton Package Unit: 1
Split System
SANTA ANA REGIONAL TRANSPORTATION CENTER
1000 W. Santa Ana Blvd.
157 -Ton Chiller Unit: 1
Chiller Air Handlers: 57
GRAND CENTRAL ART CENTER
125 N. Broadway
100 -Ton Chiller Unit: 1
Chiller Air Handlers: 55
Facilities HVAC Service, Malntenance and Repairs 15 -114
Page 19
22B-46
CITY OF SANTA ANA
REQUEST FOR PROPOSALS 15 -114 FOR
FACILITY HVAC SERVICE, MAINTENANCE AND REPAIRS AT
VARIOUS CITY FACILITIES
RFP PROPOSAL PRICING LIST
POLICE FACILITY— 60 Civic Center Plaza
Provide Maintenance & Repair Services:
Per Scope of Specific Services (Pages 11 -17) and
HVAC Equipment List (Pages 17 -19) ..... .......... .........................Annual Cost 1.7 ! g ( S
Time and Materials Only.
For work performed during regular business hours (Mon -Fri 7:00am to 5:00pm)
Regular Technician ........ ..............................I ( I � — /hr
Journeyman Chiller Mechanic...................... — Air
Apprentice Chiller Mechanic ........................$ 69 6' — /hr
Sheet Metal Fabricator ... ..............................$ 6 r�— /hr
Balancing Technician ..... ..............................L_1_2, /hr
Materials Markup Percentage % p /o
Base prices rce: (a )po
(MSRP, holesale Dealer, Jobber) J �
Company Name: M _. ' /`--
COMMENTS OR EXCEPTIONS:
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
A,
Facilities HVAC Service, Maintenance and Repairs 15-114
Page
22B-47
r
AGREEMENT FOR HVAC SERVICES, MAINTENANCE, AND REPAIR
CITY OF SANTA ANA (POLICE ADMINISTRATION AND OTHER CITY FACILITIES)
THIS AGREEMENT is made and entered into this 15th day of March, 2016 by and between Johnson
Controls, Inc. ( "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 16, 2015, the City issued Request for Proposal No. 15 -114, by which it sought
proposals from qualified firms for HVAC services, maintenance, and repair at selected City
facilities.
B. Contractor submitted a, responsive proposal that was among those 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 RFP No. 15 -114 as Exhibit A and that is also attached to this Agreement 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 raider this Agreement will be performed
in compliance with such standards as may reasonably be expected from a professional contracting
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
Contractor shall perform those services as may be directed by City at City's sole discretion, as set
forth in Exhibit A to this Agreement. Contractor's proposal is incorporated herein by reference.
2. COMPENSATION
a. City agrees to pay, and Contractor agrees to accept as total payment for its services the
rates and charges identified in Eihibit B. The total annual surn to be expended, under this
Agreement shall not exceed $100,000 during the tern of this Agreement.
b. Payment by City shall be made within forty -five of days (45) days following receipt of
proper invoice evidencing work performed, subject to City accounting procedures.
Payment need not be made for work that fails to meet the standards of performance set
forth in the Recitals which may reasonably be expected by City.
3. TERM
This Agreement shall commence on March 15, 2016 and terminate on March 14, 2019, unless
terminated earlier in accordance with Section 15, below. The temi of this Agreement may be extended
for one (1) one =year period upon a writing executed by the City Manager and the City Attorney.
228-49
4. 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 being performed are
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. 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
5. 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.
6. 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 Docunents 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
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, 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,
22B -50
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,
volunteers 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 California 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 (orrors 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) Contractor shall supply City with a filly executed additional insured
endorsement.
f. 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 terminate
this Agreement. Such termination shalt not affect Contractor's right to be paid for its time
and materials expended prior to notification 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.
8. INDEMNIFICATION
Contractor agrees to and shall indemnify and hold harmless the City, its officers, agents,
employees, consultants, 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 fiom the negligent operations of the
Contractor or its, subcontractors, agents, employees, or other persons acting on their behalf which relates
228 -51
to the services described in section I 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 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.
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
minirnuan 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.
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 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 marmer with performance of services specified under this Agreement.
228 -52
12. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be
in writing and shall be deemed to be properly 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:
To Contractor:
Francisco Gutierrez
Executive Director
Finance and Management
Services Agency
City of Santa Ana
20 Civic Center Plaza (M -17)
P.O. Box 1988
Santa Ana, California 92702
Fax 714- 647 -5406
Jobnson Controls, Inc,
5770 garland Drive, Suite A
Cypress, CA 90630 -5047
Fax: 562 -799 -3621
Attn: Kal Hassanieh
City Attorney's Office
City of Santa Ana
20 Civic Center Plaza (M -29)
P,O. Box 1988
Santa Ana, California 92702
Fax 714 - 647 -6515
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.
13. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and Contractor
regarding the subject matter therein, and supersedes any and all other agreements, oral or written., between
the parties. In the event of a conflict between the teuns 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
22B -53
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 are not embodied herein.
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 consultants 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 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 that fails to meet the standard of performance
specified in the Recitals of this Agreement.
16. NONDISCRIMINATION
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
or in connection with any activities under this Agreement. Contractor affirms that it is an equal opportunity
employer and shall comply with all applicable federal, state and local Iaws and regulations.
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 maybe brought or arise out of, in connection
with or by reason of this Agreement.
1s. 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 -,aid in writing of its inability to obtain
228 -54
or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for
termination of this Agreement.
19. 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 frilly, including reasonable costs and 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:
Maria D. Huizar
Clerk of the Council
APPROVED AS TO FORM:
SONIAR. CARVALHO
City Attorney
By: 7 %, T
JohilY4, Funk
Assistant City Attorney
FOR APPROVAL:
Francisco GutieiTez
Executive Director
Finance and Management Services Agency
CITY OF SANTA ANA
David Cavazos
City Manager
CONTRACTOR:
By:
Kal Hassanieb
Johnson Controls, Inc.
Tax
2213-55
EXHIBIT A
CITY OF SANTA ANA
REQUEST FOR PROPOSALS 15.114 FOR
FACILITY HVAC SERVICE, MAINTENANCE AND REPAIRS AT
VARIOUS CITY FACILITIES
SCOPE OF SERVICES & SPECIFICATIONS
General Information
The Contractor shall retain professional personnel who have successfully and competently provided
municipal facility HVAC repair services on projects of similar scope and complexity. It shall be the
Contractor's responsibility to provide as required by the City a competitive hourly rate for repairs and
service of all aspects of HVAC systems in City defined facilities. All requested HVAC repairs /service
shall be provided in accordance with the highest standards of the Industry, skill, workmanship, applicable
trade practices, meet warranties and in conformance to all applicable laws, codes and regulations. The
successful Proposer's maintenance and repairs program for the Police Department
Headquarters, and repairs as needed program for all facilities shall, at a minimum, include but not be
limited to the specifications outlined herein.
Services to be Provided
It Is the Proposer's responsibility to provide service proposals as required of HVAC trades, central plant
chiller systems, air handlers, and automation systems as needed, and all requested services are to be
compliant with all Federal, State, CARS, AQMD, OSHA and all other applicable regulatory requirements.
Pricing Tabulation Sheets
Prices as stated on the RFP 15 -114 Pricing Sheet (Page 37) shall be for HVAC maintenance at the
Police Department Headquarters only, and for repairs as needed at all facilities,
HVAC Repair Staffing
The Contractor shall provide staffing levels sufficient to provide a high level of customer service, program
support, HVAC maintenance and repair at designated City facilities as required:
Staffing should include staff certified and proficient in the complete maintenance and repair of Centrifugal
Chiller systems, air handlers, pneumatic and DDC systems, walk In refrigerators and freezers, and a
variety of package HVAC units. Additionally, service levels shall provide the capacity to respond
expeditiously to situations involving the health and safety of employees and /or the public; comfort and
operational capability of any public meeting space. Routine repairs, service requests or other non- urgent
tasks shall be completed by journey level staff.
The journey -level worker(s) shall be proficient in the following trades:
• All mechanical, electronic and pneumatic aspects of chilled water systems
• Centrifugal chiller systems
VFD drives
• Air handling systems
• The interface and control of HVAC control systems
Walk in refrigerators / freezers / evidence freezers
Billable Work
All requested work shall be considered billable hours and will require that a competitive estimate
for that proposed work be provided to the City Representative for consideration and approval prior to
work being completed.
Facilities HVAC Service, Maintenance and Repairs 15 -114
22b- 56
SBCUrltV Background Check of Personnel
Contractor is required t o provide security checks for all personnel assigned to work under this
contract. Security checks will be coordinated through Santa Ana Police Department. SAPID will conduct
security checks of all personnel assigned to work at SAPD. The records check may include finger
printing; Department of Justice system check for wanted persons, California Driver's License check,
Orange County warrant check and review of any local record. The City will be responsible for the costs
associated with this process. Additional checks will be required for all new employees during the lifetime
of the contract and all expenses shall be borne exclusively by the contractor. The City reserves the
right to approve /refuse any prospective employees of the contractor as a result of the background
check.
The following information must be provided to the City Representative no less than 30 days prior
to any employee's start of work:
a. Full Legal Name
b. Social Security Number
c. California Driver's License or ID Number
d. Birth Date
e. Current Valid Address
Damages
The Contractor will be responsible for all damages to the facility or contents caused by Contractor, their
staff, or by subcontractors during the performance of this contract.
Tools & Equipment
The contractor shall furnish and maintain all equipment necessary for properly service HVAC systems in
City buildings. The City of Santa Ana reserves the right to inspect equipment to be used to
perform services under this contract. Failure to provide regulatory compliant equipment for carrying out
all requirements of this contract may be grounds for termination of the contract.
EmergeneV Call Out Service
It is highly desirable that the awarded Contractor provide 24 -hour emergency service as needed in all
aspects of HVAC emergency repair for Santa Ana Police Department and various other facilities, as
included in this specification. Hours shall be Monday through Friday 6:OOpm to 6:OOam and 24 -hours
each day on weekends and holidays. Contractor shall have working personnel on -site within 1 hour of
the call -out, or respond by telephone to the City Representative within 1/2 hour if the problem is
correctable through the use of a computer /modem to alleviate the source of complaint.
HEATING - VENTILATION -AIR CONDITIONING (HVAC) SERVICE, REPAIR, MAINTENANCE AND
MONITORING AS REQUIRED
Contractor may be required to respond to indoor temperature complaints and provide expeditious
correction and record complaints and corrections at all City facilities,
Contractor shall be proficient in HVAC control systems.
Contractor may be required to inspect all HVAC systems at least twice each year, with seasonal
start -up and run inspections performed and documented.
Contractor may be required to provide oversight and documentation of Seasonal Preventative
Maintenance of chillers and boilers at the Police Headouarters Facility only; with service to be provided
by Proposer.
Contractor may be requested to perform the following services:
• For cooling towers - may be required to disassemble screens and access panels for
inspection, inspect the tower fill, support structure, sump and spray nozzles, fill valve, gear box,
Facilities HVAC Service, Maintenance and Repairs 16 -114
Pa e 9
22 -57
drive coupling, fan blades, and motor bearings, clean starter and cabinet, inspect wiring, check
motor starter contacts for wear and proper operation, megger test the motor and log readings,
and check the condition of the contactor; and log observations.
• For pumps - may be required to lubricate bearings, Inspect couplings, check for leaks, and
Investigate unusual noises.
• Contractor may be required to perform air - handling unit maintenance and repair which includes
but is not limited to; all services recommended by manufacturer.
Additional Contractor Requirements
• Contractor shall show evidence of presently serving other municipal customers.
Contractor shall hold current C10 and C20 licenses.
• Contractor shall provide HVAC employees that; possess a State of California Joint
Journeyman Apprentice Training Center Certification; Automation Specialists that are continually
factory trained on Automation System, and must be able to provide monthly operator coaching of
select personnel, certified in servicing Centrifugal Chillers and Allen Bradley, ABB Drives.
• Contractor shall provide the City with full -time journeyman -level mechanical personnel and
factory- trained automation specialists.
• Service specialists and technicians shall normally be dispatched from a local headquarters or
branch within a 20 -mile radius from the City Boundary line of the City of Santa Ana as defined in
the most current Thomas Guide Map.
• Contractor may be required to provide HVAC data protection and recovery services, control loop
tuning for the City's automation system.
• Contractor shall provide emergency access 24 hours a day, 7 days a week.
For Johnson Controls, contractor must be available by phone during normal business hours for
consultation and emergency assistance.
• Contractor shall supply their staff with their agency uniform and photo identification tags that
will be worn at all times. Uniforms shall display the Contractor logo, and employee first or last
name shall be clearly visible.
• Contractor shall provide MSDS sheets to City in a complete "Right to Know" binder for all
products used in City facilities. City will determine location of "Right to Know" books.
Facilities HVAC Service, Maintenance and Repairs 15 -114
Pa e 10
226 -58
SPECIFIC_ SERVICES — ALL Periodic Maintenance Applies to Police Headquarters Facility Only
Maintenance as Requested
Proposer may be required to perform preventive maintenance in accordance with a program of standard
routines as determined by your experience, equipment application, and equipment operating hours that
are recommended by each equipment manufacturer and location. This service is designed to
optimize the reliability and efficiency of the equipment, extend the useful life of the City's equipment,
and provide proactive Indications of excessive wear and damage to HVAC systems before a
catastrophic failure occurs during the next operating season. Proposer will also provide
recommendations for additional service(s) that will better enhance equipment performance.
Air Cooled Condenser Coil Cleaning
The proposer may be required to p r o v i d e t h i s s e r v i c e t o Improve airflow across condenser
coils, improve heat transfer and extend the life of the compressors. Coil cleaning consists of cleaning
the outside surface of the condensing unit coils to remove any airborne particles, dirt build -up by using
a brush, high pressure air, chemical with low pressure wash or chemical with high pressure wash based
on the condition of outside environment and coil accessibility.
Evaporator Coil Cleaning
Proposer may be required to clean air handling unit evaporator coils so as to Improve air
circulation in the air distribution system, and reduce dust and dirt that is in the system. Coils will be
cleaned at a time that is mutually agreeable between the proposer and the City Representative. Coil
cleaning consists of cleaning the surface of the evaporator coil to remove dust and dirt particles that
have collected on the evaporator coil. Coils will be cleaned using a vacuum cleaner and /or other devices
that facilitate the proper cleaning of the coil.
Refrigerant OII Analysis as Required
Proposer may be required to perform Spectro- Chemical Refrigerant Oil Analysis and trend oil
condition that identifies contaminants and possible system malfunctions caused by wear of moving
parts, such as bearings and shafts. This predictive wear analysis provides early identification of
problems prior to them becoming unplanned and costly. Based on the oil analysis results, proposer
will recommend when oil changes are needed, and may make other recommendations regarding the
operation and maintenance of your chiller plant. This service reduces the amount of waste oil
generated.
Cooling Tower Drain & Refill as Required
Proposer may be required to remove the condenser water from HVAC systems after the cooling season
to prevent possible damage and expensive repairs caused by water freezing during winter months, and
refill the system prior to spring start -up. The equipment included under this service is itemized in the
HVAC Equipment List.
Operating Inspection as Required
Proposer may be required to provide this service to assure that mechanical equipment continues to
operate efficiently with minimal operating disruptions during the operating season. Proposer may be
required to provide routine operating inspeciion(s) to check system performance in accordance with a
program of standard routines as determined by our experience, the equipment manufacturer's
published recommendations, equipment application, and location. This service will focus on
equipment operation, fluid levels, operating and safety controls, and safe equipment operation,
Operating Inspection — Heating as Required
Facilities I-IVAC Service, Malntenanco and Repairs 15 -114
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22B -59
The proposer may be required to provide this service to assure mechanical equipment continues to
operate efficiently, safely and with minimal operating disruptions during the operating season. The City
Representative will provide routine operating inspection(s) to check system performance in accordance
with a program of standard routines as determined by our experience, the equipment manufacturer's
published recommendations, equipment application, and location. This servicewill focus on equipment
operation, fluid levels, operating and safety controls, and safe equipment operation.
Operating Inspection — Cooling as Required
This service may be required to assure mechanical equipment continues to operate efficiently, safely
and with have minimal operating disruptions during the operating season. Proposerwill provide routine
operating inspection(s) to check system performance in accordance with a program of standard routines
as recommended by the equipment manufacturer's published recommendations, equipment
application, and location. This service will focus on equipment operation, fluid levels, operating and
safety controls, and safe equipment operation,
Equipment Tasking as Required
The following tasks may be requested on an as needed basis, These tasks are designed to maintain the
equipment in an optimum operating condition so that the equipment will operate reliably and
efficiently.
Reciprocating Compressors:
1. Perform annual Spectro- Chemical oil analysis test.
2. Preventive maintenance shall be performed as required.
3. Lock -out and Tag -out equipment as required.
4. Check all electrical wiring and connections and tighten as required.
5. Check starter contactor surfaces for wear as required.
6, Visually leak check compressor and associated refrigerant piping as required.
7. Clean exterior of compressor as required.
B. Check operation of crankcase heater as required.
9. Meg -ohm motor from starter and record as required.
10. Check and calibrate all safety and cut -out devices as required.
11. Check and adjust compressor capacity controls as required.
12. Check, calibrate and adjust all operational controls as required.
13.
Exhaust Fans:
1. Preventative Maintenance as required.
2. Lock -out and Tag -out equipment as required.
3. Check all electrical wiring and connections and tighten as required.
4. Check all motor starter contactor surfaces for wear as required.
5. Clean starter and electrical control enclosures as required.
6. Lubricate motor bearings and fan bearings as required.
7. Check exhaust fan belts for wear, replace as required.
B. Check belt tension and sheave alignment and adjust as required.
9. Inspect exhaust fan unit assembly as required.
10. Check all mounting hardware and tighten as required.
Pneumatic Air Compressor:
1. Inspect unit, check for rust spots, oil leaks & general condition of unit as required.
2. Drain tank, check auto drain as required,
3. Check belt, adjust tension & sheave alignments, and replace belt as required.
4. Meg -ohm and record, as required.
Facilities HVAC Service, Maintenance and Repairs 15 -114
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22B -60
5 Check starter wiring & contacts as required.
6. Check motor amperage & voltage as required.
7. Check Intake air filter, replace as required,
Air Handlers:
1. Provide four (4) quarterly inspections and maintenance for (46) Air Handlers
2. Preventive maintenance as required.
3. Lock -out and Tag -out equipment as required.
4. Check starter contacts for excessive wear as needed.
5. Tighten all starter wire connections as required.
6. Check belts, adjust or replace as needed.
7. Check pulley sheave alignment, adjust as required.
8. Meg -Ohm motor and record annually.
9. Check fan metor(s) amps.
9. Clean and lubricate unit motor bearings and fan bearings.
10. Check operation of economy dampers.
11. Lubricate all dampers and linkages as necessary.
12. Check operation of static vane (if applicable)
13. Visually check all coils for leaks (Annually)
14. Check and record all coil delta T (Annually)
15. Inspect all mounting hardware, tighten as needed.
Multi -zone Air Handlers: 911 Dispatch Area
1. Provide annual Preventive Maintenance Inspection on two (2) York Air Handlers.
2. Preventive maintenance as required.
3. Lock -out and Tag -out equipment as required.
4. Check fan motor amps as required.
5. Clean and lubricate components as required.
6. Check operation of economy dampers as required.
7. Check operation of static vane or dampers as required.
8. Check operation of zone dampers as required.
9. Check and adjust operating and safety controls as required.
Package Chiller:
1. Lock -out and Tag -out equipment as required.
2. Check condenser / Barrel tubes as required.
3. Check Chiller barrel tube as required.
4. Check and record unit amp draw as required.
5. Check unit Voltage and Record as required.
6. Check unit pressures and record as required.
Chiller with Reciprocating Compressors
1. Provide annual vibration analysis for two (2) York Chillers.
2. Provide annual leak test for two (2) York Chillers.
3. Provide four (4) quarterly inspections and maintenance for two (2) York Chillers.
4. Provide chiller controls coolant for two (2) York Chillers
3, Visually inspect equipment condition and operation as required.
4. Check for unusual vibration, noise, excessive temperatures & refrigerant leaks as required.
5. Check unit voltage and record as required.
6, Check unit operate and records as required,
7. Check unit operating hours and record as required.
8. Check condenser pressure and record as required.
Facilities HVAC Service, Maintenance and Repairs 15 -114
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22B -61
9. Check evaporator pressure and record as required.
10. Check oil sump sight glass as required.
11. Record chilled water inlet temperature.
12, Record chilled water outlet temperature as required.
13. Check condenser water inlet as required.
14. Check condenser water outlet temperature as required.
15. Check compressor starter contacts for abnormal wear as required.
Variable Frequency Drive;
1. Check unit operation quarterly as required.
2. Check fault history report as required.
3. Check operation of manual bypass as required.
4. Verify drive signal increase and decrease as required.
5. Check and tighten all electrical connections as required.
6, Check starter contacts for wear as required.
Computer Room Alr Conditioning Units:
1. Check all electrical wiring and connection as required.
2. Check and replace filters as required.
3. Check all electrical wiring and connections; tighten as required
4. Check starter contactor surfaces for wear as required.
5. Check compressor amps and record as required.
6. Check sight glass for moisture level as required.
7. Check operation of crankcase heater as required.
8. Lubricate condenser fan motor and fan bearings as required.
9. Check condition of condenser coil, clean as required.
10. Check belts for wear, replace as required.
11. Check and adjust compressor capacity controls as required.
12. Lubricate Indoor fan motor and bearings as required.
13. Check humidifier for proper operation as required.
1. Provide annual Preventive Maintenance Inspection on two (2) Bryan Boilers.
2. Provide annual Preventive Maintenance Inspection on four (4) Hot Water Boilers.
3, Check boilers for proper operation as required.
4. Check and use boiler viewport to check main burner flame as required.
5. Turn off and secure boiler as required,
6. Check boilers for any unusual noise or vibration as required.
7. Inspect gaskets for any signs of leaks as required.
8. Examine the venting system as required.
9. Remove and / or inspect gas pilot assembly, reinstall in accordance according to factory
specifications and tolerances.
10. Check boiler circulating pumps for proper operation and lubricate as required.
11. Check flame safeguard control for pilot and main flame ignition as required.
12. Check operation of blower motor and circuitry as required.
13, Chock operation of gas valves and vents as required.
14. Inspect and tighten all electrical connections as required
15. Chock and adjust all boiler limit pressure controls and running interlocks as required.
16. Check operation and adjust low water controls as required.
17. Check burner, pilot and main flame ignition as required.
18. Check and oil combustion air fan as required.
19. Check expansion tank and site glass as required
Facilities HVAC Service, Maintenance and Repairs 15 -114
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22B -62
20. Check and record all entering and leaving water temperatures and pressures as required,
21. The equipment room shall be left in the same clean condition as existed prior to start of the work.
22. Refer to equipment 0 &M manual for any maintenance clarifications.
Cooling Tower:
1, Provide four (4) quarterly inspections and maintenance.
2. Preventive maintenance as required.
3. Lack -out and Tag -out equipment as required.
4, Check starter contacts for excessive wear as needed.
5. Tighten all starter wire connections.
6. Check gear reducer and couplings.
7. Meg -Ohm motor and VFD's.
8. Check fan balance and motor(s) amps.
9. Clean and lubricate unit motor bearings and fan blades.
10. Check operation of media and flow.
11. Lubricate all dampers and linkages as necessary.
Chilled Water Pumps
1. Check pump and motor operation.
2. Check fault history report as required.
3. Check and operate bypass valves.
4. Checks and verify strainers for optimum flow.
5. Check and tighten all electrical connections as required
6. Check starter contacts for wear as required.
7. Check and record motor amp.
8. Lube and grease motor bearings as needed.
Johnson Controls:
1. Inspect and repair NCU 1 to NCU 12 for optimum operations.
2. Inspect and repair as needed 46 air handler controls.
3. Inspect all damper motors controls and set points.
4. Provide JCI parts as needed.
5. Check and calibrate all safety and cut -out devices as required.
6. Check and adjust programming as required.
7. Inspect Energy Management System (EMS) data base and adjust as needed.
Shooting Range
1. Perform annual air balancing per requirements,
2. Perform inspection and maintenance as required.
3. Lock -out and Tag -out equipment as required.
4. Check fan motor amps as required.
5. Clean and lubricate components as required.
6. Check operation of economy dampers as required.
7, Check operation of static vane or dampers as required.
8, Check operation of zone dampers as required.
9. Check and adjust operating and safety controls as required.
Freezers and /or Refrigerators
9. Check all operation, electrical, condensers, evaporators and refrigeration.
10. Check starter contactor surfaces for wear as required.
11. Check compressor amps and record as required.
12. Check sight glass for moisture level as required. _
Facilities HVAC Service, Maintenance and Repairs 15 -114
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22B -63
13. Check operation of crankcase heater as required.
14, Lubricate condenser fan motor and fan bearings as required.
15. Check condition of condenser coils, clean as required.
16. Check belts for wear, replace as required.
17. Check and adjust compressor rapacity controls as required.
18. Lubricate indoor fan motor and bearings as required.
HVAC SERVICES — Pneumatic Applies to Police Headquarters FacilityOnI
Preventive Maintenance as Required
Proposer may be required to provide preventative maintenance on Pneumatic Air Compressors that
responds to changes in mechanical component performance, building use, and climatic conditions.
Service shall be in accordance with a program of standards as recommended by equipment
manufacturers' recommendations.
HVAC SERVICES - Water Treatment Applies to Police Headquarters Facility Only
Water Treatment Services as Required
Proposer may be required to provide Industrial water treatment to identify four main problem areas:
scaling, corrosion, microbiological activity and disposal of residual wastewater. Water treatment services
will extend equipment life, provide operational efficiency, minimize downtime and control water born
disease such as Legionnaires' disease.
HVAC SERVICES - Infrared Service Anplies to Police Headquarters Faculty Only
Infrared Electric Panel Inspection as Required
The infrared inspection may be requested as it is an important form of non - destructive testing that has
become an Indispensable predictive maintenance tool for electrical service panels. It shall be performed
with a portable infrared imaging system; equipment that detects infrared energy (heat) emitted from an
object and displays it as a dynamic thermal image. Using the IEEE /ANSI Standard, this inspection aids
in the evaluation of component temperatures. Proposer may be required to perform a biennial Infrared
scan of main electrical panels. A detailed report will be provided upon completion of onsite scan.
ENERGY SERVICES Applies to Police Headquarters Facility Only
Energy Optimization Services As Required
Proposer may be required to perform a benchmark analysis that compares a building's energy
performance against industry- recognized benchmarks and provides facility owners and operators with an
objective assessment of facility performance and a valuable starting point to identify and quantify the
value of energy conservation efforts. Through the Benchmark Report, Proposer will create an energy
baseline and obtain, if applicable, an ENERGY STAR Performance Rating utilizing Energy Star Portfolio
Manager to generate a Statement of Energy Performance. This rating compares our building's
performance against buildings of similar type and operating characteristics in similar climate zones. This
report will provide key data points in addition to an ENERGY STAR Performance Rating including Energy
Usage Intensity (EUI), Energy Cost Intensity (ECI), and the facility's Greenhouse Gas Emissions.
In addition, Proposer may be required to conduct a detailed analysis of facility interval meter data, when
available from site metering and /or the utility provider. This enables us to gain further insight into facility
performance, and provide a snapshot report to help understand performance and pinpoint areas for
operational efficiency. Based on current energy consumption and prices, Proposer energy analysis will
suggest potential improvement measures and quantify the impact on energy usage, cost savings and
GHG reductions.
Faci HVAC Service, Maintenance and Repairs
lities 15 -114
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22B-64
Technology and Energy Audits Applies to Police Headquarters Facili� Only
Proposer may be required to review designated HVAC systems, evaluating the current use of our HVAC
Systems and what may have been changed or been modified in our daily facility operation that impacts
the effectiveness of the system. Proposer may review applicable building control technologies, suggest
possible new strategies or technologies that could be implemented to enhance our current system, and
consider what changes, enhancements and /or upgrades should be made to facilitate our future plans. In
addition, recommendations should be made about adding and /or modifying applications, sensors, points
panels and /or software where needed to improve building operation and performance. Proposer may
Interface with the local utility provider to determine possible incentives and rebates. Once the review is
completed, a written report of the findings and recommendations may be requested.
HVAC EQUIPMENT LIST
POLICE DEPARTMENT HEADQUARTERS (Maintenance & Repairs for this facility)
60 Civic Center Plaza
Air handlers: 46
Gravity Roof Vents: 15
Small recirculating pumps: 16
Chillers: 2
York Model YTHIJ3E2CRG
Building Boilers: 2
Bryan Model RV450- W- FDG -WXL 3,600,000 MGH (1995)
Water heater boilers: 4
2 - Model 1250 N 600 ATP -PVI 1,000,000 BTU /HR
2 - Model 1500 N 1500 ATP -PVI 1,200,000 BTU /HR
IT Server Room - Air Conditioning Units
1 — Liebert - Model VEZ45A -AAM Ser: 307193 -001
1 — Liebert— Model CDF308LA Remote Condenser
Ser: 94009100
2— DataAire— Model DTWV -0532 A/C Units
911 Dispatch Center
1 — York Air Handler Model D2CE240E03646ECC
with two (2) compressors and heating
Exhaust fans: 52
Large water pumps: 24
Cooling towers: 2
Marley Twin w /20HP Motor & gear reducer
Water booster system pumps: 3
A/C units: 8
Large Walk -in Freezers: 6
3 - Model LAHA -032E -TAD -100 (Evidence)
3 - KDlpak AE662806 (Jail Kitchen)
Large Refrigerators: 4
1 - Model K55HIJZF (Evidence)
3 - Kolpak Cold Zone (Jail Kitchen)
NOTE: York Rotary Chiller YSCBCAS1 -CHA was decommissioned and does not require any attention.
Repairs as needed — for these facilities , Time & Materials Only
CITY HALL
20 Civic Center Plaza
Air Handler #11— 8th Floor
Cond 41
Air Handler #10— 7th Floor
Cond #2
Air Handler #09— 6th Floor
Fluid cooler for Liobort
Air Handler #08— 5th Floor
Exhaust unit
Air Handler #07 — 4th Floor
Chiller - AVM Condenser
Air Handler #06 — 3rd Floor
Restroom exhaust
Air Handler #04 — 2nd Floor
Fluid cooler for Data Center
Air Handler #01 — 1 st Floor
Exhaust
Air Handler #02— 1st Floor Mezzanine
Air Compressor #1
Air Handler #05 — Council Chambers
Air Compressor #2
Air Handlers — Basement Data Rooms 1 & 2
Hot Water Pump
Chilled Water Pump #1
Flash Tank
Chilled Water Pump 92
Roof Exhaust Units (3)
Facilities HVAC Service, Maintenance and Repairs 15 -114
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22B -65
Kq* e\ Sl1l *
Trane box car units: 3 Hat Water Pump: 1
Ajax Boiler: 1 Exhaust Fan
Split Systems: 4
CENTRAL LIBRARY
26 Civic Center Plaza
Air Handler #01 —Basement Chilled Water Pump - basement
Air Handler #02 — Basement Hot Water Pump - basement
Air Handler #03 — 1 st Floor Children's Area Rooftop exhaust units
Basement exhaust
CORPORATION YARD - ADMIN
220 Daisy St.
50 -Tan Rooftop HVAC: 1
RAPAC Boiler: 1
5 -Ton Rooftop HVAC: 2
Return Fan
Hot Water Pumps: 2
Split Systems: 6
FLEET OPERATIONS
215 Center St.
10 -Ton Ice Bear: 1
Supply Fans: 4
Exhaust Fans
3 -Ton Package Units: 3
STORES WAREHOUSE
10 -Ton Package Units: 2
Exhaust Fans: 4
NEWHOPE LIBRARY
122 Newhope Street
30 -Ton Carrier Package Unit: 1
Split System
MCFADDEN LEARNING CENTER
2627 W. McFadden Ave.
15 -Ton Trans Package Units: 2
Split System
SANTA ANITA CENTER
300 S. Figueroa St.
3 -Ton Carrier Package Unit: 1
Split System
Facilities HVAC Service, Maintenance and Repairs 15 -114,
Page 18
22B -66
SANTA ANA SENIOR CENTER
424 W. Third St.
35 -Ton Package Unit: 1
Roof Top Unit
SOUTHWEST SENIOR CENTER
2201 W. McFadden Ave.
4 -Ton Package Units: 6
Split System
CORBIN CENTER
2215 W. McFadden Ave.
2 -Ton Package Units: 5
5 -Ton Package Units: 2
Split System
JEROME CENTER
726 S. Center St.
4 -Ton Package Units: 5
Split System
EL SALVADOR CENTER
1825 W. Civic Center Dr.
3 -Ton Package Units: 7
4 -Ton Package Units: 2
1 -Ton Package Unit: 1
Split System
SANTA ANA REGIONAL TRANSPORTATION CENTER
1000 W. Santa Ana Blvd,
157 -Ton Chiller Unit: 1
Chiller Air Handlers: 57
GRAND CENTRAL ART CENTER
125 N. Broadway
100 -Ton Chiller Unit: 1
Chiller Air Handlers: 55
Facilities HVAC Service, Maintenance and Repairs 15 -114
Page 19
22B -67
EXHIBIT H
CITY OF SANTA ANA
REQUEST FOR PROPOSALS 15.114 FOR
FACILITY HVAC SERVICE, MAINTENANCE AND REPAIRS AT
VARIOUS CITY FACILITIES
RFP PROPOSAL PRICING LIST
LICE FACILITY -- 60 Civic C i t rElaga
Provide Maintenance & Repair Services:
Per Scope of Specific Services (Pages 11-17) and
HVAC Equipment List (Pages 17-19) ................ ........................Annual Cost
Time and Materials Only
For work performed during regular business hours (Mon-Fri 7:00arn to 5:00prn)
Regular Technician ......................................
r
Journeyman Chiller Mechanic .... 11.1
..... .d..ILI
Apprentice Chiller Mechanic ........................$
VO Air
Sheet Metal Fabricator . ............................._$
/hr
Balancing Technician ..... ..............................$
!hr
Materials Markup Percentage
Base price source:
(MSRP, Wholesale, Dealer, Jobber)
Company Name:
COMMENTS OR EXCEPTIONS-
THIS FORM MUSTBEgQMPLE`r2q AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
Facilities HVAC Service, Maintenance and Repairs 15-114
Page'.
Rpi�' go
22B -69
AGREEMENT FOR HVAC SERVICES, MAINTENANCE, AND REPAIR
CITY OF SANTA ANA (POLICE ADMINISTRATION AND OTHER CITY FACILITIES)
THIS AGREEMENT is made and entered into this 15th day of March, 2016 by and between Trane U.S.
Inc. dba Southern California Trane ( "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 16, 2015, the City issued Request for Proposal No, 15 414, by which it sought
proposals from qualified firms for HVAC services, maintenance, and repair at selected City
facilities,
B. Contractor submitted a responsive proposal that was among those 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 RFP No. 15 -114 as Exhibit A and that is also attached to this Agreement 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 contracting
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
Contractor shall perform those services as may be directed by City at City's sole discretion, as set
forth in Exhibit A to this Agreement. Contractor's proposal is incorporated herein by reference.
2. COMPENSATION
a. City agrees to pay, and Contractor agrees to accept as total payment for its services the
rates and charges identified in Exhibit B. The total annual sum to be expended under this
Agreement shall not exceed $100,000 during the term of this Agreement.
Payment by City shall be made within forty -five of days (45) days following receipt of
proper invoice evidencing work performed, subject to City accounting procedures.
Payment need not be made for work that fails to meet the standards of performance set
forth in the Recitals which may reasonably be expected by City,
3. TERM
This Agreement shall commence on March 15, 2016 and terminate on March 14, 2019, unless
terminated earlier in accordance with Section I5, below. The term of this Agreement may be extended
for one (1) one -year period upon a, writing executed by the City Manager and the City Attorney.
228'%0
4. 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 being performed are
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. 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
5. 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.
6. 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.
7. 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, 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 li:om 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,
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and property damage, in the total amore t of $1,000,000 per occurrence, with $2,000,000
in the aggregate. Such insurance shall (a) name the City, its officers, employees, agents,
volunteers 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 hisurance. In accordance with the California 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) Contractor shall supply City with a fully executed additional insured
endorsement.
f 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
anal is in force and paid for, the City shall have the right, at the City's election, to terminate
this Agreement. Such termination shall not affect Contractor's right to be paid for its time
and materials expended prior to notification 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.
8. INDEMNIFICATION
Contractor agrees to and shall indemnify and hold harmless the City, its officers, agents,
ernployces, consultants, special counsel, and representatives fiom liability: (1) for personal injury,
damages, just compensation, restitution, judicial or equitable relief arising out of claims forpersonal injury,
including death, and claims for property damage, which may arise from the negligent operations of the
Contractor or its, subcontractors, agents, employees, or other persons acting on their behalf which relates
228'%2
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,
darnages, just compensation, restitution, judicial or equitable relief duo 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 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.
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 trader 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 Agreerent,
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 fruther 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 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 wider this Agreement,
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12. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be
in writing and shall be deemed to be properly 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: Cleric 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:
To Contractor:
Francisco Gutierrez
Executive Director
Finance and Management
City Attorney's Office
Services Agency
City of Santa Ana
City of Santa Ana
20 Civic Center Plaza (M -29)
20 Civic Center Plaza (M -17)
P.O. Box 1988
P.O. Box 1988
Santa Ana, California 92702
Santa Ana, California 92702
Fax 714- 647 -6515
Fax 714 - 647 -5406
Trane U.S. Inc. dba Southern. California Trane
17760 Rowland Street
City of Industry, CA 91748
Fax: 626.913 -7153
Attn: Kerry Frank
A pity may change its address by giving notice in writing to the other party. Thereafter, any
commuuication 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 sot forth
above, For purposes of calculating these time frames, weekends, federal, state, County or City holidays
shall be excluded,
13. EXC1LUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and Contractor
regarding the subject matter therein, 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 ox
conditions of any purchase order or other instr nient that are inconsistent with, or in addition to, the terms
2 28 -74
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 are not embodied herein.
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 mull 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 consultants 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 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.
Payment need not be made for work that fails to meet the standard of performance
specified in the Recitals of this Agreement.
16. NONDISCRIMINATION
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
or in connection with any activities under this Agreement. Contractor afrins that it is an equal opportunity
employer and shall comply with all applicable federal, state and local laws and regulations.
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 maybe brought or arise out of, in connection
with or by reason of this Agreement.
18. PROFESSIONAL LICENSES
Contractor shall, throughout the tern 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
govermnental agencies. Contractor shall notify the City immediately and in writing of its inability to obtain
229 -75
or maintain such permits, licenses, approvals, waivers, and exemptions. Said 'usability shall be cause for
termination of this Agreement.
19. 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 terns of this Agreement,
and shall indemnify City fully, including reasonable costs and 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:
Maria D. Huizar
Cleric of the Council
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
By.
John . Punk
Assistant City Attorney
RECOMMENDED FOR APPROVAL:
Francisco Gutierrez
Executive Director
Finance and Management Services Agency
CITY OF SANTA ANA
David Cavazos
City Manager
CONTRACTOR:
By:
Kerry Frank
Trane U.S. Inc. dba Southern California Trane
Tax ID#
228 -76
EXHIBIT A
CITY OF SANTA ANA
REQUEST FOR PROPOSALS 15.114 FOR
FACILITY HVAC SERVICE, MAINTENANCE AND REPAIRS AT
VARIOUS CITY FACILITIES
SCOPE OF SERVICES & SPECIFICATIONS
General Information
The Contractor shall retain professional personnel who have successfully and competently provided
municipal facility HVAC repair services on projects of similar scope and complexity. It shall be the
Contractor's responsibility to provide as required by the City a competitive hourly rate for repairs and
service of all aspects of HVAC systems in City defined facilities. All requested HVAC repairs / service
shall be provided in accordance with the highest standards of the industry, skill, workmanship, applicable
trade practices, meet warranties and in conformance to all applicable laws, codes and regulations, The
successful Proposer's maintenance and repairs program for the Police Department
Headquarters, and repairs as needed program for all facilities shall, at a minimum, include but not be
limited to the specifications outlined herein.
Services to be Provided
It is the Proposer's responsibility to provide service proposals as required of HVAC trades, central plant
chiller systems, air handlers, and automation systems as needed, and all requested services are to be
compliant with all Federal, State, CARS, AQMD, OSHA and all other applicable regulatory requirements.
Pricing Tabulation Sheets
Prices as stated on the RFP 15 -114 Pricing Sheet (Page 37) shall be for HVAC maintenance at the
Police Department Headquarters only, and for repairs as needed at all facilities.
HVAC Repair Staffing
The Contractor shall provide staffing levels sufficient to provide a high level of customer service, program
support, HVAC maintenance and repair at designated City facilities as required:
Staffing should include staff certified and proficient in the complete maintenance and repair of Centrifugal
Chiller systems, air handlers, pneumatic and DDC systems, walk in refrigerators and freezers, and a
variety of package HVAC units. Additionally, service levels shall provide the capacity to respond
expeditiously to situations involving the health and safety of employees and /or the public; comfort and
operational capability of any public meeting space. Routine repairs, service requests or other non - urgent
tasks shall be completed by journey level staff.
The journey -level worker(s) shall be proficient in the following trades:
All mechanical, electronic and pneumatic aspects of chilled water systems
• Centrifugal chiller systems
• VFD drives
• Air handling systems
• The interface and control of HVAC control systems
• Walk in refrigerators / freezers / evidence freezers
Billable Work
All requested work shall be considered billable hours and will require that a competitive estimate
for that proposed work be provided to the City Representative for consideration and approval prior to
work being completed.
Facilities HVAC Service, Maintenance and Repairs 15 -114
Pa e 8
229 -77
Security Background Check of Personnel
Contractor is required t o provide security checks for all personnel assigned to work under this
contract. Security checks will be coordinated through Santa Ana Police Department. SAPID will conduct
security checks of all personnel assigned to work at SAPID. The records check may include finger
printing; Department of Justice system check for wanted persons, California Driver's License check,
Orange County warrant check and review of any local record. The City will be responsible for the costs
associated with this process. Additional checks will be required for all new employees during the lifetime
of the contract and all expenses shall be borne exclusively by the contractor. The City reserves the
right to approve /refuse any prospective employees of the contractor as a result of the background
check.
The following information must be provided to the City Representative no less than 30 days prior
to any employee's start of work:
a. Full Legal Name
b. Social Security Number
c. California Driver's License or ID Number
d. Birth Date
e. Current Valid Address
Damages
The Contractor will be responsible for all damages to the facility or contents caused by Contractor, their
staff, or by subcontractors during the performance of this contract.
Tools & Equipment
The contractor shall furnish and maintain all equipment necessary for properly service HVAC systems in
City buildings. The City of Santa Ana reserves the right to inspect equipment to be used to
perform services under this contract. Failure to provide regulatory compliant equipment for carrying out
all requirements of this contract may be grounds for termination of the contract.
Emergency Call Out Service
It is highly desirable that the awarded Contractor provide 24 -hour emergency service as needed in all
aspects of HVAC emergency repair for Santa Ana Police Department and various other facilities, as
included in this specification. Hours shall be Monday through Friday 5:00pm to 6:00am and 24 -hours
each day on weekends and holidays. Contractor shall have working personnel on -site within 1 hour of
the call -out, or respond by telephone to the City Representative within 1/2 hour if the problem is
correctable through the use of a computer /modem to alleviate the source of complaint.
Contractor may be required to respond to indoor temperature complaints and provide expeditious
correction and record complaints and corrections at all City facilities.
Contractor shall be proficient in HVAC control systems.
Contractor may be required to inspect all HVAC systems at least twice each year, with seasonal
start -up and run inspections performed and documented.
Contractor may be required to provide oversight and documentation of Seasonal Preventative
Maintenance of chillers and boilers at the Police Headquarters Facility only; with service to be provided
by Proposer,
Contractor may be requested to perform the following services:
• For cooling towers - may be required to disassemble screens and access panels for
inspection, inspect the tower fill, support structure, sump and spray nozzles, fill valve, gear box,
Facilities HVAC Service, Maintenance and Repairs 15 -114
Pa e 9
22 -78
drive coupling, fan blades, and motor bearings, clean starter and cabinet, inspect wiring, check
motor starter contacts for wear and proper operation, megger test the motor and log readings,
and check the condition of the contactor; and log observations.
• For pumps - may be required to lubricate bearings, inspect couplings, check for leaks, and
Investigate unusual noises.
• Contractor may be required to perform air - handling unit maintenance and repair which includes
but is not limited to; all services recommended by manufacturer.
Additional Contractor Requirements
• Contractor shall show evidence of presently serving other municipal customers.
• Contractor shall provide HVAC employees that; possess a State of California Joint
Journeyman Apprentice Training Center Certification; Automation Specialists that are continually
factory trained on Automation System, and must be able to provide monthly operator coaching of
select personnel, certified in servicing Centrifugal Chillers and Allen Bradley, ABB Drives.
• Contractor shall provide the City with full -time journeyman -level mechanical personnel and
factory- trained automation specialists.
• Service specialists and technicians shall normally be dispatched from a local headquarters or
branch within a 20 -mile radius from the City Boundary line of the City of Santa Ana as defined in
the most current Thomas Guide Map.
• Contractor may be required to provide HVAC data protection and recovery services, control loop
tuning for the City's automation system.
+ Contractor shall provide emergency access 24 hours a day, 7 days a week.
• Contractor shall supply their staff with their agency uniform and photo identification tags that
will be worn at all times. Uniforms shall display the Contractor logo, and employee first or last
name shall be clearly visible.
+ Contractor shall provide MSDS sheets to City in a complete "Right to Know" binder for all
products used in City facilities. City will determine location of "Right to Know" books.
Facilities HVAC Service, Maintenance and Repairs 15 -114
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226 -79
SPECIFIC „SERVICES — ALL Perlodic Maintenance Applies to Police Headquarters Facility Onlv
Maintenance as Requested
Proposer may be required to perform preventive maintenance in accordance with a program of standard
routines as determined by your experience, equipment application, and equipment operating hours that
are recommended by each equipment manufacturer and location. This service is designed to
optimize the reliability and efficiency of the equipment, extend the useful life of the City's equipment,
and provide proactive indications of excessive wear and damage to HVAC systems before a
catastrophic failure occurs during the next operating season. Proposer will also provide
recommendations for additional service(s) that will better enhance equipment performance.
Air Cooled Condenser Coil Cleaning
The proposer may be required to p r o v i d e t h i s s e r vi 1 c e t o improve airflow across condenser
coils, improve heat transfer and extend the life of the compressors. Coil cleaning consists of cleaning
the outside surface of the condensing unit coils to remove any airborne particles, dirt build -up by using
a brush, high pressure air, chemical with low pressure wash or chemical with high pressure wash based
on the condition of outside environment and coil accessibility.
Evaporator Coil Cleaning
Proposer may be required to clean air handling unit evaporator coils so as to improve air
circulation in the air distribution system, and reduce dust and dirt that is in the system. Colas will be
cleaned at a time that is mutually agreeable between the proposer and the City Representative. Coil
cleaning consists of cleaning the surface of the evaporator coil to remove dust and dirt particles that
have collected on the evaporator coil. Coils will be cleaned using a vacuum cleaner and /or other devices
that facilitate the proper cleaning of the coil.
Refrigerant Oil Analysis as Required
Proposer may be required to perform Spectro- Chemical Refrigerant Oil Analysis and trend oil
condition that identifies contaminants and possible system malfunctions caused by wear of moving
parts, such as bearings and shafts. This predictive wear analysis provides early identification of
problems prior to them becoming unplanned and costly. Based on the oil analysis results, proposer
will recommend when oil changes are needed, and may make other recommendations regarding the
operation and maintenance of your chiller plant. This service reduces the amount of waste oil
generated.
Cooling Tower brain & Refill as Required
Proposer may be required to remove the condenser water from HVAC systems after the cooling season
to prevent possible damage and expensive repairs caused by water freezing during winter months, and
refill the system prior to spring start -up. The equipment included under this service is itemized in the
HVAC Equipment List.
Operating Inspection as Required
Proposer may be required to provide this service to assure that mechanical equipment continues to
operate efficiently with minimal operating disruptions during the operating season. Proposer may be
required to provide routine operating inspection(s) to check system performance in accordance with a
program of standard routines as determined by our experience, the equipment manufacturer's
published recommendations, equipment application, and location. This service will focus on
equipment operation, fluid levels, operating and safety controls, and safe equipment operation.
Operating Inspection — Heating as Required
Facilities HVAC Service, Maintenance and Repairs 15 -114
Page 11
P _ .A
The proposer may be required to provide this service to assure mechanical equipment continues to
operate efficiently, safely and with minimal operating disruptions during the operating season. The City
Representative will provide routine operating inspection(s) to check system performance in accordance
with a program of standard routines as determined by our experience, the equipment manufacturer's
published recommendations, equipment application, and location. This servicewill focus on equipment
operation, fluid levels, operating and safety controls, and safe equipment operation.
Operating Inspection — Cooling as Required
This service may be required to assure mechanical equipment continues to operate efficiently, safely
and with have minimal operating disruptions during the operating season. Proposerwill provide routine
operating inspection(s) to check system performance in accordance with a program of standard routines
as recommended by the equipment manufacturer's published recommendations, equipment
application, and location. This service will focus on equipment operation, fluid levels, operating and
safety controls, and safe equipment operation.
Equipment Tasking as Required
The following tasks may be requested on an as needed basis. These tasks are designed to maintain the
equipment in an optimum operating condition so that the equipment will operate reliably and
efficiently.
Reciprocating Compressors:
1. Perform annual Spectro- Chemical oil analysis test.
2. Preventive maintenance shall be performed as required.
3. Lock -out and Tag -out equipment as required.
4. Check all electrical wiring and connections and tighten as required.
5. Check starter contactor surfaces for wear as required.
6. Visually leak check compressor and associated refrigerant piping as required.
7. Clean exterior of compressor as required.
8. Check operation of crankcase heater as required.
9. Meg -ohm motor from starter and record as required.
10. Check and calibrate all safety and cut -out devices as required.
11. Check and adjust compressor capacity controls as required.
12. Check, calibrate and adjust all operational controls as required.
13.
Exhaust Fans:
1. Preventative Maintenance as required.
2. Lock -out and Tag -out equipment as required.
3. Check all electrical wiring and connections and tighten as required
4. Check all motor starter contactor surfaces for wear as required.
5. Clean starter and electrical control enclosures as required.
6. Lubricate motor bearings and fan bearings as required.
7. Check exhaust fan belts forwear, replace as required.
8. Check belt tension and sheave alignment and adjust as required.
9. Inspect exhaust fan unit assembly as required.
10. Check all mounting hardware and tighten as required.
Pneumatic Air Compressor:
1. Inspect unit, check for rust spots, oil leaks & general condition of unit as required.
2. Drain tank, check auto drain as required.
3. Check belt, adjust tension & sheave alignments, and replace belt as required.
4. Meg -ohm and record, as required.
r Facilities HVAC Service, Maintenance and Repairs 15 -114
Page 12
22B -81
5. Check starter wiring & contacts as required.
6. Check motor amperage & voltage as required.
7. Check intake air filter, replace as required.
Air Handlers:
1. Provide four (4) quarterly inspections and maintenance for (46) Air Handlers
2. Preventive maintenance as required.
3� Lock -out and Tag -out equipment as required.
4. Check starter contacts for excessive wear as needed.
5. Tighten all starter wire connections as required.
6. Check belts, adjust or replace as needed.
7. Check pulley sheave alignment, adjust as required.
8. Meg -Ohm motor and record annually,
9. Check fan motors) amps.
9. Clean and lubricate unit motor bearings and fan bearings.
10. Check operation of economy dampers.
11. Lubricate all dampers and linkages as necessary.
12. Check operation of static vane (if applicable)
13. Visually check all coils for leaks (Annually)
14. Check and record all coil delta T (Annually)
15. Inspect all mounting hardware, tighten as needed.
Multi -zone Air Handlers: 911 Dispatch Area
1. Provide annual Preventive Maintenance Inspection on two (2) York Air Handlers.
2. Preventive maintenance as required.
3. Lock -cut and Tag -out equipment as required.
4. Check fan motor amps as required.
5, Clean and lubricate components as required.
6. Check operation of economy dampers as required,
7. Check operation of static vane or dampers as required.
8. Check operation of zone dampers as required.
9. Check and adjust operating and safety controls as required.
Package Chiller:
1. Lock -out and Tag -out equipment as required.
2. Check condenser / Barrel tubes as required.
3. Check Chiller barrel tube as required.
4. Check and record unit amp draw as required.
5. Check unit Voltage and Record as required.
6. Check unit pressures and record as required.
Chiller with Reciprocating Compressors
1. Provide annual vibration analysis for two (2) York Chillers.
2. Provide annual leak test for two (2) York Chillers.
3. Provide four (4) quarterly inspections and maintenance for two (2) York Chillers.
4. Provide chiller controls coolant for two (2) York Chillers
3. Visually inspect equipment condition and operation as required.
4. Check for unusual vibration, noise, excessive temperatures & refrigerant leaks as required.
5. Check unit voltage and record as required.
6. Check unit operate and records as required.
7. Check unit operating hours and record as required.
8. Check condenser pressure and record as required.
ca��......�.
Facilities HVAC Service, Maintenance and Repairs 15 -114
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22B -82
9. Check evaporator pressure and record as required.
10. Check oil sump sight glass as required.
11. Record chilled water Inlet temperature.
12. Record chilled water outlet temperature as required.
13. Check condenser water inlet as required.
14. Check condenser water outlet temperature as required.
15. Check compressor starter contacts for abnormal wear as required.
Variable Frequency Drive:
1. Check unit operation quarterly as required.
2. Check fault history report as required.
3. Check operation of manual bypass as required.
4. Verify drive signal increase and decrease as required,
5. Check and tighten all electrical connections as required.
6. Check starter contacts for wear as required.
Computer Room Air Conditioning Units:
1, Check all electrical wiring and connection as required.
2. Check and replace filters as required.
3. Check all electrical wiring and connections; tighten as required
4. Check starter contactor surfaces for wear as required.
5. Check compressor amps and record as required.
6. Check sight glass for moisture level as required.
7. Check operation of crankcase heater as required.
8. Lubricate condenser fan motor and fan bearings as required.
9. Check condition of condenser coil, clean as required.
10. Check belts for wear, replace as required.
11. Check and adjust compressor capacity controls as required.
12. Lubricate indoor fan motor and bearings as required.
13. Check humidifier for proper operation as required.
Boilers
1. Provide annual Preventive Maintenance Inspection on two (2) Bryan Boilers,
2. Provide annual Preventive Maintenance Inspection on four (4) Hot Water Boilers,
3. Check boilers for proper operation as required.
4. Check and use boiler viewport to check main burner flame as required.
5. Turn off and secure boiler as required.
6. Check boilers for any unusual noise or vibration as required.
7. Inspect gaskets for any signs of leaks as required,
8. Examine the venting system as required.
9. Remove and / or inspect gas pilot assembly, reinstall in accordance according to factory
specifications and tolerances.
10. Check boiler circulating pumps for proper operation and lubricate as required.
11. Check flame safeguard control for pilot and main flame ignition as required.
12. Check operation of blower motor and circuitry as required.
13. Check operation of gas valves and vents as required.
14. Inspect and tighten all electrical connections as required
15. Check and adjust all boiler limit pressure controls and running interlocks as required.
16. Check operation and adjust low water controls as required.
17. Check burner, pilot and main flame ignition as required.
18. Check and oil combustion air fan as required.
19. Check expansion tank and site glass as required
Facilities HVAC Service, Maintenance and Repairs 15 -114
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22B -83
20. Check and record all entering and leaving water temperatures and pressures as required.
21. The equipment room shall be left in the same clean condition as existed prior to start of the work.
22. Refer to equipment O &M manual for any maintenance clarifications.
Cooling Tower:
1. Provide four (4) quarterly inspections and maintenance.
2. Preventive maintenance as required.
3. Lock -out and Tag -out equipment as required,
4. Check starter contacts for excessive wear as needed.
5. Tighten all starter wire connections.
6. Check gear reducer and couplings.
7. Meg -Ohm motor and VFID's.
8. Check fan balance and motor(s) amps.
9. Clean and lubricate unit motor bearings and fan blades.
10. Check operation of media and flow.
11. Lubricate all dampers and linkages as necessary.
Chilled Water Pumps:
1. Check pump and motor operation.
2. Check fault history report as required.
3. Check and operate bypass valves.
4. Checks and verify strainers for optimum flow.
5. Check and tighten all electrical connections as required
6. Check starter contacts for wear as required.
7. Check and record motor amp.
8. Lube and grease motor bearings as needed.
Johnson Controls:
1. Inspect and repair NCU 1 to NCU 12 for optimum operations.
2. Inspect and repair as needed 46 air handler controls.
3. Inspect all damper motors controls and set points.
4. Provide JCI parts as needed,
5. Check and calibrate all safety and cut -out devices as required.
6. Check and adjust programming as required.
7. Inspect Energy Management System (EMS) data base and adjust as needed.
Shooting Range:
1. Perform annual air balancing per requirements.
2. Perform inspection and maintenance as required.
3. Lock -out and Tag -out equipment as required.
4. Check fan motor amps as required.
5. Clean and lubricate components as required.
6. Check operation of economy dampers as required.
7. Check operation of static vane or dampers as required.
B. Check operation of zone dampers as required.
9. Check and adjust operating and safety controls as required.
Freezers and /or Refrigerators
9. Check all operation, electrical, condensers, evaporators and refrigeration.
10. Check starter contactor surfaces for wear as required.
11. Check compressor amps and record as required.
12. Check sight glass for moisture level as required.
Facilities HVAC Service, Maintenance and Repairs 15 -114
Page 15
13. Check operation of crankcase heater as required.
14. Lubricate condenser fan motor and fan bearings as required.
15. Check condition of condenser coils, clean as required.
16. Check belts for wear, replace as required.
17. Check and adjust compressor capacity controls as required.
18. Lubricate indoor fan motor and bearings as required.
HVAC SERVICES — Pneumatic Applies to Police Headquarters Facility Oniv
Preventive Maintenance as Required
Proposer may be required to provide preventative maintenance on Pneumatic Air Compressors that
responds to changes in mechanical component performance, building use, and climatic conditions.
Service shall be in accordance with a program of standards as recommended by equipment
manufacturers' recommendations.
HVAC SERVICES - Water Treatment Applies to Police Headquarters Facility Only
Water Treatment Services as Required
Proposer may be required to provide Industrial water treatment to identify four main problem areas:
scaling, corrosion, microbiological activity and disposal of residual wastewater. Water treatment services
will extend equipment life, provide operational efficiency, minimize downtime and control water born
disease such as Legionnaires' disease.
HVAC SERVICES . Infrared Service Applies to Police Headquarters Facility Oniv
Infrared Electric Panel Inspection as Required
The infrared inspection may be requested as it Is an important form of non - destructive testing that has
become an indispensable predictive maintenance tool for electrical service panels. It shall be performed
with a portable infrared imaging system; equipment that detects infrared energy (heat) emitted from an
object and displays it as a dynamic thermal image. Using the IEEE /ANSI Standard, this inspection aids
In the evaluation of component temperatures. Proposer may be required to perform a biennial Infrared
scan of main electrical panels. A detailed report will be provided upon completion of onsite scan.
ENERGY SERVICES Applies to Police Headquarters Facility Only
Energy Optimization Services As Required
Proposer may be required to perform a benchmark analysis that compares a building's energy
performance against industry - recognized benchmarks and provides facility owners and operators with an
objective assessment of facility performance and a valuable starting point to identify and quantify the
value of energy conservation efforts. Through the Benchmark Report, Proposer will create an energy
baseline and obtain, if applicable, an ENERGY STAR Performance Rating utilizing Energy Star Portfolio
Manager to generate a Statement of Energy Performance. This rating compares our building's
performance against buildings of similar type and operating characteristics in similar climate zones. This
report will provide key data points in addition to an ENERGY STAR Performance Rating including Energy
Usage Intensity (EUI), Energy Cost Intensity (ECI), and the facility's Greenhouse Gas Emissions.
In addition, Proposer may be required to conduct a detailed analysis of facility interval meter data, when
available from site metering and /or the utility provider. This enables us to gain further insight into facility
performance, and provide a snapshot report to help understand performance and pinpoint areas for
operational efficiency. Based on current energy consumption and prices, Proposer energy analysis will
suggest potential improvement measures and quantify the impact on energy usage, cost savings and
GHG reductions.
Facilities HVAC Service, Maintenance and Repairs 15 -114
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22B -85
Technology and Energy Audits Applies to Police Headquarters Facility Only
Proposer may be required to review designated HVAC systems, evaluating the current use of our HVAC
Systems and what may have been changed or been modified in our daily facility operation that impacts
the effectiveness of the system. Proposer may review applicable building control technologies, suggest
possible new strategies or technologies that could be implemented to enhance our current system, and
consider what changes, enhancements and /or upgrades should be made to facilitate our future plans. In
addition, recommendations should be made about adding and /or modifying applications, sensors, points
panels and /or software where needed to improve building operation and performance. Proposer may
Interface with the local utility provider to determine possible incentives and rebates. Once the review is
completed, a written report of the findings and recommendations may be requested.
HVAC EQUIPMENT LIST
POLICE DEPARTMENT HEADQUARTERS (Maintenance & Repairs for this facility)
60 Civic Center Plaza
Air handlers: 46
Gravity Roof Vents: 15
Small recirculating pumps: 16
Chillers: 2
York Model YTHIJ3E2CRG
Building Boilers: 2
Bryan Model RV460- W- FDG -WXL 3,600,000 MGH (1995)
Water heater boilers: 4
2 - Model 1250 N 600 ATP -PVI 1,000,000 BTU /HR
2 - Model 1500 N 1500 ATP -PVI 1,200,000 BTU /HR
IT Server Room - Air Conditioning Units
1 — Liebert - Model VEZ45A -AAM Ser: 307193 -001
1 — Liebert — Model CDF308LA Remote Condenser
Ser: 94009100
2 — DataAire — Model DTWV -0532 A/C Units
911 Dispatch Center
1 — York Air Handler Model D2CE240E03646ECC
with two (2) compressors and heating
Exhaust fans: 52
Large water pumps: 24
Cooling towers: 2
Marley Twin w /20HP Motor & gear reducer
Water booster system pumps: 3
A/C units: 8
Large Walk -in Freezers: 6
3 - Model LAHA - 032E -TAD -100 (Evidence)
3 - Kolpak AE06280B (Jail Kitchen)
Large Refrigerators: 4
1 - Model K55HIJZF (Evidence)
3. Kolpak Cold Zone (Jail Kitchen)
NOTE: York Rotary Chiller YSCBCAS1 -CHA was decommissioned and does not require any attention.
Repairs as needed —for these facilities - Time & Materials Only
CITY HALL
20 Civic Center Plaza
Air Handler #11 — 8th Floor
Air Handler #10— 7th Floor
Air Handler #09— 6th Floor
Air Handler #08 — 5th Floor
Air Handler #07 — 4th Floor
Air Handler #06 — 3rd Floor
Air Handler #04 -- 2nd Floor
Air Handler #01 — 1st Floor
Air Handler #02 — 1st Floor Mezzanine
Air Handler #05 — Council Chambers
Air Handlers — Basement Data Rooms 1 & 2
Chilled Water Pump #1
Chilled Water Pump #2
Cond #1
Cord #2
Fluid cooler for Liebert
Exhaust unit
Chiller - AVM Condenser
Restroom exhaust
Fluid cooler for Data Center
Exhaust
Air Compressor #1
Air Compressor #2
Hot Water Pump
Flash Tank
Roof Exhaust Units (3)
Facilities HVAC Service, Maintenance and Repairs 15 -114
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ROSS ANNEX
Trane box car units: 3
Ajax Boller: 1
Split Systems: 4
CENTRAL LIBRARY
26 Civic Center Plaza
Air Handler #01 — Basement
Air Handler #02 -- Basement
Air Handler #03 -- 1st Floor Children's Area
Basement exhaust
CORPORATION YARD - ADMIN
220 Daisy St.
50 -Ton Rooftop HVAC: 1
5 -Tan Rooftop HVAC: 2
Hot Water Pumps: 2
FLEET OPERATIONS
215 Center St.
10 -Tan Ice Bear: 1
Exhaust Fans
STORES WAREHOUSE
10 -Ton Package Units: 2
Exhaust Fans: 4
NEWHOPE LIBRARY
122 Newhope Street
30 -Ton Carrier Package Unit: 1
Split System
MCFADDEN LEARNING CENTER
2627 W. McFadden Ave.
15 -Ton Trane Package Units: 2
Split System
SANTA ANITA CENTER
300 S. Figueroa St.
3 -Ton Carrier Package Unit: -1
Split System
Hot Water Pump: 1
Exhaust Fan
Chilled Water Pump - basement
Hot Water Pump - basement
Rooftop exhaust units
RAPAC Boiler: 1
Return Fan
Split Systems: 6
Supply Fans: 4
3 -Ton Package Units: 3
Facilities HVAC Service, Maintenance and Repairs 15 -114
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22B -87
SANTA ANA SENIOR CENTER
424 W. Third St.
35 -Ton Package Unit: 1
Roof Top Unit
SOUTHWEST SENIOR CENTER
2201 W. McFadden Ave.
4 -Ton Package Units: 6
Split System
CORBIN CENTER
2215 W. McFadden Ave.
2 -Tan Package Units: 5
5 -Ton Package Units: 2
Split System
JEROME CENTER
726 S. Center St.
4 -Ton Package Units: 5
Split System
EL SALVADOR CENTER
1825 W. Civic Center Dr.
3 -Ton Package Units: 7
4 -Ton Package Units: 2
1 -Ton Package Unit: 1
Split System
SANTA ANA REGIONAL TRANSPORTATION CENTER
1000 W. Santa Ana Blvd.
157 -Ton Chiller Unit: 1
Chiller Air Handlers: 57
GRAND CENTRAL ART CENTER
125 N. Broadway
100 -Ton Chiller Unit: 1
Chiller Air Handlers: 55
Facilities HVAC Service, Maintenance and Repairs 15 -114
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r - ••
EXHIBIT 'B
CITY OF SANTA ANA
REQUEST FOR PROPOSALS 15.114 FOR
FACILITY HVAC SERVICE, MAINTENANCE AND REPAIRS AT
VARIOUS CITY FACILITIES
RFP PROPOSAL PRICING LIST
POLICE FACII„ I')'Y — 60 Civic Center Plaza
Provide Maintenance & Repair Services:
Per Scope of Specific Services (Pages 11.17) and
HVAC Equipment List (Pages 17.19) ............... .........................Annual Cost $ 141, Lot, r'1 p
Time and Materials Only
For work performed during regular business hours (Mon-Frl 7:00am to 5:00pm)
Regular Technician ........ ..............................$ 122,00 /hr
Journeyman Chiller Mechanic ......................$ ! 4qq;15. r)0 /hr
Apprentice Chiller Mechanic ........................$ 122, 60 /hr
Sheet Metal Fabricator .. ..............................$ %:Z, (20 /hr
Balancing Technician ..... ..............................$ /� �r 0 0 /hr
Materials Markup Percentage (ar
Base price source: Gv 0r- V I 0
(MSRP, Wholesale, Dealer, Jobber)
-° �r
Company Name: laws -5 tDRA
COMMENTS OR EXCEPTIONS:
THIS FORM MUST BE COM> PL9TED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
Facliities HVAC service, tena
Mainnce and Repairs 15 -114
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