01225.0006/515653.2
Contract No.:
Approved:A
GREEMENT
“CITYWIDE HVAC PREVENTATIVE MAINTENANCE AND REPAIRS”
THIS AGREEMENT is made and entered into this 2 nd day of December, 2025 by and between THE CITY OF CHINO, a municipal corporation, hereinafter called “ City”, and C.E.
MECHANICAL, INC., hereinafter called “Contractor”.
WITNESSETH, that the parties hereto mutually agree as follows:
ARTICLE I: For and in consideration of the payments and agreements hereinafter mentioned to be made and performed by City, Contractor agrees to perform and complete all of the work for the project entitled “CITYWIDE HVAC PREVENTATIVE MAINTENANCE AND REPAIRS” in a good and workmanlike manner in accordance with all plans and specifications therefor, to furnish at Contractor’s sole cost and expense all tools, equipment, labor, and materials necessary therefor, except such materials and equipment as are expressly stipulated to be furnished by City, and to do everything required by the Contract Documents.
ARTICLE II: Contractor shall be responsible for furnishing all labor, materials, equipment, tools, and services, furnishing and removing all plants, temporary structures, tools, and equipment, and doing everything required by this Agreement and by the Contract Documents. Contractor shall also be responsible for all losses and damages arising out of the performance of the Work, from the action of the elements, or from any unforeseen difficulties that may arise during the prosecution of the Work until its acceptance by City; for all risks of every description associated with the Work; and for all expenses resulting from the suspension or discontinuance of the Work.
City shall pay Contractor, and Contractor shall receive, for completing the Work in accordance with the requirements of the Contract Documents and in full compensation therefor, the price named in the Bid Proposal. Subject to any additions or deductions that may be made by change order or amendment, and any penalties or damages that may be assessed against Contractor, Contractor shall receive a total contract amount of One Million Three Hundred Seventy-Six Thousand Dollars and Zero Cents ($1,376,000.00) for completion of the contract work.
ARTICLE III: The City hereby employs said Contractor to perform the work according to the terms of this Agreement for the above-mentioned price(s), and agrees to pay the same at the time, in the manner, and upon the conditions stipulated in the Contract Documents; and the said parties for themselves, their heirs, executors, administrators, successors and assignees, do hereby agree to the full performance of the covenants herein contained.
ARTICLE IV: The term of this Agreement shall commence as of January 1, 2026. The term of this Agreement shall expire on June 30, 2028, unless the City exercises its option to renew for two (2) additional one (1) year terms.
ARTICLE V: The Notice Inviting Bids, the Summary of Work, the Instructions to Bidders, the Bid Documents, the Required Post-Bid Documents, the General Provisions, the Special Provisions, the Technical Specifications, and all other drawing, plans, or specifications for the Work (collectively, “Contract Documents”) are hereby incorporated into and made part of this Agreement.
01225.0006/515653.2
ARTICLE VI: Contractor shall indemnify, defend with legal counsel approved by City, and hold harmless City, its officers, officials, employees and volunteers from and against all liability, loss, damage, expense, cost (including without limitation reasonable legal counsel fees, expert fees and all other costs and fees of litigation) of every nature arising out of or in connection with Contractor's negligence, recklessness or willful misconduct in the performance of work hereunder or its failure to comply with any of its obligations contained in this Agreement, except such loss or damage which is caused by the sole or active negligence or willful misconduct of the City. In instances where City is shown to have been actively negligent and where City’s active negligence accounts for only a percentage of the liability involved, the obligation of Contractor will be for that entire portion or percentage of liability not attributable to the active negligence of City. Should conflict of interest principles preclude a single legal counsel from representing both City and Contractor, or should City otherwise find Contractor’s legal counsel unacceptable, then Contractor shall reimburse the City its costs of defense, including without limitation reasonable attorneys’fees, expert fees and all other costs and fees of litigation. The Contractor shall promptly pay any final judgment rendered against the City (and its officers, officials, employees and volunteers) with respect to claims determined by a trier of fact to ha ve been the result of the Contractor’s negligent, reckless or wrongful performance. It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as is permitted by the law of the State of California and will survive termination of this Agreement.
ARTICLE VII: No officer or employee of the City shall have any financial interest in this Agreement nor shall any such officer or employee participate in any decision relating to the Agreement which affects his financial interest or the financial interest of any corpor ation, partnership or association in which he is interested, in violation of any State statute or regulation.
Similarly, Contractor warrants that it has not paid or given and will not pay or give any third party any money or other consideration for obtaining this Agreement.
ARTICLE VIII: This Agreement shall be interpreted, construed and governed both as to validity and to performance of the parties in accordance with the laws of the State of California. Legal actions concerning any dispute, claim or matter arising out of or in relation tothis Agreement shall be instituted in the Superior Court of the County of San Bernardino, State of California, or any other appropriate court in such county, and Consultant covenants and agrees to submit to the personal jurisdiction of such court in the event of such action. In the event of litigation in a U.S.
District Court, venue shall lie exclusively in the Central District of California, in the County of San Bernardino, State of California.
ARTICLE IX: Waiver by any party to this Agreement of any term, condition, or covenant of this Agreement shall not constitute a waiver of any other term, condition, or covenant. Waiver by any party of any breach of the provisions of this Agreement shall not constitutea waiver of any other provision or a waiver of any subsequent breach or violation of any provision of this Agreement.
Acceptance by City of any work or services by Contractor shall not constitute a waiver of any of the provisions of this Agreement. No delay or omission in the exercise of any right or remedy by a non-defaulting party on any default shall impair such right or remedy or be construed as a waiver. Any waiver by either party of any default must be in writing and shall not be a waiverof any other default concerning the same or any other provision of this Agreement.
ARTICLE X: No officer or employee of the City shall be personally liable to the Contractor, or any successor in interest, in the event of any default or breach by the City or for any amount which may become due to the Contractor or to its successor, or for breach ofany obligation of the terms 01225.0006/515653.2
of this Agreement.
ARTICLE XI: The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either party by reason of the authorship of this Agreement or any other rule of construction which might otherwiseapply.
ARTICLE XII: In the course of its work under this Agreement, the Contractor, its agents and employees shall be bound by and comply with all applicable federal, state and local laws and requirements.
ARTICLE XIII: The persons executing this Agreement on behalf of the parties hereto warrant that (i) such party is duly organized and existing, (ii) they are duly authorized to execute and deliver this Agreement on behalf of said party, (iii) by so executing this Agreement, such party is formally bound to the provisions of this Agreement, and (iv) the e ntering into this Agreement does not violate any provision of any other Agreement to which said party is bound. [SIGNATURES ON FOLLOWING PAGE]
01225.0006/515653.2
IN WITNESS WHEREOF, the parties hereto have caused this contract to be executed on the day and year first above written.
Approved as to Form: Approved as to Content:
City Attorney Silvia Avalos , Director of Community
Services, Parks & Recreation
CONTRACTOR
Dated: By:
(Signature)
Name:
(Please Type or Print Name)
Title:
(Please Type or Print Title)
CITY OF CHINO
Dated:
Linda Reich, City Manager
ATTEST:
Natalie Gonzaga, City Clerk
Date
Request for Proposal No. 2025-0015A
CITYWIDE HVAC PREVENTATIVE
MAINTENANCE AND REPAIRS
P T #y
CITY OF CHINO / PURCHASING
Contract Documents
1 TABLE OF CONTENTS
A. INTRODUCTION ................................................................................................................................................................................. 2 A1. Overview ............................................................................................................................................................................................................................. 2 A2. About the City ................................................................................................................................................................................................................... 2 A3. Proposed Schedule ......................................................................................................................................................................................................... 2 B. INSTRUCTIONS TO PROPOSERS ...................................................................................................................................................... 3 B1. Submission of RFP ........................................................................................................................................................................................................... 3 B2. Questions and Addenda ................................................................................................................................................................................................ 3 B3. Validity of Proposals ....................................................................................................................................................................................................... 3 B4. Confidentiality ................................................................................................................................................................................................................... 3 B5. Proposer RFP Examination ............................................................................................................................................................................................ 3 B6. Proposal Compliance ...................................................................................................................................................................................................... 4 B7. Proposal Rejection ........................................................................................................................................................................................................... 4 B8. Pre-Contractual Expenses .............................................................................................................................................................................................. 4 B9. Negotiations ...................................................................................................................................................................................................................... 4 B10. Contract ............................................................................................................................................................................................................................ 4 B11. Protest Procedures ........................................................................................................................................................................................................ 5 C. PROPOSAL REQUIREMENTS............................................................................................................................................................. 6 C1. Cover Letter / Letter of Introduction ......................................................................................................................................................................... 6 C2. Experience and Qualification of the Firm ................................................................................................................................................................. 6 C3. Project Team Qualifications/Qualifications of Key Personnel ........................................................................................................................... 6 C4. References .......................................................................................................................................................................................................................... 6 C5. Plan Methodology/Project Approach ....................................................................................................................................................................... 6 C6. Sealed Fee Proposal ........................................................................................................................................................................................................ 6 C7. Conflict of Interest Statement ...................................................................................................................................................................................... 7 C8. Acknowledgement of Insurance Requirements ..................................................................................................................................................... 7 C9. Acknowledgement of Terms and Conditions ......................................................................................................................................................... 7 C10. Appendices ...................................................................................................................................................................................................................... 7 D. EVALUATION CRITERIA .................................................................................................................................................................... 8 D1. Experience/Qualifications ............................................................................................................................................................................................. 8 D2. Plan Methodology / Project Approach ..................................................................................................................................................................... 8 D3. Past Performance/Reference ....................................................................................................................................................................................... 8 D4. Quality of Responsiveness of Proposal .................................................................................................................................................................... 8 D5. Competitive Pricing......................................................................................................................................................................................................... 8 E. SELECTION PROCESS ......................................................................................................................................................................... 9 E1. Selections ........................................................................................................................................................................................................................... 9 E2. Award ................................................................................................................................................................................................................................... 9 E3. Implementation................................................................................................................................................................................................................. 9 E4. Insurance Requirements ........................................................................................................................................................................................... 9-11 F. SCOPE OF SERVICES ...................................................................................................................................................................12-32 ATTACHMENTS ........................................................................................................................................................................................ 33 Attachment A: Required Form .......................................................................................................................................................................................... 33
2 INTRODUCTION
A1 OVERVIEW
The City of Chino (“City”) is seeking proposals from qualified firms (“Proposers”) to establish a contract for Citywide HVAC Preventative Maintenance and Repairs RFP#2025-0015A. Work provided shall be in accordance with the Scope of Service requirements herein. The City welcomes proposals from all qualified firms.
A2 About the City
The City of Chino was incorporated as a general law City on February 28, 1910. Chino has a separately elected Mayor and four Council members, each elected to overlapping four -year terms. The Mayor and Council appoint the City Manager and City Attorney, with department directors appointed by the City Manager.
The City provides a full range of services for its citizens, including police services, parks and recreation programs, planning and development, and street maintenance and lighting. It also operates water, sewer, and storm drain utilities and provides for refuse co llection, and cable television through outside contracts.
The City also provides its citizens with a wide range of recreational opportunities through activities at the Senior Citizens Center and youth activities at the Neighborhood Activity Center, as well as providing a unique balance of human services programs that assist youth and families with a comprehensive counseling program.
In addition, the City's Public Works Department provides many street and infrastructure improvements.
A3 Proposed Schedule
Timeline Dates
Mandatory Pre-Bid Meeting July 18, 2025 Time: 8:00 a.m.
Address: Chino City Hall 13220 Central Avenue, Chino, CA 91710 Public Entrance near Flagpoles/Fountain
*Meeting mandatory if you did not attend the pre-bid meeting on 06/06/25 (under RFP# 2025-0015). Attendance at both pre-bid meetings is not necessary.
Questions Due Date July 24, 2025 Time: 10:00 a.m.
Proposals Due Date August 7, 2025 Time: 10:00 a.m.
Electronic proposals are due on or before the date and time specified above.
LATE PROPOSALS WILL NOT BE ACCEPTED REGARDLESS OF CIRCUMSTANCES.
City Council Award Date (Tentative) September 16, 2025
3 B. INSTRUCTIONS TO PROPOSERS
B1 SUBMISSION OF RFP
All proposals must be submitted online via PlanetBids at https://www.planetbids.com/portal/portal.cfm?CompanyID=26384.
The City will only accept proposals submitted online via PlanetBids on or before the Proposal Due Date specified in this RFP. Interested firms must be registered on the City’s PlanetBids portal in order to participate in this RFP.
All documents specified in Section C, “Proposal Requirements,” shall be scanned and uploaded to PlanetBids including the fee proposal. Any proposal submitted other than in the manner specified in this RFP will be rejected.
B2 QUESTIONS AND ADDENDA
All questions or requests for interpretation regarding this RFP must be submitted online through PlanetBids.
Proposers are not to contact City personnel with any questions or clarifications concerning this RFP other than through PlanetBids. Any City response for this RFP that is not posted through PlanetBids is unauthorized and will be considered invalid.
If clarification or interpretation of this solicitation is considered necessary by the City, a written addendum shall be issued. Any interpretation of or correction to this solicitation will be made only by addendum issued through PlanetBids. It is the responsibility of each Proposer to ensure that they have received and reviewed any and all addenda to this RFP. For technical support with the PlanetBids system, contact PlanetBids at (818) 992-1771.
B3 VALIDITY OF PROPOSALS
Proposals must be valid for a period of at least 120 calendar days from the closing date and time for receipt of proposals.
B4 CONFIDENTIALITY
Proposals are not to be marked as confidential or proprietary. City may refuse to consider any proposal so marked. Proposals submitted in response to this RFP may become subject to public disclosure. The City shall not be liable in any way for disclosure of any such records. Additionally, all proposals shall become the property of the City.
B5 PROPOSER RFP EXAMINATION
By submitting a proposal , Proposer represents that it has thoroughly examined City’s requirements and is familiar with the services required under this RFP and that it is qualified and capable of providing the services to achieve City’s objectives.
B6 PROPOSAL COMPLIANCE
Each Proposer must submit its proposal in strict accordance with all requirements of this RFP and compliance must be stated in the proposal. Deviations, clarifications and/or exceptions must be clearly identified and listed separately as alternative items for the City’s consideration. 4 B. INSTRUCTIONS TO PROPOSERS
B7 PROPOSAL REJECTION
Any proposal may be rejected if it is conditional, incomplete, or deviates from specifications in this RFP. The City reserves the right to waive, at its discretion, any procedural irregularity, immaterial defects, or other improprieties which City deems reasonably correctable or otherwise not warranting rejection of the proposal.
Any waiver of a requirement in this RFP will not excuse a Proposer from full compliance with the City’s requirements for the work.
B8 PRE-CONTRACTUAL EXPENSES
The City shall not, in any event, be liable for any pre -contractual expense incurred by the Proposer in the preparation of its proposal. Pre-contractual expenses are defined as expenses incurred by the Proposer in:
Preparing its proposal in response to this RFP
Submitting its proposal to the City
Negotiating with the City on any matter related to the proposal Any other expenses incurred by the Proposer prior to date of contract award B9 NEGOTIATIONS
The City reserves the right to: a) negotiate the final Contract with any Proposer(s); b) withdraw this RFP in whole or in part at any time without prior notice and, furthermore, makes no representations that any Contract will be awarded to any Proposer respond ing to this RFP; c) award its total requirements to one Proposer or to apportion those requirements among two or more Proposers; or d) reject any proposal if it is conditional, incomplete or deviates significantly from the requirements in this RFP. In addition, negotiations may or may not be conducted with Proposer; therefore, the proposal submitted should contain Proposer’s most favorable terms and conditions, since the selection and award may be made without discussion with any Proposer.
B10 CONTRACT
It is anticipated that the contract(s) resulting from this RFP, if awarded, will be effective for one (1) year , with the option to renew for four (4) additional one-year periods, unless otherwise stated in this RFP . The City reserves the right to cancel the contract at any time, with or without cause, upon thirty (30) days’ prior written notice to Consultant of its intent to terminate.
Proposers shall provide firm, fixed pricing for the initial one-year term. For Years 2 through 5, proposers must include proposed annual pricing and any applicable price escalation methodology, such as Consumer Price Index (CPI) adjustments. CPI- based incr eases must reference a specific index (e.g., CPI -U, Los Angeles - Riverside-Orange County) and include a not-to-exceed cap of __% per year. All renewal periods are contingent upon City approval, contractor performance, and budget availability.
5 B. INSTRUCTIONS TO PROPOSERS
B11 PROTEST PROCEDURES
Only a Proposer who has actually submitted a proposal in response to this RFP is eligible to submit a protest.
The City will not accept or entertain RFP protests from anyone who did not submit a proposal for the project or work being protested.
Proposers may file a protest of an RFP with the Finance Department – Purchasing Division, City of Chino , 13220 Central Avenue, Chino, CA 91710, no later than 4:00 p.m. on the fifth business day from the date the Notice of Intent to Award was announced.
At the time of the filing, the protest shall:
a. Be submitted on the Proposer’s formal letterhead and include the P roposer’s company name, address, phone number and the name and title of the individual filing the protest; b. List the reasons for the protest including the specific section of the documents or technical specifications being disputed; and
c. Site any statutes or case law supporting or serving as the basis for the protest and describe how they support the item(s) being disputed.
If the protest does not meet these requirements, the City will reject it without further review. If the protest is submitted on time and complies with all the above requirements, the Director of Finance or his designee, shall review the protest and all relevant information submitted by the protestor. The City will provide a written response to the protestor. The City has the right to respond to any protest until the date on which the contract is awarded by the Chino City Council.
The procedure and time limits set forth in this paragraph are mandatory and are the sole and exclusive remedy in the event of an RFP protest. Failure to comply with these procedures shall constitute a failure to exhaust administrative remedies and a waiver of any right to further pursue the proposal protest, including filing a Government Code Claim or legal proceedings.
If the City determines that the protest is frivolous, the party originating the protest may be determined to be non-responsible and may be determined to be ineligible for future contract awards.
6 C. PROPOSAL REQUIREMENT S
Proposal shall be up to a TOTAL page limit of twenty-five (25) pages (NOT INCLUDING dividers, transmittal letter, table of contents, and required forms). Proposers should not include any unnecessarily elaborate promotional material. Lengthy narrative is discouraged, and proposal should be brief, clear and concise.
C1 COVER LETTER/ LETTER OF INTRODUCTION
Proposals must be signed and include a letter of introduction along with firm name, website, address, telephone number, email, and name of person authorized to submit the proposal and who will have contractual responsibility with the City of Chino, along with the person’s title. If the firm operates from more than one location, please specify the office to which this project will be assigned. Identify all sub-consultants that will be involved. Include a statement that the proposal shall remain valid for a period of not less than 120 days from the date of submittal. Include a stateme nt attesting that all information submitted with the proposal is true and correct.
C2 EXPERIENCE AND QUALIFICATION OF THE FIRM
Proposals must describe the firm ’s qualifications possessed to perform services under the engagement.
Include information about pertinent prior experience, number of years the firm has been in business, specialized expertise, and experience with California municipalities. This section of the proposal should establish that the contractor can satisfactorily perform the required work , the requisite previous experience on similar assignments, and the stability and professional standing of the firm. The proposal must include the firm’s valid California Contractor License (C-20), including the license number, issue date, and current license status. Firms must also confirm their financial capacity and bonding ability to furnish 100% Payment and Performance bonds, as required for this contract.
C3 PROJECT TEAM QUALIFICATIONS/QUALIFICATIONS OF KEY PERSONNEL Proposals must include a brief description of the proposed representative(s) and key staff. Include a chart identifying the key personnel assigned to the project and their respective resume(s).
Identify any
consultants/sub-consultants that you would expect to use, noting relevant disciplines. Include information regarding those firm(s) qualifications.
C4 REFERENCES
The proposal must include the firm and sub -consultant(s) references. Please provide reference information and brief project descriptions for at least three (3) current clients. Reference projects should have been completed within the last four (4) years and similar in nature to those described in this RFP. Please include the following:
1. Name of client.
2. Name and title of client’s primary contact.
3. Telephone number, email address, and mailing address of the client’s primary contact.
4. A brief description of the type of services provided, the overall scope of services , duration of the project and status of the project.
7 C. PROPOSAL REQUIREMENT S
C5 PLAN METHODOLOGY/PROJECT APPROACH
Describe the services and activities that your firm proposes to provide to the City. Include a statement of your understanding of the assignment(s). Describe your approach and methodology for tasks and scope of services. Contractors are strongly encouraged to suggest refinements and innovative methodologies that ultimately achieve the work products described in the RFP.
C6 SEALED FEE PROPOSAL
The sealed fee proposals must be submitted, in a separate cost file , electronically in PlanetBids. Do not include fees within the body of the proposal. Provide all fees for which compensation is expected.
Proposed fees structure must be clearly itemized to reflect all fees by task, position, rate and hours, as well as miscellaneous billing fees. This original fee proposal must be received by the RFP due date and time specified. Please ensure that prevailing wage is included, if applicable.
It is anticipated that the contract(s) resulting from this RFP, if awarded, will be effective for one (1) year , with the option to renew for four (4) additional one-year periods, unless otherwise stated in this RFP . The City reserves the right to cancel the contract at any time, with or without cause, upon thirty (30) days’ prior written notice to Consultant of its intent to terminate.
Proposers shall provide firm, fixed pricing for the initial one-year term. For Years 2 through 5, proposers must include proposed annual pricing and any applicable price escalation methodology, such as Consumer Price Index (CPI) adjustments. CPI- based incr eases must reference a specific index (e.g., CPI -U, Los Angeles - Riverside-Orange County) and include a not -to-exceed cap of __% per year. All renewal periods are contingent upon City approval, contractor performance, and budget availability.
C7 CONFLICT OF INTEREST STATEMENT
Complete and submit the Conflict of Interest Statement (Attachment A) with the proposal.
C8 ACKNOWLEDGEMENT OF INSURANCE REQUIREMENTS
Complete and submit the Acknowledgement of Insurance Requirements (Attachment A) with the proposal.
C9 ACKNOWLEDGEMENT OF TERMS AND CONDITIONS
Complete and submit the Acknowledgement of Terms and Conditions (Attachment A) with the proposal.
Any requests for exceptions to the terms of the RFP and Professional Services Agreement (Attachment B) must be noted and submitted on this required attachment. If no exceptions to the terms are requested, please confirm by stating “none.”
C10 APPENDICES
Information considered by Proposer to be pertinent to this RFP and which has not been specifically solicited in any of the aforementioned sections may be placed in a separate appendix section.
Proposers are
cautioned, however, that this does not constitute an invitation to submit large amounts of extraneous materials. Appendices shall be relevant and brief.
8 D. EVALUATION CRITERIA
All proposals will be reviewed by a Selection Committee established by the City. The City’s final selection will not be based on any single factor , including price. A firm may be eliminated from consideration for failure to comply with any of the requirements of this RFP, depending upon the critical nature of such requirements. Proposal will be evaluated on the criteria specified below:
D1 EXPERIENCE/QUALIFICATIONS 30%
Proposer’s experience in performing work of a similar nature, experience working with public agencies and particularly California municipalities, and strength, resources, and stability of the firm. This will include an assessment of whether the proposal provides detailed information about key personnel and whether such personnel meet established experience requirements and have sufficient training and credentials. This will also include an assessment of whether the allocation of personnel to the project is appropriate for meeting project expectations.
D2 PLAN METHODOLOGY/PROJECT APPROACH 20%
This will include an assessment of the detail ed description of the approach and methodology to be used to accomplish the Scope of Services of the RFP , including whether the work plan provided is clear and detailed and demonstrates ability to meet the City’s objective s, and whether the work plan includes identified benchmarks and practices. This will also include an assessment of whether the Proposer is capable of performing the services promptly, within the time specified, and without delay.
D3 PAST PERFORMANCE/REFERENCES 20%
This will include an assessment of the Proposer’s prior experience in performing similar services for other public entities based on provided references, including an assessment of the character, integrity, reputation, and judgment of the Proposer.
D4 QUALITY OF RESPONSIVENESS OF PROPOSAL 15%
This will include an assessment of the completeness of the Proposer’s response in accordance with the RFP instructions and the thoroughness of proposal , including whether all required information is provided in the format specified.
D5 COMPETITIVE PRICING 15%
This will include an assessment of whether the price proposal is fair, reasonable, and competitive, and whether the cost schedule aligns with the project schedule.
9 E. SELECTION PROCESS
E1 SELECTION
All proposals will be reviewed by a Selection Committee established by the City. The City will review proposals and check references. Each reviewer will use the evaluation criteria set forth in this RFP and score each RFP independently.
The highest-ranking proposals may be invited to the City for interviews with the Selection Committee.
It is the City’s intent to select one (1) Proposer to provide services; however, the City may, in its sole discretion, enter into contracts with multiple qualified Proposer’s or may reject all proposals and not award a contract at this time.
The City reserves the right to make final decisions regarding the selected Proposer and the number of selected Proposers based on the quantity and quality of the RFPs received. This right extends to modifying the selection process to eliminate interviews if an insufficient number of qualified Proposer’s submit an RFP.
E2 AWARD
The award is based on the criteria in Section D . City shall send a Notice of Intent to Award to all Proposers via PlanetBids, to announce the City’s intent to award the contract to the top-ranked selected Proposer.
E3 IMPLEMENTATION
1. Kick-off Meeting: A Kick-off meeting may be held after award of contract. Consultant and its team will meet with the City staff to conduct introduction, discuss scope of services, and implementation process. The consultant shall plan on monthly meetings to update City staff on project progress.
2. Notice to Proceed: Following the kick-off meeting a formal Notice to Proceed (NTP) may be issued after the agreement is fully executed and all insurance documents and other required documents have been received and approved.
E4 INSURANCE REQUIREMENT
City of Chino insurance requirements for Citywide HVAC Preventative Maintenance and Repairs Contract:
Contractor shall procure and maintain for the duration of the contract, and for 5 years thereafter , insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, his agents, representatives, employees, or subcontractors.
MINIMUM SCOPE AND LIMIT OF INSURANCE
Coverage shall be at least as broad as:
1. Commercial General Liability (CGL): Insurance Services Office (ISO) Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability: Insurance Services Office Form CA 0001 covering Code 1 (any auto), with limits no less than $1,000,000 per accident for bodily injury and property damage.
10 3. Workers’ Compensation insurance as required by the State of California, with Statutory Limits, and Employers’ Liability insurance with a limit of no less than $1,000,000 per accident for bodily injury or disease.
If the contractor maintains broader coverage and/or higher limits than the minimums shown above, the Entity requires and shall be entitled to the broader coverage and/or the higher limits maintained by the contractor. Any available insurance proceeds in ex cess of the specified minimum limits of insurance and coverage shall be available to the Entity.
Self-Insured Retentions
Self-insured retentions must be declared to and approved by the Entity. The Entity may require the Contractor to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defens e expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self -insured retention may be satisfied by either the named insured or Entity. The CGL and any policies, including Excess liability policies, may not be subject to a self -insured retention (SIR) or deductible that exceeds $25,000 unless approved in writing by Entity. Any and all deductibles and SIRs shall be the sole responsibility of Contractor or subcontractor who procured such insurance and shall not apply to the Indemnified Additional Insured Parties. Entity may deduct from any amounts otherwise due Contractor to fund the SIR/deductible. Policies shall NOT contain any self -insured retention (SIR) provision that limits the satisfaction of the SIR to the Named Insured. The policy must also provide that Defense costs, including the Allocated Loss Adjustment Expenses, will satisfy the SIR or deductible. Entity reserves the right to obtain a copy of any policies and endorsements for verification.
Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:
1. The Entity, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations and automobiles owned, leased, hired, or borrowed by or on behalf of the Contractor. General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance ( at least as broad as ISO Form CG 20 10, CG 11 85 or both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 forms if later revisions used).
2. For any claims related to this project, the Contractor’s insurance coverage shall be primary and non - contributory insurance coverage at least as broad as ISO CG 20 01 04 13 as respects the Entity, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the Entity, its officers, officials, employees, or volunteers shall be exce ss of the Contractor’s insurance and shall not contribute with it. This requirement shall also apply to any Excess or Umbrella liability policies.
3. Each insurance policy required by this clause shall provide that coverage shall not be canceled, except with notice to the Entity.
Claims Made Policies
If any coverage required is written on a claims-made coverage form:
1. The retroactive date must be shown, and this date must be before the execution date of the contract or the beginning of contract work.
2. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of contract work.
3. If coverage is cancelled or non -renewed, and not replaced with another claims -made policy form with a retroactive date prior to the contract effective, or start of work date, the Contractor must purchase extended reporting period coverage for a minimum of five (5) years after completion of contract work.
4. A copy of the claims reporting requirements must be submitted to the Entity for review. 11 5. If the services involve lead -based paint or asbestos identification/remediation, the Contractors Pollution Liability policy shall not contain lead -based paint or asbestos exclusions. If the services involve mold identification/remediation, the Contracto rs Pollution Liability policy shall not contain a mold exclusion, and the definition of Pollution shall include microbial matter, including mold.
Umbrella or Excess Policies : The Contractor may use Umbrella or Excess Policies to provide the liability limits as required in this agreement. This form of insurance will be acceptable provided that all of the Primary and Umbrella or Excess Policies shall provide all of the insurance coverages herein required, including, but not limited to, primary and non-contributory, additional insured, Self -Insured Retentions (SIRs), indemnity, and defense requirements. The Umbrella or Excess policies shall be provided on a true “following form” or broader coverage basis, with coverage at least as broad as provided on the underlying Commercial General Liability insurance. No insurance policies maintained by the Additional Insureds, whether primary or excess, and which al so apply to a loss covered hereunder, shall be called upon to contribute to a loss until the Contractor’s primary and excess liability policies are exhausted.
Acceptability of Insurers: Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best rating of no less than A: VII, unless otherwise acceptable to the Entity.
Waiver of Subrogation : Contractor hereby agrees to waive rights of subrogation which any insurer of Contractor may acquire from Contractor by virtue of the payment of any loss. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation. The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of the Entity for all work performed by the Contractor, its employees, agents and subcontractors.
Verification of Coverage: Contractor shall furnish the Entity with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause and a copy of the Declarations and Endorsements Pages of the CGL and any Excess policies listing all policy endorsements. All certificates and endorsements and copies of the Declarations & Endorsements pages are to be received and approved by the Entity before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them. The Entity reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. Entity reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.
Subcontractors: Contractor shall require and verify that all subcontractors maintain insurance meeting all requirements stated herein, and Contractor shall ensure that Entity is an additional insured on insurance required from subcontractors. For CGL coverage, subcontractors shall provide coverage with a form at least as broad as CG 20 38 04 13.
Duration of Coverage: CGL & Excess liability policies for any construction related work, including, but not limited to, maintenance, service, or repair work , shall continue coverage for a minimum of 5 years for Completed Operations liability coverage. Such Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work.
Special Risks or Circumstances : Entity reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other circumstances.
12 F. SCOPE OF SERVICES
Citywide HVAC Preventative Maintenance, Repairs, and Automation Scope of Work/Specifications It shall be the Contractor’s responsibility to develop and implement a routine maintenance program to effectively maintain, to the satisfaction of the City representative, all aspects of HVAC systems in City commercial facilities. For the purpose of this contract, routine preventative HVAC maintenance shall be defined as quarterly scheduled routine inspection and proactive servicing of HVAC systems to facilitate heating/cooling with a minimal downtime. On-call, as-needed services (24 hours, 7 days a week, 365 days per year) will be for unplanned, and/or emergency repair services, as listed herein.
The routine maintenance and all repairs shall be provided in accordance with the highest standards of the industry, skill, workmanship, applicable trade practices, meet warranties and in conformance to all applicable laws, codes, and regulations. The Contractor’s maint enance program and repairs shall, at a minimum, include but not limited to the specifications outlined herein.
Preventative maintenance and repairs described in this Scope of Work are to be performed on the HVAC equipment at the following locations in City of Chino:
1. Chino Police Department – 5450 Guardian Way
2. City Hall – 13220 Central Ave.
3. City Hall South- 13250 Central Ave.
4. Neighborhood Activity Center (NAC) – 5201 D. St.
5. Children’s Youth Museum – 13191 6th St.
6. Chino Branch Library – 13180 Central Ave.
7. Assemblymember Office - 13160 7th St.
8. Gray Building (Chamber of Commerce) – 13150 7th St.
9. 7th Street Theatre – 13123 7th St.
10. Senior Center – 13170 Central Ave.
11. Carolyn Owens Community Center (COCC) – 13201 Central Ave.
12. Family Services – 13271 Central Ave.
13. Community Building – 5443 B. St.
14. Old School House Museum – 5493 B. St.
15. Public Works Services (Yard) - 5050 Schaefer Ave.
16. Ayala Park Operation Center (APOC) – 5575 Edison Ave.
17. Monte Vista Park – 13196 Monte Vista Ave.
18. Liberty Park – 11860 Telephone Ave.
19. Chino Champion – 13179/13191 9th St.
20. Chaffey Tech Center - 13170 7th St, Chino, CA 91710
21. EPIC Building - 13106 Central Ave, Chino, CA 91710
I. SERVICE SPECIFICATIONS
Preventative maintenance will include any and all costs for providing the necessary labor, tools, travel, equipment, mobilization/demobilization, licenses and incidental materials such as fluids, belts and filters, etc. per the Preventative Maintenance lists below to test, maintain, and diagnose the specified HVAC equipment, including but not limited to air flow analysis, water flow, delta T, humidity, Freon and electronic conditions.
Preventative Maintenance activities shall also specifically include but not limited to the following:
13 1. Test and Inspection – All labor to visually inspect and search for worn, failed and/or doubtful parts.
Visually check coil surfaces, fan blades, fan belts, couplings, equipment housings, motor mounts, dampers, valves, fluid levels, VAV boxes, heat exchangers, etc. Make recommendations to the City of any necessary replacements and/or adjustments.
2. Preventative Maintenance and Predictive Maintenance – Labor to perform prevent ative maintenance on the equipment included. Maintenance intervals for systems and equipment are determined by run time, system use, application, location, and manufacturer’s recommendations.
3. Consumable Materials – Normal consumable materials and supplies, such as lubricants, grease, towels/rags, wire nuts, cleaning solutions, oil and clean-up materials.
4. Air Filter Media and Service – Includes regular air filter changing per the manufacturer’s specifications. Includes monitoring of air filter conditions. Should additional changes be required, Air Filter Media and Service includes notifying the City of any recommended adjustments to the maintenance program.
5. Coil Service – Two (2) Semi-annual cleaning of each condenser coil during the contract year and or per manufacture’s recommendations. Should additional cleaning be required, Coil Service includes notifying the City of any necessary adjustments to this program.
6. Belt Service – This agreement will include one (1) annual belt change for each belt in the system at the beginning of the contract year or per the manufacture’s recommendations. Should additional belt changes be required, Belt Service includes notifying the City of any necessary adjustments to this program. Contractor to provide all belts.
II. PREVENTATIVE MAINTENANCE
Quarterly Service Activities: Along with Preventative Maintenance Regularly Scheduled Activities (see section below), the Quarterly Service Activities will be the City’s primary maintenance program normally scheduled during the month of July, October, January, and April unless otherwise specified by the Maintenance Supervisor or Authorized City Representative.
1. Spring Inspection/Service: The Contractor shall schedule and perform a pre-cooling season maintenance service call. The following services shall be performed in addition to Preventative Maintenance Regularly Scheduled Activities.
A. Cycle units and check pressures and refrigerant charge B. Ensure condensate lines are clean and pump is working properly C. Visually inspect all wiring
D. Check and clean the indoor and outdoor coil if needed E. Replace filters, inspect belts, replace as needed
2. Summer Inspection/Service: The Contractor shall schedule and perform the following in addition to Preventative Maintenance Regularly Scheduled Activities:
A. Replace filters, inspect belts, replace as needed
B. Visually inspect all wiring
14 3. Fall Inspection/Service: The Contractor shall schedule and perform a Pre-Heating season maintenance service call. The following services shall be performed in addition to Preventative Maintenance Regularly Scheduled Activities:
A. Cycle and check each unit for proper heating operation B. Check and clean pilot lights and bearings if needed
C. Replace filters, inspect belts, replace as needed
D. Visually inspect all wiring
E. Inspect and service or repair gas radiant tube and space heaters
4. Winter Inspection / Service: The Contractor shall schedule and perform the following services in addition to Preventative Maintenance Regularly Scheduled Activities.
A. Replace filters, inspect belts, replace as needed
B. Visually inspect all wiring
5. Preventative Maintenance Regularly Scheduled Activities: Preventative Maintenance shall be comprehensive and consist (at minimum) of the following:
A. Heating and Air Conditioning Equipment
a) Check with Facility Maintenance Supervisor for operational deficiencies b) Check area around equipment
c) Examine each piece of equipment and device to see that it is functioning properly and is in good operational condition
d) Clean all components of dust, old lubricants, etc. to allow the equipment to function as designed
e) Lubricate all equipment where needed to permit bearings, gears, and all contact wearing points to operate freely and without undue wear f) Adjust all linkages, motors, drives, etc. that have drifted from the initial design settings and positions
g) Calibrate all sensing, monitoring, output, safety, and readout devices for proper ranges, settings, and optimum efficiencies
h) Check system thermostat operation, temperature and pressure controls and adjust as necessary
i) Inspect and tighten all electrical connections
j) Check for proper voltage and amp draw
k) Inspect safeties
l) Inspect all contacts and relays
m) Inspect all wiring for chafing, burning, or deteriorated insulation n) Inspect all breakers
o) Inspect capacitors
p) Check rain guards
q) Check insulation and clamps
r) Check and adjust dampers
s) Lubricate all motors, bearings, and other moving parts t) Inspect air filters and clear or replace as needed (air filters to be provided by Contractor)
15 u) Check all applicable belts for proper condition; replace all belts once beginning of each contract year and then as necessary
v) Check all applicable belt tension and adjust as necessary w) Check drives and pulleys for tightness and alignment x) Inspect fan control
y) Inspect and adjust all valves
z) Inspect oil in compressors and add as necessary
aa) Wash fans at beginning of each contract year
bb) Any applicable VAV Boxes are to be serviced once per year cc) Check for unusual noises, vibration, and wear
dd) Carry out other preventative maintenance procedures recommended by the equipment manufacturer
ee) Test and cycle all equipment as a system after it has been cleaned, lubricated, adjusted, and calibrated to see that it is in good operational condition and at optimum efficiency
ff) Provide itemized checklist documentation of preventative maintenance activities per location and report observations and any unusual or out of scope conditions to the Maintenance Supervisor
gg) Recommend the repair of the device by the addition of replacement parts, should the describe maintenance not be adequate
hh) Recommend the replacement of the device if needed, in view of its condition, age, and cost of previous subsequent repair
ii) Provide service tag on all service units, containing the information listed per specifications
B. Heating Equipment
a) Inspect all pilot lights and operation of the ignition system b) Inspect and clean the flame sensor
c) Inspect and adjust burner assembly
d) Inspect flue pipe, diverter, and flue connections
e) Inspect the heat exchanger
f) Inspect heating coils
g) Inspect temperature rise
h) Inspect furnace safety controls
i) Inspect fuel input
j) Inspect for gas leaks
k) Inspect gas valve operation
l) Inspect gas pressure and set factory specifications
m) Inspect backup heat elements
n) Inspect sequencer operation
o) Inspect actual amperage draw on motors
p) Inspect actual voltage to the unit
q) Inspect oil filter and oil pressure switches
r) Inspect all high limits and safety controls
s) Inspect reversing valve operation
t) Inspect valves, step traps, and belts
16 u) Inspect any applicable hot water heaters, boilers, and related pumps.
Inspection shall include annual tune-up of burners and cleaning of boilers as required
C. Air Conditioning Equipment
a) Check refrigerant systems for leaks and operation
b) Inspect temperature drop
c) Check condenser general operation and condition and clean condenser coil thoroughly at the beginning of each contract year and then as necessary i. Check for scaling or corrosion of water-cooled condensers, clean as required
ii. Check condition of air-cooled condensers, clean as required d) Check and adjust condensate pumps and drains as necessary e) Inspect and clean condensate drain pan, drains, and traps to ensure proper draining. Inform the Facility Maintenance Supervisor of unusual or discolored drain pan accumulations
f) Inspect condenser fans – blade conditions, clearances, etc. g) Lubricate condenser fan motors and bearings
h) Inspect amp and voltage draw
i) Inspect evaporator coils and clean at the beginning of each contract year, then as necessary
j) Inspect evaporator drip pan, drains, and filters
k) Inspect all compressors and starter – contacts and free movement l) Inspect compressor general operation and condition, oil level, head pressure, and suction pressures
m) Inspect refrigerant pressure and change
n) Inspect refrigerant system for leaks and for potential leak points – chafing lines, cap tubes, etc.
o) Record amount of refrigerant. If applicable, remove from system and replace appropriate amount
p) Inspect unit disconnect system. Record unit voltage – rated and actual q) Inspect “economizer”, if applicable
r) Megohm or oil test compressors – record readings
s) Inspect compressor terminals
t) Inspect disconnect power box
u) Inspect all coils for cleanliness, fin condition
v) Check for leaks in air supply if applicable
w) Inspect the system to avoid the correct freeze up
D. Air Handlers
a) Check and change filters as necessary
b) Replace all belts one time per year
c) Check drive components for wear and alignment
d) Check blower wheels – conditions and cleanliness
e) Inspect blower housing, deck mountings – cracks, loose bolts, etc. f) Check fan bearings
g) Check blower bearings
h) Check blower motor bearings
17 i) Lubricate all bearings at least once at the beginning of each contract year and then as necessary
j) Record supply fan amperage – rated and actual
k) Record return fan amperage – rated and actual
l) Inspect and service VFDs located at each AHU per the following:
i. Clean with dry nitrogen, blowing out the permanent air filter ii. Wipe down cabinet interior, check for proper electrical ground iii. Check with Triac for voltage leakage, tighten connections, and check and reset any alarms (replace/repair parts when necessary) m) Inspect all wiring for chafing, burning, and deteriorated insulation n) Record overall condition of equipment
o) Check heat and cooling coils for cleanliness and clean if needed E. Residential Refrigerant Type A/C Units, Heat Pumps
• Check economizer operation
• Check compressor crankcase heater(s)
• Record:
i. Compressor voltage
ii. Compressor amperage
iii. Operating suction pressure
iv. Operating head pressure
v. Operating superheat
vi. Operating oil level
vii. Operating oil pressure
1. Check unloader function, if applicable
2. Check hot gas bypass function, if applicable
3. Check all controls for proper function and set points
4. Check and record discharge air temperature
5. Record overall condition of equipment
F. Forced Hot Air Heaters, Gas
a) Check combustion controls
b) Check room air intake system
c) Check contacts
d) Check mercury bulbs
e) Inspect all wiring for chafing, burning, and deteriorated insulation f) Clean internal surfaces, if necessary
g) Clean external surfaces
h) Clean burner assembly, if necessary
i) Clean fireside
j) Clean flue
k) Inspect refractory
l) Prepare heater for winter conditions
m) Do efficiency test and record
n) Log heater condition at departure
G. Controls – Temperature, Humidity HVAC Sensors
a) Check alarms
18 b) Check the operation of all controls, thermostats, starters, relays, pressure switches, disconnect switches and fuses
c) Perform programming adjustments where needed
d) Clean where needed
e) Check for any overrides
f) Check set points, make adjustments where needed
g) Check contacts and relays, clean and tighten contact where necessary h) Check thermostats, calibrate if necessary
i) Check sensors and adjust if necessary
H. Chillers and Boilers
a) Visual inspections of:
i. Fan assemblies
ii. Belts and sheaves
iii. Motor mounts and vibration pads
iv. Electrical connections and contactors
v. Heating and cooling coils
vi. Filter media and racks
vii. Sign glass condition
viii. Bearings
ix. Spray nozzles and pans
x. Igniter and flame assembly
xi. Heat exchanger
xii. Compressor sections
xiii. Condensing sections
xiv. Heating sections
xv. Humidifiers and strainers
xvi. Seals and packing
xvii. Condensate drains and pans
xviii. Flame composition
b) Physical check and/or test of components including but not limited to:
i. Lubrication requirements
ii. Oil sump, heaters, and temperatures
iii. Starter operations
iv. Water flows
v. Alignment on couplings
vi. Motor operating conditions
vii. Suction and discharge pressures
viii. Flow switch operations
ix. Control interlocks
x. Flue stack assembly
xi. Damper operations
xii. External interlocks
xiii. Motor voltage and amperage
xiv. Refrigerant charges
xv. System(s) leaks
xvi. Oil and fluid levels
xvii. Pressure and temperatures
19 xviii. Outside air intakes
xix. Refrigerant pump down
c) Perform air filter replacements provided by the Contractor I. Raypak Boilers
a) Replace air filters
b) Replace the hot surface igniter and flame rod if necessary c) Inspect the gas pressure, combustion pressure, flue, and operating controls d) Calibrate temperature sensors
e) Perform operating check and log performance data
f) Observe operation of related pumps
g) Take external bearing temperature readings with laser thermometer, grease bearings
J. Screw Chillers
Water-cooled Trane RTCH Chiller annual to include but not limited to the following:
a) Mega-Ohm (megger) readings of the main compressor motor b) Contractor to conduct an EPA refrigerant leak check and audit per California State Law, AB32
c) Condenser tube brushing
d) Oil filter replacement and oil sample for laboratory Spectro analysis and report
e) Check operation of oil heater, controls, and safeties f) Calibrate temperature and pressure sensors
g) Perform operating check and log performance data
h) Check and record approach in both evaporator and condenser i) Observe operation of related pumps
j) Take external bearing temperature readings with laser thermometer, grease bearings as needed
K. Air Cooled Chiller
Air-cooled Carrier 30RAN Chiller annual to include but not limited to the following:
a) Mega-Ohm (megger) readings of the compressor motors
b) Contractor to conduct an EPA refrigerant leak check and audit per California Law, AB32
c) Condenser tube brushing
d) Check operation of the oil heaters, controls, and safeties e) Calibrate temperature and pressure sensors
f) Perform operating check and log performance data
g) Check and record approach in both evaporator and condenser h) Observe operation of related pumps
i) Take external bearing temperature readings with laser thermometer, grease bearings as needed
j) Wash condenser coils with water and an EPA approved coil cleaner L. Cooling Tower
20 a) Basin cleaning
b) Tower strainer cleaning
c) Float assembly adjustment
d) Inspection of make-up water system
e) Check fan belt, adjust and replace if needed. Contractor to provide matched drive belts, inspect and grease bearings
f) Remove debris from tower basin and remove from site for proper disposal M. Smardt Turbocor Air Cooled Chiller (Police Department) a) Check for visible mechanical damage to compressor
b) Check for excessive vibration from other rotating equipment c) Connect to the compressor using the Service Monitoring Tools software and download fault and event logs. Review and save logs for future reference d) Check main power supply voltages
e) Check for signs of hotspots/discoloration on power cables f) Check amperages as per design
g) Check DC bus voltage
h) Check capacitor mid bus voltage
i) Check all communication cables are secure and tight
j) Check all electronic modules are secure
k) Check physical condition of all exposed printed circuit boards (PCBs) l) Check system refrigeration charge
m) Check system and motor cooling liquid line to ensure sufficient sub-cooling n) Verify discharge check valve operation
o) Check airflow is not obstructed
p) Check fin surfaces are clean
q) Check fan rotation (direction)
r) Annual service to include:
i. Contractor to conduct an EPA refrigerant leak check and audit per California State Law AB32
ii. Check electrical terminals are tight
iii. Check operation of all system safety devices and interlocks iv. Check for oil in the system (compressor must operate in an oil-free environment)
v. Check all exposed PCBs for dust build-up and clean if necessary vi. Check calibration of pressure/temperature sensors
vii. Check operation of IGV assembly
viii. Check superheat level/control, if applicable
ix. Check EXV winding resistance
x. Check fan motor overload devices
xi. Perform moisture-prevention measures
xii. Clean condenser coils with water and an EPA approved coil cleaner xiii. Check fan blades for tightness on shaft
xiv. Check fans for loose rivets and cracks
xv. Check coil fins for damage
xvi. Check and record approach in both evaporator and condenser for each circuit
xvii. Take external bearing temperature readings with laser thermometer 21 xviii. Observe operation of related pumps
xix. Check bladder-type expansion tanks for proper air pressure, adjust as required
N. Ajax Boilers (Police Department)
a) Test operating and temperature controls
b) Observe noise level
c) Check for water leaks and lockout codes
d) Test operating control
e) Check pilot/main flame signal using a voltmeter
f) Inspect and clean air filter
g) Observe condition of main flame
h) Annual service to include:
i. Lubricate pilot blower
ii. Check the burner
iii. Clean the coils
iv. Clean gas inlet screen
v. Examine vent system
vi. Examine connections
vii. Check for corrosion
viii. Test for gas leaks
ix. Perform a pilot spark test (every 6 mo.)
x. Perform combustion test (check CO, CO2, excess air, nox, and combustion chamber pressure)
xi. Calibrate temperature sensors, perform operating check and log performance data
xii. Observe operation of related pumps
xiii. Check bladder-type expansion tanks for proper air pressure, adjust as required
O. Chilled Water Air Handling Units, except the firing range units (Police Department) a) Inspect the air handling units for operation
b) Check supply and return fan motors for proper operation c) Check unit for abnormal vibration or broken supports d) Check wiring for burnt or chafed conductors
e) Check belts, bearings, and sheaves for wear, damage, and alignment f) Check contactors and relays for pitting, wear, and damage g) Check heating and cooling coils for leaks, lint, and dirt condition h) Check and clean coil drain pans
i) Check and adjust air dampers (outside, mixed, and return) j) Replace all air filters (Contractor to provide filters) k) Check air filter housing integrity
l) Check P-trap, prime as needed to ensure proper operation m) Check drive alignment, wear, seating, and operation
n) Annual service to include:
i. Wash cooling coil
ii. Perform and log full load performance check
iii. Meg-Ohm (check motors [20Hp and greater] log values) iv. Disassemble and clean magnetic motor starters
22 v. Check and tighten electrical connections
vi. Lubricate supply, return fan and motor bearings
vii. Check operation of dampers and actuators
viii. Check integrity of all panels on equipment, replace fasteners as needed
ix. Inspect for evidence of moisture carryover beyond the drain pan from cooling coils
x. Visually inspect exposed ductwork and external piping for insulation and vapor barrier for integrity
xi. Check, make appropriate adjustments and if needed, replace fan belts (Contractor to provide belts)
P. Variable Frequency Drives VFDs (Police Department)
a) Clean cabinet with nitrogen and vacuum
b) Confirm operation of muffin fan
c) Tighten all electrical connections
d) Return unit to normal operation
e) Annual service to include:
i. Clean the permanent air filter
ii. Check for proper electrical ground
iii. Check the Triac for voltage leakage
iv. Tighten connections
v. Check and reset any alarms
Q. Trane Condensing Units (Police Department)
a) Check compressors and fan motors for proper operation b) Check refrigerant tubing for chafing, vibration, or broken supports c) Check wiring for burnt or chafed conductors
d) Check refrigerant system for proper charge and operation e) Check contactors and relays for pitting, wear, and damage f) Annual service to include:
i. Perform leak check
ii. General cleaning and lubrication
iii. Check and tighten electrical connections
iv. Clean condenser coils with water and an EPA approved coil cleaner R. DX Air Handling Units (Police Department)
a) Inspect the air handling units for proper operation
b) Check supply and return fan motors for proper operation c) Check unit for abnormal vibration or broken supports d) Check wiring for burnt or chafed conductors
e) Check belts, bearings, and sheaves for wear, damage, and alignment f) Check contactors and relays for pitting, wear, and damage g) Check heating and cooling coils for leaks, lint, and dirt condition h) Check and clean coil drain pans
i) Check and adjust air dampers (outside, mixed, and return) j) Replace all air filters (Contractor to provide filters) k) Check air filter housing integrity
23 l) Check P-trap, prime as needed to ensure proper operation m) Check drive alignment, wear, seating, and operation
n) Annual service to include:
i. Wash cooling coil
ii. Perform and log load performance check
iii. Meg-Ohm (check motors [20Hp and greater] log values) iv. Disassemble and clean magnetic motor starters
v. Check and tighten electrical connections
vi. Lubricate supply, return fan and motor bearings
vii. Check operation of dampers and actuators
viii. Check integrity of all panels on equipment, replace fasteners as needed
ix. Inspect for evidence of moisture carryover beyond the drain pan from cooling coils
x. Visually inspect exposed ductwork and external piping for insulation and vapor barrier for integrity
xi. Check, make appropriate adjustments and if needed, replace fan belts (Contractor to provide belts)
xii. Inspect/replace hot and cold water line actuators when necessary Note: City is responsible for the monthly chilled water treatment for the chiller.
6. B iannual Maintenance - Indoor and Outdoor Coil cleaning is to be completed on a bi-annual basis (twice per year), regularly scheduled in April and October, unless otherwise specified by the Facility Maintenance Supervisor or Authorized City Representative.
7. A nnual Maintenance – Contractor will perform scheduled annual preventative maintenance in accordance equipment manufacturer’s instructions and recommendations, with a program of standard routines as determined by your experience, equipment application, and equipment operating hours and location. This service is designed to optimize the reliability and efficiency of the equipment, extend the useful life of the City’s equipment, and provide proactive indications of excessive wear and damage to HVAC systems before a catastrophic failure occurs during the next operating season.
8. Contractor will troubleshoot and/or diagnose HVAC/Mechanical problems and recommend emergency or routine repair programs as required. Contractor will also provide recommendations for additional service(s) that will better enhance equipment performance.
Annual maintenance and repairs will be performed on an hourly basis under the On- call HVAC Services portion of the Agreement. Services include, but not limited to:
A. Eddy Current Testing - Contractor will perform non-destructive eddy current tests on the chiller equipment listed. Testing will be conducted on the condenser and evaporator tub bundles every other year, with the first test completed within six (6) months of the Agreement being executed and every other year thereafter. A report will be submitted on each piece of equipment tested identifying the procedures used to test the equipment, the equipment, calibration methods, test results with description of any abnormal conditions that may exist, recommendations and photographs of the equipment, tubes and tube sheets.
24 B. Oil Analysis - Contractor will perform oil analysis on equipment listed. Testing will be conducted every other year, with the first test completed within six (6) months of the Agreement being executed and every other year thereafter. A report will be submitted on sample tested identifying the test date, chiller location, manufacturer, model system, serial number, oil type, and oil information, test results with description of any abnormal conditions that may exist and recommendations.
C. Vibration Analysis - Contractor will perform vibration analysis on equipment listed.
Testing will be conducted every other year, with the first test completed within six (6) months of the Agreement being executed and every other year thereafter. A report will be submitted on each piece of equipment tested identifying the procedures used to test the equipment, the equipment, calibration methods, and test results with description of any abnormal conditions that may exist, recommendations and photographs of the equipment.
9. Building Automation Services – Quarterly services will be provided by the Contractor starting within two weeks of contract award or per the discretion of the City Facility Supervisor. Building automated services will be provided at the following locations:
• City Hall: 13220 Central Ave.
• Police Department: 5450 Guardian Way
Contractor is to conduct a complete inspection, improve equipment operations, increase energy efficiency and other necessary services to reduce or eliminate all premature equipment failure or downtime per the list below:
• Clean control panels and verify the ambient temperature within the panels is not extreme.
• Verify electrical connections in the panels are secure and not loose. • Check and verify that all controllers are online and their programs are intact and are running properly.
• Maintain the system graphical displays and make changes as facilities personnel require.
• Perform software maintenance, file maintenance and database backups (on-site and remote).
• Check and remove conditions or situations that reduce system optimization. • Review historical logs to determine control effectiveness and efficiency. • Field sensor (temperature, humidity, pressure, flow, etc.) accuracy verification and calibration based on spot checks.
• Perform hardware communication tests to determine functional verifications of proper and consistent digital communication.
• Evaluate program control loops and implement modifications and tuning in an effort to enhance system performance.
• Provide supplemental training for system users and operators on an as needed basis.
• Address issues and problems discovered by the City between visits that have been recorded in an on-site trouble log.
• Implement free software system upgrades when these upgrades are released by the manufacture.
• Verify the following:
25 • Proper operation of dampers.
• Proper operations of valves.
• Equipment (fan, pump, etc.) variable frequency drive (VFD) operation is working correctly.
• Economizers are not jammed or stuck and exhaust fans are operating correctly. • Make recommendations to City regarding potential modifications of the existing operating hardware and software to enhance performance and increase efficiency.
Provide the City with a cost for any upgrades. Upon approval, the City will issue a separate purchase order for the upgrade.
• Inform the City of any control system hardware or software upgrades which may be beneficial to the system operation.
• Provide a equipment performance report which is to be submitted to the City after each preventative maintenance visit.
III. ON-CALL HVAC SERVICES
On-call Non-Emergency and Emergency HVAC Service calls shall be performed on a 24-hour, 7- day- a-week basis, and unrelated to preventative maintenance activities. The on-call services bid item will provide qualified manpower and equipment on an hourly basis to perform routine HVAC/Mechanical repairs or replacements that do not fall under the description of Preventative Maintenance.
1. On-call non-emergency HVAC service calls: When notified, the Contractor will respond by telephone within thirty (30) minutes after the request is placed. At the discretion of the Facility Maintenance Supervisor, the Contractor shall physically respond to repair calls during normal business hours (Monday – Friday, 6:00 a.m. – 6:00 p.m.) within four (4) hours of receiving the call. Repair calls that occur between 6:00 p.m. through 6:00 a.m., or on weekends and holidays, will be billed at the appropriate premium time rate differential. The Contractor has t o provide a written estimate for non-emergency service calls within two (2) days and begin repair work within five (5) days of the original request if the proposed repairs are approved.
A. The Parks and Facilities Manager will authorize all non-emergency work. The Contractor will provide written “not-to-exceed” estimates on all non-emergency work. The estimate will include the number of hours, hourly rate, number and type of employees required, estimated material cost and completion date.
B. It will be the Contractor’s responsibility to ensure they have all information to prepare accurate estimates, at no additional cost to the City.
C. Work will only be performed with the City’s written authorization within the time agreed upon between the City and the Contractor. Upon authorization, actual work will not exceed the Contractor’s estimate. Unreasonable estimates will be deemed cause to terminate this contract.
2. Emergency HVAC Service Calls: When notified, the contractor will respond by telephone within thirty (30) minutes and provide service at the affected site within two (2) hours after the request is placed. The Contractor shall provide a twenty-four (24) hour emergency phone number. The City reserves the right to contract with any vendor in the case of an emergency if no response or untimely response has been made by the contractor. The Parks and Facilities Manager will authorize all emergency work.
26 IV. INITIAL SERVICES
1. First Preventative Maintenance Visit: The Contractor shall make arrangements with the Facility Maintenance Supervisor, once the contract is awarded, to perform the Preventative Maintenance seasonal service visit necessary for the current time of the year, within four weeks of the contract documents being completed. The Contractor shall then provide a preventative maintenance and inspections program covering all City HVAC equipment to the Maintenance Supervisor, within ten (10) calendar days of the first service visit. The remaining quarterly visits shall then be scheduled as listed herein or as determined by both parties.
2. First Preventative Maintenance Visit Inventory: The first service for each unit will include confirmation, in writing, of each unit’s location, type, model number, serial number, size and filter.
The Contractor shall manually write-in any updates/changes needed for the HVAC Equipment Inventory and submit it to the Facility Maintenance Supervisor within four (4) months from the contract being executed. Contractor shall submit updated inventory list to the Facility Maintenance Supervisor annually at the beginning of the contract year.
3. Annual Audit: At the request of the Facility Maintenance Supervisor, Contractor to provide a detailed audit of the condition of equipment and provide recommendations.
V. NOTIFICATIONS
The Contractor will notify at least one City representative in the order listed below for impacts to each related activity, a minimum of forty-eight (48) hours before start of any maintenance service.
Martin Soto Facility Maintenance Supervisor (909) 536-8769 Jeff Benson Parks and Facilities Manager (909) 334-3479 VI. SERVICE HOURS
The Contractor shall be prepared to respond to all requests for service 24 hours per day, 365 days per year including unscheduled or emergency work during the following time periods below. The following service hours shall be the basis for the On-call HVAC Services portion of the Agreement.
1. Business Hours: Shall be work performed between 6:00 AM and 6:00 PM, Monday through Friday, excluding legal holidays,
2. Emergency and After-Hour Services: Refers to services/repairs that must be made to continue the uninterrupted operations of the City during regular business hours requiring a response time outside of standard business hours. Work after hours shall be performed after regular business hours, Saturdays, Sundays, or during any City holiday requiring immediate response for any emergency situations that arise.
3. Hours outside the designated regular business hours will be allowed by the City if deemed necessary and approved in advance and in writing by the City's designated representative.
4. Work performed in excess of regular work hours or on weekends or holidays shall be based on the appropriate premium time rate differential. Contractor shall submit a total hourly and rate price for labor that includes, but not be limited to, all costs for labor, overhead charges, travel, and payroll expenses.
27 A. Contractor shall try to complete work during the service call in order to prevent follow up work. If follow up work is required to correct recent work, including improper repairs, installation, or substandard parts, the City shall not be charged.
B. If a job cannot be completed during regular business hours and the Contractor can make a temporary repair, the Contractor will be allowed to finish the repair during regular business hours.
VII. RESPONSE TIME
All planned service under this Agreement will be performed during the City’s regular business hours from 6:00 AM to 6:00 PM, Monday to Friday.
1. Preventative Maintenance Service Visits: The Contractor shall notify the Facility Maintenance Supervisor a minimum of 48 hours prior to appearing onsite for a preventative maintenance service. Routine services shall be performed from 6:00 AM to 6:00 PM Monday through Friday.
2. The City expects the Contractor to give “priority” service to any call for repairs in the City.
Contractors responding to this bid must be able to provide service within the times noted herein 24 hours a day, 7 days a week, 365 days a year, including holidays for the duration of this contract.
3. The Contractor must regularly report to the Facility Maintenance Supervisor to keep the City informed of the status of work being performed. Time shall be based on actual time spent on the job site(s). Travel charges to the job site will not be allowed. Lunch break time periods will also not be allowed to be charged.
VIII. TOOLS AND EQUIPMENT
The Contractor shall furnish and maintain all equipment necessary for properly maintaining HVAC systems in City facilities. The City reserves the right to inspect equipment to be used to perform services under this contract. Any equipment determined to be in poor condition must be replaced immediately, at the Contractor’s expense. Failure to provide suitable equipment for carrying out all requirements of this contract may be grounds for termination.
At the request of the City, the Contractor must be able to provide rental equipment if necessary while repairs or replacements are being made.
IX. SERVICE TAG
All technicians shall complete a service tag/sticker and attach it to the serviced equipment after completion of work. The service tag/sticker shall be used to document the following information: the date serviced, the name of the technician(s), and a description of the service(s) performed. The service tag/sticker must contain adequate space to document future repairs and must be placed in a location to prevent weather related damages. The technician shall not place the new service tag over pre-existing service tags, including tags that have previous history and repairs.
X. WARRANTY SERVICE
Contractor material and workmanship guarantee for one (1) year after acceptance. Where parts or material becomes defective during this warranty period, the Contractor shall notify the City so that the warranty may be exercised. The Contractor shall be responsible for exercising maintenance and replacement covered by the warranty.
28 XI. PAYMENT
All payments will be made within thirty (30) days after an invoice has been approved for payment by the City’s designated representative. Copies of all invoices for supplies, materials, and installed equipment should be included with the sent invoice. For cost accounting purposes, the invoice should be emailed to the City’s accounts payable at [email protected].
XII. WAGES PAID TO CONTRACTOR’S WORKERS
Pursuant to California Labor Code Article 2, Wages, Section 1770 et seq., the work described herein is a “public work” as defined by this Article of the Labor Code and requires payment of prevailing wages pursuant to Labor Code Section 1771. Contractors are advised to familiarize themselves with this provision and with Department of Industrial Relations opinions and interpretations relative to HVAC maintenance. Failure to comply with Labor Code 2, Wages, of the Labor Code may result in imposition of statutory penalties enumerated in Labor Code Section 1775.
XIII. CONTRACT PERIOD, RENEWAL, AND PRICE ADJUSTMENTS
The facilities HVAC contract will be for three (3) years. This contract may be extended by the City for additional two (2) years after the initial contract period. Before the contract renewal period, the maximum total hourly rate increase for that contract period may be increased up to 5% from the preceding term based on approval by the City. The City in its discretion may base increases in the contract price on relevant fluctuations in the Construction Price Index (“CPI”) for the Riverside- San Bernardino-Ontario metropolitan area.
XIV. INVENTORY LIST
LOCATION ADDRESS TYPE/ITEM DESCRIPTION MANUFACTURER MODEL NUMBER CITY HALL SALLY PORT 13250 Central Ave BOILER RYPAK H7-2004 CITY HALL SALLY PORT 13250 Central Ave CHILLER TRANE
RTHC1B1F0H0B1LFVQU
CD
CITY HALL SALLY PORT 13250 Central Ave CHILLER CARRIER 30HXC186R--640-- CITY HALL ROOF TOP 13220 Central Ave CHILLER CARRIER 30RAN015---511PT CITY HALL ROOF TOP 13220 Central Ave AIR HANDLER MCQUAY RDS800BY CITY HALL ROOF TOP 13220 Central Ave AIR HANDLER MCQUAY RDS800BY CITY HALL COUNCIL CHAMBERS 13220 Central Ave AIR HANDLER TRANE 4YCC4036A1070AB CITY HALL COUNCIL CHAMBERS 13220 Central Ave AIR HANDLER TRANE 4YCC4036A1070AB CITY HALL BASEMENT 13220 Central Ave AIR HANDLER YORK 39MN08B00561N11XXS NAC 5201 D. St. PACKAGED GAS/ELECTRIC CARRIER 48HJD006 NAC 5201 D. St. PACKAGED GAS/ELECTRIC CARRIER 48HJD006 NAC 5201 D. St. PACKAGED GAS/ELECTRIC CARRIER 48HJD006 NAC 5201 D. St. PACKAGED GAS/ELECTRIC CARRIER 48HJD012 NAC 5201 D. St. PACKAGED GAS/ELECTRIC CARRIER 48HJD025 CHILDREN'S YOUTH MUSEUM 13191 6th St.. PACKAGED GAS/ELECTRIC CARRIER 48HJD006--531-- CHILDREN'S YOUTH MUSEUM 13191 6th St.. PACKAGED GAS/ELECTRIC CARRIER 48HJD006--531-- 29 CHILDREN'S YOUTH MUSEUM 13191 6th St.. PACKAGED GAS/ELECTRIC CARRIER 48HJD006--531-- CHILDREN'S YOUTH MUSEUM 13191 6th St.. PACKAGED GAS/ELECTRIC CARRIER 48HJD006--531-- LIBARAY 13180 Central Ave. BOILER RYPAK H3-HD401
LIBRARY 13123 libaray Ra. CHILLER CARRIER 30RAP0405JC4DF10 LIBRARY 13180 Central Ave. AIR HANDLER PACE A-30 AF SI 7TH ST THEATER 13123 7th St. PACKAGED GAS/ELECTRIC CARRIER 48GPN024040311 7TH ST THEATER 13123 7th St. PACKAGED GAS/ELECTRIC CARRIER 48GPN024040311 7TH ST THEATER 13123 7th St. PACKAGED GAS/ELECTRIC CARRIER 48GPN024040311 7TH ST THEATER 13123 7th St. PACKAGED HEAT PUMP YORK 50FCQM17A3A5A0A0A0 7TH ST THEATER 13123 7th St. SPLIT SYSTEM HEAT PUMP YORK 38YCC060540/FB4RNF05
0 PUBLIC WORKS ADMIN 5050 Schaefer Ave. PACKAGED GAS/ELECTRIC YORK ZJ090510N2EZZ50001A PUBLIC WORKS ADMIN 5050 Schaefer Ave. PACKAGED HEAT PUMP YORK XP090C00R2A1BAA1A2 PUBLIC WORKS ADMIN 5050 Schaefer Ave. PACKAGED HEAT PUMP YORK B1HX036A06A PUBLIC WORK WAREHOUSE 5050 Schaefer Ave. SPLIT SYSTEM HEAT PUMP YORK CZH02411CA/MC35B3XH
1H
PUBLIC WORK WAREHOUSE 5050 Schaefer Ave. SPLIT SYSTEM HEAT PUMP YORK CZH02411CA/MC35B3XH
1H
PUBLIC WORK WAREHOUSE 5050 Schaefer Ave. SPLIT SYSTEM HEAT PUMP YORK YZH036311B/AM480CT FLEET 5050 Schaefer Ave. COOLER REZNOR RDH350
FLEET 5050 Schaefer Ave. COOLER REZNOR RDH350
COMMUNITY BUILDING 5443 B. St. PACKAGED GAS/ELECTRIC YORK ZJ061S07N2EZZ50001A COMMUNITY BUILDING 5443 B. St. PACKAGED GAS/ELECTRIC YORK ZJ061S07N2EZZ50001A COMMUNITY BUILDING 5443 B. St. PACKAGED GAS/ELECTRIC YORK ZJ061S07N2EZZ50001A COMMUNITY BUILDING 5443 B. St. PACKAGED GAS/ELECTRIC YORK ZJ061S07N2EZZ50001A COMMUNITY BUILDING 5443 B. St. SPLIT SYSTEM HEAT PUMP YORK YHJF24S41S1A COMMUNITY BUILDING 5443 B. St. SPLIT SYSTEM HEAT PUMP YORK YCS36B22SA OLD SCHOOL HOUSE 5493 B. St. SPLIT SYSTEM HEAT PUMP YORK YHE48B21SA/AX480CT OLD SCHOOL HOUSE BARN 5493 B. St. MINI SPLIT SYSTEM SAMSUNG AM048TXMDCH FAMILY SERVICES 13271 Central Ave. PACKAGED GAS/ELECTRIC CARRIER 580BPZ240255AAAV APOC 5575 Edison Ave. SPLIT SYSTEM HEAT PUMP YORK
YHJD60S44S4A/AHX60D
3XH21A
CITY HALL SOUTH 13250 Central Ave. PACKAGED HEAT PUMP YORK B1HH060A25B CITY HALL SOUTH 13250 Central Ave. PACKAGED HEAT PUMP YORK B1HH060A25B CITY HALL SOUTH 13250 Central Ave. AIR HANDLER MCQUAY RDS802BY CITY HALL SOUTH 13250 Central Ave. AIR HANDLER MCQUAY RDS802BY GREY BUILDING 13150 7th St. SPLIT SYSTEM GAS YORK
CZH06011CA/TM9X060B
12MP11A
GREY BUILDING 13150 7th St. SPLIT SYSTEM GAS YORK
CZH06011CA/TM9X060B
12MP11A
30 LIBERTY PARK
11860 Telephone
Ave. PACKAGED HEAT PUMP BARD W36H1-AOOVP4
LIBERTY PARK
11860 Telephone
Ave. PACKAGED HEAT PUMP BARD W36H1-AOOVP4
MONTE VISTA PARK
13196 Monte Vista
Ave. SPLIT SYSTEM YORK YCJD60S41S2A
MONTE VISTA PARK
13196 Monte Vista
Ave. PACKAGED HEAT PUMP YORK HA120C00A2AAA1A
SENIOR CENTER 13170 Central Ave. PACKAGED GAS/ELECTRIC YORK ZJO90S10N2EZZ50001A SENIOR CENTER 13170 Central Ave. PACKAGED GAS/ELECTRIC YORK ZJO90S10N2EZZ50001A SENIOR CENTER 13170 Central Ave. PACKAGED GAS/ELECTRIC YORK ZJ061S07N2EZZ50001A SENIOR CENTER 13170 Central Ave. PACKAGED GAS/ELECTRIC YORK ZJ061S07N2EZZ50001A SENIOR CENTER 13170 Central Ave. PACKAGED GAS/ELECTRIC YORK ZJ061507N2EZZ50001A SENIOR CENTER 13170 Central Ave. PACKAGED GAS/ELECTRIC YORK ZJ300S32J2EZZ10001B SENIOR CENTER 13170 Central Ave. PACKAGED GAS/ELECTRIC CARRIER 48HJM004 SENIOR CENTER 13170 Central Ave. MINI SPLIT SYSTEM
MITSUBISHI
ELECTRIC PUZ-836NK37
COCC 13201 Central Ave. CHILLER YORK YCAL0055EC46XDBSDT COCC 13201 Central Ave. BOILER AO SMITH GB0 750 E42N020000 COCC 13201 Central Ave. AIR HANDLER MAGIC AIRE 090-BRW-4-C COCC 13201 Central Ave. AIR HANDLER MAGIC AIRE 60-BR-C COCC 13201 Central Ave. AIR HANDLER MAGIC AIRE 60-BR-C COCC 13201 Central Ave. AIR HANDLER MAGIC AIRE 60-BR-C CHAFFEY/ASSEMBLY BUILDING 13160 7th St. PACKAGED HEAT PUMP YORK WP078C00R4AABAA1A CHAFFEY/TECH CENTER 13170 7th St. PACKAGED GAS/ELECTRIC LENNOX LGA088HH2G CHAFFEY/TECH CENTER 13171 7th St. PACKAGED GAS/ELECTRIC LENNOX LGC072SH1G CHAFFEY/TECH CENTER 13172 7th St. PACKAGED GAS/ELECTRIC LENNOX LGC120SH1G CHAFFEY/TECH CENTER 13173 7th St. PACKAGED GAS/ELECTRIC LENNOX LGC102SH1G CHAFFEY/TECH CENTER 13174 7th St. PACKAGED GAS/ELECTRIC LENNOX LGC150SH1G EPIC BUILDING 13106 Central Ave. PACKAGED GAS/ELECTRIC CARRIER 50HJQ006- - -501 EPIC BUILDING 13107 Central Ave. PACKAGED GAS/ELECTRIC CARRIER 50HJQ006- - -501 EPIC BUILDING 13108 Central Ave. PACKAGED GAS/ELECTRIC CARRIER 50HJQ006- - -501 EPIC BUILDING 13109 Central Ave. PACKAGED GAS/ELECTRIC CARRIER 50HJQ006- - -501 EPIC BUILDING 13110 Central Ave. PACKAGED GAS/ELECTRIC CARRIER 50HJQ006- - -501 EPIC BUILDING 13111 Central Ave. PACKAGED GAS/ELECTRIC CARRIER 50HJQ006- - -501 EPIC BUILDING 13112 Central Ave. PACKAGED GAS/ELECTRIC CARRIER 50HJQ006- - -501 EPIC BUILDING 13113 Central Ave. PACKAGED GAS/ELECTRIC CARRIER 50HJQ006- - -501 EPIC BUILDING 13114 Central Ave. PACKAGED GAS/ELECTRIC CARRIER 50HJQ006- - -501 EPIC BUILDING 13115 Central Ave. PACKAGED GAS/ELECTRIC CARRIER 50HJQ006- - -501 31 EPIC BUILDING 13116 Central Ave. PACKAGED GAS/ELECTRIC CARRIER 50GCQM06A2A5A0A0A0 PD 5450 Guardian Way CHILLER #1 Smardt SAA059-2BG6-2A5V PD 5450 Guardian Way CHILLER #2 Smardt SAA059-2BG6-2A5V PD 5450 Guardian Way BOILER #1 Ajax WCP-2001-N
PD 5450 Guardian Way BOILER #2 Ajax WCP-2001-N
PD 5450 Guardian Way SPLIT SYSTEM Trane TWE240E40TAA
PD 5450 Guardian Way SPLIT SYSTEM Trane TTA240E40TAA
PD 5450 Guardian Way SPLIT SYSTEM Trane 4TEC3F60B1000AA PD 5450 Guardian Way SPLIT SYSTEM Trane 4TWA3060A4000BB PD 5450 Guardian Way AIR HANDLER Trane CSAA010UAC00
PD 5450 Guardian Way AIR HANDLER Trane 174F7603/ X13170900230 PD 5450 Guardian Way AIR HANDLER Trane 174F7608/ X13170900270 PD 5450 Guardian Way AIR HANDLER Trane CSAA010UAC00
PD 5450 Guardian Way AIR HANDLER Trane 174F7599/ X13170900190 PD 5450 Guardian Way AIR HANDLER Trane 174F7608/ X13170900270 PD 5450 Guardian Way AIR HANDLER Trane CSAA021UAC00
PD 5450 Guardian Way AIR HANDLER Trane 174F7608/ X13170900270 PD 5450 Guardian Way AIR HANDLER Trane
177U0802/
X13170900301
PD 5450 Guardian Way AIR HANDLER Trane CSAA010UACOO
PD 5450 Guardian Way AIR HANDLER Trane 174F7603/ X13170900230 PD 5450 Guardian Way AIR HANDLER Trane 174F7608/ X13170900270 PD 5450 Guardian Way AIR HANDLER Trane CSAA010UAC00
PD 5450 Guardian Way AIR HANDLER Trane 174F7603/ X13170900230 PD 5450 Guardian Way AIR HANDLER Trane 174F7608/ X13170900270 PD 5450 Guardian Way AIR HANDLER Trane CSAA003UAC00
PD 5450 Guardian Way AIR HANDLER Trane 174F7595/ X13170900150 PD 5450 Guardian Way AIR HANDLER Trane 174F7599/ X13170900190 PD 5450 Guardian Way AIR HANDLER Trane CSAA006UAC00
PD 5450 Guardian Way AIR HANDLER Trane 174F7599/ X13170900190 PD 5450 Guardian Way AIR HANDLER Trane 174F7603/ X13170900230 PD 5450 Guardian Way AHU RANGE SUPPLY Team Air CAH21600S PD 5450 Guardian Way AIR HANDLER Trane CSAA014UAC00
PD 5450 Guardian Way AIR HANDLER Trane 174F7608/ X13170900270 PD 5450 Guardian Way AIR HANDLER Trane 174F7608/ X13170900270 32 PD 5450 Guardian Way AIR HANDLER Trane CSAA017UAC00
PD 5450 Guardian Way AHU RANGE EXHAUST Team Air CAH28500S
33 Signature of President, Secretary, Partner, Owner or Authorized Representative Date
ATTACHMENT A
Conflict of Interest Statement
Provide in this section a statement disclosing any past, ongoing or potential conflict of interest that your firm, proposed staff, or any subcontractors may have as a result of performing this work. If there is no conflict of interest, then state “None.”
If there is a real or perceived conflict of interest that exists with the submission of a proposal, or would exist if the Proposer entered into an Agreement with the City of Chino in this proposal, full details should be provided in this section. Detail a plan to manage the conflict of interest.
Acknowledgement of Insurance Requirements
I, (Printed Name), the (Title) of (Company Name), certify that the Insurance Requirements set forth in the Proposed Agreement for this RFP have been read and understood. I certify that (Company Name) (is/are) able to provide the coverages specified.
Exemptions to RFP
Proposers shall make a commitment to accept the terms and conditions in the RFP and Professional Services Agreement, including acknowledgement of receipt of all amendments and/or addenda to the RFP. Any requests for exceptions to the terms of the RFP and Professional Services Agreement ( Attachment B ) must be noted and submitted in a separate sheet marked “EXCEPTIONS TO RFP.” City Attorney will review any exceptions submitted.
City of Chino Purchasing Division
PRESENTED TO:
Nick Tickenoff
PRESENTED BY:
C.E. MECHANICAL, INC. 13327 ELLIOT AVE CHINO CA 91710 CSLB #: 765670 Citywide HVAC Preventative
Maintenance and Repairs
AUGUST 2025
City of Chino
RFP#2025-0015A
Contract Documents
Subject: Proposal Submission - RFP #2025-0015 Citywide HVAC Preventative Maintenance and Repairs
To the City of Chino Evaluation Committee:
On behalf of C.E. Mechanical, Inc., we are pleased to submit this proposal in response to the City of Chino’s Request for Proposals No. 2025-0015A. We appreciate the opportunity to support the City's municipal facilities with professional, reliable, and fully code-compliant HVAC maintenance and emergency services.
As a Chino-based contractor operating from our office at 13327 Elliot Avenue, we take pride in supporting our community with responsive service, strong local presence, and an unwavering commitment to safety, sustainability, and performance. C.E. Mechanical, Inc. is a fully licensed, bonded, and DIR-registered California mechanical contractor (CSLB License No. 765670, DIR No. 2000001498) with a 25-year track record of successful execution for public agencies across Southern California.
We acknowledge the City’s need for dependable quarterly maintenance, time-sensitive emergency response, seasonal equipment optimization, and specialized BAS support. Our proposal affirms our readiness to mobilize within 14 calendar days of award and complete initial service within the City’s required window. We maintain 24/7/365 emergency dispatch capacity with guaranteed on-site response within two hours for urgent calls.
This proposal, including all attachments and the separately submitted sealed cost file, shall remain valid for a period of no less than 120 calendar days from the RFP deadline. We confirm that all information is true and correct, and that we take no exceptions to the RFP terms unless explicitly stated in Attachment A. We also affirm that no conflicts of interest exist in connection with this proposal. We also confirm receipt and acknowledge Addendum 1 and 1A.
We thank the Evaluation Committee for this opportunity and look forward to the potential of continuing our service to the City of Chino. Should additional detail or clarification be required, please do not hesitate to contact me directly.
C.E. Mechanical, Inc.
13327 Elliot Ave Chino, CA 91710
Phone: (909) 548-0925
www.cemech.com · [email protected]
Cover Letter
C.E. MECHANICAL, INC. · CSLB #: 765670
City of Chino – Purchasing Division
13220 Central Avenue
Chino, CA 91710
Nick Tickenoff
C.E. Mechanical, Inc.
(909) 230-2113
[email protected]
Nick Tickenoff
Experience & Qualifications
C.E. MECHANICAL, INC. · CSLB #: 765670
C.E. MECHANICAL, INC.(A C-20 LICENSED CALIFORNIA CORPORATION)13327 ELLIOT AVECHINO, CA 91710 24/7 Service
Phone: (909) 548-0925
E-Mail: [email protected]
C.E. Mechanical, Inc. is a licensed, bonded, and DIR-registered California mechanical contractor (CSLBLicense No. 765670, DIR Registration No. 2000001498) headquartered in Chino, California. Our City ofChino Business License number is 24360.
For over 25 years, we have delivered professional, code-compliant HVAC and building automationservices throughout Southern California, with a primary focus on serving municipal, institutional, andpublic agency clients. Our firm has developed a reputation for reliability, responsiveness, and technicalexcellence across a wide range of mechanical systems, including chillers, boilers, air handlers, pumps,controls, and energy-efficient retrofits.
Our experience spans the full lifecycle of HVAC system management - ranging from preventivemaintenance and predictive diagnostics to capital equipment replacement and control systemintegration. We are familiar with the operational demands of public-sector facilities, including criticalenvironments such as police departments, administrative centers, and community buildings. Our servicesconsistently align with California Title 24 energy efficiency mandates, CALGreen building standards, andSouth Coast AQMD and CARB environmental compliance requirements.
C.E. Mechanical has proudly supported the City of Chino through multiple mechanical service contracts,including HVAC repairs, emergency callouts, and seasonal maintenance tasks. This longstandingrelationship has given us deep familiarity with the City’s equipment inventory, service expectations, andoperational protocols. We have also delivered HVAC solutions for other municipalities and publicagencies, giving us extensive knowledge of prevailing wage compliance, public works documentation,and California procurement practices. Our technicians are trained in ASHRAE 180 maintenancestandards, EPA refrigerant management rules, and Cal/OSHA safety regulations. Field staff maintaincurrent EPA 608 certifications and participate in ongoing manufacturer-specific training for systemsincluding Trane, Carrier, and others.
We maintain deep expertise in optimizing integrated HVAC systems, including air- and water-cooledchillers, high-efficiency boilers, variable-frequency air handlers, rooftop units, split systems, and duct-mounted ventilation and filtration equipment. Our team also delivers control system diagnostics and BASoptimization services to ensure alignment with facility schedules, thermal performance targets, and faultdetection protocols. Each service is backed by quality assurance procedures and a field-proven workflowthat prioritizes energy performance, occupant comfort, and mechanical reliability.As a Chino-based firm, we are uniquely positioned to respond rapidly to service requests, dispatch localtechnicians, and maintain hands-on oversight from our management team. We are very experiencedworking in occupied and sensitive civic environments and have coordinated closely with City staff toavoid disruptions, maintain safety, and ensure transparent communication.
C.E. Mechanical’s combination of local experience, technical strength, and public agency familiarityenables us to meet the performance and reliability standards required under RFP #2025-0015A. We arefully prepared to support the City of Chino’s infrastructure with trusted, compliant, and sustainablemechanical services.
Project Team Qualifications
C.E. MECHANICAL, INC. · CSLB #: 765670
NICK TICKENOFF
CONSTRUCTION MANAGER
[email protected]
(909) 230-2113
With over a decade of experience experience,
Nick is a Local 250 JJATC graduate (2010-
2015) and Leon Maxwell Award winner. He
specializes in diagnosing and resolving
equipment issues, reverse engineering
problematic systems, and leading projects
from package unit change-outs (1-100 tons) to
central plant installations. His expertise spans
package unit maintenance, cooling tower
overhauls (25-500 tons), and system retrofits.
MIGUEL GUTIERREZ
SERVICE TECHNICIAN
[email protected]
(909) 261-2136
Miguel has been with C.E. Mechanical for 6 years
and is a reliable and trusted service technician. He
has worked on City of Chino and Riverside County
maintenance projects/scopes previously. His
expertise in HVAC equipment will be vital for the
routine procedures required by the RFP.
BRYAN WAKEFIELD
LEAD FIELD PERSONNEL
[email protected]
(562) 394-3515
Bryan brings over seven years of hands-on HVAC
experience, with substantial involvement in
municipal projects for the City of Chino, City and
County of Riverside, and Los Angeles County. He
has developed comprehensive knowledge of
complex mechanical systems, including chillers,
building automation controls, and integrated
HVAC networks. Bryan holds certifications in
Turbocor and Trane overhaul procedures, as well
as LG and Mitsubishi VRF systems.
JEFF LAKSO
LEAD FIELD PERSONNEL
[email protected]
(909) 270-6409
Jeff brings 26 years of experience in HVAC service
and electrical work, specializing in compressors,
dryers, package units of various tonnages, built-
up systems, chillers, comfort cooling, process
cooling, and retrofits. He has been a valuable part
of C.E. Mechanical, Inc. for the past three years.
All proposed primary technicians and supervisory personnel are based out of our central office at 13327 Elliot Avenue, Chino, CA 91710, and reside locally to ensure rapid response to all service and emergency calls. Our team is available 24 hours a day, 7 days a week, and is fully capable of meeting the City’s specified two-hour emergency response requirement. Each team member is experienced in supporting public-sector facilities and possesses the technical qualifications required to service the City’s diverse HVAC inventory, including chillers, boilers, BAS-integrated systems, and packaged units. Detailed resumes and references for staff are available upon request.
ASSIGNED EMPLOYEES DESIGNATION PROJECT ROLE
Jeff Lakso Lead Field Personnel Primary HVAC Mechanic
Bryan Wakefield Lead Field Personnel Primary HVAC Mechanic Miguel Gutierrez Service Technician Secondary HVAC Mechanic Nick Tickenoff Construction Manager Supervisor
Apprentice Technicians (to be assigned) Service Technician General Low-Level Maintenance Project UnderstandingC.E. Mechanical, Inc. understands that the City of Chino seeks a qualified mechanical contractorto deliver comprehensive, proactive HVAC preventative maintenance and on-call repair servicesacross its public facilities. We recognize that this assignment is essential to supporting occupantcomfort, energy efficiency, and uninterrupted operations across a diverse portfolio of Citybuildings. The RFP’s scope - including quarterly preventative maintenance, biannual and annualspecialized services, emergency response, and building automation support - requires astructured, accountable, and responsive program executed by experienced professionals.
Our approach combines field-tested maintenance procedures with smart scheduling,performance reporting, and technician continuity. We tailor each task to the specific equipmenttype, manufacturer guidelines, operational schedules, and code compliance requirements of thefacility. Our service delivery model is built around four key principles: preventive action,operational transparency, systems optimization, and regulatory alignment.
We fully understand that the City’s HVAC inventory includes a range of packaged rooftop units,split systems chillers, boilers, air handling units, and specialized equipment such as SmardtTurbocor chillers and integrated BAS platforms. These systems operate across police,administrative, and civic buildings with varying levels of criticality, occupancy schedules, andequipment access challenges.
The RFP specifies quarterly HVAC preventative maintenance at all covered facilities, withadditional biannual coil cleaning, annual belt replacement, and emergency response with a two-hour arrival commitment. Building automation system inspections and adjustments are requiredquarterly at City Hall and the Police Department. Also included are specialized services such asoil analysis, vibration testing, and eddy current tube inspections for chiller systems.
C.E. Mechanical is fully prepared to fulfill all required tasks while maintaining detailed records,minimizing service interruptions, and proactively identifying issues that may impact performanceor compliance. Our internal protocols exceed ASHRAE 180 and EPA 608 standards andincorporate manufacturer-specific PM schedules and reporting methods.
Preventive Maintenance Strategy
Each quarterly preventative maintenance visit follows a structured, equipment-specific checklistbased on ASHRAE 180-2018 standards and OEM maintenance protocols. Our techniciansbegin with a complete visual and mechanical inspection of HVAC system components to identifywear, corrosion, or signs of degradation. Filters are replaced with a minimum MERV-10 ratedmedia (and V-Belt MERV 14 for the Police Station Shooting Range AHU’s), per Cityspecifications, to maintain indoor air quality and protect internal coil surfaces. Belts areinspected, adjusted, and lubricated at each visit, with full replacements performed annually orsooner if wear thresholds are exceeded.
Plan Methodology and
Project Approach
C.E. MECHANICAL, INC. · CSLB #: 765670
System performance is verified through refrigerant pressure readings, subcooling evaluations, and delta-T temperature checks across coils and heat exchangers. Technicians record voltage and amp draw measurements for motors, compressors, and fan assemblies to detect imbalance or early-stage failure. Thermostats and local control interfaces are tested for accuracy and functionality.
For City Hall and the Police Department, where building automation systems are in place, our technicians perform point-to-point verification of sensors and outputs, validate alarm functions, and confirm that setpoints and schedules align with occupant usage patterns. All inspection results, readings, and findings are documented electronically and reviewed by a field supervisor prior to submittal to City personnel.
All tasks are recorded digitally using our field service platform, allowing for photo documentation, timestamped task completion, and digital reporting. Work orders are submitted within 48 hours and can be formatted to match City reporting preferences. For chillers, boilers, and central plant equipment, our team performs detailed inspections using temperature delta readings, flow rate analysis, and trending of historical operational data when available. Critical components such as expansion valves, oil levels, condenser cleanliness, and compressor envelope readings are verified and logged.
Emergency Response and Dispatch Protocol
We provide 24/7/365 emergency service with a live dispatcher and technician on call at all times.
Upon receiving an emergency request, our dispatcher verifies access conditions and technician availability and mobilizes a qualified service technician within minutes. All emergency calls are tracked in our internal system and followed by a completed service report within 24 hours.
Because our team is based in Chino, we can meet the RFP’s two-hour on-site response requirement without exception. We also pre-position tools and common spare parts for high- priority facilities such as police and administrative offices to minimize downtime.
Building Automation and Controls Support
Our BAS-qualified technicians perform quarterly inspections of control panels and user interface settings at City Hall and the Police Department. We verify sensor calibration, alarm functionality, time-of-day scheduling, and demand-response logic. Control sequences are adjusted as needed in accordance with Title 24 and occupant schedules. If trend data or occupancy feedback identifies inefficiencies, our team provides recommendations for minor logic edits, setpoint adjustments, or component replacement. For any systems operating on Tridium/Niagara, Carrier i-Vu, or equivalent open platforms, we are capable of performing deeper programming-level diagnostics. Our controls team works under the direction of our field supervisor to align automation system behavior with HVAC equipment health and energy goals.
Plan Methodology and
Project Approach
C.E. MECHANICAL, INC. · CSLB #: 765670
Quality Control, Communication, and Reporting
Each preventative maintenance and repair task is logged through our digital service platform, which generates acompleted checklist, photographic documentation of equipment and any identified deficiencies, and techniciannotes on observed conditions or developing trends. Recommendations for corrective actions are clearly noted, andeach report includes timestamps and technician credentials.
All PMs are reviewed by a field supervisor prior to submittal, with a running log of completed work maintained bysite. We also offer quarterly summary reports to support capital planning and budgeting. Regular coordinationmeetings with City staff are recommended to review service history, open repair items, and upcoming schedulingneeds—ensuring proactive alignment and continuous improvement.
Innovations and Refinements
To enhance system performance and asset planning, C.E. Mechanical provides several refinements beyond thebase scope. These include integration with existing BAS platforms to monitor trend data and detect system faultsearly, and advanced diagnostics for chillers and s based on temperature delta patterns and compressor cyclingbehavior. We also offer annual condition scorecards to support long-term equipment replacement strategies. Whereapplicable, we adjust PM schedules based on actual runtime or demand instead of fixed calendar intervals.
These innovations improve reliability, reduce reactive costs, and support the City’s sustainability and operationalresilience goals.
C.E. Mechanical, Inc. affirms without exception that we will perform the full scope of services defined in Section F ofRFP #2025-0015A. This includes, but is not limited to, quarterly HVAC maintenance; biannual coil cleaning; annualbelt replacement; chiller oil analysis, vibration testing, and eddy current inspections; BAS functionality checks at CityHall and the Police Department; and routine service of filters, refrigerant systems, dampers, heat exchangers, andso on. Our emergency team guarantees two-hour on-site response, and all service activities will be documentedwith photographic verification and technician credentials.
All work will be performed in strict compliance with Title 24, CALGreen, ASHRAE 180, SCAQMD, CARB, andCal/OSHA requirements. Our pricing fully reflects the scope as written, with no exclusions. Should the City requestadditional refinements during the contract term, we are prepared to implement them promptly and in full regulatoryalignment. C.E. Mechanical is committed to delivering responsive, compliant, and performance-driven HVACservices that meet the City of Chino’s long-term operational goals.
Annual Escalation Clause
Pricing submitted herein shall remain firm for the initial twelve (12) months of the contract term. Thereafter, on anannual basis, pricing may be adjusted to reflect increases in the cost of labor and materials, based on thepercentage change in the Consumer Price Index for All Urban Consumers (CPI-U), Los Angeles-Long Beach-Anaheim, CA, All Items, as published by the U.S. Bureau of Labor Statistics (BLS).
Any adjustment shall be calculated using the most recent 12-month period available prior to contract renewal, andshall not exceed 3.5% per year unless otherwise approved in writing by the City of Chino.
If the CPI reflects a negative value (deflation), no increase will be granted. The contractor shall provide a writtenrequest for any adjustment, including supporting CPI data, no less than 30 days prior to the renewal date. Noretroactive pricing changes will be permitted.
Plan Methodology and
Project Approach
C.E. MECHANICAL, INC. · CSLB #: 765670
12 F. SCOPE OF SERVICES
Citywide HVAC Preventative Maintenance, Repairs, and Automation Scope of Work/Specifications It shall be the Contractor’s responsibility to develop and implement a routine maintenance program to effectively maintain, to the satisfaction of the City representative, all aspects of HVAC systems in City commercial facilities. For the purpose of this contract, routine preventative HVAC maintenance shall be defined as quarterly scheduled routine inspection and proactive servicing of HVAC systems to facilitate heating/cooling with a minimal downtime. On-call, as-needed services (24 hours, 7 days a week, 365 days per year) will be for unplanned, and/or emergency repair services, as listed herein.
The routine maintenance and all repairs shall be provided in accordance with the highest standards of the industry, skill, workmanship, applicable trade practices, meet warranties and in conformance to all applicable laws, codes, and regulations. The Contractor’s maint enance program and repairs shall, at a minimum, include but not limited to the specifications outlined herein.
Preventative maintenance and repairs described in this Scope of Work are to be performed on the HVAC equipment at the following locations in City of Chino:
1. Chino Police Department – 5450 Guardian Way
2. City Hall – 13220 Central Ave.
3. City Hall South- 13250 Central Ave.
4. Neighborhood Activity Center (NAC) – 5201 D. St.
5. Children’s Youth Museum – 13191 6th St.
6. Chino Branch Library – 13180 Central Ave.
7. Assemblymember Office - 13160 7th St.
8. Gray Building (Chamber of Commerce) – 13150 7th St.
9. 7th Street Theatre – 13123 7th St.
10. Senior Center – 13170 Central Ave.
11. Carolyn Owens Community Center (COCC) – 13201 Central Ave.
12. Family Services – 13271 Central Ave.
13. Community Building – 5443 B. St.
14. Old School House Museum – 5493 B. St.
15. Public Works Services (Yard) - 5050 Schaefer Ave.
16. Ayala Park Operation Center (APOC) – 5575 Edison Ave.
17. Monte Vista Park – 13196 Monte Vista Ave.
18. Liberty Park – 11860 Telephone Ave.
19. Chino Champion – 13179/13191 9th St.
20. Chaffey Tech Center - 13170 7th St, Chino, CA 91710
21. EPIC Building - 13106 Central Ave, Chino, CA 91710
I. SERVICE SPECIFICATIONS
Preventative maintenance will include any and all costs for providing the necessary labor, tools, travel, equipment, mobilization/demobilization, licenses and incidental materials such as fluids, belts and filters, etc. per the Preventative Maintenance lists below to test, maintain, and diagnose the specified HVAC equipment, including but not limited to air flow analysis, water flow, delta T, humidity, Freon and electronic conditions.
Preventative Maintenance activities shall also specifically include but not limited to the following:
13 1. Test and Inspection – All labor to visually inspect and search for worn, failed and/or doubtful parts.
Visually check coil surfaces, fan blades, fan belts, couplings, equipment housings, motor mounts, dampers, valves, fluid levels, VAV boxes, heat exchangers, etc. Make recommendations to the City of any necessary replacements and/or adjustments.
2. Preventative Maintenance and Predictive Maintenance – Labor to perform prevent ative maintenance on the equipment included. Maintenance intervals for systems and equipment are determined by run time, system use, application, location, and manufacturer’s recommendations.
3. Consumable Materials – Normal consumable materials and supplies, such as lubricants, grease, towels/rags, wire nuts, cleaning solutions, oil and clean-up materials.
4. Air Filter Media and Service – Includes regular air filter changing per the manufacturer’s specifications. Includes monitoring of air filter conditions. Should additional changes be required, Air Filter Media and Service includes notifying the City of any recommended adjustments to the maintenance program.
5. Coil Service – Two (2) Semi-annual cleaning of each condenser coil during the contract year and or per manufacture’s recommendations. Should additional cleaning be required, Coil Service includes notifying the City of any necessary adjustments to this program.
6. Belt Service – This agreement will include one (1) annual belt change for each belt in the system at the beginning of the contract year or per the manufacture’s recommendations. Should additional belt changes be required, Belt Service includes notifying the City of any necessary adjustments to this program. Contractor to provide all belts.
II. P
REVENTATIVE MAINTENANCE
Quarterly Service Activities: Along with Preventative Maintenance Regularly Scheduled Activities (see section below), the Quarterly Service Activities will be the City’s primary maintenance progra m nor
mally scheduled during the month of July, October, January, and April unless otherwise specified by the Maintenance Supervisor or Authorized City Representative.
1. Spring Inspection/Service: The Contractor shall schedule and perform a pre-cooling season mai
ntenance service call. The following services shall be performed in addition to Preventative Maintenance Regularly Scheduled Activities.
A. Cycle units and check pressures and refrigerant charge B. Ensure condensate lines are clean and pump is working properly C. Visually inspect all wiring
D. Check and clean the indoor and outdoor coil if needed E. Replace filters, inspect belts, replace as needed
2. Summer Inspection/Service: The Contractor shall schedule and perform the following in add
ition to Preventative Maintenance Regularly Scheduled Activities:
A. Replace filters, inspect belts, replace as needed
B. Visually inspect all wiring
14 3. Fall Inspection/Service: The Contractor shall schedule and perform a Pre-Heating season maintenance service call. The following services shall be performed in addition to Preventative Maintenance Regularly Scheduled Activities:
A. Cycle and check each unit for proper heating operation B. Check and clean pilot lights and bearings if needed
C. Replace filters, inspect belts, replace as needed
D. Visually inspect all wiring
E. Inspect and service or repair gas radiant tube and space heaters
4. Winter Inspection / Service: The Contractor shall schedule and perform the following services in addition to Preventative Maintenance Regularly Scheduled Activities.
A. Replace filters, inspect belts, replace as needed
B. Visually inspect all wiring
5. Preventative Maintenance Regularly Scheduled Activities: Preventative Maintenance shall be comprehensive and consist (at minimum) of the following:
A. Heating and Air Conditioning Equipment
a) Check with Facility Maintenance Supervisor for operational deficiencies b) Check area around equipment
c) Examine each piece of equipment and device to see that it is functioning properly and is in good operational condition
d) Clean all components of dust, old lubricants, etc. to allow the equipment to function as designed
e) Lubricate all equipment where needed to permit bearings, gears, and all contact wearing points to operate freely and without undue wear f) Adjust all linkages, motors, drives, etc. that have drifted from the initial design settings and positions
g) Calibrate all sensing, monitoring, output, safety, and readout devices for proper ranges, settings, and optimum efficiencies
h) Check system thermostat operation, temperature and pressure controls and adjust as necessary
i) Inspect and tighten all electrical connections
j) Check for proper voltage and amp draw
k) Inspect safeties
l) Inspect all contacts and relays
m) Inspect all wiring for chafing, burning, or deteriorated insulation n) Inspect all breakers
o) Inspect capacitors
p) Check rain guards
q) Check insulation and clamps
r) Check and adjust dampers
s) Lubricate all motors, bearings, and other moving parts t) Inspect air filters and clear or replace as needed (air filters to be provided by Contractor)
15 u) Check all applicable belts for proper condition; replace all belts once beginning of each contract year and then as necessary
v) Check all applicable belt tension and adjust as necessary w) Check drives and pulleys for tightness and alignment x) Inspect fan control
y) Inspect and adjust all valves
z) Inspect oil in compressors and add as necessary
aa) Wash fans at beginning of each contract year
bb) Any applicable VAV Boxes are to be serviced once per year cc) Check for unusual noises, vibration, and wear
dd) Carry out other preventative maintenance procedures recommended by the equipment manufacturer
ee) Test and cycle all equipment as a system after it has been cleaned, lubricated, adjusted, and calibrated to see that it is in good operational condition and at optimum efficiency
ff) Provide itemized checklist documentation of preventative maintenance activities per location and report observations and any unusual or out of scope conditions to the Maintenance Supervisor
gg) Recommend the repair of the device by the addition of replacement parts, should the describe maintenance not be adequate
hh) Recommend the replacement of the device if needed, in view of its condition, age, and cost of previous subsequent repair
ii) Provide service tag on all service units, containing the information listed per specifications
B. Heating Equipment
a) Inspect all pilot lights and operation of the ignition system b) Inspect and clean the flame sensor
c) Inspect and adjust burner assembly
d) Inspect flue pipe, diverter, and flue connections
e) Inspect the heat exchanger
f) Inspect heating coils
g) Inspect temperature rise
h) Inspect furnace safety controls
i) Inspect fuel input
j) Inspect for gas leaks
k) Inspect gas valve operation
l) Inspect gas pressure and set factory specifications
m) Inspect backup heat elements
n) Inspect sequencer operation
o) Inspect actual amperage draw on motors
p) Inspect actual voltage to the unit
q) Inspect oil filter and oil pressure switches
r) Inspect all high limits and safety controls
s) Inspect reversing valve operation
t) Inspect valves, step traps, and belts
16 u) Inspect any applicable hot water heaters, boilers, and related pumps.
Inspection shall include annual tune-up of burners and cleaning of boilers as required
C. Air Conditioning Equipment
a) Check refrigerant systems for leaks and operation
b) Inspect temperature drop
c) Check condenser general operation and condition and clean condenser coil thoroughly at the beginning of each contract year and then as necessary i. Check for scaling or corrosion of water-cooled condensers, clean as required
ii. Check condition of air-cooled condensers, clean as required d) Check and adjust condensate pumps and drains as necessary e) Inspect and clean condensate drain pan, drains, and traps to ensure proper draining. Inform the Facility Maintenance Supervisor of unusual or discolored drain pan accumulations
f) Inspect condenser fans – blade conditions, clearances, etc. g) Lubricate condenser fan motors and bearings
h) Inspect amp and voltage draw
i) Inspect evaporator coils and clean at the beginning of each contract year, then as necessary
j) Inspect evaporator drip pan, drains, and filters
k) Inspect all compressors and starter – contacts and free movement l) Inspect compressor general operation and condition, oil level, head pressure, and suction pressures
m) Inspect refrigerant pressure and change
n) Inspect refrigerant system for leaks and for potential leak points – chafing lines, cap tubes, etc.
o) Record amount of refrigerant. If applicable, remove from system and replace appropriate amount
p) Inspect unit disconnect system. Record unit voltage – rated and actual q) Inspect “economizer”, if applicable
r) Megohm or oil test compressors – record readings
s) Inspect compressor terminals
t) Inspect disconnect power box
u) Inspect all coils for cleanliness, fin condition
v) Check for leaks in air supply if applicable
w) Inspect the system to avoid the correct freeze up
D. Air Handlers
a) Check and change filters as necessary
b) Replace all belts one time per year
c) Check drive components for wear and alignment
d) Check blower wheels – conditions and cleanliness
e) Inspect blower housing, deck mountings – cracks, loose bolts, etc. f) Check fan bearings
g) Check blower bearings
h) Check blower motor bearings
17 i) Lubricate all bearings at least once at the beginning of each contract year and then as necessary
j) Record supply fan amperage – rated and actual
k) Record return fan amperage – rated and actual
l) Inspect and service VFDs located at each AHU per the following:
i. Clean with dry nitrogen, blowing out the permanent air filter ii. Wipe down cabinet interior, check for proper electrical ground iii. Check with Triac for voltage leakage, tighten connections, and check and reset any alarms (replace/repair parts when necessary) m) Inspect all wiring for chafing, burning, and deteriorated insulation n) Record overall condition of equipment
o) Check heat and cooling coils for cleanliness and clean if needed E. Residential Refrigerant Type A/C Units, Heat Pumps
• Check economizer operation
• Check compressor crankcase heater(s)
• Record:
i. Compressor voltage
ii. Compressor amperage
iii. Operating suction pressure
iv. Operating head pressure
v. Operating superheat
vi. Operating oil level
vii. Operating oil pressure
1. Check unloader function, if applicable
2. Check hot gas bypass function, if applicable
3. Check all controls for proper function and set points
4. Check and record discharge air temperature
5. Record overall condition of equipment
F. Forced Hot Air Heaters, Gas
a) Check combustion controls
b) Check room air intake system
c) Check contacts
d) Check mercury bulbs
e) Inspect all wiring for chafing, burning, and deteriorated insulation f) Clean internal surfaces, if necessary
g) Clean external surfaces
h) Clean burner assembly, if necessary
i) Clean fireside
j) Clean flue
k) Inspect refractory
l) Prepare heater for winter conditions
m) Do efficiency test and record
n) Log heater condition at departure
G. Controls – Temperature, Humidity HVAC Sensors
a) Check alarms
18 b) Check the operation of all controls, thermostats, starters, relays, pressure switches, disconnect switches and fuses
c) Perform programming adjustments where needed
d) Clean where needed
e) Check for any overrides
f) Check set points, make adjustments where needed
g) Check contacts and relays, clean and tighten contact where necessary h) Check thermostats, calibrate if necessary
i) Check sensors and adjust if necessary
H. Chillers and Boilers
a) Visual inspections of:
i. Fan assemblies
ii. Belts and sheaves
iii. Motor mounts and vibration pads
iv. Electrical connections and contactors
v. Heating and cooling coils
vi. Filter media and racks
vii. Sign glass condition
viii. Bearings
ix. Spray nozzles and pans
x. Igniter and flame assembly
xi. Heat exchanger
xii. Compressor sections
xiii. Condensing sections
xiv. Heating sections
xv. Humidifiers and strainers
xvi. Seals and packing
xvii. Condensate drains and pans
xviii. Flame composition
b) Physical check and/or test of components including but not limited to:
i. Lubrication requirements
ii. Oil sump, heaters, and temperatures
iii. Starter operations
iv. Water flows
v. Alignment on couplings
vi. Motor operating conditions
vii. Suction and discharge pressures
viii. Flow switch operations
ix. Control interlocks
x. Flue stack assembly
xi. Damper operations
xii. External interlocks
xiii. Motor voltage and amperage
xiv. Refrigerant charges
xv. System(s) leaks
xvi. Oil and fluid levels
xvii. Pressure and temperatures
19 xviii. Outside air intakes
xix. Refrigerant pump down
c) Perform air filter replacements provided by the Contractor I. Raypak Boilers
a) Replace air filters
b) Replace the hot surface igniter and flame rod if necessary c) Inspect the gas pressure, combustion pressure, flue, and operating controls d) Calibrate temperature sensors
e) Perform operating check and log performance data
f) Observe operation of related pumps
g) Take external bearing temperature readings with laser thermometer, grease bearings
J. Screw Chillers
Water-cooled Trane RTCH Chiller annual to include but not limited to the following:
a) Mega-Ohm (megger) readings of the main compressor motor b) Contractor to conduct an EPA refrigerant leak check and audit per California State Law, AB32
c) Condenser tube brushing
d) Oil filter replacement and oil sample for laboratory Spectro analysis and report
e) Check operation of oil heater, controls, and safeties f) Calibrate temperature and pressure sensors
g) Perform operating check and log performance data
h) Check and record approach in both evaporator and condenser i) Observe operation of related pumps
j) Take external bearing temperature readings with laser thermometer, grease bearings as needed
K. Air Cooled Chiller
Air-cooled Carrier 30RAN Chiller annual to include but not limited to the following:
a) Mega-Ohm (megger) readings of the compressor motors
b) Contractor to conduct an EPA refrigerant leak check and audit per California Law, AB32
c) Condenser tube brushing
d) Check operation of the oil heaters, controls, and safeties e) Calibrate temperature and pressure sensors
f) Perform operating check and log performance data
g) Check and record approach in both evaporator and condenser h) Observe operation of related pumps
i) Take external bearing temperature readings with laser thermometer, grease bearings as needed
j) Wash condenser coils with water and an EPA approved coil cleaner L. Cooling Tower
20 a) Basin cleaning
b) Tower strainer cleaning
c) Float assembly adjustment
d) Inspection of make-up water system
e) Check fan belt, adjust and replace if needed. Contractor to provide matched drive belts, inspect and grease bearings
f) Remove debris from tower basin and remove from site for proper disposal M. Smardt Turbocor Air Cooled Chiller (Police Department) a) Check for visible mechanical damage to compressor
b) Check for excessive vibration from other rotating equipment c) Connect to the compressor using the Service Monitoring Tools software and download fault and event logs. Review and save logs for future reference d) Check main power supply voltages
e) Check for signs of hotspots/discoloration on power cables f) Check amperages as per design
g) Check DC bus voltage
h) Check capacitor mid bus voltage
i) Check all communication cables are secure and tight
j) Check all electronic modules are secure
k) Check physical condition of all exposed printed circuit boards (PCBs) l) Check system refrigeration charge
m) Check system and motor cooling liquid line to ensure sufficient sub-cooling n) Verify discharge check valve operation
o) Check airflow is not obstructed
p) Check fin surfaces are clean
q) Check fan rotation (direction)
r) Annual service to include:
i. Contractor to conduct an EPA refrigerant leak check and audit per California State Law AB32
ii. Check electrical terminals are tight
iii. Check operation of all system safety devices and interlocks iv. Check for oil in the system (compressor must operate in an oil-free environment)
v. Check all exposed PCBs for dust build-up and clean if necessary vi. Check calibration of pressure/temperature sensors
vii. Check operation of IGV assembly
viii. Check superheat level/control, if applicable
ix. Check EXV winding resistance
x. Check fan motor overload devices
xi. Perform moisture-prevention measures
xii. Clean condenser coils with water and an EPA approved coil cleaner xiii. Check fan blades for tightness on shaft
xiv. Check fans for loose rivets and cracks
xv. Check coil fins for damage
xvi. Check and record approach in both evaporator and condenser for each circuit
xvii. Take external bearing temperature readings with laser thermometer 21 xviii. Observe operation of related pumps
xix. Check bladder-type expansion tanks for proper air pressure, adjust as required
N. Ajax Boilers (Police Department)
a) Test operating and temperature controls
b) Observe noise level
c) Check for water leaks and lockout codes
d) Test operating control
e) Check pilot/main flame signal using a voltmeter
f) Inspect and clean air filter
g) Observe condition of main flame
h) Annual service to include:
i. Lubricate pilot blower
ii. Check the burner
iii. Clean the coils
iv. Clean gas inlet screen
v. Examine vent system
vi. Examine connections
vii. Check for corrosion
viii. Test for gas leaks
ix. Perform a pilot spark test (every 6 mo.)
x. Perform combustion test (check CO, CO2, excess air, nox, and combustion chamber pressure)
xi. Calibrate temperature sensors, perform operating check and log performance data
xii. Observe operation of related pumps
xiii. Check bladder-type expansion tanks for proper air pressure, adjust as required
O. Chilled Water Air Handling Units, except the firing range units (Police Department) a) Inspect the air handling units for operation
b) Check supply and return fan motors for proper operation c) Check unit for abnormal vibration or broken supports d) Check wiring for burnt or chafed conductors
e) Check belts, bearings, and sheaves for wear, damage, and alignment f) Check contactors and relays for pitting, wear, and damage g) Check heating and cooling coils for leaks, lint, and dirt condition h) Check and clean coil drain pans
i) Check and adjust air dampers (outside, mixed, and return) j) Replace all air filters (Contractor to provide filters) k) Check air filter housing integrity
l) Check P-trap, prime as needed to ensure proper operation m) Check drive alignment, wear, seating, and operation
n) Annual service to include:
i. Wash cooling coil
ii. Perform and log full load performance check
iii. Meg-Ohm (check motors [20Hp and greater] log values) iv. Disassemble and clean magnetic motor starters
22 v. Check and tighten electrical connections
vi. Lubricate supply, return fan and motor bearings
vii. Check operation of dampers and actuators
viii. Check integrity of all panels on equipment, replace fasteners as needed
ix. Inspect for evidence of moisture carryover beyond the drain pan from cooling coils
x. Visually inspect exposed ductwork and external piping for insulation and vapor barrier for integrity
xi. Check, make appropriate adjustments and if needed, replace fan belts (Contractor to provide belts)
P. Variable Frequency Drives VFDs (Police Department)
a) Clean cabinet with nitrogen and vacuum
b) Confirm operation of muffin fan
c) Tighten all electrical connections
d) Return unit to normal operation
e) Annual service to include:
i. Clean the permanent air filter
ii. Check for proper electrical ground
iii. Check the Triac for voltage leakage
iv. Tighten connections
v. Check and reset any alarms
Q. Trane Condensing Units (Police Department)
a) Check compressors and fan motors for proper operation b) Check refrigerant tubing for chafing, vibration, or broken supports c) Check wiring for burnt or chafed conductors
d) Check refrigerant system for proper charge and operation e) Check contactors and relays for pitting, wear, and damage f) Annual service to include:
i. Perform leak check
ii. General cleaning and lubrication
iii. Check and tighten electrical connections
iv. Clean condenser coils with water and an EPA approved coil cleaner R. DX Air Handling Units (Police Department)
a) Inspect the air handling units for proper operation
b) Check supply and return fan motors for proper operation c) Check unit for abnormal vibration or broken supports d) Check wiring for burnt or chafed conductors
e) Check belts, bearings, and sheaves for wear, damage, and alignment f) Check contactors and relays for pitting, wear, and damage g) Check heating and cooling coils for leaks, lint, and dirt condition h) Check and clean coil drain pans
i) Check and adjust air dampers (outside, mixed, and return) j) Replace all air filters (Contractor to provide filters) k) Check air filter housing integrity
23 l) Check P-trap, prime as needed to ensure proper operation m) Check drive alignment, wear, seating, and operation
n) Annual service to include:
i. Wash cooling coil
ii. Perform and log load performance check
iii. Meg-Ohm (check motors [20Hp and greater] log values) iv. Disassemble and clean magnetic motor starters
v. Check and tighten electrical connections
vi. Lubricate supply, return fan and motor bearings
vii. Check operation of dampers and actuators
viii. Check integrity of all panels on equipment, replace fasteners as needed
ix. Inspect for evidence of moisture carryover beyond the drain pan from cooling coils
x. Visually inspect exposed ductwork and external piping for insulation and vapor barrier for integrity
xi. Check, make appropriate adjustments and if needed, replace fan belts (Contractor to provide belts)
xii. Inspect/replace hot and cold water line actuators when necessary Note: City is responsible for the monthly chilled water treatment for the chiller.
6. B iannual Maintenance - Indoor and Outdoor Coil cleaning is to be completed on a bi-annual basis (twice per year), regularly scheduled in April and October, unless otherwise specified by the Facility Maintenance Supervisor or Authorized City Representative.
7. A nnual Maintenance – Contractor will perform scheduled annual preventative maintenance in accordance equipment manufacturer’s instructions and recommendations, with a program of standard routines as determined by your experience, equipment application, and equipment operating hours and location. This service is designed to optimize the reliability and efficiency of the equipment, extend the useful life of the City’s equipment, and provide proactive indications of excessive wear and damage to HVAC systems before a catastrophic failure occurs during the next operating season.
8. Contractor will troubleshoot and/or diagnose HVAC/Mechanical problems and recommend emergency or routine repair programs as required. Contractor will also provide recommendations for additional service(s) that will better enhance equipment performance.
Annual maintenance and repairs will be performed on an hourly basis under the On- call HVAC Services portion of the Agreement. Services include, but not limited to:
A. Eddy Current Testing - Contractor will perform non-destructive eddy current tests on the chiller equipment listed. Testing will be conducted on the condenser and evaporator tub bundles every other year, with the first test completed within six (6) months of the Agreement being executed and every other year thereafter. A report will be submitted on each piece of equipment tested identifying the procedures used to test the equipment, the equipment, calibration methods, test results with description of any abnormal conditions that may exist, recommendations and photographs of the equipment, tubes and tube sheets.
24 B. Oil Analysis - Contractor will perform oil analysis on equipment listed. Testing will be c
onducted every other year, with the first test completed within six (6) months of the A
greement being executed and every other year thereafter. A report will be submitt ed on s
ample tested identifying the test date, chiller location, manufacturer, model system, serial number, oil type, and oil information, test results with description of any abnormal conditions that may exist and recommendations.
C. Vibration Analysis - Contractor will perform vibration analysis on equipment listed.
Testing will be conducted every other year, with the first test completed within six (6) months of the Agreement being executed and every other year thereafter. A report will be submitted on each piece of equipment tested identifying the procedures us ed
t
o test the equipment, the equipment, calibration methods, and test results with description of any abnormal conditions that may exist, recommendations and phot
ographs of the equipment.
9. Building Automation Services – Quarterly services will be provided by the Contractor starting w
ithin two weeks of contract award or per the discretion of the City Facility Supervisor. Buildi ng aut
omated services will be provided at the following locations:
• City Hall: 13220 Central Ave.
• Police Department: 5450 Guardian Way
Contractor is to conduct a complete inspection, improve equipment operations, increase energy efficiency and other necessary services to reduce or eliminate all premature equipment failure or downtime per the list below:
• Clean control panels and verify the ambient temperature within the panels is not extreme.
• Verify electrical connections in the panels are secure and not loose. • Check and verify that all controllers are online and their programs are intact and ar e
r
unning properly.
• Maintain the system graphical displays and make changes as facilities personnel require.
• Perform software maintenance, file maintenance and database backups (on-site and r
emote).
• Check and remove conditions or situations that reduce system optimization. • Review historical logs to determine control effectiveness and efficiency. • Field sensor (temperature, humidity, pressure, flow, etc.) accuracy verification an d c
alibration based on spot checks.
• Perform hardware communication tests to determine functional verifications of proper and consistent digital communication.
• Evaluate program control loops and implement modifications and tuning in an effort to enhance system performance.
• Provide supplemental training for system users and operators on an as needed bas
is.
• Address issues and problems discovered by the City between visits that have been r
ecorded in an on-site trouble log.
• Implement free software system upgrades when these upgrades are released by t he manu
facture.
• Verify the following:
25 • Proper operation of dampers.
• Proper operations of valves.
• Equipment (fan, pump, etc.) variable frequency drive (VFD) operation is working correctly.
• Economizers are not jammed or stuck and exhaust fans are operating correctly. • Make recommendations to City regarding potential modifications of the existing operating hardware and software to enhance performance and increase efficiency.
Provide the City with a cost for any upgrades. Upon approval, the City will issue a separate purchase order for the upgrade.
• Inform the City of any control system hardware or software upgrades which may be beneficial to the system operation.
• Provide a equipment performance report which is to be submitted to the City after each preventative maintenance visit.
III. ON-CALL HVAC SERVICES
On-call Non-Emergency and Emergency HVAC Service calls shall be performed on a 24-hour, 7- day- a-week basis, and unrelated to preventative maintenance activities. The on-call services bid item will provide qualified manpower and equipment on an hourly basis to perform routine HVAC/Mechanical repairs or replacements that do not fall under the description of Preventative Maintenance.
1. On-call non-emergency HVAC service calls: When notified, the Contractor will respond by telephone within thirty (30) minutes after the request is placed. At the discretion of the Facility Maintenance Supervisor, the Contractor shall physically respond to repair calls during normal business hours (Monday – Friday, 6:00 a.m. – 6:00 p.m.) within four (4) hours of receiving the call. Repair calls that occur between 6:00 p.m. through 6:00 a.m., or on weekends and holidays, will be billed at the appropriate premium time rate differential. The Contractor has t o provide a written estimate for non-emergency service calls within two (2) days and begin repair work within five (5) days of the original request if the proposed repairs are approved.
A. The Parks and Facilities Manager will authorize all non-emergency work. The Contractor will provide written “not-to-exceed” estimates on all non-emergency work. The estimate will include the number of hours, hourly rate, number and type of employees required, estimated material cost and completion date.
B. It will be the Contractor’s responsibility to ensure they have all information to prepare accurate estimates, at no additional cost to the City.
C. Work will only be performed with the City’s written authorization within the time agreed upon between the City and the Contractor. Upon authorization, actual work will not exceed the Contractor’s estimate. Unreasonable estimates will be deemed cause to terminate this contract.
2. Emergency HVAC Service Calls: When notified, the contractor will respond by telephone within thirty (30) minutes and provide service at the affected site within two (2) hours after the request is placed. The Contractor shall provide a twenty-four (24) hour emergency phone number. The City reserves the right to contract with any vendor in the case of an emergency if no response or untimely response has been made by the contractor. The Parks and Facilities Manager will authorize all emergency work.
26 I
V. INITIAL SERVICES
1. First Preventative Maintenance Visit: The Contractor shall make arrangements with the Facility Maintenance Supervisor, once the contract is awarded, to perform the Preventative Maintenanc e s
easonal service visit necessary for the current time of the year, within four weeks of the contract documents being completed. The Contractor shall then provide a preventative maintenance and i
nspections program covering all City HVAC equipment to the Maintenance Supervisor, within t en (
10) c
alendar days of the first service visit. The remaining quarterly visits shall then be schedul ed as
listed herein or as determined by both parties.
2. First Preventative Maintenance Visit Inventory: The first service for each unit will include confirmation, in writing, of each unit’s location, type, model number, serial number, size and filter.
The Contractor shall manually write-in any updates/changes needed for the HVAC Equipment Inventory and submit it to the Facility Maintenance Supervisor within four (4) months from t he
c
ontract being executed. Contractor shall submit updated inventory list to the Facility Maintenance Supervisor annually at the beginning of the contract year.
3. Annual Audit: At the request of the Facility Maintenance Supervisor, Contractor to provide a det
ailed audit of the condition of equipment and provide recommendations.
V. NOTIFICATIONS
The Contractor will notify at least one City representative in the order listed below for impacts to eac h r
elated activity, a minimum of forty-eight (48) hours before start of any maintenance service.
Martin Soto Facility Maintenance Supervisor (909) 536-8769 Jeff Benson Parks and Facilities Manager (909) 334-3479 VI. SERVICE HOURS
The Contractor shall be prepared to respond to all requests for service 24 hours per day, 365 da ys
per
year including unscheduled or emergency work during the following time periods below. Th e f
ollowing service hours shall be the basis for the On-call HVAC Services portion of the Agreement.
1. Business Hours: Shall be work performed between 6:00 AM and 6:00 PM, Monday through Friday, excluding legal holidays,
2. Emergency and After-Hour Services: Refers to services/repairs that must be made to continue t
he uninterrupted operations of the City during regular business hours requiring a response time outside of standard business hours. Work after hours shall be performed after regular business hours, Saturdays, Sundays, or during any City holiday requiring immediate response for any emergency situations that arise.
3. Hours outside the designated regular business hours will be allowed by the City if dee med nec
essary and approved in advance and in writing by the City's designated representative.
4. Work performed in excess of regular work hours or on weekends or holidays shall be based o n t
he appropriate premium time rate differential. Contractor shall submit a total hourly and rate pric e f
or labor that includes, but not be limited to, all costs for labor, overhead charges, travel, and pay
roll expenses.
27 A. Contractor shall try to complete work during the service call in order to prevent follow up work. If follow up work is required to correct recent work, including improper repairs, installation, or substandard parts, the City shall not be charged.
B. If a job cannot be completed during regular business hours and the Contractor can make a temporary repair, the Contractor will be allowed to finish the repair during regular business hours.
VII. RESPONSE TIME
All planned service under this Agreement will be performed during the City’s regular business hours from 6:00 AM to 6:00 PM, Monday to Friday.
1. Preventative Maintenance Service Visits: The Contractor shall notify the Facility Maintenance Supervisor a minimum of 48 hours prior to appearing onsite for a preventative maintenance service. Routine services shall be performed from 6:00 AM to 6:00 PM Monday through Friday.
2. The City expects the Contractor to give “priority” service to any call for repairs in the City.
Contractors responding to this bid must be able to provide service within the times noted herein 24 hours a day, 7 days a week, 365 days a year, including holidays for the duration of this contract.
3. The Contractor must regularly report to the Facility Maintenance Supervisor to keep the City informed of the status of work being performed. Time shall be based on actual time spent on the job site(s). Travel charges to the job site will not be allowed. Lunch break time periods will also not be allowed to be charged.
VIII. TOOLS AND EQUIPMENT
The Contractor shall furnish and maintain all equipment necessary for properly maintaining HVAC systems in City facilities. The City reserves the right to inspect equipment to be used to perform services under this contract. Any equipment determined to be in poor condition must be replaced immediately, at the Contractor’s expense. Failure to provide suitable equipment for carrying out all requirements of this contract may be grounds for termination.
At the request of the City, the Contractor must be able to provide rental equipment if necessary while repairs or replacements are being made.
IX. SERVICE TAG
All technicians shall complete a service tag/sticker and attach it to the serviced equipment after completion of work. The service tag/sticker shall be used to document the following information: the date serviced, the name of the technician(s), and a description of the service(s) performed. The service tag/sticker must contain adequate space to document future repairs and must be placed in a location to prevent weather related damages. The technician shall not place the new service tag over pre-existing service tags, including tags that have previous history and repairs.
X. WARRANTY SERVICE
Contractor material and workmanship guarantee for one (1) year after acceptance. Where parts or material becomes defective during this warranty period, the Contractor shall notify the City so that the warranty may be exercised. The Contractor shall be responsible for exercising maintenance and replacement covered by the warranty.
Section Type UnitOfMeasure Quantity Manufacturer ModelNum DeliveryLoc UnitPrice TotalPrice BASE BID - PM BOILER QUARTERLY 4 RYPAK H7-2004 13250 Central Ave -$ BASE BID - PM CHILLER QUARTERLY 4 TRANE RTHC1B1F0H0B1LFVQUCD 13250 Central Ave -$ BASE BID - PM CHILLER QUARTERLY 4 CARRIER 30HXC186R--640-- 13250 Central Ave -$ BASE BID - PM CHILLER QUARTERLY 4 CARRIER 30RAN015---511PT 13220 Central Ave -$ BASE BID - PM AIR HANDLER QUARTERLY 4 MCQUAY RDS800BY 13220 Central Ave -$ BASE BID - PM AIR HANDLER QUARTERLY 4 MCQUAY RDS800BY 13220 Central Ave -$ BASE BID - PM AIR HANDLER QUARTERLY 4 TRANE 4YCC4036A1070AB 13220 Central Ave -$ BASE BID - PM AIR HANDLER QUARTERLY 4 TRANE 4YCC4036A1070AB 13220 Central Ave -$ BASE BID - PM AIR HANDLER QUARTERLY 4 YORK 39MN08B00561N11XXS 13220 Central Ave -$ BASE BID - PM AIR HANDLER QUARTERLY 4 DATA AIR DACD-1132 13220 Central Ave -$ BASE BID - PM AIR HANDLER QUARTERLY 4 DATA AIR DACD-1132 13220 Central Ave -$ BASE BID - PM COOLING TOWER QUARTERLY 4 RECOLD 15125a 13220 Central Ave -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 CARRIER 48HJD006 5201 D. St. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 CARRIER 48HJD006 5201 D. St. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 CARRIER 48HJD006 5201 D. St. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 CARRIER 48HJD012 5201 D. St. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 CARRIER 48HJD025 5201 D. St. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 CARRIER 48HJD006--531-- 13191 6th St.. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 CARRIER 48HJD006--531-- 13191 6th St.. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 CARRIER 48HJD006--531-- 13191 6th St.. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 CARRIER 48HJD006--531-- 13191 6th St.. -$ BASE BID - PM BOILER QUARTERLY 4 RYPAK H3-HD401 13180 Central Ave. -$ BASE BID - PM CHILLER QUARTERLY 4 CARRIER 30RAP0405JC4DF10 13123 libaray Ra. -$ BASE BID - PM AIR HANDLER QUARTERLY 4 PACE A-30 AF SI 13180 Central Ave. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 CARRIER 48GPN024040311 13123 7th St. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 CARRIER 48GPN024040311 13123 7th St. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 CARRIER 48GPN024040311 13123 7th St. -$ BASE BID - PM PACKAGED HEAT PUMP QUARTERLY 4 YORK 50FCQM17A3A5A0A0A0 13123 7th St. -$ BASE BID - PM SPLIT SYSTEM HEAT PUMP QUARTERLY 4 YORK 38YCC060540/FB4RNF050 13123 7th St. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 YORK ZJ090510N2EZZ50001A 5050 Schaefer Ave. -$ BASE BID - PM PACKAGED HEAT PUMP QUARTERLY 4 YORK XP090C00R2A1BAA1A2 5050 Schaefer Ave. -$ BASE BID - PM PACKAGED HEAT PUMP QUARTERLY 4 YORK B1HX036A06A 5050 Schaefer Ave. -$ BASE BID - PM SPLIT SYSTEM HEAT PUMP QUARTERLY 4 YORK CZH02411CA/MC35B3XH1H 5050 Schaefer Ave. -$ BASE BID - PM SPLIT SYSTEM HEAT PUMP QUARTERLY 4 YORK CZH02411CA/MC35B3XH1H 5050 Schaefer Ave. -$ BASE BID - PM SPLIT SYSTEM HEAT PUMP QUARTERLY 4 YORK YZH036311B/AM480CT 5050 Schaefer Ave. -$ BASE BID - PM COOLER QUARTERLY 4 REZNOR RDH350 5050 Schaefer Ave. -$ BASE BID - PM COOLER QUARTERLY 4 REZNOR RDH350 5050 Schaefer Ave. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 YORK ZJ061S07N2EZZ50001A 5443 B. St. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 YORK ZJ061S07N2EZZ50001A 5443 B. St. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 YORK ZJ061S07N2EZZ50001A 5443 B. St. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 YORK ZJ061S07N2EZZ50001A 5443 B. St. -$ BASE BID - PM SPLIT SYSTEM HEAT PUMP QUARTERLY 4 YORK YHJF24S41S1A 5443 B. St. -$ BASE BID - PM SPLIT SYSTEM HEAT PUMP QUARTERLY 4 YORK YCS36B22SA 5443 B. St. -$ BASE BID - PM SPLIT SYSTEM HEAT PUMP QUARTERLY 4 YORK YHE48B21SA/AX480CT 5493 B. St. -$ BASE BID - PM MINI SPLIT SYSTEM QUARTERLY 4 SAMSUNG AM048TXMDCH 5493 B. St. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 CARRIER 580BPZ240255AAAV 13271 Central Ave. -$ BASE BID - PM SPLIT SYSTEM HEAT PUMP QUARTERLY 4 YORK YHJD60S44S4A/AHX60D3XH21A 5575 Edison Ave. -$ BASE BID - PM PACKAGED HEAT PUMP QUARTERLY 4 YORK B1HH060A25B 13250 Central Ave. -$ BASE BID - PM PACKAGED HEAT PUMP QUARTERLY 4 YORK B1HH060A25B 13250 Central Ave. -$ BASE BID - PM AIR HANDLER QUARTERLY 4 MCQUAY RDS802BY 13250 Central Ave. -$ BASE BID - PM AIR HANDLER QUARTERLY 4 MCQUAY RDS802BY 13250 Central Ave. -$ BASE BID - PM SPLIT SYSTEM GAS QUARTERLY 4 YORK CZH06011CA/TM9X060B12MP11A 13150 7th St. -$ BASE BID - PM SPLIT SYSTEM GAS QUARTERLY 4 YORK CZH06011CA/TM9X060B12MP11A 13150 7th St. -$ BASE BID - PM PACKAGED HEAT PUMP QUARTERLY 4 BARD W36H1-AOOVP4 11860 Telephone Ave. -$ BASE BID - PM PACKAGED HEAT PUMP QUARTERLY 4 BARD W36H1-AOOVP4 11860 Telephone Ave. -$ BASE BID - PM SPLIT SYSTEM QUARTERLY 4 YORK YCJD60S41S2A 13196 Monte Vista Ave. -$ BASE BID - PM PACKAGED HEAT PUMP QUARTERLY 4 YORK HA120C00A2AAA1A 13196 Monte Vista Ave. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 YORK ZJO90S10N2EZZ50001A 13170 Central Ave. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 YORK ZJO90S10N2EZZ50001A 13170 Central Ave. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 YORK ZJ061S07N2EZZ50001A 13170 Central Ave. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 YORK ZJ061S07N2EZZ50001A 13170 Central Ave. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 YORK ZJ061507N2EZZ50001A 13170 Central Ave. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 YORK ZJ300S32J2EZZ10001B 13170 Central Ave. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 CARRIER 48HJM004 13170 Central Ave. -$ BASE BID - PM MINI SPLIT SYSTEM QUARTERLY 4 MITSUBISHI ELECTRIC PUZ-836NK37 13170 Central Ave. -$ BASE BID - PM CHILLER QUARTERLY 4 YORK YCAL0055EC46XDBSDT 13201 Central Ave. -$ BASE BID - PM BOILER QUARTERLY 4 AO SMITH GB0 750 E42N020000 13201 Central Ave. -$ BASE BID - PM AIR HANDLER QUARTERLY 4 MAGIC AIRE 090-BRW-4-C 13201 Central Ave. -$ BASE BID - PM AIR HANDLER QUARTERLY 4 MAGIC AIRE 60-BR-C 13201 Central Ave. -$ BASE BID - PM AIR HANDLER QUARTERLY 4 MAGIC AIRE 60-BR-C 13201 Central Ave. -$ BASE BID - PM AIR HANDLER QUARTERLY 4 MAGIC AIRE 60-BR-C 13201 Central Ave. -$ BASE BID - PM PACKAGED HEAT PUMP QUARTERLY 4 YORK WP078C00R4AABAA1A 13160 7th St. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 LENNOX LGA088HH2G 13170 7th St. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 LENNOX LGC072SH1G 13171 7th St. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 LENNOX LGC120SH1G 13172 7th St. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 LENNOX LGC102SH1G 13173 7th St. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 LENNOX LGC150SH1G 13174 7th St. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 CARRIER 50HJQ006- - -501 13106 Central Ave. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 CARRIER 50HJQ006- - -501 13107 Central Ave. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 CARRIER 50HJQ006- - -501 13108 Central Ave. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 CARRIER 50HJQ006- - -501 13109 Central Ave. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 CARRIER 50HJQ006- - -501 13110 Central Ave. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 CARRIER 50HJQ006- - -501 13111 Central Ave. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 CARRIER 50HJQ006- - -501 13112 Central Ave. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 CARRIER 50HJQ006- - -501 13113 Central Ave. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 CARRIER 50HJQ006- - -501 13114 Central Ave. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 CARRIER 50HJQ006- - -501 13115 Central Ave. -$ BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 CARRIER 50GCQM06A2A5A0A0A0 13116 Central Ave. -$ BASE BID - PM CHILLER #1 QUARTERLY 4 SMARDT SAA059-2BG6-2A5V 5450 Gardian Way -$ BASE BID - PM CHILLER #2 QUARTERLY 4 SMARDT SAA059-2BG6-2A5V 5450 Gardian Way -$ BASE BID - PM BOILER #1 QUARTERLY 4 AJAX WCP-2001-N 5450 Gardian Way -$ BASE BID - PM BOILER #2 QUARTERLY 4 AJAX WCP-2001-N 5450 Gardian Way -$ BASE BID - PM SPLIT SYSTEM QUARTERLY 4 TRANE TWE240E40TAA 5450 Gardian Way -$ BASE BID - PM SPLIT SYSTEM QUARTERLY 4 TRANE TTA240E40TAA 5450 Gardian Way -$ BASE BID - PM SPLIT SYSTEM QUARTERLY 4 TRANE 4TEC3F60B1000AA 5450 Gardian Way -$ BASE BID - PM SPLIT SYSTEM QUARTERLY 4 TRANE 4TWA3060A4000BB 5450 Gardian Way -$ BASE BID - PM AIR HANDLER QUARTERLY 4 TRANE CSAA010UAC00 5450 Gardian Way -$ BASE BID - PM AIR HANDLER QUARTERLY N/A TRANE 174F7603/ X13170900230 5450 Gardian Way N/A N/A BASE BID - PM AIR HANDLER QUARTERLY N/A TRANE 174F7608/ X13170900270 5450 Gardian Way N/A N/A BASE BID - PM AIR HANDLER QUARTERLY 4 TRANE CSAA010UAC00 5450 Gardian Way -$ BASE BID - PM AIR HANDLER QUARTERLY N/A TRANE 174F7599/ X13170900190 5450 Gardian Way N/A N/A BASE BID - PM AIR HANDLER QUARTERLY N/A TRANE 174F7608/ X13170900270 5450 Gardian Way N/A N/A BASE BID - PM AIR HANDLER QUARTERLY 4 TRANE CSAA021UAC00 5450 Gardian Way -$ BASE BID - PM AIR HANDLER QUARTERLY N/A TRANE 174F7608/ X13170900270 5450 Gardian Way N/A N/A BASE BID - PM AIR HANDLER QUARTERLY N/A TRANE 177U0802/ X13170900301 5450 Gardian Way N/A N/A BASE BID - PM AIR HANDLER QUARTERLY 4 TRANE CSAA010UACOO 5450 Gardian Way -$ BASE BID - PM AIR HANDLER QUARTERLY N/A TRANE 174F7603/ X13170900230 5450 Gardian Way N/A N/A BASE BID - PM AIR HANDLER QUARTERLY N/A TRANE 174F7608/ X13170900270 5450 Gardian Way N/A N/A BASE BID - PM AIR HANDLER QUARTERLY 4 TRANE CSAA010UAC00 5450 Gardian Way -$ BASE BID - PM AIR HANDLER QUARTERLY N/A TRANE 174F7603/ X13170900230 5450 Gardian Way N/A N/A BASE BID - PM AIR HANDLER QUARTERLY N/A TRANE 174F7608/ X13170900270 5450 Gardian Way N/A N/A BASE BID - PM AIR HANDLER QUARTERLY 4 TRANE CSAA003UAC00 5450 Gardian Way -$ BASE BID - PM AIR HANDLER QUARTERLY N/A TRANE 174F7595/ X13170900150 5450 Gardian Way N/A N/A BASE BID - PM AIR HANDLER QUARTERLY N/A TRANE 174F7599/ X13170900190 5450 Gardian Way N/A N/A BASE BID - PM AIR HANDLER QUARTERLY 4 TRANE CSAA006UAC00 5450 Gardian Way -$ BASE BID - PM AIR HANDLER QUARTERLY N/A TRANE 174F7599/ X13170900190 5450 Gardian Way N/A N/A BASE BID - PM AIR HANDLER QUARTERLY N/A TRANE 174F7603/ X13170900230 5450 Gardian Way N/A N/A BASE BID - PM AHU RANGE SUPPLY QUARTERLY 4 TEAM AIR CAH21600S 5450 Gardian Way -$ BASE BID - PM AIR HANDLER QUARTERLY 4 TRANE CSAA014UAC00 5450 Gardian Way -$ BASE BID - PM AIR HANDLER QUARTERLY N/A TRANE 174F7608/ X13170900270 5450 Gardian Way N/A N/A BASE BID - PM AIR HANDLER QUARTERLY N/A TRANE 174F7608/ X13170900270 5450 Gardian Way N/A N/A BASE BID - PM AIR HANDLER QUARTERLY 4 TRANE CSAA017UAC00 5450 Gardian Way -$ BASE BID - PM AHU RANGE EXHAUST QUARTERLY 4 TEAM AIR CAH28500S 5450 Gardian Way -$ BASE BID - PM AIR HANDLER QUARTERLY 4 TRANE CSAA012UAC00 5450 Gardian Way -$ BASE BID - PM AIR HANDLER QUARTERLY 4 TRANE CSAA017UAC00 5451 Gardian Way -$ BASE BID - PM AIR HANDLER QUARTERLY 4 TRANE CSAA010UAC00 5452 Gardian Way -$ BASE BID - PM AIR HANDLER QUARTERLY 4 TRANE CSAA010UAC00 5453 Gardian Way -$ BASE BID - PM AIR HANDLER QUARTERLY 4 TRANE CSAA003UAC00 5454 Gardian Way -$ BASE BID - PM AIR HANDLER QUARTERLY 4 TRANE CSAA006UAC00 5455 Gardian Way -$ BASE BID - PM AIR HANDLER QUARTERLY 4 TRANE CSAA010UAC00 5456 Gardian Way -$ BASE BID - BUILDING AUTOMATION CITY HALL CHILLER/BOIILER/VAV/AHU Month 12 N/A N/A 13250 Central Ave -$ BASE BID - BUILDING AUTOMATION PD CHILLER/BOILER/VAV/AHU Month 12 N/A N/A 5450 Gardian Way -$ BASE BID - EXTRA WORK REGULAR WORKING HOURS Hour 1 N/A N/A N/A -$ BASE BID - EXTRA WORK HOLIDAY HOURS Hour 1 N/A N/A N/A -$ BASE BID - EXTRA WORK AFTER HOURS Hour 1 N/A N/A N/A -$ ALTERNATE BID - ANNUAL AUDIT ALL EQUIPMENT YEAR 1 ALL EQUIPMENT ALL EQUIPMENT CITYWIDE -$ ALTERNATE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 TRANE 4YCC4030A1070AA 13179/13191 9th St. -$ ALTERNATE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 TRANE 4YCC4030A1070AA 13179/13191 9th St. -$ ALTERNATE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 TRANE 4YCC4030A1070AA 13179/13191 9th St. -$ ALTERNATE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 TRANE 4YCC4024A1060AB 13179/13191 9th St. -$ ALTERNATE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 TRANE 4YCC4024A1060AB 13179/13191 9th St. -$ ALTERNATE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 CARRIER 48GSN030040301 13179/13191 9th St. -$ Experience and
References
Over the past five years and beyond, C.E. Mechanical, Inc. has successfully completed numerous contracts as the lead contractor for local Southern California companies, governments, institutions, and more, demonstrating our capability to handle projects of similar scope and complexity.
City of Riverside
(Contact: Ron Herrero, 951-710-5007, [email protected]) Job 1: Five Year Air Compressor and Drier Maintenance. Location: RERC 3&4 and Springs Power Plant. Manufacturer: Ingersoll Rand. Model Numbers: Sierra-H100A, HL6001HE0AA, SSR-EP100S, and TZ1050-EMS.
Our team completed comprehensive Five-Year Preventive Maintenance on Ingersoll Rand compressed air systems at RERC 3&4 and Springs Power Plant, in strict accordance with manufacturer IOM protocols and site-specific operational requirements. The scope included full- service inspections and OEM-specified component replacements for models Sierra-H100A, HL6001HE0AA, SSR-EP100S, and TZ1050-EMS. Key tasks performed encompassed oil analysis and changeout, separator and inlet valve servicing, drive motor alignment verification, desiccant and filter media replacement in dryers, and thorough inspection of heat exchangers, control systems, and condensate management components. All work was executed with equipment de-energized under lockout/tagout (LOTO) conditions, ensuring Cal/OSHA compliance. Detailed service records were logged, with post-maintenance performance benchmarks recorded to verify reliability, efficiency, and continued uptime of critical air supply infrastructure supporting power generation operations.
Hyundai Corporate
(Contact: Peter Lutgen, Building Engineer, 909-569-3994, [email protected]) Full preventative maintenance for multiple Hyundai Southern California Facilities for many years.
Location: Hyundai Engineering America Technical Center - 81 Bunsen Irvine CA 92618; 12610 East End Ave China CA 91710; 3668 Placentia Ct Chino CA 91710; 14011/14091 12 Street Chino CA 91710; 101 Peters Canyon Rd Irvine CA 92606. Equipment covered: All HVAC/mechanical system equipment types that are listed in City of Chino’s RFP#2025-0015A and beyond.
th
Many other preventative maintenance references available upon request.
C.E. MECHANICAL, INC. · CSLB #: 765670
C.E. MECHANICAL, INC. · CSLB #: 765670
Public Agency References
Experience on Public Works Contracts
City of Chino (Reference Contact: Griselda Lara, Buyer, 909-334-3481, [email protected]):
Job 1: Unit Repairs and Unit Replacement. Location: Public Works Yard. Manufacturer: York.
Model Number: ZJ090S10.
Job 2: Unit Service and Repairs. Location: 7th St Theater. Manufacturer: Carrier Model Number: 48GPN0300.
Job 3: Chiller Replacement and Servicing. Location: Chino Library. Manufacturer: Carrier. Model Number: 30GT050510KA.
Job 4: VFD Replacement. Location: 7th St Theater Manufacturer: ABB.
Model Number: ACH58001031A-2.
County of Riverside (Reference Contact: Daniel Ayala, Facilities Management, 951-295-6625, [email protected]):
Job 1: Chiller Service, Repairs, and Maintenance. Location: 911 Call Center. Manufacturer:
Trane. Model Number: CGAFC404AAA1T.
Job 2: Controls, Service, Repairs, and Maintenance. Location: 911 Call Center. Manufacturer:
Carrier (Chiller 1 & 2). Model Numbers: 30RPD10064
Job 3: Service and Repair Existing Tridium Controls System. Location: 911 Call Center.
Manufacturer: Tridium Controls. Model Number: N/A
Job 4: Service Repair and Replacement of Boiler. Location: Public Defenders Office.
Manufacturer: Lochinvar. Model Number: CH-0752.
Department of Transportation (Contact: Denyel Lanik, Procurement, 909-806-3982, [email protected]):
Location: Caltrans San Bernardino, Rosa Parks Memorial Building:
Job 1: Equipment: CRAC (Computer Room Air Conditioning) Unit, Manufacturer: Leibert. Model Number: MND18A-PR074.
Job 2: Replacement of 230/240HP Pumps with addition of VFDs. Chilled water and condenser water pumps. Manufacturer: Peerless Pumps. Model Number: F2-12505F.
Job 3: Chillers 1-3 Service, Repair, and Maintenance. Manufacturer: Trane Chiller 1 Model Number: RT8A0304M. Chiller 2 Model Number: CVHE450. Chiller 3 Model Number: CVHF650. 13327 Elliot Ave Chino, CA 91710
Phone: (909) 548-0925
Website: www.cemech.com
Email: [email protected]
Controls References
C.E. MECHANICAL, INC. · CSLB #: 765670
Reference 1 - Elite Property Management - 801 S Chevy Chase Dr, Glendale, CA 91205Contact: Eric Johnson - [email protected] - 323-448-8671 Description: The building automation system for 801 Chevy Chase was upgraded with ABB BACnetcontrols, replacing outdated JCI and Delta mechanical systems. The upgrade involved installingBACnet MSTP controllers, sensors, and related devices to enable efficient control of HVACsystems, including boilers, AHUs, and VAVs throughout the building. Operator’s Workstationsoftware was implemented, providing system configuration, a graphical interface, flexiblescheduling, and alarm reporting.
A new HMI touchscreen was installed in the penthouse, with provisions for secure remote accessto the system. Existing wiring, sensors, and enclosures were reused where feasible to optimizecosts and minimize waste. The scope included all programming, commissioning, and engineeringwork, with a two-year warranty provided for labor and materials.
Reference 2 - Northrup Grumman - 9401 Corbin Ave, Los Angeles, CA 91324Contact: Alicia Wilkerson - [email protected] - 818-224-0266 Description: The existing Carrier IVU system was successfully replaced with a new ABB automationsystem, designed with standalone zones to comply with security requirements. Each secured zonewas equipped with an Aspect control engine, complete with RS-485 protocol support, housed indedicated electrical cabinets, and operated via touchscreen interfaces. Up to four control engineswere installed along with their respective control panels and touch screens, while 112 BACnet IPVAV controllers and temperature/humidity sensors were also added. Additionally, up to 36 hotwater valve actuators were replaced, and air balance was performed in line with the latest buildingdrawings.
Integration was completed for four large package units and four small package units, coveringfunctionalities like start/stop, temperature control, and fan settings. Nine humidifiers and fourexhaust fans were also successfully integrated into the automation system with status monitoringcapabilities. The graphics package was included, and all necessary wiring was completed to meetNorthrop Grumman security standards. Onsite training was provided to ensure operationalreadiness.
Reference 3 - City Commercial Management - 3350 Shelby St, Ontario, CA 91764Contact: Marlon Ferman - [email protected] - 909-948-1662 Description: This work involved the furnishing and installation of 46 ABB/Cylon controllers,temperature and humidity wall sensors, duct sensors, four RIB 100va transformers, a 5-port POEswitch, and 25 Belimo actuators with 2-way hot water valves. Additionally, conduit and low voltagewire were provided and installed, along with controls programming and a floor plan. Comfortbalance and 120v electrical work with conduit were completed, with all tasks performed duringnormal business hours.
Evidence of Insurance
C.E. MECHANICAL, INC. · CSLB #: 765670
Certifications
C.E. MECHANICAL, INC. · CSLB #: 765670
For hardware components, including compressors, inverters, control boards, fan coils, electrical components, exhaust fans, miscellaneous hardware, and replacement motors, and other repair parts pricing will be determined based on verified market rates at the time of procurement.
An industry standard markup of 18% will be applied to cover procurement, logistics, and handling.
Market rates will be substantiated through supplier quotations, manufacturer invoices, or publicly available price indexes to ensure transparency and fairness for both parties. Documentation of market rates will be provided upon request. This markup accounts for potential fluctuations in market conditions, availability, and vendor pricing while ensuring the use of high-quality, manufacturer-approved components.
The pricing structure applies exclusively to the aforementioned hardware and parts not explicitly priced or specified in the RFP response. Labor, service fees, and other non-material costs will be billed as per the agreed rates in the cost proposal with a standard 8.75% tax that is not reflected in our pricing.
Pricing submitted herein shall remain firm for the initial twelve (12) months of the contract term.
Thereafter, on an annual basis, pricing may be adjusted to reflect increases in the cost of labor and materials, based on the percentage change in the Consumer Price Index for All Urban Consumers (CPI- U), Los Angeles-Long Beach-Anaheim, CA, All Items, as published by the U.S. Bureau of Labor Statistics (BLS).
Any adjustment shall be calculated using the most recent 12-month period available prior to contract renewal, and shall not exceed 3.5% per year unless otherwise approved in writing by the City of Chino.
If the CPI reflects a negative value (deflation), no increase will be granted. The contractor shall provide a written request for any adjustment, including supporting CPI data, no less than 30 days prior to the renewal date. No retroactive pricing changes will be permitted.
Discounted PM labor:
$167.00/hr Apprentice and $187.00/hr Journeyman (limited to year 1); truck charge: $125.00 Filters (price per) - examples:
20” x 24” x 1”: $5.98 cost with 18% markup
10” x 10” x 1”: $4.35 cost with 18% markup
20” x 22” x 1”: $4.57 cost with 18% markup
16” x 20” x 1”: $5.09 cost with 18% markup
16” x 24” x 2”: $5.42 cost with 18% markup
12” x 20” x 1”: $4.80 cost with 18% markup
Belts - example:
B44: $14.38 cost with 18% markup
Coil Cleaning - example:
$25-50
C.E. Mechanical, Inc.
13327 Elliot Ave Chino, CA 91710
Phone: (909) 548-0925
Pricing Information
C.E. MECHANICAL, INC. · CSLB #: 765670
Contract Documents
C.E. Mechanical, Inc.
13327 Elliot Ave Chino, CA 91710
Phone: (909) 548-0925
C.E. MECHANICAL, INC. · CSLB #: 765670
Examples:
City Hall: $38,507.80
NAC: $3,919.60
Children’s Youth Museum: $4,711.00
Library: $8,384.72
7 St Theater: $3,134.76th
Public Works Admin, Warehouse, Fleet: $6,198.32
Pricing summaries are fully matrixed in the attached pages.
C.E. Mechanical, Inc.
13327 Elliot Ave Chino, CA 91710
Phone: (909) 548-0925
Pricing Information - Year 1
C.E. MECHANICAL, INC. · CSLB #: 765670
BASE BID - PM
$1 BOILER QUARTERLY 4 $953.00 $3,812.00 Yes RYPAK H7-2004 2 CHILLER QUARTERLY 4 $2,054.51 $8,218.04 Yes TRANE RTHC1B1F0H0B1L… 3 CHILLER QUARTERLY 4 $2,054.51 $8,218.04 Yes CARRIER 30HXC186R--640-- 4 CHILLER QUARTERLY 4 $2,054.51 $8,218.04 Yes CARRIER 30RAN015---511PT 5 AIR HANDLER QUARTERLY 4 $318.32 $1,273.28 Yes MCQUAY RDS800BY 6 AIR HANDLER QUARTERLY 4 $318.32 $1,273.28 Yes MCQUAY RDS800BY 7 AIR HANDLER QUARTERLY 4 $318.32 $1,273.28 Yes TRANE 4YCC4036A1070AB 8 AIR HANDLER QUARTERLY 4 $318.32 $1,273.28 Yes TRANE 4YCC4036A1070AB 9 AIR HANDLER QUARTERLY 4 $318.32 $1,273.28 Yes YORK 39MN08B00561N11… 10 AIR HANDLER QUARTERLY 4 $318.32 $1,273.28 Yes DATA AIR DACD-1132 11 AIR HANDLER QUARTERLY 4 $318.32 $1,273.28 Yes DATA AIR DACD-1132 12 COOLING TOWER QUARTERLY 4 $600.50 $2,402.00 Yes RECOLD 15125a 13 PACKAGED GAS/E… QUARTERLY 4 $195.98 $783.92 Yes CARRIER 48HJD006 14 PACKAGED GAS/E… QUARTERLY 4 $195.98 $783.92 Yes CARRIER 48HJD006 15 PACKAGED GAS/E… QUARTERLY 4 $195.98 $783.92 Yes CARRIER 48HJD006 16 PACKAGED GAS/E… QUARTERLY 4 $195.98 $783.92 Yes CARRIER 48HJD012 17 PACKAGED GAS/E… QUARTERLY 4 $195.98 $783.92 Yes CARRIER 48HJD025 18 PACKAGED GAS/E… QUARTERLY 4 $235.55 $942.20 Yes CARRIER 48HJD006--531-- 19 PACKAGED GAS/E… QUARTERLY 4 $235.55 $942.20 Yes CARRIER 48HJD006--531-- 20 PACKAGED GAS/E… QUARTERLY 4 $235.55 $942.20 Yes CARRIER 48HJD006--531-- 21 PACKAGED GAS/E… QUARTERLY 4 $235.55 $942.20 Yes CARRIER 48HJD006--531-- 22 BOILER QUARTERLY 4 $840.59 $3,362.36 Yes RYPAK H3-HD401 23 CHILLER QUARTERLY 4 $840.59 $3,362.36 Yes CARRIER 30RAP0405JC4DF10 24 AIR HANDLER QUARTERLY 4 $415.00 $1,660.00 Yes PACE A-30 AF SI 25 PACKAGED GAS/E… QUARTERLY 4 $148.03 $592.12 Yes CARRIER 48GPN024040311 26 PACKAGED GAS/E… QUARTERLY 4 $148.03 $592.12 Yes CARRIER 48GPN024040311 27 PACKAGED GAS/E… QUARTERLY 4 $148.03 $592.12 Yes CARRIER 48GPN024040311 28 PACKAGED HEAT … QUARTERLY 4 $211.85 $847.40 Yes YORK 50FCQM17A3A5A0… 29 SPLIT SYSTEM HE… QUARTERLY 4 $202.75 $811.00 Yes YORK 38YCC060540/FB4… 30 PACKAGED GAS/E… QUARTERLY 4 $212.72 $850.88 Yes YORK ZJ090510N2EZZ50… 31 PACKAGED HEAT … QUARTERLY 4 $196.11 $784.44 Yes YORK XP090C00R2A1BA… 32 PACKAGED HEAT … QUARTERLY 4 $196.11 $784.44 Yes YORK B1HX036A06A 33 SPLIT SYSTEM HE… QUARTERLY 4 $182.24 $728.96 Yes YORK CZH02411CA/MC3… 34 SPLIT SYSTEM HE… QUARTERLY 4 $182.24 $728.96 Yes YORK CZH02411CA/MC3… 35 SPLIT SYSTEM HE… QUARTERLY 4 $182.24 $728.96 Yes YORK YZH036311B/AM48… 36 COOLER QUARTERLY 4 $198.96 $795.84 Yes REZNOR RDH350 37 COOLER QUARTERLY 4 $198.96 $795.84 Yes REZNOR RDH350 38 PACKAGED GAS/E… QUARTERLY 4 $212.31 $849.24 Yes YORK ZJ061S07N2EZZ50… 39 PACKAGED GAS/E… QUARTERLY 4 $212.31 $849.24 Yes YORK ZJ061S07N2EZZ50… 40 PACKAGED GAS/E… QUARTERLY 4 $212.31 $849.24 Yes YORK ZJ061S07N2EZZ50… 41 PACKAGED GAS/E… QUARTERLY 4 $212.31 $849.24 Yes YORK ZJ061S07N2EZZ50… 42 SPLIT SYSTEM HE… QUARTERLY 4 $198.97 $795.88 Yes YORK YHJF24S41S1A 43 SPLIT SYSTEM HE… QUARTERLY 4 $198.97 $795.88 Yes YORK YCS36B22SA 44 SPLIT SYSTEM HE… QUARTERLY 4 $190.64 $762.56 Yes YORK YHE48B21SA/AX48… 45 MINI SPLIT SYSTEM QUARTERLY 4 $190.64 $762.56 Yes SAMSUNG AM048TXMDCH 46 PACKAGED GAS/E… QUARTERLY 4 $221.12 $884.48 Yes CARRIER 580BPZ240255AAAV 47 SPLIT SYSTEM HE… QUARTERLY 4 $198.12 $792.48 Yes YORK YHJD60S44S4A/AH… 48 PACKAGED HEAT … QUARTERLY 4 $211.85 $847.40 Yes YORK B1HH060A25B 49 PACKAGED HEAT … QUARTERLY 4 $211.85 $847.40 Yes YORK B1HH060A25B 50 AIR HANDLER QUARTERLY 4 $318.32 $1,273.28 Yes MCQUAY RDS802BY 51 AIR HANDLER QUARTERLY 4 $318.32 $1,273.28 Yes MCQUAY RDS802BY 52 SPLIT SYSTEM GAS QUARTERLY 4 $198.38 $793.52 Yes YORK CZH06011CA/TM9… 53 SPLIT SYSTEM GAS QUARTERLY 4 $198.38 $793.52 Yes YORK CZH06011CA/TM9… Asset
Frequency
Qty
Frequency Cost
Total Annual Cost Year 1 Make Model
54 PACKAGED HEAT … QUARTERLY 4 $227.47 $909.88 Yes BARD W36H1-AOOVP4 55 PACKAGED HEAT … QUARTERLY 4 $227.47 $909.88 Yes BARD W36H1-AOOVP4 56 SPLIT SYSTEM QUARTERLY 4 $201.69 $806.76 Yes YORK YCJD60S41S2A 57 PACKAGED HEAT … QUARTERLY 4 $201.69 $806.76 Yes YORK HA120C00A2AAA1A 58 PACKAGED GAS/E… QUARTERLY 4 $209.76 $839.04 Yes YORK ZJO90S10N2EZZ50… 59 PACKAGED GAS/E… QUARTERLY 4 $209.76 $839.04 Yes YORK ZJO90S10N2EZZ50… 60 PACKAGED GAS/E… QUARTERLY 4 $209.76 $839.04 Yes YORK ZJ061S07N2EZZ50… 61 PACKAGED GAS/E… QUARTERLY 4 $209.76 $839.04 Yes YORK ZJ061S07N2EZZ50… 62 PACKAGED GAS/E… QUARTERLY 4 $209.76 $839.04 Yes YORK ZJ061507N2EZZ50… 63 PACKAGED GAS/E… QUARTERLY 4 $209.76 $839.04 Yes YORK ZJ300S32J2EZZ10… 64 PACKAGED GAS/E… QUARTERLY 4 $209.76 $839.04 Yes CARRIER 48HJM004 65 MINI SPLIT SYSTEM QUARTERLY 4 $185.00 $740.00 Yes MITSUBISHI ELEC… PUZ-836NK37 66 CHILLER QUARTERLY 4 $985.50 $3,942.00 Yes YORK YCAL0055EC46XD… 67 BOILER QUARTERLY 4 $985.50 $3,942.00 Yes AO SMITH GB0 750 E42N020000 68 AIR HANDLER QUARTERLY 4 $265.03 $1,060.12 Yes MAGIC AIRE 090-BRW-4-C 69 AIR HANDLER QUARTERLY 4 $265.03 $1,060.12 Yes MAGIC AIRE 60-BR-C 70 AIR HANDLER QUARTERLY 4 $265.03 $1,060.12 Yes MAGIC AIRE 60-BR-C 71 AIR HANDLER QUARTERLY 4 $265.03 $1,060.12 Yes MAGIC AIRE 60-BR-C 72 PACKAGED HEAT … QUARTERLY 4 $225.75 $903.00 Yes YORK WP078C00R4AABA… 73 PACKAGED GAS/E… QUARTERLY 4 $213.33 $853.32 Yes LENNOX LGA088HH2G 74 PACKAGED GAS/E… QUARTERLY 4 $213.33 $853.32 Yes LENNOX LGC072SH1G 75 PACKAGED GAS/E… QUARTERLY 4 $213.33 $853.32 Yes LENNOX LGC120SH1G 76 PACKAGED GAS/E… QUARTERLY 4 $213.33 $853.32 Yes LENNOX LGC102SH1G 77 PACKAGED GAS/E… QUARTERLY 4 $213.33 $853.32 Yes LENNOX LGC150SH1G 78 PACKAGED GAS/E… QUARTERLY 4 $170.50 $682.00 Yes CARRIER 50HJQ006- - -501 79 PACKAGED GAS/E… QUARTERLY 4 $170.50 $682.00 Yes CARRIER 50HJQ006- - -501 80 PACKAGED GAS/E… QUARTERLY 4 $170.50 $682.00 Yes CARRIER 50HJQ006- - -501 81 PACKAGED GAS/E… QUARTERLY 4 $170.50 $682.00 Yes CARRIER 50HJQ006- - -501 82 PACKAGED GAS/E… QUARTERLY 4 $170.50 $682.00 Yes CARRIER 50HJQ006- - -501 83 PACKAGED GAS/E… QUARTERLY 4 $170.50 $682.00 Yes CARRIER 50HJQ006- - -501 84 PACKAGED GAS/E… QUARTERLY 4 $170.50 $682.00 Yes CARRIER 50HJQ006- - -501 85 PACKAGED GAS/E… QUARTERLY 4 $170.50 $682.00 Yes CARRIER 50HJQ006- - -501 86 PACKAGED GAS/E… QUARTERLY 4 $170.50 $682.00 Yes CARRIER 50HJQ006- - -501 87 PACKAGED GAS/E… QUARTERLY 4 $170.50 $682.00 Yes CARRIER 50HJQ006- - -501 88 PACKAGED GAS/E… QUARTERLY 4 $170.50 $682.00 Yes CARRIER 50GCQM06A2A5A0… 89 CHILLER #1 QUARTERLY 4 $1,900.37 $7,601.48 Yes SMARDT SAA059-2BG6-2A5V 90 CHILLER #2 QUARTERLY 4 $1,900.37 $7,601.48 Yes SMARDT SAA059-2BG6-2A5V 91 BOILER #1 QUARTERLY 4 $985.99 $3,943.96 Yes AJAX WCP-2001-N 92 BOILER #2 QUARTERLY 4 $985.99 $3,943.96 Yes AJAX WCP-2001-N 93 SPLIT SYSTEM QUARTERLY 4 $181.50 $726.00 Yes TRANE TWE240E40TAA 94 SPLIT SYSTEM QUARTERLY 4 $181.50 $726.00 Yes TRANE TTA240E40TAA 95 SPLIT SYSTEM QUARTERLY 4 $181.50 $726.00 Yes TRANE 4TEC3F60B1000AA 96 SPLIT SYSTEM QUARTERLY 4 $181.50 $726.00 Yes TRANE 4TWA3060A4000BB 97 AIR HANDLER QUARTERLY 4 $255.24 $1,020.96 Yes TRANE CSAA010UAC00 98 AIR HANDLER QUARTERLY 4 $255.24 $1,020.96 Yes TRANE CSAA010UAC00 99 AIR HANDLER QUARTERLY 4 $255.24 $1,020.96 Yes TRANE CSAA021UAC00 100 AIR HANDLER QUARTERLY 4 $255.24 $1,020.96 Yes TRANE CSAA010UACOO 101 AIR HANDLER QUARTERLY 4 $255.24 $1,020.96 Yes TRANE CSAA010UAC00 102 AIR HANDLER QUARTERLY 4 $255.24 $1,020.96 Yes TRANE CSAA003UAC00 103 AIR HANDLER QUARTERLY 4 $255.24 $1,020.96 Yes TRANE CSAA006UAC00 104 AHU RANGE SUPP… QUARTERLY 4 $188.88 $755.52 Yes TEAM AIR CAH21600S 105 AIR HANDLER QUARTERLY 4 $255.24 $1,020.96 Yes TRANE CSAA014UAC00 106 AIR HANDLER QUARTERLY 4 $255.24 $1,020.96 Yes TRANE CSAA017UAC00 107 AHU RANGE EXHA… QUARTERLY 4 $188.88 $755.52 Yes TEAM AIR CAH28500S 108 AIR HANDLER QUARTERLY 4 $255.24 $1,020.96 Yes TRANE CSAA012UAC00 109 AIR HANDLER QUARTERLY 4 $255.24 $1,020.96 Yes TRANE CSAA017UAC00 110 AIR HANDLER QUARTERLY 4 $255.24 $1,020.96 Yes TRANE CSAA010UAC00 111 AIR HANDLER QUARTERLY 4 $255.24 $1,020.96 Yes TRANE CSAA010UAC00 112 AIR HANDLER QUARTERLY 4 $255.24 $1,020.96 Yes TRANE CSAA003UAC00 113 AIR HANDLER QUARTERLY 4 $255.24 $1,020.96 Yes TRANE CSAA006UAC00 114 AIR HANDLER QUARTERLY 4 $255.24 $1,020.96 Yes TRANE CSAA010UAC00
BASE BID - BUILDING AUTOMATION CITY HALL
115 CHILLER/BOIILER/… Month 12 $307.52 $3,690.24 Yes N/A N/A
BASE BID - BUILDING AUTOMATION PD
116 CHILLER/BOILER/V… Month 12 $307.52 $3,690.24 Yes N/A N/A
BASE BID - EXTRA WORK
117 REGULAR WORKI… Hour 1 $197.00 $197.00 Yes N/A N/A
118 HOLIDAY HOURS Hour 1 $394.00 $394.00 Yes N/A N/A
119 AFTER HOURS Hour 1 $295.50 $295.50 Yes N/A N/A
ALTERNATE BID - ANNUAL AUDIT
120 ALL EQUIPMENT YEAR 1 $158,190.40 excluding automation and alternative PM below ALL EQUIPMENT ALL EQUIPMENT ALTERNATE BID - PM $4,092.00
121 PACKAGED GAS/E… QUARTERLY 4 $170.50 $682.00 Yes TRANE 4YCC4030A1070AA 122 PACKAGED GAS/E… QUARTERLY 4 $170.50 $682.00 Yes TRANE 4YCC4030A1070AA 123 PACKAGED GAS/E… QUARTERLY 4 $170.50 $682.00 Yes TRANE 4YCC4030A1070AA 124 PACKAGED GAS/E… QUARTERLY 4 $170.50 $682.00 Yes TRANE 4YCC4024A1060AB 125 PACKAGED GAS/E… QUARTERLY 4 $170.50 $682.00 Yes TRANE 4YCC4024A1060AB 126 PACKAGED GAS/E… QUARTERLY 4 $170.50 $682.00 Yes CARRIER 48GSN030040301 City of Chino
Bid Results for Project CITYWIDE HVAC PREVENTATIVE MAINTENANCE AND REPAIRS (RFP#2025-0015A) Issued on 07/10/2025
Bid Due on August 07, 2025 10:00 AM (PDT)
Exported on 09/04/2025
Line Totals (Unit Price * Quantity)
Item Num Section Item Code Description Reference Unit of Measure Quantity C.E. Mechanical, Inc. - Unit Price C.E. Mechanical, Inc. - Line Total C.E. Mechanical, Inc. - Response C.E. Mechanical, Inc. - Comment 1 BASE BID - PM BOILER QUARTERLY 4 $953.00 $3,812.00 Yes 2 BASE BID - PM CHILLER QUARTERLY 4 $2,054.51 $8,218.04 Yes 3 BASE BID - PM CHILLER QUARTERLY 4 $2,054.51 $8,218.04 Yes 4 BASE BID - PM CHILLER QUARTERLY 4 $2,054.51 $8,218.04 Yes 5 BASE BID - PM AIR HANDLER QUARTERLY 4 $318.32 $1,273.28 Yes 6 BASE BID - PM AIR HANDLER QUARTERLY 4 $318.32 $1,273.28 Yes 7 BASE BID - PM AIR HANDLER QUARTERLY 4 $318.32 $1,273.28 Yes 8 BASE BID - PM AIR HANDLER QUARTERLY 4 $318.32 $1,273.28 Yes 9 BASE BID - PM AIR HANDLER QUARTERLY 4 $318.32 $1,273.28 Yes 10 BASE BID - PM AIR HANDLER QUARTERLY 4 $318.32 $1,273.28 Yes 11 BASE BID - PM AIR HANDLER QUARTERLY 4 $318.32 $1,273.28 Yes 12 BASE BID - PM COOLING TOWER QUARTERLY 4 $600.50 $2,402.00 Yes 13 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $195.98 $783.92 Yes 14 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $195.98 $783.92 Yes 15 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $195.98 $783.92 Yes 16 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $195.98 $783.92 Yes 17 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $195.98 $783.92 Yes 18 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $235.55 $942.20 Yes 19 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $235.55 $942.20 Yes 20 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $235.55 $942.20 Yes 21 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $235.55 $942.20 Yes 22 BASE BID - PM BOILER QUARTERLY 4 $840.59 $3,362.36 Yes 23 BASE BID - PM CHILLER QUARTERLY 4 $840.59 $3,362.36 Yes 24 BASE BID - PM AIR HANDLER QUARTERLY 4 $415.00 $1,660.00 Yes 25 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $148.03 $592.12 Yes 26 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $148.03 $592.12 Yes 27 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $148.03 $592.12 Yes 28 BASE BID - PM PACKAGED HEAT PUMP QUARTERLY 4 $211.85 $847.40 Yes 29 BASE BID - PM SPLIT SYSTEM HEAT PUMP QUARTERLY 4 $202.75 $811.00 Yes 30 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $212.72 $850.88 Yes 31 BASE BID - PM PACKAGED HEAT PUMP QUARTERLY 4 $196.11 $784.44 Yes 32 BASE BID - PM PACKAGED HEAT PUMP QUARTERLY 4 $196.11 $784.44 Yes 33 BASE BID - PM SPLIT SYSTEM HEAT PUMP QUARTERLY 4 $182.24 $728.96 Yes 34 BASE BID - PM SPLIT SYSTEM HEAT PUMP QUARTERLY 4 $182.24 $728.96 Yes 35 BASE BID - PM SPLIT SYSTEM HEAT PUMP QUARTERLY 4 $182.24 $728.96 Yes 36 BASE BID - PM COOLER QUARTERLY 4 $198.96 $795.84 Yes 37 BASE BID - PM COOLER QUARTERLY 4 $198.96 $795.84 Yes 38 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $212.31 $849.24 Yes 39 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $212.31 $849.24 Yes 40 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $212.31 $849.24 Yes 41 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $212.31 $849.24 Yes 42 BASE BID - PM SPLIT SYSTEM HEAT PUMP QUARTERLY 4 $198.97 $795.88 Yes 43 BASE BID - PM SPLIT SYSTEM HEAT PUMP QUARTERLY 4 $198.97 $795.88 Yes 44 BASE BID - PM SPLIT SYSTEM HEAT PUMP QUARTERLY 4 $190.64 $762.56 Yes 45 BASE BID - PM MINI SPLIT SYSTEM QUARTERLY 4 $190.64 $762.56 Yes 46 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $221.12 $884.48 Yes 47 BASE BID - PM SPLIT SYSTEM HEAT PUMP QUARTERLY 4 $198.12 $792.48 Yes 48 BASE BID - PM PACKAGED HEAT PUMP QUARTERLY 4 $211.85 $847.40 Yes 49 BASE BID - PM PACKAGED HEAT PUMP QUARTERLY 4 $211.85 $847.40 Yes 50 BASE BID - PM AIR HANDLER QUARTERLY 4 $318.32 $1,273.28 Yes 51 BASE BID - PM AIR HANDLER QUARTERLY 4 $318.32 $1,273.28 Yes 52 BASE BID - PM SPLIT SYSTEM GAS QUARTERLY 4 $198.38 $793.52 Yes 53 BASE BID - PM SPLIT SYSTEM GAS QUARTERLY 4 $198.38 $793.52 Yes 54 BASE BID - PM PACKAGED HEAT PUMP QUARTERLY 4 $227.47 $909.88 Yes 55 BASE BID - PM PACKAGED HEAT PUMP QUARTERLY 4 $227.47 $909.88 Yes 56 BASE BID - PM SPLIT SYSTEM QUARTERLY 4 $201.69 $806.76 Yes 57 BASE BID - PM PACKAGED HEAT PUMP QUARTERLY 4 $201.69 $806.76 Yes 58 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $209.76 $839.04 Yes Contract Documents
59 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $209.76 $839.04 Yes 60 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $209.76 $839.04 Yes 61 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $209.76 $839.04 Yes 62 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $209.76 $839.04 Yes 63 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $209.76 $839.04 Yes 64 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $209.76 $839.04 Yes 65 BASE BID - PM MINI SPLIT SYSTEM QUARTERLY 4 $185.00 $740.00 Yes 66 BASE BID - PM CHILLER QUARTERLY 4 $985.50 $3,942.00 Yes 67 BASE BID - PM BOILER QUARTERLY 4 $985.50 $3,942.00 Yes 68 BASE BID - PM AIR HANDLER QUARTERLY 4 $265.03 $1,060.12 Yes 69 BASE BID - PM AIR HANDLER QUARTERLY 4 $265.03 $1,060.12 Yes 70 BASE BID - PM AIR HANDLER QUARTERLY 4 $265.03 $1,060.12 Yes 71 BASE BID - PM AIR HANDLER QUARTERLY 4 $265.03 $1,060.12 Yes 72 BASE BID - PM PACKAGED HEAT PUMP QUARTERLY 4 $225.75 $903.00 Yes 73 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $213.33 $853.32 Yes 74 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $213.33 $853.32 Yes 75 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $213.33 $853.32 Yes 76 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $213.33 $853.32 Yes 77 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $213.33 $853.32 Yes 78 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $170.50 $682.00 Yes 79 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $170.50 $682.00 Yes 80 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $170.50 $682.00 Yes 81 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $170.50 $682.00 Yes 82 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $170.50 $682.00 Yes 83 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $170.50 $682.00 Yes 84 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $170.50 $682.00 Yes 85 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $170.50 $682.00 Yes 86 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $170.50 $682.00 Yes 87 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $170.50 $682.00 Yes 88 BASE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $170.50 $682.00 Yes 89 BASE BID - PM CHILLER #1 QUARTERLY 4 $1,900.37 $7,601.48 Yes 90 BASE BID - PM CHILLER #2 QUARTERLY 4 $1,900.37 $7,601.48 Yes 91 BASE BID - PM BOILER #1 QUARTERLY 4 $985.99 $3,943.96 Yes 92 BASE BID - PM BOILER #2 QUARTERLY 4 $985.99 $3,943.96 Yes 93 BASE BID - PM SPLIT SYSTEM QUARTERLY 4 $181.50 $726.00 Yes 94 BASE BID - PM SPLIT SYSTEM QUARTERLY 4 $181.50 $726.00 Yes 95 BASE BID - PM SPLIT SYSTEM QUARTERLY 4 $181.50 $726.00 Yes 96 BASE BID - PM SPLIT SYSTEM QUARTERLY 4 $181.50 $726.00 Yes 97 BASE BID - PM AIR HANDLER QUARTERLY 4 $255.24 $1,020.96 Yes 98 BASE BID - PM AIR HANDLER QUARTERLY 4 $255.24 $1,020.96 Yes 99 BASE BID - PM AIR HANDLER QUARTERLY 4 $255.24 $1,020.96 Yes 100 BASE BID - PM AIR HANDLER QUARTERLY 4 $255.24 $1,020.96 Yes 101 BASE BID - PM AIR HANDLER QUARTERLY 4 $255.24 $1,020.96 Yes 102 BASE BID - PM AIR HANDLER QUARTERLY 4 $255.24 $1,020.96 Yes 103 BASE BID - PM AIR HANDLER QUARTERLY 4 $255.24 $1,020.96 Yes 104 BASE BID - PM AHU RANGE SUPPLY QUARTERLY 4 $188.88 $755.52 Yes 105 BASE BID - PM AIR HANDLER QUARTERLY 4 $255.24 $1,020.96 Yes 106 BASE BID - PM AIR HANDLER QUARTERLY 4 $255.24 $1,020.96 Yes 107 BASE BID - PM AHU RANGE EXHAUST QUARTERLY 4 $188.88 $755.52 Yes 108 BASE BID - PM AIR HANDLER QUARTERLY 4 $255.24 $1,020.96 Yes 109 BASE BID - PM AIR HANDLER QUARTERLY 4 $255.24 $1,020.96 Yes 110 BASE BID - PM AIR HANDLER QUARTERLY 4 $255.24 $1,020.96 Yes 111 BASE BID - PM AIR HANDLER QUARTERLY 4 $255.24 $1,020.96 Yes 112 BASE BID - PM AIR HANDLER QUARTERLY 4 $255.24 $1,020.96 Yes 113 BASE BID - PM AIR HANDLER QUARTERLY 4 $255.24 $1,020.96 Yes 114 BASE BID - PM AIR HANDLER QUARTERLY 4 $255.24 $1,020.96 Yes $158,190.40
115 BASE BID - BUILDING AUTOMATION CITY HALL CHILLER/BOIILER/VAV/AHU Month 12 $307.52 $3,690.24 Yes $3,690.24
116 BASE BID - BUILDING AUTOMATION PD CHILLER/BOILER/VAV/AHU Month 12 $307.52 $3,690.24 Yes $3,690.24
117 BASE BID - EXTRA WORK REGULAR WORKING HOURS Hour 1 $197.00 $197.00 Yes 118 BASE BID - EXTRA WORK HOLIDAY HOURS Hour 1 $394.00 $394.00 Yes 119 BASE BID - EXTRA WORK AFTER HOURS Hour 1 $295.50 $295.50 Yes $886.50
120 ALTERNATE BID - ANNUAL AUDIT ALL EQUIPMENT YEAR 1 No Base total is $158,190.40 without automation; $165,570.88 total with automation $0.00
121 ALTERNATE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $170.50 $682.00 Yes 122 ALTERNATE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $170.50 $682.00 Yes 123 ALTERNATE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $170.50 $682.00 Yes 124 ALTERNATE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $170.50 $682.00 Yes 125 ALTERNATE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $170.50 $682.00 Yes 126 ALTERNATE BID - PM PACKAGED GAS/ELECTRIC QUARTERLY 4 $170.50 $682.00 Yes $4,092.00
$170,549.38
1 full year bid proposal base bid: 165,570.88$
6 month base bid w/automation and bonds: 125,000.00$
Year 2 (with 3.5% CPI) 172,000.00$
Year 3 (with 3.5% CPI) 179,000.00$
Total PM: 476,000.00$
Total Extra Repairs: 900,000.00$
CONTRACT TOTAL 2.5 YEARS: 1,376,000.00$
CONTRACT TOTAL 2.5 YEARS
Contract Cost Summary