HomeMy WebLinkAboutItem 2f - Contract for HVAC Preventative MaintenanceDATE: October 21, 2014
TO: Honorable Mayor and City Council
STAFF REPORT
Public Works Services Department
FROM: Tom Tait, Public Works Services Director
By: Dave McVey, General Services Superintendent
SUBJECT: CONTRACT WITH SHELDON MECHANICAL CORPORATION FOR
HVAC PREVENTATIVE MAINTENANCE SERVICES AT VARIOUS CITY
FACILITIES IN THE AMOUNT OF $138,984
Recommendation: Approve
SUMMARY
The Public Works Services Department ( "PWSD ") is responsible for the daily operation
and maintenance of heating, ventilation, and air conditioning systems ( "HVAC ") for all
City facilities. The City utilizes a contractor to perform detailed HVAC preventative
maintenance work and system repairs. To ensure the City is receiving the most
competitive prices and quality service for this work, a formal bid was conducted and
Sheldon Mechanical Corporation submitted the lowest responsive bid.
It is recommended that the City Council authorize and direct the City Manager to
execute a contract with Sheldon Mechanical Corporation for HVAC preventative
maintenance services at various City facilities in the amount of $138,984.
DISCUSSION
The Public Works Services Department is responsible for the day -to -day operation and
maintenance of City facilities' HVAC systems. The contractor is responsible for system
repairs and performing a detailed preventative maintenance schedule as outlined in the
scope of work including extraordinary repairs and replacement of smaller HVAC
equipment. The preventive maintenance schedule is intended to minimize the
occurrence of unscheduled extraordinary repairs, which helps to keep the equipment
functioning properly and last longer.
The Planned HVAC monthly maintenance schedule includes:
• Computer room air conditioners
• Cooling towers
Contract for HVAC Preventative Maintenance Services
October 21, 2014
Page 2 of 2
• Small HVAC package roof top units under 10 tons
• Large HVAC package root top units over 10 tons
• Boilers and roof top heat pumps
A Notice Inviting Bids was published in the City's adjudicated newspaper and bid
packages were distributed to contractors that perform HVAC preventative maintenance
services. The City Clerk publicly opened four sealed bids on October 7, 2014, with the
following results:
Rank
Bidder
Location
Bid
1.
Sheldon Mechanical Corporation
Santa Clarita, CA
$ 138,984
2.
F.M. Thomas Air Conditioning, Inc.
Brea, CA
$ 163,091
3.
ACCO Engineered Systems
Glendale, CA
$ 223,906
4.
Los Angeles Air Conditioning, Inc.
La Verne, CA
$ 362,802
The bid documents were reviewed for content and the Contractors' background and
recent projects were investigated for competency. Sheldon Mechanical Corporation
was determined to be the lowest responsive bidder and is capable of providing HVAC
preventative maintenance services. Sheldon Mechanical Corporation has been the
City's HVAC maintenance contractor for the last three years and has provided excellent
service during this time. It is important to note that Sheldon Mechanical Corporation
has successfully provided similar services for several municipal agencies in the San
Gabriel Valley.
FISCAL IMPACT
Funds have been budgeted from each Department's Contract Services and Building
Repair and Maintenance accounts in Fiscal Year 2014 -15 Operating Budget. All work is
performed on a time and material basis and the contractor is only paid for work
performed.
RECOMMENDATION
It is recommended that the City Council authorize and direct the City Manager to
execute a contract with Sheldon Mechanical Corporation for HVAC preventative
maintenance services at various City facilities in the amount of $138,984.
Approved
Dominic Lazzar t
City Manager
CITY OF ARCADIA
HVAC PREVENTATIVE MAINTENANCE AND SERVICE
CONTRACT FOR VARIOUS CITY FACILITIES
(2014)
CONTRACT
BETWEEN
CITY OF ARCADIA
AND
SHELDON MECHANICAL CORPORATION
RVPUB \DRD \570015 GB - STATE & LOCAL (505/507/660) (7/24/00)
(PROJECT NO. HVAC MAINTENANCE)
CONTRACT FOR THE
CITY OF ARCADIA
HVAC PREVENTATIVE MAINTENANCE AND SERVICE
CONTRACT FOR VARIOUS CITY FACILITIES
1. PARTIES AND DATE.
This Contract is made and entered into this day of , 2014, by and between
the City of Arcadia (hereinafter called the "City ") and Sheldon Mechanical Corporation (hereinafter
called the "Contractor ").
2. RECITALS.
2.1 The City is a charter City organized under the laws of the State of California, with
power to contract for services necessary to achieve its purpose;
2.2 Contractor, in response to a Notice Inviting Bids issued by City on September 22,
2014, has submitted a bid proposal for HVAC Preventative Maintenance & Service Contract for
Various City Facilities described in the Contract.
2.3 City has duly opened and considered the Contractor's bid proposal, and duly awarded
the bid to Contractor in accordance with the Notice Inviting Bids and the other Bid Documents, and
has given written notice to Contractor on [* *INSERT DATE * *].
2.4 Contractor has obtained, and delivers concurrently herewith, Performance and
Payment Bonds and evidences of insurance coverage as required by the Contract.
3. TERMS.
3.1 Incorporation of Documents.
This Contract includes and hereby incorporates in full by reference the following documents,
including all exhibits, drawings, specifications and documents therein, and attachments and addenda
thereto:
a. Notice Inviting Bids
b. Instructions to Bidders
C. Contract Bid Forms
d. Contract
e. Contract Appendix
Part "A" -
General Conditions
Part "B" -
Supplementary General Conditions
Part "C" -
Special Provisions
Part "D" -
Specifications
Part "E" -
Drawings
RVPUB\DRD\570015 CONTRACT-11 GB - STATE & LOCAL (505/507/660) (7/24/00)
(PROJECT NO. HVAC MAINTENANCE)
Part "F" - Performance Bond
Part "G" - Payment Bond
ADDENDUM NO. dated
The above documents, including the General Conditions, are an integral part of the Contract
Documents. In addition to signing this Contract, Contractor shall initial this paragraph immediately
below acknowledging that he or she has read, understood and agrees with all of the terms of the
Contract Documents, including, but not limited to, provisions of the General Conditions relating to
indemnification, insurance, standards of performance, termination, compensation and time of the
essence performance. Contractor shall not disclaim knowledge of the meaning and effect of any
term or provision of the Contract Documents, and agrees to strictly abide by their meaning and
intent. In the event that Contractor fails to initial below, the City shall have the right to declare
the Contract unexecuted and to award the Contract to another contractor in accordance with
state law.
Contractor, s Initials
3.2 Contractor's Basic Obligation.
Contractor promises and agrees, at its own cost and expense, to furnish to the City all labor,
materials, tools, equipment, services, and incidental and customary work for the construction of Bid
Schedule I and Bid Schedule II necessary to fully and adequately complete HVAC Preventative
Maintenance & Service Contract for Various City Facilities, including any alternates selected by
the City, and all structures and facilities described in the Contract (hereinafter the "Work "), for a total
of One Hundred Thirty -Eight Thousand, Nine Hundred Eighty -Four Dollars and No Cents,
($138,984.00), as specified in the Contract Bid Forms submitted by the Contractor in response to the
above referenced Notice Inviting Bids. Such amount shall be subject to adjustment in accordance
with the applicable terms of this Contract. All Work shall be subject to, and performed in accordance
with the above referenced documents.
3.3 Standard of Performance.
Contractor shall perform all Work under this Contract in a skillful and workmanlike manner,
and consistent with the standards generally recognized as being employed by professionals in the
same discipline in the State of California. Contractor represents and maintains that it is skilled in the
professional calling necessary to perform the Work. Contractor warrants that all employees and
subcontractors shall have sufficient skill and experience to perform the Work assigned to them.
Finally, Contractor further represents that it, its employees and subcontractors have all licenses,
permits, qualifications and approvals of whatever nature that are legally required to perform the
Work, and that such licenses and approvals shall be maintained throughout the term of this Contract.
3.4 Period of Performance.
Contractor shall perform and complete all Work under this Contract for one year from date of
execution, unless earlier terminated as provided herein. Contractor shall complete the Services
within the term of this Contract, and shall meet any other established schedules and deadlines.
Moreover, Contractor shall perform its Work in strict accordance with any completion schedule,
construction schedule or project milestones developed pursuant to provisions of the Contract,
including but not limited the Project Schedule located in the Specifications.
RVPUB \DRD \570015 CONTRACT-2 GB - STATE & LOCAL (505/507/660) (7/24/00)
(PROJECT NO. HVAC MAINTENANCE)
Contractor agrees that if such Work is not completed within the aforementioned period and /or
pursuant to any such completion schedule, construction schedule or project milestones developed
pursuant to provisions of the Contract, including but not limited to the Project Schedule located in the
Specifications, it is understood, acknowledged and agreed that the City will suffer damage. Pursuant
to Government Code Section 53069.85, Contractor shall pay to the City as fixed and liquidated
damages the sum of FIVE HUNDRED DOLLARS AND NO CENTS, ($500.00) PER DAY as provided
by the applicable provisions of the General Conditions, found in Part "B" of the Contract Appendix.
3.5 City's Basic Obligation.
City agrees to engage and does hereby engage Contractor as an independent contractor to
furnish all materials and to perform all Work according to the terms and conditions herein contained
for the sum set forth above. Except as otherwise provided in the Contract, the City shall pay to
Contractor, as full consideration for the satisfactory performance by the Contractor of the services
and obligations required by this Contract, the above referenced compensation in accordance with
compensation provisions set forth in the Contract.
3.6 Contractor's Labor Certification.
Contractor maintains that he is aware of the provisions of Section 3700 of the California
Labor Code which require every employer to be insured against liability for Worker's Compensation
or to undertake self- insurance in accordance with the provisions of that Code, and agrees to comply
with such provisions before commencing the performance of the Work. A certification form for this
purpose is attached hereto as Exhibit "A" and incorporated herein by reference, and shall be
executed simultaneously with this Contract.
3.7 Attorneys' Fees.
If either party commences an action against the other party, either legal, administrative or
otherwise, arising out of or in connection with this Contract, the prevailing party in such action shall
be entitled to have and recover from the losing party reasonable attorneys' fees and all other costs of
such action.
3.8 Successors.
The parties do for themselves, their heirs, executors, administrators, successors, and
assigns agree to the full performance of all of the provisions contained in this Contract. Contractor
may not either voluntarily or by action of law, assign any obligation assumed by Contractor hereunder
without the prior written consent of the City.
3.9 Notices.
All notices hereunder and communications regarding interpretation of the terms of the
Agreement or changes thereto shall be provided by the mailing thereof by registered or certified mail,
return receipt requested, postage prepaid and addressed as follows:
RVPUB \DRD \570015 CONTRACT-3 GB - STATE & LOCAL (505/507/660) (7/24/00)
(PROJECT NO. HVAC MAINTENANCE)
Contractor
Sheldon Mechanical Corporation
26015 Avenue Hall
Valencia, CA 91355
Attn: Stan Nisenson, President
City
City of Arcadia
240 W. Huntington Drive
P.O. Box 60021
Arcadia, CA 91066 -6021
Attn: Dave McVey, General Services Superintendent
Any notice so given shall be considered received by the other party three (3) days after
deposit in the U.S. Mail, first class postage prepaid, addressed to the party at the above address.
Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the
method of service.
CITY OF ARCADIA
By:
Dominic Lazzaretto
City Manager
ATTEST:
By:
City Clerk
Approved as to Form:
By:
Stephen P. Deitsch
City Attorney
SHELDON MECHANICAL CORPORATION
By:
Title
By:
Title
RVPUB\DRD\570015 CONTRACT-4 GB - STATE & LOCAL (505/507/660) (7/24/00)
(PROJECT NO. HVAC MAINT.)
EXHIBIT "A"
CERTIFICATION
LABOR CODE - SECTION 1861
I, the undersigned Contractor, am aware of the provisions of Section 3700 et seg. of
the California Labor Code which require every employer to be insured against liability for
Worker's Compensation or to undertake self- insurance in accordance with the provisions
of the Code. I agree to and will comply with such provisions before commencing the Work
governed by this Contract.
CONTRACTOR:
Name of Contractor:
:�
Signature
Name
Title
Date
RVPU13\DRD\570015 CONTRACT (EXHIBIT A) GB - STATE & LOCAL (505/507/660) (7/24/00)