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Item 27 - As-Needed HVAC Repair Services
Public Works Agency https://www.santa-ana.org/pw Item # 27 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report March 16, 2021 TOPIC: As -Needed HVAC Repair Services AGENDA TITLE Approve Agreements with ABM Building Solutions, LLC, ACCO Engineered Systems, Envise, F.M. Thomas Air Conditioning, Inc., and South Coast Mechanical for As -Needed Repair of Heating, Ventilation, and Air Conditioning Systems at Various City Facilities, in an Aggregate Amount not to Exceed $2,875,000 for up to a Five -Year Term (Specification No. 20-134) (General Fund and Non -General Fund) RECOMMENDED ACTION Approve agreements with ABM Building Solutions, LLC, ACCO Engineered Systems, Envise, F.M. Thomas Air Conditioning, Inc., and South Coast Mechanical to provide as - needed heating, ventilation, and air conditioning (HVAC) repair services, including emergency call -out services, for a three-year period beginning April 1, 2021, and ending on March 31, 2024, with provisions for two, one-year extensions, in a total shared amount not to exceed $575,000 annually, for a total aggregate amount not to exceed $2,875,000, subject to non -substantive changes as approved by the City Manager and City Attorney. DISCUSSION The City of Santa Ana Public Works Agency Building Maintenance Division is responsible for ensuring the HVAC systems at various City facilities are in good repair and in working order using a combination of City staff and outside contractors. City facilities with HVAC systems include City Hall, Ross Annex, the Main Library, Newhope Library, Police Administration Building, Jail, Corporate Yard, and various community centers. HVAC systems to be serviced under these agreements include air handlers, chillers, chilled and hot water pumps, boilers, exhaust fans, cooling towers, air conditioning units, and large walk-in freezers and refrigerators. On October 29, 2020, the Public Works Agency issued Request for Proposal (RFP) 20- 134 for consultants to provide facility HVAC service, maintenance, and repairs at various City facilities. The RFP was advertised on the City's online bid management and publication system, with bids due on December 7, 2020. Thirty-three vendors downloaded the project documents. Five proposals were received and evaluated by a selection committee based on criteria as outlined in the RFP. Each proposer demonstrated high technical competency, experience performing similar services, and met the City's Approve Agreements for As -Needed HVAC Repairs March 16, 2021 Page 2 requirements. As such, staff recommends entering into agreements with the five vendors in a not to exceed annual amount of $575,000 for as -needed repairs (Exhibits 1-5). In addition to as -needed repairs, ACCO Engineered Systems will also conduct routine monthly HVAC maintenance for the Police Department. ENVIRONMENTAL IMPACT There is no environmental impact associated with the action. FISCAL IMPACT Funds are budgeted and available for expenditure in Fiscal Year 2020-21, and will be budgeted in future fiscal years for expenditure as shown in the table below. Accounting Unit Fund Accounting Unit, Fiscal Year _ Account # Description Account Amount Description 2020-21 PD Building and (April -June) 01114403-62300 General Fund Facility, Contract $18,750 Services -Professional Building Building 2020-21 07317100-62300 Maintenance Maintenance, $125,000 (April -June) Fund Contract Services - Professional 2021-22 PD Building and (July -June) 01114403-62300 General Fund Facility, Contract $75,000 Services -Professional Building Building 2021-22 07317100-62300 Maintenance Maintenance, $500,000 (July -June) Fund Contract Services - Professional 2022-23 PD Building and (July -June) 01114403-62300 General Fund Facility, Contract $75,000 Services -Professional Building Building 2022-23 07317100-62300 Maintenance Maintenance, $500,000 (July -June) Fund Contract Services - Professional 2023-24 PD Building and (July- 01114403-62300 General Fund Facility, Contract $56,250 March) Services -Professional 2023-24 Building BuildingMaintenance, (July- 07317100-62300 Maintenance Contract Services- $375,000 March) Fund Professional Approve Agreements for As -Needed HVAC Repairs March 16, 2021 Page 3 Accounting Unit Fund Accounting Unit, Fiscal Year _ Account # Description Account Amount Description Renewal Options: 2023-24 PD Building and (April -June) 01114403-62300 General Fund Facility, Contract $18,750 Services -Professional Building Building 2023-24 07317100-62300 Maintenance Maintenance, $125,000 (April -June) Fund Contract Services - Professional 2024-25 PD Building and (July -June) 01114403-62300 General Fund Facility, Contract $75,000 Services -Professional Building Building 2024-25 07317100-62300 Maintenance Maintenance, $500,000 (July -June) Fund Contract Services - Professional 2025-26 PD Building and (July- 01114403-62300 General Fund Facility, Contract $56,250 March) Services -Professional 2025-26 Building BuildingMaintenance, (July- 07317100-62300 Maintenance Contract Services - $375,000 March) Fund Professional TOTAL $2,875,000 EXHIBIT(S) 1. Agreement with ABM Building Solutions, LLC 2. Agreement with ACCO Engineered Systems 3. Agreement with Envise 4. Agreement with F.M. Thomas Air Conditioning, Inc. 5. Agreement with South Coast Mechanical Submitted By: Nabil Saba, P.E., Executive Director — Public Works Agency David Valentin, Chief of Police Approved By: Kristine Ridge, City Manager CONTRACTOR AGREEMENT CITY OF SANTA ANA THIS AGREEMENT is made and entered into this 16th day of March, 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"). RFCITAI N A. The City desires to retain a contractor to provide heating, ventilation, air conditioning (HVAC) repair services, including emergency call out services. B. Contractor represents that Contractor is able and willing to provide such services to the City. C. In undertaking the performance of this Agreement, Contractor represents that it is knowledgeable in its field and that any services performed by Contractor under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Contractor shall perform during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described and set forth in Exhibit A, attached hereto and incorporated by reference. 2. COMPENSATION a. City neither warrants nor guarantees any minimum or maximum compensation to Contractor under this Agreement. Contractor shall be paid only for services performed under the Agreement at the rates and charges identified in Exhibit B. Contractor is one of five Contractors selected to provide HVAC repair services. The total aggregate amount, among the five contractors, shall not exceed the shared aggregate amount of $575,000 annually during the term of this agreement, including any extension periods. b. Payment by City shall be made within 45 days (forty-five) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. Page 1 of 10 3. TERM This Agreement shall commence on April 1, 2021 for a three (3) year term with the option for the City to grant up to two (2) one (1) year renewals, exercisable by a writing by the City Manager and the City Attorney, unless terminated earlier in accordance with Section 16, below. 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 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. Page 2 of 10 CONTRACTOR AGREEMENT CITY OF SANTA ANA THIS AGREEMENT is made and entered into this 16th day of March, 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"). RFCITAI N A. The City desires to retain a contractor to provide heating, ventilation, air conditioning (HVAC) repair services, including emergency call out services. B. Contractor represents that Contractor is able and willing to provide such services to the City. C. In undertaking the performance of this Agreement, Contractor represents that it is knowledgeable in its field and that any services performed by Contractor under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Contractor shall perform during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described and set forth in Exhibit A, attached hereto and incorporated by reference. 2. COMPENSATION a. City neither warrants nor guarantees any minimum or maximum compensation to Contractor under this Agreement. Contractor shall be paid only for services performed under the Agreement at the rates and charges identified in Exhibit B. Contractor is one of five Contractors selected to provide HVAC repair services. The total aggregate amount, among the five contractors, shall not exceed the shared aggregate amount of $575,000 annually during the term of this agreement, including any extension periods. b. Payment by City shall be made within 45 days (forty-five) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. Page 1 of 10 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 $1,000,000 per occurrence, with $2,000,000 in the aggregate. Such insurance shall (a) name the City, its officers, employees, agents, and representatives as additional insured(s); (b) be primary and not contributory with respect to insurance or self-insurance programs maintained by the City; and (c) contain standard separation of insureds provisions. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non -owned automobiles. C. Worker's Compensation Insurance. In accordance with the provisions of Section 3700 of the Labor Code, Contractor, if Contractor has any employees, is required to be insured against liability for worker's compensation or to undertake self- insurance. Prior to commencing the performance of the work under this Agreement, Contractor agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. If Contractor is or employs a licensed professional such as an architect or engineer: Professional liability (errors and omissions) insurance, with a combined single limit of not less than $1,000,000 per claim with $2,000,000 in the aggregate. e. The following requirements apply to the insurance to be provided by Contractor pursuant to this section: i. Contractor shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. ii. Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved by the City. iii. Certificates and policies shall state that the policies shall not be canceled or reduced in coverage or changed in any other material aspect without thirty (30) days prior written notice to the City. iv. Where the amounts or coverage provided by the certificates of insurance provides coverage greater than those listed by this Agreement, the amounts provided by the certificates of insurance shall be incorporated by reference into the Agreement. V. Contractor shall supply City with a fully executed additional insured Page 3 of 10 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, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Contractor further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Contractor's services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor. 9. INTELLECTUAL PROPERTY INDEMNIFICATION Contractor shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Contractor to the City pursuant to this Agreement. 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 Page 4 of 10 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 interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 13. DISCRIMINATION Contractor shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities. Contractor affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 14. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Contractor, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Contractor. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in Page 5 of 10 addition to, the terms and conditions hereof, shall not bind or obligate Contractor or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein. 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 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. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Contractor shall be entitled to receive and the City shall pay Contractor compensation for all services performed by Contractor prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Contractor to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Contractor consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 17. 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. 18. 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 6 of 10 19. 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. 20. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and 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. 21. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: 714- 647-6956 With courtesy copies to: Nabil Saba Executive Director, Public Works Agency City of Santa Ana 20 Civic Center Plaza (M-21) P.O. Box 1988 Santa Ana, California 92702 Fax: 714- 647-5635 Page 7 of 10 To Contractor: ABM Building Solutions, LLC Attn: Vishal Gupta 14201 Franklin Ave Tustin, CA 92780 A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 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: Jose Montoya Deputy City Attorney RECOMMENDED FOR APPROVAL: Nabil Saba Executive Director Public Works Agency CITY OF SANTA ANA Kristine Ridge City Manager CONTRACTOR: L4��� Vishal Gupta General Manager Page 8 of 10 EXHIBIT A */:Il:tIr_1 CITY OF SANTA ANA REQUEST FOR PROPOSALS 20-134 FOR FACILITY HVAC SERVICE, MAINTENANCE AND REPAIRS AT VARIOUS CITY FACILITIES SCOPE OF SERVICES & SPECIFICATIONS General Information The Contractor shall retain professional personnel who have successfully and competently provided municipal facility HVAC repair services on projects of similar scope and complexity. It shall be the Contractor's responsibility to provide as required by the City a competitive hourly rate for repairs and service of all aspects of HVAC systems in City defined facilities. All requested HVAC repairs / service shall be provided in accordance with the highest standards of the industry, skill, workmanship, applicable trade practices, meet warranties and in conformance to all applicable laws, codes and regulations. The successful Proposer's maintenance and repairs program for the Police Department Headquarters, and repairs as needed program for all facilities shall, at a minimum, include but not be limited to the specifications outlined herein. Services to be Provided It is the Proposer's responsibility to provide service proposals as required of HVAC trades, central plant chiller systems, air handlers, and automation systems as needed, and all requested services are to be compliant with all Federal, State, CARB, AQMD, OSHA and all other applicable regulatory requirements. Pricing Tabulation Sheets Prices as stated on the RFP 20-134 Pricing Sheet (Page 39) shall be for HVAC maintenance at the Police Department Headquarters only, and for repairs as needed at all facilities. HVAC Repair Staffin The Contractor shall provide staffing levels sufficient to provide a high level of customer service, program support, HVAC maintenance and repair at designated City facilities as required: Staffing should include staff certified and proficient in the complete maintenance and repair of Centrifugal Chiller systems, air handlers, pneumatic and DDC systems, walk in refrigerators and freezers, and a variety of package HVAC units. Additionally, service levels shall provide the capacity to respond expeditiously to situations involving the health and safety of employees and/or the public; comfort and operational capability of any public meeting space. Routine repairs, service requests or other non -urgent tasks shall be completed by journey level staff. The journey -level worker(s) shall be proficient in the following trades: • All mechanical, electronic and pneumatic aspects of chilled water systems • Centrifugal chiller systems • VFD drives Air handling systems The interface and control of HVAC control systems Walk in refrigerators / freezers / evidence freezers Billable Work All requested work shall be considered billable hours and will require that a competitive estimate for that proposed work be provided to the City Representative for consideration and approval prior to work being completed. Security Background Check of Personnel Contractor is required t o provide security checks for all personnel assigned to work under this contract. Security checks will be coordinated through Santa Ana Police Department. Additional checks will be required for all new employees during the lifetime of the contract and all expenses shall be borne exclusively by the contractor. The City reserves the right to approve/refuse any prospective employees of the contractor as a result of the background check. The following information must be provided to the City Representative no less than 30 days prior to any employee's start of work: a. Full Legal Name b. Social Security Number c. California Driver's License or ID Number d. Birth Date e. Current Valid Address Damages The Contractor will be responsible for all damages to the facility or contents caused by Contractor, their staff, or by subcontractors during the performance of this contract. Tools & Equipment The contractor shall furnish and maintain all equipment necessary for properly service HVAC systems in City buildings. The City of Santa Ana reserves the right to inspect equipment to be used to perform services under this contract. Failure to provide regulatory compliant equipment for carrying out all requirements of this contract may be grounds for termination of the contract. Emergency Call Out Service It is highly desirable that the awarded Contractor provide 24-hour emergency service as needed in all aspects of HVAC emergency repair for Santa Ana Police Department and various other facilities, as included in this specification. Hours shall be Monday through Friday 5:OOpm to 6:OOam and 24-hours each day on weekends and holidays. Contractor shall have working personnel on -site within 1 hour of the call -out, or respond by telephone to the City Representative within 1 /2 hour if the problem is correctable through the use of a computer/modem to alleviate the source of complaint. HEATING -VENTILATION -AIR CONDITIONING (HVAC) SERVICE, REPAIR, MAINTENANCE AND MONITORING AS REQUIRED Contractor may be required to respond to indoor temperature complaints and provide expeditious correction and record complaints and corrections at all City facilities. Contractor shall be proficient in HVAC control systems. Contractor may be required to inspect all HVAC systems at least twice each year, with seasonal start- up and run inspections performed and documented. Contractor may be required to provide oversight and documentation of Seasonal Preventative Maintenance of chillers and boilers at the Police Headquarters Facility only; with service to be provided by Proposer. Contractor may be requested to perform the following services: • For cooling towers - may be required to disassemble screens and access panels for inspection, inspect the tower fill, support structure, sump and spray nozzles, fill valve, gear box, drive coupling, fan blades, and motor bearings, clean starter and cabinet, inspect wiring, check motor starter contacts for wear and proper operation, megger test the motor and log readings, and check the condition of the contactor; and log observations. 0 For pumps - may be required to lubricate bearings, inspect couplings, check for leaks, and investigate unusual noises. • Contractor may be required to perform air -handling unit maintenance and repair which includes but is not limited to; all services recommended by manufacturer. Additional Contractor Requirements • Contractor shall show evidence of presently serving other municipal customers. • Contractor shall hold current C10 and C20 licenses. • Contractor shall provide HVAC employees that; possess a State of California Joint Journeyman Apprentice Training Center Certification; Automation Specialists that are continually factory trained on Automation System, and must be able to provide monthly operator coaching of select personnel, certified in servicing Centrifugal Chillers and Allen Bradley, ABB Drives. • Contractor shall provide the City with full-time journeyman -level mechanical personnel and factory -trained automation specialists. • Service specialists and technicians shall normally be dispatched from a local headquarters or branch within a 20-mile radius from the City Boundary line of the City of Santa Ana as defined in the most current Thomas Guide Map. • Contractor may be required to provide HVAC data protection and recovery services, control loop tuning for the City's automation system. • Contractor shall provide emergency access 24 hours a day, 7 days a week. For Johnson Controls, contractor must be available by phone during normal business hours for consultation and emergency assistance. • Contractor shall supply their staff with their agency uniform and photo identification tags that will be worn at all times. Uniforms shall display the Contractor logo, and employee first or last name shall be clearly visible. • Contractor shall provide MSDS sheets to City in a complete "Right to Know" binder for all products used in City facilities. City will determine location of "Right to Know" books. SPECIFIC SERVICES — ALL Periodic Maintenance Applies to Police Headquarters Facility Only Maintenance as Requested Proposer may be required to perform preventive maintenance in accordance with a program of standard routines as determined by your experience, equipment application, and equipment operating hours that are recommended by each equipment manufacturer and location. This service is designed to optimize the reliability and efficiency of the equipment, extend the useful life of the City's equipment, and provide proactive indications of excessive wear and damage to HVAC systems before a catastrophic failure occurs during the next operating season. Proposer will also provide recommendations for additional service(s) that will better enhance equipment performance. Air Cooled Condenser Coil Cleaning The proposer may be required to p r o v i d e t h i s s e r v i c e t o improve airflow across condenser coils, improve heat transfer and extend the life of the compressors. Coil cleaning consists of cleaning the outside surface of the condensing unit coils to remove any airborne particles, dirt build-up by using a brush, high pressure air, chemical with low pressure wash or chemical with high pressure wash based on the condition of outside environment and coil accessibility. Evaporator Coil Cleaning Proposer may be required to clean air handling unit evaporator coils so as to improve air circulation in the air distribution system, and reduce dust and dirt that is in the system. Coils will be cleaned at a time that is mutually agreeable between the proposer and the City Representative. Coil cleaning consists of cleaning the surface of the evaporator coil to remove dust and dirt particles that have collected on the evaporator coil. Coils will be cleaned using a vacuum cleaner and/or other devices that facilitate the proper cleaning of the coil. Refrigerant Oil Analysis as Required Proposer may be required to perform Spectro-Chemical Refrigerant O it Analysis and trend oil condition that identifies contaminants and possible system malfunctions caused by wear of moving parts, such as bearings and shafts. This predictive wear analysis provides early identification of problems prior to them becoming unplanned and costly. Based on the oil analysis results, proposer will recommend when oil changes are needed, and may make other recommendations regarding the operation and maintenance of your chiller plant. This service reduces the amount of waste oil generated. Cooling Tower Drain & Refill as Required Proposer may be required to remove the condenser water from HVAC systems after the cooling season to prevent possible damage and expensive repairs caused by water freezing during winter months, and refill the system prior to spring start-up. The equipment included under this service is itemized in the HVAC Equipment List. Operating Inspection as Required Proposer may be required to provide this service to assure that mechanical equipment continues to operate efficiently with minimal operating disruptions during the operating season. Proposer may be required to provide routine operating inspection(s) to check system performance in accordance with a program of standard routines as determined by our experience, the equipment manufacturer's published recommendations, equipment application, and location. This service will focus on equipment operation, fluid levels, operating and safety controls, and safe equipment operation. Operating Inspection — Heating as Required The proposer may be required to provide this service to assure mechanical equipment continues to operate efficiently, safely and with minimal operating disruptions during the operating season. The City Representative will provide routine operating inspection(s) to check system performance in accordance with a program of standard routines as determined by our experience, the equipment manufacturer's published recommendations, equipment application, and location. This service will focus on equipment operation, fluid levels, operating and safety controls, and safe equipment operation. Operating Inspection — Cooling as Required This service may be required to assure mechanical equipment continues to operate efficiently, safely and with have minimal operating disruptions during the operating season. Proposerwill provide routine operating inspection(s) to check system performance in accordance with a program of standard routines as recommended by the equipment manufacturer's published recommendations, equipment application, and location. This service will focus on equipment operation, fluid levels, operating and safety controls, and safe equipment operation. Equipment Tasking as Required The following tasks may be requested on an as needed basis. These tasks are designed to maintain the equipment in an optimum operating condition so that the equipment will operate reliably and efficiently. Reciprocating Compressors: 1. Perform annual Spectro-Chemical oil analysis test. 2. Preventive maintenance shall be performed as required. 3. Lock -out and Tag -out equipment as required. 4. Check all electrical wiring and connections and tighten as required. 5. Check starter contactor surfaces for wear as required. 6. Visually leak check compressor and associated refrigerant piping as required. 7. Clean exterior of compressor as required. 8. Check operation of crankcase heater as required. 9. Meg -ohm motor from starter and record as required. 10. Check and calibrate all safety and cut-out devices as required. 11. Check and adjust compressor capacity controls as required. 12. Check, calibrate and adjust all operational controls as required. Exhaust Fans: 1. Preventative Maintenance as required. 2. Lock -out and Tag -out equipment as required. 3. Check all electrical wiring and connections and tighten as required. 4. Check all motor starter contactor surfaces for wear as required. 5. Clean starter and electrical control enclosures as required. 6. Lubricate motor bearings and fan bearings as required. 7. Check exhaust fan belts for wear, replace as required. 8. Check belt tension and sheave alignment and adjust as required. 9. Inspect exhaust fan unit assembly as required. 10. Check all mounting hardware and tighten as required. Pneumatic Air Compressor: 1. Inspect unit, check for rust spots, oil leaks & general condition of unit as required. 2. Drain tank, check auto drain as required. 3. Check belt, adjust tension & sheave alignments, and replace belt as required. 4. Meg -ohm and record, as required. 5. Check starter wiring & contacts as required. 6. Check motor amperage & voltage as required. 7. Check intake air filter, replace as required. Air Handlers: 1. Provide four (4) quarterly inspections and maintenance for (21) Air Handlers. 2. Preventive maintenance as required. 3. Lock -out and Tag -out equipment as required. 4. Check starter contacts for excessive wear as needed. 5. Tighten all starter wire connections as required. 6. Check belts, adjust or replace as needed. 7. Check pulley sheave alignment, adjust as required. 8. Meg -Ohm motor and record annually. 9. Check fan motor(s) amps. 9. Clean and lubricate unit motor bearings and fan bearings. 10. Check operation of economy dampers. 11. Lubricate all dampers and linkages as necessary. 12. Check operation of static vane (if applicable) 13. Visually check all coils for leaks (Annually) 14. Check and record all coil delta T (Annually) 15. Inspect all mounting hardware, tighten as needed. Multi -zone Air Handlers: 911 Dispatch Area 1. Provide annual Preventive Maintenance Inspection on two (2) York Air Handlers. 2. Preventive maintenance as required. 3. Lock -out and Tag -out equipment as required. 4. Check fan motor amps as required. 5. Clean and lubricate components as required. 6. Check operation of economy dampers as required. 7. Check operation of static vane or dampers as required. 8. Check operation of zone dampers as required. 9. Check and adjust operating and safety controls as required. Package Chiller: 1. Lock -out and Tag -out equipment as required. 2. Check condenser / Barrel tubes as required. 3. Check Chiller barrel tube as required. 4. Check and record unit amp draw as required. 5. Check unit Voltage and Record as required. 6. Check unit pressures and record as required Chiller with Reciprocating Compressors: 1. Provide annual vibration analysis for two (2) York Chillers. 2. Provide annual leak test for two (2) York Chillers. 3. Provide four (4) quarterly inspections and maintenance for two (2) York Chillers. 4. Provide chiller controls coolant for two (2) York Chillers 3. Visually inspect equipment condition and operation as required. 4. Check for unusual vibration, noise, excessive temperatures & refrigerant leaks as required. 5. Check unit voltage and record as required. 6. Check unit operate and records as required. 7. Check unit operating hours and record as required. 8. Check condenser pressure and record as required. 9. Check evaporator pressure and record as required. 10. Check oil sump sight glass as required. 11. Record chilled water inlet temperature. 12. Record chilled water outlet temperature as required. 13. Check condenser water inlet as required. 14. Check condenser water outlet temperature as required. 15. Check compressor starter contacts for abnormal wear as required. Variable Frequency Drive: 1. Check unit operation quarterly as required. 2. Check fault history report as required. 3. Check operation of manual bypass as required. 4. Verify drive signal increase and decrease as required. 5. Check and tighten all electrical connections as required. 6. Check starter contacts for wear as required. Computer Room Air Conditioning Units: 1. Check all electrical wiring and connection as required. 2. Check and replace filters as required. 3. Check all electrical wiring and connections; tighten as required. 4. Check starter contactor surfaces for wear as required. 5. Check compressor amps and record as required. 6. Check sight glass for moisture level as required. 7. Check operation of crankcase heater as required. 8. Lubricate condenser fan motor and fan bearings as required. 9. Check condition of condenser coil, clean as required. 10. Check belts for wear, replace as required. 11. Check and adjust compressor capacity controls as required. 12. Lubricate indoor fan motor and bearings as required. 13. Check humidifier for proper operation as required. Boilers: 1. Provide annual Preventive Maintenance Inspection on two (2) Bryan Boilers. 2. Provide annual Preventive Maintenance Inspection on four (4) Hot Water Boilers. 3. Check boilers for proper operation as required. 4. Check and use boiler viewport to check main burner flame as required. 5. Turn off and secure boiler as required. 6. Check boilers for any unusual noise or vibration as required. 7. Inspect gaskets for any signs of leaks as required. 8. Examine the venting system as required. 9. Remove and / or inspect gas pilot assembly, reinstall in accordance according to factory specifications and tolerances. 10. Check boiler circulating pumps for proper operation and lubricate as required. 11. Check flame safeguard control for pilot and main flame ignition as required. 12. Check operation of blower motor and circuitry as required. 13. Check operation of gas valves and vents as required. 14. Inspect and tighten all electrical connections as required 15. Check and adjust all boiler limit pressure controls and running interlocks as required. 16. Check operation and adjust low water controls as required. 17. Check burner, pilot and main flame ignition as required. 18. Check and oil combustion air fan as required. 19. Check expansion tank and site glass as required 20. Check and record all entering and leaving water temperatures and pressures as required. 21. The equipment room shall be left in the same clean condition as existed prior to start of the work. 22. Refer to equipment O&M manual for any maintenance clarifications. Cooling Tower: 1. Provide four (4) quarterly inspections and maintenance. 2. Preventive maintenance as required. 3. Lock -out and Tag -out equipment as required. 4. Check starter contacts for excessive wear as needed. 5. Tighten all starter wire connections. 6. Check gear reducer and couplings. 7. Meg -Ohm motor and VFD's. 8. Check fan balance and motor(s) amps. 9. Clean and lubricate unit motor bearings and fan blades. 10. Check operation of media and flow. 11. Lubricate all dampers and linkages as necessary. Chilled Water Pumps: 1. Check pump and motor operation. 2. Check fault history report as required. 3. Check and operate bypass valves. 4. Checks and verify strainers for optimum flow. 5. Check and tighten all electrical connections as required. 6. Check starter contacts for wear as required. 7. Check and record motor amp. 8. Lube and grease motor bearings as needed. Johnson Controls: 1. Inspect and repair NCU 1 to NCU 12 for optimum operations. 2. Inspect and repair as needed 21 air handler controls and 46 VFD. 3. Inspect all damper motors controls and set points. 4. Provide JCI parts as needed. 5. Check and calibrate all safety and cut-out devices as required. 6. Check and adjust programming as required. 7. Inspect Energy Management System (EMS) data base and adjust as needed. Shooting Range: 1. Perform annual air balancing per requirements. 2. Perform inspection and maintenance as required. 3. Lock -out and Tag -out equipment as required. 4. Check fan motor amps as required. 5. Clean and lubricate components as required. 6. Check operation of economy dampers as required. 7. Check operation of static vane or dampers as required. 8. Check operation of zone dampers as required. 9. Check and adjust operating and safety controls as required. Freezers and/or Refrigerators: 1. Check all operation, electrical, condensers, evaporators and refrigeration. 2. Check starter contactor surfaces for wear as required. 3. Check compressor amps and record as required. 4. Check sight glass for moisture level as required. 5. Check operation of crankcase heater as required. 6. Lubricate condenser fan motor and fan bearings as required. 7. Check condition of condenser coils, clean as required. 8. Check belts for wear, replace as required. 9. Check and adjust compressor capacity controls as required. 10. Lubricate indoor fan motor and bearings as required. HVAC SERVICES — Pneumatic Applies to Police Headquarters Facility Only Preventive Maintenance as Required Proposer may be required to provide preventative maintenance on Pneumatic Air Compressors that responds to changes in mechanical component performance, building use, and climatic conditions. Service shall be in accordance with a program of standards as recommended by equipment manufacturers' recommendations. HVAC SERVICES - Water Treatment Applies to Police Headquarters Facility Only Water Treatment Services as Required Proposer may be required to provide Industrial water treatment to identify four main problem areas: scaling, corrosion, microbiological activity and disposal of residual wastewater. Water treatment services will extend equipment life, provide operational efficiency, minimize downtime and control water born disease such as Legionnaires' disease. HVAC SERVICES - Infrared Service Applies to Police Headquarters Facility Only Infrared Electric Panel Inspection as Required The infrared inspection may be requested as it is an important form of non-destructive testing that has become an indispensable predictive maintenance tool for electrical service panels. It shall be performed with a portable infrared imaging system; equipment that detects infrared energy (heat) emitted from an object and displays it as a dynamic thermal image. Using the IEEE/ANSI Standard, this inspection aids in the evaluation of component temperatures. Proposer may be required to perform a biennial Infrared scan of main electrical panels. A detailed report will be provided upon completion of onsite scan. ENERGY SERVICES Applies to Police Headquarters Facility Only Energy Optimization Services As Required Proposer may be required to perform a benchmark analysis that compares a building's energy performance against industry -recognized benchmarks and provides facility owners and operators with an objective assessment of facility performance and a valuable starting point to identify and quantify the value of energy conservation efforts. Through the Benchmark Report, Proposer will create an energy baseline and obtain, if applicable, an ENERGY STAR Performance Rating utilizing Energy Star Portfolio Manager to generate a Statement of Energy Performance. This rating compares our building's performance against buildings of similar type and operating characteristics in similar climate zones. This report will provide key data points in addition to an ENERGY STAR Performance Rating including Energy Usage Intensity (EUI), Energy Cost Intensity (ECI), and the facility's Greenhouse Gas Emissions. In addition, Proposer may be required to conduct a detailed analysis of facility interval meter data, when available from site metering and/or the utility provider. This enables us to gain further insight into facility performance, and provide a snapshot report to help understand performance and pinpoint areas for operational efficiency. Based on current energy consumption and prices, Proposer energy analysis will suggest potential improvement measures and quantify the impact on energy usage, cost savings and GHG reductions. Technology and Energy Audits Applies to Police Headquarters Facility Only Proposer may be required to review designated HVAC systems, evaluating the current use of our HVAC Systems and what may have been changed or been modified in our daily facility operation that impacts the effectiveness of the system. Proposer may review applicable building control technologies, suggest possible new strategies or technologies that could be implemented to enhance our current system, and consider what changes, enhancements and/or upgrades should be made to facilitate our future plans. In addition, recommendations should be made about adding and/or modifying applications, sensors, points panels and/or software where needed to improve building operation and performance. Proposer may interface with the local utility provider to determine possible incentives and rebates. Once the review is completed, a written report of the findings and recommendations may be requested. HVAC EQUIPMENT LIST POLICE DEPARTMENT HEADQUARTERS (Maintenance & Repairs for this facility) 60 Civic Center Plaza Air handlers: 21 Gravity Roof Vents: 15 Small recirculating pumps: 16 Chillers: 2 reducer York Model YTHIJ3E2CRG Building Boilers: 2 Exhaust fans: 52 Large water pumps: 24 Cooling towers: 2 Marley Twin w/20HP Motor & gear Water booster system pumps: 3 A/C units: 8 Bryan Model RV450-W-FDG-WXL 3,600,000 MGH Water heater boilers: 4 (Evidence) 2 - Model 1250 N 600 ATP-PVI 1,000,000 BTU/HR 2 - Model 1500 N 1500 ATP-PVI 1,200,000 BTU/HR IT Server Room - Air Conditioning Units 1 — Liebert - Model VEZ45A-AAM Ser: 307193-001 Kitchen) 1 — Liebert — Model CDF308LA Remote Condenser Ser: 94009100 2 — DataAire — Model DTWV-0532 A/C Units 911 Dispatch Center 1 — York Air Handler Model D2CE240E03646ECC with two (2) compressors and heating (1995) Large Walk-in Freezers: 6 3 - Model LAHA-032E-TAD-100 3 - Kolpak AE66280B (Jail Kitchen) Large Refrigerators: 4 1 - Model K55HIJZF (Evidence) 3 - Kolpak Cold Zone (Jail Variable Frequency Drives: 46 NOTE: York Rotary Chiller YSCBCAS1-CHA was decommissioned and does not require any attention. Repairs as needed — for these facilities - Time & Materials Only CITY HALL 20 Civic Center Plaza Air Handler #11 — 8th Floor Air Handler #10 — 7th Floor Air Handler #09 — 6th Floor Air Handler #08 — 5th Floor Air Handler #07 — 4th Floor Air Handler #06 — 3rd Floor Air Handler #04 — 2nd Floor Air Handler #01 — 1 st Floor Air Handler #02 — 1st Floor Mezzanine Air Handler #05 — Council Chambers Air Handlers — Basement Data Rooms Chilled Water Pump #1 Chilled Water Pump #2 ROSS ANNEX Trane box car units: 3 Ajax Boiler: 1 Split Systems: 4 CENTRAL LIBRARY 26 Civic Center Plaza Cond #1 Cond #2 Fluid cooler for Liebert Exhaust unit Chiller - AVM Condenser Restroom exhaust Fluid cooler for Data Center Exhaust Air Compressor #1 Air Compressor #2 & 2 Hot Water Pump Flash Tank Roof Exhaust Units (3) Hot Water Pump: Exhaust Fan Air Handler #01 — Basement Chilled Water Pump - basement Air Handler #02 — Basement Hot Water Pump - basement Air Handler #03 — 1st Floor Children's Area Rooftop exhaust units Basement exhaust CORPORATION YARD - ADMIN 220 Daisy St. 50-Ton Rooftop HVAC: 1 RAPAC Boiler: 1 5-Ton Rooftop HVAC: 2 Return Fan Hot Water Pumps: 2 Split Systems: 6 FLEET OPERATIONS 215 Center St. 10-Ton Ice Bear: 1 Supply Fans: 4 Exhaust Fans 3-Ton Package Units: 3 STORES WAREHOUSE 10-Ton Package Units: 2 Exhaust Fans: 4 NEWHOPE LIBRARY 122 Newhope Street 30-Ton Carrier Package Unit: 1 Split System MCFADDEN LEARNING CENTER 2627 W. McFadden Ave. 15-Ton Trane Package Units: 2 Split System SANTA ANITA CENTER 300 S. Figueroa St. 3-Ton Carrier Package Unit: 1 Split System SANTA ANA SENIOR CENTER 424 W. Third St. 35-Ton Package Unit: 1 Roof Top Unit SOUTHWEST SENIOR CENTER 2201 W. McFadden Ave. 4-Ton Package Units: 6 Split System CORBIN CENTER 2215 W. McFadden Ave. 2-Ton Package Units: 5 5-Ton Package Units: 2 Split System JEROME CENTER 726 S. Center St. 4-Ton Package Units: 5 Split System EL SALVADOR CENTER 1825 W. Civic Center Dr. 3-Ton Package Units: 7 4-Ton Package Units: 2 1-Ton Package Unit: 1 Split System SANTA ANA REGIONAL TRANSPORTATION CENTER 1000 W. Santa Ana Blvd. 157-Ton Chiller Unit: 1 Chiller Air Handlers: 57 GRAND CENTRAL ART CENTER 125 N. Broadway 100-Ton Chiller Unit: 1 Chiller Air Handlers: 55 EXHIBIT B Page 10 of 10 EXHIBIT J CITY OF SANTA ANA REQUEST FOR PROPOSALS 20-134 FOR FACILITY HVAC SERVICE, MAINTENANCE AND REPAIRS AT VARIOUS CITY FACILITIES RFP PROPOSAL PRICING LIST POLICE FACILITY — 60 Civic Center Plaza Provide Maintenance & Repair Services: Per Scope of Specific Services (Pages 12-18) and HVAC Equipment List (Pages 18-20)........................................Annual Cost Time and Materials Only For work performed during regular business hours (Mon -Fri 7:00am to 5:00pm) Regular Technician ................... Journeyman Chiller Mechanic....... Apprentice Chiller Mechanic ......... Sheet Metal Fabricator .................. Balancing Technician ..................... ............. $ /hr .............. $ /hr I............ /hr ............. /hr ... I.......... $ /hr Materials Markup Percentage Base price source: (MSRP, Wholesale, Dealer, Jobber) Company Name: COMMENTS OR EXCEPTIONS: THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. Facilities HVAC Service, Maintenance and Repairs 20-134 Page 39 CONTRACTOR AGREEMENT CITY OF SANTA ANA THIS AGREEMENT is made and entered into this 16t' day of March, 2021 by and between ACCO Engineered Systems ("Contractor"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. The City desires to retain a contractor to provide heating, ventilation, air conditioning (HVAC) repair services, including emergency call out services. B. Contractor represents that Contractor is able and willing to provide such services to the City. C. In undertaking the performance of this Agreement, Contractor represents that it is knowledgeable in its field and that any services performed by Contractor under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Contractor shall perform during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described and set forth in Exhibit A, attached hereto and incorporated by reference. 2. COMPENSATION a. City neither warrants nor guarantees any minimum or maximum compensation to Contractor under this Agreement. Contractor shall be paid only for services performed under the Agreement at the rates and charges identified in Exhibit B. Contractor is one of five Contractors selected to provide HVAC repair services. Subject to subsection b. of this Section, the total aggregate amount, among the five contractors, shall not exceed the shared aggregate amount of $575,000 annually during the term of this agreement, including any extension periods. b. City agrees to pay, and Contractor agrees to accept as total payment for its services to the Santa Ana Police Department ("SAPD") Headquarters (only), the rates and charges identified in Compensation - Exhibit B. The total amount to be expended for services to SAPD Headquarters under this Agreement shall not exceed the annual sum of $59,880 during the term of this Agreement, including any extension periods exercised under Section 3. Page 1 of 11 c. Payment by City shall be made within 45 days (forty-five) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. 3. TERM This Agreement shall commence on April 1, 2021 for a three (3) year term with the option for the City to grant up to two (2) one (1) year renewal, exercisable by a writing by the City Manager and the City Attorney, unless terminated earlier in accordance with Section 16, below. 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. Page 2 of 11 Contractor represents and warrants that Contractor has the legal right to license any and all Documents & Data. Contractor makes no such representation and warranty in regard to Documents & Data which were provided to Contractor by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. 7. INSURANCE Prior to undertaking performance of work under this Agreement, Contractor shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: a. Commercial General Liability Insurance. Contractor shall maintain commercial general liability insurance naming the City, its officers, employees, agents, volunteers and representatives as additional insured(s) and shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of Contractor's operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $1,000,000 per occurrence, with $2,000,000 in the aggregate. Such insurance shall (a) name the City, its officers, employees, agents, and representatives as additional insured(s); (b) be primary and not contributory with respect to insurance or self-insurance programs maintained by the City; and (c) contain standard separation of insureds provisions. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non -owned automobiles. C. Worker's Compensation Insurance. In accordance with the provisions of Section 3700 of the Labor Code, Contractor, if Contractor has any employees, is required to be insured against liability for worker's compensation or to undertake self- insurance. Prior to commencing the performance of the work under this Agreement, Contractor agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. If Contractor is or employs a licensed professional such as an architect or engineer: Professional liability (errors and omissions) insurance, with a combined single limit of not less than $1,000,000 per claim with $2,000,000 in the aggregate. e. The following requirements apply to the insurance to be provided by Contractor pursuant to this section: i. Contractor shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. ii. Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved by the City. iii. Certificates and policies shall state that the policies shall not be canceled or reduced in coverage or changed in any other material aspect without thirty Page 3 of 11 (30) days prior written notice to the City. iv. Where the amounts or coverage provided by the certificates of insurance provides coverage greater than those listed by this Agreement, the amounts provided by the certificates of insurance shall be incorporated by reference into the Agreement. V. Contractor shall supply City with a fully executed additional insured endorsement. £ If Contractor fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's election, to forthwith terminate this Agreement. Such termination shall not affect Contractor's right to be paid for its time and materials expended prior to notification 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, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Contractor further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Contractor's services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor. 9. INTELLECTUAL PROPERTY INDEMNIFICATION Contractor shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Contractor to the City pursuant to this Agreement. Page 4 of 11 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 interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 13. DISCRIMINATION Contractor shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities. Contractor affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. Page 5 of 11 14. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Contractor, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Contractor. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Contractor or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein. 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 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. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Contractor shall be entitled to receive and the City shall pay Contractor compensation for all services performed by Contractor prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Contractor to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Contractor consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 17. 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. Page 6 of 11 18. 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. 19. 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. 20. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and 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. 21. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: 714- 647-6956 Page 7 of 11 With courtesy copies to: Nabil Saba Executive Director, Public Works Agency City of Santa Ana 20 Civic Center Plaza (M-21) P.O. Box 1988 Santa Ana, California 92702 Fax: 714- 647-5635 To Contractor: ACCO Engineered Systems Attn: Patrick Rochon 888 East Walnut St. Pasadena, CA 91101 A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. [Signatures on the following page] Page 8 of 11 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: Jose Montoya Deputy City Attorney RECOMMENDED FOR APPROVAL: Nabil Saba Executive Director Public Works Agency CITY OF SANTA ANA Kristine Ridge City Manager CONTRACTOR: Patrick A. Rochon Regional Manager Page 9 of 11 */:Il:tIr_1 CITY OF SANTA ANA REQUEST FOR PROPOSALS 20-134 FOR FACILITY HVAC SERVICE, MAINTENANCE AND REPAIRS AT VARIOUS CITY FACILITIES SCOPE OF SERVICES & SPECIFICATIONS General Information The Contractor shall retain professional personnel who have successfully and competently provided municipal facility HVAC repair services on projects of similar scope and complexity. It shall be the Contractor's responsibility to provide as required by the City a competitive hourly rate for repairs and service of all aspects of HVAC systems in City defined facilities. All requested HVAC repairs / service shall be provided in accordance with the highest standards of the industry, skill, workmanship, applicable trade practices, meet warranties and in conformance to all applicable laws, codes and regulations. The successful Proposer's maintenance and repairs program for the Police Department Headquarters, and repairs as needed program for all facilities shall, at a minimum, include but not be limited to the specifications outlined herein. Services to be Provided It is the Proposer's responsibility to provide service proposals as required of HVAC trades, central plant chiller systems, air handlers, and automation systems as needed, and all requested services are to be compliant with all Federal, State, CARB, AQMD, OSHA and all other applicable regulatory requirements. Pricing Tabulation Sheets Prices as stated on the RFP 20-134 Pricing Sheet (Page 39) shall be for HVAC maintenance at the Police Department Headquarters only, and for repairs as needed at all facilities. HVAC Repair Staffin The Contractor shall provide staffing levels sufficient to provide a high level of customer service, program support, HVAC maintenance and repair at designated City facilities as required: Staffing should include staff certified and proficient in the complete maintenance and repair of Centrifugal Chiller systems, air handlers, pneumatic and DDC systems, walk in refrigerators and freezers, and a variety of package HVAC units. Additionally, service levels shall provide the capacity to respond expeditiously to situations involving the health and safety of employees and/or the public; comfort and operational capability of any public meeting space. Routine repairs, service requests or other non -urgent tasks shall be completed by journey level staff. The journey -level worker(s) shall be proficient in the following trades: • All mechanical, electronic and pneumatic aspects of chilled water systems • Centrifugal chiller systems • VFD drives Air handling systems The interface and control of HVAC control systems Walk in refrigerators / freezers / evidence freezers Billable Work All requested work shall be considered billable hours and will require that a competitive estimate for that proposed work be provided to the City Representative for consideration and approval prior to work being completed. Security Background Check of Personnel Contractor is required t o provide security checks for all personnel assigned to work under this contract. Security checks will be coordinated through Santa Ana Police Department. Additional checks will be required for all new employees during the lifetime of the contract and all expenses shall be borne exclusively by the contractor. The City reserves the right to approve/refuse any prospective employees of the contractor as a result of the background check. The following information must be provided to the City Representative no less than 30 days prior to any employee's start of work: a. Full Legal Name b. Social Security Number c. California Driver's License or ID Number d. Birth Date e. Current Valid Address Damages The Contractor will be responsible for all damages to the facility or contents caused by Contractor, their staff, or by subcontractors during the performance of this contract. Tools & Equipment The contractor shall furnish and maintain all equipment necessary for properly service HVAC systems in City buildings. The City of Santa Ana reserves the right to inspect equipment to be used to perform services under this contract. Failure to provide regulatory compliant equipment for carrying out all requirements of this contract may be grounds for termination of the contract. Emergency Call Out Service It is highly desirable that the awarded Contractor provide 24-hour emergency service as needed in all aspects of HVAC emergency repair for Santa Ana Police Department and various other facilities, as included in this specification. Hours shall be Monday through Friday 5:OOpm to 6:OOam and 24-hours each day on weekends and holidays. Contractor shall have working personnel on -site within 1 hour of the call -out, or respond by telephone to the City Representative within 1 /2 hour if the problem is correctable through the use of a computer/modem to alleviate the source of complaint. HEATING -VENTILATION -AIR CONDITIONING (HVAC) SERVICE, REPAIR, MAINTENANCE AND MONITORING AS REQUIRED Contractor may be required to respond to indoor temperature complaints and provide expeditious correction and record complaints and corrections at all City facilities. Contractor shall be proficient in HVAC control systems. Contractor may be required to inspect all HVAC systems at least twice each year, with seasonal start- up and run inspections performed and documented. Contractor may be required to provide oversight and documentation of Seasonal Preventative Maintenance of chillers and boilers at the Police Headquarters Facility only; with service to be provided by Proposer. Contractor may be requested to perform the following services: • For cooling towers - may be required to disassemble screens and access panels for inspection, inspect the tower fill, support structure, sump and spray nozzles, fill valve, gear box, drive coupling, fan blades, and motor bearings, clean starter and cabinet, inspect wiring, check motor starter contacts for wear and proper operation, megger test the motor and log readings, and check the condition of the contactor; and log observations. 0 For pumps - may be required to lubricate bearings, inspect couplings, check for leaks, and investigate unusual noises. • Contractor may be required to perform air -handling unit maintenance and repair which includes but is not limited to; all services recommended by manufacturer. Additional Contractor Requirements • Contractor shall show evidence of presently serving other municipal customers. • Contractor shall hold current C10 and C20 licenses. • Contractor shall provide HVAC employees that; possess a State of California Joint Journeyman Apprentice Training Center Certification; Automation Specialists that are continually factory trained on Automation System, and must be able to provide monthly operator coaching of select personnel, certified in servicing Centrifugal Chillers and Allen Bradley, ABB Drives. • Contractor shall provide the City with full-time journeyman -level mechanical personnel and factory -trained automation specialists. • Service specialists and technicians shall normally be dispatched from a local headquarters or branch within a 20-mile radius from the City Boundary line of the City of Santa Ana as defined in the most current Thomas Guide Map. • Contractor may be required to provide HVAC data protection and recovery services, control loop tuning for the City's automation system. • Contractor shall provide emergency access 24 hours a day, 7 days a week. For Johnson Controls, contractor must be available by phone during normal business hours for consultation and emergency assistance. • Contractor shall supply their staff with their agency uniform and photo identification tags that will be worn at all times. Uniforms shall display the Contractor logo, and employee first or last name shall be clearly visible. • Contractor shall provide MSDS sheets to City in a complete "Right to Know" binder for all products used in City facilities. City will determine location of "Right to Know" books. SPECIFIC SERVICES — ALL Periodic Maintenance Applies to Police Headquarters Facility Only Maintenance as Requested Proposer may be required to perform preventive maintenance in accordance with a program of standard routines as determined by your experience, equipment application, and equipment operating hours that are recommended by each equipment manufacturer and location. This service is designed to optimize the reliability and efficiency of the equipment, extend the useful life of the City's equipment, and provide proactive indications of excessive wear and damage to HVAC systems before a catastrophic failure occurs during the next operating season. Proposer will also provide recommendations for additional service(s) that will better enhance equipment performance. Air Cooled Condenser Coil Cleaning The proposer may be required to p r o v i d e t h i s s e r v i c e t o improve airflow across condenser coils, improve heat transfer and extend the life of the compressors. Coil cleaning consists of cleaning the outside surface of the condensing unit coils to remove any airborne particles, dirt build-up by using a brush, high pressure air, chemical with low pressure wash or chemical with high pressure wash based on the condition of outside environment and coil accessibility. Evaporator Coil Cleaning Proposer may be required to clean air handling unit evaporator coils so as to improve air circulation in the air distribution system, and reduce dust and dirt that is in the system. Coils will be cleaned at a time that is mutually agreeable between the proposer and the City Representative. Coil cleaning consists of cleaning the surface of the evaporator coil to remove dust and dirt particles that have collected on the evaporator coil. Coils will be cleaned using a vacuum cleaner and/or other devices that facilitate the proper cleaning of the coil. Refrigerant Oil Analysis as Required Proposer may be required to perform Spectro-Chemical Refrigerant O it Analysis and trend oil condition that identifies contaminants and possible system malfunctions caused by wear of moving parts, such as bearings and shafts. This predictive wear analysis provides early identification of problems prior to them becoming unplanned and costly. Based on the oil analysis results, proposer will recommend when oil changes are needed, and may make other recommendations regarding the operation and maintenance of your chiller plant. This service reduces the amount of waste oil generated. Cooling Tower Drain & Refill as Required Proposer may be required to remove the condenser water from HVAC systems after the cooling season to prevent possible damage and expensive repairs caused by water freezing during winter months, and refill the system prior to spring start-up. The equipment included under this service is itemized in the HVAC Equipment List. Operating Inspection as Required Proposer may be required to provide this service to assure that mechanical equipment continues to operate efficiently with minimal operating disruptions during the operating season. Proposer may be required to provide routine operating inspection(s) to check system performance in accordance with a program of standard routines as determined by our experience, the equipment manufacturer's published recommendations, equipment application, and location. This service will focus on equipment operation, fluid levels, operating and safety controls, and safe equipment operation. Operating Inspection — Heating as Required The proposer may be required to provide this service to assure mechanical equipment continues to operate efficiently, safely and with minimal operating disruptions during the operating season. The City Representative will provide routine operating inspection(s) to check system performance in accordance with a program of standard routines as determined by our experience, the equipment manufacturer's published recommendations, equipment application, and location. This service will focus on equipment operation, fluid levels, operating and safety controls, and safe equipment operation. Operating Inspection — Cooling as Required This service may be required to assure mechanical equipment continues to operate efficiently, safely and with have minimal operating disruptions during the operating season. Proposerwill provide routine operating inspection(s) to check system performance in accordance with a program of standard routines as recommended by the equipment manufacturer's published recommendations, equipment application, and location. This service will focus on equipment operation, fluid levels, operating and safety controls, and safe equipment operation. Equipment Tasking as Required The following tasks may be requested on an as needed basis. These tasks are designed to maintain the equipment in an optimum operating condition so that the equipment will operate reliably and efficiently. Reciprocating Compressors: 1. Perform annual Spectro-Chemical oil analysis test. 2. Preventive maintenance shall be performed as required. 3. Lock -out and Tag -out equipment as required. 4. Check all electrical wiring and connections and tighten as required. 5. Check starter contactor surfaces for wear as required. 6. Visually leak check compressor and associated refrigerant piping as required. 7. Clean exterior of compressor as required. 8. Check operation of crankcase heater as required. 9. Meg -ohm motor from starter and record as required. 10. Check and calibrate all safety and cut-out devices as required. 11. Check and adjust compressor capacity controls as required. 12. Check, calibrate and adjust all operational controls as required. Exhaust Fans: 1. Preventative Maintenance as required. 2. Lock -out and Tag -out equipment as required. 3. Check all electrical wiring and connections and tighten as required. 4. Check all motor starter contactor surfaces for wear as required. 5. Clean starter and electrical control enclosures as required. 6. Lubricate motor bearings and fan bearings as required. 7. Check exhaust fan belts for wear, replace as required. 8. Check belt tension and sheave alignment and adjust as required. 9. Inspect exhaust fan unit assembly as required. 10. Check all mounting hardware and tighten as required. Pneumatic Air Compressor: 1. Inspect unit, check for rust spots, oil leaks & general condition of unit as required. 2. Drain tank, check auto drain as required. 3. Check belt, adjust tension & sheave alignments, and replace belt as required. 4. Meg -ohm and record, as required. 5. Check starter wiring & contacts as required. 6. Check motor amperage & voltage as required. 7. Check intake air filter, replace as required. Air Handlers: 1. Provide four (4) quarterly inspections and maintenance for (21) Air Handlers. 2. Preventive maintenance as required. 3. Lock -out and Tag -out equipment as required. 4. Check starter contacts for excessive wear as needed. 5. Tighten all starter wire connections as required. 6. Check belts, adjust or replace as needed. 7. Check pulley sheave alignment, adjust as required. 8. Meg -Ohm motor and record annually. 9. Check fan motor(s) amps. 9. Clean and lubricate unit motor bearings and fan bearings. 10. Check operation of economy dampers. 11. Lubricate all dampers and linkages as necessary. 12. Check operation of static vane (if applicable) 13. Visually check all coils for leaks (Annually) 14. Check and record all coil delta T (Annually) 15. Inspect all mounting hardware, tighten as needed. Multi -zone Air Handlers: 911 Dispatch Area 1. Provide annual Preventive Maintenance Inspection on two (2) York Air Handlers. 2. Preventive maintenance as required. 3. Lock -out and Tag -out equipment as required. 4. Check fan motor amps as required. 5. Clean and lubricate components as required. 6. Check operation of economy dampers as required. 7. Check operation of static vane or dampers as required. 8. Check operation of zone dampers as required. 9. Check and adjust operating and safety controls as required. Package Chiller: 1. Lock -out and Tag -out equipment as required. 2. Check condenser / Barrel tubes as required. 3. Check Chiller barrel tube as required. 4. Check and record unit amp draw as required. 5. Check unit Voltage and Record as required. 6. Check unit pressures and record as required Chiller with Reciprocating Compressors: 1. Provide annual vibration analysis for two (2) York Chillers. 2. Provide annual leak test for two (2) York Chillers. 3. Provide four (4) quarterly inspections and maintenance for two (2) York Chillers. 4. Provide chiller controls coolant for two (2) York Chillers 3. Visually inspect equipment condition and operation as required. 4. Check for unusual vibration, noise, excessive temperatures & refrigerant leaks as required. 5. Check unit voltage and record as required. 6. Check unit operate and records as required. 7. Check unit operating hours and record as required. 8. Check condenser pressure and record as required. 9. Check evaporator pressure and record as required. 10. Check oil sump sight glass as required. 11. Record chilled water inlet temperature. 12. Record chilled water outlet temperature as required. 13. Check condenser water inlet as required. 14. Check condenser water outlet temperature as required. 15. Check compressor starter contacts for abnormal wear as required. Variable Frequency Drive: 1. Check unit operation quarterly as required. 2. Check fault history report as required. 3. Check operation of manual bypass as required. 4. Verify drive signal increase and decrease as required. 5. Check and tighten all electrical connections as required. 6. Check starter contacts for wear as required. Computer Room Air Conditioning Units: 1. Check all electrical wiring and connection as required. 2. Check and replace filters as required. 3. Check all electrical wiring and connections; tighten as required. 4. Check starter contactor surfaces for wear as required. 5. Check compressor amps and record as required. 6. Check sight glass for moisture level as required. 7. Check operation of crankcase heater as required. 8. Lubricate condenser fan motor and fan bearings as required. 9. Check condition of condenser coil, clean as required. 10. Check belts for wear, replace as required. 11. Check and adjust compressor capacity controls as required. 12. Lubricate indoor fan motor and bearings as required. 13. Check humidifier for proper operation as required. Boilers: 1. Provide annual Preventive Maintenance Inspection on two (2) Bryan Boilers. 2. Provide annual Preventive Maintenance Inspection on four (4) Hot Water Boilers. 3. Check boilers for proper operation as required. 4. Check and use boiler viewport to check main burner flame as required. 5. Turn off and secure boiler as required. 6. Check boilers for any unusual noise or vibration as required. 7. Inspect gaskets for any signs of leaks as required. 8. Examine the venting system as required. 9. Remove and / or inspect gas pilot assembly, reinstall in accordance according to factory specifications and tolerances. 10. Check boiler circulating pumps for proper operation and lubricate as required. 11. Check flame safeguard control for pilot and main flame ignition as required. 12. Check operation of blower motor and circuitry as required. 13. Check operation of gas valves and vents as required. 14. Inspect and tighten all electrical connections as required 15. Check and adjust all boiler limit pressure controls and running interlocks as required. 16. Check operation and adjust low water controls as required. 17. Check burner, pilot and main flame ignition as required. 18. Check and oil combustion air fan as required. 19. Check expansion tank and site glass as required 20. Check and record all entering and leaving water temperatures and pressures as required. 21. The equipment room shall be left in the same clean condition as existed prior to start of the work. 22. Refer to equipment O&M manual for any maintenance clarifications. Cooling Tower: 1. Provide four (4) quarterly inspections and maintenance. 2. Preventive maintenance as required. 3. Lock -out and Tag -out equipment as required. 4. Check starter contacts for excessive wear as needed. 5. Tighten all starter wire connections. 6. Check gear reducer and couplings. 7. Meg -Ohm motor and VFD's. 8. Check fan balance and motor(s) amps. 9. Clean and lubricate unit motor bearings and fan blades. 10. Check operation of media and flow. 11. Lubricate all dampers and linkages as necessary. Chilled Water Pumps: 1. Check pump and motor operation. 2. Check fault history report as required. 3. Check and operate bypass valves. 4. Checks and verify strainers for optimum flow. 5. Check and tighten all electrical connections as required. 6. Check starter contacts for wear as required. 7. Check and record motor amp. 8. Lube and grease motor bearings as needed. Johnson Controls: 1. Inspect and repair NCU 1 to NCU 12 for optimum operations. 2. Inspect and repair as needed 21 air handler controls and 46 VFD. 3. Inspect all damper motors controls and set points. 4. Provide JCI parts as needed. 5. Check and calibrate all safety and cut-out devices as required. 6. Check and adjust programming as required. 7. Inspect Energy Management System (EMS) data base and adjust as needed. Shooting Range: 1. Perform annual air balancing per requirements. 2. Perform inspection and maintenance as required. 3. Lock -out and Tag -out equipment as required. 4. Check fan motor amps as required. 5. Clean and lubricate components as required. 6. Check operation of economy dampers as required. 7. Check operation of static vane or dampers as required. 8. Check operation of zone dampers as required. 9. Check and adjust operating and safety controls as required. Freezers and/or Refrigerators: 1. Check all operation, electrical, condensers, evaporators and refrigeration. 2. Check starter contactor surfaces for wear as required. 3. Check compressor amps and record as required. 4. Check sight glass for moisture level as required. 5. Check operation of crankcase heater as required. 6. Lubricate condenser fan motor and fan bearings as required. 7. Check condition of condenser coils, clean as required. 8. Check belts for wear, replace as required. 9. Check and adjust compressor capacity controls as required. 10. Lubricate indoor fan motor and bearings as required. HVAC SERVICES — Pneumatic Applies to Police Headquarters Facility Only Preventive Maintenance as Required Proposer may be required to provide preventative maintenance on Pneumatic Air Compressors that responds to changes in mechanical component performance, building use, and climatic conditions. Service shall be in accordance with a program of standards as recommended by equipment manufacturers' recommendations. HVAC SERVICES - Water Treatment Applies to Police Headquarters Facility Only Water Treatment Services as Required Proposer may be required to provide Industrial water treatment to identify four main problem areas: scaling, corrosion, microbiological activity and disposal of residual wastewater. Water treatment services will extend equipment life, provide operational efficiency, minimize downtime and control water born disease such as Legionnaires' disease. HVAC SERVICES - Infrared Service Applies to Police Headquarters Facility Only Infrared Electric Panel Inspection as Required The infrared inspection may be requested as it is an important form of non-destructive testing that has become an indispensable predictive maintenance tool for electrical service panels. It shall be performed with a portable infrared imaging system; equipment that detects infrared energy (heat) emitted from an object and displays it as a dynamic thermal image. Using the IEEE/ANSI Standard, this inspection aids in the evaluation of component temperatures. Proposer may be required to perform a biennial Infrared scan of main electrical panels. A detailed report will be provided upon completion of onsite scan. ENERGY SERVICES Applies to Police Headquarters Facility Only Energy Optimization Services As Required Proposer may be required to perform a benchmark analysis that compares a building's energy performance against industry -recognized benchmarks and provides facility owners and operators with an objective assessment of facility performance and a valuable starting point to identify and quantify the value of energy conservation efforts. Through the Benchmark Report, Proposer will create an energy baseline and obtain, if applicable, an ENERGY STAR Performance Rating utilizing Energy Star Portfolio Manager to generate a Statement of Energy Performance. This rating compares our building's performance against buildings of similar type and operating characteristics in similar climate zones. This report will provide key data points in addition to an ENERGY STAR Performance Rating including Energy Usage Intensity (EUI), Energy Cost Intensity (ECI), and the facility's Greenhouse Gas Emissions. In addition, Proposer may be required to conduct a detailed analysis of facility interval meter data, when available from site metering and/or the utility provider. This enables us to gain further insight into facility performance, and provide a snapshot report to help understand performance and pinpoint areas for operational efficiency. Based on current energy consumption and prices, Proposer energy analysis will suggest potential improvement measures and quantify the impact on energy usage, cost savings and GHG reductions. Technology and Energy Audits Applies to Police Headquarters Facility Only Proposer may be required to review designated HVAC systems, evaluating the current use of our HVAC Systems and what may have been changed or been modified in our daily facility operation that impacts the effectiveness of the system. Proposer may review applicable building control technologies, suggest possible new strategies or technologies that could be implemented to enhance our current system, and consider what changes, enhancements and/or upgrades should be made to facilitate our future plans. In addition, recommendations should be made about adding and/or modifying applications, sensors, points panels and/or software where needed to improve building operation and performance. Proposer may interface with the local utility provider to determine possible incentives and rebates. Once the review is completed, a written report of the findings and recommendations may be requested. HVAC EQUIPMENT LIST POLICE DEPARTMENT HEADQUARTERS (Maintenance & Repairs for this facility) 60 Civic Center Plaza Air handlers: 21 Gravity Roof Vents: 15 Small recirculating pumps: 16 Chillers: 2 reducer York Model YTHIJ3E2CRG Building Boilers: 2 Exhaust fans: 52 Large water pumps: 24 Cooling towers: 2 Marley Twin w/20HP Motor & gear Water booster system pumps: 3 A/C units: 8 Bryan Model RV450-W-FDG-WXL 3,600,000 MGH Water heater boilers: 4 (Evidence) 2 - Model 1250 N 600 ATP-PVI 1,000,000 BTU/HR 2 - Model 1500 N 1500 ATP-PVI 1,200,000 BTU/HR IT Server Room - Air Conditioning Units 1 — Liebert - Model VEZ45A-AAM Ser: 307193-001 Kitchen) 1 — Liebert — Model CDF308LA Remote Condenser Ser: 94009100 2 — DataAire — Model DTWV-0532 A/C Units 911 Dispatch Center 1 — York Air Handler Model D2CE240E03646ECC with two (2) compressors and heating (1995) Large Walk-in Freezers: 6 3 - Model LAHA-032E-TAD-100 3 - Kolpak AE66280B (Jail Kitchen) Large Refrigerators: 4 1 - Model K55HIJZF (Evidence) 3 - Kolpak Cold Zone (Jail Variable Frequency Drives: 46 NOTE: York Rotary Chiller YSCBCAS1-CHA was decommissioned and does not require any attention. Repairs as needed — for these facilities - Time & Materials Only CITY HALL 20 Civic Center Plaza Air Handler #11 — 8th Floor Air Handler #10 — 7th Floor Air Handler #09 — 6th Floor Air Handler #08 — 5th Floor Air Handler #07 — 4th Floor Air Handler #06 — 3rd Floor Air Handler #04 — 2nd Floor Air Handler #01 — 1 st Floor Air Handler #02 — 1st Floor Mezzanine Air Handler #05 — Council Chambers Air Handlers — Basement Data Rooms Chilled Water Pump #1 Chilled Water Pump #2 ROSS ANNEX Trane box car units: 3 Ajax Boiler: 1 Split Systems: 4 CENTRAL LIBRARY 26 Civic Center Plaza Cond #1 Cond #2 Fluid cooler for Liebert Exhaust unit Chiller - AVM Condenser Restroom exhaust Fluid cooler for Data Center Exhaust Air Compressor #1 Air Compressor #2 & 2 Hot Water Pump Flash Tank Roof Exhaust Units (3) Hot Water Pump: Exhaust Fan Air Handler #01 — Basement Chilled Water Pump - basement Air Handler #02 — Basement Hot Water Pump - basement Air Handler #03 — 1st Floor Children's Area Rooftop exhaust units Basement exhaust CORPORATION YARD - ADMIN 220 Daisy St. 50-Ton Rooftop HVAC: 1 RAPAC Boiler: 1 5-Ton Rooftop HVAC: 2 Return Fan Hot Water Pumps: 2 Split Systems: 6 FLEET OPERATIONS 215 Center St. 10-Ton Ice Bear: 1 Supply Fans: 4 Exhaust Fans 3-Ton Package Units: 3 STORES WAREHOUSE 10-Ton Package Units: 2 Exhaust Fans: 4 NEWHOPE LIBRARY 122 Newhope Street 30-Ton Carrier Package Unit: 1 Split System MCFADDEN LEARNING CENTER 2627 W. McFadden Ave. 15-Ton Trane Package Units: 2 Split System SANTA ANITA CENTER 300 S. Figueroa St. 3-Ton Carrier Package Unit: 1 Split System SANTA ANA SENIOR CENTER 424 W. Third St. 35-Ton Package Unit: 1 Roof Top Unit SOUTHWEST SENIOR CENTER 2201 W. McFadden Ave. 4-Ton Package Units: 6 Split System CORBIN CENTER 2215 W. McFadden Ave. 2-Ton Package Units: 5 5-Ton Package Units: 2 Split System JEROME CENTER 726 S. Center St. 4-Ton Package Units: 5 Split System EL SALVADOR CENTER 1825 W. Civic Center Dr. 3-Ton Package Units: 7 4-Ton Package Units: 2 1-Ton Package Unit: 1 Split System SANTA ANA REGIONAL TRANSPORTATION CENTER 1000 W. Santa Ana Blvd. 157-Ton Chiller Unit: 1 Chiller Air Handlers: 57 GRAND CENTRAL ART CENTER 125 N. Broadway 100-Ton Chiller Unit: 1 Chiller Air Handlers: 55 ■■■■ ■■ TO11ROOM ■ ■Ill■ mill ■ mill■■ ■■■■■ 1 111111110 ■■111 ■ Ills■ ■ ■mill ■ ■■■■ ■ ■► ■1 mlengineered systems lqw 818.244.6571 Office 800.998.2226 24-Hr Service 888 E. 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E12 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. engineered systems 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 ResumeQD 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 engineered � I systems 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 Resume englineered � I systems 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 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 Hawthorne School District - HVAC Replacement and Controls Upgrade, Hawthorne, CA Arcadia School District - Controls Upgrade, Arcadia, CA Irvine Barclay Theatre - Rooftop Package Unit Replacement and Controls Upgrade, Irvine, CA Bowers Museum - Rooftop Package Unit Replacement and Controls Upgrade, Santa Ana, CA Santa Ana Police Department - Package Unit Replacement, Santa Ana, CA Douglas Stevenson III, P.E. - Service Sales Engineer 714.352.2226 1562.217.1437 dougstevenson3@gmail.com engineered � I systems 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 JOB HAZARD ANALYSIS Application Returning to work- Low Risk Construction Project Phase Work at low risk facilities during COVID-19 concerns Activity: Various Routine Construction Activities This JHA provides guidance on hazard identification and controls for hazards expected to be encountered while performing work in facilities where there is a low risk of exposure to viruses such as COVID-19. **Low risk include sites that do not provide medical treatment services. This would also include work in medical facilities that are inactive, those where ACCO personnel are not entering or engaging in direct contact with workers in said facility.** Potential Safety/Health Hazard: List the hazards associated with each principal activity. 1. Potential exposure to pathogens causing illness to workers (e.g. COVID-19). Planned Controls: List specific controls for each potential hazard such as engineering controls, administrative controls, or personal protective equipment. • Speak with General Contractor/ customer to identify the risks in the area to be worked. • Have there been any potential or confirmed cases on the site? (if yes, pause work and notify safety) • What is the GC's exposure control plan, ensure we have a copy and can be in compliance • Report an exposure (new) — If you have been in close contact or proximity with someone who has a confirmed case of COVID-19, you must report this immediately to your supervisor. • Suspend work in area until the supervisor has given return to work instruction • Supervisors are to notify their area Safety Manager, Superintendent, Department Manager and Construction Manager to assist with investigating the circumstances • Exposure findings will be reported out to the following- Safety, Superintendent, Department Manager, Construction Manager, HR, and Risk Management, and direction will be given to site supervisor from this team. • Supervisor and Safety to implement plan developed for the specific incident • DO NOT share PPE (e.g. face shields) • Avoid using common drinking water dispensers, use water bottles whenever possible and discard into the appropriate receptacle • Stay home - If you have early symptoms of illness, including cold- or flu -like symptoms, please notify your supervisor and stay home until your symptoms have subsided. These symptoms include, but are not limited to, fever, congestion, sore throat, nausea, overall achiness, cough, shortness of breath, etc. • Go home - If you become sick during the day, please notify your supervisor and go home. • Cover your cough or sneeze - Always cover your mouth and nose when sneezing or coughing, using a tissue, your elbow, or your shoulder • Wash or sanitize frequently - Wash or sanitize your hands • Ensure that wash areas are maintained and if they need attention notify your supervisor immediately. • Clean tools and high touch areas frequently with disinfectants • Don't touch - Use a tissue when touching door handles and other surfaces in common areas • Avoid your face - Avoid touching your face, eyes, nose and mouth • Discontinue handshakes - Discontinue, handshakes during this period • Maintain at least 6 (six) feet of "social distance" between yourself and other workers, E.g. • During meetings (do not schedule group meeting where 6' cannot be achieved) • When on lifts engineered systems JOB HAZARD ANALYSIS • Exercise caution and maintain 6' distance from active plumbing vents • In addition to this JHA a Safety Pre -Task, form completed and reviewed with the work team to asses any potential new hazards (changing conditions) and communicate controls/ actions daily. • The following are be considered "at risk" and not dispatched to the site: • Workers over the age of 65 • Workers with existing immunocompromised health issues or diabetes • Workers who have knowingly been exposed to COVID-19 Jobsite Inspection Requirements: List specific jobsite inspection requirements Communicate any known concerns at the facility with your supervisor prior to performing work. Supervisors and safety should inspect that disinfecting areas are maintained and tools and high touch areas are kept clean. Training Requirements: List worker -training requirements including hazard communication Supervisor to review this JHA with crew members. Crew members and Supervisor must sign Review and accept Safety Flash on COVID-19 and Flu. Name Print Sign Clock Number Supervisor: engineered systems Date: Mengineered systems lqw ACCO Engineered Systems has a comprehensive safety program managed by 18 full time safety managers. The fundamentals of ACCO's safety program are training, safety awareness, comprehensive incident investigations and safety reviews. Regular newsletters are distributed to the crews to make them aware of new corporate initiatives and safety -related events in the company. Through this commitment to safety, ACCO has established among the lowest EMR and RIR rates in the industry. Our 2020 corporate EMR is 0.53. Total Manhours Corporate EMR TRIR LTIR DART 2019 9,223,291 0.49 1.8o 0.39 1.45 2018 7,695,751 0.47 1.95 0.44 1.48 2017 6,213,932 0.54 1.45 o.61 o.87 2016 5,985,674 0.52 2.34 0.97 1.74 2015 5,157,199 0.52 1.36 0.70 o.85 ACCO's training program is comprised of a combination of orientation for new employees and training based on the hazards they are exposed to while working. Every employee is provided safety training upon employment. When dictated by our union agreements or a project specific requirement is in place, ACCO employs drug and alcohol screenings. Supervisors and foremen are provided additional training to ensure we are compliant with the pertinent regulations and ACCO's policies and procedures. Task specific training is provided based on the hazards the employee may face. Recent Safety Awards 2020 ConstructSecure Platinum Safety Award 2017 Best in Class, Safety Excellence - MCAA 2o19 AGC California, 3rd place, Safety Excellence 2017 SMACNA, Outstanding Safety Record 2o18 SMACNA Outstanding Safety Award 2017 AGC California Safety Excellence (3rd) 2o18 SMACNA Most Improved Safety (Last 3 Yrs) 2017 Finalist for AGC National Safety Excellence mlengineered systems lqw 818.244.6571 Office 800.998.2226 24-Hr Service 888 E. 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With respect to the insurance afforded to these additional insureds, the following is added to Section III — Limits Of Insurance: If coverage provided to the additional insured is required by a contract or agreement, the most we will pay on behalf of the additional insured is the amount of insurance: 1. Required by the contract or agreement; or 2. Available under the applicable Limits of Insurance shown in the Declarations; whichever is less. This endorsement shall not increase the applicable Limits of Insurance shown in the Declarations. CG 20 10 04 13 © Insurance Services Office, Inc., 2012 Page 2 of 2 EXHIBIT J CITY OF SANTA ANA REQUEST FOR PROPOSALS 20-134 FOR FACILITY HVAC SERVICE, MAINTENANCE AND REPAIRS AT VARIOUS CITY FACILITIES RFP PROPOSAL PRICING LIST POLICE FACILITY — 60 Civic Center Plaza Provide Maintenance & Repair Services: Per Scope of Specific Services (Pages 12-18) and HVAC Equipment List (Pages 18-20)........................................Annual Cost 59,880.00 Time and Materials Only For work performed during regular business hours (Mon -Fri 7:00am to 5:00pm) Regular Technician ................... Journeyman Chiller Mechanic....... Apprentice Chiller Mechanic ......... Sheet Metal Fabricator .................. Balancing Technician ..................... .............. $ 128.00 /hr .............. $1152.00 /hr .............. 152.00 /hr ............1. 118.00 /hr ... I.......... $ 128.00 /hr Materials Markup Percentage Base price source: (MSRP, Wholesale, Dealer, Jobber) 24 Dealer/Wholesale Company Name: ACCO Engineered Systems COMMENTS OR EXCEPTIONS: Acknowledged Addendum 1 dated Nov 20th, 2020 Acknowledged Addendum 2 dated Nov 30th, 2020 Acknowledged Addendum 3 dated Dec 1st, 2020 THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. Facilities HVAC Service, Maintenance and Repairs 20-134 Page 39 CONTRACTOR AGREEMENT CITY OF SANTA ANA THIS AGREEMENT is made and entered into this 16th day of March, 2021 by and between Envise ("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. The City desires to retain a contractor to provide heating, ventilation, air conditioning (HVAC) repair services, including emergency call out services. B. Contractor represents that Contractor is able and willing to provide such services to the City. C. In undertaking the performance of this Agreement, Contractor represents that it is knowledgeable in its field and that any services performed by Contractor under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Contractor shall perform during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described and set forth in Exhibit A, attached hereto and incorporated by reference. 2. COMPENSATION a. City neither warrants nor guarantees any minimum or maximum compensation to Contractor under this Agreement. Contractor shall be paid only for services performed under the Agreement at the rates and charges identified in Exhibit B. Contractor is one of five Contractors selected to provide HVAC repair services. The total aggregate amount, among the five contractors, shall not exceed the shared aggregate amount of $575,000 annually during the term of this agreement, including any extension periods. b. Payment by City shall be made within 45 days (forty-five) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. Page 1 of 10 3. TERM This Agreement shall commence on April 1, 2021 for a three (3) year term with the option for the City to grant up to two (2) one (1) year renewals, exercisable by a writing by the City Manager and the City Attorney, unless terminated earlier in accordance with Section 16, below. 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 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. Page 2 of 10 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 $1,000,000 per occurrence, with $2,000,000 in the aggregate. Such insurance shall (a) name the City, its officers, employees, agents, and representatives as additional insured(s); (b) be primary and not contributory with respect to insurance or self-insurance programs maintained by the City; and (c) contain standard separation of insureds provisions. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non -owned automobiles. C. Worker's Compensation Insurance. In accordance with the provisions of Section 3700 of the Labor Code, Contractor, if Contractor has any employees, is required to be insured against liability for worker's compensation or to undertake self- insurance. Prior to commencing the performance of the work under this Agreement, Contractor agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. If Contractor is or employs a licensed professional such as an architect or engineer: Professional liability (errors and omissions) insurance, with a combined single limit of not less than $1,000,000 per claim with $2,000,000 in the aggregate. e. The following requirements apply to the insurance to be provided by Contractor pursuant to this section: i. Contractor shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. ii. Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved by the City. iii. Certificates and policies shall state that the policies shall not be canceled or reduced in coverage or changed in any other material aspect without thirty (30) days prior written notice to the City. iv. Where the amounts or coverage provided by the certificates of insurance provides coverage greater than those listed by this Agreement, the amounts provided by the certificates of insurance shall be incorporated by reference into the Agreement. V. Contractor shall supply City with a fully executed additional insured Page 3 of 10 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, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Contractor further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Contractor's services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor. 9. INTELLECTUAL PROPERTY INDEMNIFICATION Contractor shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Contractor to the City pursuant to this Agreement. 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 Page 4 of 10 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 interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 13. DISCRIMINATION Contractor shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities. Contractor affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 14. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Contractor, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Contractor. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in Page 5 of 10 addition to, the terms and conditions hereof, shall not bind or obligate Contractor or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein. 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 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. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Contractor shall be entitled to receive and the City shall pay Contractor compensation for all services performed by Contractor prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Contractor to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Contractor consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 17. 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. 18. 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 6 of 10 19. 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. 20. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and 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. 21. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: 714- 647-6956 With courtesy copies to: Nabil Saba Executive Director, Public Works Agency City of Santa Ana 20 Civic Center Plaza (M-21) P.O. Box 1988 Santa Ana, California 92702 Fax: 714- 647-5635 To Contractor: Page 7 of 10 Envise Attn: Travis Fletcher 12131 Western Avenue Garden Grove, CA 92841 A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 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 Jose Montoya Deputy City Attorney RECOMMENDED FOR APPROVAL: Nabil Saba Executive Director Public Works Agency CITY OF SANTA ANA Kristine Ridge City Manager CONTRACTOR: Travis Fletcher Branch Manager Page 8 of 10 EXHIBIT A */:Il:tIr_1 CITY OF SANTA ANA REQUEST FOR PROPOSALS 20-134 FOR FACILITY HVAC SERVICE, MAINTENANCE AND REPAIRS AT VARIOUS CITY FACILITIES SCOPE OF SERVICES & SPECIFICATIONS General Information The Contractor shall retain professional personnel who have successfully and competently provided municipal facility HVAC repair services on projects of similar scope and complexity. It shall be the Contractor's responsibility to provide as required by the City a competitive hourly rate for repairs and service of all aspects of HVAC systems in City defined facilities. All requested HVAC repairs / service shall be provided in accordance with the highest standards of the industry, skill, workmanship, applicable trade practices, meet warranties and in conformance to all applicable laws, codes and regulations. The successful Proposer's maintenance and repairs program for the Police Department Headquarters, and repairs as needed program for all facilities shall, at a minimum, include but not be limited to the specifications outlined herein. Services to be Provided It is the Proposer's responsibility to provide service proposals as required of HVAC trades, central plant chiller systems, air handlers, and automation systems as needed, and all requested services are to be compliant with all Federal, State, CARB, AQMD, OSHA and all other applicable regulatory requirements. Pricinq Tabulation Sheets Prices as stated on the RFP 20-134 Pricing Sheet (Page 39) shall be for HVAC maintenance at the Police Department Headquarters only, and for repairs as needed at all facilities. HVAC Repair Staffin The Contractor shall provide staffing levels sufficient to provide a high level of customer service, program support, HVAC maintenance and repair at designated City facilities as required: Staffing should include staff certified and proficient in the complete maintenance and repair of Centrifugal Chiller systems, air handlers, pneumatic and DDC systems, walk in refrigerators and freezers, and a variety of package HVAC units. Additionally, service levels shall provide the capacity to respond expeditiously to situations involving the health and safety of employees and/or the public; comfort and operational capability of any public meeting space. Routine repairs, service requests or other non -urgent tasks shall be completed by journey level staff. The journey -level worker(s) shall be proficient in the following trades: • All mechanical, electronic and pneumatic aspects of chilled water systems • Centrifugal chiller systems • VFD drives Air handling systems The interface and control of HVAC control systems Walk in refrigerators / freezers / evidence freezers Billable Work All requested work shall be considered billable hours and will require that a competitive estimate for that proposed work be provided to the City Representative for consideration and approval prior to work being completed. Security Background Check of Personnel Contractor is required t o provide security checks for all personnel assigned to work under this contract. Security checks will be coordinated through Santa Ana Police Department. Additional checks will be required for all new employees during the lifetime of the contract and all expenses shall be borne exclusively by the contractor. The City reserves the right to approve/refuse any prospective employees of the contractor as a result of the background check. The following information must be provided to the City Representative no less than 30 days prior to any employee's start of work: a. Full Legal Name b. Social Security Number c. California Driver's License or ID Number d. Birth Date e. Current Valid Address Damages The Contractor will be responsible for all damages to the facility or contents caused by Contractor, their staff, or by subcontractors during the performance of this contract. Tools & Equipment The contractor shall furnish and maintain all equipment necessary for properly service HVAC systems in City buildings. The City of Santa Ana reserves the right to inspect equipment to be used to perform services under this contract. Failure to provide regulatory compliant equipment for carrying out all requirements of this contract may be grounds for termination of the contract. Emergency Call Out Service It is highly desirable that the awarded Contractor provide 24-hour emergency service as needed in all aspects of HVAC emergency repair for Santa Ana Police Department and various other facilities, as included in this specification. Hours shall be Monday through Friday 5:OOpm to 6:OOam and 24-hours each day on weekends and holidays. Contractor shall have working personnel on -site within 1 hour of the call -out, or respond by telephone to the City Representative within 1 /2 hour if the problem is correctable through the use of a computer/modem to alleviate the source of complaint. HEATING -VENTILATION -AIR CONDITIONING (HVAC) SERVICE, REPAIR, MAINTENANCE AND MONITORING AS REQUIRED Contractor may be required to respond to indoor temperature complaints and provide expeditious correction and record complaints and corrections at all City facilities. Contractor shall be proficient in HVAC control systems. Contractor may be required to inspect all HVAC systems at least twice each year, with seasonal start- up and run inspections performed and documented. Contractor may be required to provide oversight and documentation of Seasonal Preventative Maintenance of chillers and boilers at the Police Headquarters Facility only; with service to be provided by Proposer. Contractor may be requested to perform the following services: • For cooling towers - may be required to disassemble screens and access panels for inspection, inspect the tower fill, support structure, sump and spray nozzles, fill valve, gear box, drive coupling, fan blades, and motor bearings, clean starter and cabinet, inspect wiring, check motor starter contacts for wear and proper operation, megger test the motor and log readings, and check the condition of the contactor; and log observations. 0 For pumps - may be required to lubricate bearings, inspect couplings, check for leaks, and investigate unusual noises. • Contractor may be required to perform air -handling unit maintenance and repair which includes but is not limited to; all services recommended by manufacturer. Additional Contractor Requirements • Contractor shall show evidence of presently serving other municipal customers. • Contractor shall hold current C10 and C20 licenses. • Contractor shall provide HVAC employees that; possess a State of California Joint Journeyman Apprentice Training Center Certification; Automation Specialists that are continually factory trained on Automation System, and must be able to provide monthly operator coaching of select personnel, certified in servicing Centrifugal Chillers and Allen Bradley, ABB Drives. • Contractor shall provide the City with full-time journeyman -level mechanical personnel and factory -trained automation specialists. • Service specialists and technicians shall normally be dispatched from a local headquarters or branch within a 20-mile radius from the City Boundary line of the City of Santa Ana as defined in the most current Thomas Guide Map. • Contractor may be required to provide HVAC data protection and recovery services, control loop tuning for the City's automation system. • Contractor shall provide emergency access 24 hours a day, 7 days a week. For Johnson Controls, contractor must be available by phone during normal business hours for consultation and emergency assistance. • Contractor shall supply their staff with their agency uniform and photo identification tags that will be worn at all times. Uniforms shall display the Contractor logo, and employee first or last name shall be clearly visible. • Contractor shall provide MSDS sheets to City in a complete "Right to Know" binder for all products used in City facilities. City will determine location of "Right to Know" books. SPECIFIC SERVICES — ALL Periodic Maintenance Applies to Police Headquarters Facility Only Maintenance as Requested Proposer may be required to perform preventive maintenance in accordance with a program of standard routines as determined by your experience, equipment application, and equipment operating hours that are recommended by each equipment manufacturer and location. This service is designed to optimize the reliability and efficiency of the equipment, extend the useful life of the City's equipment, and provide proactive indications of excessive wear and damage to HVAC systems before a catastrophic failure occurs during the next operating season. Proposer will also provide recommendations for additional service(s) that will better enhance equipment performance. Air Cooled Condenser Coil Cleaning The proposer may be required to p r o v i d e t h i s s e r v i c e t o improve airflow across condenser coils, improve heat transfer and extend the life of the compressors. Coil cleaning consists of cleaning the outside surface of the condensing unit coils to remove any airborne particles, dirt build-up by using a brush, high pressure air, chemical with low pressure wash or chemical with high pressure wash based on the condition of outside environment and coil accessibility. Evaporator Coil Cleaning Proposer may be required to clean air handling unit evaporator coils so as to improve air circulation in the air distribution system, and reduce dust and dirt that is in the system. Coils will be cleaned at a time that is mutually agreeable between the proposer and the City Representative. Coil cleaning consists of cleaning the surface of the evaporator coil to remove dust and dirt particles that have collected on the evaporator coil. Coils will be cleaned using a vacuum cleaner and/or other devices that facilitate the proper cleaning of the coil. Refrigerant Oil Analysis as Required Proposer may be required to perform Spectro-Chemical Refrigerant O it Analysis and trend oil condition that identifies contaminants and possible system malfunctions caused by wear of moving parts, such as bearings and shafts. This predictive wear analysis provides early identification of problems prior to them becoming unplanned and costly. Based on the oil analysis results, proposer will recommend when oil changes are needed, and may make other recommendations regarding the operation and maintenance of your chiller plant. This service reduces the amount of waste oil generated. Cooling Tower Drain & Refill as Required Proposer may be required to remove the condenser water from HVAC systems after the cooling season to prevent possible damage and expensive repairs caused by water freezing during winter months, and refill the system prior to spring start-up. The equipment included under this service is itemized in the HVAC Equipment List. Operating Inspection as Required Proposer may be required to provide this service to assure that mechanical equipment continues to operate efficiently with minimal operating disruptions during the operating season. Proposer may be required to provide routine operating inspection(s) to check system performance in accordance with a program of standard routines as determined by our experience, the equipment manufacturer's published recommendations, equipment application, and location. This service will focus on equipment operation, fluid levels, operating and safety controls, and safe equipment operation. Operating Inspection — Heating as Required The proposer may be required to provide this service to assure mechanical equipment continues to operate efficiently, safely and with minimal operating disruptions during the operating season. The City Representative will provide routine operating inspection(s) to check system performance in accordance with a program of standard routines as determined by our experience, the equipment manufacturer's published recommendations, equipment application, and location. This service will focus on equipment operation, fluid levels, operating and safety controls, and safe equipment operation. Operating Inspection — Cooling as Required This service may be required to assure mechanical equipment continues to operate efficiently, safely and with have minimal operating disruptions during the operating season. Proposerwill provide routine operating inspection(s) to check system performance in accordance with a program of standard routines as recommended by the equipment manufacturer's published recommendations, equipment application, and location. This service will focus on equipment operation, fluid levels, operating and safety controls, and safe equipment operation. Equipment Tasking as Required The following tasks may be requested on an as needed basis. These tasks are designed to maintain the equipment in an optimum operating condition so that the equipment will operate reliably and efficiently. Reciprocating Compressors: 1. Perform annual Spectro-Chemical oil analysis test. 2. Preventive maintenance shall be performed as required. 3. Lock -out and Tag -out equipment as required. 4. Check all electrical wiring and connections and tighten as required. 5. Check starter contactor surfaces for wear as required. 6. Visually leak check compressor and associated refrigerant piping as required. 7. Clean exterior of compressor as required. 8. Check operation of crankcase heater as required. 9. Meg -ohm motor from starter and record as required. 10. Check and calibrate all safety and cut-out devices as required. 11. Check and adjust compressor capacity controls as required. 12. Check, calibrate and adjust all operational controls as required. Exhaust Fans: 1. Preventative Maintenance as required. 2. Lock -out and Tag -out equipment as required. 3. Check all electrical wiring and connections and tighten as required. 4. Check all motor starter contactor surfaces for wear as required. 5. Clean starter and electrical control enclosures as required. 6. Lubricate motor bearings and fan bearings as required. 7. Check exhaust fan belts for wear, replace as required. 8. Check belt tension and sheave alignment and adjust as required. 9. Inspect exhaust fan unit assembly as required. 10. Check all mounting hardware and tighten as required. Pneumatic Air Compressor: 1. Inspect unit, check for rust spots, oil leaks & general condition of unit as required. 2. Drain tank, check auto drain as required. 3. Check belt, adjust tension & sheave alignments, and replace belt as required. 4. Meg -ohm and record, as required. 5. Check starter wiring & contacts as required. 6. Check motor amperage & voltage as required. 7. Check intake air filter, replace as required. Air Handlers: 1. Provide four (4) quarterly inspections and maintenance for (21) Air Handlers. 2. Preventive maintenance as required. 3. Lock -out and Tag -out equipment as required. 4. Check starter contacts for excessive wear as needed. 5. Tighten all starter wire connections as required. 6. Check belts, adjust or replace as needed. 7. Check pulley sheave alignment, adjust as required. 8. Meg -Ohm motor and record annually. 9. Check fan motor(s) amps. 9. Clean and lubricate unit motor bearings and fan bearings. 10. Check operation of economy dampers. 11. Lubricate all dampers and linkages as necessary. 12. Check operation of static vane (if applicable) 13. Visually check all coils for leaks (Annually) 14. Check and record all coil delta T (Annually) 15. Inspect all mounting hardware, tighten as needed. Multi -zone Air Handlers: 911 Dispatch Area 1. Provide annual Preventive Maintenance Inspection on two (2) York Air Handlers. 2. Preventive maintenance as required. 3. Lock -out and Tag -out equipment as required. 4. Check fan motor amps as required. 5. Clean and lubricate components as required. 6. Check operation of economy dampers as required. 7. Check operation of static vane or dampers as required. 8. Check operation of zone dampers as required. 9. Check and adjust operating and safety controls as required. Package Chiller: 1. Lock -out and Tag -out equipment as required. 2. Check condenser / Barrel tubes as required. 3. Check Chiller barrel tube as required. 4. Check and record unit amp draw as required. 5. Check unit Voltage and Record as required. 6. Check unit pressures and record as required. Chiller with Reciprocating Compressors: 1. Provide annual vibration analysis for two (2) York Chillers. 2. Provide annual leak test for two (2) York Chillers. 3. Provide four (4) quarterly inspections and maintenance for two (2) York Chillers. 4. Provide chiller controls coolant for two (2) York Chillers 3. Visually inspect equipment condition and operation as required. 4. Check for unusual vibration, noise, excessive temperatures & refrigerant leaks as required. 5. Check unit voltage and record as required. 6. Check unit operate and records as required. 7. Check unit operating hours and record as required. 8. Check condenser pressure and record as required. 9. Check evaporator pressure and record as required. 10. Check oil sump sight glass as required. 11. Record chilled water inlet temperature. 12. Record chilled water outlet temperature as required. 13. Check condenser water inlet as required. 14. Check condenser water outlet temperature as required. 15. Check compressor starter contacts for abnormal wear as required. Variable Frequency Drive: 1. Check unit operation quarterly as required. 2. Check fault history report as required. 3. Check operation of manual bypass as required. 4. Verify drive signal increase and decrease as required. 5. Check and tighten all electrical connections as required. 6. Check starter contacts for wear as required. Computer Room Air Conditioning Units: 1. Check all electrical wiring and connection as required. 2. Check and replace filters as required. 3. Check all electrical wiring and connections; tighten as required. 4. Check starter contactor surfaces for wear as required. 5. Check compressor amps and record as required. 6. Check sight glass for moisture level as required. 7. Check operation of crankcase heater as required. 8. Lubricate condenser fan motor and fan bearings as required. 9. Check condition of condenser coil, clean as required. 10. Check belts for wear, replace as required. 11. Check and adjust compressor capacity controls as required. 12. Lubricate indoor fan motor and bearings as required. 13. Check humidifier for proper operation as required. Boilers: 1. Provide annual Preventive Maintenance Inspection on two (2) Bryan Boilers. 2. Provide annual Preventive Maintenance Inspection on four (4) Hot Water Boilers. 3. Check boilers for proper operation as required. 4. Check and use boiler viewport to check main burner flame as required. 5. Turn off and secure boiler as required. 6. Check boilers for any unusual noise or vibration as required. 7. Inspect gaskets for any signs of leaks as required. 8. Examine the venting system as required. 9. Remove and / or inspect gas pilot assembly, reinstall in accordance according to factory specifications and tolerances. 10. Check boiler circulating pumps for proper operation and lubricate as required. 11. Check flame safeguard control for pilot and main flame ignition as required. 12. Check operation of blower motor and circuitry as required. 13. Check operation of gas valves and vents as required. 14. Inspect and tighten all electrical connections as required 15. Check and adjust all boiler limit pressure controls and running interlocks as required. 16. Check operation and adjust low water controls as required. 17. Check burner, pilot and main flame ignition as required. 18. Check and oil combustion air fan as required. 19. Check expansion tank and site glass as required 20. Check and record all entering and leaving water temperatures and pressures as required. 21. The equipment room shall be left in the same clean condition as existed prior to start of the work. 22. Refer to equipment O&M manual for any maintenance clarifications. Cooling Tower: 1. Provide four (4) quarterly inspections and maintenance. 2. Preventive maintenance as required. 3. Lock -out and Tag -out equipment as required. 4. Check starter contacts for excessive wear as needed. 5. Tighten all starter wire connections. 6. Check gear reducer and couplings. 7. Meg -Ohm motor and VFD's. 8. Check fan balance and motor(s) amps. 9. Clean and lubricate unit motor bearings and fan blades. 10. Check operation of media and flow. 11. Lubricate all dampers and linkages as necessary. Chilled Water Pumps: 1. Check pump and motor operation. 2. Check fault history report as required. 3. Check and operate bypass valves. 4. Checks and verify strainers for optimum flow. 5. Check and tighten all electrical connections as required. 6. Check starter contacts for wear as required. 7. Check and record motor amp. 8. Lube and grease motor bearings as needed. Johnson Controls: 1. Inspect and repair NCU 1 to NCU 12 for optimum operations. 2. Inspect and repair as needed 21 air handler controls and 46 VFD. 3. Inspect all damper motors controls and set points. 4. Provide JCI parts as needed. 5. Check and calibrate all safety and cut-out devices as required. 6. Check and adjust programming as required. 7. Inspect Energy Management System (EMS) data base and adjust as needed. Shooting Range: 1. Perform annual air balancing per requirements. 2. Perform inspection and maintenance as required. 3. Lock -out and Tag -out equipment as required. 4. Check fan motor amps as required. 5. Clean and lubricate components as required. 6. Check operation of economy dampers as required. 7. Check operation of static vane or dampers as required. 8. Check operation of zone dampers as required. 9. Check and adjust operating and safety controls as required. Freezers and/or Refrigerators: 1. Check all operation, electrical, condensers, evaporators and refrigeration. 2. Check starter contactor surfaces for wear as required. 3. Check compressor amps and record as required. 4. Check sight glass for moisture level as required. 5. Check operation of crankcase heater as required. 6. Lubricate condenser fan motor and fan bearings as required. 7. Check condition of condenser coils, clean as required. 8. Check belts for wear, replace as required. 9. Check and adjust compressor capacity controls as required. 10. Lubricate indoor fan motor and bearings as required. HVAC SERVICES — Pneumatic Applies to Police Headquarters Facility Only Preventive Maintenance as Required Proposer may be required to provide preventative maintenance on Pneumatic Air Compressors that responds to changes in mechanical component performance, building use, and climatic conditions. Service shall be in accordance with a program of standards as recommended by equipment manufacturers' recommendations. HVAC SERVICES - Water Treatment Applies to Police Headquarters Facility Only Water Treatment Services as Required Proposer may be required to provide Industrial water treatment to identify four main problem areas: scaling, corrosion, microbiological activity and disposal of residual wastewater. Water treatment services will extend equipment life, provide operational efficiency, minimize downtime and control water born disease such as Legionnaires' disease. HVAC SERVICES - Infrared Service Applies to Police Headquarters Facility Only Infrared Electric Panel Inspection as Required The infrared inspection may be requested as it is an important form of non-destructive testing that has become an indispensable predictive maintenance tool for electrical service panels. It shall be performed with a portable infrared imaging system; equipment that detects infrared energy (heat) emitted from an object and displays it as a dynamic thermal image. Using the IEEE/ANSI Standard, this inspection aids in the evaluation of component temperatures. Proposer may be required to perform a biennial Infrared scan of main electrical panels. A detailed report will be provided upon completion of onsite scan. ENERGY SERVICES Applies to Police Headquarters Facility Only Energy Optimization Services As Required Proposer may be required to perform a benchmark analysis that compares a building's energy performance against industry -recognized benchmarks and provides facility owners and operators with an objective assessment of facility performance and a valuable starting point to identify and quantify the value of energy conservation efforts. Through the Benchmark Report, Proposer will create an energy baseline and obtain, if applicable, an ENERGY STAR Performance Rating utilizing Energy Star Portfolio Manager to generate a Statement of Energy Performance. This rating compares our building's performance against buildings of similar type and operating characteristics in similar climate zones. This report will provide key data points in addition to an ENERGY STAR Performance Rating including Energy Usage Intensity (EUI), Energy Cost Intensity (ECI), and the facility's Greenhouse Gas Emissions. In addition, Proposer may be required to conduct a detailed analysis of facility interval meter data, when available from site metering and/or the utility provider. This enables us to gain further insight into facility performance, and provide a snapshot report to help understand performance and pinpoint areas for operational efficiency. Based on current energy consumption and prices, Proposer energy analysis will suggest potential improvement measures and quantify the impact on energy usage, cost savings and GHG reductions. Technology and Energy Audits Applies to Police Headquarters Facility Only Proposer may be required to review designated HVAC systems, evaluating the current use of our HVAC Systems and what may have been changed or been modified in our daily facility operation that impacts the effectiveness of the system. Proposer may review applicable building control technologies, suggest possible new strategies or technologies that could be implemented to enhance our current system, and consider what changes, enhancements and/or upgrades should be made to facilitate our future plans. In addition, recommendations should be made about adding and/or modifying applications, sensors, points panels and/or software where needed to improve building operation and performance. Proposer may interface with the local utility provider to determine possible incentives and rebates. Once the review is completed, a written report of the findings and recommendations may be requested. HVAC EQUIPMENT LIST POLICE DEPARTMENT HEADQUARTERS (Maintenance & Repairs for this facility) 60 Civic Center Plaza Air handlers: 21 Gravity Roof Vents: 15 Small recirculating pumps: 16 Chillers: 2 reducer York Model YTHIJ3E2CRG Building Boilers: 2 Exhaust fans: 52 Large water pumps: 24 Cooling towers: 2 Marley Twin w/20HP Motor & gear Water booster system pumps: 3 A/C units: 8 Bryan Model RV450-W-FDG-WXL 3,600,000 MGH Water heater boilers: 4 (Evidence) 2 - Model 1250 N 600 ATP-PVI 1,000,000 BTU/HR 2 - Model 1500 N 1500 ATP-PVI 1,200,000 BTU/HR IT Server Room - Air Conditioning Units 1 — Liebert - Model VEZ45A-AAM Ser: 307193-001 Kitchen) 1 — Liebert — Model CDF308LA Remote Condenser Ser: 94009100 2 — DataAire — Model DTWV-0532 A/C Units 911 Dispatch Center 1 — York Air Handler Model D2CE240E03646ECC with two (2) compressors and heating (1995) Large Walk-in Freezers: 6 3 - Model LAHA-032E-TAD-100 3 - Kolpak AE66280B (Jail Kitchen) Large Refrigerators: 4 1 - Model K55HIJZF (Evidence) 3 - Kolpak Cold Zone (Jail Variable Frequency Drives: 46 NOTE: York Rotary Chiller YSCBCAS1-CHA was decommissioned and does not require any attention. Repairs as needed — for these facilities - Time & Materials Only CITY HALL 20 Civic Center Plaza Air Handler #11 — 8th Floor Air Handler #10 — 7th Floor Air Handler #09 — 6th Floor Air Handler #08 — 5th Floor Air Handler #07 — 4th Floor Air Handler #06 — 3rd Floor Air Handler #04 — 2nd Floor Air Handler #01 — 1 st Floor Air Handler #02 — 1st Floor Mezzanine Air Handler #05 — Council Chambers Air Handlers — Basement Data Rooms Chilled Water Pump #1 Chilled Water Pump #2 ROSS ANNEX Trane box car units: 3 Ajax Boiler: 1 Split Systems: 4 CENTRAL LIBRARY 26 Civic Center Plaza Cond #1 Cond #2 Fluid cooler for Liebert Exhaust unit Chiller - AVM Condenser Restroom exhaust Fluid cooler for Data Center Exhaust Air Compressor #1 Air Compressor #2 & 2 Hot Water Pump Flash Tank Roof Exhaust Units (3) Hot Water Pump: Exhaust Fan Air Handler #01 — Basement Chilled Water Pump - basement Air Handler #02 — Basement Hot Water Pump - basement Air Handler #03 — 1st Floor Children's Area Rooftop exhaust units Basement exhaust CORPORATION YARD - ADMIN 220 Daisy St. 50-Ton Rooftop HVAC: 1 RAPAC Boiler: 1 5-Ton Rooftop HVAC: 2 Return Fan Hot Water Pumps: 2 Split Systems: 6 FLEET OPERATIONS 215 Center St. 10-Ton Ice Bear: 1 Supply Fans: 4 Exhaust Fans 3-Ton Package Units: 3 STORES WAREHOUSE 10-Ton Package Units: 2 Exhaust Fans: 4 NEWHOPE LIBRARY 122 Newhope Street 30-Ton Carrier Package Unit: 1 Split System MCFADDEN LEARNING CENTER 2627 W. McFadden Ave. 15-Ton Trane Package Units: 2 Split System SANTA ANITA CENTER 300 S. Figueroa St. 3-Ton Carrier Package Unit: 1 Split System SANTA ANA SENIOR CENTER 424 W. Third St. 35-Ton Package Unit: 1 Roof Top Unit SOUTHWEST SENIOR CENTER 2201 W. McFadden Ave. 4-Ton Package Units: 6 Split System CORBIN CENTER 2215 W. McFadden Ave. 2-Ton Package Units: 5 5-Ton Package Units: 2 Split System JEROME CENTER 726 S. Center St. 4-Ton Package Units: 5 Split System EL SALVADOR CENTER 1825 W. Civic Center Dr. 3-Ton Package Units: 7 4-Ton Package Units: 2 1-Ton Package Unit: 1 Split System SANTA ANA REGIONAL TRANSPORTATION CENTER 1000 W. Santa Ana Blvd. 157-Ton Chiller Unit: 1 Chiller Air Handlers: 57 GRAND CENTRAL ART CENTER 125 N. Broadway 100-Ton Chiller Unit: 1 Chiller Air Handlers: 55 envise Envise 12131 Western Avenue Garden Grove, CA 92841 CA Lic # 1005262 Response to Proposal for Facility HVAC Service, Maintenance and Repairs at Various City Facilities CITY OF SANTAANA I r� L� F L a � } - - Response to Proposal for Facility HVAC Service, Maintenance and Repairs at Various City Facilities CITY OF SANTAANA CONTENTS Section 1 1 Cover Letter......................................................4 Section 21 Firm and Personnel Experience OrganizationChart................................................................................................. 6 KeyPersonnel............................................................................................................7 Project Team Capabilities.......................................................................................8 Sub -Consultant Information...................................................................................9 EnergyServices.......................................................................................................10 Client Letters of Recommendation........................................................................11 ProjectProfiles........................................................................................................14 Section 31 Implementation Plan Services Implementation Plan..............................................................................18 City of Santa Ana Start -Up Process: ..................................................................... 21 Proposed Maintenance Schedule........................................................................22 Section 4 1 Exhibits Exhibit C: Proposer's Certification and Proposal Item Pricing ........................ 24 Exhibit D: Offeror's Statement..............................................................................25 Exhibit E: Proposer's Statement............................................................................26 Exhibit F: Certification of Nondiscrimination by Contractor..............................27 Exhibit G: Responsible Proposer - Supplemental Questionnaire .....................29 Exhibit H: Non -Collusion Affidavit........................................................................33 Exhibit I: Additional Insured Endorsement for Commercial General Liability Policy.......................................................................................................................34 Exhibit J: RFP Proposal Pricing..............................................................................35 49 BUI T I I COVER LETTER 11 COVER LETTER December 7, 2020 City of Santa Ana Police Headquarters 60 Civic Center Dr Santa Ana, CA 92702 ATTN: Gabriela Lomeli RE: City of Santa Ana - Facility HVAC Service, Maintenance and Repairs at Various City Facilities Dear Ms. Lomeli, On behalf of everyone at Envise, we are pleased to present this response to the City of Santa Ana Facility HVAC Service, Maintenance, and Repairs Request for Proposal (RFP) 20-134. We hope the contents of this response clearly communicate our commitment to you over the next three years and our dedication to service excellence. Our parent company, Southland Industries, was founded in 1949 and formed Envise in 2015 specifically to better support owners in all areas of their facility needs. Envise adopts a holistic approach to building solutions, ensuring our clients receive world -class service. At Envise, we believe that the true value of a company is calculated by the worth of its people; not by how much revenue they earn, but by what they add through their individual talents, ethics and passion to support our culture. All companies naturally create a culture of their own, but few make it the primary foundation of all that they do. Envise intentionally built and continuously adapts its processes, standards of service, client experiences, and overall business model based on our core values: innovation, integrity, transparency, relationships, collaboration, safety and fun. We are pleased to see that we share three common core values with the City of Santa Ana: collaboration, innovation and transparency. This alignment, combined with our extensive experience, demonstrates Envise's ability to effectively serve the City as outlined in the RFP. Safety is one of the core values that is intrinsically linked to our culture. We place safety at the forefront at all times to avoid complacency, and are passionately committed to ensuring that all employees are provided with a safe and healthy working environment. To accomplish this, we provide routine safety training, jobsite-specific training, safe tools and equipment, and employ a dedicated staff of professional safety representatives. Our latest safety numbers support this with an EMIR rating of 0.49. This attention to safety benefits the City of Santa Ana by reducing risk, giving our clients confidence that we create the safest working environments possible for employees and community citizens. With safety already a cornerstone of our business, all safety measures required by COVID-19 have been adopted quickly and with the same dedication as previous protocols. After reviewing the documents provided in combination with the findings from the job walk invitation, our team was able to put great care and thought into creating the best strategy and approach to complete the scope of work requested. A key component of our plan is the selection of Matt Popka as Project Manager, due to his extensive knowledge of the City's facilities and his past experience managing the City's current sub -consultants. The involvement of Mr. Popka and the current sub -consultants sets the stage for an easy transition. Envise is confident that our values, experience and passion makes us the best partner for the City of Santa Ana. If we can be of any further assistance, please feel free to contact me at 303.521.8916. Sincerely, Travis Fletcher (Authorized Representative) Envise Branch Manager 303.521.8916 1 Tfletc her her@enviseco.com Envise Proposal for City of Santa Ana - Facility HVAC Service, Maintenance and Repairs • - +;�� fir;. � ... _ .S '� > a��,; kvxl� 1 r ` C » SECTION 2. FIRM AND PERSONNEL EXPERIENCE 21 FIRM AND PERSONNEL EXPERIENCE 21 FIRM AND PERSONNEL EXPERIENCE Organization Chart The following organization chart and key personnel descriptions provide the names of our employees and sub -consultants who will perform the work for the proposed HVAC maintenance, and the percentage of each individual's time devoted to the City of Santa Ana. I On project as scheduled 60% of time on project I 10% of time on project I On project as needed Envise Proposal for City of Santa Ana - Facility HVAC Service, Maintenance and Repairs 6 21 FIRM AND PERSONNEL EXPERIENCE Key Personnel CRAIG GONZALEZ I REGIONAL SERVICES MANAGER Years of Experience — 21 With Envise Since —1999 Description - Mr. Gonzalez is responsible for the leadership of the California Service and Preconstruction Departments including identifying and delegating responsibilities of team members. He is responsible for maintaining communication with clients, coordinating with estimating staff, engineering, service operations, and sales personnel to ensure client satisfaction. MATT POPRA I PROJECT MANAGER Years of Experience — 21 With Envise Since — 2018 Description - Mr. Popka has been a Project Manager for 16 years. For seven of those years, he managed the City of Santa Ana's maintenance account. His experience includes central plant modernization, tenant improvements, retro-commissioning, VRF projects, equipment modernization, and efficiency upgrades. Relevant Experience - City of Santa Ana HVAC Maintenance, Westminster West Justice Center Cooling Tower Replacement, Mattel, Santa Ana Police Department Maintenance AUBREY LEYVA I PRINCIPAL AGENT Years of Experience — 11 With Envise Since — 2018 Description - Mrs. Leyva is the connecting piece between the sales, operation, and maintance teams, ensuring a seamless line of communication for clients. It is her responsibility to ensure that client needs are being met and translated to service technicians and engineers. Relevant Experience - City of Culver City Controls Maintenance, Riverside Convention Center Maintenance, Dodger Stadium Maintenance, Google Playa Vista Maintenance, LA Memorial Coliseum Maintenance GABRIEL VEGA I CONTROLS SERVICE SUPERVISOR Years of Experience — 22 With Envise Since — 2018 Description - Mr. Vega has spent the past 11 years working in automation. His main focus is in the programming, troubleshooting, maintenance, and customer support of large scale EMS systems. Mr. Vega has experience with Delta Controls, Andover Controls, Schneider Electric, Johnson Controls, Tridium Niagara, and Distech Controls. Relevant Experience - Bank Of America Cogeneration Plant, Irvine Unified School District, Pasadena Unified School District, AT&T, Facebook, Google, Kaiser Permanente, City of Arcadia GREG GONTA I SERVICE SUPERVISOR Years of Experience — 24 With Envise Since — 2009 Description - Mr. Gonta specializes in installation, start-up and preventative maintenance of various types of HVAC equipment. Licenses & Certifications - CARB, AQMD, OSHA, Star Exam Certified, Local 250 Union, VFD ABB Certified, Refrigerant Handling Relevant Experience - City of Culver City Maintenance, Paseo Colorado Mall YT York Chiller Maintenance, Agua Caliente Resort Casino YT York Chiller Maintenance, Pomona USD HVAC Maintenance, Riverside Convention Center, Culver USD Various HVAC Maintenance Services and HVAC Install Projects KEVIN MARLIN I ORANGE COUNTY SERVICE FOREMAN Years of Experience — 19 With Envise Since — 2001 Description - Mr. Marlin works hard to ensure that all HVAC equipment is running at peak performance. Licenses & Certifications - CARB, AQMD, OSHA 30, Star Exam Certified, Local 250 Union Member, VFD ABB Certified, AQMD Refrigerant Handling, Certified Foreman Relevant Experience - City of Culver City Maintenance, Mattel, Inc HVAC and Controls Maintenance, Orange Coast College Chiller Maintenance and Various repairs. AMY SHANAHAN I SERVICE DISPATCHER Years of Experience — 7 With Envise Since — 2019 Description - Mrs. Shanahan is the communication link between our client and team. She ensures our clients are informed and confident about the service they are receiving. Mrs. Shanahan has experience in coordinating large projects including intricate shut -down schedules and multi -crew projects. Envise Proposal for City of Santa Ana - Facility HVAC Service, Maintenance and Repairs 2 1 FIRM AND PERSONNEL EXPERIENCE Project Team Capabilities The following matrix illustrates our project team's compliance with the technical requirements for this project, satisfying all commissioning experience, training, and certification requirements. Our team members were specifically chosen to work with the City due to their extensive knowledge and experience in all of the following systems. IMPLEMENTATION CHANNEL J U. F= �0 az Q wW LU t9� �3 OQ OU U. >a 25 0 �LU _J =a 3 H Ff ¢Q `J" p �Z wg J Q�z LLUa z LU ENV i?� 'p F �Q z� w� xz W U U 2 LLU. W a' ~ W O a U U WQ' m H m Z J W W H y a O U W W z F W O O U B.. m■mm■m■ EMnnE Aubrey..._ _ . ��■ EWnnE E MENEM Gustavo:.... o EMEEn _... a EnEnE Matt a UNMENE ........ MnMnUne■o■M■■E Richard.. nnMnHnnEnEMEEE -. �eeee■e■�■■� Fabian__ eeeee■e■W■■N .. _ MnflnnEEEWEEn .. - -.. �e�eeee■■■eeee ArthurVillagran nnMnHnnEnEWEEE Envise Proposal for City of Santa Ana - Facility HVAC Service, Maintenance and Repairs 2 1 FIRM AND PERSONNEL EXPERIENCE TRAINING Envise knows that providing the best service means having the best information to make the best decisions. To that end, Envise seeks to hire employees with extensive training. All of our HVAC technicians have earned the State of California Joint Journeyman Apprentice Training Center Certification. In addition, Envise's field technicians receive factory training through various manufacturers including, but not limited to: • Trane • Carrier • York • Liebert • DataAire • Marley Twin Cooling Towers • Johnson Controls • Delta Controls • Distech Controls Ourjourney-level technicians bring their expertise in chilled water systems, centrifugal chiller systems, air handling systems, Allen Bradley, ABB Drives, and walk-in refrigerators and freezers. They hold certifications compliant with all federal and state requirements, California Air Resources Board (CARB), Air Quality Management District (AQMD), Occupational Safety and Health Administration (OSHA). Envise participates in various organizations, including: ll LEAGUE \` OF CALIFORNIA `CITIES ' ' PE. B � International CON- Cnru �i. I ,i 111� sCFiOOL IiOVSING' /gL)�WU�gLrnCMAA By attending the various trade shows and courses put on by these organizations, Envise keeps abreast of the latest technology and regulation changes. Our focus on education does not end with Envise staff. We extend regular training to our clients based on new trends in the industry, updates to our product lines, and improvements made to your building's systems. Envise will schedule these trainings either at our home facility in Garden Grove, CA, or on site with you. We tailor each training specific to our clients' needs and requests in order to maximize the benefits and make the best use of their time. Sub -Consultant Information Envise uses sub -consultants as partners on projects to streamline our processes. We prefer to work with companies with whom we have prior experience meeting the specified project criteria that have similar cultural mindsets. When choosing our sub -consultants for this project with the City of Santa Ana, Envise selected from the current sub -consultants working with the City. These sub -consultants bring their expertise and knowledge of the facility to help with an easier transition when beginning the maintenance program with Envise. Sub -consultants are treated of members of our team, no different than our own employees. Services will be performed by Envise and its sub - consultants as follows: BOILER MAINTENANCE - RF MACDONALD CO. Years Working with City of Santa Ana - 5+ R.F. MacDonald Co. Contact: Darrell Miles Aftermarket Sales Representative your boiler& pump solutions team 714.231.1386 1 www.rfmacdonald.com TEST AND BALANCE - AIR MANAGEMENT INDUSTRIES (AMI) Years Working with City of Santa Ana - 2+ t� Contact: Sean Wallace I Estimator 909.945.00411 www.airmanagementindustries.com Envise Proposal for City of Santa Ana - Facility HVAC Service, Maintenance and Repairs 2 1 FIRM AND PERSONNEL EXPERIENCE ENERGYSERVICES ENERGY OPTIMIZATION SERVICES AS REQUIRED As a nationally approved energy services company (ESCO) with an in-house team of world -class design -build experts, Southland Energy, a division of Envise's parent company, Southland Industries, provides complete, fully integrated building lifecycle solutions that save you time and money and maximize value. These additional energy services include energy benchmarking, Energy Star Portfolio management, energy baseline creation, Energy Usage Intensity (EUI) analysis, interval meter analysis, building analytic installation, analytics as a service and ASHRAE level 1 to level 3 (or investment grade) audits. !� Southland. I $ Southland Southland. Ssouthlmd. lhl_'= e. 7 TCM Engineering Canstruction Energy In addition to controls, energy services and maintenance capabilities, South land/Envise provides a full turnkey lifecycle solution to include the necessary in-house mechanical, electrical, plumbing and installation expertise to support your energy reduction goals. TECHNOLOGYAND ENERGYAUDITS Through ASHRAE audits, South land/Envise is capable of supporting you in prioritizing your facility needs and budgets and providing the necessary financial and technical guidance to plan and execute energy and capital improvements to your facility. These capabilities include: • Level 1 - Walk -Through Survey is Level 2 -Energy Survey and Analysis, O� is Level 3 - Detailed Analysis of Capital -Intensive 7 Prel,m,neryMeanng Modifications ASHRAE level 3 or Investment Grade Audits (IGA) provide you Prelim. Energy Assessment O� with the necessary detailed understanding of the benefits, costs, and energy Et operational improvements from selected Facility Improvement Measures (FIMs) or Energy Conservation �0 Measures (ECMs). L Upon request and through this process, South land/Envise O� nvostmorn credo A da UCAI 4 partner with you to review designated facility systems as a whole or as individual HVAC/control systems, evaluate, and FkuncW SrAW MoM document the current state of systems and provide a lifecycle a°"-ofWeFe J a rm.�.nq O� cost benefit analysis to possible new strategies, technologies, or major capital improvements that could be implemented to enhance your facility, capital budget, and operational benefit. O Through a series collaborative workshops, and design and Fme15oloction of ECMs, M8V construction expertise, we partner with you to prioritize the % Options, 3 Financing best value solutions to meet your specific goals and needs and provide data -based guidance to help you prioritize and implement the selected FIMs or ECMs. As part of these O� ConlreclAwerd efforts, each measure is also financially analyzed to include applicable tax incentives, rebates, or other financial vehicles (such as PACE financing or other energy -based loans) to buy down the initial capital investment into the measure and ultimately positively impact your bottom line. Envise Proposal for City of Santa Ana - Facility HVAC Service, Maintenance and Repairs 10 2 1 FIRM AND PERSONNEL EXPERIENCE Client Letters of Recommendation The following pages feature letters of recommendation from three of our clients whose HVAC equipment is similar to that of the City of Santa Ana. As demonstrated in the attached letters, Envise has extensive experience working on a wide range of projects over the span of several years. 1 OCEANS OF OPPOKTt 4t0 July 9, 2018 To whom it may Concern: GOLDEN WEST COLLEGE HUNTINCTON BFACH, CAA Wes 13ryan, President I am writing this letter to inform interested parties of Envise's ability to perform multiple size projects, ranging from $1,000.00 - $10,000,000.00 with equal ability and professionalism. As the Director, Maintenance and Operations for Golden West College, I have had the pleasure to work with them for over the past fourteen years and counting. During that time they have performed multiple projects including; building our new Central Plant, replacing 25 roof top units, installing 94 new four pipe fan coil units, including the heating hot water piping, conducting our ongoing preventive maintenance for the central plant, and numerous smaller maintenance and repair projects. During our continued partnership the campus communities at large have had nothing but positive comments related to the Envise team as they have performed their work. Everyone is always thoughtful and courteous of the students and staff and is more than willing to work around our schedules. The knowledge that your team brings to any project is outstanding, from knowing the ins and outs of California Energy Code 4217, being able to navigate through Prop 39 energy savings rules and regulations, and understanding how to maximize our rebates with Southern California Edison. I can honestly say that you have saved us, and helped us receive back over a $1,000,000.00 that we were then able to put back into more projects, Finally I just want to express my gratitude for the outstanding partnership and the customer service that Envise brings to the table, from the monthly customer survey's and site visits, the hosted round table discussion that allow sharing of ideas between like customers, and to the "open door' policy of Senior Management to listen and make changes based on customer recommendations. Sincerely, � G/ Joseph Dowling Director, Maintenance and Operations Golden West College 714-895-8158 jdowlingPgwc.cccd edu 15744Goldenwest Street • Huntington Deactt CA 92647-3103 (714) 992-7717 • www.9o1denwestcol1ege.edu Jolvt Thomas Weispfennimg, PIE D , Chancellor Corot Cammwdly College DMkt B-d of Lances David A. Gram Mmy t. Hornb.kle tiro Morro len,V,11,'- lm.., n5ky, Ph.D. 5tudenl trustee Envise Proposal for City of Santa Ana - Facility HVAC Service, Maintenance and Repairs 11 2 1 FIRM AND PERSONNEL EXPERIENCE AM AQUA CALIENTE CASINOS To Whom it May Concern: As a leader in the Entertainment Industry, customer service is key to our business as providing best in class Casino and Resort accommodations is our number one priority. I would like to write this letter to express our appreciation for the partnership and service Envise provides Agua Caliente Casinos. The Southland/Envise relationship began in 2002 when Southland Industries constructed the HVAC for the Casino. Since the turnover of the facility to the Casino staff, Envise has performed the service, maintenance and small projects. Throughout the years the Envise Service Team has delivered professional and dependable proactive service on our equipment, keeping the system operating reliably for our 24/7 aperation. Envise has become a trusted partner from the start of our relationship. Their integrity and transparency continue to impress our company through their accountability, attention to detail and clear communication. Envise's technicians have proven to be experts in all things HVAC and are a welcomed addition to the Agua Caliente facilities team. The team has shown time and time again they are always there and wilting to help. We look to Envise as a valued partner and extended staff to the Casino facilities team and look forward to our continued relationship with their entire Service team. Sincerely, James Stone Envise Proposal for City of Santa Ana - Facility HVAC Service, Maintenance and Repairs 12 2 1 FIRM AND PERSONNEL EXPERIENCE PASEO COI S-)RA ( ) To Whom it May Concern: The Paseo Colorado Mall has partnered with Envise since 2004 to maintain the facilities Central Utility Plant. On behalf of PCM, I wanted to take this time to express our appreciation for the Envise service group and technicians that take care of our equipment. With our YT York Chillers being the heartbeat of the Mall, we depend on the equipment to operate reliably day in and day out and Envise has delivered exceptional and dependable service to our equipment and facility. For example, our YT Series York Chiller has never been down since 2004. With a moment's notice the Envise team is quick to respond to our service needs giving us the peace of mind that our facility is receiving the best possible service. Sincerely, Juan Morales General Manager (626) 795-8891 x 212 Juan.Morales@thepaseopasadena.com Envise Proposal for City of Santa Ana - Facility HVAC Service, Maintenance and Repairs 13 2 1 FIRM AND PERSONNEL EXPERIENCE Project Profiles POMONA UNIFIED SCHOOL DISTRICT Education - Pomona, CA Envise's relationship with Pomona Unified School District (PUSD) began in 2014 with a preliminary discussion on how to approach the District's issues with their existing HVAC systems. The District had over 11800 AC units ranging from package units, water source heat pumps, VAV, small central plants, boilers and an array of different control systems throughout 39 sites. After discussions, a decision was made to resolve the District's HVAC issues through a multi- step, phased, approach meant to minimize campus disruption and maximize funding incentives. This District entered into a three-year HVAC Optimization Maintenance Program with Envise. In addition, we successfully implemented a three year training program for technical training as well as department cultural training throughout the District. KEY STAFF: Craig Gonzalez - responsible for estimation and overall approach to the maintenance program. Greg Gonta - responsible for overseeing service technicians performing service and providing planning support throughout program. Aubrey Leyva - responsible for managing incentives through third party CONTACT: Ed Cunningham, Construction Manager 3400 Inland Empire Blvd #205, Ontario, CA 1 909-476-3567 DATES: 2015-2018 TOTAL COSTS: $3M for three-year agreement MATTEL INC. '��;�■���•.........••• Manufacturing - El Segundo, CA �����,��"•� Envise has been working closely with Mattel since 2001. The manufacturing campus ��;������, r•`r�;� includes office, drafting and design space, fabrication, a parking garage, and stage �•;::;:;.; ; production areas. Envise developed and implemented an equipment replacement plan *`;::'••�••:: "`'� ' ' that involved commissioning and building management system integration for three buildings on the campus within a condensed time frame. The maintenance program started in 2004 and currently includes two days a week for a technician to be on -site providing repair and facility support. Being a log time partner has allowed Envise to create a strong understanding of the needs of the company and it's facilities. When performing projects throughout the campus, Envise chooses equipment with maintenance and serviceability in mind, ensuring energy savings, equipment reliability, and lower operating and maintaining equipment costs. By focusing on the long term, Envise has been able to maintain a trusted customer relationship and service Mattel through the ongoing preventive maintenance program. KEY STAFF: Craig Gonzalez - responsible for estimation and management of entire service team Kevin Marlin- responsible for overseeing and performing maintenance throughout the facility as well as being another "employee' for Mattel to augment their facility needs Aubrey Leyva - responsible for overall account management to ensure we continue to deliver what we promise and ensure that costs proper costs are accounted for each year Amy Shanahan - Dispatcher for all service calls and manages service schedule with Kevin CONTACT: George Konovolav, Director, Engineering Et Maintenance - Global Facilities 333 Continental Blvd, El Segundo, CA 1310.469.4843 DATES: Various; Current maintenance term goes through 12/31/20 before renewing on 1/1/21 TOTAL COSTS: Various; Current maintenance cost is $155k Envise Proposal for City of Santa Ana - Facility HVAC Service, Maintenance and Repairs 14 2 1 FIRM AND PERSONNEL EXPERIENCE LYNWOOD UNIFIED SCHOOL DISTRICT Education - Lynwood, CA Envise's relationship with Lynwood USD started in 2004 with the Preventative Maintenance Program at the District Office. This is a building that is in operation year-round, minus the major holidays and is a focal point for the school District. Over the course of the relationship, Envise has performed various projects for the District, most recently with an HVAC and Lighting Upgrade project at Lynwood High School for $7M. In addition to the projects, Lynwood USD added two other schools to the existing maintenance program, Rosa Parks Elementary and Lynwood Middle School. KEY STAFF: Craig Gonzalez - responsible for estimation and overall approach to the maintenance program Greg Gonta - responsible for overseeing service technicians performing service and providing support Aubrey Leyva - responsible for overall account management to ensure we continue to deliver what we promise and ensure that costs proper costs are accounted for each year Amy Shanahan - Dispatcher for all service calls and manages service schedule CONTACT: Gus Gonzalez, Director Facilities and Maintenance 11321 Bullis Rd, Lynwood, CA 1310.279.7935 DATES: Various; Current maintenance term August 2017- July 2020 TOTAL COSTS: Various; Current maintenance cost is $391K GOLDEN WEST COLLEGE Education - Huntington Beach, CA Golden West College faced a challenge like many campuses. Many of the campus facilities were suffering from aging equipment, causing failures in the heating and cooling systems as well as issues with energy management and controls. As systems degraded, it became nearly impossible to stay on top of the many operational challenges that arose on a regular basis, along with outstanding deferred maintenance issues that required resolution. In order to address rising energy costs and alleviate the operational challenges, Envise was hired to work with the college in developing the right solution for campus wide retro-commissioning and eciency upgrades. The project scope included the design and construction of a new central utility plant with infrastructure piping to connect 18 campus buildings to hot and chilled water, replacement and retrofit of the existing HVAC equipment serving each building, a new campus -wide energy management system and additional efficiency upgrades. Upon the completion of the Central Plant, Envise (formerly known as Southland Service) was brought in to perform the preventative maintenance program. We have been performing the maintenance for the College ever since. KEY STAFF: Craig Gonzalez - responsible for estimation and overall approach to the maintenance program and continual client relationship management Greg Gonta - responsible for overseeing service technicians performing service and providing support Aubrey Leyva - responsible for overall account management to ensure we continue to deliver what we promise and ensure that costs proper costs are accounted for each year Amy Shanahan - Dispatcher for all service calls and management of service schedule CONTACT: Joseph Dowling, Director, Maintenance and Operations 15744 Goldenwest Street, Huntington Beach, CA 1714.895.8158 DATES: Various; Current maintenance term September 2019-August 2024 TOTAL COSTS: Various; Current maintenance program cost is $409K Envise Proposal for City of Santa Ana - Facility HVAC Service, Maintenance and Repairs 15 2 1 FIRM AND PERSONNEL EXPERIENCE AGUA CALIENTE RESORT Hospitality/Entertainment - Rancho Mirage, CA The Southland/Envise relationship with the casino began in 2002 when Southland Construction built the casino with two York centrifugal chillers and Envise, then Southland Service, assumed the maintenance. Years later, construction began expanding the Casino and the resort broadened the maintenance contract to include six additional Y-Series York chillers, 29 air handling units, cooling towers, fan coils, compressors, and refrigeration. Our maintenance experience continues with the support of Agua Caliente's casino and hotel equipment. Services provided include monthly and major equipment annuals. During the first few years of the central plant operation, Envise provided service on the equipment, which included repairs and operational requirements. KEY STAFF: Craig Gonzalez - responsible for estimation and overall approach to the maintenance program Greg Gonta - responsible for overseeing service technicians performing service and providing support Aubrey Leyva - responsible for overall account management to ensure we continue to deliver what we promise and ensure that costs proper costs are accounted for each year Amy Shanahan - Dispatcher for all service calls and management of service schedule CONTACT: James Stone, Director of Facilities 32-250 Bob Hope Dr, Rancho Mirage, CA 1760.202.2690 DATES: Various; Current maintenance term May 2020-April 2023 TOTAL COSTS: Various; Current annual maintenance cost is $90K PASEO COLORADO Entertainment - Pasadena, CA Envise began preventative maintenance with Paseo Colorado Mall in 2011, working with their York and Carrier centrifugal chillers. In the following years, we have added additional HVAC equipment to the scope of our agreement. In 2016, Envise led a complete controls retrofit from Alerton controls to Delta controls, adding controls maintenance to our agreement. Due to our favorable relationship with Paseo, in 2017 we were awarded a contract to install a new 400-ton Multi -Stack Oil Less Magnetic Levitating Bearing Compressor Chiller. This project was completed with zero interruptions to mall operations. KEY STAFF: Craig Gonzalez - responsible for estimation and overall approach to the maintenance program Greg Gonta - responsible for overseeing service technicians performing service and providing support Aubrey Leyva - responsible for overall account management to ensure we continue to deliver what we promise and ensure that costs proper costs are accounted for each year Amy Shanahan - Dispatcher for all service calls and management of service schedule CONTACT: Juan Morales, General Manager 300 East Colorado Blvd., Pasadena, CA 1626.795.8891 x212 DATES: Various; Current maintenance term January 2020-December 2021 TOTAL COSTS: Various; Current annual maintenance cost is $76K Envise Proposal for City of Santa Ana - Facility HVAC Service, Maintenance and Repairs 16 Iv � r �F I. I 1 1 i, {1 i r ' t I • 1 L t. L� ti i r WIL Y + .j z 31 IMPLEMENTATION PLAN 31 IMPLEMENTATION PLAN SERVICES IMPLEMENTATION PLAN Envise views Controls and HVAC Maintenance as the cornerstone of efficient facility operation. As a controls and mechanical service company, Envise looks at systems and root causes rather than just individual components. This allows us to understand the facility holistically and diagnose issues accordingly. Envise understands that systems that are maintained properly, the expected life cycle of the equipment and expected operating costs stay in line with design expectations. Because of this, Envise believes in a predictive and preventative maintenance approach as opposed to reactive program. Based on this RFP, it is apparent that the City of Santa Ana understands the importance of preventative maintenance as well. Envise approaches maintenance as a "predictive and preventative solution" We look at the entire facility, along with the condition and environment of each piece of equipment and component. We analyze all data to design a solution tailored to fit the needs of the individual client and facility. Based on equipment trends, Envise will make recommendations on equipment in the early stages of predictive failure. These predictions will allow Envise to schedule repair shutdowns at times that do not conflict with our client's core business operations. Our predictive approach to maintenance is important to us --'w 1; and our clients. We are in the business of providing client g at comfort, and we pay special attention to our approach in delivering the right maintenance program to the individual needs of each unique facility. This specific program is built using the information provided by the City of Santa Ana, manufacturer's guidelines, industry standards, and our experience. COMMUNICATION To Envise, communication is the most important part of any service program. We enter each client partnership understanding we are being invited into facilities to use our experience to support our client's goals. In order to achieve this, it is critical to effectively communicate issues, possible solutions and plans for quick implementation. Effective communication begins with our service technicians. Our service technicians take the lead in communicating all data to the appropriate people, beginning with your dedicated onsite Facility Engineer. Envise uses several forms of documentation to maintain consistent communication, including a Mobile Tech System, which documents our responsibilities for preventive maintenance, equipment lists, schedules, reports, and other critical maintenance items. The benefit of keeping an electronic log assures standardization of procedures for your facility. This guarantees the coordination and prioritization of service procedures for your listed equipment. Thus, the log becomes a management tool for our clients to review with their owners and peers. All information is maintained within Envise's servers and emailed to our clients at the end of the maintenance service, a service call, or completion of an installation. Additionally, you as our client will receive a follow-up to each service performed, ensuring that Envise executed our responsibilities to your great satisfaction. Envise Proposal for City of Santa Ana - Facility HVAC Service, Maintenance and Repairs 18 31 IMPLEMENTATION PLAN EMERGENCY REPAIRS Requested repairs and emergency repair services are mostly unplanned, hence the word "emergency" These requests will be handled as they come into our Principal Agent, Aubrey Leyva. Once Aubrey receives the request, we will gather the necessary information to provide pricing to the City for approval. With approval, Aubrey will work with our dispatcher to schedule the repair with the City. For emergency service calls, we have a dedicated 24/7 Service Dispatch phone number where you can reach an agent at your convenience. During normal business hours, this number will take you directly to one of our dispatch representatives, who can efficiently route the correct Envise technician to your facility. After normal business hours, the same number will route you to our on -call technician for immediate 24/7 service. Service Call & Dispatch Information Envise Dispatch Phone Number: (714) 657-1695 T T' Envise provides emergency service 24 hours a day, 7 days per week,! and 365 days per year. To access Envise's emergency service please refer to the following procedure: -Normal Office Hours - 7:00 AM to 5:00 PM. Please dial (714) 657- 1695 and ask for Service. v -For service outside of Envise's normal offices hours (5:00 PM to 7:00 AM), please dial Envise's 24-hour emergency service number at (877) 573-1439. You will be asked to provide your name, company name, phone number and a short description of the emergency. A 24-hour service representative will contact the assigned service technician and have them call you directly to respond to your emergency. Envise will have working personnel onsite within 1 hour of call - out or respond by telephone to a city official within %z hour if the problem is correctable through the use of a computer or modem to alleviate the source of complaint. Envise Dispatch Email Address: serviced ispatchc@enviseco.com For non -emergency service, clients may also use our service dispatch email. This email is monitored during business hours and is an efficient way to communicate and document any follow up or questions with our team. This email includes multiple members of our team, ensuring that the City receives the most up to date and informed response possible. This is a perfect way to get hold of our service dispatch team throughout the day but is not directly monitored 24/7 so please be sure to use the above Dispatch phone number in case of an emergency. Once our technician arrives at the facility, he will troubleshoot the problem reported using our "Root Cause Analysis" methodology (detailed on the following page) and diagnose the best way to proceed. If the problem can be resolved while onsite, we will do so and check out with your on -site contact before leaving the facility. If additional parts or labor are needed to complete the repair, our technician will leave the unit in the safest possible condition, report our findings to your facility contact, and check out. Our Proposal Specialist will prepare a quote with a detailed scope of work, which will be routed to Aubrey Leyva. Aubrey will work with the appropriate contact with the City to determine how best to proceed. Envise Proposal for City of Santa Ana - Facility HVAC Service, Maintenance and Repairs 19 31 IMPLEMENTATION PLAN ROOT CAUSE ANALYSIS Envise has adopted a methodology of "Root Cause Analysis" and believes the proper method of service is based on three items: Determine the Problem The first step is to determine the problem of the system, or in other words, if a zone is too hot or cold, or the central plant has Determine t h e an alarm. The key word is system. Rather than view the controls as individual components, Envise views the components and each piece of equipment is part of the system. It is important for us to Problem provide our services based on this concept. Adjustments or failures of components impact the overall system. Adjusting a thermostat because it is hot or cold does not necessarily address the root cause of the problem. It may be a dirty condenser coil or a worn belt, creating the original hot or cold complaint, adjusting the thermostat will only require a second call which may annoy the tenant. Envise believes in understanding the system process. In doing this we will help to identify the specific problem of the actual component. In many cases, Envise will use the capacity of our in- house resources to assure we truly understand what the problem is. By taking these extra steps, Envise can get down to the root cause Identify t h e of the problem. Identify the Cause Cause Once the problem has been identified, the next step is to determine the cause of the problem, or in other words what part of your system has failed. Envise will investigate the cause for deficiencies, document those items, and then review them with our client and provide multiple solutions, if warranted. Determining the root cause of the problem is essential in developing the correct solution. Making repairs without determining the root cause of the problem will only leave an Develop &t avenue for repeat failures and service calls. Develop and Implement a Solution Implement t h e Once the problem is identified and the cause reviewed, the solution Solution can then be implemented. These solutions may be multifaceted and if needed, Envise will provide multiple solution approaches or recommendations. The solution can be as simple as adjusting a system controller, or as complicated as solving a design deficiency. Again, Envise will utilize the resources of our experienced staff, along with our in-house engineering capabilities to develop the final solution. Providing the right solution prevents repeat calls on the same problems. Envise Proposal for City of Santa Ana - Facility HVAC Service, Maintenance and Repairs 20 31 IMPLEMENTATION PLAN CITY OF SANTAANA STARTUP PROCESS Envise sets up policies and standardized processes for all areas of our business to help ensure consistent levels of service. This extends to our start up process for each client after entering into an agreement. Please review below the intended start-up plan for the City of Santa Ana. Internal Kick -Off Meeting After entering into an agreement with the City, the Envise sales team will meet with our internal Service Department and hand over details for the maintenance contract. The purpose of the meeting is to ensure all parties involved understand the full scope of work to be completed, review the timeline and inform the team of any important details requested by the City brought up during initial conversations. External Kick -Off Meeting with Client The external kick-off meeting introduces the dedicated Envise maintenance team to the City of Santa Ana team. At this time, we would introduce to Aubrey Leyva (Principal Agent), Matt Popka (Project Manager) and the service team. During the meeting, we would define roles and responsibilities, review project expectations, discuss the maintenance schedule, and explain communication protocols. We take a collaborative approach with the client on the schedule, reviewing logistics, expectations, entry points and finalizing key dates. The meeting allows us to address questions that were not covered during the procurement process to ensure we cover any outstanding items and best serve the City's needs. Additional topics discussed at kick-off include answering any service questions, gaining on - site contacts, coordinating needed access and disposals, reviewing COVID and other health and safety requirements, and collecting billing contact information and purchase order (PO) requirements. It is not uncommon for maintenance to begin on the same day as the external kick-off meeting if both parties are in alignment on this schedule. Start -Up Maintenance Our first service visit usually starts with annual service, depending on when the facility was serviced last. Our service technicians will arrive on site and check in with our on -site client contact. We then work to restore equipment as closely as possible to original manufacturing operating standards. The technicians will identify and assess any further work that may need to be completed, and document anything that prohibits the equipment from meeting manufacturing standards. After the service is completed, the team will check out with the on -site contact and may discuss their findings. Our Principal Agent, Aubrey Leyva, will follow up by sending a fully -documented Condition Report. An example of our Start-up Maintenance scope may include the areas below: TESTING for excessive vibration, motor winding resistance, refrigerant charge, fan RPM, refrigerant oil (acid), flue gas analysis, safety controls, combustion and drafT, crankcase heaters, AND control system(s); INSPECTING for worn, failed or doubtful parts, electrical wiring, mountings, drive couplings, sheaves, pulleys, heat exchangers, crankcase heater, oil level, oil leaks, rotation, soot, rust spots, flame composition and shape, operation of static vane, pilot and igniter, steam, water, oil and/or refrigerant leaks; PREVENTATIVE MAINTENANCE may include job labor, travel labor and travel and living expenses required to clean, align, calibrate, tighten, adjust, lubricate and paint equipment. These activities are intended to extend equipment life and ensure proper operating condition and promote efficiency. • CLEANING coil surfaces and splitting multiple pass coils if necessary, fan impellers and blades, electrical contacts, compartments, condensate pans, condensate drains, burner orifices, compressors, passages and nozzles, pilot Envise Proposal for City of Santa Ana - Facility HVAC Service, Maintenance and Repairs 21 31 IMPLEMENTATION PLAN and igniter; cooling tower baffles, basin, sump and float, chiller, condenser and boiler tubes; • ALIGNING belt drives, drive couplings, air fins; • CALIBRATING safety controls, temperature and pressure controls; • TIGHTENING electrical connections, mounting bolts, pipe clamps, refrigerant piping fittings, damper sections; • ADJUSTING belt tension, refrigerant charge,super heat, fan RPM, water chemical feed and feed rate, burner fuel/air ratios, gas pressure, set point of controls and limits, compressor cylinder unloaders, damper close - off, sump floats • PERFORMING annual Spectro-Chemical oil analysis on compressor, draining tank and checking auto drain as required on compressor; • LUBRICATING motors, fan and damper bearings, valve stems, damper linkages, fan vane linkages; • PAINTING for corrosion control on an as -needed basis. Additional Support QUARTERLY CHECK -INS In addition to service visits and reports, Envise will conduct quarterly check -ins with our Principal Agent, Aubrey, to ensure customer satisfaction and report back to the Envise team any necessary improvements. All of our service standards and processes are here to ensure that each visit meets the expectations and needs of the City of Santa Ana and continues to enhance the relationship with the City and its representatives. ANNUALACCOUNT REVIEW Prior to the anniversary of our agreement, Envise will request a meeting to discuss a review of our services. During this meeting, we will review agreement documents, site notes, agreement cost analyses, projects completed and budgeting for maintenance and projects. Maintenance Schedule The proposed equipment maintenance schedule for the City of Santa Ana is detailed below. City of Santa Ana Proposed Equipment Maintenance Schedule 2021 - 2022 Envise Proposal for City of Santa Ana - Facility HVAC Service, Maintenance and Repairs 22 J w 0 I EXHIBIT B Page 10 of 10 RFP EXHIBITS EXHIBITJ: RFP PROPOSAL PRICING EXHIBIT J CITY OF SANTA ANA REQUEST FOR PROPOSALS 20-134 FOR FACILITY HVAC SERVICE, MAINTENANCE AND REPAIRS AT VARIOUS CITY FACILITIES RFP PROPOSAL PRICING LIST POLICE FACILITY — 60 Civic Center Plaza Provide Maintenance & Repair Services: Per Scope of Specific Services (Pages 12-18) and HVAC Equipment List (Pages 18-20)........................................Annual Cost $ 69,965.00 Time and Materials Only For work performed during regular business hours (Man -Fri 7:00am to 5:00pm) Regular Technician ............................ Journeyman Chiller Mechanic............ Apprentice Chiller Mechanic .............. Sheet Metal Fabricator....................... Balancing Technician ......................... Materials Markup Percentage Base price source: (MSRP, Wholesale, Dealer, Jobber) Company Name: Envise COMMENTS OR EXCEPTIONS: 136.00 /hr .......... $ 155.00 /hr .......... $ 120.00 /hr ........,. $ 125.00 Ihr ........,, 130.00 thr 20 Wholesale THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE Facilities HVAC Service, Maintenance and Repairs 20-134 Page 39 Envise Proposal for City of Santa Ana - Facility HVAC Service, Maintenance and Repairs 35 CONTRACTOR AGREEMENT CITY OF SANTA ANA THIS AGREEMENT is made and entered into this 16th day of March, 2021 by and between F.M. Thomas Air Conditioning, Inc. ("Contractor"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). IIlarm Yll_IIW A. The City desires to retain a contractor to provide heating, ventilation, air conditioning (HVAC) repair services, including emergency call out services. B. Contractor represents that Contractor is able and willing to provide such services to the City. C. In undertaking the performance of this Agreement, Contractor represents that it is knowledgeable in its field and that any services performed by Contractor under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Contractor shall perform during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described and set forth in Exhibit A, attached hereto and incorporated by reference. 2. COMPENSATION a. City neither warrants nor guarantees any minimum or maximum compensation to Contractor under this Agreement. Contractor shall be paid only for services performed under the Agreement at the rates and charges identified in Exhibit B. Contractor is one of five Contractors selected to provide HVAC repair services. The total aggregate amount, among the five contractors, shall not exceed the shared aggregate amount of $575,000 annually during the term of this agreement, including any extension periods. b. Payment by City shall be made within 45 days (forty-five) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. Page 1 of 10 3. TERM This Agreement shall commence on April 1, 2021 for a three (3) year term with the option for the City to grant up to two (2) one (1) year renewals, exercisable by a writing by the City Manager and the City Attorney, unless terminated earlier in accordance with Section 16, below. 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 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. Page 2 of 10 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 $1,000,000 per occurrence, with $2,000,000 in the aggregate. Such insurance shall (a) name the City, its officers, employees, agents, and representatives as additional insured(s); (b) be primary and not contributory with respect to insurance or self-insurance programs maintained by the City; and (c) contain standard separation of insureds provisions. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non -owned automobiles. Worker's Compensation Insurance. In accordance with the provisions of Section 3700 of the Labor Code, Contractor, if Contractor has any employees, is required to be insured against liability for worker's compensation or to undertake self- insurance. Prior to commencing the performance of the work under this Agreement, Contractor agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. If Contractor is or employs a licensed professional such as an architect or engineer: Professional liability (errors and omissions) insurance, with a combined single limit of not less than $1,000,000 per claim with $2,000,000 in the aggregate. e. The following requirements apply to the insurance to be provided by Contractor pursuant to this section: i. Contractor shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. ii. Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved by the City. iii. Certificates and policies shall state that the policies shall not be canceled or reduced in coverage or changed in any other material aspect without thirty (30) days prior written notice to the City. iv. Where the amounts or coverage provided by the certificates of insurance provides coverage greater than those listed by this Agreement, the amounts provided by the certificates of insurance shall be incorporated by reference into the Agreement. V. Contractor shall supply City with a fully executed additional insured Page 3 of 10 endorsement. If Contractor fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's election, to forthwith terminate this Agreement. Such termination shall not affect Contractor's right to be paid for its time and materials expended prior to notification of termination. Contractor waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. INDEMNIFICATION Contractor agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Contractor, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Contractor further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Contractor's services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor. 9. INTELLECTUAL PROPERTY INDEMNIFICATION Contractor shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Contractor to the City pursuant to this Agreement. 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 Page 4 of 10 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 interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 13. DISCRIMINATION Contractor shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities. Contractor affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 14. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Contractor, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Contractor. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in Page 5 of 10 addition to, the terms and conditions hereof, shall not bind or obligate Contractor or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein. 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 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. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Contractor shall be entitled to receive and the City shall pay Contractor compensation for all services performed by Contractor prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Contractor to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Contractor consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 17. 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. 18. 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 6 of 10 19. PROFESSIONAL LICENSES Contractor shall, throughout the tern of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other 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. 20. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and 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. 21. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: 714- 647-6956 With courtesy copies to: Na ibib I Saba-- - mm- Executive Director, Public Works Agency City of Santa Ana 120 Civic Center Plaza (M-21) P.O. Box 1988 Santa Ana, California 92702 i Fax: 714- 647-5635 Page 7 of 10 To Contractor: F.M. Thomas Air Conditioning, Inc. Attn: Thomas Feyka 231 Gemini Ave Brea, CA 92821 A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 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 Jose Montoya Deputy City Attorney RECOMMENDED FOR APPROVAL: Nabil Saba Executive Director Public Works Agency CITY OF SANTA ANA Kristine Ridge City Manager Page 8 of 10 EXHIBIT A EXHIBIT A CITY OF SANTA ANA REQUEST FOR PROPOSALS 20-134 FOR FACILITY HVAC SERVICE, MAINTENANCE AND REPAIRS AT VARIOUS CITY FACILITIES SCOPE OF SERVICES & SPECIFICATIONS General Information The Contractor shall retain professional personnel who have successfully and competently provided municipal facility HVAC repair services on projects of similar scope and complexity. It shall be the Contractor's responsibility to provide as required by the City a competitive hourly rate for repairs and service of all aspects of HVAC systems in City defined facilities. All requested HVAC repairs / service shall be provided in accordance with the highest standards of the industry, skill, workmanship, applicable trade practices, meet warranties and in conformance to all applicable laws, codes and regulations. The successful Proposer's maintenance and repairs program for the Police Department Headquarters, and repairs as needed program for all facilities shall, at a minimum, include but not be limited to the specifications outlined herein. Services to be Provided It is the Proposer's responsibility to provide service proposals as required of HVAC trades, central plant chiller systems, air handlers, and automation systems as needed, and all requested services are to be compliant with all Federal, State, CARB, AQMD, OSHA and all other applicable regulatory requirements. Pricing Tabulation Sheets Prices as stated on the RFP 20-134 Pricing Sheet (Page 39) shall be for HVAC maintenance at the Police Department Headquarters only, and for repairs as needed at all facilities. HVAC Repair Staffinq The Contractor shall provide staffing levels sufficient to provide a high level of customer service, program support, HVAC maintenance and repair at designated City facilities as required: Staffing should include staff certified and proficient in the complete maintenance and repair of Centrifugal Chiller systems, air handlers, pneumatic and DDC systems, walk in refrigerators and freezers, and a variety of package HVAC units. Additionally, service levels shall provide the capacity to respond expeditiously to situations involving the health and safety of employees and/or the public; comfort and operational capability of any public meeting space. Routine repairs, service requests or other non -urgent tasks shall be completed by journey level staff. The journey -level worker(s) shall be proficient in the following trades: • All mechanical, electronic and pneumatic aspects of chilled water systems • Centrifugal chiller systems • VFD drives • Air handling systems • The interface and control of HVAC control systems • Walk in refrigerators / freezers / evidence freezers Billable Work All requested work shall be considered billable hours and will require that a competitive estimate for that proposed work be provided to the City Representative for consideration and approval prior to work being completed. Security Background Check of Personnel Contractor is required t o provide security checks for all personnel assigned to work under this contract. Security checks will be coordinated through Santa Ana Police Department. Additional checks will be required for all new employees during the lifetime of the contract and all expenses shall be borne exclusively by the contractor. The City reserves the right to approve/refuse any prospective employees of the contractor as a result of the background check. The following information must be provided to the City Representative no less than 30 days prior to any employee's start of work: a. Full Legal Name b. Social Security Number c. California Driver's License or ID Number d. Birth Date e. Current Valid Address Damages The Contractor will be responsible for all damages to the facility or contents caused by Contractor, their staff, or by subcontractors during the performance of this contract. Tools & Equipment The contractor shall furnish and maintain all equipment necessary for properly service HVAC systems in City buildings. The City of Santa Ana reserves the right to inspect equipment to be used to perform services under this contract. Failure to provide regulatory compliant equipment for carrying out all requirements of this contract may be grounds for termination of the contract. Emergency Call Out Service It is highly desirable that the awarded Contractor provide 24-hour emergency service as needed in all aspects of HVAC emergency repair for Santa Ana Police Department and various other facilities, as included in this specification. Hours shall be Monday through Friday 5:OOpm to 6:OOam and 24-hours each day on weekends and holidays. Contractor shall have working personnel on -site within 1 hour of the call -out, or respond by telephone to the City Representative within 1/2 hour if the problem is correctable through the use of a computer/modem to alleviate the source of complaint. HEATING -VENTILATION -AIR CONDITIONING (HVAC) SERVICE REPAIR MAINTENANCE AND MONITORING AS REQUIRED Contractor may be required to respond to indoor temperature complaints and provide expeditious correction and record complaints and corrections at all City facilities. Contractor shall be proficient in HVAC control systems. Contractor may be required to inspect all HVAC systems at least twice each year, with seasonal start- up and run inspections performed and documented. Contractor may be required to provide oversight and documentation of Seasonal Preventative Maintenance of chillers and boilers at the Police Headquarters Facility only; with service to be provided by Proposer. Contractor may be requested to perform the following services: • For cooling towers - may be required to disassemble screens and access panels for inspection, inspect the tower fill, support structure, sump and spray nozzles, fill valve, gear box, drive coupling, fan blades, and motor bearings, clean starter and cabinet, inspect wiring, check motor starter contacts for wear and proper operation, megger test the motor and log readings, and check the condition of the contactor; and log observations. 0 For pumps - may be required to lubricate bearings, inspect couplings, check for leaks, and investigate unusual noises. • Contractor may be required to perform air -handling unit maintenance and repair which includes but is not limited to; all services recommended by manufacturer. Additional Contractor Requirements • Contractor shall show evidence of presently serving other municipal customers. • Contractor shall hold current C10 and C20 licenses. • Contractor shall provide HVAC employees that; possess a State of California Joint Journeyman Apprentice Training Center Certification; Automation Specialists that are continually factory trained on Automation System, and must be able to provide monthly operator coaching of select personnel, certified in servicing Centrifugal Chillers and Allen Bradley, ABB Drives. • Contractor shall provide the City with full-time journeyman -level mechanical personnel and factory -trained automation specialists. • Service specialists and technicians shall normally be dispatched from a local headquarters or branch within a 20-mile radius from the City Boundary line of the City of Santa Ana as defined in the most current Thomas Guide Map. • Contractor may be required to provide HVAC data protection and recovery services, control loop tuning for the City's automation system. • Contractor shall provide emergency access 24 hours a day, 7 days a week. For Johnson Controls, contractor must be available by phone during normal business hours for consultation and emergency assistance. • Contractor shall supply their staff with their agency uniform and photo identification tags that will be worn at all times. Uniforms shall display the Contractor logo, and employee first or last name shall be clearly visible. • Contractor shall provide MSDS sheets to City in a complete "Right to Know" binder for all products used in City facilities. City will determine location of "Right to Know" books. SPECIFIC SERVICES — ALL Periodic Maintenance Applies to Police Headquarters Facility Only Maintenance as Requested Proposer may be required to perform preventive maintenance in accordance with a program of standard routines as determined by your experience, equipment application, and equipment operating hours that are recommended by each equipment manufacturer and location. This service is designed to optimize the reliability and efficiency of the equipment, extend the useful life of the City's equipment, and provide proactive indications of excessive wear and damage to HVAC systems before a catastrophic failure occurs during the next operating season. Proposer will also provide recommendations for additional service(s) that will better enhance equipment performance. Air Cooled Condenser Coil Cleaning The proposer may be required to p r o v i d e t h i s s e r v i c e t o improve airflow across condenser coils, improve heat transfer and extend the life of the compressors. Coil cleaning consists of cleaning the outside surface of the condensing unit coils to remove any airborne particles, dirt build-up by using a brush, high pressure air, chemical with low pressure wash or chemical with high pressure wash based on the condition of outside environment and coil accessibility. Evaporator Coil Cleaning Proposer may be required to clean air handling unit evaporator coils s o a s t o improve air circulation in the air distribution system, and reduce dust and dirt that is in the system. Coils will be cleaned at a time that is mutually agreeable between the proposer and the City Representative. Coil cleaning consists of cleaning the surface of the evaporator coil to remove dust and dirt particles that have collected on the evaporator coil. Coils will be cleaned using a vacuum cleaner and/or other devices that facilitate the proper cleaning of the coil. Refrigerant Oil Analysis as Required Proposer may be required to perform Spectro-Chemical Refrigerant Oil Analysis and trend oil condition that identifies contaminants and possible system malfunctions caused by wear of moving parts, such as bearings and shafts. This predictive wear analysis provides early identification of problems prior to them becoming unplanned and costly. Based on the oil analysis results, proposer will recommend when oil changes are needed, and may make other recommendations regarding the operation and maintenance of your chiller plant. This service reduces the amount of waste oil generated. Cooling Tower Drain & Refill as Required Proposer may be required to remove the condenser water from HVAC systems after the cooling season to prevent possible damage and expensive repairs caused by water freezing during winter months, and refill the system prior to spring start-up. The equipment included under this service is itemized in the HVAC Equipment List. Operating Inspection as Required Proposer may be required to provide this serviceto assure thatmechanical equipment continues to operate efficiently with minimal operating disruptions during the operating season. Proposer may be required to provide routine operating inspection(s) to check system performance in accordance with a program of standard routines as determined by our experience, the equipment manufacturer's published recommendations, equipment application, and location. This service will focus on equipment operation, fluid levels, operating and safety controls, and safe equipment operation. Operating Inspection — Heating as Required The proposer may be required to provide this service to assure mechanical equipment continues to operate efficiently, safely and with minimal operating disruptions during the operating season. The City Representative will provide routine operating inspection(s) to check system performance in accordance with a program of standard routines as determined by our experience, the equipment manufacturer's published recommendations, equipment application, and location. This service will focus on equipment operation, fluid levels, operating and safety controls, and safe equipment operation. Operating Inspection — Cooling as Required This service may be required to assure mechanical equipment continues to operate efficiently, safely and with have minimal operating disruptions during the operating season. Proposerwill provide routine operating inspection(s) to check system performance in accordance with a program of standard routines as recommended by the equipment manufacturer's published recommendations, equipment application, and location. This service will focus on equipment operation, fluid levels, operating and safety controls, and safe equipment operation. Equipment Tasking as Required The following tasks may be requested on an as needed basis. These tasks are designed to maintain the equipment in an optimum operating condition so that the equipment will operate reliably and efficiently. Reciprocating Compressors: 1. Perform annual Spectro-Chemical oil analysis test. 2. Preventive maintenance shall be performed as required. 3. Lock -out and Tag -out equipment as required. 4. Check all electrical wiring and connections and tighten as required. 5. Check starter contactor surfaces for wear as required. 6. Visually leak check compressor and associated refrigerant piping as required. 7. Clean exterior of compressor as required. 8. Check operation of crankcase heater as required. 9. Meg -ohm motor from starter and record as required. 10. Check and calibrate all safety and cut-out devices as required. 11. Check and adjust compressor capacity controls as required. 12. Check, calibrate and adjust all operational controls as required. Exhaust Fans: 1. Preventative Maintenance as required. 2. Lock -out and Tag -out equipment as required. 3. Check all electrical wiring and connections and tighten as required. 4. Check all motor starter contactor surfaces for wear as required. 5. Clean starter and electrical control enclosures as required. 6. Lubricate motor bearings and fan bearings as required. 7. Check exhaust fan belts for wear, replace as required. 8. Check belt tension and sheave alignment and adjust as required. 9. Inspect exhaust fan unit assembly as required. 10. Check all mounting hardware and tighten as required. Pneumatic Air Compressor: 1. Inspect unit, check for rust spots, oil leaks & general condition of unit as required. 2. Drain tank, check auto drain as required. 3. Check belt, adjust tension & sheave alignments, and replace belt as required. 4. Meg -ohm and record, as required. 5. Check starter wiring & contacts as required. 6. Check motor amperage & voltage as required. 7. Check intake air filter, replace as required. Air Handlers: 1. Provide four (4) quarterly inspections and maintenance for (21) Air Handlers. 2. Preventive maintenance as required. 3. Lock -out and Tag -out equipment as required. 4. Check starter contacts for excessive wear as needed. 5. Tighten all starter wire connections as required. 6. Check belts, adjust or replace as needed. 7. Check pulley sheave alignment, adjust as required. 8. Meg -Ohm motor and record annually. 9. Check fan motor(s) amps. 9. Clean and lubricate unit motor bearings and fan bearings. 10. Check operation of economy dampers. 11. Lubricate all dampers and linkages as necessary. 12. Check operation of static vane (if applicable) 13. Visually check all coils for leaks (Annually) 14. Check and record all coil delta T (Annually) 15. Inspect all mounting hardware, tighten as needed. Multi -zone Air Handlers: 911 Dispatch Area 1. Provide annual Preventive Maintenance Inspection on two (2) York Air Handlers. 2. Preventive maintenance as required. 3. Lock -out and Tag -out equipment as required. 4. Check fan motor amps as required. 5. Clean and lubricate components as required. 6. Check operation of economy dampers as required. 7. Check operation of static vane or dampers as required. 8. Check operation of zone dampers as required. 9. Check and adjust operating and safety controls as required. Package Chiller: 1. Lock -out and Tag -out equipment as required. 2. Check condenser / Barrel tubes as required. 3. Check Chiller barrel tube as required. 4. Check and record unit amp draw as required. 5. Check unit Voltage and Record as required. 6. Check unit pressures and record as required Chiller with Reciprocating Compressors: 1. Provide annual vibration analysis for two (2) York Chillers. 2. Provide annual leak test for two (2) York Chillers. 3. Provide four (4) quarterly inspections and maintenance for two (2) York Chillers. 4. Provide chiller controls coolant for two (2) York Chillers 3. Visually inspect equipment condition and operation as required. 4. Check for unusual vibration, noise, excessive temperatures & refrigerant leaks as required. 5. Check unit voltage and record as required. 6. Check unit operate and records as required. 7. Check unit operating hours and record as required. 8. Check condenser pressure and record as required. 9. Check evaporator pressure and record as required. 10. Check oil sump sight glass as required. 11. Record chilled water inlet temperature. 12. Record chilled water outlet temperature as required. 13. Check condenser water inlet as required. 14. Check condenser water outlet temperature as required. 15. Check compressor starter contacts for abnormal wear as required. Variable Frequency Drive: 1. Check unit operation quarterly as required. 2. Check fault history report as required. 3. Check operation of manual bypass as required. 4. Verify drive signal increase and decrease as required. 5. Check and tighten all electrical connections as required. 6. Check starter contacts for wear as required. Computer Room Air Conditioning Units: 1. Check all electrical wiring and connection as required. 2. Check and replace filters as required. 3. Check all electrical wiring and connections; tighten as required. 4. Check starter contactor surfaces for wear as required. 5. Check compressor amps and record as required. 6. Check sight glass for moisture level as required. 7. Check operation of crankcase heater as required. 8. Lubricate condenser fan motor and fan bearings as required. 9. Check condition of condenser coil, clean as required. 10. Check belts for wear, replace as required. 11. Check and adjust compressor capacity controls as required. 12. Lubricate indoor fan motor and bearings as required. 13. Check humidifier for proper operation as required. Boilers: 1. Provide annual Preventive Maintenance Inspection on two (2) Bryan Boilers. 2. Provide annual Preventive Maintenance Inspection on four (4) Hot Water Boilers. 3. Check boilers for proper operation as required. 4. Check and use boiler viewport to check main burner flame as required. 5. Turn off and secure boiler as required. 6. Check boilers for any unusual noise or vibration as required. 7. Inspect gaskets for any signs of leaks as required. 8. Examine the venting system as required. 9. Remove and / or inspect gas pilot assembly, reinstall in accordance according to factory specifications and tolerances. 10. Check boiler circulating pumps for proper operation and lubricate as required. 11. Check flame safeguard control for pilot and main flame ignition as required. 12. Check operation of blower motor and circuitry as required. 13. Check operation of gas valves and vents as required. 14. Inspect and tighten all electrical connections as required 15. Check and adjust all boiler limit pressure controls and running interlocks as required. 16. Check operation and adjust low water controls as required. 17. Check burner, pilot and main flame ignition as required. 18. Check and oil combustion air fan as required. 19. Check expansion tank and site glass as required 20. Check and record all entering and leaving water temperatures and pressures as required 21. The equipment room shall be left in the same clean condition as existed prior to start of the work. 22. Refer to equipment O&M manual for any maintenance clarifications. Cooling Tower: 1. Provide four (4) quarterly inspections and maintenance. 2. Preventive maintenance as required. 3. Lock -out and Tag -out equipment as required. 4. Check starter contacts for excessive wear as needed. 5. Tighten all starter wire connections. 6. Check gear reducer and couplings. 7. Meg -Ohm motor and VFD's. 8. Check fan balance and motor(s) amps. 9. Clean and lubricate unit motor bearings and fan blades. 10. Check operation of media and flow. 11. Lubricate all dampers and linkages as necessary. Chilled Water Pumps: 1. Check pump and motor operation. 2. Check fault history report as required. 3. Check and operate bypass valves. 4. Checks and verify strainers for optimum flow. 5. Check and tighten all electrical connections as required. 6. Check starter contacts for wear as required. 7. Check and record motor amp. 8. Lube and grease motor bearings as needed. Johnson Controls: 1. Inspect and repair NCU 1 to NCU 12 for optimum operations. 2. Inspect and repair as needed 21 air handler controls and 46 VFD. 3. Inspect all damper motors controls and set points. 4. Provide JCI parts as needed. 5. Check and calibrate all safety and cut-out devices as required. 6. Check and adjust programming as required. 7. Inspect Energy Management System (EMS) data base and adjust as needed. Shooting Range: 1. Perform annual air balancing per requirements. 2. Perform inspection and maintenance as required. 3. Lock -out and Tag -out equipment as required. 4. Check fan motor amps as required. 5. Clean and lubricate components as required. 6. Check operation of economy dampers as required. 7. Check operation of static vane or dampers as required. 8. Check operation of zone dampers as required. 9. Check and adjust operating and safety controls as required. Freezers and/or Refrigerators: 1. Check all operation, electrical, condensers, evaporators and refrigeration. 2. Check starter contactor surfaces for wear as required. 3. Check compressor amps and record as required. 4. Check sight glass for moisture level as required. 5. Check operation of crankcase heater as required. 6. Lubricate condenser fan motor and fan bearings as required. 7. Check condition of condenser coils, clean as required. 8. Check belts for wear, replace as required. 9. Check and adjust compressor capacity controls as required. 10. Lubricate indoor fan motor and bearings as required. HVAC SERVICES — Pneumatic Applies to Police Headquarters Facility On1y Preventive Maintenance as Required Proposer may be required to provide preventative maintenance on Pneumatic Air Compressors that responds to changes in mechanical component performance, building use, and climatic conditions. Service shall be in accordance with a program of standards as recommended by equipment manufacturers' recommendations. HVAC SERVICES - Water Treatment Applies to Police Headquarters Facility Only Water Treatment Services as Required Proposer may be required to provide Industrial water treatment to identify four main problem areas: scaling, corrosion, microbiological activity and disposal of residual wastewater. Water treatment services will extend equipment life, provide operational efficiency, minimize downtime and control water born disease such as Legionnaires' disease. HVAC SERVICES - Infrared Service Applies to Police Headquarters Facility Only Infrared Electric Panel Inspection as Required The infrared inspection may be requested as it is an important form of non-destructive testing that has become an indispensable predictive maintenance tool for electrical service panels. It shall be performed with a portable infrared imaging system; equipment that detects infrared energy (heat) emitted from an object and displays it as a dynamic thermal image. Using the IEEE/ANSI Standard, this inspection aids in the evaluation of component temperatures. Proposer may be required to perform a biennial Infrared scan of main electrical panels. A detailed report will be provided upon completion of onsite scan. ENERGY SERVICES Applies to Police Headquarters Facility Only Energy Optimization Services As Required Proposer may be required to perform a benchmark analysis that compares a building's energy performance against industry -recognized benchmarks and provides facility owners and operators with an objective assessment of facility performance and a valuable starting point to identify and quantify the value of energy conservation efforts. Through the Benchmark Report, Proposer will create an energy baseline and obtain, if applicable, an ENERGY STAR Performance Rating utilizing Energy Star Portfolio Manager to generate a Statement of Energy Performance. This rating compares our building's performance against buildings of similar type and operating characteristics in similar climate zones. This report will provide key data points in addition to an ENERGY STAR Performance Rating including Energy Usage Intensity (EUI), Energy Cost Intensity (ECI), and the facility's Greenhouse Gas Emissions. In addition, Proposer may be required to conduct a detailed analysis of facility interval meter data, when available from site metering and/or the utility provider. This enables us to gain further insight into facility performance, and provide a snapshot report to help understand performance and pinpoint areas for operational efficiency. Based on current energy consumption and prices, Proposer energy analysis will suggest potential improvement measures and quantify the impact on energy usage, cost savings and GHG reductions. Technology and Energy Audits Applies to Police Headquarters Facility Only Proposer may be required to review designated HVAC systems, evaluating the current use of our HVAC Systems and what may have been changed or been modified in our daily facility operation that impacts the effectiveness of the system. Proposer may review applicable building control technologies, suggest possible new strategies or technologies that could be implemented to enhance our current system, and consider what changes, enhancements and/or upgrades should be made to facilitate ourfuture plans. In addition, recommendations should be made about adding and/or modifying applications, sensors, points panels and/or software where needed to improve building operation and performance. Proposer may interface with the local utility provider to determine possible incentives and rebates. Once the review is completed, a written report of the findings and recommendations may be requested. HVAC EQUIPMENT LIST POLICE DEPARTMENT HEADQUARTERS (Maintenance & Repairs for this facility) 60 Civic Center Plaza Air handlers: 21 Gravity Roof Vents: 15 Small recirculating pumps: 16 Chillers: 2 reducer York Model YTHIJ3E2CRG Building Boilers: 2 Exhaust fans: 52 Large water pumps: 24 Cooling towers: 2 Marley Twin w/20HP Motor & gear Water booster system pumps: 3 A/C units: 8 Bryan Model RV450-W-FDG-WXL 3,600,000 MGH (1995) Water heater boilers: 4 (Evidence) 2 - Model 1250 N 600 ATP-PVI 1,000,000 BTU/HR 2 - Model 1500 N 1500 ATP-PVI 1,200,000 BTU/HR IT Server Room - Air Conditioning Units 1 — Liebert - Model VEZ45A-AAM Ser: 307193-001 Kitchen) 1 — Liebert — Model CDF308LA Remote Condenser Ser: 94009100 2 — DataAire — Model DTWV-0532 A/C Units 911 Dispatch Center 1 — York Air Handler Model D2CE240E03646ECC with two (2) compressors and heating Large Walk-in Freezers: 6 3 - Model LAHA-032E-TAD-100 3 - Kolpak AE66280B (Jail Kitchen) Large Refrigerators: 4 1 - Model K55HIJZF (Evidence) 3 - Kolpak Cold Zone (Jail Variable Frequency Drives: 46 NOTE: York Rotary Chiller YSCBCAS1-CHA was decommissioned and does not require any attention. Repairs as needed — for these facilities - Time & Materials Only CITY HALL 20 Civic Center Plaza Air Handler #11 — 8th Floor Air Handler #10 — 7th Floor Air Handler #09 — 6th Floor Air Handler #08 — 5th Floor Air Handler #07 — 4th Floor Air Handler #06 — 3rd Floor Air Handler #04 — 2nd Floor Air Handler #01 — 1 st Floor Air Handler #02 — 1st Floor Mezzanine Air Handler #05 — Council Chambers Air Handlers — Basement Data Rooms 1 & 2 Chilled Water Pump #1 Chilled Water Pump #2 ROSS ANNEX Trane box car units: 3 Ajax Boiler: 1 Split Systems: 4 CENTRAL LIBRARY 26 Civic Center Plaza Air Handler #01 — Basement Air Handier #02 — Basement Air Handler #03 — 1st Floor Children's Area Basement exhaust Cond #1 Cond #2 Fluid cooler for Liebert Exhaust unit Chiller - AVM Condenser Restroom exhaust Fluid cooler for Data Center Exhaust Air Compressor #1 Air Compressor #2 Hot Water Pump Flash Tank Roof Exhaust Units (3) Hot Water Pump: 1 Exhaust Fan Chilled Water Pump - basement Hot Water Pump - basement Rooftop exhaust units CORPORATION YARD - ADMIN 220 Daisy St. 50-Ton Rooftop HVAC: 1 RAPAC Boiler: 1 5-Ton Rooftop HVAC: 2 Return Fan Hot Water Pumps: 2 Split Systems: 6 FLEET OPERATIONS 215 Center St. 10-Ton Ice Bear: 1 Supply Fans: 4 Exhaust Fans 3-Ton Package Units: 3 STORES WAREHOUSE 10-Ton Package Units: 2 Exhaust Fans: 4 NEWHOPE LIBRARY 122 Newhope Street 30-Ton Carrier Package Unit: 1 Split System MCFADDEN LEARNING CENTER 2627 W. McFadden Ave. 15-Ton Trane Package Units: 2 Split System SANTA ANITA CENTER 300 S. Figueroa St. 3-Ton Carrier Package Unit: 1 Split System SANTA ANA SENIOR CENTER 424 W. Third St. 35-Ton Package Unit: 1 Roof Top Unit SOUTHWEST SENIOR CENTER 2201 W. McFadden Ave. 4-Ton Package Units: 6 Split System CORBIN CENTER 2215 W. McFadden Ave. 2-Ton Package Units: 5 5-Ton Package Units: 2 Split System JEROME CENTER 726 S. Center St. 4-Ton Package Units: 5 Split System EL SALVADOR CENTER 1825 W. Civic Center Dr. 3-Ton Package Units: 7 4-Ton Package Units: 2 1 -Ton Package Unit: 1 Split System SANTA ANA REGIONAL TRANSPORTATION CENTER 1000 W. Santa Ana Blvd. 157-Ton Chiller Unit: 1 Chiller Air Handlers: 57 GRAND CENTRAL ART CENTER 126 N. Broadway 100-Ton Chiller Unit: 1 Chiller Air Handlers: 55 F. M. THOMAS AIR CONDITIONING, INC. Contractor's License # 313574 231 Gemini Avenue, Brea, CA 92821 (800)660-0891 FAX(714)738-0886 (714)738-1062 December 7, 2020 City of Santa Ana Public Works 20 Civic Center Plaza Santa Ana, Ca 92701 Attn: Phil Neff LETTER OF INTRODUCTION Thank you for considering F.M. Thomas Air Conditioning for your service needs. We have been in business for over 46 years and have factory certified technicians on all makes and models. F.M. Thomas has been working with the City in one capacity or the other for the past 20 years. We have successfully completed a number of formal and informal projects. Our methodology and thorough service procedures have created the following value to the City and have allowed up to maintain very positive relationships with City staff. • We provide Journeyman technicians to conduct the maintenance, rather than tradesmen. These technicians have 10+ years of experience and have the knowledge to recognize issues and potential issues and resolve them immediately. • Service issues are immediately brought to the attention of City staff, allowing for discussions and quotes to make the necessary repairs • Other issues, outside of HVAC, are brought to the attention of City staff to minimize cost and loss of service to the City. These items include clogged roof drains, water leaks into the building, loose electrical connections, and broken doors/hatches. • Maintenance tasks are promptly completed as scheduled • Multiple journeymen are assigned to the City who have a broad range of qualifications, including the following certifications: NATE, NCI, Daiken, Honeywell, Johnson FX Controls, and Allen Brady/Danfoss/Yasakawa drives. • Strong working relationship with RSD/Johnson FX, ensuring that controls issues we cannot resolve in house will be resolved with the same urgency as if we were doing it. • Our long-term relationship with the City allows for our internal staff, including our dispatcher and project manager, to correctly assign technicians based upon need and to follow all of the City rules and procedures correctly the first time. • No OSHA/safety violations or City policy violations We are a full -service air-conditioning company with the ability to service complex systems, service DDC / pneumatic controls, replace ductwork/piping, retrofit existing systems, and replace systems with our own forces. • Air conditioning service, repairs and planned maintenance. • Replacement of HVAC equipment and control systems. • Extended warranty on air conditioning equipment. Additionally, we have service agreements with some of the largest clients in Southern California, including the Los Angeles City General Services Division, LA Unified School District, City of Downey, City of Huntington Park, City of La Mirada, El Monte Union High School District, and Anaheim Union High School District. We are fully compliant with DIR and City certified payroll requirements. We have the following contractor licenses: B, C-4, C-20, and C-38 We are a licensed General Contractor and can handle prime contract HVAC related work. Please see our website for more information about the company. www.finthonias.com. • Honeywell controls authorized Contractor. • Carrier CCN and I-Vu Certified Integrator. • Licensed and bonded up to $2.5 million per job. Our lead technicians are all Journeymen with 10+ years of experience. They have training and experience with Screw and centrifugal chillers, multi -stack chillers, VFDs, cooling towers, large packaged equipment, boilers, pumps, and variable flow split systems. Additionally, they have been full time lead technicians for the past 5 years and has managed other large public facilities, such as the City of Huntington Park, the City of La Mirada, and Huntington Beach School District. I am your administrative point of contact. I have worked at F.M. Thomas for the past 46 years and am currently the President of the company. I oversee large account management (companywide) and deal with a�variety of issues, from initial kick off meetings, site walk through and surveys, billing di "putes, and monthly meetings. i If you have any queestoAs,� ease feel free to give me a call. . Sincer'j< Thomas Fevka. Rfesldent Toll Free (80rMa 610891 tfeyka@fmtl�s.coin F. M. THOMAS AIR CONDITIONING, INC. Contractor's License 9 313574 231 Gemini Avenue, Brea, CA 92821 (800)660-0891 FAX(714)738-0886 (714)738-1062 December 7, 2020 City of Santa Ana Public Works 20 Civic Center Plaza Santa Ana, Ca 92701 Attn: Phil Neff METHOD OF APPROACH Ref: RFQ 20-134 HVAC Service, maintenance, and repairs Phil Neff, F.M. Thomas Air Conditioning, Inc. is in a unique position to provide HVAC Maintenance and Repair for The City. As a contractor that has bene doing business with the City for the past 20 years, we also have established routines, service procedures, and access points allowing for successful outcomes. Most of our technicians have been with our company for over 20+ years and can work on equipment ranging from package units and split systems to chillers, air handlers and Johnson FX systems. We currently have 20 technicians who can respond to your job sites for emergency and non -emergency service calls. We are a class B general contractor with additional licenses in C-20 Heating, Ventilation and Air Conditioning, C- 4 Boilers, as well as in C-38 Refrigeration. Our technicians are all factory certified and receive ongoing training to ensure that they perform to the highest levels of customer satisfaction. Additionally, our technicians bring their work vehicles home with them each night; our response time to emergency and non - emergency situations is outstanding because we are able to respond to calls in a timely fashion. Emergency calls are responded to within 2 hours, which is within your range of needed service. Our dispatcher is a former service technician of 19 years and has an intimate knowledge of the types of maintenance and service issues that occur with the City. Due to his knowledge, he can evaluate the trouble call request and dispatch the proper technician to the call. During normal working hours (Monday through Friday, 7:00 am to 3:30pm), he is able to dispatch a technician to any of your job sites. During off hours, we also have an answering service which alerts our on -call technicians to respond immediately. All contracts and accounts are additionally serviced by an Account Manager and our Sales Manager, Tom Feyka, who has been with the company for over 40 years and has nearly 50 years of experience in the HVAC industry. Per the scope of work, we will have the proper technician visit the job site on an as - needed basis to perform the necessary items listed to properly check your heating, ventilation and air conditioning services to keep them operating at optimal conditions. Additionally, we will abide by the scope of work and provide proper documentation noting the conditions of your units, and any repairs that may be necessary. If a written estimate for repairs is required, or the work needs to be bid on, our technician(s) will work with the Account Manager and Sales Manager to provide the District with a quotation for repairs and/or replacement. Standard Procedures: 1. Implementation — A superintendent, Foreman, and Lead technician are assigned to your account. (See Org chart). We conduct a job start meeting prior to the contract start and routine follow up meeting to ensure expectations and outcomes are being achieved. The technician are assigned primary responsibility for the outcome of the services, which provides accountability to the City and FM Thomas. a. Provide supervisors with schedules, completion dates, and recommended repairs b. Provide City staff with proposals for minor repairs (under $1,000) c. Identify tasks and deliverables 2. Defined schedule of services - Per the City's schedule of services, our dispatcher and project manager will develop a work schedule. This schedule will be discussed and periodically reviewed with the lead technician(s) 3. Supervision - A qualified journeyman will be assigned your account. He will be tasked with routinely doing supervisor walks of the properties each month as maintenance is completed. This allows us to proactively identify items of concern before they become emergencies 4. Client Satisfaction — F.M. Thomas already understands the needs of the City due to 20 years of service. We understand the schedules and expectations of different members of the City staff, including Tung, Nick, and Howard and they understand the capabilities of our lead technicians, James Pelkey and Jim Vandie. 5. Needs from the City — Due to our long service history, we only need a few items from the city. a. Keys to all appropriate buildings b. Schedules of operation e. Any access restrictions per building b. Proactive maintenance — We look for key indicators of future service problems when completing maintenance. Recommendations are made to repair/replace these items in order to prevent future down time These items include, but are not limited to, the following: a. Check amperages of motors b. Check temperature splits (should always be 20 degrees for DX equipment) c. Verify the system has the factory charge d. Check contactors e. Verify thermostats are calibrated and programmed correctly f. Check air flow across coils and wash coils if needed g. Verify the volume of air produced is being received at the grilles and at the correct temperatures (for example a 5 ton system produces 1950 cfm at 55 degrees) h. Check TXV and filter driers for obstructions and replace as needed i. Check for leaks (condensate, oil, lubricants) j. Keep the job site clean. Having an orderly and unobstructed view of the systems allows for problems to present themselves more easily and demonstrates the quality of services provided. k. Check belt condition, tensions and adjustment of pulleys 1. Replace filter quarterly and check air flow across filters for obstructions 7. Communication — It is key to have a good relationship with the facilities manager. By having weekly discussions of current activities and monthly review meetings, the facilities manager is able to understand and justify why certain repairs need to be done. Innovative and creative approaches — We have identified some of the cost saving measures at the City to ensure efficient operation. a. Salt air conditions lead to degradation and blocking of condenser coils. Ensuring the coils are clean and air flow thru the coils is accurate is key to maintaining the correct 20-degree delta T b. Tighten electrical connections at each service. This will mitigate nuisance calls and inefficient use of electricity c. Identify and repair minor water and refrigerant leaks. This will mitigate compressor/ fan motor failures and water damage issues to the roof. d. Replace old disconnects and contactors to reduce the potential of damage and injury to equipment and staff e. Clean out roof drains to minimize water leaks/damage to the roof If you have any qui;stions regarding our procedures or the above work plan, please do not hesitate to contact 6s. Thomas 5351.2 1.3 CORPORATE ORGANIZATIONAL CHART 1.3 Present an organization chart showing the key personnel for the project. Provide resumes of key personnel showing education, work experience and other credentials appropriate to performing the services. Thomas Feyka, Service Manager Superintendant James Pelkey . TS AIR CONDITIONING. INC. December 7, 2020 F.M. THOMAS AIR CONDITIONING, INC. YOUR COMMERCIAL SERVICE & CONTROLS SPECIALISTS... Since 1974 Contractor License #313574 Tel. 800.660.0891 Fax: 714.738.0886 www.fmthomas.com DIR #1000003383 BACKGROUND AND PROJECT SUMMARY City of Santa Ana — How we do business DATE: December 7, 2020 TO: Phil Neff FROM: Thomas Feyka RE: RFP No. 20-134 HVAC Maintenance and Repairs The intent and purpose of this document is to outline our understanding of HVAC maintenance contracts, provide the City with background information on F.M. Thomas Air Conditioning, and additional qualifications that demonstrate our ability to service The City of Santa Ana, F.M. Thomas Air Conditioning has been a public works contractor for 46 years and has extensive experience in Campus / City wide service contracts. F.M. Thomas Air Conditioning has been working with the City for the past 20 years. • Factory trained and knowledgeable Journeyman technicians capable of making all necessary repairs • Same day response for emergencies and next day response for non -emergencies. • Implementation of an organized and well -coordinated service plan to ensure timely and accurate service on all HVAC equipment as per the schedule • Excellent communication between F.M. Thomas and City representatives • Monthly meetings to discuss services completed and recommendations to maintain equipment • Detailed service records and trending analysis • No safety or health violations recorded. • Strict Adherence to prevailing wages and apprenticeship requirements F. M. Thomas Corporate Office Location 1 231 Gemini Avenue, Brea, CA 92821 1 Phone: 714.738.1062 Coachella Valley 1 46-660 Washington Suite 1, La Quinta, CA 92253 1 Phone: 760.564.6060 Understanding of Service Agreement: We recommend monthly, quarterly, semi-annual and annual maintenance services per ASHRAE 180 and the City service standard procedures. These include common activities, such as checking pressure drops across filters, washing coils, monthly chemical treatment (closed loop), annual refrigerant leak inspections, tightening electrical connections, verifying good operation of thermostats and control devices, replacing belts annually, lubrication of bearings, dampers, and linkages, checking sight glasses, and inspection for cleanliness of condenser tubes, condenser coils, and running systems in heating and cooling modes to verify good operation. The end goal is to provide the City with factory level maintenance and to regularly report unscheduled repairs so that action can be taken to make the corrections. We routinely replace minor components as per the contract to mitigate larger scale repairs. Typical components include contactors, capacitors, belts, transformers, and fuses. We agree with the City assessment of maintenance procedures and intend to follow them as per below: SCOPE OF WORK 1. General Requirements F.M. Thomas Air Conditioning shall provide all labor and materials necessary to provide four (12) scheduled operational inspections including an annual shutdown inspection and service on each piece of equipment to be performed in April/May of each year. All inspections and preventive maintenance service shall be performed in accordance with manufacturer recommendations and specifications. F.M. Thomas Air Conditioning shall also provide parts and labor for emergency repairs at the contract rate. 1.1.1 Equipment F.M. Thomas Air Conditioning shall inspect all major system components quarterly (or as required) and perform scheduled preventive maintenance per manufacturer specifications and recommendations. This shall include, but not be limited to the items listed in the City Attached specifications. a. Please note that repairs recommended due to maintenance specific items shall be handled on a separate time and materials agreement. 1.1.2 Parts Parts used in Quarterly and Annual inspections (or as required) shall be included at no additional charge a. Please note that repairs recommended due to maintenance specific items shall be handled on a separate time and materials agreement. 1.1.3 Work Plan F.M. Thomas Air Conditioning shall provide a complete work plan to ensure all requirements of the contract are accomplished as specified. The work plan shall include, but not be limited to monthly, Quarterly and annual checklists (or as required) and an emergency response plan including a guaranteed response time. (1 hours for critical systems and 2-4 hours for after hour's emergencies) F. M. Thomas Corporate Office Location 1 231 Gemini Avenue, Brea, CA 92821 1 Phone: 714.738.1062 Coachella Valley 1 46-660 Washington Suite 1, La Quinta, CA 92253 1 Phone: 760.564.6060 1.1.4 Security On site personnel shall wear a uniform bearing the company name while in the building. On site personnel shall sign the logbook located in the main lobby each time they enter or leave the building. Keys can be checked out at the main lobby desk and must be returned when leaving the premises. 1.1.5 Safety F.M. Thomas Air Conditioning shall observe and compel its employees to observe and exercise all necessary caution and discretion to avoid injury to persons or damage to property of any kind. F.M. Thomas Air Conditioning shall be responsible for compliance with all OSHA, EPA, AQMD and other state, federal and local laws. F.M. Thomas Air Conditioning shall maintain MSDS sheets for all chemicals used. a) Safety procedures specific to the City, including, but not limited to, vests, hard hats, steel toed boots, gantry's, Arc flash suites, lockout/tagout, and HEPA carts shall be used/followed without exception as appropriate. 1.1.6 Damage In the event of damage to City property as a result of F.M. Thomas Air Conditioning's operations, the City will perform the necessary repairs and deduct the cost from subsequent payments to the F.M. Thomas Air Conditioning. 1.1.7 Emergency Repairs a. F.M. Thomas Air Conditioning shall guarantee a maximum four (4) hour response time for emergency service calls, seven (7) days a week, twenty-four (24) hours a day, including holidays. b. Labor and parts shall be billed at the rate specified on the price sheet. c. If parts are not immediately available or the work cannot be performed at that time, F.M. Thomas Air Conditioning shall do everything possible to expedite delivery and/or discuss alternatives with the Facilities Manager. d. F.M. Thomas Air Conditioning shall maintain good working relationships with equipment manufacturers, suppliers and sub -contractors needed to fulfill the contract requirements. ABOUT F.M. THOMAS AIR CONDITIONING About F.M. Thomas Air Conditioning: F.M. Thomas Air Conditioning has been in continuous business with the same owners for 45 years. We specialize in public works HVAC service, repair, and retrofit. We have staff and systems in place to handle common issues such as administrative paperwork, certified payroll, monthly billings, and technical meetings with City staff. Our technical staff regularly participates in technical training classes and is fully versed in repair and maintenance of packaged, applied/built up, and DDC controls. Our typical response time for service calls is same day or next day. We have other accounts in Orange County and can typically respond within 2-4 hours. Our call back rate for the past 10 years has been less than 1% of our total service volume. F. M. Thomas Corporate Office Location 1 231 Gemini Avenue, Brea, CA 92821 1 Phone: 714.738.1062 Coachella Valley 1 46-660 Washington Suite 1, La Quinta, CA 92253 1 Phone: 760.564.6060 Resumes of supervisors Tom Feyka - President Forty-six years of industry experience. Founding owner of F.M. Thomas Air Conditioning, Inc. President for thirty-eight years. • Education: AA degree from Los Angeles Trade Technical College, 45 class credits from business school at East Los Angeles Community college. Numerous factory technical schools. • Business Beliefs: Management — provide recognition of technical, sales and office staff. Create a learning opportunity to maintain technical leadership in our industry, encourage and direct policy to insure customer satisfaction, cost awareness, professional attitude, safety, quality workmanship and profitability. • Monitor: F.M. Thomas controller provides weekly financial performance work sheets compared to budget, bi- weekly sales/financial meetings to evaluate performance, monthly supervisor meetings to update field matters and better understand the effect of F.M. Thomas policies. • Modify: Objective adjustment(s) to F.M. Thomas budgets/goals when feedback indicates revision is necessary. Seek outside input from banker, bonding agent, CPA, insurance as reference data to move forward with changes as economy improves or declines. Larry Margie - Field Supervisor Thirty-one years in commercial HVAC as field technician, overhaul mechanic and troubleshooter. Larry has attended factory training classes from McQuay, York, Carrier and Trane equipment manufacturers. He is also qualified to work on Absorber chillers, refrigeration machines, and clean room applications. James Pelkey — Journeyman Mechanic. Twenty-five years in commercial HVAC as field technician, overhaul mechanic and troubleshooter. James is NATE certified, TAB certified (air balance), Daiken, Honeywell, Fujitsu and certified by Edison as a qualified energy services technician. He has a strong background in optimizing the energy consumption of systems through fine tuning of HVAC systems (air side and refrigeration side). Tyrone Tucker - Controls Specialist Twenty years as a Controls Specialist, expert service, design and commissioning of Niagara 4 and Johnson FX controls systems. Randy Detwiler - Field Supervisor Thirty-eight years in commercial HVAC as field technician, overhaul mechanic and troubleshooter. Randy has attended factory training classes from York, Carrier and Trane equipment manufacturers. He is also a certified Turbocor technician and Carrier CCN controls technician. Randy is responsible for project work that is installed and delivers the promises made to our clients. Donald Gonzales — Manager, Sheetmetal Estimator Twenty-two years in commercial HVAC as a sheetmetal Estimator. Don is responsible for application and estimation of design and spec work. Don is also familiar with large package units, fan coils and split systems ..._....._ F. M. Thomas Corporate Office Location 1 231 Gemini Avenue, Brea, CA 92821 1 Phone: 714.738.1062 Coachella Valley 1 46-660 Washington Suite 1, La Quinta, CA 92253 1 Phone: 760.564.6060 for any type of installation. Don has worked in hospitals, schools, police and fire departments as well as other types of commercial and industrial buildings. Michael Feyka — Business Development/Sales Manager Graduate of Tulane University with a Bachelor of Science degree in business and finance. Michael has developed and coordinated software systems for marketing & sales as well as directing the Marketing Dept. Michael interacts with clients developing quotations involving HVAC service and retrofit of older systems. Ron Outhier — Project Management Thirty-one years in the commercial HVAC industry with extensive administrative/project management of HVAC construction projects. He is also an Instructor for Sheetmetal Apprenticeships. Thank you again for consider'rg F.M. Thomas Air Conditioning for your service needs. Attached are some support documents whi fuger detail our company and abilities to service your account. Since - lr� v1 t� F M. Thomas Corporate Office Location 1 231 Gemini Avenue, Brea, CA 92821 I Phone: 714.738.1062 Coachella Valley 1 46-660 Washington Suite 1, La Quinta, CA 92253 1 Phone: 760.564.6060 EXHIBIT B Page 10 of 10 EXHIBIT J CITY OF SANTA ANA REQUEST FOR PROPOSALS 20-134 FOR FACILITY HVAC SERVICE, MAINTENANCE AND REPAIRS AT VARIOUS CITY FACILITIES RFP PROPOSAL PRICING LIST POLICE FACILITY — 60 Civic Center Plaza Provide Maintenance & Repair Services: Per Scope of Specific Services (Pages 12-18) and HVAC Equipment List (Pages 18-20) ........................................ Annual Cost $ 57,221.00 Time and Materials Only For work performed during regular business hours (Mon -Fri 7:00am to 5:00pm) Regular Technician ..................................... 140.00 /hr Journeyman Chiller Mechanic ...................... 150.00 /hr Apprentice Chiller Mechanic ....... Sheet Metal Fabricator ................ Balancing Technician ....................... Materials Markup Percentage Base price source: (MSRP, Wholesale, Dealer, Jobber) .............. P 95.00 /hr ........... 1 140.00 /hr ........... L175.00 /hr %20.00 wholesale Company Name- FM Thomas Air Conditioning, Inc. COMMENTS OR EXCEPTIONS: THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. Facilities HVAC Service, Maintenance and Repairs 20-134 Page 39 CONTRACTOR AGREEMENT CITY OF SANTA ANA THIS AGREEMENT is made and entered into this 16'h day of March, 2021 by and between South Coast Mechanical ("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"). RFCITAI N A. The City desires to retain a contractor to provide heating, ventilation, air conditioning (HVAC) repair services, including emergency call out services. B. Contractor represents that Contractor is able and willing to provide such services to the City. C. In undertaking the performance of this Agreement, Contractor represents that it is knowledgeable in its field and that any services performed by Contractor under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Contractor shall perform during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described and set forth in Exhibit A, attached hereto and incorporated by reference. 2. COMPENSATION a. City neither warrants nor guarantees any minimum or maximum compensation to Contractor under this Agreement. Contractor shall be paid only for services performed under the Agreement at the rates and charges identified in Exhibit B. Contractor is one of five Contractors selected to provide HVAC repair services. The total aggregate amount, among the five contractors, shall not exceed the shared aggregate amount of $575,000 annually during the term of this agreement, including any extension periods. b. Payment by City shall be made within 45 days (forty-five) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. Page 1 of 10 3. TERM This Agreement shall commence on April 1, 2021 for a three (3) year term with the option for the City to grant up to two (2) one (1) year renewals, exercisable by a writing by the City Manager and the City Attorney, unless terminated earlier in accordance with Section 16, below. 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 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. Page 2 of 10 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 $1,000,000 per occurrence, with $2,000,000 in the aggregate. Such insurance shall (a) name the City, its officers, employees, agents, and representatives as additional insured(s); (b) be primary and not contributory with respect to insurance or self-insurance programs maintained by the City; and (c) contain standard separation of insureds provisions. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non -owned automobiles. C. Worker's Compensation Insurance. In accordance with the provisions of Section 3700 of the Labor Code, Contractor, if Contractor has any employees, is required to be insured against liability for worker's compensation or to undertake self- insurance. Prior to commencing the performance of the work under this Agreement, Contractor agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. If Contractor is or employs a licensed professional such as an architect or engineer: Professional liability (errors and omissions) insurance, with a combined single limit of not less than $1,000,000 per claim with $2,000,000 in the aggregate. e. The following requirements apply to the insurance to be provided by Contractor pursuant to this section: i. Contractor shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. ii. Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved by the City. iii. Certificates and policies shall state that the policies shall not be canceled or reduced in coverage or changed in any other material aspect without thirty (30) days prior written notice to the City. iv. Where the amounts or coverage provided by the certificates of insurance provides coverage greater than those listed by this Agreement, the amounts provided by the certificates of insurance shall be incorporated by reference into the Agreement. V. Contractor shall supply City with a fully executed additional insured Page 3 of 10 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, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Contractor further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Contractor's services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor. 9. INTELLECTUAL PROPERTY INDEMNIFICATION Contractor shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Contractor to the City pursuant to this Agreement. 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 Page 4 of 10 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 interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 13. DISCRIMINATION Contractor shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities. Contractor affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 14. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Contractor, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Contractor. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in Page 5 of 10 addition to, the terms and conditions hereof, shall not bind or obligate Contractor or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein. 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 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. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Contractor shall be entitled to receive and the City shall pay Contractor compensation for all services performed by Contractor prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Contractor to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Contractor consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 17. 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. 18. 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 6 of 10 19. 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. 20. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and 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. 21. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: 714- 647-6956 With courtesy copies to: Nabil Saba Executive Director, Public Works Agency City of Santa Ana 20 Civic Center Plaza (M-21) P.O. Box 1988 Santa Ana, California 92702 Fax: 714- 647-5635 Page 7 of 10 To Contractor: South Coast Mechanical Attn: Gabe Ordaz, Account Executive 800 E. Orangethorpe Ave Anaheim, CA 92801 A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 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 Jose Montoya Deputy City Attorney RECOMMENDED FOR APPROVAL: Nabil Saba Executive Director Public Works Agency CITY OF SANTA ANA Kristine Ridge City Manager CONTRACTOR: Gao Ordaz Account Executive Page 8 of 10 EXHIBIT A EXHIBIT A CITY OF SANTA ANA REQUEST FOR PROPOSALS 20-134 FOR FACILITY HVAC SERVICE, MAINTENANCE AND REPAIRS AT VARIOUS CITY FACILITIES SCOPE OF SERVICES & SPECIFICATIONS General Information The Contractor shall retain professional personnel who have successfully and competently provided municipal facility HVAC repair services on projects of similar scope and complexity. It shall be the Contractor's responsibility to provide as required by the City a competitive hourly rate for repairs and service of all aspects of HVAC systems in City defined facilities. All requested HVAC repairs / service shall be provided in accordance with the highest standards of the industry, skill, workmanship, applicable trade practices, meet warranties and in conformance to all applicable laws, codes and regulations. The successful Proposer's maintenance and repairs program for the Police Department Headquarters, and repairs as needed program for all facilities shall, at a minimum, include but not be limited to the specifications outlined herein. Services to be Provided It is the Proposer's responsibility to provide service proposals as required of HVAC trades, central plant chiller systems, air handlers, and automation systems as needed, and all requested services are to be compliant with all Federal, State, CARE, AQMD, OSHA and all other applicable regulatory requirements. Pricing Tabulation Sheets Prices as stated on the RFP 20-134 Pricing Sheet (Page 39) shall be for HVAC maintenance at the Police Department Headquarters only, and for repairs as needed at all facilities. HVAC Repair Staffin The Contractor shall provide staffing levels sufficient to provide a high level of customer service, program support, HVAC maintenance and repair at designated City facilities as required: Staffing should include staff certified and proficient in the complete maintenance and repair of Centrifugal Chiller systems, air handlers, pneumatic and DDC systems, walk in refrigerators and freezers, and a variety of package HVAC units. Additionally, service levels shall provide the capacity to respond expeditiously to situations involving the health and safety of employees and/or the public; comfort and operational capability of any public meeting space. Routine repairs, service requests or other non -urgent tasks shall be completed by journey level staff. The journey -level worker(s) shall be proficient in the following trades: • All mechanical, electronic and pneumatic aspects of chilled water systems • Centrifugal chiller systems • VFD drives • Air handling systems • The interface and control of HVAC control systems • Walk in refrigerators / freezers / evidence freezers Billable Work All requested work shall be considered billable hours and will require that a competitive estimate for that proposed work be provided to the City Representative for consideration and approval prior to work being completed. Security Background Check of Personnel Contractor is required t o provide security checks for all personnel assigned to work under this contract. Security checks will be coordinated through Santa Ana Police Department. Additional checks will be required for all new employees during the lifetime of the contract and all expenses shall be borne exclusively by the contractor. The City reserves the right to approve/refuse any prospective employees of the contractor as a result of the background check. The following information must be provided to the City Representative no less than 30 days prior to any employee's start of work: a. Full Legal Name b. Social Security Number c. California Driver's License or ID Number d. Birth Date e. Current Valid Address Damages The Contractor will be responsible for all damages to the facility or contents caused by Contractor, their staff, or by subcontractors during the performance of this contract. Tools & E ui ment The contractor shall furnish and maintain all equipment necessary for properly service HVAC systems in City buildings. The City of Santa Ana reserves the right to inspect equipment to be used to perform services under this contract. Failure to provide regulatory compliant equipment for carrying out all requirements of this contract may be grounds for termination of the contract. Emergency Call Out Service It is highly desirable that the awarded Contractor provide 24-hour emergency service as needed in all aspects of HVAC emergency repair for Santa Ana Police Department and various other facilities, as included in this specification. Hours shall be Monday through Friday 5:00pm to 6:00am and 24-hours each day on weekends and holidays. Contractor shall have working personnel on -site within 1 hour of the call -out, or respond by telephone to the City Representative within 1/2 hour if the problem is correctable through the use of a computer/modem to alleviate the source of complaint. HEATING -VENTILATION -AIR CONDITIONING_(HVAC] SERVICE, REPAIR, MAINTENANCE AND MONITORING AS REQUIRED Contractor may be required to respond to indoor temperature complaints and provide expeditious correction and record complaints and corrections at all City facilities. Contractor shall be proficient in HVAC control systems. Contractor may be required to inspect all HVAC systems at least twice each year, with seasonal start- up and run inspections performed and documented. Contractor may be required to provide oversight and documentation of Seasonal Preventative Maintenance of chillers and boilers at the Police Headquarters Facility only; with service to be provided by Proposer. Contractor may be requested to perform the following services: • For cooling towers - may be required to disassemble screens and access panels for inspection, inspect the tower fill, support structure, sump and spray nozzles, fill valve, gear box, drive coupling, fan blades, and motor bearings, clean starter and cabinet, inspect wiring, check motor starter contacts for wear and proper operation, megger test the motor and log readings, and check the condition of the contactor; and log observations. 0 For pumps - may be required to lubricate bearings, inspect couplings, check for leaks, and investigate unusual noises. • Contractor may be required to perform air -handling unit maintenance and repair which includes but is not limited to; all services recommended by manufacturer. Additional Contractor Requirements • Contractor shall show evidence of presently serving other municipal customers. • Contractor shall hold current C10 and C20 licenses. • Contractor shall provide HVAC employees that; possess a State of California Joint Journeyman Apprentice Training Center Certification; Automation Specialists that are continually factory trained on Automation System, and must be able to provide monthly operator coaching of select personnel, certified in servicing Centrifugal Chillers and Allen Bradley, ABB Drives. • Contractor shall provide the City with full-time journeyman -level mechanical personnel and factory -trained automation specialists. • Service specialists and technicians shall normally be dispatched from a local headquarters or branch within a 20-mile radius from the City Boundary line of the City of Santa Ana as defined in the most current Thomas Guide Map. • Contractor may be required to provide HVAC data protection and recovery services, control loop tuning for the City's automation system. • Contractor shall provide emergency access 24 hours a day, 7 days a week. For Johnson Controls contractor must be available by phone during normal business hours for consultation and emergency assistance. • Contractor shall supply their staff with their agency uniform and photo identification tags that will be worn at all times. Uniforms shall display the Contractor logo, and employee first or last name shall be clearly visible. • Contractor shall provide MSDS sheets to City in a complete "Right to Know" binder for all products used in City facilities. City will determine location of "Right to Know" books. SPECIFIC SERVICES — ALL Periodic Maintenance A01 lies to Police Headquarters Facilit Only Maintenance as Requested Proposer may be required to perform preventive maintenance in accordance with a program of standard routines as determined by your experience, equipment application, and equipment operating hours that are recommended by each equipment manufacturer and location. This service is designed to optimize the reliability and efficiency of the equipment, extend the useful life of the City's equipment, and provide proactive indications of excessive wear and damage to HVAC systems before a catastrophic failure occurs during the next operating season. Proposer will also provide recommendations for additional service(s) that will better enhance equipment performance. Air Cooled Condenser Coil Cleaning The proposer may be required to p r o v i d e t h i s s e r v i c e t o improve airflow across condenser coils, improve heat transfer and extend the life of the compressors. Coil cleaning consists of cleaning the outside surface of the condensing unit coils to remove any airborne particles, dirt build-up by using a brush, high pressure air, chemical with low pressure wash or chemical with high pressure wash based on the condition of outside environment and coil accessibility. Evaporator Coil Cleaning Proposer may be required to clean air handling unitevaporator coils so as to improve air circulation in the air distribution system, and reduce dust and dirt that is in the system. Coils will be cleaned at a time that is mutually agreeable between the proposer and the City Representative. Coil cleaning consists of cleaning the surface of the evaporator coil to remove dust and dirt particles that have collected on the evaporator coil. Coils will be cleaned using a vacuum cleaner and/or other devices that facilitate the proper cleaning of the coil. Refrigerant Oil Analysis as Required Proposer may be required to perform Spectro-Chemical Refrigerant O it Analysis and trend oil condition that identifies contaminants and possible system malfunctions caused by wear of moving parts, such as bearings and shafts. This predictive wear analysis provides early identification of problems prior to them becoming unplanned and costly. Based on the oil analysis results, proposer will recommend when oil changes are needed, and may make other recommendations regarding the operation and maintenance of your chiller plant. This service reduces the amount of waste oil generated. Cooling Tower Drain & Refill as Required Proposer may be required to remove the condenser water from HVAC systems after the cooling season to prevent possible damage and expensive repairs caused by water freezing during winter months, and refill the system prior to spring start-up. The equipment included under this service is itemized in the HVAC Equipment List, Operating Inspection as Required Proposer may be required to provide this service to assure that mechanical equipment continues to operate efficiently with minimal operating disruptions during the operating season. Proposer may be required to provide routine operating inspection(s) to check system performance in accordance with a program of standard routines as determined by our experience, the equipment manufacturer's published recommendations, equipment application, and location. This service will focus on equipment operation, fluid levels, operating and safety controls, and safe equipment operation. Operating Inspection — Heating as Required The proposer may be required to provide this service to assure mechanical equipment continues to operate efficiently, safely and with minimal operating disruptions during the operating season. The City Representative will provide routine operating inspection(s) to check system performance in accordance with a program of standard routines as determined by our experience, the equipment manufacturer's published recommendations, equipment application, and location. This service will focus on equipment operation, fluid levels, operating and safety controls, and safe equipment operation. Operating Inspection — Cooling as Required This service may be required to assure mechanical equipment continues to operate efficiently, safely and with have minimal operating disruptions during the operating season. Proposerwill provide routine operating inspection(s) to check system performance in accordance with a program of standard routines as recommended by the equipment manufacturer's published recommendations, equipment application, and location. This service will focus on equipment operation, fluid levels, operating and safety controls, and safe equipment operation. Equipment Tasking as Required The following tasks may be requested on an as needed basis. These tasks are designed to maintain the equipment in an optimum operating condition so that the equipment will operate reliably and efficiently. Reciprocating Compressors: 1. Perform annual Spectro-Chemical oil analysis test. 2. Preventive maintenance shall be performed as required. 3. Lock -out and Tag -out equipment as required. 4. Check all electrical wiring and connections and tighten as required. 5. Check starter contactor surfaces for wear as required. 6. Visually leak check compressor and associated refrigerant piping as required. 7. Clean exterior of compressor as required. 8. Check operation of crankcase heater as required. 9. Meg -ohm motor from starter and record as required. 10. Check and calibrate all safety and cut-out devices as required. 11. Check and adjust compressor capacity controls as required. 12. Check, calibrate and adjust all operational controls as required. Exhaust Fans: 1. Preventative Maintenance as required. 2. Lock -out and Tag -out equipment as required. 3. Check all electrical wiring and connections and tighten as required. 4. Check all motor starter contactor surfaces for wear as required. 5. Clean starter and electrical control enclosures as required. 6. Lubricate motor bearings and fan bearings as required. 7. Check exhaust fan belts for wear, replace as required. 8. Check belt tension and sheave alignment and adjust as required. 9. Inspect exhaust fan unit assembly as required. 10. Check all mounting hardware and tighten as required. Pneumatic Air Compressor: 1. Inspect unit, check for rust spots, oil leaks & general condition of unit as required. 2. Drain tank, check auto drain as required. 3. Check belt, adjust tension & sheave alignments, and replace belt as required. 4. Meg -ohm and record, as required. 5. Check starter wiring & contacts as required. 6. Check motor amperage & voltage as required. 7. Check intake air filter, replace as required. Air Handlers: 1. Provide four (4) quarterly inspections and maintenance for (21) Air Handlers. 2. Preventive maintenance as required. 3. Lock -out and Tag -out equipment as required. 4. Check starter contacts for excessive wear as needed. 5. Tighten all starter wire connections as required. 6. Check belts, adjust or replace as needed. 7. Check pulley sheave alignment, adjust as required. 8. Meg -Ohm motor and record annually. 9. Check fan motor(s) amps. 9. Clean and lubricate unit motor bearings and fan bearings. 10. Check operation of economy dampers. 11. Lubricate all dampers and linkages as necessary. 12. Check operation of static vane (if applicable) 13. Visually check all coils for leaks (Annually) 14. Check and record all coil delta T (Annually) 15. Inspect all mounting hardware, tighten as needed. Multi -zone Air Handlers: 911 Dispatch Area 1. Provide annual Preventive Maintenance Inspection on two (2) York Air Handlers. 2. Preventive maintenance as required. 3. Lock -out and Tag -out equipment as required. 4. Check fan motor amps as required. 5. Clean and lubricate components as required. 6. Check operation of economy dampers as required. 7. Check operation of static vane or dampers as required. 8. Check operation of zone dampers as required. 9. Check and adjust operating and safety controls as required. Package Chiller: 1. Lock -out and Tag -out equipment as required. 2. Check condenser / Barrel tubes as required. 3. Check Chiller barrel tube as required. 4. Check and record unit amp draw as required. 5. Check unit Voltage and Record as required. 6. Check unit pressures and record as required. Chiller with Reciprocating Compressors: 1. Provide annual vibration analysis for two (2) York Chillers. 2. Provide annual leak test for two (2) York Chillers. 3. Provide four (4) quarterly inspections and maintenance for two (2) York Chillers. 4. Provide chiller controls coolant for two (2) York Chillers 3. Visually inspect equipment condition and operation as required. 4. Check for unusual vibration, noise, excessive temperatures & refrigerant leaks as required. 5. Check unit voltage and record as required. 6. Check unit operate and records as required. 7. Check unit operating hours and record as required. 8. Check condenser pressure and record as required. 9. Check evaporator pressure and record as required. 10. Check oil sump sight glass as required. 11. Record chilled water inlet temperature. 12. Record chilled water outlet temperature as required. 13. Check condenser water inlet as required. 14. Check condenser water outlet temperature as required. 15. Check compressor starter contacts for abnormal wear as required. Variable Frequency Drive: 1. Check unit operation quarterly as required. 2. Check fault history report as required. 3. Check operation of manual bypass as required. 4. Verify drive signal increase and decrease as required. 5. Check and tighten all electrical connections as required. 6. Check starter contacts for wear as required. Computer Room Air Conditioning Units: 1. Check all electrical wiring and connection as required. 2. Check and replace filters as required. 3. Check all electrical wiring and connections; tighten as required. 4. Check starter contactor surfaces for wear as required. 5. Check compressor amps and record as required. 6. Check sight glass for moisture level as required. 7. Check operation of crankcase heater as required. 8. Lubricate condenser fan motor and fan bearings as required. 9. Check condition of condenser coil, clean as required. 10. Check belts for wear, replace as required. 11. Check and adjust compressor capacity controls as required. 12. Lubricate indoor fan motor and bearings as required. 13. Check humidifier for proper operation as required. Boilers: 1. Provide annual Preventive Maintenance Inspection on two (2) Bryan Boilers. 2. Provide annual Preventive Maintenance Inspection on four (4) Hot Water Boilers. 3. Check boilers for proper operation as required. 4. Check and use boiler viewport to check main burner flame as required. 5. Turn off and secure boiler as required. 6. Check boilers for any unusual noise or vibration as required. 7. Inspect gaskets for any signs of leaks as required. 8. Examine the venting system as required. 9. Remove and/or inspect gas pilot assembly, reinstall in accordance according to factory specifications and tolerances. 10. Check boiler circulating pumps for proper operation and lubricate as required. 11. Check flame safeguard control for pilot and main flame ignition as required. 12. Check operation of blower motor and circuitry as required. 13. Check operation of gas valves and vents as required. 14. Inspect and tighten all electrical connections as required 15. Check and adjust all boiler limit pressure controls and running interlocks as required. 16. Check operation and adjust low water controls as required. 17. Check burner, pilot and main flame ignition as required. 18. Check and oil combustion air fan as required. 19. Check expansion tank and site glass as required 20. Check and record all entering and leaving water temperatures and pressures as required. 21. The equipment room shall be left in the same clean condition as existed prior to start of the work. 22. Refer to equipment O&M manual for any maintenance clarifications. Cooling Tower: 1. Provide four (4) quarterly inspections and maintenance. 2. Preventive maintenance as required. 3. Lock -out and Tag -out equipment as required. 4. Check starter contacts for excessive wear as needed. 5. Tighten all starter wire connections. 6. Check gear reducer and couplings. 7. Meg -Ohm motor and VFD's. 8. Check fan balance and motor(s) amps. 9. Clean and lubricate unit motor bearings and fan blades. 10. Check operation of media and flow. 11. Lubricate all dampers and linkages as necessary. Chilled Water Pumps: 1. Check pump and motor operation. 2. Check fault history report as required. 3. Check and operate bypass valves. 4. Checks and verify strainers for optimum flow. 5. Check and tighten all electrical connections as required. 6. Check starter contacts for wear as required. 7. Check and record motor amp. 8. Lube and grease motor bearings as needed. Johnson Controls: 1. Inspect and repair NCU 1 to NCU 12 for optimum operations. 2. Inspect and repair as needed 21 air handler controls and 46 VFD. 3. Inspect all damper motors controls and set points. 4. Provide JCI parts as needed. 5. Check and calibrate all safety and cut-out devices as required. 6. Check and adjust programming as required. 7. Inspect Energy Management System (EMS) data base and adjust as needed. Shooting Range: 1. Perform annual air balancing per requirements. 2. Perform inspection and maintenance as required. 3. Lock -out and Tag -out equipment as required. 4. Check fan motor amps as required. 5. Clean and lubricate components as required. 6. Check operation of economy dampers as required. 7. Check operation of static vane or dampers as required. 8. Check operation of zone dampers as required. 9. Check and adjust operating and safety controls as required. Freezers and/or Refrigerators: 1. Check all operation, electrical, condensers, evaporators and refrigeration. 2. Check starter contactor surfaces for wear as required. 3. Check compressor amps and record as required. 4. Check sight glass for moisture level as required. 5. Check operation of crankcase heater as required. 6. Lubricate condenser fan motor and fan bearings as required. 7. Check condition of condenser coils, clean as required. 8. Check belts for wear, replace as required. 9. Check and adjust compressor capacity controls as required. 10. Lubricate indoor fan motor and bearings as required. HVAC SERVICES — Pneumatic Applies to Police Headquarters Facility Only Preventive Maintenance as Required Proposer may be required to provide preventative maintenance on Pneumatic Air Compressors that responds to changes in mechanical component performance, building use, and climatic conditions. Service shall be in accordance with a program of standards as recommended by equipment manufacturers' recommendations. HVAC SERVICES - Water Treatment Applies to Police Headquarters Facility Only Water Treatment Services as Required Proposer may be required to provide Industrial water treatment to identify four main problem areas: scaling, corrosion, microbiological activity and disposal of residual wastewater. Water treatment services will extend equipment life, provide operational efficiency, minimize downtime and control water born disease such as Legionnaires' disease. HVAC SERVICES - Infrared Service Applies to Police Headquarters Facility Only Infrared Electric Panel Inspection as Required The infrared inspection may be requested as it is an important form of non-destructive testing that has become an indispensable predictive maintenance tool for electrical service panels. It shall be performed with a portable infrared imaging system; equipment that detects infrared energy (heat) emitted from an object and displays it as a dynamic thermal image. Using the IEEE/ANSI Standard, this inspection aids in the evaluation of component temperatures. Proposer may be required to perform a biennial Infrared scan of main electrical panels. A detailed report will be provided upon completion of onsite scan. ENERGY SERVICES Applies to Police Headquarters Facility Only Energy Optimization Services As Required Proposer may be required to perform a benchmark analysis that compares a building's energy performance against industry -recognized benchmarks and provides facility owners and operators with an objective assessment of facility performance and a valuable starting point to identify and quantify the value of energy conservation efforts. Through the Benchmark Report, Proposer will create an energy baseline and obtain, if applicable, an ENERGY STAR Performance Rating utilizing Energy Star Portfolio Manager to generate a Statement of Energy Performance. This rating compares our building's performance against buildings of similar type and operating characteristics in similar climate zones. This report will provide key data points in addition to an ENERGY STAR Performance Rating including Energy Usage Intensity (EUI), Energy Cost Intensity (ECI), and the facility's Greenhouse Gas Emissions. In addition, Proposer may be required to conduct a detailed analysis of facility interval meter data, when available from site metering and/or the utility provider. This enables us to gain further insight into facility performance, and provide a snapshot report to help understand performance and pinpoint areas for operational efficiency. Based on current energy consumption and prices, Proposer energy analysis will suggest potential improvement measures and quantify the impact on energy usage, cost savings and GHG reductions. Technology and Energy Audits Applies to Police Headquarters Facility Only Proposer may be required to review designated HVAC systems, evaluating the current use of our HVAC Systems and what may have been changed or been modified in our daily facility operation that impacts the effectiveness of the system. Proposer may review applicable building control technologies, suggest possible new strategies or technologies that could be implemented to enhance our current system, and consider what changes, enhancements and/or upgrades should be made to facilitate our future plans. In addition, recommendations should be made about adding and/or modifying applications, sensors, points panels and/or software where needed to improve building operation and performance. Proposer may interface with the local utility provider to determine possible incentives and rebates. Once the review is completed, a written report of the findings and recommendations may be requested. HVAC EQUIPMENT LIST POLICE DEPARTMENT HEADQUARTERS (Maintenance & Repairs for this facility] 60 Civic Center Plaza Air handlers: 21 Gravity Roof Vents: 15 Small recirculating pumps: 16 Chillers: 2 reducer York Model YTHIJ3E2CRG Building Boilers: 2 Exhaust fans: 52 Large water pumps: 24 Cooling towers: 2 Marley Twin w/20HP Motor & gear Water booster system pumps: 3 A/C units: 8 Bryan Model RV450-W-FDG-WXL 3,600,000 MGH (1995) Water heater boilers: 4 (Evidence) 2 - Model 1250 N 600 ATP-PVI 1,000,000 BTU/HR 2 - Model 1500 N 1500 ATP-PVI 1,200,000 BTU/HR IT Server Room - Air Conditioning Units 1 — Liebert - Model VEZ45A-AAM Ser: 307193-001 Kitchen) 1 — Liebert — Model CDF308LA Remote Condenser Ser: 94009100 2 — DataAire — Model DTWV-0532 A/C Units 911 Dispatch Center 1 — York Air Handler Model D2CE240E03646ECC with two (2) compressors and heating Large Walk-in Freezers: 6 3 - Model LAHA-032E-TAD-100 3 - Kolpak AE66280B (Jail Kitchen) Large Refrigerators: 4 1 - Model K55HIJZF (Evidence) 3 - Kolpak Cold Zone (Jail Variable Frequency Drives: 46 NOTE: York Rotary Chiller YSCBCAS1-CHA was decommissioned and does not require any attention. Repairs as needed — for these facilities - Time & Materials Only CITY HALL 20 Civic Center Plaza Air Handler #11 — 8th Floor Air Handler #10 — 7th Floor Air Handler #09 — 6th Floor Air Handler #08 — 5th Floor Air Handler #07 — 4th Floor Air Handler #06 — 3rd Floor Air Handler #04 — 2nd Floor Air Handler#01 — 1st Floor Air Handler #02 — 1 st Floor Mezzanine Air Handler #05 — Council Chambers Air Handlers — Basement Data Rooms 1 & 2 Chilled Water Pump #1 Chilled Water Pump #2 ROSS ANNEX Trane box car units: 3 Ajax Boiler: 1 Split Systems: 4 CENTRAL LIBRARY 26 Civic Center Plaza Air Handler #01 —Basement Air Handler #02 — Basement Air Handler #03 — 1st Floor Children's Area Basement exhaust Cond #1 Cond #2 Fluid cooler for Liebert Exhaust unit Chiller - AVM Condenser Restroom exhaust Fluid cooler for Data Center Exhaust Air Compressor #1 Air Compressor #2 Hot Water Pump Flash Tank Roof Exhaust Units (3) Hot Water Pump: 1 Exhaust Fan Chilled Water Pump - basement Hot Water Pump - basement Rooftop exhaust units CORPORATION YARD - ADMIN 220 Daisy St. 50-Ton Rooftop HVAC: 1 RAPAC Boiler: 1 5-Ton Rooftop HVAC: 2 Return Fan Hot Water Pumps: 2 Split Systems: 6 FLEET OPERATIONS 215 Center St. 10-Ton Ice Bear: 1 Supply Fans: 4 Exhaust Fans 3-Ton Package Units: 3 STORES WAREHOUSE 10-Ton Package Units: 2 Exhaust Fans: 4 NEWHOPE LIBRARY 122 Newhope Street 30-Ton Carrier Package Unit: 1 Split System MCFADDEN LEARNING CENTER 2627 W. McFadden Ave. 15-Ton Trane Package Units: 2 Split System SANTA ANITA CENTER 300 S. Figueroa St. 3-Ton Carrier Package Unit: 1 Split System SANTA ANA SENIOR CENTER 424 W. Third St. 35-Ton Package Unit: 1 Roof Top Unit SOUTHWEST SENIOR CENTER 2201 W. McFadden Ave. 4-Ton Package Units: 6 Split System CORBIN CENTER 2215 W. McFadden Ave. 2-Ton Package Units: 5 5-Ton Package Units: 2 Split System JEROME CENTER 726 S. Center St. 4-Ton Package Units: 5 Split System EL SALVADOR CENTER 1825 W. Civic Center Dr. 3-Ton Package Units: 7 4-Ton Package Units: 2 1-Ton Package Unit: 1 Split System SANTA ANA REGIONAL TRANSPORTATION CENTER 1000 W. Santa Ana Blvd. 157-Ton Chiller Unit: 1 Chiller Air Handlers: 57 GRAND CENTRAL ART CENTER 125 N. Broadway 100-Ton Chiller Unit: 1 Chiller Air Handlers: 55 S�uotah Mechanical COVER LETTER City of Santa Ana Subject: (20-134) Police Facility — 60 Civic Center Plaza Dear Gabriela, South Coast Mechanical 2283 E. Via Burton Anaheim, California 92806 Main 877 738-66441 Fax 714 782-9641 Contractor's License No. 857144 www scfacilityservkes.com This letter is in response to the above referenced bid# number 20-134 is to state that South Coast Mechanical, Inc. clearly and absolutely meets and or exceeds the qualifications and Experience to perform the HVAC equipment replacement. South Coast Mechanical is completely committed to providing our customers with a quality job Installed on time. All our technicians are union certified Journeyman and Apprentices who undergo the most rigorous training during their careers and have continuing industry education to keep up with the latest advances and technologies. In fact, most of the Managers and Supervisors at South Coast Mechanical have the same union background and training and have previously worked for major manufacturers such as Carrier and JCl/York etc. As a member of the MCAA and MSCA and a customer of the manufacturers, we also enjoy a good relationship with all the major manufacturer's distributors and local factory support teams should we need it. We also currently are a qualified contractor and have performed projects for the City of Los Angeles Recreation and Parks, LALISD, Space X, as well as other major health care and pharmaceutical companies. Everyone here at South Coast Mechanical from our shipping department to our field startup personnel are committed to Delivering jobs on time. Because we are a service company first, we must be committed to taking care of our customers need in a timely manner when asked to jump we say how high with no exception. Many of our staff have over 30 years' experience working in the HVAC industry and have a total and complete commitment to customer service and satisfaction. Thank you for the opportunity. Sincerely, Joe Bucci Gabe Ordaz Account Executives South Coast Mechanical IPSCFS Implementation Plan SUBJECT: City of Santa Ana Police Department This narrative in response to the above reference to state that South Coast Mechanical, Inc. clearly and absolutely meets and or exceeds the qualifications and Experience to perform the HVAC needs of the City of Santa Ana's Police Dept. Upon awarding SCFS the contract to perform a full comprehensive service maintenance program and service repairs for the Police department @ 6o Civic Center Plaza, we will be pleased to conduct the following: Upon Protect Award - Meet with lead personnel, of the City of Santa Ana Police Dept., and review all equipment to be serviced. - Attend all Training sessions if required. - Learn the organization's systems - Learn and review procedures - Introduce our Primary and Secondary account technicians - Introduce SCFS account managers and client advocates. - Finally, Exchange names and information of all interested parties and personnel. Plan - Set goals for Service and Maintenance - Meet with Maintenance supervisor to download and gather feedback from operations - Build relationships with colleagues - Review and Identify potential issues with processes and procedures. - Continue to obtain feedback and implement new strategies. - Perform at an optimum level and address any strategic initiatives. Page 1 South Coast Facility Services 800 E Orangethorpe Ave, Anaheim, CA 92806 (714) 782-9640 1 www.scfacilityservices.com 56CFS Implementation Plan STAFFING TEAM SERVICE — Simon Cote (Service Manager) Amy Okamura (OC Dispatcher) Lizzie Ayala (LA Dispatcher) Miguel Santos (LA Foreman) Todd Oliver (OC/SD Foreman) Gabe Ordaz and Joe Bucci (Your Client Advocates) RESPONSE PROCESS - Depending on the level of urgency we adapt and customize our response to your needs. - We proactively communicate clear expectations for each status and prioritize each level to insure we are meeting your facilities expectations Example Priorities -- RM/PM — Normal — Essential — Urgent DISPATCH AND RESPONSE - Answer incoming calls 24/7 dispatch line - Discuss issue at hand, determine if same day service is needed and if overtime is approved (if needed) - Determine the type of equipment, what area is served, obtain on site contact name, phone number for technicians, and contact technician to arrange service DISPATCH CONSIDERATIONS - All our technicians are supplied with a fully stocked work vehicle that they take home, so that calls can be addressed immediately without coming into the central office - We offer 24/7 emergency dispatch service with a turnaround time of 2-4 hours - Our sophisticated fleet tracking allows dispatch of closest technician along with miles traveled and travel time AVAILABLE TECHNICIANS - South Coast has 24 technicians within Orange, Inland Empire, and San Diego counties available to take 24/7 service calls and perform regularly scheduled maintenance. - This includes 2 Foreman (15 + years' experience and leadership); Centrifugal journeyman, Journeyman, and Apprentices as well as Controls specialists. Page 2 South Coast Facility Services 800 E Ora ngethorpe Ave, Ana helm, CA 92806 (714) 782-9640 1 www.scfacilityservices.com 0 SCFS 511 Me&wIW . 8ectrw. Plumbing STAFFING TEAM SERVICE • Amyolanara Ayala OC Dim u Ob Rana Banwlos Ammunt HwuWt5"hanle FM ServImAdmin a l M Caordiflator Simon Coto santaa Samoa Maeasv I A Feraman Tedd Osrae AndraaA6ad cc Faranan Gains csa.dh — 4 Aoeoantt PWAk L,aaaatb Caraaoaa Svwara Gri1Rn J P CFO 6ridVe Dias Aewerntr . IheeMa6la I L u"Tuwd l— ACCOUNTING Gala OrMas ClIsMAdweatt Gabe Ordaz (Primary Contact) - 30 years Trained and Certified Journeyman #250 union tech - 2 Years iient Advocate and Project Manage ...................... ................. ......... C 714.248.1958 Joe Bucci (Back up Contact) - 35 years Trained and Certified Journeyman #250 union tech - 5 years lient Advocate and Project Managei................... ............................. C 714.318.6123 Simon Cote - 26 years Trained and Certified Journeyman #250 union tech - 16 years Teaching Instructor with #250 program - 5 years Service Manager ....................... ........... ............................................. P 714.782.4690 C 714.720.5610 John Shirley (Primary tech) - 20 years Trained and Certified Centrifugal Journeyman Chiller #250 union tech. - 5 years Chiller Foreman ... ............................... ....................................... ......... C 714.944.8916 Dave Guillen (Secondary tech) - 30 years Trained and Certified Centrifugal Journeyman Chiller #250 union tech. - 2 years Chiller Foreman ... ............. ................................................................0 714.502.4953 Todd Oliver (OC Field Supervisor) - 20 years Trained and Certified Journeyman #250 union tech. - 4 years OC/IE Supervisor ... .............................................. ............... .............. C 714.720.8787 South Coast Facility Services 800 E Orangethorpe Ave, Anaheim, CA 92806 (714) 782-9640 1 www.sc(acilityservices.com EXHIBIT B Page 10 of 10 EXHIBIT J CITY OF SANTA ANA REQUEST FOR PROPOSALS 20-134 FOR FACILITY HVAC SERVICE, MAINTENANCE AND REPAIRS AT VARIOUS CITY FACILITIES RFP PROPOSAL PRICING LIST POLICE FACILITY - 60 Civic Center Plaza Provide Maintenance & Repair Services: Per Scope of Specific Services (Pages 12-18) and HVAC Equipment List (Pages 1820 )........................................ Annual Cost � Time and Materials Only For work performed during regular business hours (Mon -Fri 7:00am to 5:00pm) Regular Technician......................................44� Journeyman Chiller Mechanic ...................... /hr Apprentice Chiller Mechanic ................... ' /hr Sheet Metal Fabricator ....................... M /hr Balancing Technician .................................. $ ) Ljp-:Q /hr Materials Markup Percentage o/,`�� Base price source: (MSRP, Wholesale, Dealer, Jobber) C� Company Name: - sxt& Gvzt COMMENTS OR EXCEPTIONS: THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. Facilities HVAC Service, Maintenance and Repairs 20-134 Page 39