CONTRACT 4625 Maintenance and Repair Agreement CLOSED Agreement No. 4625
[MAINTENANCE AGREEMENT
BETWEEN
THE CITY OF EL SEGUNDO AND
GARCIA ASSET MANAGEMENT, INC. DBA
EMPIRE BUILDING AND CLEANING SERVICES
FOR
PW
® CITY HALL HVAC DUCT CLEANING
THIS MAINTENANCE AGREEMENT ("Agreement-) is made and entered into this 8th (lay of
Ma a general law city and municipal
_jy� 2014, by and between the CITY OF EL SEGUNDO,
corporation ("CITY") and Giar6a .L N anag! -1!1
I.J."Ippire 11uijlt141L!
Services, a California Corporation ("CONTRACTOR").
The Parties agree as follows:
I. CONS[DERATION,
A. As partial consideration, CONTRACTOR agrees to perform the work listed in the
SCOPE OF SERVICES, attached in Exhibit A;
13. As additional consideration, CONTRACTOR and CITY agree to abide b the
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terms and conditions contained in this Agreement;
C. As additional consideration, CITY agrees to pay CONTRACTOR $24,340 set
forth in the attached Exhibit"A," which is incorporated by reference, for
CONTR ACT OR's services. CITY will pay such amount promptly, but not later
than thirty (30) days after receiving CONTR ACT OR's invoice.
2. TERNI. The term of this Agreement will be from M-_
jiy 12, 2014, to August 29, 2014. The
Agreement may be renewed upon mutual consent of the parties.
3. SCOPE OF SERVICES.
A. CONTRACTOR will perform services listed in the attached Exhibit A.
B. CONTRACTOR will, in a workmanlike manner, furnish all of the labor.,
technical, administrative, professional and other personnel, all supplies and
materials, equipment, printing, vehicles, transportation. office space and facilities,
and all tests, testing L, and analyses, calculation, and all other means whatsoever,
except as herein otherwise expressly specified to be furnished by CITY, necessary
or proper to perform and complete the work and provide the professional services
required or CONTRACTOR by thi.,z Agreement.
4. PREVAILING WAGES. If required by applicable state law includingtD, without limitation
I-ahor Code §§ 1720 (as amended by AB 975 (2001)), 1771. 1774, 1775,and 1776,
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Agreement No. 4625
CONTRACTOR must pay its workers prevailing wages. ft is CONTRACTOR's responsibility
to interpret and implement any prevailing wage requirements and CONTRACTOR agrees to pay
any penalty or civil damages resulting from a violation of the prevailing wage laws. In
accordance with Labor Code § 1773.2, copies of the prevailing rate of per them wages are
available upon request from CITY's Engineering Division or the website for State or California
Prevailing wage determination at 1). A copy of the prevailing
rate of per diem wages must be posted at the job site.
5. FAMILIARITY WITH WORK.
A, By executing this Agreement, CONTRACTOR represents that CONTRACTOR
has
i. Thoroughly investigated and considered the scope of services to be
performed;
ii. Carefully considered how the services should be performed; and
iii. Understands the facilities, difficulties, and restrictions attending
performance of the services under this Agreement,
B, If services involve work upon any site, CONTRACTOR warrants that
CONTRACTOR has or will investigate the site and is or will be fully acquainted
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with the conditions there existin-, before commencincy the services hereunder.
IM ?:I
Should CONTRACTOR discover any latent or unknown conditions that may
materially affect the performance of the services, CONTRACTOR will
immediately inforin CITY of such fact and will not proceed except at
CONTRACTOR's own risk until written instructions are received from CITY.
6. INSURANCE
A, Before commencing performance under this Agreement, and at all other times this
Agreement is effective, CONTRACTOR will procure and maintain the following
types of insurance with coverage limits complying, at a minimum, with the limits
set forth below:
Ty Limits (combined sin-le)
Commercial general liability: $2,000,000
Business automobile liability $1,000,000
Workers compensation Statutory requirement.
ll. Commercial general liability insurance will meet or exceed the requirements of
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ISO-CGL Form No. CG 00 01 It 85 or 88. The amount of insurance set forth
above will be a combined single limit per occurrence for bodily injury. personal
injury, and property damage for the policy coverage. Liability policies will be
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Agreement No. 4625
endorsed to name City, its officials, and employees as "iadditional insureds" under
said iVIS,Urance coverage and to stac that sn.ich ii`ISUrance will be deeined "primary"
such that any (.A.heir insurance that may be carried by City will be excess thereto.
Such insurance wH11 be on an "occurrence," not a "claims made," basis and will
not be cancelable or subject to reduction excep upon thirty(30) days prilor wriacin
notice to City..
C. Automobile coverage will be written on ISO Business Auto Coverage Form CA
00 01 06 92, including symbol I (Any Auto).
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D, CONTRACTOR will furnish to City duly authenticated Certificates of Insurance
evidencing maintenance of the insurance required under this Agreement,
endorsements as required herein, and such other evidence of insurance or copies
of policies as may be reasonably required by City from time to time. Insurance
must be placed with insurers with a current A.M. Best Company Rating
equivalent to at least a Rating of "A:Vfl." Certificate(s) must reflect that the
insurer will provide thirty (30) day notice of any cancellation of coverage.
CONTRACTOR will require its insurer to modify such certificates to delete any
exculpatory wording stating that failure of the insurer to mail written notice of
cancellation imposes no obligation, and to delete the word "endeavor" with regard
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to any notice provisions.
E, Should CONTRACTOR, for any reason, fail to obtain and maintain the insurance
required by this Agreement, City may obtain such coverage at CONTRACTOR's
expense and deduct the cost of such insurance from payments due to
CONTRACTOR under this Agreement or terminate.
7. TIME FOR PERFORMANCE. CONTRACTOR will not perform any work under this
Agreement until:
A. CONTRACTOR furnishes proof of insurance as required under Section 6 of this
Agreement; and
B, CITY gives CONTRACTOR a written Notice to Proceed.
C. Should CONTRACTOR be-in work in advance of receiving written authorization
t-
to proceed, any such professional services are at CONTRACTOR's own risk-.
8. TERMINATION,
A. Except as otherwise provided, CITY may terminate this Agreement at any tirne
with or without cause. Notice of termination will be in writing,
B. CONTRACTOR may terminate this Agreement upon providing written notice to
CITY at least thirty (30)days before the effective termination date.
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Agreement No. 4625
C. Should the AgIfeernerlt be terminateZ pursuant to this Secdon.CITY may procure
on n o those terminated.
its ow to services s'I pu'lar t
D. By executing this docurnent, CONTRACTOR waives any and all claims for
damages that might otherwise arise from CITY's termination under this Section,
9. lira`DEMNIF4 ICATION,
X CONTRACTOR indemyArles and holds CITY harmless from and against any
claim, action, damages, costs (including, without Umitation, attorney's fees),
injuries,or liability,arising out of this Agreement,or its performance,except
for such loss or damage arising from CI 's sole negligence or willful
misconduct. Should CITY he named in any suit, o r s hould any claim he
brought against it by suit or otherwise, whether the same be groundless or
not, arising out of this Agreement, or its performance, CONTRACTOR will
defend CITY (at CITY's request and with counsel satisfactory to CITY) and
will indemnify CITY for any judgment rendered against it or any sums paid
out in settlement or otherwise.
B. For purposes of this section "CITY" includes CI 's officers, officials,
employees, agents, representatives,and cenified volunteers.
C. It is expressly understood and agreed that ffic foregoing provisions will sulvive
termination of this Agreement.
10. INDEPENDENT CONTRACTOR. CITY and CONTRACTOR agree that
CONTRACTOR will act as an independent contractor and will have control of all work and the
m;inner iDwhich is it performed- CONTRACTOR will be free to contract for similar service to
be performed for other employers while under contract with CITY. CONTRACTOR is not at.
agent or employee of CITY and is not entitled to participate in any pension plan,insurance,
bonus or similar benefits CITY provides for its employees. Any provision in this Agreement that
may appear to give CITY the tight to direct CONTRACTOR as to the details of doing the work
or to exercise a measure of control over the work-means that CONTRACTOR will follow the
direction of the CITY as to end results of the work only.
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Agreement No. 4625
11.NOTICES.
A, All notices given or required to be given pursuant to this Agreement will be in
writing and may be given by personal delivery or by mail- Notice sent by mail
will be addressed as follows:
To CITY:
Stephanie Katsouleas, P.E.
Department of Public Works
City of El Seggundo
3
350 Main Street
El Segundo, CA 90245
ToCONTRACTORI-
Ronnie Garcia,CEO/President
Garcia Asset Management, Inc. dba
Empire Building and Environmental Services
2821 W. Valley Blvd.
Alhambra,CA 91803
(626) 289-8755
B. When addressed in accordance with this paragraph, notices will be deemed given
upon deposit in the United States mail, postage prepaid. In all other instances,
notices will be deemed given at the time of actual delivery.
' Changes may be made in the names or addresses of persons to whom notices are
to be given by giving notice -in the manner prescribed in this paragraph.
12. TAXPAYER IDENTIFICATION NUMBER. CONTRACTOR will provide CITY with a
Taxpayer Identification Number.
13. WAIVER. A waiver by CITY of any breach of any term, covenant,or condition contained
ion this Agreement will not be deerned to be a waiver of any subsequent breach of the same or any
other term, covenant,or condition contained in this Agreement, whether of the same or different
character.
14. CONSTRUCTION. The language of each part of this Aggfeement will be construed simply
and'according to its fair meaning, and this Agreement will never be construed either for or
against either party.
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15. SEVERABLE. If any portion of this Agreement is declared by a court of competent
Jurisdiction to be invalid or Unenforceable, then such portion will be deemed modified to the
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Agreement No. 4625
extent ne�.,.essa.ry in the opinion of the court to render such portion eid I(,.)rceaNle and, as so
mo(fifiled, such, portion an(] the balance of'this Agreement will continue in ftflf force arii(] effect.
16. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of
reference only and will not affect the interpretation of this Agreement.
12.17, WAIVER. Waiver of any provision of this Agreement will not be deemed to constitute as
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waiver of any other provision, nor will such waiver constitute a continuing waiver.
18. INTERPRETATION, This Agreement was drafted in, and will be construed in accordance
with the laws of the State ol.'California, and exclusive venue fear any action involving this
agreement will be in Los Angeles County.
19. AUTHORITY/MODIFICATION. This Agreement may be subject to and conditioned
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upon approval and ratification by the El Segundo City Council. This Agreement is not binding
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upon ury until executed by the City Manager. The Parties represent and warrant that all
necessary action has been taken by the Parties to authorize the undersigned to execute this
A-reeirient and to en-a-e in the actions described herein. This Agreement may be modified by
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written a-reement. CITY's city manager may execute any such amendment on behalf of CITY.
20. ACCEPTANCE OF FACSIMILE SIGNATURES. The Par-ties agree that this Agreement,
agreements ancillary to this Agreement, and related documents to be entered into in connection
with this Agreement will be considered signed when the signature of a party is delivered by
facsimile transmission. Such Facsimile signature will be treated in all respects as having the
,same effect as an original signature.
21. EFFECT OF CONFLICT. In the event of any conflict, inconsistency,or incongruity between
any provision of this Agreement, its attachments, the purchase order, or notice to proceed, the
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provisions of this Agreement will govern and control.
22. CAPTIONS. The captions or the paragraphs of this Agreement are for convenience of
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reference only and will not affect the interpretation of this Agreement.
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23. FORCE NIAJEURE. Should performance of this Agreement be prevented due to Fire, flood,
explosion, war, terrorist act, embargo, government action, civil or military authority, the natural
elements, or other similar causes beyond the Parties' control, then the Agreement will
immediately terminate without obligation of either party to the other.
24. ENTIRE AGREEMENT. This Agreement and its one attachment constitutes the sole
agreement between CONTRACTOR and CITY respecting City Hall HVAC and air duct
cleaning. To the extent that there are additional terms and conditions contained in Exhibit "A"
that are not in conflict with this Agreement, those terms are incorporated as if fully set forth
above. There are no other understandings, terms or other agreements expressed or implied, oral
or written.
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Agreement No. 4625
IN WITNESS WHEREOF the parties hereto have executed this contract the day and year
first hereinabove written.
FFY 4, i:i.., f—4)I"«ID A
P �
Grci2 C Ra,wrinw (rar(li"k, ("11-1""(" �' � Cs�ir0e t
Garcia Asset Management,Inc. dba
Empire Building and Environmental Services
f ... . ,
Taxpayer Ill No.
�`itv Clerk
Business License No.
;±Grua, M Iceiisc No.
td,an'icy �
I;l .
K,ir°i 11 A9tc;°�niev
Insurance Reviewed by: .........__a................ ....._.......................
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Exhibit A
April 21, 2014
VIA EMAIL
Subject: City of El Segundo Request for City Hall HVAC Duct Cleaning
Dear Potential Bidder;
You are invited to submit a Cost Estimate for the cleaning of the HVAC duct system through
the entire City of El Segundo City Hall building. Cleaning shall be performed Friday through
Sunday, 8 am to 6 pm, and in accordance with all applicable state, regional, and local air
quality and HVAC system cleaning regulations. City Hall is located at 350 Main Street, El
Segundo, CA 90245. A pre-bid job walk will be held on Thursday, April 24, at 10 am
beginning in the City Council Chambers. If you are not able to attend this walk and would
like to make other arrangements to see the building, please contact the Public Works
Department at puhlicworksdeptC'elsegundo.org.
Scone of Work:
The Contractor is to provide the City with on-site services including all labor, materials, tools,
equipment, transportation, services and supplies required to
• Prepare and protect all areas within the City facility for cleaning as necessary from
debris that may come out of or be removed from the ductwork during the cleaning.
The use of plastic sheets, tape, etc. is acceptable.
• Completely clean all HVAC ductwork including but not limited to ductwork, fittings,
registers, grills, etc, within and on top of the City Hall building per all applicable state,
regional and local air quality and HVAC system cleaning regulations.
• Remove and properly dispose of debris found within the ductwork.
• Cleanup, removal, and proper disposal of any dust or debris that have occurred in any
City areas as a result of the work. If tape used to put plastic up leaves an adhesive
residue, then it must be cleaned off to City satisfaction.
• Any City property damaged during the course of the work shall be repaired or
replaced to City satisfaction.
A map of City facilities has been included with this RFP. The City Hall Building is Location
No. 6.
350 Main Street, E!Segundo, CA 90245-3813 (310)524-23
Working Days
Working hours shall be 8:00 am to 6:00 pm, Friday through Sunday. The Contractor shall be
aware that the work must be coordinated and scheduled to allow clearance of all items not
anchored down in each work area, as necessary, as the work progresses
Contract Term
The Contractor will commence work for each project on the date specified in the Notice to
Proceed and will complete work on the PROJECT, under the observation of Public Works
staff, within 6 (six) CALENDAR DAYS after the date of commencement, unless otherwise
agreed to by the Public Works staff.
Any contract entered into as a result of this RFP will incorporate the provisions of the State
Labor Code. Compliance with the prevailing rates of wages and apprenticeship employment
standards established by the State Director of Industrial Relations will be required.
Affirmative action to ensure against discrimination in employment practices on the basis of
race, color, national origin, ancestry, sex, or religion will also be required.
The City of El Segundo will deduct a five percent (5%) retention from progress payments.
The Contractor will make a payment request for the retained amount, for approval by the City,
upon field acceptance of the work by the City Engineer.
Project Pre-bid Job Walk
A pre-bid meeting is scheduled for Thursday, April 24, 2014, at 10:00 am, at El Segundo City
Hall, 350 Main Street in El Segundo, CA 90245. The meeting is mandatory for any
contractors who intend to bid.
Evaluation of Proposals:
Public Works staff shall determine which bids best meet the City's HVAC duct cleaning
needs.
Proiect Award:
Once a bid has been selected, the successful bidder shall complete and submit contract
documents including:
• Contract agreement
• W-9 form
• Business License application
• Insurance requirements
Please see the attached technical specifications.
350 Main Street, El Segundo, CA 90245-3813 (310)524-2300
Questions:
tA,j,l qqestigti ]! shall be submitted in writijig-jig.
JALeL�Jutq.(1_piR.,A iri 12 8.
Jq
2014 to p Ls
qto!�q k /proiect reguest contact fo�rr i.asp. Place
"HVACDuct Cleaning RFP" in the Subject Line of all correspondence regarding this request
in order for the emails to be routed correctly. Questions will be answered and responses sent
to all registered contractors by 6:00 pin on April 29,2014.
Submittal Requirements and Deadline
All bids, in the format attached to this letter,must be received by 3:00 P.M.,
WEDNESDAY,APRIL 30, 2014,
Proposals must be ernailed to I)Liblicwoi-ksdept(t—i.,,else(,uiido.oi-,, or dropped off to City Hall by
the deadline to be considered. Please place "HVA C Duct Cleaning RFP" in the subject line
of your email.
City of El Segundo
Public Works Department
350 Main Street
El Segundo,CA, 90245
The Proposer shall guarantee that all rates shown in their submittal shall be valid for a period
of 120 calendar days from the due date of proposals or while contract documents are being
processed.
shicerelyi—.,.
Floriza ffivera
Public Works Department
frivera@elsegundo.org
(310) 524-2361
Cc: Stephanie Katsouleas, Public Works Director/City Engineer
350 Main Street, El Segundo, CA 90245-3813 (310)524-2300
BID SCHEDULE
CITY OF EL SEGUNDO CITY HALL HVAC DUCT CLEANING
PROJECT NO.: PW 14-01
Company Name: . ......._ ...........
Address:,,,,,,,, ......
City/State/Zip: ............
Designated Contact: .........
Email:
-- ............
Phone#: Cell Phone k
UNIT
IT NO. ESTIMATED DESCRIPTION PRICE IN TOTAL
QUANTITIES FIGURES
Provide and furnish all labor,
materials, tools,equipment and
I Lump Sum services necessary to clean City all
Building HVAC ducting and
appurtenances in accordance with
this RFP and and specifications
TOTAL BASE BID (In Figures)
TOTAL BASE BED (In Words)
350 Main Street, El Segundo, CA 90245-3813 (310)524-2300
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HVAC DUCT CLEANING SPECIAL PROVISIONS
1-0. MOBILIZATION
1-1. Mobilization shall conform to the provisions of Section 9-3.4 of the Standard
Specifications. The scope of work under mobilization includes but is not limited to:
a. Obtaining and paying for insurance, permits, and licenses required by agencies other
than the City of El Segundo. City of El Segundo Encroachment Permits and Building
Permits shall be no-fee permits.
b. Moving on to the site of all Contractor's equipment required for operations
c. Submittal of Construction Schedule, Contractor Contract List, and Notices to City
staff for City approval
d. Submitting notices, if required by governing agencies, for the cleaning activities.
Any cost for these submittals shall be the responsibility of the contractor.
e. Notification of City staff as necessary, including temporary warning and safety
signage inside applicable buildings where if work occurs during the work week.
Notification shall take place at least 48 hours before construction as well as during
construction.
f. Coordination for inspection and sign-off with City staff if required Preparation of a
schedule of values primarily based on mobilization and on square footage of carpet to
be installed and the percent completion of the installation
g. Preparation and cleaning of work area as necessary for work to occur
h. Moving all fumiture to as necessary for work to occur and replacing them in their
original locations once work is completed
i. Restoration, to existing standard condition or better, of public property damaged
during construction
j. Demobilization
1-2. The Contractor shall be responsible for accurately measuring the area, if needed, for the
required work in order to submit a complete bid. Bid prices shall reflect all material and
labor required to protect the City areas, perform the HVAC system cleaning, and perform
the cleanup and demobilization.
1-3. The contractor shall furnish all labor, materials, appliances, transportation, etc. required
to do the work.
2-0. CLEANING. The Contractor shall
a. Coordinate all activities with City representative to ensure that the project is
completed in a timely fashion and according to these special provisions and the
technical specifications.
b. Exercise due diligence in all aspects of the project.
c. Protect City areas from dust and debris that will be removed from the HVAC ducting.
Plastic sheeting, tape, special air filtering devices, and special vacuums shall be used
as necessary to prevent excessive dust and debris from escaping into the employee
work areas during cleaning.
d. Ensure that all required tools and equipment urz available to initiate the work.
c. Report dsykcicmcicx in amount of procured materials immediately to City staff noted
in Section 2.
2-1. DISPOSAL 0F DEBRIS. The contractor shall:
u. Remove and dispose of debris removed from the duct work according 0m all |cgu)
requirements.
34 CLEAN-UP
u. Work, carpet, cabinet, and other surfaces mbu|| be )eft clean and bru from foreign
substances and debris from the ductwork.
b. Any damage to paint, vvu)b, woodwork, donro, furniiurc, oc other surfaces as u rcxu|\
of the work shall be repaired at no additional cost and to the satisfaction of City staff.
3-1 , Replacing Moved Furnishings and Non-Anchored Items, if needed. The contractor shall:
u. Note that furnishings include all tangible iLcrno including without limitation:
furniturc, denko, xbnlvms. bookcases, Door nna1m, cic, but not computer equipment nor
copier machines. �
b. Rco)ucu all moved furnishings to original position or to the duxiQnok:d pox/dons as
may have been determined and agreed upon before the installation process began.
c. Ensure that all furnishings are back in place immediately after completed installation.
3-2. Final Inspection. The contractor shall:
u. Perform a pnc4Dna] inspection before rc4uesdng the final inspection with the City
ropomontut/ve.
b. Coordinate final inspection with City representative immediately uDcr the project
completion.
c. Note that invoices may not hepresented for work that has been u0nDp|etcd that has
not been inspected and approved by City representative and if invoice is received
prior to approval, UJnn yoynncnt will be withheld until such approval has been
granted.
d. Replace any defective work, ut Contractor's sole expense, within five business days
after final inspection and nndOcuUnn has been received by Contractor from City
rcyvcxentudvc.
3-1 Demobilization. The contractor shall:
u. Ensure that all waste materials are disposed of properly
b. Deliver all excess flooring materials per City representative instructions,
c. Ensure that all required tools and equipment are promptly n:nuovcd uOor completion
of work.
4-0. WO}l}{ DONE BY OTHERS. The contractor shall:
u. List subcontractors that may bo performing any work for the requirement as described
herein.
h. Note that any subcontractors utilized must meet xonoe quuJificudonu, bonding,
insurance and other requirements ao may bc stated in this document.
c. Not change any subcontractor, subcontract out, or assign the performance of any of
the work without prior written approval of City representative.
5'0. SITE CONDITIONS. The contractor shall:
u. Examine specifications and work site and conditions before submitting a bid.
b� Note that changes or nubatiUodnnx to this specifications will NOT be nnudc unless
specifically approved, iu writing, by City representative.
c Notify, in writing, the City rcyreoentabvu, regarding any issues that prevent the
project from being completed as specified herein. Note that start of work without
Contractor providing such notification will be considered acceptance by the
Contractor of the existing site conditions.
0'0' ENVIRONMENTAL REQUIREMENTS, SAFETY, AND SECURITY. The contractor
abuU:
u. Comply with current applicable local, state and federal regulations and requirements.
b. Transport, store, apply and dispose of all hazardous nnuicriuJo as required by law.
c. Supply, if necessary, u trash container for non-hazardous materials only.
d. Remove from the work site and properly dispose o[ on u daily bomix, all spent
materials, supplies, debris, equipment and the like.
c. NOT accumulate wuxic materials un1cux City representative odbprvvioc allows.
h'\. Sm5:(y Data Sheets: Suppliers are advised that the City rcguin:u proper labeling and
8u[e(y Data Sheets (8DS) on all applicable products. It is the supplier's responsibility to
determine which products are covered and to prnvideBD8 with the initial shipment. It is
also the supplier's responsibility to provide any updates or revisions o/SDS. as they may
become available for any products sold and delivered to the City.
8'I. Safety. The contractor shall:
u. Gnxorc that all applicable safety standards are enforced at all hmucx.
b. Maintain clear access to all fire exits.
c. Keep project prernises free of debris.
d. Collect material that may constitute safety hazard and rcmnovodai1y from site.
c. Maintain and protect areas where work is progress from damage.
[ Protect all buildings, equipment and furnishings from damage, which might hcdone
or caused by work performed under this contract. Such dunnmgeu to the foregoing
nb8U be cnpui,cd and/or replaced by approved nuotb0du »o as to restore the damaged
areas to |bci, original condition at the expense nf the Contractor.
6'3' Security
u. The contractor ohuD not admit any person into the work urcux who are not an
employee of the City orContractor
h. The contractors and subcontractor's employees ubu1| wear identification at all times,
which shall be furnished by the Contractor and subcontractor, respectively.
74 [)AM&[)E0. The contractor shall:
u. Protect materials, products and facility against damage ut all bnnca
b. Repair, at Contractor's expense, any damage caused by Contractor within 30 days.
c. Damage shall be repaired to original or better condition, to the City's satisfaction.
d. Note that failure to complete repairs within the given time will entitle the City to
effect the repairs. The cost of the City to repair items will be deducted from invoices
due, or will be charged back to Contractor.
8-0. CONTRACTOR' AND SUBCONTRACTORS' EMPLOYEES: Any person working at
City facilities must be identifiable by uniform, proper identification and/or a marked
vehicle. The contractor shall only furnish employees who are competent and skilled for
work under this contract.
If, in the opinion of the City, an employee of the contractor is incompetent or disorderly,
refuses to perform in accordance with the terms and conditions of the contract, threatens
or uses abusive language while on City property, or is otherwise unsatisfactory, that
employee shall be removed from all work under this contract.
HVAC DUCT CLEANING TECHNICAL SPECIFICATIONS
1.01 QUALIFICATIONS OF THE HVAC8Y8TEM CLEANING CONTRACTOR
(A) Membership
The HVAC system cleaning contractor shall be a certified member of the National Air
Duct Cleaners Association (NADCA), or shall maintain membership in a nationally
recognized nonprofit industry organization dedicated to the cleaning of HVAC systems.
(B) Certification
The B\/AC system cleaning contractor shall have minimum n[one(l) Air System
Cleaning Specialist (/\8CS) oortifiodbyNADC/\ onu full time basis, or shall have staff
certified by a nationally recognized certification program and organization dedicated to
the cleaning oC8V/\C oyohunuy.
(C) Supervisor Qualifications
A person certified as an ASCS by N/kDCA` or maintaining un equivalent certification by
u nationally recognized program and organization, ohu|| be responsible for the Loiuj work
herein specified.
(D) Experience
The B'VACxya0o/n cleaning contractor shall submit u list of projects where they have
pecfonnudBVA[ system cleaning services. Bids xbu|l only bc considered from Onnn
which are regularly engaged inl{VACoyxtenu maintenance with un emphasis onl{\//\[
system cleaning and decontamination.
(E) Equipment, Materials and Labor
TheB\//k[ system cleaning contractor shall pouxcax and furnish all necessary equipment,
materials and labor in adequately Pcrfonn the specified services.
|. The contractor shall assure that its employees have received safety equipment
iruining, medical surveillance programs, individual health protection
measures, and manufacturer's product and material safety data sheets (MSDS)
as required for the work by the U.S. Occupational Safety and Health
Administration, and ux described by this specification.
7. The contractor shall maintain a copy of all current MSDS documentation and
safety certifications nt the site utall dmumx, as well ux comply with all other site
documentation requirements 0f applicable OSHA programs and this
specification.
3. The contractor shall submit\o the owner all Material Safety Data Sheets
(MDDS) for all cbnrnicu} products proposed to be used in the cleaning process.
(F) Licensing
The HVAC system cleaning contractor shall provide proof of maintaining the proper
license(s), i[uny, as required to do work in this state. Contractor abuJl comply with all
Federal, state and local rules, regulations, and licensing requirements.
1.02 STANDARDS
(A) NADCA Standards
The HVAC system cleaning contractor shall perform the services specified here in
accordance with the current published Standards of the National Air Duct Cleaners
Association (NADCA) or other recognized duct cleaning organization.
1.03 DOCUMENTS
(A) Mechanical Drawings
The City of El Segundo will provide any drawings it has available for the existing
ductwork.
PART 2—HVAC SYSTEM CLEANING REQUIREMENTS
2.01 SCOPE OF WORK
(A) The scope of work for this project will include cleaning of all HVAC ductwork and
accessories at the El Segundo City Hall Building. The extent of ductwork to be cleaned
shall be determined by review of available construction documents and field verification.
(B) The Contractor shall be responsible for the removal of visible surface contaminants
and deposits from within the HVAC system in strict accordance with these specifications.
(C) The HVAC system includes any interior surface of the facility's air distribution
system for conditioned spaces and/or occupied zones. This includes all Heating,
Ventilating and Air Conditioning systems from the points where the air enters the system
to the points here the air is discharged from the system. The return air grilles, return air
ducts to the air handling unit (AHU), interior surfaces of the AHU, mixing box, coil
compartment, condensate drain pans, supply air ducts, fans, fan housing, fan blades,
turning vanes, filters, filter housings, reheat coils, and supply diffusers are all considered
part of the HVAC system. The HVAC system may also include other components such as
dedicated exhaust and ventilation components and make-up air systems. The Kitchen
Hood Exhaust systems are not included in the scope of work.
2.02 HVAC SYSTEM INSPECTION AND SITE PREPARATIONS
(A) HVAC System Component Inspections
Prior to the commencement of any cleaning work, the HVAC system cleaning contractor
shall perform a visual inspection of the HVAC system to determine appropriate methods,
tools, and equipment required to satisfactorily complete this project. The cleanliness
inspection should include air handling units and representative areas of the HVAC system
components and ductwork. In HVAC systems that include multiple air handling units, a
representative sample of the units should be inspected.
(B) The cleanliness inspection shall be conducted without negatively impacting the
indoor environment through excessive disruption of settled dust, microbial amplification
or other debris. In cases where contamination is suspected, and/or in sensitive
environments where even small amounts of contaminant may be of concern,
environmental engineering control measures should be implemented
1. Damaged system components found during the inspection shall be
documented and brought to the attention of the owner.
(C) Site Evaluation and Preparations
Contractor shall conduct a site evaluation, and establish a specific, coordinated plan
which details how each area of the building will be protected during the various phases of
the project.
(D) Inspector Qualifications
Qualified personnel should perform the HVAC cleanliness inspection to determine the
need for cleaning. At minimum, such personnel should have an understanding of HVAC
system design, and experience in utilizing accepted indoor environmental sampling
practices, current industry HVAC cleaning procedures, and applicable industry standards.
2.03 GENERAL SYSTEM CLEANING REQUIREMENTS
(A) Containment
Debris removed during cleaning shall be collected and precautions must be taken to be
that Debris is not otherwise dispersed outside the HVAC system during the cleaning
process.
(B) Particulate Collection
Where the Particulate Collection Equipment is exhausting inside the building, HEPA
filtration with 99.97% collection efficiency for 0.3-micron size (or greater) particles shall
be used. When the Particulate Collection Equipment is exhausting outside the building,
Mechanical Cleaning operations shall be undertaken only with Particulate Collection
Equipment in place, including adequate filtration to contain Debris removed from the
HVAC system. When the Particulate Collection Equipment is exhausting outside the
building, precautions shall be taken to locate the equipment downwind and away from all
air intakes and other points of entry into the building.
(C) Controlling Odors
Measures shall be employed to control odors and/or mist vapors during the cleaning
process.
(D) Component Cleaning
Cleaning methods shall be employed such that all HVAC system components must be
Visibly Clean as defined in applicable industry standards. Upon completion, all
components must be returned to those settings recorded just prior to cleaning operations.
(E) Air-Volume Control Devices
Dampers and any air-directional mechanical devices inside the }{VACsystem must have
their position nnu,kod prior bo cleaning and, upon completion, must be restored iotheir
marked position.
(F) Set-vice Openings �
T� contractor shall ��� s�� openings, � required �����in� � various
points of the Hl/AC xyHkeO8 for physical and 0eCh8OiGU entry, and inspection.
|. Contractor shall utilize the ouiniin� service openings already installed in the
BVACoyuhem where possible.
2. Other openings shall be created where needed and they must bc created oo
they can besealed in accordance with industry codes and standards.
3. Closures must not significantly binder, rcsthct, or alter the airflow within che
system.
4. Closures must be properly insulated to prevent heat loss/gain or condensation
on surfaces within the system.
5. Openings must not compromise the structural integrity of the system.
6. Construction techniques used in the creation of openings should conform to
requirements of applicable building and fire codes, and applicable IqFPA.
3M/\CN/\and industry standards.
7. Cutting service openings into flexible duct is not permitted. Flexible duct xhu|i
be disconnected at the ends as needed for proper cleaning and inspection.
0. All service openings capable of being re-opened for future inspection or
n:nncdio\ion mbu|l be clearly marked and shall have their location reported to
the owner in project reportdocunoentm.
(G) Ceiling Tile
The contractor may remove and reinstall ceiling xcodono to gain access to 8\/AC
systems during the cleaning process.
(B) Air Distribution Devices (registers, gd||co & diffusers)
The contractor shall clean all air distribution devices.
(l) Air Handling Units, Blowers and Exhaust Fans
The contractor shall insure that xapply, return, and exhaust farts and blowers are
thoroughly cleaned. Areas 0ohecleaned include b|owom, fun housings, plenums (except
ceiling supply and return plenums), scrolls, blades, or vanes, shafts, baffles, dampers and
drive assemblies. All visible surface contamination deposits shall be removed in
accordance with industry Standards. Contractor shall:
|. Clean all air handling units (ABU) iOte[O0| surfaces, components and
condensate collectors and drains,
2. /\uuum: that a suitable operative drainage system is in place prior tobeginning
wash down procedures.
l Clean all coils and related components, including evaporator fins.
(J) Duct Systems
|. Contractor shall ucnute service openings in the xyxiemn as o#zcxxury in order to
uocornrnodaLc cleaning of otherwise inaccessible areas.
2. Contractor shall mechanically o|cun all duct xyotcnno to remove all visible
contaminants, such that the systems are capable n[passing Cleaning
Verification Tests (yceyVADCA Standards).
2,04 HEALTH AND SAFETY
(A) Safety Standards
Cleaning contractors shall comply with applicable federal, state, and local requirements
for protecting the safety nf the contractor's employees, building occupants, and the
environment. In particular, all applicable standards of the Occupational Safety and Health
Administration (OSHA) shall be followed when working in accordance with this
specification.
(B) Occupant Safety
No processes or materials shall be employed in such a manner that they will introduce
additional hazards into occupied spaces.
(C) Disposal nfDebris
All Debris removed from the BV/kC System shall be disposed wfin accordance with
applicable b:dera|, aiuie and local requirements.
2.05 MECHANICAL CLEANING METHODOLOGY
(/\) Source Removal Cleaning Methods
The BVAC system shall be cleaned using Source Removal mechanical cleaning methods
designed io extract contaminants from within tbcB\/&C xyytenu and safely remove
contaminants from the facility. It is the contractor's responsibility toselect Source
}lennovui rneibodx that will render the BVAC system Visibly Clean and capable of
passing cleaning verification methods (See applicable Industry Standards) and other
spccificdtests, in accordance with all general requirements. No cleaning method, or
combination of methods, shall be used which could potentially damage components of
the H\//\[, system or negatively alter the integrity of the system.
|. All methods used shall incorporate the use nf vacuum collection devices that
are operated continuously during cleaning. /\ vacuum device shall be
connected |o the downstream end o[the section being cleaned through o
predeten-nined opening. The vacuum collection device must be of sufficient
power tn render all areas being cleaned under negative pressure, such that
containment of debris and the protection nf the indoor environment are
assured.
2. All vacuum devices exhausting air inside the building shall be equipped with
BEPA filters (minimum efficiency), including hand-held vacuums and wet
vacuums,
3. All vacuum devices exhausting air outside the facility shall be equipped with
Particulate Collection including adequate filtration to contain Debris removed
from the B\//\C system. Such devices xbul| exhaust in n manner that will not
allow contaminants to re-enter the facility. Release of debris outdoors must
not violate any outdoor environmental standards, codes nrregulations.
4. All methods require mechanical agitation dcviceahudielodgedebhnudbencd
to interior HVAC system surfaces, such that debris may be safely conveyed
tovacuum collection devices. Acceptable methods will include those, which
will not potentially damage the integrity of the ductwork, nor damage porous
surface materials such uo liners inside the ductwork or system components.
(D) Cleaning uyCoils
Any cleaning nncdlod may be used which will render the Coil Visibly Clean and capable
o[passing Coil Cleaning Verification (see applicable Industry Standards). Coil drain
pans shall be subject to Non-Porous Surfaces Cleaning Verification. The drain for the
condensate drain pen ubuD be operational. Cleaning methods shall not cause any
appreciable damage t0, displacement of inhibit heat transfer, or erosion of the coil
surface or fins, and shall conform to coil manufacturer recommendations when available,
Coils shall be thoroughly rinsed with clean water to remove any latent residues.
(E) Antimicrobial Agents and Coatings
1. Antimicrobial agents shall only bc applied i[active fungal growth io
reasonably suspected, or where unacceptable levels of fungal contamination
have been verified through testing.
2. Application of any antimicrobial agents used to control the growth of fungal
or bacteriological C0otaO0in8otS shall be performed after the removal of
surface deposits and debris.
]. When used, antimicrobial treatments and coatings shall hc applied iDstrict
accordance with the manufacturer's written recommendations and EPA
registration listing.
4. /\ndnmicnnbiu1 coatings ubu|l be applied according to the manufacturer's
written instructions. Coatings shall be sprayed directly onto interior ductwork
surfaces, rather than "fnggcd" downstream onto surfaces.
2'06 CLEANLINESS VERIFICATION
(A) General
Verification of HVAC System cleanliness will be determined after mechanical cleaning
and before the application n{any treatment nr introduction of any treatment-related
substance to the HVAC system, including antimicrobial agents and coatings.
(8) Visual Inspection
The 8l//\C xyntnno shall be inspected visually to ensure that no visible contaminants are
present.
i. lfno contaminants are evident through visual inspection, the Bl//\Csystem
shall be considered clean; however, the owner reserves the right iofurther
verify system cleanliness through Surface Comparison Testing or the NADCA
vuouum test specified in the N6DCAstandards.
2. lf visible contaminants are evident through visual inspection, those portions of
the myotcnz wbccc contaminants are visible shall be m:'c)cuncd and subjected to
re-inspection for cleanliness.
3. NADCA vacuum test analysis should be performed by a qualified third party
experienced in testing of this nature.
(C) Verification of Coil Cleaning
l. Cleaning must restore the coil pressure drop iowithin l0 percent nf the
pressure drop measured when the coil was first installed. lf the original
pressure drop is not knnwn, the coil will be considered clean only if the coil is
free of foreign matter and chemical residue, based unu thorough visual
inspection (see NA[)CA8tundurdu).
2.07 PRE-EXISTING SYSTEM DAMAGE
(A) Contractor is not responsible for problems resulting from prior inappropriate or
ourc)csx cleaning Uecbnigooa of others.
2.08 POST PROJECT REPORT
(/\) At the conclusion of the project, the Contractor sbu)| provide u report to the owner
indicating the following:
l. Success o[the cleaning project, uuvedbcdibrou8bviuua1inspoctionuod/er
&ravimncUricuno1ymis.
2. Areas of the uyu0con found to be damaged and/or in need of repair,
2.09 APPLICABLE STANDARDS AND PUBLICATIONS
The following current standards and publications of the issues currently in effect form a part of
this specification tothe extent indicated by any reference thereto:
(A) National Air Duct Cleaners Association (NADCA): "Assessment, Cleaning &
Bcyioruiinn ofBVAC Systems (AC}l 7005)'"
(D) National Air Duct Cleaners Association (NADCA): "Understanding Microbial
Contamination in B\/AC 8yuhunnn`"
(C) National Air Duct Cleaners Association (N/\DCA): "Introduction to l{\/AC System
Cleaning Services,"
(D) National Air Duct Cleaners Association (NA^D[&): Standard O5 "Requirements for
the Installation of Service Openings inB\/A[ Syntcnms.^
(E) Underwriters' Laboratories (DL): UL Standard )8l.
(F) American Society of Heating, Refrigerating and Air Conditioning Engineers
(/\SBRAB): Standard 69-89. "Ventilation for Acceptable Indoor Air Quality."
(G) Environmental Protection Agency (EPA): "Building Air Quality,"
(H) Sheet Metal and Air Conditioning Contractors' National Association (SMACNA):
-HVAC Duct Construction Standards - Metal and Flexible.
3. INSTALLATION HOURS
The contractor certifies that he/she will schedule the work to conform with the City's operations
and that the work will be performed Friday through Sunday 8 am to 6 pm. The contractor shall
provide a schedule to City staff for approval or to beginning work.
4. COMPLETION TIME
The undersigned also agrees that if this bid is accepted, he/she will complete the project no later
than June 1, 2014.
April 24, 2014
ADDENDUM NO. 1
to
THE REQUEST FOR PROPOSAL
for
CITY HALL HVAC DUCT CLEANING
PROJECT NO.: PW 14-03
ATTENTION BIDDERS:
The following additions, modifications, and clarifications to the specifications shall be
included in, and become a part of, any contract which may be executed for the above
project in the City of El Segundo:
1. The bid due date is changed to Monday, April 28, 2014,at 6:00 pm
2. Please see this project's attached Supplement to Addendum 1 for contractor
questions and the City's responses to them.
As evidence that the BIDDER has read this Addendum, the BIDDER must acknowledge
same in the space provided below and submit this Addendum with the Bid Proposal.
Failure to provide such a knpwledg�,i; ttt shall render the bid as non-responsive and
subject to rejection., e,
Signature: ..... Dater ✓ ' '
®. ..._ .�...__x..,..
Print Company Name:
Page I of 1
350 Main Street,El Segundo,CA 90245-3895 (310)524-2300 Fax(310)640-0489
CITY OF EL SEGUNDO
CITY HALL HVAC DUCT CLEANING
PROJECT NO.: PW 14-03
ADDENDUM NO. I SUPPLEMENT
April 2 , 2014
All Prospective Bidders
The following questions have been raised regarding this bid. The response to each question
is provided here and made available to all prospective bidders. The information and
clarification provided in this Addendum shall be considered as incorporated into the
specifications for the above-referenced project. All other portions of Contract Documents
and previous Addenda not specifically mentioned in this Addendum remain in force.
Usti : Does the City require prevailing wages to be paid?
Answer: Yes.
Question : Can the work be scheduled on weekdays after hours?
Answer; The City prefers the work to occur Fridays to Sundays.
Question : Would the City like an estimate to encapsulate the fiberglass within the duct
work?
Answer: Not at this time.
Question Which VAC systems will be cleaned?
Answer: MC2 and MC3 in Sections 1, 5, and 6 of City Hall that were affected by the
roof project. These systems have been turned off for some time.
Question hat material is the ducting primarily made of throughout City all?
Answer: The ducting is primarily metal ducting with some flexible ducting in certain
areas. The successful contractor shall verify the material of the ductwork
prior to cleaning and its ability to be cleaned.
1
Apri 125, 2014
ADDENDUM NO. 2
to
THE REQUEST FOR PROPOSAL
for
CITY HALL HVAC DUCT CLEANING
PROJECT NO.: PW 14-03
ATTENTION BIDDERS:
The following additions, modifications, and clarifications to the specifications shall be
included in, and become a part of, any contract which may be executed for the above
project in the City of El Segundo:
1. The bid due date is still Monday,April 28, 2014,at 6:00 p
2. Please see this project's attached revised bid table, titled "BID SCHEDULE
(Revised 04/25/14)" and a picture of two of the rooftop exhaust fans. Please use
the revised bid table when submitting a bid.
3. The successful contractor shall coordinate with City staff and any contractor
retained by the City to clean the City Hall ground-floor interstitial spaces to
schedule cleaning and temporary testing periods for the HVAC ducting. The
resultant scheduling shall give the City the best cleaning outcome for both
projects.
As evidence that the BIDDER has read this Addendum, the BIDDER must acknowledge
same in the space provided below and submit this Addendum with the Bid Proposal.
Failure to provide such aliyi)wledgenjent shall render the bid as non-responsive and
subject to rejection'
Signature: . w � �
Date;
.. .......
s
Print Company Name m
Page I of 1
350 Main Street,El Segundo,CA 90245-3895 (310)524-2300 Fax(310) 640-0489
BID SCHEDULE (Revised 04/25/14)
CITY OF EL SEGUNDO CITY HALL HVAC DUCT CLEANING
PROJECT NO.: PW 14-03
__....._.. .....�� _. .. .. �m ... ww, .�_w�
Company Name � � ' � � , � d � V'"`
Clty/Sta[e/Zlp "r�P hodu. ..� m t o:�E ,�✓� �4. 1
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........ ..... �........n.....
Desi«nated Contact; �°,, r �- �,�.i..� �:.__ . ....
Email;' .
Phone# :.:... `.. . r .eq...°! r Cell Phone# '
Base Bid Table
UNIT
ITEM NO. ESTIMATED DESCRIPTION PRICE IN TOTAL
QUANTITIES FIGURES
_. ._ _._.... .._.. .. _. ..... ......m _ ...., ..m _ ._
Provide and furnish all labor,
materials, tools, equipment and , ' ,e,.1
N 1 Lump Sum services necessary to clean City Hall
Building HVAC ducting and
appurtenances in accordance with
this RFP and specifications
TOTAL BASE BID (In Figures)
r.
I ----w-----......
OT AIa B
A_._. �SE B1D. (]n_._i�J.. ords)
Alternate Bid Table
UNIT
ITEM NO. ESTIMATED DESCRIPTION PRICE IN TOTAL
QUANTITIES FIGURES
Provide and furnish all labor,
materials, tools, equipment and � � � 1..?
A 1 9 EACH services necessary to clean rooftop
HVAC exhaust fans in accordance
with this RFP and specifications
—____.........
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.450 Main Street, F1 Segundo, CA 9612.85.3813 (310)524-2300
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Picture of two of the exhaust fans on Section 1 of the City Hall roof.
There are nine exhaust fans total, slightly different sizes, spread out over Roof Sections 1, >.
and 6.
350 Main Slreet, El Segundo, CA 9024.5-3813 (310)524-2.300