HomeMy WebLinkAboutItem 29 - On -Call HVAC Maintenance and Repair ServicesPublic Works Agency
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Item # 29
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
August 17, 2021
TOPIC: On -Call HVAC Maintenance and Repair Services
AGENDA TITLE
Approve Agreements with ACCO Engineered Systems, Inc., ABM Building Solutions,
LLC, and Allison Mechanical, Inc. for HVAC Maintenance and Repair Services in a
Shared Annual Amount Not to Exceed $100,000 for up to a Five -Year Term (Non -General
Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute agreements with ACCO Engineered Systems, Inc.,
ABM Building Solutions, LLC and Allison Mechanical, Inc. to provide on -call heating,
ventilation, and air conditioning (HVAC) maintenance and repair services, for a three-year
period beginning August 17, 2021 and expiring August 16, 2024, with provisions for one,
two-year renewal period exercisable by the City Manager and City Attorney, in an annual
shared aggregate amount not to exceed of $100,000, subject to non -substantive changes
approved by the City Manager and City Attorney.
DISCUSSION
The Public Works Agency's Water Resources Division oversees and maintains the daily
operations of the City's water and sanitary sewer systems. The water system is composed
of approximately 480 miles of water main, 21 groundwater wells, seven pump stations,
10 reservoirs with a storage capacity of 49 million gallons, four pressure regulating
stations, and seven connection points to the Metropolitan Water District (MWD). The
system has an average daily demand of 30 million gallons from its roughly 45,000 service
connections.
The Water Resources Division currently operates and maintains eleven buildings that
house water production equipment and are equipped with an HVAC system. Having
HVAC systems in a state of good repair and in working order is essential to ensuring the
temperatures at water production facilities are within range for equipment to function
properly and the water system to operate correctly. Approval of the recommended action
will authorize periodic preventative maintenance and on -call repair services of the HVAC
equipment at the Water Resources facilities specified in the RFP.
On -Call HVAC Maintenance & Repair Services
August 17, 2021
Page 2
On April 8, 2021, the Public Works Agency released a Request for Proposals (RFP) on
the City's online bid and management publication system. Five proposals were received
and evaluated by a review committee based on criteria outlined in the RFP. A summary
of the proposals received and their respective ranking is as follows:
Firm
Location
Rank
ACCO Engineered Systems, Inc.
Costa Mesa
1
ABM Building Solutions
Tustin
2
Allison Mechanical, Inc.
Redlands
3
F.M. Thomas Air Conditioning
Brea
4
Control Air Enterprises
Anaheim
5
In accordance with the RFP, staff recommends awarding a contract to ACCO Engineered
Systems, Inc., ABM Building Solutions, and Allison Mechanical, Inc. to provide on -call
heating, ventilation, and air conditioning maintenance and repair services. The proposals
demonstrated a high level of technical competency and experience performing similar
services. The proposals contained a clear path toward achieving City goals and objectives
as required by the RFP.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with the action.
FISCAL IMPACT
Funds are budgeted and available for expenditure in the current fiscal year and will be
budgeted in future fiscal years, including the renewal option, based on the needs of the
Water Resources Division. The following is an estimate of expenditures by fiscal year:
Fiscal
Accounting Unit
Fund
Accounting Unit,
Amount
Year
- Account #
Description
Account Description
Contract (3-Year Term)
Water Utility
2021-22
06017640-62300
Water Fund
Production & Supply,
$100,000
Contract Services -
Professional
Water Utility
2022-23
06017640-62300
Water Fund
Production & Supply,
$100,000
Contract Services -
Professional
On -Call HVAC Maintenance & Repair Services
August 17, 2021
Page 3
Fiscal
Accounting Unit
Fund
Accounting Unit,
Amount
Year
- Account #
Description
Account Description
Water Utility
2023-24
06017640-62300
Water Fund
Production & Supply,
$100,000
Contract Services -
Professional
Optional Two -Year Extension
Water Utility
2024-25
06017640-62300
Water Fund
Production & Supply,
$100,000
Contract Services -
Professional
Water Utility
2025-26
06017640-62300
Water Fund
Production & Supply,
$100,000
Contract Services -
Professional
Total:
$500,000
EXHIBIT(S)
1. Agreement with ACCO Engineered Systems, Inc.
2. Agreement with ABM Building Solutions
3. Agreement with Allison Mechanical, Inc.
Submitted By: Nabil Saba, P.E., Executive Director — Public Works Agency
Approved By: Kristine Ridge, City Manager
AGREEMENT TO PROVIDE ON -CALL HVAC
MAINTENANCE AND REPAIR SERVICES
THIS AGREEMENT is made and entered into this 17th day of August, 2021 by and between
ACCO Engineered Systems, 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 April 8, 2021, the City issued Request for Proposal No. 21-033, by which it
sought a qualified contractor to provide on -call HVAC maintenance and repair
services for the Water Resources Division of the City's Public Works Agency.
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 21-033.
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
On an on -call basis, and at the City's sole discretion, Contractor shall perform the services
described in the scope of work that was included in RFP No. 21-033, which is attached as Exhibit
A and incorporated in full, and as further described in Contractor's Proposal, which is attached as
Exhibit B and incorporated in full.
2. COMPENSATION
a. City neither warrants nor guarantees any minimum or maximum compensation to
Contractor under this Agreement. Contractor shall be paid only for actual services
performed under this Agreement at the rates and charges identified in Exhibit B.
Contractor is one of three (3) contractors selected to provide services on an on -call
basis under RFP 21-033. The total annual compensation for services provided by
all contractors selected under RFP No. 21-033 shall not exceed the shared aggregate
amount of one hundred thousand dollars and zero cents ($100,000).
b. Payment by City shall be made within forty-five (45) days following receipt of
proper invoice evidencing work performed, subject to City accounting procedures.
Payment need not be made for work which fails to meet the standards of
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performance set forth in the Recitals and Scope of Work, which may reasonably be
expected by City.
3. TERM
This Agreement shall commence on the date first written above and terminate on August
16, 2024, unless terminated earlier in accordance with Section 17, below. The term of this
Agreement may be extended for one 2-year period upon a writing executed by the City Manager
and City Attorney.
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. If the services
being performed are part of an applicable "public works" or "maintenance" project, as defined by
the Prevailing Wage Laws, and 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
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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 from any
act or occurrence arising out of Contractor's operations in the performance of this
Agreement, including, without limitation, acts involving vehicles. The amounts
of insurance shall be not less than the following: single limit coverage applying to
bodily and personal injury, including death resulting therefrom, and property
damage, in the total amount of $2,000,000 per occurrence. If a general aggregate
limit applies, either the general aggregate limit shall apply separately to this
project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be
twice the required occurrence limit. Such insurance shall (a) name the City, its
officers, employees, agents, volunteers and representatives as additional
insured(s); (b) be primary 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.
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 $2,000,000 per claim with $2,000,000 in the aggregate.
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.
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(iii) Certificates and policies shall state that the policies shall not be cancelled
or reduced in coverage or changed in any other material aspect, by
contractor, 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 and is in force and paid for, the City shall have the right, at the City's
election, to forthwith terminate this Agreement. Such termination shall not affect
Contractor's right to be paid for its time and materials expended prior to notification
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 defend, and shall indemnify and hold harmless the City, its officers,
agents, employees, contractors, special counsel, and representatives from liability: (1) for personal
injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for
personal injury, including death, and claims for property damage, which may arise from the
negligent operations of the Contractor or its subcontractors, agents, employees, or other persons
acting on their behalf which relates to the services described in section 1 of this Agreement; and
(2) from any claim that personal injury, damages, just compensation, restitution, judicial or
equitable relief is due by reason of the terms of or effects arising from this Agreement. This
indemnity and hold harmless agreement applies to all claims for damages, just compensation,
restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the
events referred to in this Section or by reason of the terms of, or effects, arising from this
Agreement. The Contractor further agrees to indemnify, hold harmless, and pay all costs for the
defense of the City, including fees and costs for special counsel to be selected by the City,
regarding any action by a third party challenging the validity of this Agreement, or asserting that
personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal
or property rights arises by reason of the terms of, or effects arising from this Agreement. City
may make all reasonable decisions with respect to its representation in any legal proceeding.
Notwithstanding the foregoing, to the extent Contractor's services are subject to Civil Code
Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section
2782.8, to claims that arise of, pertain to, or relate to the negligence, recklessness, or willful
misconduct of the Contractor.
9. INTELLECTUAL PROPERTY INDEMNIFICATION
Contractor shall defend, indemnify and hold harmless the City, its officers, agents,
representatives, and employees against any and all liability, including costs, and attorney's fees,
for infringement of any United States' letters patent, trademark, or copyright contained in the work
product or documents provided by Contractor to the City pursuant to this Agreement.
Page 4 of 8
10. RECORDS
Contractor shall keep records and invoices in connection with the work to be performed
under this Agreement. Contractor shall maintain complete and accurate records with respect to
the costs incurred under this Agreement and any services, expenditures, and disbursements
charged to the City for a minimum period of three (3) years, or for any longer period required by
law, from the date of final payment to Contractor under this Agreement. All such records and
invoices shall be clearly identifiable. Contractor shall allow a representative of the City to
examine, audit, and make transcripts or copies of such records and any other documents created
pursuant to this Agreement during regular business hours. Contractor shall allow inspection of all
work, data, documents, proceedings, and activities related to this Agreement for a period of three
(3) years from the date of final payment to Contractor under this Agreement.
11. CONFIDENTIALITY
If Contractor receives from the City information which due to the nature of such
information is reasonably understood to be confidential and/or proprietary, Contractor agrees that
it shall not use or disclose such information except in the performance of this Agreement, and
further agrees to exercise the same degree of care it uses to protect its own information of like
importance, but in no event less than reasonable care. "Confidential Information" shall include all
nonpublic information. Confidential information includes not only written information, but also
information transferred orally, visually, electronically, or by other means. Confidential
information disclosed to either party by any subsidiary and/or agent of the other party is covered
by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any
information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the
Contractor disclosed in a publicly available source; (c) is in rightful possession of the Contractor
without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e)
is independently developed by the Contractor without reference to information disclosed by the
City.
12. CONFLICT OF INTEREST CLAUSE
Contractor covenants that it presently has no interest and shall not have interests, direct or
indirect, which would conflict in any manner with performance of services specified under this
Agreement.
13. 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:
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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
Executive Director
Public Works Agency
City of Santa Ana
20 Civic Center Plaza (M-21)
P.O. Box 1988
Santa Ana, CA 92702
To Contractor: ACCO Engineered Systems, Inc.
888 E. Walnut Street
Pasadena, CA 91101
Attn: Patrick Rochon, Regional Manager
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
timeframes, weekends, federal, state, County or City holidays shall be excluded.
14. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and
Contractor regarding the subject matter herein, and supersedes any and all other agreements, oral
or written, between the parties. In the event of a conflict between the terms of this Agreement and
any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be
modified except by written instrument signed by the City and by an authorized representative of
Contractor. The parties agree that any terms or conditions of any purchase order or other instrument
that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or
obligate Contractor or the City. Each party to this Agreement acknowledges that no
representations, inducements, promises or agreements, orally or otherwise, have been made by any
party, or anyone acting on behalf of any party, which are not embodied herein.
15. 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
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the City's prior written consent shall be considered null and void. Nothing in this Agreement shall
be construed to limit the City's ability to have any of the services which are the subject to this
Agreement performed by City personnel or by other contractors retained by City.
16. WAIVER
No waiver of breach, failure of any condition, or any right or remedy contained in or
granted by the provisions of this Agreement shall be effective unless it is in writing and signed by
the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or
remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not
similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.
17. 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 which fails to meet the standard of
performance specified in the Recitals of this Agreement.
18. NON-DISCRIMINATION
Consultant shall not discriminate because of race, color, creed, religion, sex, marital
status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic
information, or military and veteran status, age, national origin, ancestry, or disability, as defined
and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization,
promotion, termination or other employment related activities or any services provided under
this Agreement. Consultant affirms that it is an equal opportunity employer and shall comply
with all applicable federal, state and local laws and regulations.
19. 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.
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20. 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 or maintain such permits, licenses, approvals, waivers, and
exemptions. Said inability shall be cause for termination of this Agreement.
21. 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:
Daisy Gomez
Clerk of the Council
APPROVED AS TO FORM
SONIA R. CARVALHO
City Attorney
By.
randon Salvatierra
Deputy City Attorney
RECOMMENDED FOR APPROVAL
Nabil Saba, PE
Executive Director
Public Works Agency
CITY OF SANTA ANA
Kristine Ridge
City Manager
CONTRACTOR
I ^ Xvk.
Name: Patrick Rochon
Title: Vice President
Page 8 of 8
EXHIBIT A
CITY OF SANTA ANA
RFP NO.: 21 -033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
Appendix
ATTACHMENT 1: SCOPE OF WORK
CITY OF SANTA ANA
RFP NO.: 21-033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
SCOPE OF WORK
Introduction and Backqround:
The City of Santa Ana Public Works Agency Water Resources Division is soliciting
proposals from qualified firms to provide on -call heating, ventilation, and air conditioning
(HVAC) repair services and preventative maintenance on an as -needed basis.
The City of Santa Ana is located in the County of Orange in Southern California. The City
encompasses 27.2 square miles and a population over 343,000 people. The City of Santa Ana
Public Works Agency — Water Resources Division oversees and maintains the daily operations
of the Water System and Sanitary Sewer System. The City of Santa Ana's water system has an
average day demand of about 43 million gallons (MG) with 45,000 services. It is comprised of
approximately 478 miles of water main, 45 MG of storage at five (5) sites, seven (7) MWD
connections, 21 groundwater wells, seven (7) pump stations, four (4) pressure regulating
stations and utilizes two (2) pressure zones. The Water Resources Division currently operates
and maintains eleven (11) air conditioning units throughout their jurisdiction.
Description of Work:
The City of Santa Ana is requesting proposals for the purpose of providing on call maintenance
repair services on the HVAC units defined in Table A: City of Santa Ana Air Conditioning
Units.
All requested HVAC maintenance and repair services shall be provided in accordance with the
highest standards of the industry, skill, workmanship, and applicable trade practices. All
requested services are to be compliant with all Federal, State, California Air Resources Board
(CARB), Air Quality Management District (AQMD), Occupational Safety and Health
Administration (OSHA) and all other applicable regulatory requirements.
This project consists of furnishing all materials, equipment, labor, supervision, and
transportation necessary to provide HVAC preventative maintenance and repair services at
locations listed and described herein. All parts, repairs and/or fluid changing must be done with
parts and fluids that meet or exceeds the manufacturer's specifications and requirements. All
replacement parts shall be new. All parts should be of original equipment manufacturer (OEM);
substitutions will be permitted only with prior authorization from the City. All work done on
HVAC systems will carry a one-year warranty on parts. The Contractor shall properly dispose
of used oil, fluids, and filters generated by its services, leaving the job site environmentally
clean.
All testing and maintenance services should be scheduled in advance with the City of Santa
Ana. The Contractor shall maintain service records on all maintenance and repairs and shall
provide a copy of the service records to the City of Santa Ana.
Contractor must be able to respond to City's request for emergency repair work on a timely
manner. The contractor shall be available on an on -call basis, 2417, and ready to respond
in the event of an emergency. Service calls shall be responded within four (4) hours.
CITY OF SANTA ANA
RFP NO.: 21-033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
Contractor's repair crews must be able to arrive at job site within four (4) hours of
approval from the City to commence work. Regular business hours are considered from
7:00 am to 5:00 pm (Monday through Friday). Anytime outside of business hours of
operation may be considered after hours/weekends. The Contractor shall perform additional
work as authorized. Such work will be based on rates for field services as listed herein.
Proposer shall submit hourly rates schedule, which shall include but not limited to, direct and
indirect costs for labor, for staff per job classification, material, equipment rates, overhead,
incidental supplies, travel, mileage, and fuel. Any special materials will be purchased by the
contractor only after discussed and authorized by the City projects manager or designee in
writing.
Prior to commencement of services, Contractor shall provide separate quotes, upon request
by the City, which shall be approved by the City's Public Works Water Resources Division.
The Contractor shall maintain and repair existing equipment, as listed in Table A: City of Santa
Ana Air Conditioning Units; equipment may be added or removed as required,
Table A. City of Santa Ana Air Conditioning Units
AC
Site
Address
Manufacturer
Model No
Serial No
#
220 S Daisy Ave,
#1
Control Room
Santa Ana CA 92703
Fujitsu
ASU36RLXB
FTA004841
1730 S Santa Fe,
42
East Station
Santa Ana CA 92705
Fujitsu
AOU18RLXFW
KSN 008033
Segerstrom Lift
2903 S Bristol St,
#3
Station
Santa Ana CA 92704
Hoffman
G520816GO50
18023251-31-A
Walnut Station
723 W Wainut St,
#4
(Electrical Room)
Santa Ana CA 92701
Mitsubishi
PUZ-A36NKA7
81U07568B
Walnut Station
723 W Walnut St,
#5
(Server Room)
Santa Ana CA 92701
Mitsubishi
PUZ-A24NHA7
81U10210B
Walnut Station
723 W Walnut St,
#6
(Shop)
Santa Ana CA 92701
York
PHE4B6041
W1K8197261
1718 N Sydney St,
Goodman Company,
#7
Well 35
Santa Ana CA 92706
LP
GSX160241FD
1602044922
2007 W McFadden
Ave, Santa Ana CA
Goodman Company,
48
Well37
92704
LP
SSX160241BB
1206645640
1753 E Fruit St,
Pfannenberg Manf.
#9
Well 40
Santa Ana CA 92701
LLC
DTS 3461
S19110826993
907 3/4 N Flower St,
Goodman Company,
#10
Well41
Santa Ana CA 92703
LP
5SX160241BB
1303138611
201 S Mountain
View, Santa Ana CA
#11
West Station
92704
Carrier Corporation
50TCQD08A2A6AOAOAO
1610GIO616
Contractor Responsibilities:
CITY OF SANTA ANA
RFP NO.: 21-033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
I. HVAC PREVENTATIVE MAINTENANCE SERVICES
The Contractor shall perform preventive maintenance on bi-annual basis in accordance with
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. The Contractor will also provide recommendations
for additional service(s) that will better enhance equipment performance.
At a minimum, Contractor shall perform the following preventative maintenance tasks and
perform a resistive load bank test. These tasks are designed to maintain the equipment in an
optimum operating condition so that the equipment will operate reliably and efficiently.
A. AIR CONDITIONING UNITS MAINTENANCE
1. Check all electrical wiring and connection as required; tighten as required.
2. Check and replace filters as required.
3. Check starter contactor surfaces for wear,
4. Check compressor amps and record.
5. Check sight glass for moisture level.
6. Check operation of crankcase heater.
7. Check and lubricate condenser fan motor and fan bearings.
8. Check condition of condenser coil and clean.
9. Check belts for wear and replace per manufacturer's recommendations.
10. Check and adjust compressor capacity controls.
11. Lubricate indoor fan motor and bearings.
12. Check humidifier for proper operation and observe for humidity levels.
13. Inspect for dust, mold, and debris and clean.
14. Check refrigerant charge and for leaks.
15. Check and inspect cabinets for leaks and check cabinet door for secure closure.
16. Replace batteries bi-annually.
17. Test thermostats and controls for proper operation; temperatures and timer
functions.
B. AIR DUCT MAINTENANCE
1. Inspect unit assembly.
2. Visually inspect air duct system.
C. EXHAUST FAN MAINTENANCE
1. Check all electrical wiring and connections.
2. Check all motor starter contactor surfaces for wear.
3. Clean starter and electrical control enclosure.
4. Lubricate bearings.
S. Check belts for wear and replace per manufacturer's recommendations.
6. Check belt tension and sheave alignment and adjust as required.
7. Inspect exhaust fan unit assembly.
8. Check all mounting hardware and tighten as required.
CITY OF SANTA ANA
RFP NO.: 21-033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
All service shall be in accordance with a program of standards as recommended by equipment
manufacturers' recommendations. The Contractor shall immediately notify City personnel of
conditions that do not conform to applicable codes and/or pose a safety hazard.
Within five (5) business days of completing maintenance services on the City's HVAC units, the
Contractor shall provide a service report to the City of Santa Ana. The Contractor shall state
all findings, if any, along with a proposed scope of work and complete cost estimates for any
recommended equipment repairs and/or replacement.
II. ON CALL DIAGNOSTIC AND REPAIR SERVICES
The Contractor shall provide HVAC unit diagnostic and repair services for all listed City units
and other locations on an as needed basis. The Contractor shall charge labor at the established
rates for normal hours, after hours, weekend hours and holiday hours. Any repair service above
and beyond preventative maintenance will require an estimate being submitted to the City. The
City's prior approval is required before any work is performed by the Contractor.
All replacement parts shall be new. All parts should be of original equipment manufacturer
(OEM); substitutions will be permitted only with prior authorization from the City. All work done
on HVAC systems will carry a one-year warranty on parts.
After all diagnostic and repair services, a report is to be completed by the Contractor's
technician and the report is to be provided to City personnel upon completion of the request.
III. EMERGENCY ON CALL REPAIR SERVICE
In the event of an HVAC failure or malfunction, the Contractor shall provide emergency on -call
repair services within four (4) hours of receiving the call.
The Contractor's service technician is required to be on site and commence work within four
(4) hours of initial contact if deemed by the City to be an emergency. The response time may
be waived by the City if service can wait to be performed during Contractor's normal business
hours.
IV. VALUE ADDED RELATED SERVICES
The Contractor may propose additional related services that the City has not specifically
identified in this RFP to accomplish the stated goals of this RFP. Value added related
services will be considered by the City and may or may not be incorporated in the
agreement. All parts and materials must be supplied new and factory approved.
V. PROJECT MANAGEMENT & COORDINATION
When a request for service is issued to the City, the Contractor shall issue an estimate to the
City's designated project manager. The Contractor shall not proceed with any work without the
approval of the City's designated project manager.
Contractors shall invoice the City on a monthly basis for all work performed during the period or
CITY OF SANTA ANA
RFP NO.: 21-033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
provide a one-time invoice at the completion of work issued. Each invoice shall be accompanied
by a summary of tasks performed, results and progress on long-term tasks if any.
VI. SCHEDULING
Contractor shall coordinate all scheduled services at least five (5) business days in advance
with:
Juan Ramirez
Water Resources Production Supervisor
(714) 356-7244
jramirez(a-)_santa-ana.org
Any activity carried out by the Contractor that requires either taking an HVAC unit offline for
testing or repairs, requires prior approval from the City of Santa Ana.
VII. MINIMUM QUALIFICATIONS
The Contractor shall meet the following minimum qualifications:
1. All work is to be performed in compliance with all applicable codes, standards, due
care, and MIOSHA/OSHA safety requirements.
2. Contractor shall hold current C10 Electrical Contractor's License and C20 HVAC
Contractor's License.
3. 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.
4. Provide Technical support from the manufacturer upon request from the City.
5. Contractor shall provide emergency access 24 hours a day, 7 days a week.
VIII. FEE SCHEDULE:
Contractor shall submit a fee schedule as described in Section IV.B.3 of RFP. Furthermore,
Contractor shall submit additional labor, material and rental equipment rates along with fee
schedule. Contractor's labor and equipment rate sheet shall list rates for all labor
designations, equipment, rentals, and materials. The Contractor will be expected to hold firm
pricing on all contract items supplied for the duration of the contract. Labor increases shall
be subject to mutually agreeable terms between the City and the Contractor. The City may
request related services that will be paid at the vendor's standard labor and equipment rate
submitted. Fee proposal shall be outlined as follows:
EXHIBIT B
eng ineered
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April 281h, 2021 818,244.65711 Office
800.998.22261 24-H r Service
Armando Fernandez 888 E. Walnut Street
Project Manager Pasadena, CA 91101
20 Civic Center Plaza
Santa Ana, CA 92701
Re: RFP for On -call HVAC Maintenance and Repair Services RFP No21-033
Dear Armando:
Thank you for considering ACCO Engineered Systems for the opportunity to help
maintain the Santa Ana Police Department and various sites throughout the City of
Santa Ana.
As the largest private mechanical contractor in the United States, ACCO is the most
uniquely qualified and capable mechanical contractor with a depth of resources
unparalleled in the industry. We have an extensive project history with many Cities and
Local Jurisdictions.
ACCO's project delivery team is ready and able to manage this Service, Maintenance
and Repair contract with the City of Santa Ana. We currently maintain hundreds of
buildings, facilities, districts, and campuses throughout the West Coast. Our team of
technicians is more than qualified to work on any of the equipment listed in the RFP.
Some of the local cities that we maintain include the City of Irvine, the City of Los
Angeles, the City of Glendale, the City of Santa Monica, and many others.
ACCO Engineered Systems received a copy of the RFP for the On -call HVAC
Maintenance and Repair Services used by the City of Santa Ana, including the indemnity
provisions and professional and general liability insurance provisions contained therein.
If given the opportunity to contract with the City, ACCO Engineered Systems has no
substantive objections to the use of this Agreement.
I, Patrick Rochon, certify that no Board member, official or employee of the City of Santa
Ana, nor any business entity in which an official of the City has an interest, has been
employed or retained to solicit or assist in the procuring of the resulting contract, nor that
any such person will be employed in the performance of any contract without immediate
divulgence of this fact to the City of Santa Ana.
I, Patrick Rochon, Regional Manager, ACCO Engineered Systems, certify that I have
read the attached RFP and accompanying instructions and that I am authorized to
commit ACCO Engineered Systems to the proposal submitted.
Thank you again for the opportunity to submit our qualifications. We look forward to
discussing this project further.
Sincerely,
Patrick Rochon
Regional Manager
Established 1934
License #120696
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Table of Contents
Historyof ACCO............................................................................................. 3
Project Management....................................................................................... 4
BuildingServices............................................................................................ 5
Resumes...................................................................................................... 7
Implementation Plan...................................................................................... 11
Attachment 2 — Fee Proposal.......................................................................................... 13
Non -Collusion Affidavit................................................................................... 15
Non -Lobbying Certification............................................................................. 16
Non -Discrimination Certification....................................................................... 17
Attachment 3: Proposers References................................................................ 19
History of ACCO Engineered Systems
ACCO Engineered Systems was founded in 1934 as Air Conditioning Company (ACCO), a proprietorship,
by Ira Prentiss Fulmor at 1005 Santa Fe Street, Los Angeles. The former name of the company was chosen
to indicate what the company did because few people knew about air conditioning. In 1949, the business
moved from downtown Los Angeles to Glendale at its present address. In 1950, ACCO transformed from an
air conditioning distributor and became an independent corporation. Kenneth D. Simon was President from
1969 to 1980, Theodore M. Seidman was President from 1981 to 1989, followed by John Aversano in 1990,
and Peter Narbonne in 2014. ACCO has a corporate Board of Directors made up of inside officers and outside
directors with four scheduled meetings per year, presided over by the Chairman of the Board.
Over the years ACCO has grown to become a leader in the design, installation, and service of industrial,
commercial, high-rise, residential, and institutional air conditioning, heating, ventilation, plumbing, process
piping, and DDC control systems. ACCO's name was changed in 2002 to ACCO Engineered Systems to
better reflect the many aspects of its business. A national trade publication recently ranked ACCO among the
5 largest heating, ventilating, and air conditioning contractors in the nation. ACCO's offices and manufacturing
facilities occupy over 20 acres.
The construction work areas include office buildings, biopharmaceutical, semi -conductor, medical centers and
hospitals, micro -electronics, manufacturing plants, entertainment, retail, telecommunications, educational
facilities, data centers, and high rise residential. ACCO has completed work in Arizona, California, Florida,
Hawaii, Idaho, Illinois, Louisiana, Maryland, Michigan, Nevada, New Jersey, New Mexico, Oregon, Tennessee,
Texas, Utah, Virginia, Washington, Washington D.C., and Mexico.
ACCO's general offices are located in Glendale, CA, with other principal offices in San Leandro, Sacramento,
Orange County, Azusa, San Diego, Bakersfield, Fresno, Petaluma, Redding, Vacaville, CA, Boise, ID, Las
Vegas, NV, and Seattle, WA.
Project Management
Your Personal Representative
At ACCO, when we accept a job, we accept all the responsibility that goes with it. An ACCO Project Manager
supervises the project from the initial contact through conceptual studies, engineering design, energy studies,
estimating, sales, construction and commissioning. This responsibility continues through final acceptance as
well as the warranty period.
Your Project Manager's responsibility is to get your job done ... on time and on budget. ACCO pioneered this
single source of responsibility to ensure that we adhere strictly to all of the project requirements, quality
demands and time schedules.
Keeping Your Project on Schedule
Keeping on schedule requires a large amount of up-to-date information. ACCO maintains a computerized
database on all projects to allow project managers to have immediate access to up-to-date labor reports,
equipment and materials status, and time and cost accounting.
Diverse Experience & A Flexible Approach
ACCO has successfully completed projects of every variety- from simple warehouse installations to complex
semiconductor and bio-tech fabrication facilities requiring the most advanced technological skills. We can
work with an engineer of your choice to develop and analyze systems for your project, or you can utilize
ACCO's in-house engineering resources to design the system for your project that meets your quality and
budget requirements. In both cases, we guarantee price, performance, and schedule.
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Building Services
ACCO has one of the largest and most experienced service departments in the nation. We provide service and
long-term maintenance agreements to over 7600 accounts throughout the Western United States. Properly
maintained mechanical and control systems conserve energy, increase productivity and satisfy the needs of
owners, tenants and production managers.
ACCO field service mechanics are trained signatory apprentices and journeymen dedicated solely to servicing
HVAC mechanical systems, DDC Controls systems and water treatment applications.
ACCO has one of the most modern fleets in the industry. We have over 300 truck -based mobile field mechanics
who can respond on site in less than 1 hour for most emegencies. They are avaliable 24 hours a day, 7 days a week.
ACCO reduces emergency repair costs by providing comprehensive maintenance solutions.
This extends the life of the equipment, prevents catastrophic failures and ensures energy efficiency.
ACCO's engineering team can handle any size and any type of project, from a small package system to a
complex manufacturing facility. We have the experience and know-how to ensure that your system will run
efficiently and deliver the best possible results tailored to your needs.
Preventive Maintenance
Protect your mechanical system investment.
Equipment Repairs
Get your system back up and operating, quickly
and expertly, minimizing impact on process and
building operations.
Equipment Modernization
Replace, upgrade, modernize, and retrofit
your system due to age, obsolescence, or
energy efficiency.
"Just -In -Time" Service Delivery
Guaranteed two-hour emergency response
time for our contract customers.
Qualified Technicians
The best and most highly trained in the industry.
Chiller Service
Our Centrifugal Group specialists are trained and
certified to service and repair all types of chillers.
Water Treatment
Our qualified technicians can prevent tube fouling, -
maintaining system capacity and efficiency.
Tenant Improvements
Prevent employee discomfort, reduced productivity,
loss of revenue, and increased vacancies.
Direct Digital Controls
Designed and installed by ACCO, provide
operational efficiency in your processes and
building.
Commissioning Services
Ensures that the performance of installed
equipment and its peripheral systems operate
at their peak by adhering to the design
specifications.
Predictive Diagnostic Services
Offers an early warning system, which alerts
and minimizes possible equipment failures
before it happens.
Commissioning
Office buildings must be comfortable for the occupants. Recording studios must be quiet. Fabrication facilities
must be clean. Mechanical systems must be properly designed, installed, and set up for proper operation.
ACCO is NEBB (National Environmental Balancing Bureau) certified in air and water balance, HVAC
compliance, field installation, verification and sound and vibration.
ACCO's commissioning technicians provide the final system balancing, verification, and documentation
ensuring the systems function as designed.
Retro-Commissioning
Commissioning existing buildings offers substantial energy savings and improved operation.
Our group is retro-commissioning certified and can assist in obtaining utility rebates where available.
Energy Services
ACCO is leading the way to a greener tomorrow with our Energy Services Group. Energy Service projects
are loosely defined as those which incorporate improved levels of energy efficiency and reduced utility costs
as a primary project objective and which often incorporate much needed facility infrastructure upgrades as
part of the scope of work. By leveraging the resulting energy cost savings, companies are often able to fund
replacements and upgrades that previously were not in the budget.
ESCO Partnerships
Energy Service Companies (ESCOs) perform energy audits, study environmental impacts of site construction,
provide financing to customers, and guarantee savings that result from the implementation of various energy
efficiency measures. ACCO has a long history of working with established and successful ESCO firms under
a partnership arrangement. ACCO's Energy Services Division supports our ESCO partners by providing
manpower, tools, technicians, engineering, budgeting and preliminary layout and design drawings during the
pre -construction phase of energy focused projects. During construction, ACCO's Energy Services Division
provides required manpower and supervision for the mechanical and electrical trades. Oftentimes, at the
customer's request, ACCO fills the role of overall site superintendent and oversees the hiring and
management of all other construction trades.
Services
• Central Plants & Retrofits
• Renewable Energy
• Energy Efficiency & Re -Commissioning
• Automation and Lighting
il,
Resume 0
Les Lewis - SENIOR PROJECT MANAGER
Experience I Education
1999-Present ACCO Engineered Systems, Inc., Costa Mesa, CA
Senior Project Manager - Special Projects
1994-1998
Control Air Conditioning Company, Orange, CA
Sales Manager - Service Department
1988-1994
ACCO Engineered Systems, Inc., Glendale, CA
Project Engineer
1987-1988
Burke Engineering, Las Vegas, NV
Field Sales and Marketing
1985-1987
Lawyer Trane, Las Vegas, NV
Sales and Project Management
1976-1985
Southwest Air Conditioning, Las Vegas, NV
Service Technician and Sales
1975
Ed W. Clark High School
Executive Summary
engineered
systems
Mr. Lewis has over 35 years of project experiences of which includes small tenant improvements
to large mechanical retrofits. He has successfully completed work as a "Prime Contractor" when
mechanical work is the main focus to include complete building renovations or replacements.
Additional experience involving a design build approach of many retrofit projects to include
Mechanical, Electrical and DDC systems from the inception, budgeting, execution and on through
to the completion of the project.
Professional Activities & Certifications
Certified Energy Manager
Project Experience
CCSD Food Storage - Ammonia Pipe Replacement, Las Vegas, NV
ORR Middle School - Rooftop Replacements, Las Vegas, NV
Las Vega High School - Center Plant, HVAC modifications, Las Vegas, NV
Silverado High School - Center Plant, HVAC modifications, Las Vegas, NV
Laughlin High School - HVAC Replacement, Laughlin, NV
Silverado High School -Central Plant- HVAC Replacement, Las Vegas, NV
Golden Nugget - Las Vegas, Central Plant Replacement, Las Vegas, NV
Les Lewis - Senior Project Manager
714.352.2226 1949.735.4944
Ilewis@accoservice.com
Resume
[continued]
Les Lewis - SENIOR PROJECT MANAGER
Encino Gateway - Chiller Plant Retrofit, Encino, CA
Orange County Register - Chiller Retrofit, Santa Ana, CA
County of Orange - Hall of Records, Santa Ana, CA
County of Orange - Administration Building, Santa Ana, CA
Cypress College - AHU Retrofits, Cypress, CA
Fullerton College - Telecom Systems, Fullerton, CA
Irvine Company - Irvine Campuses, Irvine, CA
Bank of America - Critical Facilities, Pasadena, CA
San Onofre Power Plant, San Clemente, CA
Q-Logic, Aliso Viejo, CA
Tireco - AHU & DDC Controls, Gardena, CA
UNISYS - Renovation, Irvine, CA
Sybron - Renovation, Anaheim, CA
McMaster Carr - Renovation, Santa Fe Springs, CA
Golds Gym - Renovation, Los Angeles, CA
2020 Santa Monica - Renovation, Santa Monica, CA
Hilton LAX - Cooling Towers, Los Angeles, CA
Team Disney Buildings H5, H6, & H7, Burbank, CA
West Cooling Tower Replacement, Anaheim, CA
Disneyland Hotel - Conference Room AHU's, Anaheim, CA
Paradise Pier Hotel - AHU's, Anaheim, CA
Tesoro Chiller Replacement, Wilmington, CA
Irvine Company - Several Central Plant Retrofit Projects, Irvine, CA
SCE IOC Irvine -Central Plant Replacement, Irvine, CA
Kavo Kerr - HVAC, Industrial Process Systems, Pomona, CA
World Trade Center - Central Plant Replacement, Los Angeles, CA
Los Angeles Health Services - Central plant replacement, Los Angeles, CA
St Jude Medical Center - HVAC Renovation, Sylmar, CA
Les Lewis - Senior Project Manager
714.352.2226 1949.735.4944
Ilewis@accoservice.com
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Resume
Douglas Stevenson III, P.E. - SERVICE SALES ENGINEER
Experience I Education
2018-Present ACCO Engineered Systems, Costa Mesa, CA
Service Sales Engineer
2016-2018 ACCO Engineered Systems, Costa Mesa, CA
Design Engineer
2012-2016 California State University Fullerton, Fullerton, CA
BS Engineering
Executive Summary
engineered
systems
Mr. Stevenson started in Engineering at ACCO Engineered Systems and helped designed projects
ranging from small package unit change outs to a full central plant design and installation. After 2
years in Engineering, he moved into the Service Division to focus on project experiences. His main
focus includes retrofit projects with Mechanical, Electrical, and DDC upgrades.
Professional Activities & Certifications
Professional Engineer
Project Experience
NoHo West - Central Plant, Hollywood, CA
The Irvine Company - Package Unit Replacements, Irvine, CA
The Irvine Company - Chiller Replacements, Irvine, CA
CCSD - Ammonia Piping Replacement, Las Vegas, NV
Douglas Stevenson III, P.E. - Service Sales Engineer
714.352.2226 1562.217.1437
dougstevenson3@gmail.com
engineered
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Acco Area 7125 Orange County GroLip
Bill Gutierrez 31 years in the Industry
14 years 11 mo with ACCO
Local 250 certified Journeyman
UA Star Certified
ALC training beginner and advanced operator program.
Carrier Screw Liquid Chiller Training
Trane RTAC Air Cooled Series R Chiller training class
Trane Intellipak training class
Darren Martz 32 Years In Industry With Local 250
25 of those years in Refrigeration includes
Ice Machine Repair
5 Years with ACCO
EPA & Liebert Certified
Area 7800 Centrifugal Group Resumes
Jeff Perez 37 years in the Industry
29 years at ACCO
Local 250 Certified General Foreman
Chiller group Area Manager
15 year lifetime Journeyman Certification from Local 250
EPA Certified
McQuay, York, Trane, Carrier, Bitzer, MCS, factory schooled
Jorge Sanchez 20 years in the Industry
11 years at ACCO
Local 250 Certified General Foreman
Local 250 Training Instructor
Chiller group Area Supervisor
UA Star Certified
EPA Certified
McQuay, York, Trane, Carrier, Bitzer, factory schooled
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818,244.65711 Office
800,998.22261 24-H r Service
888 E. Walnut Street
Implementation Plan Pasadena, CA91101
Scope of Work
ACCO will coordinate all work prior to arrival as stated in the RFP. In addition to the
tasks listed in the RFP, ACCO will perform the following tasks.
AC Units
• Check evap coil temperature differential.
• Check for excessive noise and vibration.
• Lubricate motor and fan shaft bearings (as needed).
• Visual check for refrigerant leaks.
• Verify compressor operation.
• Visually inspect electrical connections.
• Inspect VFD for proper operation (if applicable).
• Check economizer setpoints and operation.
• Check operating temperature and pressure controls.
• Check fan(s) operation.
• Inspect gas furnace section for wear and proper operation (if applicable).
• Dispense condensate pan tab(s) as appropriate
• Check condensate P-Trap and purge (as needed).
• Check condition and cleanliness of condensate pan(s).
• Ensure all access panels are properly secured and all screws are re -installed.
Split Systems
• Check evap coil temperature differential.
• Check for excessive noise and vibration.
• Visually inspect electrical connections.
• Lubricate motor and fan shaft bearings (as needed).
• Visual check for refrigerant leaks.
• Verify compressor operation.
• Check economizer setpoints and operation (if applicable).
• Check operating temperature and pressure controls.
• Check fan(s) operation.
• Filters as defined in entitlements.
• Check condensate P-Trap and purge (as needed).
• Check condition and cleanliness of condensate pan(s).
• Dispense condensate pan tab(s) as appropriate
• Ensure all access panels are properly secured and all screws are re -installed.
• Check refrigerant sight glass (if applicable).
• Check condenser fans.
• Inspect reversing valve for operation (if applicable).
• Inspect condenser coils.
• Ensure all access panels are properly secured and all screws are re -installed.
Established 1934
bcense #120696
Mlen ineered
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Emergency Repairs:
ACCO has one of the most modern fleets in the industry. We have over 300 truck -based
mobile field mechanics who can respond on site in less than 4 hours, 24 hours a day, 7
days a week.
ACCO reduces emergency repair costs by providing comprehensive maintenance
solutions. This extends the life of the equipment, prevents catastrophic failures and
ensures energy efficiency.
ACCO's engineering team can handle any size and any type of project, from a small
package system to a complex manufacturing facility. We have the experience and know-
how to ensure that your system will run efficiently and deliver the best possible results
tailored to your needs.
Our field technicians work with ACCO's project management team and our customers to
provide the fastest repairs possible in critical moments. We take every step possible to
update our customers about timeline and costs so they are able to make informed
decisions.
Repairs:
During our maintenance, our technicians work with our project management team to
update the customer about recommended or required repairs at the facility. We provide
detailed quotes and repair timelines so that our customers know what the repair will
entail.
For repairs requested by the customer, a member from the project management team
will meet the customer on site to review the issue and provide a quote with a detailed
scope of work.
As stated above, with a team of over 300 truck based mobile field mechanics, we are
able to perform most repairs as soon as parts become available. Our service team
checks multiple locations to find the best pricing with the fastest delivery times to ensure
equipment is up and running.
CITY OF SANTA ANA
RFP NO.: 21-033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
APPENDIX
ATTACHMENT 2: FEE PROPOSAL
Certification - I certify that I have read, understand and agree to the terms and conditions of
this Request for Proposal. I have examined the ATTACHMENT 1: SCOPE OF WORK. I am
familiar with all the existing conditions and limitation that may impact work requests.
understand and agree that I am responsible for reporting any errors, omissions or discrepancies
to the City for clarification prior to the submission of my proposal.
Proposer shall submit hourly rates schedule, which shall include but not limited to, direct
and indirect costs for labor, for staff per job classification, material, equipment rates,
overhead, incidental supplies, travel, mileage, and fuel. Any special materials will be
purchased by the contractor only after discussed and authorized by the City projects
manager or designee in writing.
Prior to commencement of services, Contractor shall provide separate quotes, upon
request by the City, which shall be approved by the City's Public Works Water Resources
Division.
FEE SCHEDULE
The undersigned declares that he/she has carefully examined the request for proposal, that
he/she has examined the Proposed Scope of Services, and hereby proposes to furnish all
material and do all the work required to complete the said work in accordance with said Proposed
Scope of Services, for the unit price(s) set forth in the following schedule:
Note: This contract is subject to prevailing wages.
TO: CITY COUNCIL OF THE CITY OF SANTA ANA
FROM: ACCO Engineered Systems
Item # Bid Item Unit Quantity Amount
Preventative Maintenance Services
1.
Control Room
EA
1
$ 348
2.
East Station
EA
1
$ 348
3.
Segerstrom Lift Station
EA
1
$ 348
4.
Walnut Station (Electrical Room)
EA
1
$ 348
5.
Walnut Station (Server Room)
EA
1
$ 348
6.
Walnut Station (Shop)
EA
1
$ 320
7,
Well35
EA
1
$ 348
CITY OF SANTA ANA
RFP NO.: 21-033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
8.
Well 37
EA
1
$ 348
9.
Well 40
EA
1
$ 348
10.
Well 41
EA
1
$ 348
11.
West Station
EA
1
$ 323
Total $ 3,775
Contractor shall submit additional labor, material and rental equipment rates along
with fee schedule. Contractor's labor and equipment rate sheet shall list rates for all labor
designations, equipment and materials.
BIDDER INFORMATION:
Legal Company Name: ACCO Engineered Systems
Complete address: 888 E. Walnut St, Pasadena, CA 91101
Phone Number: (562) 217-1437
Email Address: Dstevenson@accoes.com
Authorized Signature:
Name: Patrick Rochon
Title: Regional Manager
CITY OF SANTA ANA
RFP NO.: 21-033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
NON -COLLUSION AFFIDAVIT
(Title 23 United States Code Section 112 and Public Contract Code Section 7106
In conformance with Title 23 United States Code Section 112 and Public Contract Code
7106 the BIDDER declares that the bid is not made in the interest of, or on behalf of, any
undisclosed person, partnership, company, association, organization, or corporation; that
the bid is genuine and not collusive or sham; that the BIDDER has not directly or indirectly
induced or solicited any other BIDDER to put in a false or sham bid, and has not directly
or indirectly colluded, conspired, connived, or agreed with any BIDDER or anyone else to
put in a sham bid, or that anyone shall refrain from bidding; that the BIDDER has not in
any manner, directly or indirectly, sought by agreement, communication, or conference
with anyone to fix the bid price of the BIDDER or any other BIDDER, or to fix any
overhead, profit, or cost element of the bid price, or of that of any other BIDDER, or to
secure any advantage against the public body awarding the contract of anyone interested
in the proposed contract; that all statements contained in the bid are true; and, further,
that the BIDDER has not, directly or indirectly, submitted his or her bid price or any
breakdown thereof, or the contents thereof, or divulged information or data relative
thereto, or paid, and will not pay, any fee to any corporation, partnership, company
association, organization, bid depository, or to any member or agent thereof to effectuate
a collusive or sham bid.
Note: The above Non -collusion Affidavit is part of the Proposal. BIDDERS are
cautioned that making apse certification may subject the certifier to
crirr,>ipal prp<e_�ution. Z /
� `O���f%/����/ Helen Leonard
/ I
Signed Annir.i....4 C�....�..L..
State of California
County of / 5e,& gELo,)
Subscribed and sworn to (or affirmed) before me on this day of 20_, by
proved -to me on the basis of satisfactory evidence to be
the persons) who appeared before me
Notary Public Sign9ture Notary Public Seal
An olary public or other officer completing this certifcate verifies orSy the idenfty cf thni
i„dividual who signed the document to which this certificate is attached, and not thel
truthfulness, accuracy, orvalidity of that document.
STATE OF CALIFORNIA COUNTY OF Los W(, F-LCS
Subscribed and sworn to(or affirmed) before meonthis Q"tayof PPRf1.
20,9-1_ by HVL 44 Le-a4KI>
proved to me on the basis of satisfactory eviden be n(s) who appeared
before me.
(Signature of hJnt
TONYTIGRANKARA•SIMONYAN
a " ' Notary Public - California
Los Angeles County
Commission # 7264183
My Comm. Expires Nav 20, 2022
Page 1 of 1
CITY OF SANTA ANA
RFP NO.: 21-033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
NON -LOBBYING CERTIFICATION
The prospective participant certifies, by signing and submitting this bid or proposal, to the
best of his or her knowledge and belief, that:
(1) No Federal appropriated funds have been paid or will be paid, by or on behalf of
the undersigned, to any person for influencing or attempting to influence an officer
or employee of any Federal agency, a Member of Congress, an officer or employee
of Congress, or an employee of a Member of Congress in connection with the
awarding of any Federal contract, the making of any Federal grant, the making of
any Federal loan, the entering into of any cooperative agreement, and the
extension, continuation, renewal, amendment, or modification of any Federal
contract, grant, loan, or cooperative agreement.
(2) if any funds other than Federal appropriated funds have been paid or will be paid
to any person for influencing or attempting to influence an officer or employee of
any Federal agency, a Member of Congress, an officer or employee of Congress,
or an employee of a Member of Congress in connection with this Federal contract,
grant, loan, or cooperative agreement, the undersigned shall complete and submit
Standard Form-LLL, "Disclosure of Lobbying Activities," in conformance with its
instructions.
This certification is a material representation of fact upon which reliance was placed when
this transaction was made or entered into. Submission of this certification is a prerequisite
for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code.
Any person who fails to file the required certification shall be subject to a civil penalty of
not less than $10,000 and not more than $100,000 for each such failure.
The prospective participant also agrees by submitting his or her bid or proposal that he
or she shall require that the language of this certification be included in all lower tier
subcontracts, which exceed $100,000 and that all such subrecipients shall certify and
disclose accordingly.
Signed:i�—
Title: Regional Manager
Firm- ACCO Engineered Systems
Date: 4/28/2021
Page 1 of
CITY OF SANTA ANA
RFP NO.: 21-033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
NON-DISCRIMINATION CERTIFICATION
The undersigned consultant or corporate officer, during the performance of this contract,
certifies as follows:
The Consultant shall not discriminate against any employee or applicant for
employment because of race, color, religion, sex, or national origin. The Consultant
shall take affirmative action to ensure that applicants are employed, and that
employees are treated during employment without, regard to their race, color, religion,
sex, or national origin. Such action shall include, but not be limited to, the following:
employment, upgrading, demotion, or transfer; recruitment or recruitment advertising;
layoff or termination; rates of pay or other forms of compensation; and selection for
training, including apprenticeship. The Consultant agrees to post in conspicuous
places, available to employees and applicants for employment, notices to be provided
setting forth the provisions of this nondiscrimination clause.
2. The Consultant shall, in all solicitations or advertisements for employees placed by or
on behalf of the Consultant, state that all qualified applicants will receive consideration
for employment without regard to race, color, religion, sex, or national origin.
3. The Consultant shall send to each labor union or representative of workers with which
he/she has a collective bargaining agreement or other contract or understanding, a
notice to be provided advising the said labor union or workers' representatives of the
Consultant's commitments under this section, and shall post copies of the notice in
conspicuous places available to employees and applicants for employment.
4. The Consultant shall comply with all provisions of Executive Order 11246 of
September 24, 1965, and of the rules, regulations, and relevant orders of the
Secretary of Labor.
5. The Consultant shall furnish all information and reports required by Executive Order
11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary
of Labor, or pursuant thereto, and will permit access to his/her books, records, and
accounts by the administering agency and the Secretary of Labor for purposes of
investigation, to ascertain compliance with such rules, regulations, and orders.
6. In the event of the Consultant's non-compliance with the nondiscrimination clauses of
this contract or with any of the said rules, regulations, or orders, the contract may be
canceled, terminated, or suspended in whole or in part and the Consultant may be
declared ineligible for further Government contracts or federally assisted construction
contracts in accordance with procedures authorized in Execution Order 11246 of
September 24, 1965, and such other sanctions may be imposed and remedies
invoked as provided in Executive Order 11246 of September 24, 1965, or by rule,
regulations, or order of the Secretary of Labor, or as otherwise provided by law.
Page I of
CITY OF SANTA ANA
RFP NO.: 21-033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
7. The Consultant shall include the portion of the sentence immediately preceding
paragraph (1) and the provisions of paragraphs (1) through (7) in every subcontract
or purchase order unless exempted by rules, regulations, or orders of the Secretary
of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24,
1965, so that such provisions will be binding upon each subcontract or purchase order
as the administering agency may direct as means of enforcing such provisions,
including sanctions for noncompliance; provided, however, that in the event the
Consultant becomes involved in, or is threatened with, litigation with a subconsultant
or vendor as a result of such direction by the administering agency, the Consultant
may request that the United States enter into such litigation to protect the interests of
the United States.
8. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Stats.
1939, and as amended, no discrimination shall be made in the employment of persons
upon public works because of race, religious creed, color, national origin, ancestry,
physical handicaps, mental condition, marital status, or sex of such persons, except
as provided in Section 1420, and any consultant of public works violating this Section
is subject to all the penalties imposed for a violation of the Chapter.
Signed:
Title: Regional Manager
Firm: ACCO Engineered Systems
Date: 4/28/2021
Page 2 of
APPENDIX
CITY OF SANTA ANA
RFP NO.. 21-033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
ATTACHMENT 3: PROPOSER'S REFERENCES
List and describe fully the contracts performed by your firm which demonstrate your ability to provide
the supplies, equipment or services included in the scope of the proposal specifications. Attach
additional pages if required. The City reserves the right to contact each of the references listed for
additional Information regarding your firm's qualifications.
Reference
Customer Name: City of Irvine Contact Individual: Joel Miller
Address: 6427 Oak Canyon
Irvine, CA 92618
Contract Amount: Confidential
Phone Number: 949.337.7021
Facsimile Number:
Year: 9019 _ Current
Description of supplies, equipment, or services provided: Quarterly PM services on RTUs, Split Systems
Heat pumps, Boilers, Etc. As well as plumbing and controls maintenance.
Reference
Customer Name: City of Los Angeles
Address: 200 N Spring St
Los Anaeles. CA 90012
Contract Amount: Confidential
Description of supplies, equipment, or services provided
Contact Individual: Cesar Lopez
Phone Number: 213.978.7606
Facsimile Number:
Year: 15Ypars
Quarterly PM services on RTUs, Split Systems
Heat pumps, Boilers, Chillers, Etc. Repairs on all equipment as necessary.
Reference
Customer Name: City of Glendale
Address: _613 E Broa-dway
Contract Amount: Confidential
Contact Individual: Kevin Todd
Facsimile Number:
Year:
Description of supplies, equipment, or services provided: Quarterly PM services on RTUs, Split Systems
Heat pumps, Boilers, Chillers, Etc. Repairs on all equipment as necessary.
CITY OF SANTA ANA
RFP NO.: 21-033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
Reference
Customer Name: Santa Ana PD
Address: 60 Civic Center Plaza
Santa Ana. CA 92701
Contract Amount: 59,000
Contact Individual: Paul Bui
Phone Number:714-240-2534
Facsimile Number:
Year: 10+ Years
Description of supplies, equipment, or services provided: Quarterly PM services on RTUs, Split Systems
Heat pumps, Boilers Chillers, Etc. Repairs on all equipment as necessary.
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
1001111-110
AGREEMENT TO PROVIDE ON -CALL HVAC
MAINTENANCE AND REPAIR SERVICES
THIS AGREEMENT is made and entered into this 17th day of August, 2021 by and between ABM
Building Solutions, LLC ("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 April 8, 2021, the City issued Request for Proposal No. 21-033, by which it
sought a qualified contractor to provide on -call HVAC maintenance and repair
services for the Water Resources Division of the City's Public Works Agency.
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 21-033.
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
On an on -call basis, and at the City's sole discretion, Contractor shall perform the services
described in the scope of work that was included in RFP No. 21-033, which is attached as Exhibit
A and incorporated in full, and as further described in Contractor's Proposal, which is attached as
Exhibit B and incorporated in full.
2. COMPENSATION
a. City neither warrants nor guarantees any minimum or maximum compensation to
Contractor under this Agreement. Contractor shall be paid only for actual services
performed under this Agreement at the rates and charges identified in Exhibit C.
Contractor is one of three (3) contractors selected to provide services on an on -call
basis under REP 21-033. The total annual compensation for services provided by
all contractors selected under RFP No. 21-033 shall not exceed the shared aggregate
amount of one hundred thousand dollars and zero cents ($100,000).
b. Payment by City shall be made within forty-five (45) days following receipt of
proper invoice evidencing work performed, subject to City accounting procedures.
Payment need not be made for work which fails to meet the standards of
Page 1 of 8
performance set forth in the Recitals and Scope of Work, which may reasonably be
expected by City.
3. TERM
This Agreement shall commence on the date first written above and terminate on August
16, 2024, unless terminated earlier in accordance with Section 17, below. The term of this
Agreement may be extended for one 2-year period upon a writing executed by the City Manager
and City Attorney.
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. If the services
being performed are part of an applicable "public works" or "maintenance" project, as defined by
the Prevailing Wage Laws, and 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
Page 2 of 8
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 from any
act or occurrence arising out of Contractor's operations in the performance of this
Agreement, including, without limitation, acts involving vehicles. The amounts
of insurance shall be not less than the following: single limit coverage applying to
bodily and personal injury, including death resulting therefrom, and property
damage, in the total amount of $2,000,000 per occurrence. If a general aggregate
limit applies, either the general aggregate limit shall apply separately to this
project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be
twice the required occurrence limit. Such insurance shall (a) name the City, its
officers, employees, agents, volunteers and representatives as additional
insured(s); (b) be primary 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.
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 $2,000,000 per claim with $2,000,000 in the aggregate.
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.
Page 3 of 8
(iii) Certificates and policies shall state that the policies shall not be cancelled
or reduced in coverage or changed in any other material aspect, by
contractor, 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 and is in force and paid for, the City shall have the right, at the City's
election, to forthwith terminate this Agreement. Such termination shall not affect
Contractor's right to be paid for its time and materials expended prior to notification
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 defend, and shall indemnify and hold harmless the City, its officers,
agents, employees, contractors, special counsel, and representatives from liability: (1) for personal
injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for
personal injury, including death, and claims for property damage, which may arise from the
negligent operations of the Contractor or its subcontractors, agents, employees, or other persons
acting on their behalf which relates to the services described in section 1 of this Agreement; and
(2) from any claim that personal injury, damages, just compensation, restitution, judicial or
equitable relief is due by reason of the terms of or effects arising from this Agreement. This
indemnity and hold harmless agreement applies to all claims for damages, just compensation,
restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the
events referred to in this Section or by reason of the terms of, or effects, arising from this
Agreement. The Contractor further agrees to indemnify, hold harmless, and pay all costs for the
defense of the City, including fees and costs for special counsel to be selected by the City,
regarding any action by a third party challenging the validity of this Agreement, or asserting that
personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal
or property rights arises by reason of the terms of, or effects arising from this Agreement. City
may make all reasonable decisions with respect to its representation in any legal proceeding.
Notwithstanding the foregoing, to the extent Contractor's services are subject to Civil Code
Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section
2782.8, to claims that arise of, pertain to, or relate to the negligence, recklessness, or willful
misconduct of the Contractor.
9. INTELLECTUAL PROPERTY INDEMNIFICATION
Contractor shall defend, indemnify and hold harmless the City, its officers, agents,
representatives, and employees against any and all liability, including costs, and attorney's fees,
for infringement of any United States' letters patent, trademark, or copyright contained in the work
product or documents provided by Contractor to the City pursuant to this Agreement.
Page 4 of 8
10. RECORDS
Contractor shall keep records and invoices in connection with the work to be performed
under this Agreement. Contractor shall maintain complete and accurate records with respect to
the costs incurred under this Agreement and any services, expenditures, and disbursements
charged to the City for a minimum period of three (3) years, or for any longer period required by
law, from the date of final payment to Contractor under this Agreement. All such records and
invoices shall be clearly identifiable. Contractor shall allow a representative of the City to
examine, audit, and make transcripts or copies of such records and any other documents created
pursuant to this Agreement during regular business hours. Contractor shall allow inspection of all
work, data, documents, proceedings, and activities related to this Agreement for a period of three
(3) years from the date of final payment to Contractor under this Agreement.
11. CONFIDENTIALITY
If Contractor receives from the City information which due to the nature of such
information is reasonably understood to be confidential and/or proprietary, Contractor agrees that
it shall not use or disclose such information except in the performance of this Agreement, and
further agrees to exercise the same degree of care it uses to protect its own information of like
importance, but in no event less than reasonable care. "Confidential Information" shall include all
nonpublic information. Confidential information includes not only written information, but also
information transferred orally, visually, electronically, or by other means. Confidential
information disclosed to either party by any subsidiary and/or agent of the other party is covered
by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any
information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the
Contractor disclosed in a publicly available source; (c) is in rightful possession of the Contractor
without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e)
is independently developed by the Contractor without reference to information disclosed by the
City.
12. CONFLICT OF INTEREST CLAUSE
Contractor covenants that it presently has no interest and shall not have interests, direct or
indirect, which would conflict in any manner with performance of services specified under this
Agreement.
13. 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:
Page 5 of 8
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
Executive Director
Public Works Agency
City of Santa Ana
20 Civic Center Plaza (M-21)
P.O. Box 1988
Santa Ana, CA 92702
To Contractor: ABM Building Solutions, LLC
14201 Franklin Avenue
Tustin, CA 92780
Attn: Vishal Gupta, PE, General Manager
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
timeframes, weekends, federal, state, County or City holidays shall be excluded.
14. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and
Contractor regarding the subject matter herein, and supersedes any and all other agreements, oral
or written, between the parties. In the event of a conflict between the terms of this Agreement and
any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be
modified except by written instrument signed by the City and by an authorized representative of
Contractor. The parties agree that any terms or conditions of any purchase order or other instrument
that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or
obligate Contractor or the City. Each party to this Agreement acknowledges that no
representations, inducements, promises or agreements, orally or otherwise, have been made by any
party, or anyone acting on behalf of any party, which are not embodied herein.
15. 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
Page 6 of 8
the City's prior written consent shall be considered null and void. Nothing in this Agreement shall
be construed to limit the City's ability to have any of the services which are the subject to this
Agreement performed by City personnel or by other contractors retained by City.
16. WAIVER
No waiver of breach, failure of any condition, or any right or remedy contained in or
granted by the provisions of this Agreement shall be effective unless it is in writing and signed by
the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or
remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not
similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.
17. 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 which fails to meet the standard of
performance specified in the Recitals of this Agreement.
18. NON-DISCRIMINATION
Consultant shall not discriminate because of race, color, creed, religion, sex, marital
status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic
information, or military and veteran status, age, national origin, ancestry, or disability, as defined
and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization,
promotion, termination or other employment related activities or any services provided under
this Agreement. Consultant affirms that it is an equal opportunity employer and shall comply
with all applicable federal, state and local laws and regulations.
19. 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.
Page 7 of 8
20. 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 or maintain such permits, licenses, approvals, waivers, and
exemptions. Said inability shall be cause for termination of this Agreement.
21. 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:
Daisy Gomez
Clerk of the Council
APPROVED AS TO FORM
SONIA R. CARVALHO
City Attorney
By:
randon Salvatierra
Deputy City Attorney
RECOMMENDED FOR APPROVAL
Nabil Saba, PE
Executive Director
Public Works Agency
CITY OF SANTA ANA
Kristine Ridge
City Manager
CONTRACTOR
Name:
Title:
Page 8 of 8
EXHIBIT A
CITY OF SANTA ANA
RFP NO.: 21 -033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
Appendix
ATTACHMENT 1: SCOPE OF WORK
CITY OF SANTA ANA
RFP NO.: 21-033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
SCOPE OF WORK
Introduction and Backqround:
The City of Santa Ana Public Works Agency Water Resources Division is soliciting
proposals from qualified firms to provide on -call heating, ventilation, and air conditioning
(HVAC) repair services and preventative maintenance on an as -needed basis.
The City of Santa Ana is located in the County of Orange in Southern California. The City
encompasses 27.2 square miles and a population over 343,000 people. The City of Santa Ana
Public Works Agency — Water Resources Division oversees and maintains the daily operations
of the Water System and Sanitary Sewer System. The City of Santa Ana's water system has an
average day demand of about 43 million gallons (MG) with 45,000 services. It is comprised of
approximately 478 miles of water main, 45 MG of storage at five (5) sites, seven (7) MWD
connections, 21 groundwater wells, seven (7) pump stations, four (4) pressure regulating
stations and utilizes two (2) pressure zones. The Water Resources Division currently operates
and maintains eleven (11) air conditioning units throughout their jurisdiction.
Description of Work:
The City of Santa Ana is requesting proposals for the purpose of providing on call maintenance
repair services on the HVAC units defined in Table A: City of Santa Ana Air Conditioning
Units.
All requested HVAC maintenance and repair services shall be provided in accordance with the
highest standards of the industry, skill, workmanship, and applicable trade practices. All
requested services are to be compliant with all Federal, State, California Air Resources Board
(CARB), Air Quality Management District (AQMD), Occupational Safety and Health
Administration (OSHA) and all other applicable regulatory requirements.
This project consists of furnishing all materials, equipment, labor, supervision, and
transportation necessary to provide HVAC preventative maintenance and repair services at
locations listed and described herein. All parts, repairs and/or fluid changing must be done with
parts and fluids that meet or exceeds the manufacturer's specifications and requirements. All
replacement parts shall be new. All parts should be of original equipment manufacturer (OEM);
substitutions will be permitted only with prior authorization from the City. All work done on
HVAC systems will carry a one-year warranty on parts. The Contractor shall properly dispose
of used oil, fluids, and filters generated by its services, leaving the job site environmentally
clean.
All testing and maintenance services should be scheduled in advance with the City of Santa
Ana. The Contractor shall maintain service records on all maintenance and repairs and shall
provide a copy of the service records to the City of Santa Ana.
Contractor must be able to respond to City's request for emergency repair work on a timely
manner. The contractor shall be available on an on -call basis, 2417, and ready to respond
in the event of an emergency. Service calls shall be responded within four (4) hours.
CITY OF SANTA ANA
RFP NO.: 21-033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
Contractor's repair crews must be able to arrive at job site within four (4) hours of
approval from the City to commence work. Regular business hours are considered from
7:00 am to 5:00 pm (Monday through Friday). Anytime outside of business hours of
operation may be considered after hours/weekends. The Contractor shall perform additional
work as authorized. Such work will be based on rates for field services as listed herein.
Proposer shall submit hourly rates schedule, which shall include but not limited to, direct and
indirect costs for labor, for staff per job classification, material, equipment rates, overhead,
incidental supplies, travel, mileage, and fuel. Any special materials will be purchased by the
contractor only after discussed and authorized by the City projects manager or designee in
writing.
Prior to commencement of services, Contractor shall provide separate quotes, upon request
by the City, which shall be approved by the City's Public Works Water Resources Division.
The Contractor shall maintain and repair existing equipment, as listed in Table A: City of Santa
Ana Air Conditioning Units; equipment may be added or removed as required,
Table A. City of Santa Ana Air Conditioning Units
AC
Site
Address
Manufacturer
Model No
Serial No
#
220 S Daisy Ave,
#1
Control Room
Santa Ana CA 92703
Fujitsu
ASU36RLXB
FTA004841
1730 S Santa Fe,
42
East Station
Santa Ana CA 92705
Fujitsu
AOU18RLXFW
KSN 008033
Segerstrom Lift
2903 S Bristol St,
#3
Station
Santa Ana CA 92704
Hoffman
G520816GO50
18023251-31-A
Walnut Station
723 W Wainut St,
#4
(Electrical Room)
Santa Ana CA 92701
Mitsubishi
PUZ-A36NKA7
81U07568B
Walnut Station
723 W Walnut St,
#5
(Server Room)
Santa Ana CA 92701
Mitsubishi
PUZ-A24NHA7
81U10210B
Walnut Station
723 W Walnut St,
#6
(Shop)
Santa Ana CA 92701
York
PHE4B6041
W1K8197261
1718 N Sydney St,
Goodman Company,
#7
Well 35
Santa Ana CA 92706
LP
GSX160241FD
1602044922
2007 W McFadden
Ave, Santa Ana CA
Goodman Company,
48
Well37
92704
LP
SSX160241BB
1206645640
1753 E Fruit St,
Pfannenberg Manf.
#9
Well 40
Santa Ana CA 92701
LLC
DTS 3461
S19110826993
907 3/4 N Flower St,
Goodman Company,
#10
Well41
Santa Ana CA 92703
LP
5SX160241BB
1303138611
201 S Mountain
View, Santa Ana CA
#11
West Station
92704
Carrier Corporation
50TCQD08A2A6AOAOAO
1610GIO616
Contractor Responsibilities:
CITY OF SANTA ANA
RFP NO.: 21-033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
I. HVAC PREVENTATIVE MAINTENANCE SERVICES
The Contractor shall perform preventive maintenance on bi-annual basis in accordance with
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. The Contractor will also provide recommendations
for additional service(s) that will better enhance equipment performance.
At a minimum, Contractor shall perform the following preventative maintenance tasks and
perform a resistive load bank test. These tasks are designed to maintain the equipment in an
optimum operating condition so that the equipment will operate reliably and efficiently.
A. AIR CONDITIONING UNITS MAINTENANCE
1. Check all electrical wiring and connection as required; tighten as required.
2. Check and replace filters as required.
3. Check starter contactor surfaces for wear,
4. Check compressor amps and record.
5. Check sight glass for moisture level.
6. Check operation of crankcase heater.
7. Check and lubricate condenser fan motor and fan bearings.
8. Check condition of condenser coil and clean.
9. Check belts for wear and replace per manufacturer's recommendations.
10. Check and adjust compressor capacity controls.
11. Lubricate indoor fan motor and bearings.
12. Check humidifier for proper operation and observe for humidity levels.
13. Inspect for dust, mold, and debris and clean.
14. Check refrigerant charge and for leaks.
15. Check and inspect cabinets for leaks and check cabinet door for secure closure.
16. Replace batteries bi-annually.
17. Test thermostats and controls for proper operation; temperatures and timer
functions.
B. AIR DUCT MAINTENANCE
1. Inspect unit assembly.
2. Visually inspect air duct system.
C. EXHAUST FAN MAINTENANCE
1. Check all electrical wiring and connections.
2. Check all motor starter contactor surfaces for wear.
3. Clean starter and electrical control enclosure.
4. Lubricate bearings.
S. Check belts for wear and replace per manufacturer's recommendations.
6. Check belt tension and sheave alignment and adjust as required.
7. Inspect exhaust fan unit assembly.
8. Check all mounting hardware and tighten as required.
CITY OF SANTA ANA
RFP NO.: 21-033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
All service shall be in accordance with a program of standards as recommended by equipment
manufacturers' recommendations. The Contractor shall immediately notify City personnel of
conditions that do not conform to applicable codes and/or pose a safety hazard.
Within five (5) business days of completing maintenance services on the City's HVAC units, the
Contractor shall provide a service report to the City of Santa Ana. The Contractor shall state
all findings, if any, along with a proposed scope of work and complete cost estimates for any
recommended equipment repairs and/or replacement.
II. ON CALL DIAGNOSTIC AND REPAIR SERVICES
The Contractor shall provide HVAC unit diagnostic and repair services for all listed City units
and other locations on an as needed basis. The Contractor shall charge labor at the established
rates for normal hours, after hours, weekend hours and holiday hours. Any repair service above
and beyond preventative maintenance will require an estimate being submitted to the City. The
City's prior approval is required before any work is performed by the Contractor.
All replacement parts shall be new. All parts should be of original equipment manufacturer
(OEM); substitutions will be permitted only with prior authorization from the City. All work done
on HVAC systems will carry a one-year warranty on parts.
After all diagnostic and repair services, a report is to be completed by the Contractor's
technician and the report is to be provided to City personnel upon completion of the request.
III. EMERGENCY ON CALL REPAIR SERVICE
In the event of an HVAC failure or malfunction, the Contractor shall provide emergency on -call
repair services within four (4) hours of receiving the call.
The Contractor's service technician is required to be on site and commence work within four
(4) hours of initial contact if deemed by the City to be an emergency. The response time may
be waived by the City if service can wait to be performed during Contractor's normal business
hours.
IV. VALUE ADDED RELATED SERVICES
The Contractor may propose additional related services that the City has not specifically
identified in this RFP to accomplish the stated goals of this RFP. Value added related
services will be considered by the City and may or may not be incorporated in the
agreement. All parts and materials must be supplied new and factory approved.
V. PROJECT MANAGEMENT & COORDINATION
When a request for service is issued to the City, the Contractor shall issue an estimate to the
City's designated project manager. The Contractor shall not proceed with any work without the
approval of the City's designated project manager.
Contractors shall invoice the City on a monthly basis for all work performed during the period or
CITY OF SANTA ANA
RFP NO.: 21-033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
provide a one-time invoice at the completion of work issued. Each invoice shall be accompanied
by a summary of tasks performed, results and progress on long-term tasks if any.
VI. SCHEDULING
Contractor shall coordinate all scheduled services at least five (5) business days in advance
with:
Juan Ramirez
Water Resources Production Supervisor
(714) 356-7244
jramirez(a-)_santa-ana.org
Any activity carried out by the Contractor that requires either taking an HVAC unit offline for
testing or repairs, requires prior approval from the City of Santa Ana.
VII. MINIMUM QUALIFICATIONS
The Contractor shall meet the following minimum qualifications:
1. All work is to be performed in compliance with all applicable codes, standards, due
care, and MIOSHA/OSHA safety requirements.
2. Contractor shall hold current C10 Electrical Contractor's License and C20 HVAC
Contractor's License.
3. 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.
4. Provide Technical support from the manufacturer upon request from the City.
5. Contractor shall provide emergency access 24 hours a day, 7 days a week.
VIII. FEE SCHEDULE:
Contractor shall submit a fee schedule as described in Section IV.B.3 of RFP. Furthermore,
Contractor shall submit additional labor, material and rental equipment rates along with fee
schedule. Contractor's labor and equipment rate sheet shall list rates for all labor
designations, equipment, rentals, and materials. The Contractor will be expected to hold firm
pricing on all contract items supplied for the duration of the contract. Labor increases shall
be subject to mutually agreeable terms between the City and the Contractor. The City may
request related services that will be paid at the vendor's standard labor and equipment rate
submitted. Fee proposal shall be outlined as follows:
EXHIBIT B
ABM,
Building Value
RFP No. 21-033:
On -Call HVAC
ntenance & Repair
Services
Presented to:
mando Fernandez, P.E.
Project Manager
City of Santa Ana
Presented by:
Sarah Ray
Sales Executive
Building Solutions, LLC
1. Statement of Qualifications.....................................................................................................3
a. Cover Letter.........................................................................................................................4
b. Agreement Statement..........................................................................................................5
c. Firm and Team Experience..................................................................................................6
d. Understanding Scope of Services......................................................................................10
e. Relevant Project Experience..............................................................................................11
f. References.........................................................................................................................12
2. Scope of Services.................................................................................................................16
Scope of Work to be Performed on Equipment List................................................................17
3. Fee Proposal.........................................................................................................................19
FeeProposal.........................................................................................................................20
4. Certifications.........................................................................................................................21
Non -Collusion Affidavit...........................................................................................................22
Non -Lobbying Certification.....................................................................................................23
Non -Discrimination Certification.............................................................................................24
46
■ .
VA
Statement of
Qualifications
ABM Building Solutions, LLC
ABM@
Building Value
a. Cover Letter
April 28, 2021
Armando Fernandez, P.E.,
14201 Franklin Avenue
Tustin, CA 92780
949.316.1362 (Office)
vishal.gupta@abm.com
sarah.ray@abm.com
ABM Building Solutions, LLC (ABM) is pleased to provide this proposal to the City of Santa Ana
for On -Call HVAC Maintenance and Repair Services. ABM provides the convenience of a
single point of contact for all locations in the City's portfolio delivered through the ABM network
of highly skilled local HVAC Service Providers. ABM "White Glove" Account Management
provides the City of Santa Ana and Local Facility Managers with:
Product Neutrality — ABM does not manufacture or represent products, so every solution is
based on the individual need and the best technical solution available from the industry.
Procurement Leverage — As one of the world's largest mechanical and facility services
providers we have negotiated national purchasing agreements with all major manufactures
of energy related equipment. These agreements assure as many dollars as possible reach
the improvement needs.
Ongoing Support — ABM is a service contractor. This is why we are uniquely qualified in
the existing buildings market to provide not only energy retrofits but also comprehensive
service agreements to maximize equipment life expectancy and energy efficiency.
Consistent Service Delivery — Providing quality preventive maintenance is a reoccurring
cost savings model that ABM clients have thrived on because it is sustainable over time.
ABM is part of the Linc Service network, and our clients benefit from a perfected operating
system that has been tested and proven for over 40 years.
As we have with every past client, ABM will meet and exceed your expectations with our
dedicated personnel, innovative processes and technology, and commitment to client
satisfaction. Our entire organization stands behind this response and all of the commitments
made to the City of Santa Ana.
If there is any additional information I might provide, please don't hesitate to call or write. All of
us at ABM are ready to put our solutions to work for you.
Sincerely,
NOW
Vishal Gupta, PE
General Manager
Sarah Ray
Sales Executive
NYSE: ABM www.abm.com
ABAA..
Building Value
b. Agreement Statement
Exceptions
ABM views contract documents as the
cornerstone of our relationship with each
client. To achieve the mutual goal of service
satisfaction, ABM believes it is in our client's
and ABM's interest for the contract documents
to accurately reflect both parties'
understanding of the requirements and
intentions.
If ABM is the successful bidder, ABM would
like to discuss a few of the provisions of the
contract. The specific concerns are
addressed with proposed language in the
attached redline version of the sample
contract included with the RFP and the RFP
General and Specific Terms and Conditions.
Should ABM be the successful bidder, we look
forward to discussing the following concerns
in further detail:
termination for convenience rights
included in any future contract between
the parties be mutual; and
narrowing ABM's indemnification
obligations to only claims caused by the
negligence, misconduct or other fault of
ABM, its agents and employees, and
which arise out of work performed under
this Contract.
Confidential and Proprietary
1. Statement of Qualifications
ABM.,
Building Value
c. Firm and Team Experience
Company Overview
ABM Industries (NYSE: ABM) provides comprehensive, custom facility solutions in urban,
suburban, and rural areas to properties of all sizes through stand-alone or integrated solutions.
With revenues of $6.5 billion, we have become a leading provider of facility solutions since
being founded in San Francisco, CA in 1909. Now headquartered in New York City, ABM
operates through our subsidiaries, confident in the expertise of over 140,000 team members in
350+ offices across the United States and various international locations.
Mission Critical Rl- Facilities Engineering
We service and maintain 35+ Our 3,800+ certified engineers
million sq. ft. of datacenter keep buildings running.
space.
® Electrical IV HVAC & Mechanical
We ensure your power systems We service and maintain
run reliably, optimally, 70,000+ heating and cooling
sustainably and at NFPA 70 systems.
standards.
Energy Janitorial
of We've reduced our client's Each day, we clean 4+ billion
average energy use by 23%. sq. ft. of buildings.
Parking & Transportation VoglLandscape & Turf
�09 We collect $2+ billion in parking We maintain 55,000+ acres of
revenue for our clients. landscaping & golf courses.
n.
Confidential and Proprietary
1. Statement of Qualifications
Project Team Resumes
Experience
• 20 years HVAC experience
ACM Certified
Local 250
Experience
30 years refrigeration, ice machine &
commercial A/C service
Local 250
Experience
• 10+ years HVAC experience
Graduated HVAC program 2011,
Long Beach Wyotech
Training with CA Gas Company & IHACI
Various HVAC certifications
Local 250
Experience
• 1 year / 1 st year apprentice
Local 250
ABAA..
Building Value
Responsibilities
Responsible for assisting and training field
service personnel. Maintaining safety records
and following safety guidelines. Verifying proper
PPE is worn and LOTO procedures are
followed. Labor and material management for
existing PM contracts. Assist sales team with
job walks and PM contract pricing.
Responsibilities
Responsible for service, repair and retrofit of
mechanical systems.
Responsibilities
Assess and troubleshoot HVAC systems for
optimal efficiency. Perform PMs at highest level
possible. Change out motors, pumps bearings
and pulleys. Troubleshoot pneumatic systems
and repair.
Responsibilities
Responsible for parts delivery, warehouse
management, assist with preventive
maintenance, and assist with HVAC repair as
needed.
7
Confidential and Proprietary
1. Statement of Qualifications
Key Personnel
General Manager
Vishal Gupta, PE, LEED Green Associate
657.269.7471
vishal.gupta@abm.com
Project Manager
Jay Barthel
908-693-0885
jay.barthel@abm.com
Operations Manager
Sandra Sablan
714-227-5629
sandra.sablan@abm.com
Service Foreman
Eduardo Palomino
949-836-1963
eduardo.palomino@abm.com
ABAA..
Building Value
0
Confidential and Proprietary
1. Statement of Qualifications
Local Support
Primary Contact
Sarah Ray, Sales Executive
14201 Franklin Avenue, Tustin, CA 92780
949.316.1362 (Office)
949.300.5714 (Cell)
sarah.ray@abm.com
ABAA..
Building Value
Confidential and Proprietary
1. Statement of Qualifications
CITY OF SANTA ANA
d. Understanding Scope of Services
ABM Technical Solutions, a division of ABM Industries Inc.,
provides custom energy and other maintenance and repair
services for clients in the public and private sectors. Our
Technical Solutions Group is divided into HVAC &
Mechanical, Electrical & Lighting, Electrical Power & Mission
Critical, and Bundled Energy Solutions.
The Comprehensive Facility Services program is
performance -based and custom -designed to fit the Building
Owner's long-term (lifecycle) cost of operation. This life cycle
cost evaluation includes initial installation, functional
requirements and needs, maintenance, and energy costs to
operate your facility.
We base our planned service programs on many years of
industry knowledge, exceptional technical skills, and
professional application of the latest technologies and
methods. These programs allow us to consistently deliver
quality services in a responsive manner at a fair value.
Existing Conditions
• Assessment of Equipment
Recommended Actions
• Provide Quote for Any Repairs
• Operational Maintenance
Annual Maintenance
•
ABM®
Building Value
Technical Solutions
Capabilities
• 40+ years of
experience
• 500,000+ heating and
cooling systems
maintained
20,000+ building
systems serviced
24/7 emergency
support service
• 50% of Fortune 500
companies rely on
ABM
• National and local
presence
10
Confidential and Proprietary
1. Statement of Qualifications
e. Relevant Project Experience
Staar Surgical
• Project Description
• Year Completed:
• Client Contact:
• Phone:
Package unit replacement project
2019
Julius Davis
626.303.7902
Raytheon Technologies
• Project Description: Refurbished 8 air handlers
• Year Completed: 2019
• Client Contact: Kelly Bennett
• Phone: 310.647.2336
Jamison Services
• Project Description:
• Year Completed:
• Client Contact:
• Phone:
Two (2) 100-ton air-cooled chillers
2021
Veronica Guerrero
562.429.4672
•
ABM.
Building Value
ABM,.
Building Value
STAART"
r� SURGICAL
Raytheon
Technologies
[5 JAMISON
11
Confidential and Proprietary 1. Statement of Qualifications
APPENDIX
CITY OF SANTA ANA
RFP NO.: 21-033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
ATTACHMENT 3: PROPOSER'S REFERENCES
List and describe fully the contracts performed by your firm which demonstrate your ability to provide
the supplies, equipment or services included in the scope of the proposal specifications. Attach
additional pages if required. The City reserves the right to contact each of the references listed for
additional information regarding your firm's qualifications.
Reference
Customer Name: Staar Surgical
Address: 1911 Walker Avenue
Manrovia. CA 91016
Contract Amount: $ 42,000
Description of supplies, equipment, or services provided:
HVAC preventive maintenance, repairs, emergencies
Reference
Customer Name: OmniTrans
Address: 1700 W Fifth Street
San Bernardino, CA 92411
Contract Amount: $ 680,527
Description of supplies, equipment, or services provided:
HVAC preventive maintenance, repairs, emergencies
Reference
Customer Name: Claremont Unified School District
Address: 170 W San Jose Avenue
Claremont, CA 91711
Contact Individual: Julius Davis
Phone Number: 626.303.
Facsimile Number: N/A
Year: 2019
x2352
Contact Individual: _Mark Montgomery
Phone Number: 909.379.7100
Facsimile Number: N/A
Year: 2021
Contact Individual: Lisa Shoemaker
Phone Number: 909.398.0609, x70401
Facsimile Number: N/A
Contract Amount: $ 3,861,491 Year: 2017
Description of supplies, equipment, or services provided:
District -wide energy efficiency upgrades
/'Z::>STAARSURGICAL"
1911 Walker Ave.
Monrovia, CA 91016
626.303.7902
November 13, 2020
To Whom It May Concern,
It is my pleasure to recommend ABM Building Solutions as our HVAC maintenance provider.
ABM has truly been committed to our HVAC needs. The technicians are very well trained and
always communicate if there is an issue. The office staff is friendly and responds to requests in
a timely manner. I would highly recommend using ABM Building Solutions.
If you have any questions, please feel to reach out to me.
Respectfully,
�GG�GCp�Gi��w�
Julius Davis
Senior Facilities and Maintenance Manger
Office: (626) 303-7902 ext. 2352
Cell: (626) 825-0283
Email: Jdavis@staar.com
I Staar.com I EVO Viva I DiscoverEVO.com
-OmniTrans
�- Connecting Our Community.
November 13, 2020
To Whom it May Concern:
1700 W. Fifth St.
San Bernardino, CA 92411
909-379-71 00
www.omnitrans.org
This letter is to attest to ABM Building Solutions level of service, technical expertise and
professionalism to Omnitrans over the past four years.
ABM Building Solutions level of service has been highly commendable. They have provided
very timely response in meeting our facilities HVAC preventive maintenance needs, repairs and
emergencies. Moreover, the service technicians are quite competent, well trained and have
demonstrated that they may be counted on to accurately assess, troubleshoot, and repair a
myriad of HVAC-related issues throughout our facilities. ABM Building Solutions service
technicians have become very familiar with our infrastructure and, hence, have become
"experts" on our systems. ABM Building Solutions employees interact well with our staff
displaying a first-class commitment to professionalism and customer service. Lastly, from the
many expert service technicians to the company's account manager, the level of
professionalism has been above reproach. We have consistently received high quality
workmanship from this company and can without reservation highly recommend them to provide
HVAC services to any municipal, federal, or state facility.
F CIUMLy I„10110y01
Omnitrans
Claremont Unified School District
James Elsasse , Ed.D. t
James Elsasser, Ed.D.
1'nsphing Students of Today, Leaders of Tomorrow!
Board of Education
Hilary LaConte, President
Beth Bingham, D.Min., Vice President
C L A K L %T ❑ ti T 170 West San Jose Avenue, Claremont, CA 91711-5285
Nancy Treser Osgood, Clerk
(909) 398-0609 ext. 70401 FAX (909) 621-0180
Steven Llanusa, Member
htW:J1YAyvvcusd.daremontedu
David S. Nemer, Member
Lisa Shoemaker, Assistant Superintendent,
Business Services
March 1, 2019
To Whom It May Concern -
Over the last few years, I have had the pleasure of working with ABM Building Solutions' local Southern
California team on a district -wide energy efficiency upgrade project for the Claremont Unified School District.
When the District began pursuing an energy efficiency project it had many "balls in the air" so to speak. We
had a small amount of Proposition 39 funds available to us, had recently passed a General Obligation Bond, and
were struggling with more costs associated with aging facilities then funds available, even after considering all
funding sources. The ABM team took great care in listening to me and our facilities team, and worked with us
to develop a project that would address both typical priorities and unique requirements, and maximize the
utilization of our available funding sources.
Initially, the project was a way to replace inefficient lighting in all of our schools. However, after several
discussions, the ABM team further investigated our facilities and determined that in addition to replacing
lighting, we could replace a significant number of air conditioning units at both Claremont High School and El
Roble Intermediate School. ABM handled all of the Prop 39 grant application process on our behalf, and
applied for the Southern California Edison rebates as well, significantly reducing the administrative burden
which so often accompanies these types of projects. ABM also took care of all of the permitting requirements
for the Division of State Architect.
Once ABM was able to determine expected utility savings resulting from upgrades, we found that we could add
a new air-conditioning system at the Claremont High School gymnasium utilizing savings over time as well.
This particular project was very appealing to the District as we have been unable to hold large events in the gym
during warm months as it has never been air conditioned.
The ABM team kept the District informed of project status throughout the entire process, understood the
constantly changing nature of public school campuses, and made every effort to minimize impacts to our sites
whenever possible. We were able to rely on designated individuals to respond to inquiries as needed, and the
project went smoothly overall. I highly recommend working with ABM, and believe that they can maximize
the benefits of any project you wish to undertake.
Please feel free to contact me with any questions you may have.
Sincerely,
Lisa Shoemaker
Assistant Superintendent, Business Services
Claremont Unified School District
1�
#*V
a
f
Scope of Services
•
ABM®
r i T v r) F Building Value
Scope of Work to be Performed on Equipment List
Provided on RFP, Table A: City of Santa Ana Air Conditioning Units
Operational Maintenance
a. Open the local disconnect.
b. Perform a visual inspection of the equipment including subassemblies, wiring harnesses,
contacts, cables, and major components.
c. Check de -energized nuts, bolts, screws, and connectors for tightness and heat
discoloration. Re -torque these connections per the manufacturer's specifications.
d. Check the humidifier pan, (if applicable) clean, as necessary.
e. Check the humidifier drain, (if applicable) clean, as necessary.
f. Check the infrared lamps (if applicable), replace as required.
g. Check the air filters for cleanliness, replace if necessary.
h. Wipe down the filter housing, as necessary.
i. Check the bearing temperature on supply fans, return fans and condenser fans using a
hand-held infrared thermometer. Bearing temperature should not exceed 180 degrees
j. Check the bearings temperature on fan motors using a hand-held infrared thermometer.
Bearing temperature should not exceed -180T.
k. Wipe down the motor and the entire unit, as necessary.
I. Inspect wiring and refrigerant lines for signs of chafing.
m. Check the refrigerant level if signs of low suction or high head pressure.
n. Check the oil level.
o. Check the condensate drain, clean, as necessary.
p. Check and clean the condensate pan.
q. Check the sheaves and pulleys for alignment and wear (if applicable).
r. Check the fan belts and pulleys; adjust the tension in accordance with manufacturer's
recommendations.
s. Exercise the butterfly valves if applicable.
t. Close the local disconnect and verify that the unit returns to normal operation.
u. Cycle the condensate pump to check for proper operation. Pour a cup of water into the
pump and verify that the pump starts and removes the water.
v. Measure voltage and amp draw for each fan and compressor during operation.
w. Inspect and test safeties unit is equipped with.
x. Verify unit operation and functions are normal.
Confidential and Proprietary
17
2. Scope of Services
•
ABM.
Building Value
2. Annual Maintenance
a. Replace air filters, annually or as required by site conditions
b. Replace belts (if applicable) annually or as required by site conditions.
c. Inspect the heat rejection coil surface area. Clean the heat rejection coils.
d. Inspect the condenser coil surface area. Clean the condenser coils. Inspect coils for
cleanliness, clean as needed using appropriate measures for region
Confidential and Proprietary
18
2. Scope of Services
e*40"p-
A.. "Ilik
Omp
r
IlANN-.
Fee Proposal
CI
Fee Proposal
•
ABM®
Building Value
Per RFP requirements, fee proposal has been submitted separately in the PlanetBids system.
Please refer to the Line Items section in the PlanetBids Portal.
CITY OF SANTA ANA
RFP NO.: 21-033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
6. Well 37 EA 1 $
9. Well 40 EA 1 $
10. Well 41 EA 1 $
CITY OF SANTA ANA
RFP NO.:21-033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
7 rates along
APPENDIX �s for all labor
ATTACHMENT 2: FEE PROPOSAL
Certification - I certify that I have read, understand and agree to the terms and conditions of
this Request for Proposal. I have examined the ATTACHMENT 1: SCOPE OF WORK. I am
familiar with all the existing conditions and limitation that may impact work requests. I
understand and agree that I am responsible for reporting any errors, omissions or discrepancies
to the City for clarification prior to the submission of my proposal.
Proposer shall submit hourly rates schedule, which shall include but not limited to, direct
and indirect costs for labor, for staff per job classification, material, equipment rates,
overhead, incidental supplies, travel, mileage, and fuel. Any special materials will be
purchased by the contractor only after discussed and authorized by the City projects
manager or designee in writing.
Prior to commencement of services, Contractor shall provide separate quotes, upon
request by the City, which shall be approved by the City's Public Works Water Resources
Division.
FEE SCHEDULE
The undersigned declares that he/she has carefully examined the request for proposal, that
he/she has examined the Proposed Scope of Services, and hereby proposes to furnish all
material and do all the work required to complete the said work in accordance with said Proposed
Scope of Services, for the unit price(s) set forth in the following schedule:
Note: This contract is subject to prevailing wages.
TO: CITY COUNCIL OF THE CITY OF SANTA ANA
FROM:
Item # Bid Item Unit Quantity Amount
Preventative Maintenance Services
1,
Contrd Room
EA
1
$
2.
East Station
EA
1
$
3.
Seq—tmm Lift Slalion
EA
1
$
4.
Walnut Station (Electrical Roam)
EA
1
$
5.
Walnut Station (Server Room)
EA
1
$
6.
Walnut Station (Shop)
EA
1
;
7.
Well 35
to
1
$
Confidential and Proprietary
U11
3. Fee Proposal
, I
17
140
Lai
4�k
Certifications
CITY OF SANTA ANA
RFP NO.: 21-033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
NON -COLLUSION AFFIDAVIT
(Title 23 United States Code Section 112 and Public Contract Code Section 7106)
In conformance with Title 23 United States Code Section 112 and Public Contract Code
7106 the BIDDER declares that the bid is not made in the interest of, or on behalf of, any
undisclosed person, partnership, company, association, organization, or corporation; that
the bid is genuine and not collusive or sham; that the BIDDER has not directly or indirectly
induced or solicited any other BIDDER to put in a false or sham bid, and has not directly
or indirectly colluded, conspired, connived, or agreed with any BIDDER or anyone else to
put in a sham bid, or that anyone shall refrain from bidding; that the BIDDER has not in
any manner, directly or indirectly, sought by agreement, communication, or conference
with anyone to fix the bid price of the BIDDER or any other BIDDER, or to fix any
overhead, profit, or cost element of the bid price, or of that of any other BIDDER, or to
secure any advantage against the public body awarding the contract of anyone interested
in the proposed contract; that all statements contained in the bid are true; and, further,
that the BIDDER has not, directly or indirectly, submitted his or her bid price or any
breakdown thereof, or the contents thereof, or divulged information or data relative
thereto, or paid, and will not pay, any fee to any corporation, partnership, company
association, organization, bid depository, or to any member or agent thereof to effectuate
a collusive or sham bid.
Note: The above Non -collusion Affidavit is part of the Proposal. BIDDERS are
cautioned that making a false certification may subject the certifier to
criminal prosecution.
Signed
State of-GaWefflia Florida
County of Santa Rosa
Subscribed and sworn to (or affirmed) before me on this 26th day of April _, 2021, by
Vishal Gupta, General Manager , proved to me on the basis of satisfactory evidence to be
the person(s) who appeared before me
AMBER L. RODDENBERV
f X'; Notary Public - State of Florida
4y Commission M HH 029709
a. n My Comm. Expires Aug 6, 2024
Banded through National Notary Assn.
Notary Public Signature
Notary Public Seal
Page 1 of 1
CITY OF SANTA ANA
RFP NO.: 21-033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
NON -LOBBYING CERTIFICATION
The prospective participant certifies, by signing and submitting this bid or proposal, to the
best of his or her knowledge and belief, that:
(1) No Federal appropriated funds have been paid or will be paid, by or on behalf of
the undersigned, to any person for influencing or attempting to influence an officer
or employee of any Federal agency, a Member of Congress, an officer or employee
of Congress, or an employee of a Member of Congress in connection with the
awarding of any Federal contract, the making of any Federal grant, the making of
any Federal loan, the entering into of any cooperative agreement, and the
extension, continuation, renewal, amendment, or modification of any Federal
contract, grant, loan, or cooperative agreement.
(2) If any funds other than Federal appropriated funds have been paid or will be paid
to any person for influencing or attempting to influence an officer or employee of
any Federal agency, a Member of Congress, an officer or employee of Congress,
or an employee of a Member of Congress in connection with this Federal contract,
grant, loan, or cooperative agreement, the undersigned shall complete and submit
Standard Form-LLL, "Disclosure of Lobbying Activities," in conformance with its
instructions.
This certification is a material representation of fact upon which reliance was placed when
this transaction was made or entered into. Submission of this certification is a prerequisite
for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code.
Any person who fails to file the required certification shall be subject to a civil penalty of
not less than $10,000 and not more than $100,000 for each such failure.
The prospective participant also agrees by submitting his or her bid or proposal that he
or she shall require that the language of this certification be included in all lower tier
subcontracts, which exceed $100,000 and that all such subrecipients shall certify and
disclose accordingly.
Signed: V�
Title: General Manager
Firm: ABM Building Solutions, LLC
Date: 4/26/2021
Page 1 of t
CITY OF SANTA ANA
RFP NO.: 21-033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
NON-DISCRIMINATION CERTIFICATION
The undersigned consultant or corporate officer, during the performance of this contract,
certifies as follows:
1. The Consultant shall not discriminate against any employee or applicant for
employment because of race, color, religion, sex, or national origin. The Consultant
shall take affirmative action to ensure that applicants are employed, and that
employees are treated during employment without, regard to their race, color, religion,
sex, or national origin. Such action shall include, but not be limited to, the following:
employment, upgrading, demotion, or transfer; recruitment or recruitment advertising;
layoff or termination; rates of pay or other forms of compensation; and selection for
training, including apprenticeship. The Consultant agrees to post in conspicuous
places, available to employees and applicants for employment, notices to be provided
setting forth the provisions of this nondiscrimination clause.
2. The Consultant shall, in all solicitations or advertisements for employees placed by or
on behalf of the Consultant, state that all qualified applicants will receive consideration
for employment without regard to race, color, religion, sex, or national origin.
3. The Consultant shall send to each labor union or representative of workers with which
he/she has a collective bargaining agreement or other contract or understanding, a
notice to be provided advising the said labor union or workers' representatives of the
Consultant's commitments under this section, and shall post copies of the notice in
conspicuous places available to employees and applicants for employment.
4. The Consultant shall comply with all provisions of Executive Order 11246 of
September 24, 1965, and of the rules, regulations, and relevant orders of the
Secretary of Labor.
5. The Consultant shall furnish all information and reports required by Executive Order
11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary
of Labor, or pursuant thereto, and will permit access to his/her books, records, and
accounts by the administering agency and the Secretary of Labor for purposes of
investigation, to ascertain compliance with such rules, regulations, and orders.
6. In the event of the Consultant's non-compliance with the nondiscrimination clauses of
this contract or with any of the said rules, regulations, or orders, the contract may be
canceled, terminated, or suspended in whole or in part and the Consultant may be
declared ineligible for further Government contracts or federally assisted construction
contracts in accordance with procedures authorized in Execution Order 11246 of
September 24, 1965, and such other sanctions may be imposed and remedies
invoked as provided in Executive Order 11246 of September 24, 1965, or by rule,
regulations, or order of the Secretary of Labor, or as otherwise provided by law.
Page 1 of 2
CITY OF SANTA ANA
RFP NO.: 21-033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
7. The Consultant shall include the portion of the sentence immediately preceding
paragraph (1) and the provisions of paragraphs (1) through (7) in every subcontract
or purchase order unless exempted by rules, regulations, or orders of the Secretary
of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24,
1965, so that such provisions will be binding upon each subcontract or purchase order
as the administering agency may direct as means of enforcing such provisions,
including sanctions for noncompliance; provided, however, that in the event the
Consultant becomes involved in, or is threatened with, litigation with a subconsultant
or vendor as a result of such direction by the administering agency, the Consultant
may request that the United States enter into such litigation to protect the interests of
the United States.
8. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Stats.
1939, and as amended, no discrimination shall be made in the employment of persons
upon public works because of race, religious creed, color, national origin, ancestry,
physical handicaps, mental condition, marital status, or sex of such persons, except
as provided in Section 1420, and any consultant of public works violating this Section
is subject to all the penalties imposed for a violation of the Chapter.
Signed:
Title: General Manager
Firm: ABM Building Solutions, LLC
Date: 4/26/2021
Page 2 of 2
EXHIBIT C
City of Santa Ana
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES (21-033), bidding on 04/28/2021 3:00 PM (PDT)
Page 1 of 3
Printed 07/21/2021
Bid Results
Bidder Details
Vendor Name
ABM Building Solutions
Address
14201 Franklin Ave
Tustin, California 92780
United States
Respondee
Vishal Gupta, PE
Respondee Title
General Manager
Phone
657-269-7471
Email
vishal.gupta@abm.com
Vendor Type
CADIR
License #
976012
Bid Detail
Bid Format
Electronic
Submitted
04/28/2021 1:03 PM (PDT)
Delivery Method
Bid Responsive
Bid Status
Submitted
Confirmation #
252052
Respondee Comment
Buyer Comment
Attachments
File Title
Technical Proposal.pdf
References.pdf
File Name
Technical Proposal.pdf
References.pdf
File Type
General Attachment
References
PlanetBids, Inc.
City of Santa Ana
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES (21-033), bidding on 04/28/2021 3:00 PM (PDT)
Page 2 of 3
Printed 07/21/2021
Line Items
Discount Terms No Discount
Item # Item Code Type
Preventative Maintenance Services
1
2 i
3
4
Item Description
Control Room
East Station
Segerstrom Lift
Station
Walnut Station
(Electrical Room)
Walnut Station
(Server Room)
Walnut Station
(Shop)
W e11 35
W el1 37
W el1 40
W el1 41
West Station
UOM QTY Unit Price Line Total
$3,224.81
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
EA
Response Comment
1 $235.75
1 $13729
1 $137.29
$235.75
Yes
Yes
Yes
Yes
Yes
$137.29
$137.29
1
$268.19
$268.19
1
$268.19
$268.19
1
$268.19
$268.19
Yes
1
$368.44
$368.44
Ves
1
$371.52
$371.52
Ves
1
$333.06
$333.06
Ves
1
$371.52
$371.52
Ves
1
$465.37
$465.37
Ves
PlanetBids, Inc.
City of Santa Ana
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES (21-033), bidding on 04/28/2021 3:00 PM (PDT)
Page 3 of 3
Printed 07/21/2021
Line Item Subtotals
Section Title
Preventative Maintenance Services
Line Total
$3,224.81
Grand Total $3,224.81
PlanetBids, Inc.
EXHIBIT 3
AGREEMENT TO PROVIDE ON -CALL HVAC
MAINTENANCE AND REPAIR SERVICES
THIS AGREEMENT is made and entered into this 17th day of August, 2021 by and between
Allison Mechanical, 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 April 8, 2021, the City issued Request for Proposal No. 21-033, by which it
sought a qualified contractor to provide on -call HVAC maintenance and repair
services for the Water Resources Division of the City's Public Works Agency.
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 21-033.
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
On an on -call basis, and at the City's sole discretion, Contractor shall perform the services
described in the scope of work that was included in RFP No. 21-033, which is attached as Exhibit
A and incorporated in full, and as further described in Contractor's Proposal, which is attached as
Exhibit B and incorporated in full.
2. COMPENSATION
a. City neither warrants nor guarantees any minimum or maximum compensation to
Contractor under this Agreement. Contractor shall be paid only for actual services
performed under this Agreement at the rates and charges identified in Exhibit B.
Contractor is one of three (3) contractors selected to provide services on an on -call
basis under RFP 21-033. The total annual compensation for services provided by
all contractors selected under RFP No. 21-033 shall not exceed the shared aggregate
amount of one hundred thousand dollars and zero cents ($100,000).
b. Payment by City shall be made within forty-five (45) days following receipt of
proper invoice evidencing work performed, subject to City accounting procedures.
Payment need not be made for work which fails to meet the standards of
Page 1 of 8
performance set forth in the Recitals and Scope of Work, which may reasonably be
expected by City.
3. TERM
This Agreement shall commence on the date first written above and terminate on August
16, 2024, unless terminated earlier in accordance with Section 17, below. The term of this
Agreement may be extended for one 2-year period upon a writing executed by the City Manager
and City Attorney.
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. If the services
being performed are part of an applicable "public works" or "maintenance" project, as defined by
the Prevailing Wage Laws, and 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
Page 2 of 8
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 from any
act or occurrence arising out of Contractor's operations in the performance of this
Agreement, including, without limitation, acts involving vehicles. The amounts
of insurance shall be not less than the following: single limit coverage applying to
bodily and personal injury, including death resulting therefrom, and property
damage, in the total amount of $2,000,000 per occurrence. If a general aggregate
limit applies, either the general aggregate limit shall apply separately to this
project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be
twice the required occurrence limit. Such insurance shall (a) name the City, its
officers, employees, agents, volunteers and representatives as additional
insured(s); (b) be primary 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.
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 $2,000,000 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.
Page 3 of 8
(iii) Certificates and policies shall state that the policies shall not be cancelled
or reduced in coverage or changed in any other material aspect, by
contractor, 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 and is in force and paid for, the City shall have the right, at the City's
election, to forthwith terminate this Agreement. Such termination shall not affect
Contractor's right to be paid for its time and materials expended prior to notification
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 defend, and shall indemnify and hold harmless the City, its officers,
agents, employees, contractors, special counsel, and representatives from liability: (1) for personal
injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for
personal injury, including death, and claims for property damage, which may arise from the
negligent operations of the Contractor or its subcontractors, agents, employees, or other persons
acting on their behalf which relates to the services described in section 1 of this Agreement; and
(2) from any claim that personal injury, damages, just compensation, restitution, judicial or
equitable relief is due by reason of the terms of or effects arising from this Agreement. This
indemnity and hold harmless agreement applies to all claims for damages, just compensation,
restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the
events referred to in this Section or by reason of the terms of, or effects, arising from this
Agreement. The Contractor further agrees to indemnify, hold harmless, and pay all costs for the
defense of the City, including fees and costs for special counsel to be selected by the City,
regarding any action by a third party challenging the validity of this Agreement, or asserting that
personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal
or property rights arises by reason of the terms of, or effects arising from this Agreement. City
may make all reasonable decisions with respect to its representation in any legal proceeding.
Notwithstanding the foregoing, to the extent Contractor's services are subject to Civil Code
Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section
2782.8, to claims that arise of, pertain to, or relate to the negligence, recklessness, or willful
misconduct of the Contractor.
9. INTELLECTUAL PROPERTY INDEMNIFICATION
Contractor shall defend, indemnify and hold harmless the City, its officers, agents,
representatives, and employees against any and all liability, including costs, and attorney's fees,
for infringement of any United States' letters patent, trademark, or copyright contained in the work
product or documents provided by Contractor to the City pursuant to this Agreement.
Page 4 of 8
10. RECORDS
Contractor shall keep records and invoices in connection with the work to be performed
under this Agreement. Contractor shall maintain complete and accurate records with respect to
the costs incurred under this Agreement and any services, expenditures, and disbursements
charged to the City for a minimum period of three (3) years, or for any longer period required by
law, from the date of final payment to Contractor under this Agreement. All such records and
invoices shall be clearly identifiable. Contractor shall allow a representative of the City to
examine, audit, and make transcripts or copies of such records and any other documents created
pursuant to this Agreement during regular business hours. Contractor shall allow inspection of all
work, data, documents, proceedings, and activities related to this Agreement for a period of three
(3) years from the date of final payment to Contractor under this Agreement.
11. CONFIDENTIALITY
If Contractor receives from the City information which due to the nature of such
information is reasonably understood to be confidential and/or proprietary, Contractor agrees that
it shall not use or disclose such information except in the performance of this Agreement, and
further agrees to exercise the same degree of care it uses to protect its own information of like
importance, but in no event less than reasonable care. "Confidential Information" shall include all
nonpublic information. Confidential information includes not only written information, but also
information transferred orally, visually, electronically, or by other means. Confidential
information disclosed to either party by any subsidiary and/or agent of the other party is covered
by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any
information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the
Contractor disclosed in a publicly available source; (c) is in rightful possession of the Contractor
without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e)
is independently developed by the Contractor without reference to information disclosed by the
City.
12. CONFLICT OF INTEREST CLAUSE
Contractor covenants that it presently has no interest and shall not have interests, direct or
indirect, which would conflict in any manner with performance of services specified under this
Agreement.
13. 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:
Page 5 of 8
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
Executive Director
Public Works Agency
City of Santa Ana
20 Civic Center Plaza (M-21)
P.O. Box 1988
Santa Ana, CA 92702
To Contractor: Allison Mechanical, Inc.
1968 Essex Court
Redlands, CA 92373-8008
Attn: Mark Allison, Vice -President
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
timeframes, weekends, federal, state, County or City holidays shall be excluded.
14. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and
Contractor regarding the subject matter herein, and supersedes any and all other agreements, oral
or written, between the parties. In the event of a conflict between the terms of this Agreement and
any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be
modified except by written instrument signed by the City and by an authorized representative of
Contractor. The parties agree that any terms or conditions of any purchase order or other instrument
that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or
obligate Contractor or the City. Each party to this Agreement acknowledges that no
representations, inducements, promises or agreements, orally or otherwise, have been made by any
party, or anyone acting on behalf of any party, which are not embodied herein.
15. 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
Page 6 of 8
the City's prior written consent shall be considered null and void. Nothing in this Agreement shall
be construed to limit the City's ability to have any of the services which are the subject to this
Agreement performed by City personnel or by other contractors retained by City.
16. WAIVER
No waiver of breach, failure of any condition, or any right or remedy contained in or
granted by the provisions of this Agreement shall be effective unless it is in writing and signed by
the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or
remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not
similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.
17. 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 which fails to meet the standard of
performance specified in the Recitals of this Agreement.
18. NON-DISCRIMINATION
Consultant shall not discriminate because of race, color, creed, religion, sex, marital
status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic
information, or military and veteran status, age, national origin, ancestry, or disability, as defined
and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization,
promotion, termination or other employment related activities or any services provided under
this Agreement. Consultant affirms that it is an equal opportunity employer and shall comply
with all applicable federal, state and local laws and regulations.
19. 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.
Page 7 of 8
20. 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 or maintain such permits, licenses, approvals, waivers, and
exemptions. Said inability shall be cause for termination of this Agreement.
21. 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:
Daisy Gomez
Clerk of the Council
APPROVED AS TO FORM
SONIA R. CARVALHO
City Attorney
By.
randon Salvatierra
Deputy City Attorney
RECOMMENDED FOR APPROVAL
Nabil Saba, PE
Executive Director
Public Works Agency
CITY OF SANTA ANA
Kristine Ridge
City Manager
CONTRACTOR
Nate: Don Allison
Title: President
Page 8 of 8
EXHIBIT A
CITY OF SANTA ANA
RFP NO.: 21-033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
Appendix
ATTACHMENT 1: SCOPE OF WORK
C11 Y OF SANTA ANA
RFP NO.: 21-033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
SCOPE OF WORK
Introduction and Background:
The City of Santa Ana Public Works Agency Water Resources Division is soliciting
proposals from qualified firms to provide on -call heating, ventilation, and air conditioning
(HVAC) repair services and preventative maintenance on an as -needed basis.
The City of Santa Ana is located in the County of Orange in Southern California. The City
encompasses 27.2 square miles and a population over 343,000 people. The City of Santa Ana
Public Works Agency — Water Resources Division oversees and maintains the daily operations
of the Water System and Sanitary Sewer System. The City of Santa Ana's water system has an
average day demand of about 43 million gallons (MG) with 45,000 services. It is comprised of
approximately 478 miles of water main, 45 MG of storage at five (5) sites, seven (7) MWD
connections, 21 groundwater wells, seven (7) pump stations, four (4) pressure regulating
stations and utilizes two (2) pressure zones. The Water Resources Division currently operates
and maintains eleven (11) air conditioning units throughout their jurisdiction.
Descrie#ion of Work:
The City of Santa Ana is requesting proposals for the purpose of providing on call maintenance
repair services on the HVAC units defined in Table A: City of Santa Ana Air Conditioning
Units.
All requested HVAC maintenance and repair services shall be provided in accordance with the
highest standards of the industry, skill, workmanship, and applicable trade practices. All
requested services are to be compliant with all Federal, State, California Air Resources Board
(CARB), Air Quality Management District (AQMD), Occupational Safety and Health
Administration (OSHA) and all other applicable regulatory requirements.
This project consists of furnishing all materials, equipment, labor, supervision, and
transportation necessary to provide HVAC preventative maintenance and repair services at
locations listed and described herein. All parts, repairs and/or fluid changing must be done with
parts and fluids that meet or exceeds the manufacturer's specifications and requirements. All
replacement parts shall be new. All parts should be of original equipment manufacturer (OEM);
substitutions will be permitted only with prior authorization from the City. All work done on
HVAC systems will carry a one-year warranty on parts. The Contractor shall properly dispose
of used oil, fluids, and filters generated by its services, leaving the job site environmentally
clean.
All testing and maintenance services should be scheduled in advance with the City of Santa
Ana. The Contractor shall maintain service records on all maintenance and repairs and shall
provide a copy of the service records to the City of Santa Ana.
Contractor must be able to respond to City's request for emergency repair work on a timely
manner. The contractor shall be available on an on -call basis, 2417, and ready to respond
in the event of an emergency. Service calls shall be responded within four (4) hours.
CI`1Y OF SANTA ANA
RFP NO.: 21-033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
Contractor's repair crews must be able to arrive at job site within four (4) hours of
approval from the City to commence work. Regular business hours are considered from
7:00 am to 5:00 pm (Monday through Friday). Anytime outside of business hours of
operation may be considered after hours/weekends. The Contractor shall perform additional
work as authorized. Such work will be based on rates for field services as listed herein.
Proposer shall submit hourly rates schedule, which shall include but not limited to, direct and
indirect costs for labor, for staff per job classification, material, equipment rates, overhead,
incidental supplies, travel, mileage, and fuel. Any special materials will be purchased by the
contractor only after discussed and authorized by the City projects manager or designee in
writing.
Prior to commencement of services, Contractor shall provide separate quotes, upon request
by the City, which shall be approved by the City's Public Works Water Resources Division.
The Contractor shall maintain and repair existing equipment, as listed in Table A: City of Santa
Ana Air Conditioning Units; equipment may be added or removed as required.
Table A. City of Santa Ana Air Conditioning Units
# Site Address Manufacturer Model No
#1 i Control Room
#2 1 East Station
Segerstrom Lift
#3 Station
Walnut Station
#4 (Electrical Room
Walnut Station
#5 (Server Room)
Walnut Station
#6 (Shop)
#7 1 Well35 —
#8 Well 37
#9 Well 40
#10 , Well 41
#11 1 West Station
220 S Daisy Ave,
Santa Ana CA 92703 Fujitsu ASU36RLXB
1730 S Santa Fe,
Santa Ana CA 92705 Fujitsu AOU18RLXFW
2903 S Bristol St,
Santa Ana CA 92704 Hoffman G520816GO50
723 W Walnut St,
Santa Ana CA 92701 Mitsubishi PUZ-A36NKA7
723 W Walnut St,
Santa Ana CA 92701
Mitsubishi
723 W Walnut St,
Santa Ana CA 92701
York
1718 N Sydney St,
Goodman Company,
Santa Ana CA 92706
LP
2007 W McFadden
Ave, Santa Ana CA
Goodman Company,
92704
LP _
1753 E Fruit St,
Pfannenberg Manf.
Santa Ana CA 92701
LLC
907 3/4 N Flower St,
Goodman Company,
Santa Ana CA 92703
LP _
201 S Mountain
View, Santa Ana CA
92704
Carrier Corporation
Contractor Responsibilities:
PUZ-A24NHA7
PHE4B6041
GSX160241FD
SSX160241BB
DTS 3461
SSX160241BB
I
Serial No
FTA004841
KSN 008033
18023251-31-A
81U07568B
81U10210B
W 1 K8197261
1602044922
1206645640
S19110826993
f 1303138611
SOTCQD08A2A6AOAOAO 161OG10616
CITY OF SANTA ANA
RFP NO.: 21-033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
I. HVAC PREVENTATIVE MAINTENANCE SERVICES
The Contractor shall perform preventive maintenance on bi-annual basis in accordance with
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. The Contractor will also provide recommendations
for additional service(s) that will better enhance equipment performance.
At a minimum, Contractor shall perform the following preventative maintenance tasks and
perform a resistive load bank test. These tasks are designed to maintain the equipment in an
optimum operating condition so that the equipment will operate reliably and efficiently.
A. AIR CONDITIONING UNITS MAINTENANCE
1. Check all electrical wiring and connection as required; tighten as required.
2. Check and replace filters as required.
3. Check starter contactor surfaces for wear.
4. Check compressor amps and record.
5. Check sight glass for moisture level.
6. Check operation of crankcase heater.
7. Check and lubricate condenser fan motor and fan bearings.
8. Check condition of condenser coil and clean.
9. Check belts for wear and replace per manufacturer's recommendations.
10. Check and adjust compressor capacity controls.
11. Lubricate indoor fan motor and bearings.
12. Check humidifier for proper operation and observe for humidity levels.
13. Inspect for dust, mold, and debris and clean.
14. Check refrigerant charge and for leaks.
15. Check and inspect cabinets for leaks and check cabinet door for secure closure.
16. Replace batteries bi-annually.
17. Test thermostats and controls for proper operation; temperatures and timer
functions.
B. AIR DUCT MAINTENANCE
1. Inspect unit assembly.
2. Visually inspect air duct system.
C. EXHAUST FAN MAINTENANCE
1. Check all electrical wiring and connections.
2. Check all motor starter contactor surfaces for wear.
3. Clean starter and electrical control enclosure.
4. Lubricate bearings.
5. Check belts for wear and replace per manufacturer's recommendations.
6. Check belt tension and sheave alignment and adjust as required.
7. Inspect exhaust fan unit assembly.
8. Check all mounting hardware and tighten as required.
CITY OF SANTA ANA
RFP NO.: 21-033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
All service shall be in accordance with a program of standards as recommended by equipment
manufacturers' recommendations. The Contractor shall immediately notify City personnel of
conditions that do not conform to applicable codes and/or pose a safety hazard.
Within five (5) business days of completing maintenance services on the City's HVAC units, the
Contractor shall provide a service report to the City of Santa Ana. The Contractor shall state
all findings, if any, along with a proposed scope of work and complete cost estimates for any
recommended equipment repairs and/or replacement.
II. ON CALL DIAGNOSTIC AND REPAIR SERVICES
The Contractor shall provide HVAC unit diagnostic and repair services for all listed City units
and other locations on an as needed basis. The Contractor shall charge labor at the established
rates for normal hours, after hours, weekend hours and holiday hours. Any repair service above
and beyond preventative maintenance will require an estimate being submitted to the City. The
City's prior approval is required before any work is performed by the Contractor.
All replacement parts shall be new. All parts should be of original equipment manufacturer
(OEM); substitutions will be permitted only with prior authorization from the City. All work done
on HVAC systems will carry a one-year warranty on parts.
After all diagnostic and repair services, a report is to be completed by the Contractor's
technician and the report is to be provided to City personnel upon completion of the request.
III. EMERGENCY ON CALL REPAIR SERVICE
In the event of an HVAC failure or malfunction, the Contractor shall provide emergency on -call
repair services within four (4) hours of receiving the call.
The Contractor's service technician is required to be on site and commence, work within four
(4) hours of initial contact if deemed by the City to be an emergency. The response time may
be waived by the City if service can wait to be performed during Contractor's normal business
hours.
IV. VALUE ADDED RELATED SERVICES
The Contractor may propose additional related services that the City has not specifically
identified in this RFP to accomplish the stated goals of this RFP. Value added related
services will be considered by the City and may or may not be incorporated in the
agreement. All parts and materials must be supplied new and factory approved.
V. PROJECT MANAGEMENT & COORDINATION
When a request for service is issued to the City, the Contractor shall issue an estimate to the
City's designated project manager. The Contractor shall not proceed with any work without the
approval of the City's designated project manager.
Contractors shall invoice the City on a monthly basis for all work performed during the period or
CITY OF SANTA ANA
RFP NO.: 21-033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
provide a one-time invoice at the completion of work issued. Each invoice shall be accompanied
by a summary of tasks performed, results and progress on long-term tasks if any.
VI. SCHEDULING
Contractor shall coordinate all scheduled services at least five (5) business days in advance
with:
Juan Ramirez
Water Resources Production Supervisor
(714) 356-7244
iramirez[ santa-ana.om
Any activity carried out by the Contractor that requires either taking an HVAC unit offline for
testing or repairs, requires prior approval from the City of Santa Ana.
VII. MINIMUM (QUALIFICATIONS
The Contractor shall meet the following minimum qualifications:
1. All work is to be performed in compliance with all applicable codes, standards, due
care, and MIOSHA/OSHA safety requirements.
2. Contractor shall hold current C10 Electrical Contractor's License and C20 HVAC
Contractor's License.
3. 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.
4. Provide Technical support from the manufacturer upon request from the City.
5. Contractor shall provide emergency access 24 hours a day, 7 days a week.
VIII. FEE SCHEDULE:
Contractor shall submit a fee schedule as described in Section IV.B.3 of RFP. Furthermore,
Contractor shall submit additional labor, material and rental equipment rates along with fee
schedule. Contractor's labor and equipment rate sheet shall list rates for all labor
designations, equipment, rentals, and materials. The Contractor will be expected to hold firm
pricing on all contract items supplied for the duration of the contract. Labor increases shall
be subject to mutually agreeable terms between the City and the Contractor. The City may
request related services that will be paid at the vendor's standard labor and equipment rate
submitted. Fee proposal shall be outlined as follows:
EXHIBIT B
- s' lac. it 679866
I '
1968 Essex Court, Redlands, CA 92373-8008 909) 478-5633 • FAX (909) 4 78-563 7
April 28, 2021
City of Santa Ana
Public Works Agency
220 S. Daisy Avenue, Bldg A
Santa Ana, CA 92703
Re: Proposal for ON -CALL HVAC Maintenance and Repair Services
Dear Sir/Madam:
Enclosed herewith for your review and consideration is Allison Mechanical, Inc.'s proposal
responsive to the above -referenced RFP.
Allison Mechanical, Inc. was established in June of 1993 as a California Corporation and is
located at 1968 Essex Court, Redlands, CA 92373. Our telephone number is (909) 478-5633 and
our fax number is (909) 478-5637.
We specialize in servicing and maintaining commercial and industrial air conditioning,
ventilating and refrigeration equipment. From a four -man crew in 1993 the Company has grown
to over 50 employees and over fifteen million dollars in revenue per year. Our Company can
perform service repair reminiscent of the 1970's such as compressor overhaul, refrigerant piping,
pump repair, etc. as well as today's "state of the art" DDC controls, screw compressor service,
unit integral electronic control panels, variable frequency drives and much more. This is a
unique and rare combination of skills and experience that put Allison Mechanical, Inc. in a class
of its own. We are an authorized dealer for Turbocor® oil free, frictionless, VFD controlled
compressors, the most innovative product to hit our industry in decades. We excel in problem
solving and our highly qualified technicians provide you with over 400 cumulative years of field
experience.
Allison Mechanical, Inc. is qualified, committed and prepared to provide on -call HVAC
maintenance and repair services for the City of Santa Ana with the highest level of workmanship,
ethical responsibility, responsiveness, and expertise.
City of Santa Ana
Re: Proposal — ON -CALL HVAC Maintenance
and Repair Services
April 28, 2021
Page -2-
Should you have any questions or concerns, please do not hesitate to contact this office.
Sincerely,
ALLISON MECHANICAL, INC.
Mark Allison
Vice-President/Secretary
CITY OF SANTA ANA
RFP NO.: 21-033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
APPENDIX
ATTACHMENT 2: FEE PROPOSAL
Certification - I certify that I have read, understand and agree to the terms and conditions of
this Request for Proposal. I have examined the ATTACHMENT 1: SCOPE OF WORK. I am
familiar with all the existing conditions and limitation that may impact work requests. I
understand and agree that I am responsible for reporting any errors, omissions or discrepancies
to the City for clarification prior to the submission of my proposal.
Proposer shall submit hourly rates schedule, which shall include but not limited to, direct
and indirect costs for labor, for staff per job classification, material, equipment rates,
overhead, incidental supplies, travel, mileage, and fuel. Any special materials will be
purchased by the contractor only after discussed and authorized by the City projects
manager or designee in writing.
Prior to commencement of services, Contractor shall provide separate quotes, upon
request by the City, which shall be approved by the City's Public Works Water Resources
Division.
FEE SCHEDULE
The undersigned declares that he/she has carefully examined the request for proposal, that
he/she has examined the Proposed Scope of Services, and hereby proposes to furnish all
material and do all the work required to complete the said work in accordance with said Proposed
Scope of Services, for the unit price(s) set forth in the following schedule:
Note: This contract is subject to prevailing wages.
TO: CITY COUNCIL OF THE CITY OF SANTA ANA
FROM: Allison Mechanical, Inc.
Item #
Bid Item
Unit
Quantity
Amount
Preventative Maintenance Services
1.
Control Room
EA
1
$
428.00
2.
East Station
EA
1
$
428.00
3.
Segerstrom Lift Station
EA
1
$ 1.086.00
4.
Walnut Station (Electrical Room)
EA
1
$
428.00
5.
Walnut Station (Server Room)
EA
1
$
294.00
6.
Walnut Station (Shop)
EA
1
$
388.00
7
Well35
EA
1
$
520.00
CITY OF SANTA ANA
RFP NO.: 21-033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
8.
Well37
EA
1
9.
Well40
EA
EA
1
1
10.
Well41
11
West Station
EA
1
Total
$T 428.00
$ 1,194.00
$ 588.00
$ 602.00
$ 6,384.00
Contractor shall submit additional labor material and rental equipment rates alon
with fee schedule. Contractor's labor and equipment rate sheet shall list rates for all labor
designations, equipment and materials.
BIDDER INFORMATION:
Legal Company Name: Allison Mechanical, Inc.
Complete address: 1968 Essex Court, Redlands, CA 92373
Phone Number: 909/478-5633
Email Address: dalliso lisonl.net
Authorized Signature:
Name: Don Allison
Title: President
Allison Mechanical, Inc. Hourly Rate Schedule
Title/Service Hourly Rate
Description of Hourly Rate
Discount
Mechanical Service $140.00
Straight Time
N/A
$210.00
Over Time
N/A
�$280.00
Double Time
N/A
Automation Service $158.00
Straight Time
N/A
F,237.00
Over Time
N/A
$316.00
Double Time
N/A
Fee: Truck Charge
$ 70.00 I Per Truck/Per Day on site
$15.00 Per Invoice
N/A
Incidental Supplies
N/A
Equipment and Tool Rental
25% of cost Per Call
N/A
Bond if applicable
1.8% Per Bonded Job if Required
N/A
Mark-up
25% of cost Per Invoice
N/A
CITY OF SANTA ANA
RFP NO.: 21-033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
NON -COLLUSION AFFIDAVIT
(Title 23 United States Code Section 112 and Public Contract Code Section 7106)
In conformance with Title 23 United States Code Section 112 and Public Contract Code
7106 the BIDDER declares that the bid is not made in the interest of, or on behalf of, any
undisclosed person, partnership, company, association, organization, or corporation; that
the bid is genuine and not collusive or sham; that the BIDDER has not directly or indirectly
induced or solicited any other BIDDER to put in a false or sham bid, and has not directly
or indirectly colluded, conspired, connived, or agreed with any BIDDER or anyone else to
put in a sham bid, or that anyone shall refrain from bidding; that the BIDDER has not in
any manner, directly or indirectly, sought by agreement, communication, or conference
with anyone to fix the bid price of the BIDDER or any other BIDDER, or to fix any
overhead, profit, or cost element of the bid price, or of that of any other BIDDER, or to
secure any advantage against the public body awarding the contract of anyone interested
in the proposed contract; that all statements contained in the bid are true; and, further,
that the BIDDER has not, directly or indirectly, submitted his or her bid price or any
breakdown thereof, or the contents thereof, or divulged information or data relative
thereto, or paid, and will not pay, any fee to any corporation, partnership, company
association, organization, bid depository, or to any member or agent thereof to effectuate
a collusive or sham bid.
Note: The above Non -collusion Affidavit is part of the Proposal. BIDDERS are
cautioned that making a false certification may subject the certifier to
criminal prosecution.
Signed
State of California
County of SEE ATTACHED JUPAT
Subscribed and sworn to (or affirmed) before me on this day of , 20_, by
proved to me on the basis of satisfactory evidence to be
the person(s) who appeared before me
Notary Public Signature Notary Public Seal
Page l of 1
CALIFORNIA
JURAT CERTIFICATE
A Notary Public or other officer completing this certificate verifies only the identity of the individual who signed the
document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
State of California
County of San Bernardino
Subscribed and sworn to (or affirmed) before me on this M day of A1261
20 21 , by Don
proved to me on the basis of satisfactory evidence to be the person(stwho appeared before me.
LISA A+�NIEIS
WITNESS MY BAND AND OFFICIAL SEAL. LQ
30
ua„�,er,.,�c■c�uneM.
s+w 9EAwwQu+q ctxt '
T Carron. WR W i(>2�
Signature of Notary Public (Notary Seal)
OPTIONAL INFORMATION
The jurat contained within this document is in accordance with California Iaro. Any affidavit subscribed and sworn to before a notary shall use
the preceding wording or substantially similar wording pursuant to Civil Code sections 1189 and 8202, A jurat certificate cannot be affixed
to a document sent by mail or otherwise delivered to a notary public, including electronic "leans, whereby the signer did not
personally appear before the notary public, even if the signer is known by the notary public. The seal and signature cannot be
affixed to a document without the correct notarial wording. As an additional option an afant can produce an affidavit on the
same document as the notarial certificate wording to eliminate the use of additional documentation.
DESCRIPTION OF ATTACHED DOCUMENT
Non -Collusion Declaration
(Title of document)
Number ofPages 2 (Includingjurat)
Document Date None Stated
(Additional Information)
MMX V. BANZ>1U.4U9.1334 www.r5ayruearvow1.VXU"'
CAPACITY CLAIMED BY THE SIGNER
dividual
Co Officer
Partner
Attorney-In-Fac
Trustee
Other:
CITY OF SANTA ANA
RFP NO.: 21-033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
NON -LOBBYING CERTIFICATION
The prospective participant certifies, by signing and submitting this bid or proposal, to the
best of his or her knowledge and belief, that:
(1) No Federal appropriated funds have been paid or will be paid, by or on behalf of
the undersigned, to any person for influencing or attempting to influence an officer
or employee of any Federal agency, a Member of Congress, an officer or employee
of Congress, or an employee of a Member of Congress in connection with the
awarding of any Federal contract, the making of any Federal grant, the making of
any Federal loan, the entering into of any cooperative agreement, and the
extension, continuation, renewal, amendment, or modification of any Federal
contract, grant, loan, or cooperative agreement.
(2) If any funds other than Federal appropriated funds have been paid or will be paid
to any person for influencing or attempting to influence an officer or employee of
any Federal agency, a Member of Congress, an officer or employee of Congress,
or an employee of a Member of Congress in connection with this Federal contract,
grant, loan, or cooperative agreement, the undersigned shall complete and submit
Standard Form-LLL, "Disclosure of Lobbying Activities," in conformance with its
instructions.
This certification is a material representation of fact upon which reliance was placed when
this transaction was made or entered Into. Submission of this certification is a prerequisite
for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code.
Any person who fails to file the required certification shall be subject to a civil penalty of
not less than $10,000 and not more than $100,000 for each such failure.
The prospective participant also agrees by submitting his or her bid or proposal that he
or she shall require that the language of this certification be included in all lower tier
subcontracts, which exceed $100,000 and that all such subrecipients shall certify and
disclose accordingly.
Signed:Gt-
Title: Don Allison, President
Firm: Allison Mechanical, Inc.
Date: April 28, 2021
Page I of I
CITY OF SANTA ANA
RFP NO.: 21-033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
NON-DISCRIMINATION CERTIFICATION
The undersigned consultant or corporate officer, during the performance of this contract,
certifies as follows:
1. The Consultant shall not discriminate against any employee or applicant for
employment because of race, color, religion, sex, or national origin. The Consultant
shall take affirmative action to ensure that applicants are employed, and that
employees are treated during employment without, regard to their race, color, religion,
sex, or national origin. Such action shall include, but not be limited to, the following:
employment, upgrading, demotion, or transfer; recruitment or recruitment advertising;
layoff or termination; rates of pay or other forms of compensation; and selection for
training, including apprenticeship. The Consultant agrees to post in conspicuous
places, available to employees and applicants for employment, notices to be provided
setting forth the provisions of this nondiscrimination clause.
2. The Consultant shall, in all solicitations or advertisements for employees placed by or
on behalf of the Consultant, state that all qualified applicants will receive consideration
for employment without regard to race, color, religion, sex, or national origin.
3. The Consultant shall send to each labor union or representative of workers with which
he/she has a collective bargaining agreement or other contract or understanding, a
notice to be provided advising the said labor union or workers' representatives of the
Consultant's commitments under this section, and shall post copies of the notice in
conspicuous places available to employees and applicants for employment.
4. The Consultant shall comply with all provisions of Executive Order 11246 of
September 24, 1965, and of the rules, regulations, and relevant orders of the
Secretary of Labor.
5. The Consultant shall fumish all information and reports required by Executive Order
11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary
of Labor, or pursuant thereto, and will permit access to his/her books, records, and
accounts by the administering agency and the Secretary of Labor for purposes of
investigation, to ascertain compliance with such rules, regulations, and orders.
6. In the event of the Consultant's non-compliance with the nondiscrimination clauses of
this contract or with any of the said rules, regulations, or orders, the contract may be
canceled, terminated, or suspended in whole or in part and the Consultant may be
declared ineligible for further Government contracts or federally assisted construction
contracts in accordance with procedures authorized in Execution Order 11246 of
September 24, 1965, and such other sanctions may be imposed and remedies
invoked as provided in Executive Order 11246 of September 24, 1965, or by rule,
regulations, or order of the Secretary of Labor, or as otherwise provided by law.
Page 1 of 2
CITY OF SANTA ANA
RFP NO.: 21-033
ON -CALL HVAC MAINTENANCE AND REPAIR SERVICES
7. The Consultant shall include the portion of the sentence immediately preceding
paragraph (1) and the provisions of paragraphs (1) through (7) in every subcontract
or purchase order unless exempted by rules, regulations, or orders of the Secretary
of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24,
1965, so that such provisions will be binding upon each subcontract or purchase order
as the administering agency may direct as means of enforcing such provisions,
including sanctions for noncompliance; provided, however, that in the event the
Consultant becomes involved in, or is threatened with, litigation with a subconsultant
or vendor as a result of such direction by the administering agency, the Consultant
may request that the United States enter into such litigation to protect the interests of
the United States.
8. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Stats.
1939, and as amended, no discrimination shall be made in the employment of persons
upon public works because of race, religious creed, color, national origin, ancestry,
physical handicaps, mental condition, marital status, or sex of such persons, except
as provided in Section 1420, and any consultant of public works violating this Section
is subject to all the penalties imposed for a violation of the Chapter.
Signed:
Title: Don Allison. President
Firm: Allison Mechanical, Inc.
Date: April 28, 2021
Page 2 of 2
STATEMENT OF QUALIFICATIONS
Agreement Statement
Allison Mechanical, Inc. concurs with any and all provisions as contained in the standard
agreement attached as Attachment 4, Standard Agreement in the Appendix of the RFP,
except for using the term "Contractor" in lieu of "Consultant".
Firm and Team Experience
Allison Mechanical, Inc. specializes in air conditioning, heating, ventilation, refrigeration,
and energy management. The Company focuses on commercial and industrial clients and
performs no residential work. Our highly qualified technicians provide you with over 400
cumulative years of field experience. All Journeyman are certified and continue education
through their respective Locals and stay current in continuing education within the HVAC
industry.
We provide prompt and reliable service. Our credentials include extensive training and
subsequent certification on all major manufacturers of reciprocating, oil -less magnetic
bearing chillers, centrifugal and screw compressors and chillers. We possess
comprehensive systems expertise including:
Rooftop Packaged Equipment
Built-up Installations
Hydronic Heating and Cooling
DX Cooling
New and Retrofit Construction
Computer Rooms
Reciprocating, Screw and Centrifugal Chillers
Compressed Air Systems
Variable Air Volume
Duct systems
Thermal Energy Storage
Pneumatic, Electric and Direct
Digital Control systems
Energy Management Systems
Authorized Turbocor Representative
Refrigeration
Vane Axial Fans
Variable Frequency Drives
Process Cooling
Low Temperature Refrigeration
We at Allison Mechanical, Inc. have a commitment to excellence, which is second to none.
We have the respect of our customers, vendors, and other contractors. Our commitment
begins with our work ethic, is strengthened by our integrity, and is complemented by our
continuous comprehensive training. Many of our team members are also instructors at UA
Local 250 and 364 educating others to ensure the growth and future success of our local
union members.
1
Allison Mechanical, Inc. has a broad understanding of the on call HVAC Maintenance and
Repair Services in a municipal setting as outlined in the RFP.
Allison Mechanical, Inc.'s regional managers are experienced union trained HVAC
professionals who once served as field technicians. All have gained their HVAC knowledge
from union training and hands-on experience before making the transition to regional
managers. This experience facilitates prompt and concise decisions to how best to serve our
customers' HVAC needs.
Most of our technicians have participated in the United Association five-year apprenticeship
hands-on training program taught by qualified industry leaders of UA Local 250 and local
364. The training of UA Local 250 and Local 364 members is considered among the best in
the nation. In fact, our Journeypersons consistently enroll in continued education classes at
the UA Training Centers, which help them to keep up on current industry changes,
upgrades, certifications and general knowledge important to maintain the quality service one
would expect from a qualified company.
Allison Mechanical, Inc. understands the highlights, key features and distinguishing points
of the Proposal. We are pleased to provide our proposal to provide industry leading
preventative maintenance and repair services to your facilities to maintain the equipment in
order to prevent costly and disruptive equipment failures. It is our goal to keep your
facilities operating at the highest level.
Our experience in providing the City's requested services to other Southern California
municipalities provides a unique advantage for Allison Mechanical, Inc. in understanding
the specific needs of the City of Santa Ana. Allison Mechanical, Inc. is qualified, trained
and committed to the proper maintenance and rapid response necessary to reduce
unnecessary equipment down time.
Our long history and experience servicing government offices provides first-hand insight to
the demands on the City to provide ongoing services to its employees and members of the
public it serves. We take pride in our ability to maintain the equipment to reduce down time
and when an emergency arises, we respond by any means necessary to get your facilities up
and running in the shortest time possible.
Allison Mechanical, Inc. plans to meet those needs by:
• Assigning a dedicated Project Manager who will ensure customer satisfaction at all
times.
• Assigning a Service Manager who will facilitate repeated provision of services at
every opportunity.
• Assigning a Service Supervisor who will work hand in hand with the Technicians to
ensure that the City's expectations are exceeded.
• Assigning a team of Primary and Secondary Technicians who will be qualified,
trained and equipped individuals ready to spring into action at any moment.
• Providing industry leading maintenance and repair services on schedule as
recommended by manufacturer and the requirements of the RFP.
2
a Rapidly responding to Emergency Service Requests with assigned project team
members.
• Providing proposals for unexpected repairs as needed so City Management can make
informed decisions on capital expenditures.
• Providing recommendations for equipment upgrade projects or energy efficiency
retrofits as requested by City Management to help maintain optimal mechanical
system performance into the future.
Key personnel and their experience, training, and certifications are set forth in Attachment
1.
Commitment to Safety: All technicians participate in continued safety training programs
including; bi-annual safety conferences, job specific risk assessmentlidentification training,
weekly safety training/tests, and daily "Safe Plan of Action' assessments.
We have developed and maintain a teamwork environment that encourages employees to
care for one another and work together to ensure the safety of everyone on site including our
employees, our customers and their customers. This is achieved by reporting potential
hazards, peer education while on-the-job, notification to management when safety rules or
regulations are not met, and requisitions for PPE provision or replacement when job site
conditions require. Any employee can report a safety hazard and stop job site work until the
condition is assessed and rectified.
In response to COVID-19, Allison Mechanical, Inc. complies with all CDC
recommendations and has established a written COVID-19 policy.
Our receipt of Safety Awards from our associations over multiple years is proof that when
the employees are educated, equipped and encouraged to work together, they will
accomplish the goal and everyone goes home safe.
Guarantee and Commitment to Quality: All customers of Allison Mechanical, Inc. are
guaranteed to being more than satisfied with our performance of services. We understand
that our commodity is service and as a company we are dedicated to provide the best quality
product possible. Our employees are good people interested in providing you the very best
service we can provide. This service may be addressing a special need, fulfilling a request,
or quick reply to a phone message. Our commitment to quality extends beyond technical
training and we will continually provide you the best service.
Experience Working on Government Projects Subject to Public Bidding/Prevailing
Wage - In addition to maintenance and service contracts to government entities,
Allison Mechanical, Inc. contracts with government entities for HVAC installation and
upgrades. These projects include not only cities throughout Southern California but
county, state, federal, and schools at the elementary, middle school, high school, and
college level.
Due to the longstanding relations Allison Mechanical, Inc. has had with government
entities since 1993, Allison Mechanical, Inc. has established office policies and
procedures to effectively comply with all prevailing wage laws. We strictly adhere to
the wages established by the Department of Relations, the journeyman/apprentice
ratio, completion of requisite forms, and trust fund payments.
Our approach to service the City of Santa Ana's specific equipment, subject to the City's
specifications, would be as follows:
Understanding of Scope of Services
We shall furnish all materials, equipment, labor, supervision, and transportation necessary to
provide HVAC preventative maintenance and repair services at locations listed and
described herein. All parts, repairs and/or fluid changing will be done with parts and fluids
that meet or exceed the manufacturer's specifications and requirements. All replacement
parts will be new. All parts will be of original equipment manufacturer (OEM); substitutions
will be permitted only with prior authorization from the City. All work done on HVAC
systems will carry a one-year warranty on parts. We will dispose of used oil, fluids, and
filters generated by its services, leaving the job site environmentally clean.
All testing and maintenance services will be scheduled in advance with the City of Santa
Ana. We will maintain service records on all maintenance and repairs and shall provide a
copy of the service records to the City of Santa Ana. We will be able to respond to City's
request for emergency repair work on a timely manner. We will respond to any emergency
24/7 and will be there within the 4 hours stated in the RFP.
Anytime outside of business hours of 7AM and 5PM operation may be considered after
hours/weekends. We will perform additional work as authorized. Such work will be based
on rates for field services as listed herein.
Our hourly rates schedule, which includes but not limited to, direct and indirect costs for
labor, for staff per job classification, material, equipment rates, overhead, incidental
supplies, travel, mileage, and fuel. Any special materials will be purchased by us only after
discussed and authorized by the City projects manager or designee in writing. Prior to
commencement of services, we will provide separate quotes, upon request by the City,
which shall be approved by the City's Public Works Water Resources Division.
We shall perform preventive maintenance on bi-annual basis in accordance with
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. We will also provide recommendations
for additional service(s) that will better enhance equipment performance.
4
At a minimum, we shall perform the following preventative maintenance tasks and
perform a resistive load bank test. These tasks are designed to maintain the equipment in an
optimum operating condition so that the equipment will operate reliably and efficiently.
A. AIR CONDITIONING UNITS MAINTENANCE
1. Check all electrical wiring and connection as required; tighten as required.
2. Check and replace filters as required.
3. Check starter contactor surfaces for wear.
4. Check compressor amps and record.
5. Check sight glass for moisture level.
6. Check operation of crankcase heater.
7. Check and lubricate condenser fan motor and fan bearings.
8. Check condition of condenser coil and clean.
9. Check belts for wear and replace per manufacturer's recommendations.
10. Check and adjust compressor capacity controls.
11. Lubricate indoor fan motor and bearings.
12. Check humidifier for proper operation and observe for humidity levels.
13. Inspect for dust, mold, and debris and clean.
14. Check refrigerant charge and for leaks.
15. Check and inspect cabinets for leaks and check cabinet door for secure closure.
16. Replace batteries bi-annually.
17. Test thermostats and controls for proper operation; temperatures and timer
functions.
B. AIR DUCT MAINTENANCE
1. Inspect unit assembly.
2. Visually inspect air duct system.
C. EXHAUST FAN MAINTENANCE if Applicable
i . Check all electrical wiring and connections.
2. Check all motor starter contactor surfaces for wear.
3. Clean starter and electrical control enclosure.
4. Lubricate bearings.
5. Check belts for wear and replace per manufacturer's recommendations.
6. Check belt tension and sheave alignment and adjust as required.
7. Inspect exhaust fan unit assembly.
8. Check all mounting hardware and tighten as required.
5
Within five (5) business days of completing maintenance services on the City's HVAC
units, we shall provide a service report to the City of Santa Ana. We will state all findings,
if any, along with a proposed scope of work and complete cost estimates for any
recommended equipment repairs and/or replacement.
ON CALL DIAGNOSTIC AND REPAIR SERVICES
We shall provide HVAC unit diagnostic and repair services for all listed City units and other
locations on an as needed basis. We will charge labor at the established rates for normal
hours, after hours, weekend hours and holiday hours. Any repair service above and beyond
preventative maintenance will require an estimate being submitted to the City. The City's
prior approval is required before any work is performed by us. All replacement parts will be
new. All parts will be of original equipment manufacturer (OEM); substitutions will be
permitted only with prior authorization from the City. All work done on HVAC systems
will carry a one-year warranty on parts.
After all diagnostic and repair services, a report will be completed by one of our technician
and the report will be provided to City personnel upon completion of the request.
SUBCONTRACTOR
Allison Mechanical, Inc. will be using the following subcontractor who holds a C-10
license:
Inland Pacific Electrical, Inc.
9155 Archibald Avenue, Suite 905
Rancho Cucamonga, CA 91730
License # 830315, Class: C-10
DIR 1000001556
SB Micro # 49164
Relevant Proieet Experience
Allison Mechanical, Inc.'s relevant project experience includes multiple maintenance
service and repair contracts which are premised upon providing on call, as needed,
maintenance and repair services in addition to the routine scheduled maintenance of
equipment.
Relevant project experience, all which are current and ongoing include the following:
City of Fontana — We first contracted to provide maintenance and repair services in 2005
and that relationship continued to grow throughout the years. We are proud that we continue
to provide maintenance and repair services to all 28 site locations for the City of Fontana.
0
Contact is Isaias Garcia, telephone number 909/275-0001.
City of West Covina - Since June 2010, we have provided maintenance and service repairs
to this City. Our contract with them is ongoing. The City's contact is Kay Yoshino,
telephone number 626/939-8458.
Patton State Hospital - Since July 2011, we have provided HVAC maintenance service and
repair needs to Patton State Hospital and we currently provide chiller maintenance service
and repairs for all of its buildings. Contact is Edward Sousa, telephone number 909/425-
7240.
Providence Health Hospitals and Medical Centers — Since 1994, we have provided HVAC
maintenance and repair needs to Providence Health's hospitals and medical centers.
Contact is Maggie Castaneda, telephone number is 818/843-5111.
References
Three municipalities for which Allison Mechanical, Inc. has provided similar maintenance
services include:
Owner: City of Westminster
Type of Contract: Preventative Maintenance and Repair Services
Duration: June 2010 to Present
Percentage of Work Responsible: 100%
Contact: Adolfo Andrade, Building Supervisor, (714) 716-0258
Owner: City of West Hollywood
Type of Contract: Preventative Maintenance and Repair Services
Duration: July 2013 to Present
Percentage of Work Responsible: 100%
Contact: Lisa Nolan, Building Maintenance Supervisor, (323) 848-6353
Owner: City of West Covina
Type of Contract: Preventative Maintenance and Repair Services
Duration: July 2009 to Present
Percentage of Work Responsible: 100%
Contact: Kay Yoshino, Maintenance Supervisor, (626) 939-8458
As demonstrated by all projects and references provided in support of our proposal, our
maintenance contracts have been long term. Many are well over ten (10) years proving a
culture of exemplary performance that ensures customer satisfaction.
7
Owner/Key Personnel Resumes
Manggement Team Profiles
Donald Allison — President
42 - Years Experience
Certifications Include: E.P.A, UA Local 250, P.I.P.E & S.T.A.R. certified,
LEED AP
• Training: Numerous Industry Training Seminars Including:
■ Carrier: VVT & CCN controls, Centrifugal, Reciprocating, and
Screw Compressors
■ Carrier: Centrifugal Chiller, Reciprocating Chiller
■ Trane: Reciprocating & Centrifugal Compressors
■ Trane: Centrifugal Chiller CVHE/CVHF
■ Honeywell Light Commercial Buildings Solutions Training
■ UA Local 250 Apprenticeship program
■ UA Local 250 Journeyman Training
• UA Local 250 — Compressor, Joy Fan, and Piping Training Instructor
• UA Local 250 award recipient (nominated by peers)
• UA Local 250 "#1 Apprentice" award recipient
• MCAA Institute of Project Management
• ABB Variable Frequency Drive Start -Up Certified Technician
Mark Allison — Vice-President/Secretary
• 22 — Years Experience
• Certifications Include: E.P.A, Quickpen® International Autobidl'
Estimation
Training: Numerous industry training seminars including:
■ Carrier: Systems Troubleshooting, Electrical, Mechanical Systems
Design & Repair
■ UA Local 250 Electrical and Mechanical
■ Robertshaw Pneumatic Controls Training
■ industrial Training (Wyoming Technical College)
■ Quickpen International Autobide Mechanical Training
■ Quickpen`" International Autobie Sheet Metal Training
Front Line Supervisory
Barry Kirschenbaum — Regional Account Manager/Project Manager, Service Dept.
• 38— Years Experience
• Los Angeles Trade Technical College- Certificate of Completion
Refrigeration Air Conditioning
• Cal Poly Pomona - Bachelor Of Science Degree (Mechanical Engineer /
Energy Option)
ATTACHMENT 1
• Energy Auditor — State of California
• Adjunct Instructor — Los Angeles Trade Technical College (HVAC
Project Management)
• Adjunct Instructor — JJATC Local 250 Training School (HVAC Project
Management)
• Project Manager (Design/Build Projects) / Service and Maintenance
HVAC Industry
• Training: Numerous Industry Training Seminars Including:
■ Lochinvar Boiler Training
■ Trane Centrifugal Training
■ Bard Manufacturing Co. Factory -Certified Installation Training
Fred Larkin — Regional Account Manager/Project Manager, Service Dept.
• 41- Years Experience
• Certifications Include: E.P.A. U.A. Local 250 P.I.P.E. and STAR Certified
Training: Numerous Industry Training Seminars Including:
■ U.A. Directors / Coordinators Certification
■ U.A. Local 250 histructor Reciprocating Compressors
■ U.A. Life Time Certified Journeyman
■ Los Angeles Trade Technical College —Certificate of Completion
Refrigeration Air Conditioning
■ U.A. Local 250 Apprenticeship Training
■ U.A Local Journeyman Training
■ Carrier: VVT & CNN Controls
■ Carrier: Technical Courses I —IV
■ MCAA Sales Baseeamp
Pete Paluzzi - Regional Account Manager/Project Manager, Service Dept.
■ 39 Years Experience
■ Certifications: EPA Universal, UA S.T.A.R. Certified, UA Local 250
■ Training:
■ UA Local 250 Apprenticeship Program
■ UA Local 250 Journeyman Training
■ Carrier Screw Chillers Training
■ Carrier Tech Training
■ Carrier: VVT & CCN Controls
■ Carrier RTUOpen Controller Start -Up Training
■ Trane Scroll Chillers Training
■ Trane Screw Chiller Training
■ NCI Certified Air Balancing Training — Cert # 17-222-01
■ MCAA Sales Basecamp
Bonnie Gordon — Project Manager, Construction Department
• 12 — Years Experience
• California State University of San Bernardino - Bachelor of Arts Degree
Criminal Justice
ATTACHMENT 1
• Victor Valley College - Associates Of Science Degree Business
• MCAA Institute of Project Management
• Principles of Scheduling: Schedule of Values and Payment Application
• SCE HVAC Optimization Program
Jacob Johanson — Project Manager, Construction Department
• 7 — Years Experience
• Cal Poly Pomona - Bachelor Of Science Degree Mechanical Engineering
• AutoCAD, Inventor, and SolidWorks (CAD Tools)
• MS Project, Excel, VBA (Programming Language)
• Trimble AutoBid Mechanical and Trimble AutoBid Sheet Metal
• Primavera P6 Professional
• MCAA Institute of Project Management
Brian Bonacic — Project Superintendent, Construction Department
• 19 — Years Experience
• Certifications: Total Line R410a, ASE Certified Auto Mechanic, Essco
Institute Universal E.P.A.
• Training: Local 250 Journeyman, Core I, Core II, Electrical
Key Field Personnel Profiles
Allison Mechanical, Inc., employs many Service, Retrofit, Controls and Installation professionals. Please review the
key personnel profiles below to obtain the caliber of professional we are proud to have on our team.
Service Department
Todd Casida — Service Manager — Local 250 Certified Foreman
■ 21 Years Experience
■ Certifications: EPA Universal, UA S.T.A.R. Certified, UA Local 250
Certified
Training:
■ Carrier: VVT Controls
■ UA Local 250 Apprenticeship Program
■ UA Local 250 Journeyman Training
■ Lochinvar Installation, Service & Troubleshooting Service
■ Trane Intellipak Training
■ Trane: Centrifugal Chillers CVHE/CVHF
■ WMC (Magnetic Bearing) Centrifugal Chiller - Service & Repair
■ ABB Variable Frequency Drive Start -Up Certified Technician
■ Principles of Refrigerant Piping - for Service Technicians
■ Pump Basics, Service and Maintenance Training
■ Carrier RTUOpen Controller Start -Up Training
■ Carrier Centrifugal Compressor Fundamentals (SER120)
ATTACHMENT 1
■ Carrier Centrifugal Disassembly & Reassembly (SER130)
(Certified Technician)
■ Multistack Gen 1 & 2 Maglev Chiller Training
■ Turbocor Compressor Training
■ Bitzer 2 Day Air Conditioning Training Seminar Session
■ Low Voltage Qualified & High Voltage Qualified
Jeremy Wessel — Service Supervisor — Local 364 Foreman
• 21 Years Experience
Certifications: UA 364 Certified, EPA Universal, Carrier: Purone
Refrigerant Certification, Honeywell VFD Start -Up
Training:
■ Carrier: Electrical, Mechanical Systems Troubleshooting
■ Local 105 Classified Worker, Shop Fabricator, Welding, Installer
■ Honeywell Variable Frequency Drive Start-Up/Service
■ Honeywell Variable Frequency Drive Start-Up/Service
■ Turbocor Installation, Service & Troubleshooting Service
■ Lochinvar Installation, Service & Troubleshooting Service
■ RayPak Boiler Training
■ Laars Boiler Training
■ Air Side Fundamentals - Psychrometrics & Air Measurement
■ Principles of Refrigerant Piping - for Service Technicians
■ ABB Variable Frequency Drive Start -Up Certified Technician
■ Pump Basics, Service and Maintenance Training
■ Carrier RTU Open Controller Start -Up Training
■ Boiler Evolution & Modern Application
■ Mitsubishi CITY MULTI Service Course
■ Smardt Chiller Technical Training
■ NFPA 70 E Safety Training - CPR, First Aid and BBP
■ LG VRF Training
Dan Perez — Service Supervisor — Local 250 Foreman
• 15 Years Experience
• Certifications: EPA Universal
Training:
■ Carrier: Advanced Troubleshooting
■ UA Local 250 MES Training
■ Extensive "In -Field" Training
■ Robertshaw Pneumatics Service/Repair
■ Reciprocating Liquid Chiller —Service, Troubleshooting &
Maintenance Course
■ 10 Additional Years Experience as Maintenance Tech/Equipment
Operator
■ Boiler Evolution & Modern Application
■ Carrier 19D & 19XR Centrifugal Chiller Teardown
ATTACHMENT 1
■ Multistack Gen 1 & 2 Maglev Chiller Training
■ Turboeor Compressor Training
■ NFPA 70 E Safety Training - CPR, First Aid and BBP
Bruno Agostini — Service Technician — Local 250 Certified Journeyman
■ 22 Years Experience
■ UA Local 250 Instructor
■ UA Local 250 Apprentice Program Graduate
■ Certifications: EPA Universal, UA S.T.A.R. Certified
■ Training:
■ Dawson - HVAC Centrifugal Pump Design and Application
■ ABB Drive Certification
■ Raypak Boiler Service and Repair
Raymond Alba — Service Technician — Local 250 Journeyman
■ 21 Years Experience
■ UA Local 250 Apprentice Program Graduate
■ Certifications: EPA Universal, Equipment Rigging Certification
■ Training:
■ Tranc Centrifugal Chiller Start-up Certification
■ Trane Centrifugal Chiller Overhaul Certification
■ ABB Drive Certification
■ Raypak Boiler Service and Repair
■ Experience as Foreman on Installation and Start-up Crews
Russell Rutland — Service Technician — Local 364 Journeyman
■ 20 Years Experience
■ UA Local 364 Apprentice Program Graduate
■ Certifications: EPA Universal, Various trade equipment certifications
Logan Casida — Service Technician — Local 250 Certified Journeyman
■ 18 Years Experience
■ Universal Technical Institute, Phoenix - HVAC Associate's Degree
■ UA Local 250
■ Certifications: EPA Universal, GPRO (Green)
■ Training:
■ Dawson - HVAC Centrifugal Pump Design and Application
■ WMC Centrifugal Chiller Service & Repair
■ Carrier/Comfort Network (CNN) — Installation & Repair
Gustavo Lopez — Service Technician — Local 364 Journeyman
■ 6 Years Experience
■ Certifications: EPA Universal, UA S.T.A.R. Certified
■ Training:
■ UA Local 364 Apprentice Program Graduate
■ Refrigeration - Technical Service & Troubleshooting Course
ATTACHMENT 1
■ Electrical - Technical Service & Troubleshooting Course
■ ABB Variable Frequency Drive Start -Up Certified Technician
■ MCAA Field Leaders Conference
Jason Ballard — Service Technician — Local 250 Apprentice 5
■ 5 Years Experience
■ Certifications: EPA Universal
Training:
■ UA Local 250 Current 5tb Year Apprentice
■ Refrigeration - Technical Service & Troubleshooting Course
■ Electrical - Technical Service & Troubleshooting Course
■ Pump Basics, Service & Maintenance
■ LG VRF Training
Controls Department
Jairo Lopez — Controls Department Supervisor — Local 364 Certified Foreman
■ 17 Years Experience
■ Certifications: EPA Universal, UA S.T.A.R. Certified, UA 364 Certified
■ Training:
■ UA Local 364 Apprenticeship Program
■ UA Local 364 Journeyman Training
■ Carrier: HVAC Mechanical Pro -Troubleshooting
■ Carrier: HVAC Electrical Pro -Troubleshooting
■ Loehinvar Installation, Service & Troubleshooting Service
■ Carrier Screw Liquid Chiller Training
■ OSHA — 10 Hour Occupational Safety & Health Certification
■ Qualified Person Rigging and Signals Training
■ Principles of Refrigerant Piping - for Service Technicians
■ Reciprocating Liquid Chiller —Service, Troubleshooting &
Maintenance Course
■ Introduction to Economizers; Sensing Strategies
■ Setup and Troubleshooting Economizer Controls
■ Intro to Power Exhaust; Setup and Troubleshooting Power
Exhausts
■ Pump Basics, Service and Maintenance Training
■ Yaskawa VFD Startup Training
■ Carrier RTUOpen Controller Start -Up Training
■ Carrier 19D & 19XR Centrifugal Chiller Teardown
■ McQuay CE050, 063, 079, 087, 100, 126 Chiller Teardown
■ Smardt Chiller Technical Training
■ Bitzer 2 Day Air Conditioning Training Seminar Session
■ Low Voltage Qualified & High Voltage Qualified
■ Honeywell Spyder BACnet Core Competency
Daniel Allison — Controls Department Foreman — Local 250 Foreman
ATTACHMENT 1
• 25 - Years Experience
Certifications Include: E.P.A Universal, UA Local 250, Honeywell LCBS
• Training: Numerous Industry Training Seminars Including:
■ Carrier: VVT & CCN Controls
■ Honeywell: Controls Certification Training
■ Robertshaw Pneumatic Controls Training
■ ABB Variable Frequency Drive Factory Start -Up Training
■ UA Local 250 Apprenticeship Program
■ UA Local 250 Journeyman Training
■ Honeywell WEBS AX Certified
■ Honeywell Spyder Training
■ Tridium-Niagara Certified
■ Niagara N4 Cross Training Certification
■ Honeywell Spyder BACnet Core Competency
■ UA Local 250 " 41 Apprentice" award recipient
■ UA Local 250 award recipient (nominated by peers)
Harvey Leung — Service/Controls Technician — Local 250 Apprentice 3
■ 5 Years Experience
■ Certifications: EPA Universal,
■ Training:
■ UA Local 250 Current 2°a Year Apprentice
■ Previous electrician apprenticeship program training
■ Tridium N4 (Honeywell WEBs) Certification
■ Honeywell Spyder BACnet Core Competency
Retrofit Department
Jared Griswold — Retrofit Department Supervisor — Local 364 Foreman
■ 12 Years Experience
■ Certifications: EPA Universal; STAR Mastery
■ Training:
■ UA Local 364 Apprenticeship Program Graduate
■ Air Side Fundamentals - Psychrometrics & Air Measurement
■ Introduction to Economizers; Sensing Strategies
■ Setup and Troubleshooting Economizer Controls
■ Intro to Power Exhaust; Setup and Troubleshooting Power
Exhausts
■ Refrigeration - Technical Service & Troubleshooting Course
■ Electrical - Technical Service & Troubleshooting Course
■ ABB Variable Frequency Drive Start -Up Certified Technician
■ MCAA Field Leaders Conference
■ OSHA Aerial Platform Safety Course
■ New Miner -Surface, Construction, Metal, & Nonmetal Operation
& Related Industries
ATTACHMENT 1
Ivan Lopez — Construction Department Technician — Local 364 Apprentice 5
■ 6 Years Experience
■ Certifications: EPA Universal
■ Training: UA Local 364
■ Current 51h Year Apprentice
■ New Miner -Surface, Construction, Metal, & Nonmetal Operation &
Related Industries
■ Aerial Boomlift Operator Certification -Blend
Steve Martinez — Sheet Metal Fabrication Shop Manager - Local 105 Journeyman
■ 18 Years Experience
■ Certifications: EPA Universal, UA Local 105 Certified
Training:
■ Local 105 Classified Worker, Shop Fabricator, Welding, Installer
■ Local 105 Sheet Metal Apprenticeship Graduate
■ OSHA — 10 Hour Occupational Safety & Health Certification
■ Qualified Person Rigging and Signals Training
Allison Mechanical, Inc. employs more than 40 full time staff members to serve our customer's
needs. Our regular full time employee list includes multiple warehouse/delivery persons, dozens
of union field service, retrofit and installation persons, and a full clerical and management staff
in our corporate headquarters in Redlands, California. As a signatory contractor of multiple
Local Unions and the United Association we have the ability to add Union trained and
experienced field staff members to complement our existing crew as needed to dispatch an
effective and professional work force for any job no matter how small or large. Please contact us
for more detailed infonnation on any of our talented staff members.
ATTACHMENT 1