HomeMy WebLinkAbout23A - PROJ - MAIN LIBRARY ELEVATORREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
NOVEMBER 4, 2013
TITLE:
CONTRACT AWARD FOR SANTA ANA
MAIN LIBRARY ELEVATOR
MODERNIZATION
(PROJECT NO. 12 -7539)
CLERK OF COUNCIL USE ONLY:
APPROVED
❑
As Recommended
❑
As Amended
❑
Ordinance on 1" Reading
❑
Ordinance on 2nd Reading
❑
Implementing Resolution
❑
Set Public Hearing For
CONTINUED TO
FILE NUMBER
CITY MANAGE
RECOMMENDED ACTION
1. Award a contract to 5Star Elevator Service, Inc., in the amount of $73,216 for the
modernization of the elevator at the Main Library.
2. Approve the Cost Analysis, as shown in Exhibit 1, for a total estimated project delivery cost of
$87,665.
DISCUSSION
The recommended actions will allow modernization of the elevator which is necessary to improve
its reliability, minimize shutdowns, ensure the safety of the building tenants, reduce the risk of
injury to passengers, and increase tenant satisfaction. The City of Santa Ana Main Library was
constructed in 1959. Only on one occasion have improvements been made to the library's
elevator and its system.
A Request for Proposals (RFP) was posted on the City website August 27, 2013. Four proposals
were received on September 16, 2013, and were evaluated by the Public Works Agency and the
Building Maintenance Division of the Finance & Management Services Agency.
Proposal evaluations took into account company qualifications, project cost, time for completion,
and responsiveness to the RFP. One proposal was determined to be nonresponsive. The results
of the proposal evaluation are as follows:
RANK COMPANY COST SCORE
1 5Star Elevator Service, Inc. $73,216 95
2 Excelsior Elevator Corporation $75,800 90
3 Amtech Elevator Services, Inc. $106,175 83
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Contract Award for Library Elevator
November 4, 2013
Page 2
The Engineer's Estimate for the project is $70,000. Based on the ratings and costs, staff
recommends that 5Star Elevator Service, Inc., be retained to modernize the elevator at the Main
Library.
ENVIRONMENTAL IMPACT
In accordance with the California Environmental Quality Act, the recommended actions are exempt
from further review. Environmental Review No. ER- 2013 -92 has been completed and a Notice of
Exemption was filed for this project. In addition, a Certification of Categorical Exemption and a
Statutory Worksheet have been prepared in accordance with the National Environmental Policy
Act.
FISCAL IMPACT
The Cost Analysis for this project shows a total estimated delivery cost of $87,665, which includes
construction administration, inspection, and contingencies. Funding is available in the Community
Development Block Grant Fund {Account 13518783 - 66220 }.
Edwin "Willis " Galvez, P.E.
Interim Executive Director
Public Works Agency
Gerardo Mouet
Executive Director
Parks, Recreation/
Community Services Agency
Community Development Agency
EWG /SF
Exhibits: 1. Cost Analysis
2. Project Location Map
APPROVED AS TO FUNDS AND ACCOUNTS:
Francisco Gutierrez
Executive Director
Finance & Management Services Agency
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COST ANALYSIS
PROJECT 12 -7539
SANTA ANA MAIN LIBRARY ELEVATOR MODERNIZATION
Construction Contract
Contract Administration
Inspections
Contingencies
TOTAL PROJECT DELIVERY COST
EXHIBIT 1
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$73,216
$2,474
$4,654
$7,321
$87,665
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DESIGN -BUILD CONTRACTOR SERVICES
SANTA ANA MAIN LIBRARY
ELEVATOR MODERNIZATION
THIS AGREEMENT, made and entered into this 4`" day of November, 2013, by and
between 5 STAR ELEVATOR SERVICE, INC., a California corporation (hereinafter
"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 (hereinafter "City ").
RECITALS
1. The City desires to retain a Contractor having special skill and knowledge required to
design and build improvements to modernize the elevator at the Santa Ana Main
Library.
2. Contractor represents that Contractor is able and willing to provide such services to the
City and is licensed by the State of California to provide general contractor services.
3. In undertaking the performance of this Agreement, Contractor represents that it is
knowledgeable in its field and that any services performed by Contractor under this
Agreement will be performed in compliance with such standards as may reasonably be
expected from a professional contracting firm.
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:
SCOPE OF WORK
a. Contractor shall provide professional and technical engineering services required to
design and prepare construction drawings, time schedule and cost estimates for the
modernization of the existing hydraulic elevator at the Santa Ana Main Library
(hereinafter "Project "). Contractor shall provide project management, construction
management, skilled labor, equipment, supplies and materials required to construct
the Project on schedule in conformance with the approved plans and specifications,
as set forth in Request for Proposal 13 -038, specifically the Scope of Work attached
hereto as Exhibit A -1, and Contractor's Proposal dated September 20, 2013,
attached as Exhibit A -2. All attached Exhibits are incorporated by this reference.
b. Time for Performance. Contractor shall perform and complete all services required
to complete the project, in a timely and expeditious manner. Contractor shall
perform such services in accordance with the schedules which Contractor and City
may mutually agree. In the event that Contractor determines that a proposed
schedule for work as requested by the City is not possible or achievable, Contractor
shall immediately notify the City's Representative, in writing and seek modifications.
No extension of time shall be accepted unless it is evidenced in a writing executed
by each Party's Representative.
c. Progress Report. Contractor shall submit progress reports at least once a month.
The reports shall be sufficiently detailed for City's Project Manager to determine
whether Contractor is performing to expectations and on schedule, to communicate
interim findings, and to specifically address any difficulties or special problems
encountered, so remedies can be developed.
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II. TERMS AND CONDITIONS
A. OWNERSHIP OF REPORTS AND DOCUMENTS
Upon completion of all work under this Agreement, ownership and title to all
reports, documents, tracings, plans, specifications, estimates and maps prepared
or obtained under the terms of this Agreement shall be delivered to, and become
the property of City. Basic surrey notes and sketches, charts, computations, and
other data prepared or obtained pursuant to this Agreement shall be made
available upon request of the City without restriction or limitation on their use.
Contractor shall furnish the City all necessary copies of data needed to complete
the review and approval process.
B. TERM
The term of this Agreement shall commence the date of City Council award and
approval of all insurance and bonds, and terminate on June 30, 2014, unless
earlier terminated as set forth in Section H, below.
C. COMPENSATION
The method of payment for this contract will be based on actual cost
method. The City will reimburse the Contractor for actual costs (including
labor costs, employee benefits, materials, equipment, overhead and other
direct costs) incurred by the Contractor in performance of the work. The
Contractor will not be reimbursed for actual costs that exceed the
estimated wage rates, employee benefits, materials, equipment,
overhead and other estimated costs set forth in Contractor's Cost
Proposal (Exhibit B), unless additional reimbursement is provided for by
contract amendment. In no event, will Contractor be reimbursed for
overhead cost at a rate that exceeds the City's approved overhead rate
set forth in the Cost Proposal. In the event that the City determines that a
change to the work from that specified in the Cost Proposal and contract
is required, the contract time and /or actual costs reimbursable by the City
shall be adjusted by contract amendment to accommodate the changed
work. The maximum total cost shall not exceed Seventy Three Thousand,
Two Hundred Sixteen Dollars ($73,216.00) unless authorized by contract
amendment.
2. Invoices
a. The Contractor shall submit a monthly invoice by the fifteenth of the
month to the City for the services rendered in the prior month.
b. All invoices for work performed under this Agreement shall be
submitted in a format approved by the City. Invoices shall include the
following information:
Contractor's invoice number
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ii. Beginning and ending dates of services
iii. City project number and /or name (if applicable)
iv. Work site address /location (if applicable)
V. Tasks or deliverables completed, and % of total services
completed
Invoices shall be mailed to City's Project Manager at the following
address:
Jason Gabriel
20 Civic Center Plaza (M -36)
P.O. Box 1988
Santa Ana, CA 92702
3. Payment by City shall be made within sixty (60) days following receipt of
proper invoice, subject to City accounting procedures. From each payment
the City shall deduct and retain five percent (5°I%). At the time City accepts
the Project as complete, said retention shall be released to Contractor.
Payment need not be made for work which fails to meet the standards of
performance set forth in the Recitals, above.
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No additional work shall be authorized unless a separate estimate is
given for said work and the estimate is approved by the City in writing
before the work is commenced. The Contractor will be required to
provide detailed information of such extra work. Work performed prior to
obtaining written approval of the City shall not be included within the
Scope of Work and may not be paid.
D. 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 manner in which Contractor performs the services required by 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.
E. 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:
Commercial General Liability Insurance: Contractor shall maintain
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commercial general liability insurance which shall include, but not be
limited to protection against claims arising from bodily and personal injury,
including death resulting there from 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
One Million Dollars ($1,000,000) per occurrence, Two Million Dollars
($2,000,000) in the aggregate. Such insurance shall (a) name the City,
its officers, employees, agents, volunteers, and representatives as
additional insured(s); (b) be primary and not contributory with respect to
insurance or self- insurance programs maintained by the City; and (c)
contain standard separation of insureds provisions.
Business Automobile Liability Insurance, or equivalent form, with a
combined single limit of not less than One Million Dollars ($1,000,000) per
occurrence. Such insurance shall include coverage for owned, hired and
non -owned automobiles.
3. Worker's Compensation Insurance: In accordance with the provisions of
Section 3300 of the Labor Code, Contractor is required to be insured
against liability for Workers' 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 One Million Dollars ($1,000,000) per
accident.
4. Professional Liability Insurance: Contractor is required to carry
Professional Liability (errors and omissions) insurance, with a combined
single limit of not less than One Million Dollars ($1,000,000) per claim.
5. The following requirements apply to the insurance to be provided by
Contractor pursuant to this section:
a. Contractor shall maintain all insurance required above in full force
and effect for the entire period covered by this agreement.
b. Certificates of insurance shall be furnished to the City upon
execution of this Agreement and shall be approved in form by the
City Attorney.
c. 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.
6. 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
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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.
F. HOLD HARMLESS/ INDEMNIFICATION
To the fullest extent permitted by law, Contractor shall indemnify, defend and
hold harmless City, its officers, agents and employees (collectively, the
"indemnified parties ") from and against any and all claims (including, without
limitation, claims for bodily injury, death or damage to property), demands,
obligations, damages, actions, causes of action, suits, losses, judgments, fines,
penalties, liabilities, costs and expenses (including, without limitation, attorney's
fees, disbursements and court costs) of every kind and nature whatsoever
(individually, a claim; collectively, "claims "), which may arise from or in any
manner related (directly or indirectly) to any work performed or services provided
under this Agreement (including, without limitation, defects in workmanship
and /or materials) or Contractor's presence or activities conducted performing the
work (including the negligent and /or willful acts, errors and /or omissions of
Contractor, its principals, officers, agents, employees, vendors, suppliers,
contractors, subcontractors, anyone employed directly or indirectly by any of
them or for whose acts they may be liable for any or all of them). Notwithstanding
the foregoing, nothing herein shall be construed to require Contractor to
indemnify the indemnified parties from any claim arising from the sole negligence
or willful misconduct of the indemnified parties. This indemnity shall apply to all
claims and liability regardless of whether any insurance policies are applicable.
The policy limits do not act as a limitation upon the amount of indemnification to
be provided by the Contractor.
G. 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, sent
by telefacsimile communication, or via e-mail to the following persons:
To City: Clerk of the Council
City of Santa Ana
20 Civic Center Plaza (M -30)
Santa Ana, CA 92701
Fax 714 - 647 -6956
With courtesy copy to: Public Works Agency
Design Engineering
20 Civic Center Plaza (M36)
Santa Ana, CA 92701
Fax 714 -647-
To Contractor: 5 Star Elevator Service, Inc.
15556 N. Case Street
Orange, CA 92867
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Fax 714 - 279 -8703
H. TERMINATION
The City reserves the right to terminate the Agreement as follows:
In the event Contractor fails or refuses to timely perform any of the
provisions of this agreement in the manner required, or if Contractor violates
any provision of this agreement, Contractor shall be deemed in default. City
shall provide written notice of such default to Contractor's project manager.
Contractor shall cure said default within a period of two (2) working days. If
such cure is not completed in a timely manner, City may terminate the
agreement forthwith by giving written notice to Contractor's project manager.
City may, in addition to the other remedies provided in this agreement or
authorized by law, terminate this agreement by giving written notice of
termination. Contractor shall be responsible for all costs incurred by City,
including replacement costs of equipment and labor required to provide
service during Contractor's default. In the event of such termination for
cause, City shall pay Contractor that portion of compensation specified in
the agreement that is earned and unpaid prior to the effective date of
termination. Contractor shall not be entitled to any compensation for lost
profits it terminated for cause.
2. This agreement may be terminated without cause by City upon thirty (30)
days written notice delivered to the Contractor either personally or by mail.
Upon termination, City shall pay to Contractor that portion of compensation
specified in the agreement that is earned and unpaid prior to the effective
date of termination.
3. In addition to, or in lieu of, remedies provided in this agreement or pursuant
to law, City shall have the right to withhold all or a portion of Contractor's
compensation for Agreement services if, in the judgment of the projects
manager or designee, the level of service falls below appropriate standards
and/or Contractor fails to satisfactorily perform Agreement services. City
shall have the right to retain funds withheld until the projects manager or
designee determines that Agreement services are performed as well and as
frequently as required by this agreement.
COMPLIANCE WITH APPLICABLE LAWS AND REGULATIONS
Contractor shall perform all requirements under this Agreement in strict
observance of and in compliance with all applicable environmental, traffic,
safety and any other laws, regulations, ordinances, codes and any other
legislative or statutory requirements.
2. Contractor warrants that the performance of services under this Agreement
shall be compliant with the current Federal, State and local requirements, and
as it may be amended or updated throughout the term of this Agreement.
3. Contractor certifies that, in addition to any requirements set forth in the
Scope of Work, it will comply with the following regulations, as required by
HUD:
23A -10
a. Audit Records - With respect to all matters covered by this agreement
all records shall be made available for audit and inspection by the City, the grant
agency and /or their duly authorized representatives for a period of four (4) years
from the termination of this Agreement. For a period of three years after final
delivery hereunder or until all claims related to this Agreement are finally settled,
whichever is later, Contractor shall preserve and maintain all documents, papers
and records relevant to the services provided in accordance with this Agreement,
including the Attachments hereto. For the same time period, Contractor shall
make said documents, papers and records available to City and the agency from
which City received grant funds or their duly authorized representative($), for
examination, copying, or mechanical reproduction on or off the premises of
Contractor, upon request during usual working hours.
b. Contractor shall provide to City all records and information requested
by City for inclusion in quarterly reports and such other reports or records as City
may be required to provide to the agency from which City received grant funds or
other persons or agencies.
c. Section 504 of the Rehabilitation Act of 1973 (Handicapped) - All
recipients of federal funds must comply with Section 504 of the Rehabilitation Act
of 1973 (The Act). Therefore, the federal funds recipient pursuant to the
requirements of The Act hereby gives assurance that no otherwise qualified
handicapped person shall, solely by reason of handicap be excluded from the
participation in, be denied the benefits of or be subject to discrimination, including
discrimination in employment, in any program or activity that receives or benefits
from federal financial assistance. The Contractor agrees it will ensure that
requirements of The Act shall be included in the agreements with and be binding
on all of its contractors, subcontractors, assignees or successors.
d. Americans with Disabilities Act of 1990 - (ADA) Contractor must
comply with all requirements of the Americans with Disabilities Act of 1990
(ADA), as applicable.
e. Political Activitv - None of the funds, materials, property, or services
provided directly or indirectly under this agreement shall be used for any partisan
political activity, or to further the election or defeat of any candidate for public
office, or otherwise in violation of the provisions of the "Hatch Act".
f. Civil Rights Compliance and Notification of Findings - Contractor, and
all its subcontractors will comply, with the nondiscrimination requirements of the
Omnibus Crime Control and Safe Streets Act of 1968, as amended, 42 USC
3789 (d), or Victims of Crime Act (as appropriate); Title VI of the Civil Rights At of
1964, as amended; Section 504 of the Rehabilitation Act of 1964, as amended;
Subtitle A, Title 11 of the Americans with Disabilities Act (ADA) (1990); Title IX of
the Education Amendments of 1972; the Age Discrimination Act of 1975;
Department of Justice Non - Discrimination Regulations, 28 CFR Part 42,
Subparts C, D, E, and G, and Department of Justice regulations on disability
discrimination, 28 CFR Part 35 and 39. In the event a Federal or State court,
Federal or State administrative agency, or the Contractor makes a finding of
discrimination after a due process hearing on the grounds of race, color, religion,
national origin, sex, or disability against a recipient of funds, the Contractor will
23A -11
forward a copy of the findings to the City which will, in turn, submit the findings to
the Office of Civil Rights, Office of Justice Programs, U.S. Department of Justice.
g. Contractor, and all its subcontractors will comply, with all
requirements of the Executive Order 11246 of September 24, 1965, entitled
"Equal Employment Opportunity," as amended by Executive Order 11375 of
October 13, 1967, and as supplemented in Department of Labor regulations (41
CFR chapter 60), as applicable.
In. Contractor, and all its subcontractors will comply, with all
requirements of the Copeland "Anti - Kickback" Act (18 U.S.C. 874) as
supplemented in Department of Labor regulations (29 CFR Part 3), as
applicable.
i. Contractor, and all its subcontractors will comply, with all
requirements of the Davis -Bacon Act (40 U.S.G. 276a to 276a -7) as
supplemented by Department of Labor regulations (29 CFR Part 5), as
applicable.
j. Contractor, and all its subcontractors will comply, with all
requirements of Sections 103 and 107 of the Contract Work and Safety
Standards Act (40 U.S.C. 327 -330) as supplemented by Department of Labor
regulations (29 CFR Part 5), as applicable.
k. Contractor, and all its subcontractors will comply, with all applicable
standards, orders or requirements issued under Section 306 of the Clean Air Act
(42 U.S.C. 1857(h)), Section 508 of the Clean Water Act (33 U.S.C. 1368),
Executive Order 11738, and the Environmental Protection Agency regulations
(40 CFR part 15), as applicable.
I. Contractor, and all its subcontractors will comply, with all
requirements of the Energy Policy and Conservation Act (Pub. L. 94 -163, 89
Stat. 871), (53 FR 8078, 8087, Mar. 11, 1988, as amended at 60 FR 19639,
19645, Apr. 19, 1995), as applicable.
J. 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 City and any such assignment,
transfer, delegation or subcontract without the City's prior written consent shall
be considered null and void.
K. 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
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X
0
venue for any action or proceeding that may be brought or arise out of, in
connection with or by reason of this Agreement.
FINES
The Contractor shall be liable for all violation fines levied against the City by
federal, state, or local agencies with regulatory authority related to Contractor
provided services.
MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature hereinbelow has
the power, authority and right to bind their respective parties to each of the terms of
this Agreement, and shall indemnify City fully, including reasonable costs and
attorney's fees, for any injuries or damages to City in the event that such authority
or power is not, in fact, held by the signatory or is withdrawn.
b. All Exhibits referenced herein and attached hereto shall be incorporated as if
fully set forth in the body of this Agreement.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the
date and year first above written.
ATTEST:
MARIA D. HUIZAR
Clerk of the Council
APPROVED AS TO FORM:
SONIA CARVAHALO
City Attorney
Bv:
Laura Sheedy
Assistant City Attorney
CITY OF SANTA ANA
DAVID CAVAZOS
City Manager
RECOMMENDED FOR APPROVAL: 5 STAR ELEVATOR
SERVICE, INC.
EDWIN "WILLIAM" GALVEZ, P.E.
Executive Director
Public Works Agency
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MICHAEL KLOTZLY
V.P. Account Manager
CITY OF SANTA ANA
REQUEST FOR PROPOSAL (RFP)
FOR
SANTA ANA MAIN LIBRARY ELEVATOR MODERNIZATION
RFP NO. 13 -038
INTRODUCTION / PROJECT DESCRIPTION
The City of Santa Ana is seeking a qualified Contractor to provide design and construction services
to modernize the existing hydraulic elevator at the Santa Ana Public Library.
Modernization is necessary to improve reliability of the elevator and its equipment, minimize
shutdowns, ensure the safety of the building tenants, reduce the risk of injury to passengers, and
increase tenant satisfaction.
Existing capacity is 1,200 lbs., speed is 100fpm and service to three (3) floors
II. SCOPE OF WORK
A. OVERVIEW
In general, the works consists of providing new power unit and controller, new fixtures and door
improvements as described herein. The Contractor shall be responsible for the following items
during the design development and construction phases of the project:
• Providing general administration of the Agreement with the City of Santa Ana.
• Interpreting the requirements of this RFP.
• Managing and supervising design and construction professionals.
• Developing the design for the project within budgetary and schedule commitments.
• Preparing necessary construction plans and /or shop drawings.
• Processing entitlements related to design responsibilities such as building plan -check
approvals.
• Ensuring regulatory and code compliance.
• Preparing estimates of probable construction costs.
• Obtaining entitlements related to construction such as building permits.
• Maintaining the construction schedule.
• Job site safety.
• Providing methods and means of construction.
• Fulfilling the requirements of the construction documents.
• Guaranteeing the quality of the construction.
• Correcting any deficiencies covered by the guarantee.
B. DESIGN DEVELOPMENT
The Contractor is responsible for and shall provide necessary detailed plans and /or shop drawings,
City of Santa Ana RFP 13 -038
Page s Exhibit A —1
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structural calculations or evaluations for the proposed modifications and submit to the City Building
Department for plan check approval, ensuring that all applicable codes are met. These plans
and /or shop drawings shall be stamped and signed by a State of California licensed engineer or
architect, depending on applicability. Contractor will be responsible for all efforts and coordination
required for City approval prior to commencing construction.
The proposer shall be responsible for retaining data, records and documentation for the preparation
of the required information. These materials shall be made available to the City as requested by
the City.
All proposed equipment, including software and controls, shall be non - proprietary. The proposed
modifications include, but are not limited to, the following:
• Provide new non - proprietary microprocessor controller
• Provide new PC based machine room monitor
• Provide new electronic starter with phase overload protection
• Provide new emergency battery lowering unit
• Provide new hoist way leveling system and mechanical limit switches
• Provide all new wiring including machine room, hatch, car and traveling cables
• integrate smoke detector wires into the controller fire recall system and insure proper
operation.
• Connect the active phone line into the new elevator phone and program to call
desired number.
• Fixtures:
• Provide new Car Operating Panel (COP) in a brushed stainless steel finish, which
shall include:
— ADA telephone providing hands -free, two -way communication
— Emergency light unit
— Raised and illuminated pushbuttons with supporting Braille
— Certificate frame
- -All code required car control key - switches
— Fire Phase 2 features in required locked cabinet
• Provide new hall pushbutton stations, to be surface mounted at required ADA height,
Pushbuttons shall match the COP fixture. Fire Phase I key switch with required
engraving will be part of the lower terminal recall fixture, with Access switches
located at top and bottom landings as required
• Provide new digital car position indicator located in the car operating panel, finished
In brushed stainless steel
• Provide new traveling lantern with electronic chime
• Provide jamb braille as required by ADA code
• Door Operation:
• Retain existing GAL, closed loop, solid state door operator
• Refurbish car door hardware only as necessary, which shall include rollers, linkage,
gibs.
City of Santa Ana RFP 13 -038
Page B
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• Refurbish hall door hardware only as necessary, which shall include rollers, contacts,
gibs, pick -up assemblies and door closers.
• Provide new door clutch and restrictor
• Provide new infrared door detector edge.
• Hydraulic Power Unit
• Provide and install one new hydraulic submersible power unit, in its entirety,
consisting of, but not limited to, new valve, tank, motor and pump,
• Machine Room (post Installation)
• Clean machine room floor of dirt, oil and grease.
• Pain machine room floor with one coat of oil resistant paint.
• Apply one coast of field applied machinery enamel to machine room equipment, hoist
way equipment, and all exposed equipment installed as part of this specification.
Alternate Bid #1: Cab Interior
• Dismantle interior of existing elevator and prep for new finishes
• Install Snap cab Reflections, Modern, Classic style cab on back and sidewalls
• Install new style economy style ceiling inside the above one passenger elevator
• Install ADA compliant steel handrail
• Install brushed stainless steel on the car door, front return walls, header and car columns
• Return elevator back to service
Alternate Bid #2: Fire /Smoke Detectors:
• Install smoke detector at each elevator lobby entrance and one in the machine room
• Install smoke detector at top of the elevator hoist way. Provide access from the outside of
the hoist way via a lockable fire rated access door.
• Provide wires, in approved conduit, from all of the elevator smoke detectors as "dry
contacts" to the elevator machine room, for connection to the elevator controller.
• Upgrade the existing fire panel to have annunciated zones for each of the added smoke
detectors.
C. CONSTRUCTION PHASE
a. General:
The Contractor will be fully responsible for all aspects of construction, which also includes
the following:
• Management of the construction activities.
Furnishing and installation of all equipment, materials, and labor necessary to complete
the project, in place, and fully operational as identified in the scope of work for Design
Development and Related Work.
City of Santa Ana RFP 13 -038
Page 7
23A -16
• Coordination with City personnel, including the Facilities Maintenance Superintendent.
• Coordinating all inspeofions required by the City as required by the permits.
• Job site safety for the Vendor /Contractor personnel as well as the general public using
the Library.
• Quality control and quality assurance.
• Repair of all ancillary damage, such as patching and painting, caused by the
construction activities to the satisfaction of the City Project Manager.
• This RFP is based upon utilizing the existing conduit from the elevator machine room to
the elevator hoist way. If the existing conduit requires modification, replacement or is
inadequate for any reason, the modification cost shall be included in the proposal.
Contractor shall apply for and obtain all necessary permits as required by the City and all
other regulatory agencies including Federal, State, and County jurisdictions and shall
Include but is not limited to ASME A -17.1 -2004. City permits will be "no fee" permits. All fees
required by other jurisdictions shall be the responsibility of the contractor.
Contractor shall ensure that the elevator meets all applicable codes and standards,
c. Installation:
Contractor shall provide all labor, material and incidentals for installation of all equipment as
outlined above.
Once elevator has been removed from service, the elevator shall not be operated or put
back into service for any reason until the State Inspector has completed a final inspection
and certified the elevator for public use, which shall be scheduled by the contractor.
Contractor shall install, set, evaluate, inspect and adjust as required the start, acceleration,
stop, door operation performance and closing force. Check all hall call and car call devices,
emergency devices, and Phase 1 /II Fire Service. Perform load test as required.
Standard lead time on materials shall not exceed 12 weeks.
Estimated 'but of service" time will be 3 weeks per car subject to the State of California
Inspector timing and availability. This price shall include all labor, material, sales tax,
shipping and inspection fees and has been based upon performing all work during regular
working hours.
d. Inspections:
Contractor shall schedule the elevator inspection and obtain the approval of the Elevator,
Ride and Tramway Unit, State of California.
e. Guarantee:
Contractor shall provide a one -year guarantee on all work performed.
City of Santa Ana RFP 13-038
Page 8
23A -17
MAYOR
Miguel A. Pulido
MAYOR PRO TEM
Sal Tinaf ero
COLINCILMEMBERS
Angelica Amazma
P. David Bensvides
Michele C. Martinez
Roman A. Rayne
Vincent F. Sannlento
September 12, 2013
ADDENDUM TWO
CITY OF SANTA ANA
Public Works Agencv
20 Civic Center Plaza • RO. Box 1988, M -21
Santa Ana, California 92702
SUBJECT: REQUEST FOR PROPOSAL. #13 -038:
Santa Ana Main library Elevator Modernization
The following revisions have been made to the above Request for Proposal (RFP);
INTERIM CITY MANAGER
Kevin O'Rourke
CITY ATTORNEY
Sonia R. Carvalho
CLERK OF THE COUNCIL
Maria D. Hulzar
Notice Inviting Proposals: Revise the second sentence of the first paragraph to read as follows:
Responses to the Request for Proposals (RFP) will be accepted until Monday September 23, 2013 at 4:00 p.m.
Section C. e-: Guarantee: Revise the section to read as follows:
Contractor shall provide a one -year guarantee on materials and workmanship, and one -year warranty on parts as
implemented per this RFP. Contractor shall provide regular service and maintenance during this one -year period,
per manufacturer's recommendations, and shall provide schedule outlining preventative maintenance items and
frequency as part of proposal.
Alternate Bid #1: Cab Interior: Add the following items:
+ Dismantle completely interior ceiling, wells and flooring of existing elevator to cab wall shell.
Install new "SNAP Cab ", or approved equal, on cab front, back and sidewalts. Panels shalt be vertical style.
+ Verify ADA compliance of existing handrail. Adjust or replace as necessary.
+ Install new economy style ceiling with LED can - lights.
• Remove existing flooring and install new flooring by "American Floor Mats ; or approved equal. Color to be
determined.
• New interior components shall not increase cab weight by an amount more than 5% of current weight.
• Existing bronze sill plates and manufacturer plaque shall be protected in place.
Appendix B: Proposer's Certification and Proposal Item Pricing: Replace the existing sheet with the new form
as attached
All other terms and conditions of the RFP remain unchanged.
If you should have any questions regarding this project, please contact me at (714) 571 -4241.
Sincerely,
SFI,wix i.t,
Suzl Furjanic, AIA, LEED Green Associate
Assoc. P/L Planner
City of Santa Ana
Public Works Agency
23A -18
pR
CITY OF SANTA ANA
Santa Ana Public Works Department
20 Civic Center Plaza
Santa Ana, CA 92702
Reference: CITY OF SANTA ANA, MAIN LIBRARY
ELEVATOR MODERNIZATION PROJECT#f13 -038
Dear City Officials
1556 N. Case Street
Orange, CA 92867
(714) 279 -8700 (phone)
(714) 2794703 (fax)
September 20a', 2013
We at 5Star Elevator Service, Inc. are pleased to present our bid response to you and the City of Santa Ana
for the above referenced project. Our submittals on this project are specific to provided specifications,
addends and complete evaluation of site specific conditions. Project goals are to improve reliability,
performance, safety and full compliance with current Elevator, NFPA, ADA and City Codes.
Our response submittals detail our qualifications, pricing and past performance in fulfilling all aspects of the
City of Santa Ana's requirements for this project.
5 Star Elevator wants to express our thanks to the City of Santa Ana for consideration of our submitted
response. We know though your due diligence that the award of this agreement will be made to the
contractor providing the best value the City of Santa Ana.
If there are any questions or additional information is required during your evaluation, please call me
anytime. Office: (714) 279 -8700, Cell: (951) 956 -7220
Sincerely,
John Hodge, Territory Manager
1556 N. Case St.
Orange, CA. 92867
23A -19
Exhibit A- 2
CITY OF SANTA ANA, MAIN LIBRARY ELEVATOR MODERNIZATION PROJECT
REQUEST FOR PROPOSAL NO. 13 -038
ELEVATOR PREVENTIVE MAINTENANCE, INSPECTION AND REPAIR
Response to RFQ submitted by 5 Star Elevator Service, Inc.
Executive Summary
5 Star Elevator Service, Inc. was formed March 1 ", 2011 by four top level elevator industry professionals with
over one hundred collective years of experience in the elevator industry. Our collective experience was developed
over the last thirty years of working with major elevator manufactures in industry positions encompassing a full
range of industry experience from a field helper to Regional V.P. of a large corporate elevator company,
maintaining over twelve thousand elevators here in California.
Over our one hundred collective years of experience we have developed a complete capacity to: Manage,
maintain, diagnose, repair and modernize virtually all makes and models of vertical transportation equipment.
We also carry this experience over to the public sector with customers including: Federal, State, Municipal,
School Districts and Healthcare institutions. 5 Star Elevator's extensive industry experience coupled with our
smaller corporate footprint gives us the ability to provide our 5 Star level of services at pricing below our large
corporate competitors,
5 Star Elevator Service, Inc. is currently not under any suspension or debarment with any federal, state, or
municipal government and is current with all federal and state tax agency liabilities.
5 Star Elevator is a licensed bonded C -1 I contractor (Lic. #961757, expires 6/30/2013) We are also registered with
the State of California ROSH, ERT as a "Certified Qualified Conveyance Company" (Certificate# CCl I-
0128884, expires 312/2013)
We maintain current insurance which meets or exceeds all insurance requirements for this contract as a C 11
Contractorin the State of California. (GL- S5M,WC- $IM,Auto -$1M)
Work Plan and Methodology
Introduction.
5 Star Elevator Service, Inc. is a "Full Service Elevator Company licensed and certified in the State of California
to provide complete modernization and retrofit upgrades for all conveyance systems including but not limited to:
elevators, escalators, wheelchair lifts and dumbwaiter systems.
5 Star Elevator has reviewed all City of Santa Ana work protocol requirements and fully understands
requirements.
We will be providing all supervision, labor and material to perform the complete modernization of the "Main
Library" elevator as well as required preventative maintenance, callbacks, adjustments, lubrication, repairs, part
replacements, testing and cleaning as specified to maintain all vertical transportation equipment in compliance
with governing standards and full compliance with California Code of Regulations, Title 8 & ASME A17,1 Code
for condition and safe operating order of the aforementioned equipment at all times.
All of our work would be carried out with the highest regard for public safety and employee safety while fulfilling
our obligations under this agreement. All work will be documented by 5 Star Elevator using appropriate and
standard compliant documentation with copies of this documentation provided at the time services are rendered.
23A -20
Personnel
John Hodge, Territory Manager, Primary Account Manager for City of Santa Ana
My 10+ year background in large account management is extensive. I've worked with many Federal, State,
Municipal and Institutional clients for many years. My commitment to top level customer service is unrivaled in
this industry and my philosophy in providing customer service is simple; Respond to my clients phone calls or
emails within a few hours and: "Treat all my clients fairly and honestly as I would like to be treated" I look
forward to delivering our 5 Star level of service to our new partners at City of Santa Ana.
Michael Klotzly, V.P. of Sales and 2°d Account Manager for City of Santa Ana
Michaels 25+ year background in large account management is extensive. Mike has worked with many of the
largest property management companies here in California for over 25 years.. Mikes unique perspective in our
industry drives the core commitments for 5 Star Elevator and will assist in managing and developing the long
term partnership with City of Santa Ana.
Scott Davidson., Troubleshooter for City of Santa Ana
Scott has worked in the elevator industry for over 30+ years. His extensive background in maintenance, diagnoses
and repair of complex vertical transportation equipment is an asset to 5 Star elevator and his expertise on City of
Santa Ana's specific vertical transportation equipment is extensive. Scott has formal training from Dover/U.S.
Elevator (Thyssen Krupp) Otis Elevator, Montgomery Elevator (Kone), Motion Control Engineering and Elevator
Controls Corporation. His strong work ethic and ability to quickly assess a speck problem and develop a
solution will be a long term asset to City of Santa Ana.
Charles Morphew Jr., 1" Technician for City of Santa Ana
Charles, Chuck Jr. has worked in the elevator industry for over 10+ years. His extensive background in
maintenance, diagnoses and repair of complex vertical transportation equipment is an asset to 5 Star elevator and
his expertise on City of Santa Ana's specific vertical transportation equipment is extensive. Chuck has formal
training from Dover (Thyssen Krupp) Otis Elevator, Montgomery Elevator (Kom) and Elevator Controls
Corporation. His strong work ethic and ability to quickly assess a specific problem and develop a solution will be
a long term asset to City of Santa Ana.
Russell Wheeler, Repair Foreman for City of Santa Ana
Russell has worked in the elevator industry for over 15+ years. His extensive background in maintenance,
diagnoses and repair of complex vertical transportation equipment is an asset to 5 Star elevator and his expertise
on City of Santa Ana's specific vertical transportation equipment is extensive. Russell has formal training from
Dover (Thyssen Krupp) Otis Elevator, Montgomery Elevator (Kane) and Motion Control Engineering. His strong
work ethic and ability to quickly assess a specific problem and develop a solution will be a long tent asset to
City of Santa Ana.
Robert Hagger, Repair Helper for City of Santa Ana
Robert has worked in the elevator industry for over 7+ years. His extensive background in maintenance,
diagnoses and repair of complex vertical transportation equipment is an asset to 5 Star elevator and his expertise
on City of Santa Ana's specific vertical transportation equipment is extensive. Anthony has formal training from
Dover (Thyssen Krupp) Otis Elevator, Montgomery Elevator (Kone) and Elevator Controls Corporation. His
strong work ethic and ability to quickly assess a specific problem and develop a solution will be a long term asset
City of Santa Ana.
Elevator Monitoring Services.
5 Star Elevator Certifies full compliance with the requirements of the California Safety Construction Code, 7-
3041.1 .A . We maintain a local central telephone dispatch providing twenty four (24) hour seven (7) days a
week, 365 day coverage for each elevator telephone connected to our dispatch. We will, upon request, dispatch
all emergency, technical, and administrative personnel to the designated elevator car. In the event of elevator
phone monitoring system failure, we will provide all support to the dial tone provider until failure is resolved.
23A -21
o 5 Star Elevator's phone monitoring service will include...
o Answering all calls originating from elevator within three (3) rings;
o Dispatching all emergency and non - emergency calls to appropriate managing authority,
o Handling all calls from elevators, where no response from the inhabitants occurs, as an emergency
dispatch even if the call is terminated at the elevator device.
o Installation and programming of all hardware, at agreed pricing.
o Establishing and maintaining an updated call out list for each facility;
o Providing a single point of contact within service provider for problem resolution and, monthly testing of
these emergency communications systems.
Elevator Modernization
5 Star Elevator Service, Inc. will provide all supervision, labor, tools, equipment, and materials necessary for the
satisfactory performance and completion of the "Main Library Elevator Modernization" Requirements fulfilled
will include modernization system design, implementation of system design and complete installation,
adjustments, code required inspections and documentation to appropriate governing code authorities which will
deliver a fully code compliant elevator to the city on project completion. The steps provided are not intended to
describe the full spectrum of services or tasks, but to serve as an indicator of understanding project scope of work,
city protocols and compliance with all requirements within this project.
Preventative "Warranty" Maintenance
5 Star Elevator Service, Inc. will provide all supervision, labor, tools, equipment, and materials necessary for the
satisfactory performance of regularly scheduled preventive maintenance servicing. Requirements include
monthly, quarterly preventive maintenance activities per industry standards and best practices. The following
maintenance procedure steps provided in our Pull Maintenance Service Agreement demonstrate examples of
common tasks relative to maintenance schedules. The steps provided are not intended to describe the full
spectrum of services or tasks, but to serve as an indicator of the service level for conveyance systems. Services
shall at a minimum comply with the procedures and frequencies as defined within Scope of Work as defined in
attached "Full Maintenance Service Agreement" documents.
Hours of Service
o 5 Star Elevator shall provide all preventative maintenance work Monday- Friday 8.00 AM. — 4:30 PM.
o Contractor shall provide emergency minor adjustment call -back service on a 24 hour, 7 days a week basis
at specified rates in pricing agreement.
Schedule
S Star Elevator has provided a work schedule for this project based on tentative approval which clearly shows
the specific tasks to be performed under this contract.
Records
o 5 Star Elevator will provides set of conch uction drawings and schematics, on completion of this project, .
o 5 Star Elevator will provide a record of all service and repair work completed during the warranty period.
o 5 Star Elevator shall maintain the construction drawing/schematic records and the servieedrepairs, fire
recall records, and emergency lowering unit records for each elevator during the entire term of the
Agreement. 5 Star Elevator shall maintain and add to these records to show the complete history of
service and repair to include date/time of service, work performed, additional work required, labor hoes,
and materials.
o 5 Star Elevator shall return these records to the City of Santa Ana Project Manager at the completion of
this Agreement.
o All records shall be the properly of the City of Santa Ana
Additional Requirements
23A -22
o 5 Star Elevator will provide and maintain a telephone answering system with twenty -four (24),
seven (7) days per week service capable of contacting and dispatching service personnel.
o 5 Star Elevator will provide personnel fully trained and experienced in installation,
modernization, repair, and maintenance of various elevators and escalators. Provide
documentation to verify that the our personnel have valid California State Licenses for work they
are performing.
o 5 Star Elevator will perform all Work in accordance with generally accepted industry practice for
safe and efficient operation.
o 5 Star Elevator will identify and advise the City of Santa Ana Project Manager of any additional
maintenance or repair work that may be required to maintain the efficient operation and useful
life of the equipment.
Warranty
o 5 Star Elevator guarantees all repair work included in this agreement against any defects in
workmanship; and shall satisfactorily repair any such defects, at no cost to the City of Santa
Ana. Parts furnished under this Agreement shall be the latest improved models in current
production, as offered to commercial trade, and shall be of quality material
o The warranty period for Contractor provided materials shall be for a period not less one year
after completion of installation or within manufacturer warranty, whichever is the later period.
Work Plan Considerations
5 Star Elevator Service has no major issues or challenges with specifications or City of Santa Ana's
defined work plans. As with all government/public contracts; clear concise mutual communications
are key in a successful working partnership. We would strongly recommend a minimum of quarterly
meetings with City of Santa Ana's Project Manager to review current conditions, and develop
solutions for any challenges as they arise.
5 Star Elevator wants to express our thanks for the City of Santa Ana's consideration of our proposal.
We know though your due diligence that the award of this agreement will be made to the contractor
providing the best value to the City of Santa Ana
If there are any questions or additional information is required during your evaluation, please call me
anytime. Office: (714) 279 -8700, Cell: (951) 956 -7220
Sincerely,
John Hodge, Territory Manager
5 Star Elevator Service, Inc.
23A -23
23A -24
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23A-25
City of Santa Ana, Library Elevator Project Schedule
5 Star Elevator Service, Inc. Today's Date: 9120/2013
Project Lead: John Hodge, Territory Manager Phone: (714) 279.8700, Cell: (951) 958 -7220
Start Date: 10123!2019 Thursday
23A -26
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23A -26
APPENDIX B
CITY OF SANTA ANA
REQUEST FOR PROPOSALS
FOR
SANTA ANA MAIN LIBRARY ELEVATOR MODERNIZATION
RFP NO.: 13.038
PROPOSERS CERTIFICATION and PROPOSAL ITEM PRICING
Certification - I certify that I have read, understand and agree to the terms and conditions of this Request for
Proposals. I have examined the Scope of Services and am familiar with the scope of work locations. I am
familiar with all the existing conditions and limitation that may impact work requests. I understand and agree
that I am responsible for reporting any errors, omissions or discrepancies to the City for clarification prior to the
submission of my proposal. This price shall include all labor, material, sales tax, shipping and inspection fees
and has been based upon performing all work during regular working hours.
LINE
DESCRIPTION
UNIT
UNIT
UNIT PRICE
EXTENDED
QUANTITY
TOTAL PRICE
1
Provide and install base bid
LS
1
elevator improvements
$53,936.00
$53,936.00
2
One -year Service and
Monthly
12
$150.00
$1,800.00
Maintenance
Total Base Bid Cost (Add Lines 1 and 2):
S -7 3 [�
AB1
Alternate Bid 1:
Cab Interior
LS
1
$10,440.00
$10,440.00
AB2
Alternate Bid 2:
Fire /Smoke Detectors
LS
1
$7,044.00
$7,044.00
'13/ 2f&,
5 Star Elevator Service, Inc. Office: (714) 279 -8700, Fax: (714) 279 -8703
LEGAL NAME OF COMPANY PHONE AND FAX NUMBERS
1556 N. Case St. Orange, CA. 92867
BUSINESS ADDRESS
John
OF AUTHORIZED AGENT TITLE
9/20/2013
IU NUMbhK (IF AP
C -11, 961757
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
23A -27
Exhibit B
Ln---i
LEGEND
PROJECT LOCATION
EXHIBIT 2
ANA C
CITY COUNCIL P
SANTA A
23A -28