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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)