Agenda packet — Santa Ana City Council, May 3, 2022 (part 2 of 6)

Documents & Data which were provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City’s sole risk.

7. INSURANCE
Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below:
a. Minimum Scope and Limit of Insurance

1. Commercial General Liability (CGL): Insurance Services Office 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 $1,000,000 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: ISO Form Number CA 00 01 covering any auto (Code 1), or if Consultant has no owned autos, hired, (Code 8) and non-owned autos (Code 9), with a limit no less than $1,000,000 per accident for bodily injury and property damage.

3. Workers’ Compensation: as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease.

4. Professional Liability (Errors and Omissions): insurance appropriate to the Consultant’s profession, with limit no less than $1,000,000 per occurrence.

5. Broader Coverage: if the Consultant maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or the higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.
b. Other Insurance Provisions

1. Additional Insured Status: The City, 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 Consultant including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Consultant’s insurance (at least as City Council 21 – 5 5/3/2022

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broad as ISO Form CG 20 10 11 85 or if notavailable, through the addition of both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 2037 if a later edition is used).

2. Primary Coverage: For any claims related to this contract, the Consultant’s insurance coverage shall be primary coverage at least as broad as ISO CG 20 01 04 13 as respects the City, its officers, officials, employees, and volunteers. Any insurance or selfinsurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of the Consultant’s insurance and shall not contribute with it.

3. Notice of Cancellation: Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to the City.

4. Waiver of Subrogation: Consultant hereby grants to City a waiver of any right to subrogation that any insurer of said Consultant may acquire against the City by virtue of the payment of any loss under such insurance. Consultant agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.

5. Self-Insured Retentions: Self-insured retentions must be declared to and approved by the City. The City may require theConsultant to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense 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 City.

6. Acceptability of Insurers: Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M.

Best’s rating of no less than A:VII, unless otherwise acceptable to the City.

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iii. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Consultant must purchase “extended reporting” coverage for a minimum of five (5) years after completion of work.

8. Verification of Coverage: Consultant shall furnish the City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage requiredby this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing allpolicy endorsements to City before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Consultant’s obligation to provide them.

The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.

9. Subcontractors: Consultant shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Consultant shall ensure that City is an additional insured on insurance required from subcontractors.

10. Special Risks or Circumstances: City reserves the right to modify these requirements, including limits, based on the nature of therisk, prior experience, insurer, coverage, or other special circumstances.

8. INDEMNIFICATION
Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Consultant, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable City Council 21 – 7 5/3/2022

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decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Consultant’s services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant.

9. INTELLECTUAL PROPERTY INDEMNIFICATION
Consultant shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States’ letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Consultant to the City pursuant to this Agreement.

10. RECORDS
Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement.

11. CONFIDENTIALITY
If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. “Confidential Information” shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City.

12. CONFLICT OF INTEREST CLAUSE
Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this City Council 21 – 8 5/3/2022

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Agreement.

13. NON-DISCRIMINATION
Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations.

14. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein.

15. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City’s ability to have any of the services which are the subject to this Agreement performed by City personnel or by other consultants retained by City.

16. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate.

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b. Payment need not be made for work that fails to meet the standard of performance specified in the Recitals of this Agreement.

17. WAIVER
No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.

18. JURISDICTION - VENUE
This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement.

19. PROFESSIONAL LICENSES
Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement.

21. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons:

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To City:

Clerk of the City Council
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Fax: 714- 647-6956
With courtesy copies to:

Nabil Saba, PE
Executive Director, Public Works Agency
City of Santa Ana
20 Civic Center Plaza (M-21)
P.O. Box 1988
Santa Ana, California 92702
Fax: 714-647-5635
To Consultant:

All Environment, Inc.

Attn: Paul Hinkston, COO
3880 S. Bascom Avenue, Suite 104
San Jose, CA 95124
A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded.

IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written.

ATTEST: CITY OF SANTA ANA
Daisy Gomez Kristine Ridge
Clerk of the Council City Manager
[signatures continued on next page]
City Council 21 – 11 5/3/2022
City Council 21 – 12 5/3/2022

EXHIBIT A
City Council 21 – 13 5/3/2022

CITY OF SANTA ANA

EXHIBIT A
SCOPE OF SERVICES – RFP NO.: 21-014
PROJECT MOBILIZATION: Upon award of the project, AEI will obtain the necessary documentation available from the Client to include Building Plans/Blueprints, previously prepared Facility Condition Assessments, maintenance inspection reports, as well as any other pertinent documentation. At the mobilization stage of the project, AEI will also determine those team members who are best qualified to work on the various portions of the project.

DOCUMENTATION REVIEW: AEI will review all building plans/blueprints for each project. AEI will also perform a thorough review of previous property condition inspection reports, capital improvement plans, and building maintenance history reports to determine the effective ages of the various equipment and major building systems. AEI will use this information in conjunction with data collected from the field inspections. AEI will also review available Asbestos and LBP surveys to determine if there are any environmental concerns associated with future building renovations/capital improvements which may require abatement, and thus increase cost estimates.

INTERVIEWS: After a thorough review of all available project documentation and plans, AEI will interview individuals knowledgeable about the buildings’ maintenance, capital improvements and energy consumption history. Interviews with outside maintenance firms and service providers (fire alarm, elevator, plumbing, mechanical, etc.) will also be conducted from the beginning of the project through the data analysis and reporting stage.

FIELD INSPECTION (CONDITION ASSESSMENT): After a comprehensive review of plans, and prior reports, AEI will conduct a field inspection of the buildings and grounds of each property. AEI will also tailor the field inspection based upon the document reviews conducted prior to the site visits. At a minimum, the following areas will be surveyed:
• All Buildings will be surveyed (roofs, mechanical areas, common areas, cellars, basements, exteriors).
• All Site areas (100%) will be surveyed
• 100% of building exteriors will be surveyed
• 100% of building mechanical rooms will be surveyed.
• A representative sampling of building interior areas will be surveyed. • All Assets will be inventoried and the condition of same will be assessed as part of the FCA. • An inventory of various building systems and equipment, it is effective age and condition will be taken during the field inspections.
• Costs associated with fire & life safety issues, deferred maintenance and a long-term capital reserve extending out to 10 years .

City Council 21 – 14 5/3/2022
ADA SURVEY: As part of the field inspection, AEI will incorporate elements as outlined in the City of Santa Ana’s transition plan including budgetary requirements as provided.

Interior systems and components may not be captured due based on the ability to triangulate with cell phone systems.

QR BAR CODING: AEI will place bar codes on all major mechanical, electrical, and plumbing equipment and incorporate same into the global FCA database.

Data Analysis & Report Format: AEI typically prepares one summary letter report for each building/facility with cost estimates and future capital reserve expenditures. These reports have typically included the following information:
• General description of the building/facility in accordance with ASTM E2018-15. • Summary discussion of major costs and significant identified Immediate issues. • A Facility Condition Needs Index (aka Life Cycle Cost Analysis) of the facilities and associated components.
• A Capital Planning Replacement Reserve for 10 years
• MS Excel Report Cost Data sheet with details of component information including quantity, size, and cost indices (inflation factor)
• Photos of Assets and deficiencies and identifying same with GIS coordinates.

Upon issuance, the City of Santa Ana will have 30 business days to provide commentary and feedback for AEI to incorporate in the DRAFT Letter Report. A Final Letter Report and MS Excel Tables will be delivered at that time.

Database & Computerized Maintenance Management System (CMMS) Integration:

AEI partners with Four Winds Group to provide CMMS capability with work ordering ticketing.

These systems have been designed to seamlessly integrate with AEI’s data sets. Four Winds Group provides Maintenance Productivity Enhancement Tool (M-PET) as part of this submission package. Of note, the CMMS software will be hosted on the City of Santa Ana’s servers.

Data Migration & Integration: AEI will upload all FCA data (narrative reports, photos, bar coding, cost database, etc. into the City’s Computerized Maintenance Management System (CMMS).

Training: Four Winds Group Training will take place with your data and the basic necessities of using the M-PET.NET application will be shown and put in place. Training for 3 levels of maintenance will be completed (Management, Admin, Technician), . Some primary custom reports required will be built and ready to access thru the M-PET.NET application. Additional custom reports may be created at Customers request. This is a two person, three days on site event.

PowerPoint Presentation: After the completion of the project, AEI will provide PowerPoint presentations of our findings to the City well as elected officials and the public.

City Council 21 – 15 5/3/2022
Schedule & Time Frame: AEI will complete all required tasks associated with this project within 180 Calendar Days.

City Council 21 – 16 5/3/2022

EXHIBIT B

CONSULTANT'S PROPOSAL
City Council 21 – 17 5/3/2022
April 14, 2021
Revised: March 7, 2022
RFP NO.: 21-014

FACILITY CONDITIONS ASSESSMENT
Property Identification:

Various Buildings & Structure throughout Santa Anna – 1,434,810 GSF Prepared for:

City of Santa Anna Public Works Agency
20 Civic Center Plaza
Santa Anna, CA 92701
Prepared by:

AEI Consultants
2207 West 190th Street
Torrance, CA 90504
(310) 798-4255 (tel)
AEI Corporate Headquarters
2500 Camino Diablo
Walnut Creek, CA 94597
(925) 746-6000 (tel)
AEI Main Point of Contact:

Matthew E. Wasson
(740) 363-0717 (tel)
[email protected]
City Council 21 – 18 5/3/2022
April 14, 2021
Revised: March 7, 2022
Tyrone Chesanek, PE
Project Manager
City of Santa Anna – Public Works Agency
20 Civic Center Plaza
Santa Anna, CA 92701
Subject: RFP No.: 21-014 – Facilities Condition Assessment Dear Mr. Chesanek:

AEI Consultants (AEI) is pleased to present this Qualifications Package for the above referenced project. AEI has a solid understanding of conducting Facility Condition Assessments on diverse types of municipal and institutional buildings. AEI is completely familiar with the required ASTM FCA scope of work we have substantial experience in performing these services on projects of similar sized assets, construction, and use. Furthermore, AEI has the experience in managing and completing large portfolio projects, and most importantly, we have the professional workforce of engineers and architects to complete same.

AEI is not debarred, suspended, or declared ineligible to contract with any federal, state, or local agencies.

AEI Consultants is a registered corporation in the state of California. AEI’s principal place of business (corporate headquarters) is located at 2500 Camino Diablo, Walnut Creek, CA 94597.

Completion of this project will primarily be completed from AEI’s Southern California regional offices as well as AEI’s dedicated Capital Planning Team. Douglas Olson, PE will be the Main Point of Contact (POC) and will be able to answer all questions associated with the Qualifications Package.

Sincerely,
Matthew E. Wasson
Vice President, Capital Planning Services
(740) 363-0717 (tel)
[email protected]
Holly Neber
Chief Executive Officer
(925) 746-6017 (tel)
[email protected]
City Council 21 – 19 5/3/2022

TABLE OF CONTENTS
COVER LETTER................................................................................................................A AGREEMENT STATEMENT...............................................................................................B FIRM & TEAM EXPERIENCE............................................................................................C UNDERSTANDING SCOPE OF SERVICES........................................................................D RELEVANT PROJECT EXPERIENCE................................................................................. E REFERENCES................................................................................................................... F CERTIFICATIONS ...........................................................................................................G PROJECT TEAM RESUMES ..............................................................................................H City Council 21 – 20 5/3/2022
Appendix “B”
City Council 21 – 21 5/3/2022
B – AGREEMENT STATEMENT
AEI Consultants has no concerns regarding the Standard Agreement which was included as Attachment 4 (pages 24 to 31) of the RFP documentation.

Acknowledged:_______________________________________________ Matthew E. Wasson –Vice President, Capital Planning Services City Council 21 – 22 5/3/2022
Appendix “C”
City Council 21 – 23 5/3/2022
C – FIRM & TEAM EXPERIENCE
Firm Name: All Environmental Inc. (dba AEI Consultants) Corporate Address: 2500 Camino Diablo, Walnut Creek, CA 94597 AEI’s Local Address: 2207 West 190th Street, Torrance, CA 90504 Primary Contact Info: Matthew E. Wasson – Vice President, Capital Planning Services (740) 363.0717
[email protected]
Website: https://aeiconsultants.com/
Federal Tax ID #: 68-0269965
# of Years in Business: 29
Type of Organization: S Corporation
Date of Organization: June 1992
Locations of Business Nationwide – over 20 offices
OVERVIEW OF AEI CONSULTANTS: Founded in 1992 and headquartered in Northern California, AEI Consultants is a full-service environmental and engineering services firm operating with over 20 offices strategically located throughout the US. AEI currently has approximately 300 employees and 2020 sales revenue was approximately $70 million dollars. AEI is committed to providing responsive, accurate, cost-effective environmental and engineering consulting services that empower our clients to achieve solutions associated with complex real estate-related issues and associated business risk. We measure our success through the following areas: client satisfaction and retention, a challenging and rewarding work environment for our staff, and maintaining the highest standard of professional integrity in every aspect of our business.

AEI is known for our dependability and responsiveness. From the initial consult to the final reports, our reliable staff takes ownership of each project including set-up, research, field work, billing, and client communication, resulting in accurate, concise and well-organized reporting and assessments. AEI is proud of our 25-year track record of providing assessment and consulting services to the commercial real estate community. AEI's growth has resulted in being named in the Fastest Growing Private Companies awards in the San Francisco Bay Area, the location of our company headquarters, for the years 1999-2007, and 2011. We have combined our steady growth with consistent financial performance allowing us to continue to grow our office locations across the US.

AEI's majority owner is Craig Hertz, Chairman and Founder. Several of AEI's key personnel are also minority shareholders in the company which is incorporated in the State of California. These individuals include Holly Neber, (CEO), Paul Hinkston (COO) and Mark Nobler (EVP). In addition, in 2012, AEI formed an Employee Stock Ownership Program (ESOP), which enables all eligible employees to accumulate capital ownership in the company. The transition of the company to that of an employeeowned firm was designed to provide ownership of the company to those who helped build the company, incorporate greater employee input into operational decisions, and provide an attractive program for recruitment, motivation and employee retention.

INCORPORATION CERTIFICATION: AEI is incorporated in the State of California with a California Business License of #04-0030, with a Federal Tax ID #68-0269965.

REVENUE FOR PAST 5 YEARS: 2016: $58,876,325; 2017: $65,867,794; 2018: $71,271,183 2019:
$76,053,924; 2020: $69,888,157
City Council 21 – 24 5/3/2022
C – FIRM & TEAM EXPERIENCE
OFFICE LOCATIONS: AEI has over 20 offices located throughout the United States. Please visit our website at www.aeiconsultants.com for a list of address locations. Work on this project will be primarily completed from AEI’s regional local offices and AEI’s dedicated Capital Planning Consulting Team.

AEI CONSULTANTS’ CORE BUSINESS: AEI’s core business and service lines include the preparation of Facility Condition Assessments (FCAs) and Physical Needs Assessments. AEI also completes a substantial amount of construction consulting and cost estimating services which is further discussed in Section II of this Qualifications Package. AEI has been completing Facility Condition Assessments on real estate assets for the past 15 years. To date, AEI has completed over 28,000 Facility Condition Assessments throughout North America. Last year (2017), AEI prepared over 5,100 Facility Condition Assessments. Other services which AEI Consultants provides include the preparation of Phase I Environmental Site Assessments, Phase II Sub-Surface Investigations, Site Mitigation/Remediation Services, Industrial Hygiene Consulting (ACM & LBP Surveys) as well as Building Science Consulting which includes the preparation of Seismic Risk Analysis Reports, Energy Audits and Surveys for compliance with the Americans with Disabilities Act (ADA), as well as forensic and intrusive surveys of buildings.

STAFFING: In order to successfully complete this project, AEI will call upon its senior level engineers and architects who have substantial experience in completing FCAs on municipal, educational and university buildings. Matt Wasson will be acting as the Project Manager and providing the final level of technical review on all aspects of the project. The table presented below represents the potential staff for the various tasks of this assignment and responsibilities of the individuals working on the project.

Facility Condition Assessment Team
Team Member Title & Position Responsibilities
Matthew Wasson Vice President - Capital
Planning
FCA Project Manager
Matt will be acting as the Project Manager and managing AEI’s field inspection team. Matt will also be heavily
involved with Quality Control and providing a global FCA database for the entire campus.

Joe Sloboda Vice President – Building
Assessments
Field Inspection, mechanical & electrical systems
evaluation & narrative report preparation, Cost Estimating Roy Anderson, PE Vice President – Seismic Risk Field inspection, seismic risk analysis, narrative report preparation
Jason Santiago Project Manager Field inspection, narrative report preparation, cost estimating
Steven Peck Project Manager Field inspection, narrative report preparation, cost estimating
Michael Novick, RA Sr. Project Manager Field inspection, narrative report preparation, cost estimating
Mahmoud Nazemi Project Manager Field inspection, narrative report preparation Resumes of AEI’s project team are included in Section G of this Qualifications Package City Council 21 – 25 5/3/2022
C – FIRM & TEAM EXPERIENCE
AEI has completed FCA reports more than 50 Million SF of building space. Please refer to the following pages for a discussion of relevant FCA projects recently completed by AEI Consultants:

City of Columbia, Missouri
Client: City of Columbia Missouri – Department of Public Works Contact: David Nichols – Public Works Director; (573) 874-7255, [email protected] Dan Darnell – Purchasing Manager (573) 874-7255 [email protected] Project
Discussion:

AEI prepared FCAs in accordance with ASTM E2018-15 on a portfolio of 23 buildings owned and operated by the City of Columbia. The portfolio comprised an area of 423,896 SF and consist of fire stations, a police station, a police training center, armory, city hall and various office buildings and a clinic. AEI is also completed bar coding of all assets and is also performed a cursory Level I Energy Audit to determine if the installation of Energy Conservation Measures would have any measurable impact upon energy savings. Matt Wasson, Don Gerardi and Michael Novick performed field inspections. Kyle Christiansen acted as the Project Executive and Project Manager and performed senior level technical review.

Presentation: AEI utilized an FCA software application with similar capabilities to Kykloud as well as tablet data collection devices in developing FCA reports. AEI’s project deliverables include narrative FCA reports, geo-coded photos, equipment & condition inventories, ADA accessibility data and cost estimates for future maintenance and replacements. Key information included in the reports is each building’s Facility Condition Index (FCI), Expected and Remaining Useful Lives (EULs & RULs) of equipment and building systems, and a 10 years capital expenditure budget. All that data is integrating seamlessly with the client’s maintenance management software platform.

Date: Completed May 2018
City Council 21 – 26 5/3/2022
C – FIRM & TEAM EXPERIENCE
University of Alabama - Tuscaloosa, AL
Client: University of Alabama - Tuscaloosa
Contact: Clint Hamner – Facility Condition Assessment Program Manager (205) 799-9970 (tel); [email protected]
Marlene Thomas – Purchasing Manager (205) 348-5552; [email protected] Project
Discussion:

AEI completed Facility Condition Assessments on a portfolio of over 200 buildings comprising over 10.2 Million SF. The buildings were a mix of various campus structures to include residence halls and apartments, libraries, academic buildings, laboratories, dining halls, clinics/medical buildings, museums, office buildings, maintenance building and an energy/mechanical plant. As part of this assessment, AEI completed an asset inventory (roofs, fire protection equipment, HVAC equipment windows, mechanical equipment, etc.) including the placement of bar codes on all mechanical equipment and various building components. In addition to the completion of FCAs for each asset, AEI developed a global database of the equipment, it’s condition and forecasting future maintenance and replacement requirements. An FCA inventory of compliance with the American’s with Disabilities Act (ADA) was also included in the project’s scope of work. Matthew Wasson performed project management, field inspections and provided senior level technical review on this assignment. Other AEI team members working on this project included Michael Novick, Don Gerardi and Joe Sloboda.

Presentation: AEI utilized an FCA software application with similar capabilities to Kykloud as well as tablet data collection devices in developing FCA reports. AEI’s project deliverables included narrative FCA reports, geo-coded photos, equipment & condition inventories, ADA accessibility data and cost estimates for future maintenance and replacements. Key information included in the reports is each building’s Facility Condition Index (FCI), Expected and Remaining Useful Lives (EULs & RULs) of equipment and building systems, and a 10 years capital expenditure budget. All that data is integrating seamlessly with the client’s AssetWorks maintenance management software platform.

Date: Completed July 2018
City Council 21 – 27 5/3/2022
C – FIRM & TEAM EXPERIENCE
Village of Oak Park Portfolio, Oak Park, IL
Client: Village of Oak Park, Illinois
Contact: Lisa Shelley - Village Manager – (708) 383-6400 – villagemanager@oakpark.us Project Discussion: AEI is preparing FCAs in accordance with ASTM E2018-15 on a portfolio of 2 fire stations and 3 water pumping station buildings comprising an area of 32,600 SF. AEI is capturing data in tablets and utilizing KyKloud software in the preparation of the FCA reports and global FCA database. Michael Novick, RA is performing field inspections and preparing the FCA analysis and project management and senior level technical review is being performed Matt Wasson.

Presentation: AEI’s project deliverables include narrative FCA reports, geo-coded photos, equipment & condition inventories, ADA accessibility data and cost estimates for future maintenance and replacements. Key information to be included in the reports is each building’s Facility Condition Index (FCI), Expected and Remaining Useful Lives (EULs & RULs) of equipment and building systems, and a 10-year capital expenditure budget.

Date: January 2020
City Council 21 – 28 5/3/2022
C – FIRM & TEAM EXPERIENCE
Evergreen School District, San Jose, CA
Client: Aedis Architects & Evergreen School District
John Diffenderfer – President – (408) 221-9011 –
[email protected]
Project
Discussion:

AEI completed Facility Condition Assessments on a portfolio of 18 elementary and middle school campuses of the Evergreen School District as well as the district’s main administrative offices. The portfolio comprises a total building area of over 1.2MM SF. As part of this assessment, AEI is completing an asset inventory and facility assessment in advance of proposed renovations. AEI is working closely with the design architect and school district to determine what systems and equipment can be salvaged prior to the design stage of rehabilitation. Preparation of a complete database of various building systems and equipment is also included in the scope of work.

Date: Completed December 2018
City Council 21 – 29 5/3/2022
C – FIRM & TEAM EXPERIENCE
Northrup Grumman Marine Systems, Sunnyvale, CA
Client: Northrup Grumman Marine Systems
Steve Winters – Manager – Facilities, Maintenance & Real Estate (408) 735-2613 [email protected]
Project
Discussion:

AEI is in the process of completing a Facility Condition Assessment on this 70-acre industrial complex in Northern, California. This property was first developed as an Iron Works in the early 20th century and played a significant role in defense production during World War II. AEI’s FCA includes all 50 major buildings and 1,312,835 GSF of space as well as site improvements. In addition to the FCA, AEI is also completing a detailed California scope Accessibility Survey and we’ve also completing Seismic Risk Assessments with design recommendations on select historic buildings.

Presentation: AEI utilized the Kykloud FCA data-gathering software as well as tablet data collection devices in developing detailed reports. A Narrative report was completed, along with a database and spreadsheet of all deficiencies which included projected maintenance activities. Key information included in the reports is each building’s Facility Condition Index (FCI), Expected and Remaining Useful Lives (EULs & RULs) of equipment and building systems, and a 10 years capital expenditure budget.

Date: October 2020 with an estimated completion date of June 2021 City Council 21 – 30 5/3/2022
C – FIRM & TEAM EXPERIENCE
Laguna Art Museum, Laguna Beach, CA
Client: The Laguna Art Museum
Contact: Joel Woodward – Director of Operations – 307 Cliff Drive, Laguna Beach, CA 92651 [email protected] (949) 494-8971 x206
Project
Discussion:

AEI prepared Facility Condition Assessment/Property Condition Survey on an 18,000 SF art museum and community center that was originally constructed in 1929 and expanded in 1986. The building was located on a zero-lot line basis and included 2 floors above grade plus a walk-out basement/terrace level. The assessment was completed in accordance with ASTM E2018-15. AEI’s detailed investigation included the use of specialty system consultants which provided detailed analysis of the following building systems: 1) Building Envelope & Roof; 2) Mechanical, Electrical, Plumbing (MEP) / Fire & Life Safety & 3) Elevator Conveying Systems. AEI’s detailed report included short term cost estimates related to deferred maintenance and accessibility upgrades. A long-term capital plan over a 15-year period for various system replacements and retrofits.

Presentation: Narrative report with photographs detailing various building systems. Cost estimate tables were presented for immediate and life safety repairs, and a detailed capital reserve plan over a 15-year period. A Review of ADA requirements compliance and Seismic analysis was not included in the Scope of Work.

Date: Project authorization was granted on 1/3/20 and was completed on 2/3/20 City Council 21 – 31 5/3/2022
C – FIRM & TEAM EXPERIENCE
Kauai County Parks Portfolio - Kauai, Hawaii
Owner: Owner: Dept. of Park & Recreation, 4444 Rice Street, Lihue, HI 96777 Contact: Nancy McMahon: (808) 241-4459, [email protected] Project
Discussion
AEI completed Facility Condition Assessments on a portfolio of 75 assets operated and maintained by the Kauai Department of Parks and Recreation. The assets include 10 community centers, a golf course, swimming pools, playing fields, beach parks, stadiums and one courthouse building. Buildings accounted for approximately 65,000 GSF. The project was completed in approximately 270 calendar days and was completed using data collection tablets and FCA report software. Matt Wasson was the Project Manager for this assignment. Carole Wilson and Weston Dockrey performed site inspections and prepared FCA Reports.

Senior level technical review was performed by Kyle Christiansen who also acted as the Project Executive.

Date: Completed December 2017
City Council 21 – 32 5/3/2022
C – FIRM & TEAM EXPERIENCE
Rocky Mountain Regional Medical Center – US Dept. of Veterans Affairs Client: DavEnergy Solutions & US Department of Veteran’s Affairs Contact: Jason Happe: [email protected] – (912) 667-7847 Portfolio
Discussion:

AEI prepared a detailed Facility Condition Assessment on the VA Medical Center campus in Aurora, Colorado. This new facility includes approximately 1.2 million square feet of space set on a 31-acre campus. The property is improved with 10 major campus/clinical buildings as well as a concourse connecting all improvements. A mechanical pant and two parking garages also exist on the campus and are included in the assessment. AEIs scope of work includes a complete inventory of all building systems as well as confirming the presence of various MEP equipment which was identified on design drawings. AEI’s FCA survey also includes identifying discrepancies between construction drawings and as-built drawings. AEI’s field inspection services are being utilized to amend the “as-built” drawings to reflect “true” conditions.

Presentation: AEI utilized the Kykloud FCA data-gathering software as well as tablet data collection devices in developing detailed reports. Narrative reports will be completed, along with a database and spreadsheet of all deficiencies which included projected maintenance activities. Geocoded photos of deficiencies overlaid on maps and site plans will be provided and integrated into the FCA reports and database to be provided to the client.

Date: Completed August 2019
City Council 21 – 33 5/3/2022
C – FIRM & TEAM EXPERIENCE
Mercer County Parks Portfolio – Mercer County, NJ
Client: Mercer County Parks Commission, 197 Blackwell Road, Pennington, New Jersey
Contact: Mr. Joseph Pizza – Project Manager & Karl Thomas (609) 847-3023 Portfolio
Discussion:

AEI prepared Facility Condition Assessments in accordance with ASTM E2018-15 on a portfolio of 27 county-owned properties which ranged in size from 1,482 SF to 43,796 SF of building area. The buildings and site improvements were associated with parks, recreation areas, farms, golf courses, as well as nature and wildlife centers. The scope of work also included a tier I ADA Survey for each facility. Joseph Slobada acted as the project manager and performed senior level technical review. All FCAs were completed within a 60-calendar day time frame and AEI utilized FCA data collection tablets and FCA report development software.

Presentation: Narrative FCA reports with geo-coded photos, equipment/condition inventories, ADA accessibility data and cost estimates for future maintenance and replacements. Key information included in the reports is each building’s Facility Condition Index (FCI), Expected and Remaining Useful Lives (EULs & RULs) of equipment and building systems, and a 10 years capital expenditure budget in database format.

Date: Completed January 2017
City Council 21 – 34 5/3/2022
C – FIRM & TEAM EXPERIENCE
Maryland School for the Blind
Client: Maryland School for the Blind
William McCubbin – Facilities Director
(410) 444-5000 xt 1237 [email protected]
Project
Discussion:

AEI completed a detailed Facility Condition Assessment on this historic institution which was established in 1853. The Maryland School for the Blind is a private school located on a 70-acre campus in Baltimore. The school serves all of Maryland’s public school districts and has outreach, educational and residential programs for children from birth to 21 years in age. AEI’s FCA included all 28 buildings and 397,615 GSF of space as well as site improvements. Buildings included dormitories, residence buildings, a gymnasium, academic and office/administrative buildings and an indoor pool complex. The project was completed for Capital Planning Purposes in advance of State funding for various improvements.

Date: Completed October 2020
City Council 21 – 35 5/3/2022
C – FIRM & TEAM EXPERIENCE
Municipal Facility Condition Assessment Experience
City of Bowie- Maryland Portfolio
Client: City of Bowie, Maryland
Contact: George Stephanos – Director of Public Works (301) 262-6200; [email protected]
Project
Discussion
AEI prepared Facility Condition Assessments in accordance with ASTM E2018-15 on a portfolio of 18 buildings comprising over 165,000 SF and site work associated with several parks (concession stands, office buildings, vehicle storage and maintenance buildings and the Bowie City Hall. A Tier I ADA Survey is also included in the Scope of Work. The project was completed utilizing datacollection tablets and software similar to KyCloud.

Date May 2017 & December 2018
City Council 21 – 36 5/3/2022
Appendix “D”
City Council 21 – 37 5/3/2022
D – UNDERSTANDING SCOPE OF SERVICES
PROJECT STRATEGY & MANAGEMENT PLAN OVERVIEW: AEI has completed numerous FCA portfolios with multiple assets spread over substantial geographic areas. As such, both AEI and our team of professionals have learned how to effectively complete multi-site FCA portfolios in a timely and costeffective manner. The most important lesson learned over the years is that effective planning and scheduling is critical for a successful project. Communicating with our clients and establishing expectations with regards to report format, cost categories and timing is also critical.

PROJECT MOBILIZATION: Upon award of the project, AEI will obtain the necessary documentation available from the Client to include Building Plans/Blueprints, previously prepared Facility Condition Assessments, maintenance inspection reports, as well as any other pertinent documentation. At the mobilization stage of the project, AEI will also determine those team members (Refer to Section “C”) who are best qualified to work on the various portions of the project. AEI will also prepare a sample report format (with narrative and photo documentation sections) for approval from the client at the mobilization stage of the project. AEI will also conduct a Needs Analysis and review the existing computerized maintenance management software application (if any). This will facilitate AEI’s data collection plan and also allow us to program our data collection tablets which will be used to abstract data during field inspection work.

DOCUMENTATION REVIEW: AEI will review all building plans/blueprints for each project. This plan review is being conducted to determine if there would be any latent defects in the buildings’ designs which could lead to premature failures of various systems. AEI’s will also perform a thorough review of previous property condition inspection reports, capital improvement plans, and building maintenance history reports to determine the effective ages of the various equipment and major building systems.

AEI will use this information in conjunction with data collected from our field inspection. AEI will also review available Asbestos and LBP surveys to determine if there are any environmental concerns associated with future building renovations/capital improvements which may require abatement, and thus increase cost estimates.

FIELD INSPECTION (CONDITION ASSESSMENT): After a comprehensive review of plans, prior reports and energy consumption data, AEI will conduct a field inspection of the buildings and grounds of each property. AEI will also tailor the field inspection based upon the document reviews conducted prior to the site visits. At a minimum, the following areas will be surveyed:
• All Buildings will be surveyed (roofs, mechanical areas, common areas, cellars, basements, exteriors).
• All Site areas (100%) will be surveyed
• 100% of building exteriors will be surveyed
• 100% of building mechanical rooms will be surveyed.
• A representative sampling of building interior areas will be surveyed. Emphasis will be placed on those units which are more susceptible to damage such as corner units, top floor units, etc. • All Assets will be inventoried and the condition of same will be assessed as part of the FCA.

City Council 21 – 38 5/3/2022
D – UNDERSTANDING SCOPE OF SERVICES
• Attention to the Americans with Accessibility Act will be paid to common areas. • An inventory of various building systems and equipment, it is effective age and condition will be taken during the field inspections. This information will be transposed to the various report sections: (Excel Capital Reserve Schedule, Photo Documentation) • Costs associated with fire & life safety issues, deferred maintenance and a long-term capital reserve extending out to 10 years (or any specific timeframe requested by the client will be included in the report)
ADA SURVEY: As part of the field inspection, AEI will incorporate elements as outlined in the City of Santa Ana’s transition plan including budgetary requirements as provided.

ELECTRONIC DATA COLLECTION: AEI’s team of professionals his been utilizing tablet PC and iPads to collect information from the field. AEI will utilize Kykloud software application to develop the FCAs as well as tablet data collection devices to collect date from the field. This powerful system also allows AEI to geo-code and tag assets and take photographs of same. The system is designed to provide streamlined data collection, data processing and reporting capabilities. From the start of the walkthrough survey, document review and interviews, to the generation of the narrative report, the system adapts to the natural work-flow, data capture, analysis and reporting processes required for a comprehensive Facility Condition Assessment. The wireless synchronization of data collection minimizes field time as it reduces duplicate data entry, improves quality assurance and control processes, and provides access to information that reflects current conditions. This system is also designed to synchronize with maintenance management software platforms. This is at both the application and database level. As such, the data can easily be uploaded to the client’s existing maintenance management software program. AEI’s software solution can also export the data into MS Excel format.

DATABASE APPLICATION
AEI will utilize the Kykloud software application, that perfectly syncs with AEI’s data collection tablets.

The system provides a central knowledge software base that is used to assist with the capital planning process. The database will generate up-to-the-minute information on deficiencies, corrective actions, equipment lifecycles, maintenance requirements and replacement dates for various building components.

Facility Condition Database: AEI will provide an excel spreadsheet of our findings which include cost estimates, photos, recommended replacements, narrative descriptions, bar code data of equipment (if part of the scope of work). This database is building specific and global for the entire municipality.

QR Bar Coding: AEI will place bar codes on all major equipment and incorporate same into the global FCA database. AEI has provided these services to the University of Alabama and the City of Columbia, MO.

City Council 21 – 39 5/3/2022
D – UNDERSTANDING SCOPE OF SERVICES
AEI will utilize tablets in the field
for data collection and direct
integration
Tablets will also be utilized in the
interview process with Facility
Maintenance Staff.

High Quality Photographs taken
from tablets allow for data and
geo-coding coordinates on facility
components and deficiencies
Data Analysis & Report Format: AEI typically prepares one summary report for each building/facility with cost estimates and future capital reserve expenditures. These reports have typically included the following information:
• General description of the building/facility in accordance with ASTM E2018-15. • Summary discussion of major costs and significant identified Immediate issues. • A Facility Condition Needs Index (aka Life Cycle Cost Analysis) of the facilities and associated components.

City Council 21 – 40 5/3/2022
D – UNDERSTANDING SCOPE OF SERVICES
• A Capital Planning Replacement Reserve for 10 years (at client’s discretion) for various equipment and assets.
• MS Excel Report Cost Data sheet with details of component information including quantity, size, and cost indices (inflation factor)
• Photos of Assets and deficiencies and identifying same with GIS coordinates.

Database & Computerized Maintenance Management System (CMMS) Integration: AEI partners with Four Winds Group to provide CMMS capability with work ordering ticketing. These systems have been designed to seamlessly integrate with AEI’s data sets. Four Winds Group provides Maintenance Productivity Enhancement Tool (M-PET) as part of this submission package.

The key features of M-PET:
• Assets — Create, modify, and track any and all of your business's assets. • Personnel — Track all of your personnel through one easy and concise screen. • Preventative Maintenance — One of the biggest areas of focus of any maintenance division. An orchestrated and followed preventative maintenance plan is invaluable down the road, saving work hours, materials, and money.
• Jobs — Handle anything related to a particular Job all on one, easy to follow screen. Track and update Jobs real-time, as work is completed on them.
• Materials / Parts — Stay on top of needed spares or material to plan and complete jobs. • Production — Keep track of everything from efficiency and downtime to repair time and breakdown response time quickly and easily.
• Reports — Print reports directly from M-PET.
• Schedule — Get a detailed overview of current jobs using our calendar scheduler. • GPS – 3 Axis Location Assignment – This allows for both Point and Elevation Location for a Job or Asset. The system will display the Location on a map.

City Council 21 – 41 5/3/2022
D – UNDERSTANDING SCOPE OF SERVICES
Pilot Project: In accordance with the Scope of Work, AEI will complete the first building FCA as a Pilot project.

Schedule & Time Frame: AEI will complete all required tasks associated with this project within 180 Calendar Days (approximately 6 months). A tentative schedule for the tasks and milestones associated with the project is presented in Section 6 of this Qualifications Package Data Migration & Integration: AEI will upload all FCA data (narrative reports, photos, bar coding, cost database, Level I Energy Audits (if included in scope), etc. into the City’s Computerized Maintenance Management System (CMMS)
Fiscal Model: After completion of the FCA, AEI will develop a fiscal model and cash flow analysis for the most effective way to make replacements and improvements throughout the portfolio. This will be based on presumed dates of equipment failure across the portfolio and to get the most advantageous fees from contractors and suppliers that will be completing work associated with same.

Training: AEI will provide all the necessary training associated with utilizing CMMS software and the data that AEI will provide for same.

PowerPoint Presentation: After the completion of the project, AEI will provide up to PowerPoint presentations of our findings to the City well as elected officials and the public.

City Council 21 – 42 5/3/2022
Appendix “E”
City Council 21 – 43 5/3/2022
E – RELEVANT PROJECT EXPERIENCE
AEI has substantial experience in conducting Facility Condition Assessments (FCAs) on large portfolios of assets for government entities. AEI has a separate Capital Planning consulting team which specializes in the completion of Building Condition Assessments for Municipalities, K-12 School Systems and University Campuses. AEI utilizes state of the art data collection tablets and software to prepare our reports. AEI’s Capital Planning team also has specialized experience in working with the municipalities and are specifically trained for this type of consulting. To date, AEI has completed FCA reports in excess of 50 Million SF of building space.

AEI has substantial experience in providing these services which is outlined in the various sections of this Qualifications Package. Matt Wasson, who’ll be acting as the Project Manager is an expert in performing Facility Condition Assessments for municipalities and university campuses. AEI will take a systematic approach to completing this FCA project. As can be seen in the attached qualifications package, the highlights and benefits of AEI’s expertise are as follows:
▪ Expert Facility Assessment Staff – AEI’s team of professionals have municipal FCA experience, as well as over 200 years of combined experience in the fields of architecture, engineering, cost estimating and construction management.
▪ Proven record of success in preparing FCAs on multiple park facilities. ▪ Cutting Edge Technology – AEI will be utilizing tablet PCs in order to collect and streamline data, take representative photographs and perform a GPS inventory of equipment. ▪ Dedication to Customer Service - AEI’s depth of staff involved with the project will ensure that client questions and comments are responded to within 1 hour. ▪ Training for facilities staff with respect to all aspects of AEI’s deliverables.

City of Bowie- Maryland Portfolio
Client: City of Bowie, Maryland
Contact: George Stephanos – Director of Public Works (301) 262-6200; [email protected]
Project
Discussion
AEI prepared Facility Condition Assessments in accordance with ASTM E2018-15 on a portfolio of 18 buildings comprising over 165,000 SF and site work associated with several parks (concession stands, office buildings, vehicle storage and maintenance buildings and the Bowie City Hall. A Tier I ADA Survey is also included in the Scope of Work. The project was completed utilizing data-collection tablets and software similar to KyCloud.

Date May 2017 & December 2018
City Council 21 – 44 5/3/2022
E – RELEVANT PROJECT EXPERIENCE
City of Columbia, Missouri
Client: City of Columbia Missouri – Department of Public Works Contact: David Nichols – Public Works Director; (573) 874-7255, [email protected] Dan Darnell – Purchasing Manager (573) 874-7255 [email protected] Project
Discussion:

Date: Completed May 2018
City Council 21 – 45 5/3/2022
E – RELEVANT PROJECT EXPERIENCE
University of Alabama - Tuscaloosa, AL
Client: University of Alabama - Tuscaloosa
Contact: Clint Hamner – Facility Condition Assessment Program Manager (205) 799-9970 (tel); [email protected]
Marlene Thomas – Purchasing Manager (205) 348-5552; [email protected] Project
Discussion:

Presentation: AEI utilized an FCA software application with similar capabilities to Kykloud as well as tablet data collection devices in developing FCA reports. AEI’s project deliverables included narrative FCA reports, geo-coded photos, equipment & condition inventories, ADA accessibility data and cost estimates for future maintenance and replacements. Key information included in the reports is each building’s Facility Condition Index (FCI), Expected and Remaining Useful Lives (EULs & RULs) of equipment and building systems, and a 10 years capital expenditure budget. All that data is integrating seamlessly with the client’s AssetWorks maintenance management software platform.

Date: Completed July 2018
City Council 21 – 46 5/3/2022
E – RELEVANT PROJECT EXPERIENCE
Village of Oak Park Portfolio, Oak Park, IL
Client: Village of Oak Park, Illinois
Contact: Lisa Shelley - Village Manager – (708) 383-6400 – villagemanager@oakpark.us Project Discussion: AEI is preparing FCAs in accordance with ASTM E2018-15 on a portfolio of 2 fire stations and 3 water pumping station buildings comprising an area of 32,600 SF. AEI is capturing data in tablets and utilizing KyKloud software in the preparation of the FCA reports and global FCA database. Michael Novick, RA is performing field inspections and preparing the FCA analysis and project management and senior level technical review is being performed Matt Wasson.

Date: January 2020
City Council 21 – 47 5/3/2022
E – RELEVANT PROJECT EXPERIENCE
Evergreen School District, San Jose, CA
Client: Aedis Architects & Evergreen School District
John Diffenderfer – President – (408) 221-9011 –
[email protected]
Project
Discussion:

Date: Completed December 2018
City Council 21 – 48 5/3/2022
E – RELEVANT PROJECT EXPERIENCE
Northrup Grumman Marine Systems, Sunnyvale, CA
Client: Northrup Grumman Marine Systems
Steve Winters – Manager – Facilities, Maintenance & Real Estate (408) 735-2613 [email protected]
Project
Discussion:

Date: October 2020 with an estimated completion date of June 2021 City Council 21 – 49 5/3/2022
E – RELEVANT PROJECT EXPERIENCE
Laguna Art Museum, Laguna Beach, CA
Client: The Laguna Art Museum
Contact: Joel Woodward – Director of Operations – 307 Cliff Drive, Laguna Beach, CA 92651 [email protected] (949) 494-8971 x206
Project
Discussion:

Date: Project authorization was granted on 1/3/20 and was completed on 2/3/20 City Council 21 – 50 5/3/2022
E – RELEVANT PROJECT EXPERIENCE
Kauai County Parks Portfolio - Kauai, Hawaii
Owner: Owner: Dept. of Park & Recreation, 4444 Rice Street, Lihue, HI 96777 Contact: Nancy McMahon: (808) 241-4459, [email protected] Project
Discussion
AEI completed Facility Condition Assessments on a portfolio of 75 assets operated and maintained by the Kauai Department of Parks and Recreation. The assets include 10 community centers, a golf course, swimming pools, playing fields, beach parks, stadiums and one courthouse building. Buildings accounted for approximately 65,000 GSF. The project was completed in approximately 270 calendar days and was completed using data collection tablets and FCA report software. Matt Wasson was the Project Manager for this assignment. Carole Wilson and Weston Dockrey performed site inspections and prepared FCA Reports.

Senior level technical review was performed by Kyle Christiansen who also acted as the Project Executive.

Date: Completed December 2017
City Council 21 – 51 5/3/2022
E – RELEVANT PROJECT EXPERIENCE
Rocky Mountain Regional Medical Center – US Dept. of Veterans Affairs Client: DavEnergy Solutions & US Department of Veteran’s Affairs Contact: Jason Happe: [email protected] – (912) 667-7847 Portfolio
Discussion:

Date: Completed August 2019
City Council 21 – 52 5/3/2022
E – RELEVANT PROJECT EXPERIENCE
Mercer County Parks Portfolio – Mercer County, NJ
Client: Mercer County Parks Commission, 197 Blackwell Road, Pennington, New Jersey
Contact: Mr. Joseph Pizza – Project Manager & Karl Thomas (609) 847-3023 Portfolio
Discussion:

Date: Completed January 2017
City Council 21 – 53 5/3/2022
E – RELEVANT PROJECT EXPERIENCE
Maryland School for the Blind
Client: Maryland School for the Blind
William McCubbin – Facilities Director
(410) 444-5000 xt 1237 [email protected]
Project
Discussion:

Date: Completed October 2020
City Council 21 – 54 5/3/2022
E – RELEVANT PROJECT EXPERIENCE
County of Kauai – Waste Water (CMMS)
Client: County of Kauai
Project
Discussion:

The Wastewater Treatment Facilities Program is responsible for the operation, maintenance and repair of all County wastewater collection, treatment and disposal facilities in order to provide a consistent and reliable level of performance necessary to protect health and the environment. Activities include preventive maintenance (PM), treatment process control, wastewater effluent reuse, solids management, safety and training, laboratory monitoring for regulatory compliance.

Objectives for the Asset and Maintenance Management Control:

1. Identify and record all assets located at the four plants and associated pump stations located throughout the island.

2. Track and record ALL maintenance activities, both preventive and corrective.

3. Define PM requirements and establish leveled schedules designed to properly maintain assets and extend longevity.

4. Accurately monitor maintenance costs for all assets and support life cycle determinations.

5. Ability to produce reliable reporting measures.

Current
Status:

1. Nearly 1,200 assets are being maintained by 25 maintenance staff distributed among the four plants.

2. On-going interfacing to identify and document replacement and/or additional assets.

3. On-going training and support to include development/refinement of PM Tasks as well as Maintenance Routes designed to minimize work orders.

4. Database is providing feedback through on-line services and reports to assist management in developing future goals, projects, and schedules.

5. Reliance on maintenance management system for asset management.

City Council 21 – 55 5/3/2022
E – RELEVANT PROJECT EXPERIENCE
County of Kauai – Roads (CMMS)
Client: County of Kauai
Project
Discussion:

The Roads Maintenance Division performs roads pavement, shoulder, bridge, sidewalk/driveway/curb/gutter, levee and appurtenances maintenance and repairs; installation and maintenance of traffic and safety devices; installation, maintenance and repair of signs and road markings. The Roads Maintenance Division supports the Department of Parks and Recreation and the Solid Waste Division on a regular basis and supports other agencies on an as needed basis.

Objectives for the Asset and Maintenance Management Control:

1. Identify and record all assets located throughout the island.

2. Track and record ALL maintenance activities, both preventive and corrective.

3. Accurately monitor maintenance costs for all assets and support life cycle determinations.

4. Ability to produce reliable reporting measures.

Current
Status:

1. Nearly 24,000 roadway functions are being maintained by 73 staff located at one of three base yards.

2. On-going interfacing to identify and document replacement and/or additional assets.

3. On-going training and support.

4. Database is providing feedback through on-line services and reports to assist management in developing future goals, projects, and schedules.

5. Reliance on maintenance management system for asset management.

City Council 21 – 56 5/3/2022
E – RELEVANT PROJECT EXPERIENCE
Green Airport (CMMS)
Client: Rhode Island Airport Corporation
Project
Discussion:

RIAC is the corporation overseeing the TF Green Airport, as well as 5 other smaller airports, just south of Providence Rhode Island. M-PET is currently be utilized at the garage facility to track maintenance PM’s, inventory costs, and job history and costs. They have typical passenger traffic in the area of 4 million passengers per year.

Objectives for the Asset and Maintenance Management Control:

1. Convert all active items from old Access CMMS to M-PET

2. Track ALL maintenance activities, both preventive and corrective, for assets associated with the equipment.

3. Assist with Preventive Maintenance (PM) requirements and establish leveled schedules designed to properly maintain assets and extend longevity.

4. Accurately monitor maintenance costs for all assets and support life cycle determinations.

Current
Status:

1. Around 250 assets are being maintained by 4 Maintenance staff.

2. On-going interfacing to identify and document additional assets.

3. On-going development/refinement of PM Tasks

4. Future integration with fuel pump program to monitor vehicle mileage and performance
City Council 21 – 57 5/3/2022
Appendix “F”
City Council 21 – 58 5/3/2022
23 Appendix
ATTACHMENT 3: REFERENCES
List and describe fully the contracts performed by your firm which demonstrate your ability to provide the supplies, equipment or services included in the scope of the proposal specifications.

Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications.

Reference
Customer Name:_________________________ Contact Individual: ____________________________ Address: _______________________________Phone Number: ______________________________ _______________________________ Facsimile Number: ____________________________ Contract Amount: ________________________ Year: ______________________________________ Description of supplies, equipment, or services provided:
____________________________________________________________________________________ Reference
Customer Name:_________________________ Contact Individual: ____________________________ Address: _______________________________Phone Number: ______________________________ _______________________________ Facsimile Number: ____________________________ Contract Amount: ________________________ Year: ______________________________________ Description of supplies, equipment, or services provided:
____________________________________________________________________________________ Reference
Customer Name:_________________________ Contact Individual: ____________________________ Address: _______________________________Phone Number: ______________________________ _______________________________ Facsimile Number: ____________________________ Contract Amount: ________________________ Year: ______________________________________ Description of supplies, equipment, or services provided:

THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.

PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.

Davenenergy Solutions Jason Happe
2207 Garnet Ave- Suite I 912.667.7847
San Diego, CA 92109
$403,783.43 2019-2020
We delivered Capital Plaining Reports using the CAD/DIM for VA Centers in Colorado and California.

Maryland School for the Blind William McCubbin
3501 Taylor Ave
Baltimore, MD 21236
410.444.5000 x1237
$35,939 2020
We delivered a Capital Reserve Analysis Summary Report. We also provided a narrative Preventative Maintenance Report using a Facility Dude computerized maintenance management software application. $68,240 2018
David: 573.874.7255/ Dan: 573.874.7255
City of Columbia David Nichols/
701 East Broadway
Columbia, MO 65205
Dan Darnell
AEI prepared FCAs in accordance with ASTM E2018-15 on a portfolio of 23 buildings owned and operated by the City of Columbia. The portfolio comprised an area of 423,896 SF and consist of fire stations, a police station, a police training center, armory, city hall and various office buildings and a clinic City Council 21 – 59 5/3/2022
23 Appendix
ATTACHMENT 3: REFERENCES
List and describe fully the contracts performed by your firm which demonstrate your ability to provide the supplies, equipment or services included in the scope of the proposal specifications.

Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications.

THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.

PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.

Mercer County Parks Joseph Pizza
$64,800 2016 & 2017
McDade Administration Bldgs, 640 S 609.847.3023
Trenton, NJ 08650
AEI prepared Facility Condition Assessments in accordance with ASTM E2018-15 on a portfolio of 27 countyowned properties which ranged in size from 1,482 SF to 43,796 SF of building area.

Village of Oak Park Lisa Shelley
$15,050
201 South Boulevard 708.383.6400
Oak Park, IL 60302
AEI is preparing FCAs in accordance with ASTM E2018-15 on a portfolio of 2 fire stations and 3 water pumping station buildings comprising an area of 32,600 SF. AEI is capturing data in tablets and utilizing KyKloud software in the preparation of the FCA reports and global FCA database. 2019
Kauai County Parks Nancy McMahon
$139, 675
4444 Rice Street - Ste 303
Lihu'e HI 96766
808.241.4288
808.241.6297
2017
City Council 21 – 60 5/3/2022
23 Appendix
ATTACHMENT 3: REFERENCES
List and describe fully the contracts performed by your firm which demonstrate your ability to provide the supplies, equipment or services included in the scope of the proposal specifications.

Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications.

THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.

PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.

City of Bowie, Maryland George Stephanos
$21,400 2017 & 2018
15901 Exalibur Road
Bowie, MD 20716
301.262.6200
AEI prepared Facility Condition Assessments in accordance with ASTM E2018-15 on a portfolio of 18 buildings comprising over 165,000 SF and site work associated with several parks (concession stands, office buildings, vehicle storage and maintenance buildings and the Bowie City Hall.

The Laguna Art Museum Joel Woodward
307 Cliff Drive 301.262.6200
Laguna Beach, CA 92651
$4,400 2020
AEI prepared Facility Condition Assessment/Property Condition Survey on an 18,000 SF art museum and community center . The detailed investigation included the use of specialty system consultants which provided detailed analysis of the following building systems: 1) Building Envelope & Roof; 2) Mechanical, Electrical, Plumbing (MEP) / Fire & Life Safety & 3)Elevator Conveying Systems.

City of Providence
444 Westminster Street
Providence, RI 02903
401.680.8409
Brian Hull
$50,000 2016
AEI completed FCA evaluations for 20 City-owned properties throught Providence. We evaluated the physical condition of each property in order to document the level of repairs necessary to bring the buildings and parcels back to good condition.

City Council 21 – 61 5/3/2022
23 Appendix
ATTACHMENT 3: REFERENCES
List and describe fully the contracts performed by your firm which demonstrate your ability to provide the supplies, equipment or services included in the scope of the proposal specifications.

Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications.

THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.

PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.

AEI’s FCA includes all 50 major buildings and 1,312,835 GSF of space as well as site improvements. In addition to the FCA, AEI is also completing a detailed California scope Accessibility Survey and we’ve also completing Seismic Risk Assessments with design recommendations on select historic buildings.

Northrup Grumman
Marine Systems Steve Winters
408.735.2613
2020 & 2021
401 East Hendy Ave
Sunnyvale, CA 94086
Richalnd County Govt.
$165,000
Jennifer Wladischkin
$25,700 2019
AEI prepared FCAs on three County properties located at Columbia Place Mall. Richland. The purpose of the assessments was to identify safety concerns associated with the real estate assets. 2020 Hampton Street 803.576.2126
Columbia, SC 29204
City Council 21 – 62 5/3/2022
Appendix “G”
City Council 21 – 63 5/3/2022
City Council 21 – 64 5/3/2022
35 NON-LOBBYING CERTIFICATION
The prospective participant certifies, by signing and submitting this bid or proposal, to the best of his or her knowledge and belief, that:
(1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.
(2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure of Lobbying Activities," in conformance with its instructions.

This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code.

Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

The prospective participant also agrees by submitting his or her bid or proposal that he or she shall require that the language of this certification be included in all lower tier subcontracts, which exceed $100,000 and that all such subrecipients shall certify and disclose accordingly.

Signed:

Title:

Firm:

Date:

Executive Vice President
AEI Consultants
4/5/2021
City Council 21 – 65 5/3/2022
36 NON-DISCRIMINATION CERTIFICATION
The undersigned Contractor or corporate officer, during the performance of this contract, certifies as follows:

1. The Contractor shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The Contractor shall take affirmative action to ensure that applicants are employed, and that employees are treated during employment without, regard to their race, color, religion, sex, or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause.

2. The Contractor shall, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin.

3. The Contractor shall send to each labor union or representative of workers with which he/she has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers’ representatives of the Contractor’s commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment.

4. The Contractor shall comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor.

5. The Contractor shall furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his/her books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation, to ascertain compliance with such rules, regulations, and orders.

6. In the event of the Contractor’s non-compliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, the contract may be canceled, terminated, or suspended in whole or in part and the Contractor may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Execution Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulations, or order of the Secretary of Labor, or as otherwise provided by law.

City Council 21 – 66 5/3/2022
37 7. The Contractor shall include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (7) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontract or purchase order as the administering agency may direct as means of enforcing such provisions, including sanctions for noncompliance; provided, however, that in the event the Contractor becomes involved in, or is threatened with, litigation with a subContractor or Contractor as a result of such direction by the administering agency, the Contractor may request that the United States enter into such litigation to protect the interests of the United States.

8. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Stats. 1939, and as amended, no discrimination shall be made in the employment of persons upon public works because of race, religious creed, color, national origin, ancestry, physical handicaps, mental condition, marital status, or sex of such persons, except as provided in Section 1420, and any Contractor of public works violating this Section is subject to all the penalties imposed for a violation of the Chapter.

Signed:

Title:

Firm:

Date:

Executive Vice President
AEI Consultants
4/5/2021
City Council 21 – 67 5/3/2022
Appendix “H”
City Council 21 – 68 5/3/2022

Matthew E. Wasson – Vice President, Capital Planning Services BS – Bachelor of Science, Civil and Environmental Engineering, University of Cincinnati Mr. Wasson has more than 25 years’ experience with engineering and environmental assessments. He has performed thousands of site surveys and directed thousands of due diligence assessments for HUD clients, Federal and State clientele, Higher and Lower Education Institutions, Capital Market entities, and Equity Investors in all 50 states and two United States territories.

Mr. Wasson is knowledgeable with the ASTM Standard Guide for Property Condition Assessments and Phase I Environmental Site Assessments, accessibility standards including UFAS, FHAA, ADA, and Section 504. Mr. Wasson has a thorough understanding of the various site and building components and systems that make up a property, the types of issues that arise, and needs of the clients.

RELEVANT PROJECT EXPERIENCE
· Northrop Grumman Corporation – Directed and managed Facility Condition Assessments and Accessibility Survey at a campus composed of 49, multi-use buildings, some dating from before 1945. Aided Client in developing repair/replacement hierarchy and prioritization schedule. · General Services Administration - Development and implementation of Facility Condition Assessment Program to comply with the GSA Building Engineering Report program evaluating 40 facilities with over 15 million square feet utilizing architectural, engineering, and specialty service personnel.
· University of Alabama – Directed and managed multi-disciplinary team to develop 10-Year forecast of site and building component maintenance and life cycle replacement recommendations as well as accessibility barriers. Included developing inventory of mechanical equipment with bar coding to import into computer maintenance monitoring system. Evaluation scope included over 10 million square feet comprised of 195 structures composed of modern construction, historical buildings, residential high-rise buildings, sports complexes, science institutions, and senior living facilities.
· Arlington County Government, VA – Responsible for designing and implementing a project approach that provided comprehensive facility condition assessments services consisting of evaluating backlog maintenance and costs required to remedy deteriorating conditions, identify near-term needs to maintain standards, and assure the service integrity of aging systems and building components. In addition, established a facility condition baseline for benchmarking and tracking progress, and developing cost estimates and priorities for major repair and replacement projects.

Portfolio consisted of 65 properties which equated to over 1.5 million square feet. · Diocese of Arlington, Arlington VA – Created and implemented an assessment model to identify, evaluate, and prioritize Capital Improvement Projects, Healthy and Safety repairs, and Accessibility deficiencies. The goal of the facility condition assessments was to enable the Diocese to prioritize funding and allow a global view of the condition of the school systems in the Parishes.

City Council 21 – 69 5/3/2022

Joe Sloboda, J.D., IEEE -Vice President - Building Assessments J.D – Law, Pace University School of Law, 1987
B.S. – Mechanical Engineering, Rutgers University, 1984 B.A. – Political Science, Fairleigh Dickinson University, 1984 Mr. Sloboda has experience in the capital planning and asset management industry for the last ten years. Prior to this period Mr. Sloboda has worked extensively in project management and system design in the electrical distribution and transmission fields.

Project experience for Mr. Sloboda includes:
· State of New Mexico – Directed and served as primary reviewer for the Physical Condition Assessment (PCA) survey of all state owned properties for the General Services Department, the project consisted of over 850 buildings, including prisons, offices, medical and various facilities. · New York State School Construction Authority (SCA) – Deputy project manager responsible for operations for the Building Condition Assessment Survey (BCAS), an annual physical condition examination of all properties maintained by the New York City Department of Education including over 1,500 schools and ancillary structures throughout the five boroughs of New York City. Provided capital planning data for the SCA to determine viability of additional school construction and proactive maintenance.
· Town of Hull, Massachusetts – Managed and was primary reviewer for Physical Condition Assessment (PCA) of all municipal properties owned by the town, devised twenty-year capital plan working with city officials to most effectively allocate limited resources.
· State of Vermont – Lead reviewer of statewide building condition survey (BCA) including historic structures and buildings with special conditions. · City of Pittsburg Housing Authority (HACP), PA – Managed and reviewed submittal documents in support of $ 35,000,000 HUD Community Housing Block Grant to successful conclusion.
· Ohio State University – Reviewed electronically collected data for Green Physical Needs Assessment (GPNA) reports for all university buildings providing Green Alternatives and Energy Conservation Measures (ECM) to create an environmentally friendly campus.
· Lee County Hospital Corp. (Florida) – Managed and provided designs for new hospital electrical construction project. Multimillion dollar electrical installation of state of the art electrical system for new 250 bed hospital.

Institute of Electrical and Electronic Engineers
U.S. Green Building Council
National Fire Protection Association – Electrical Section City Council 21 – 70 5/3/2022

Roy Anderson PE – Vice President, Seismic Risk Services University of California, San Diego; BS Structural Engineering 1990 Mr. Anderson currently oversees and manages the Seismic Services Division of AEI’s Building Assessments Department. Responsibilities include Senior Assessment of Seismic Risk Assessment Reports, Conducting Peer Reviews, scheduling, Seismic Retrofit Design, interfacing with Clients, providing outreach and education to Clients and Building Owners.

Mr. Anderson has over 39 years of construction, construction management, structural design, seismic retrofit, capital planning, structural assessment, and commercial due diligence experience. He owned and operated a successful structural design consulting firm for over 14 years.

His project experience includes public infrastructure, public works, and private developments including both residential and commercial projects. He has acted as a regional manager for a national consulting services firm overseeing property and casualty and seismic risk assessment operations in the western states, performing over 2000 Seismic Risk Assessment (Probable Maximum Loss) assessments and reports in the seismically active United States, Europe, and Mexico, over 100 Property Condition Assessments, and over 400 Property Damage Assessments for the insurance industry in 38 states.

Some of his specific areas of expertise include: forensic analysis of architectural and structural damage, seismic assessments of buildings, structural remediation and rehabilitation of properties (URM, Historic, seismic, tornado, hurricane, flood, and fire), and structural design of swimming pools, wood and timber framed structures, structural steel structures, reinforced concrete structures, reinforced masonry structures, and premanufactured light gage steel structures.

Mr. Anderson has experience in the capital planning. Project experience for Mr. Anderson includes:
· Northrup Grumman Corporation – Directed Structural Assessments and served as primary reviewer on industrial assets. Recommendations were prioritized and categorized with regards to impact on ancillary building systems. · Korean Consulate Office – Directed Structural Assessment and served as primary reviewer on various assets.

Professional Engineer, California, Civil 82059
California Licensed General Contractor, B641049, Inactive ATC First Responder Training, California OES Volunteer
Redwood Empire Remodelers Association, Board Member, Past President Appointed to the City of Santa Rosa Board of Building Regulations Appeals, Chairman Committee Member ASTM WK55885 Seismic Risk Assessment of Real Estate Portfolios American Society of Civil Engineers (ASCE)
Structural Engineers Association of Northern California (SEAONC) Earthquake Engineering Research Institute (EERI)
City Council 21 – 71 5/3/2022

Michael Novick, Sr. – Senior Project Manager
B.A School of Environmental Design and Planning, University of Colorado, Boulder 1983 Mr. Novick has 38 years of experience in the design and development of buildings, capital planning, and facility condition assessments. Since 2015, Mr. Novick has been the Sr.

Project Manager within the Building Sciences and Engineering division, Capital Planning Services group of AEI Consultants. Principal responsibilities include leading portfolio assessment teams, managing client relationships, and review of technical reports.

Mr. Novick is knowledgeable with the ASTM Standard Guide for Property Condition Assessments, accessibility standards including UFAS, FHAA, ADA, and Section 504.

Mr. Novick has a thorough understanding of the various site and building components and systems that make up a property, the types of issues that arise, and needs of the clients.

RELEVANT PROJECT EXPERIENCE
· Maryland School for the Blind - Development and implementation of Facility Condition Assessment and Preventative Maintenance Program to comply with the State of Maryland budgeting program requirements, evaluating 13 facilities utilizing architectural, engineering, and specialty service personnel. Responsible for designing and implementing a project approach that provided comprehensive facility condition assessments services consisting of evaluating backlog maintenance and costs required to remedy deteriorating conditions, identify near-term needs to maintain standards, and assure the service integrity of aging systems and building components. · University of Alabama – Managed multi-disciplinary team to develop 10-Year forecast of site and building component maintenance and life cycle replacement recommendations as well as accessibility barriers. Evaluation scope included 10+ MM SF, 195 structures composed of modern construction, historical buildings, residential high-rise buildings, sports complexes, science institutions, and senior living facilities. · Evergreen School District – Managed and directed multi-disciplinary team on portfolio of 18 elementary and middle school campuses of the Evergreen School District as well as the district’s main administrative offices. The portfolio comprises a total building area of over 1.2MM SF.
· City of Columbia, MO – Managed site team in field assessments and preparation of Facility Condition Assessment Reports across 23 municipal buildings including a courthouse, police station and training centers, fire stations, city hall, and office buildings.
· Veterans Administration, Denver – Directed and managed AEI team regarding space management planning and plan verification.

Training/Licenses/Registrations:

Licensed Architect, State of Colorado
Licensed Architect, State of Pennsylvania
Licensed Architect, State of Texas
Member: American Institute of Architects
City Council 21 – 72 5/3/2022

Mahmoud Nazemi – Project Manager
B.A - Architecture, Structural Engineering Minor, University of California, Berkeley, CA Mr. Nazemi provides project management to ensure ASTM compliance and satisfaction of client requirements for Facility Condition Assessments, Property Conditions Assessments, as well as Property Status Reports. Property Condition Assessments include identifying the structural framing, foundations, HVAC systems, MEP systems, roof systems and exterior finishes of a property. As part of the Project Status Reports, Mr. Nazemi observes overall progress of construction sites and interior renovation projects as well as the different building systems over the duration of construction.

RELEVANT PROJECT EXPERIENCE
· Korean Consulate – Field assessment and Facility Condition Assessment Report preparation of project building for the purposes of providing prioritization and budgeting of observed deferred maintenance, and anticipated capital expenditures related to building system and component upkeep. Prioritization included health and safety assessment related to site access and system usage. · Industrial/Manufacturing Portfolio - Field assessment and Property Condition Assessment Report preparation of 1.3 MM SF building for the purposes of providing pre-acquisition budgeting of observed deferred maintenance. · Commercial Office - Field assessment and Property Condition Assessment Report preparation of 1.3 MM SF building for the purposes of providing due diligence report related to financing.
· Multi-family - Field assessment and Property Condition Assessment Report preparation of multiple building containing 500+ dwelling units for the purposes of providing pre-acquisition budgeting of observed deferred maintenance. · Skilled Nursing - Field assessment and Property Condition Assessment Report preparation of multiple building containing 300+ beds for the purposes of providing pre-acquisition budgeting of observed deferred maintenance.

Prior to joining the AEI Building Sciences and Engineering team, Mr. Nazemi spent four years learning how buildings work as a system. His focus was the study and design of steel framed and reinforced concrete framed structures capable of adapting into dynamic architectural forms.

City Council 21 – 73 5/3/2022
Steven Peck – Project Manager
B.S. Mechanical Engineering; University of California, Irvine Mr. Peck provides project management to ensure ASTM compliance and satisfaction of client requirements for Facility Condition Assessments, Property Conditions Assessments, as well as Property Status Reports. Property Condition Assessments include identifying the structural framing, foundations, HVAC systems, MEP systems, roof systems and exterior finishes of a property. As part of the Project Status Reports, Mr. Peck observes overall progress of construction sites and interior renovation projects as well as the different building systems over the duration of construction.

RELEVANT PROJECT EXPERIENCE
· Faith-based – Field assessment and Facility Condition Assessment Report preparation of project buildings for the purposes of providing prioritization and budgeting of observed deferred maintenance, and anticipated capital expenditures related to building system and component upkeep. Prioritization included health and safety assessment related to site access and system usage. · Industrial/Manufacturing Portfolio - Field assessment and Property Condition Assessment Report preparation of 1.3 MM SF building for the purposes of providing flood damage assessment. Building systems were mapped against flood plain elevations and costs of maximum loss were estimated.
· Commercial Office - Field assessment and Property Condition Assessment Report preparation of 350,000 SF building for the purposes of providing pre-acquisition budgeting of observed deferred maintenance. .
· Hospitality - Field assessment and Property Condition Assessment Report preparation of 67-story high-rise building for the purposes of providing pre-acquisition budgeting of observed deferred maintenance.
· Educational - Field assessment and Facility Condition Assessment Report preparation of k-5 school for the purposes of providing budgeting and cost estimated to mitigate deferred maintenance.

Prior to joining AEI Consultants, Mr. Peck performed independent property and casualty insurance audits, property risk assessments, building fire rating surveys and fire protection gradings. In addition, these assessments included assessing property and liability risks and providing recommendations.

City Council 21 – 74 5/3/2022

Jason Santiago, BPI-MFBA – Senior Project Manager
BS – Mechanical Engineering, Santa Clara University
Mr. Santiago has 7 years of experience in the design and development of buildings, capital planning, and facility condition assessments. Since 2019, Mr. Santiago has been the Sr.

Mr. Santiago is knowledgeable with the ASTM Standard Guide for Property Condition Assessments, accessibility standards including UFAS, FHAA, ADA, and Section 504.

Mr. Santiago has a thorough understanding of the various site and building components and systems that make up a property, the types of issues that arise, and needs of the clients.

RELEVANT PROJECT EXPERIENCE
· Northrop Grumman Corporation – Field assessment and completion of Facility Condition Assessment Reports at a campus composed of 49, multi-use buildings, some dating from before 1945. Aided Client in developing repair/replacement hierarchy and prioritization schedule.
· University of Alabama – Mechanical engineering assessment to forecast MEP systems and life cycle replacement recommendations. Evaluation scope included 10+ MM SF, 195 structures composed of modern construction, historical buildings, residential high-rise buildings, sports complexes, science institutions, and senior living facilities.
· Evergreen School District – Managed and directed multi-disciplinary team on portfolio of 18 elementary and middle school campuses of the Evergreen School District as well as the district’s main administrative offices. The portfolio comprises a total building area of over 1.2MM SF.
· City of Columbia, MO – Field assessment and completion of Facility Condition Assessment Reports across 23 municipal buildings including a courthouse, police station and training centers, fire stations, city hall, and office buildings. · Veterans Administration, Denver – Space management planning and plan verification.

Training/Licenses/Registrations:

Multifamily Building Analyst - Building Performance Institute (BPI) City Council 21 – 75 5/3/2022
James Koczera, [email protected], (206) 618-2432
Operations and Reliability Manager, based in New Hampshire Expected Duties: Project Manager and main point of contact for all items, including but not limited to quoting, evaluations, system migrations, implementation, training, continued service, and communications
Qualifications
James (Jamie) attended the University of New Hampshire for Mechanical Engineering. He first worked with M-PET at a food manufacturing facility, Lindt Chocolate, where he completely transitioned all assets, PM’s, inventory, and purchasing processes from one “toptier” CMMS to M-PET. He was the main administrator of the system for 8 years, in which time the productivity and efficiency of the facilities and maintenance department transitioned from a reactive mentality to a preventive/predictive mindset. Also, in that time he created and managed the input of 3,500 assets, 2,500 PM tasks, 8,500 parts in inventory, and many custom reports all culminating in the creation of over 125,000 work orders processed. His job evolved to include development of an in-house integrated solution between their production SCADA information and M-PET that resulted in dynamic real-time condition-based maintenance and Artificial Intelligence (AI). Jamie also worked for a large government contractor, BAE Systems Inc, as a Senior Facilities Engineer. This required Incident Commander assignment, 13 direct reports, and CMMS management. His knowledge and experience in the maintenance and facilities management field allow for setting up the proper processes to link physical assets (maintenance objects and maintenance personnel) to M-PET to maximize efficiency and reliability.

Representative Current / Past Projects
• Lindt & Sprüngli USA, Stratham, NH
• Koch Membrane Systems, Inc., Wilmington, MA
• Boston Centerless, Woburn, MA
• Kayem Foods, Chelsea, MA
• Rhode Island Airport Corporation, Warwick, RI
City Council 21 – 76 5/3/2022
Tom Hamm, [email protected], (619) 921-5845
Vice-president and Co-Owner
Expected Duties: Assistance with all levels of operations Qualifications
Tom Hamm has a Bachelor of Science degree in Mathematics from Bethel College and an extensive background in mini and microcomputer requirements with emphasis in maintenance management applications for manufacturing, facilities, DOT’s and government. System installations and implementation / training on numerous clients with requirements as diverse as earth moving equipment to the Major facility operations. Over the past 20 years he has been deeply involved with providing client specific solutions for advanced automation extensions to existing client CMMS systems, such as handheld computer data gathering and barcode interfaces and the utilization of the newest technology available within the .NET Framework.

Representative Current / Past Projects
• Project manager for Four Winds Group for the County of Kauai, Department of Water for the full implementation of the M-PET® system for their operations and maintenance department. Covered database assets include all equipment, water delivery infrastructure, and customer service delivery for startup and repair. • Project manager for Four Winds Group on the Kauai District DOT Prototype effort for Highway Maintenance Automation. This two-year project is to develop standards for implementation on a state wide basis for the Hawaii Department of Transportation
• Project management for the prototype development for the CMMS for the Massachusetts Central Artery Tunnel (CAT) project. The prototype will lead to a full CMMS implementation with the completed project in the 21st century. • Project manager for Four Winds on their subconsultant role at the Trans Koolau H3 Tunnel on Oahu.
• Database development and technical design manager for Washington State Ferries proposal for CMMS system for 24 boats, 22 terminals and Harbor based LAN system.

City Council 21 – 77 5/3/2022

EXHIBIT C
City Council 21 – 78 5/3/2022

CITY OF SANTA ANA

EXHIBIT C
COMPENSATION – RFP NO.: 21-014
Facility Condition Assessment Payment Schedule
With regards to the Facility Condition Assessment, an invoice for each Project (property) will be issued at the issuance of each DRAFT Letter Report. Invoices will be submitted on a monthly schedule on, or around the 15th of each month. See table below regarding price per project.

Software Payment Schedule
Payment for the initial installation of the CMMS software will be 100% of the proposed cost $66,400.00, prior to installation of the software and training of staff. The $66,400 fee covers One annual Year of the CMMS software. Year One begins after training of the City staff and hand-off of the CMMS software to the City of Santa Ana who will be hosting the software. 2023: Year 2: $6,500.00 – Annual license for 25 users
2024: Year 3: $6,500.00 – Annual license for 25 users
2025: Year 4: $6,500.00 – Annual license for 25 users
2026: Year 5: $6,500.00 – Annual license for 25 users
City Council 21 – 79 5/3/2022
17 Appendix
ATTACHMENT 2: FEE PROPOSAL
Certification - I certify that I have read, understand and agree to the terms and conditions of this Request for Proposals. I have examined the Scope of Services (Appendix:

Attachment 1) and am familiar with the scope of work. I am familiar with all the existing conditions and limitation that may impact work requests. I understand and agree that I am responsible for reporting any errors, omissions or discrepancies to the City for clarification prior to the submission of my proposal.

Proposer Item Price – Pricing shall be based on a unit cost for services described in Scope of Services. Fee must be inclusive of all costs, including but not limited to, direct and indirect costs for labor, overhead, incidental supplies, travel, mileage and fuel. Any special materials will be purchased by the Contractor only after discussed and authorized by City Public Works Agency in writing.

Contractor shall submit additional labor, material and equipment rates along with fee schedule. Contractor’s labor and equipment rate sheet shall list rates for all labor designations, equipment and materials. Specify and estimate any other costs associated with the system.

At the City’s discretions, additional sites may be added or deleted.

Total quotation is to be firm offer for no less than ninety (90) days and will be regarded by the City as bidder's best and final offer.

Note: This contract is subject to prevailing wages.

TO: CITY COUNCIL OF THE CITY OF SANTA ANA
FROM: AEI Consultants
City Council 21 – 80 5/3/2022
18 Name
Year
Built
Approx.

Sq. Ft.

CITY HALL 20 CIVIC CENTER PLAZA 92701 1972 127,302
COUNCIL CHAMBERS 20 CIVIC CENTER PLAZA 92701 1972 8,328 CITY HALL ROSS ANNEX 20 CIVIC CENTER PLAZA 92701 1999 68,823 JEROME PARK REC. CENTER - RECREATION CENTER 2115 W. MCFADDEN ST. 92704 1970 15,932 JEROME PARK BUILDING & POOL - POOL BUILDING 2115 W. MCFADDEN STREET 92704 1969 3,710 JEROME PARK RESTROOM - RESTROOM/CONCESSION 2115 W. MCFADDEN STREET 92704 1990 1,200 SANTA ANITA PARK & POOL - RECREATION BUILDING & POOL 300 S. FIGUEROA 92703 1970 2,770 MAIN LIBRARY 26 CIVIC CENTER PLAZA 92701 1958 39,790
SANTA ANA POLICE ATHLETIC & ACTIVITY LEAGUE 2627 W. MC FADDEN 92704 1970 7,783 LIBRARY - NEWHOPE - LIBRARY 122 N. NEWHOPE STREET 92703 1978 8,987 CORBIN COMMUNITY CENTER - COMMUNITY CENTER 2215 W. MCFADDEN 92704 1973 6,914 SANTA ANA SENIOR CENTER - SENIOR CENTER 424 W. 3RD STREET 92701 1976 9,447 TRANSPORTATION CENTER 1000 E SANTA ANA BLVD 92701 1983 42,259 TRAIN DEPOT PARKING STRUCTURE 625 NORTH SANTIAGO ST 92701 1999 105,618 SOUTHWEST SENIOR CENTER - CORBIN SENIOR CITIZEN 2207 W. MCFADDEN STREET 92704 1989 10,264 CITY YARD - ADMINISTRATION BUILDING 220 S. DAISY STREET 92703 1991 26,690 CITY YARD - SHOPS BUILDING 215 S. CENTER STREET 92703 1991 15,648 CITY YARD - FLEET SERVICES BUILDING 215 S. CENTER STREET 92703 1991 40,240 CITY YARD - ROADWAY/STREETS BUILDING 215 S. CENTER STREET 92703 1991 2,054 CITY YARD - GUARD HOUSE 215 S. CENTER STREET 92703 1991 136 CITY YARD - WASH/FUEL ISLAND 215 S. CENTER STREET 92703 1991 5,810 CITY YARD - MAINTENANCE/CARPENTER BLD 215 S. CENTER STREET 92703 1991 1,350 CITY YARD - HMS BUILDING 215 S. CENTER STREET 92703 1991 1,280 CITY YARD - WAREHOUSE 215 S. CENTER STREET 92703 1991 17,831 CITY YARD - COVERED PARKING A 215 S. CENTER STREET 92703 1991 6,720 CITY YARD - COVERED PARKING B 215 S. CENTER STREET 92703 1991 5,100 CITY YARD - COVERED PARKING C 215 S. CENTER STREET 92703 1991 4,144 CITY YARD - COVERED PARKING D 215 S. CENTER STREET 92703 1991 18,176 POLICE ADMINISTRATION 60/62 CIVIC CENTER PLAZA 92703 1996 240,000 JAIL FACILITY 62 CIVIC CENTER PLAZA 92703 1996 160,000
GROUP 1 PRICING: CORE FCA PROPOSAL
ATTACHMENT 2-A
Address
City Council 21 – 81 5/3/2022
19 Name
Year
Built
Approx.

Sq. Ft.

RIVERVIEW PARK - CONCESSION STAND 1817 W. 21ST STREET 92706 1982 441 BIRCH PARK - BIRCH PARK PAVILLION 210 B. BIRCH STREET 92701 1984 6,480 CABRILLO PARK - RESTROOM/CONCESSION - RESTROOMCONCESSION 1820 E. FRUIT STREET 92701 1966 1,101 CABRILLO TENNIS CENTER - CABRILLO PARK TENNIS OFC. 800 CABILLO PARK DRIVE92701 1990 1,374

CESAR CHAVEZ CAMPESINO PARK RESTROOM - RESTROOM
BUILDING 3311 W. 5TH STREET 92703 1969 684
EDNA PARK RESTROOM - RESTROOM 2140 W. EDNA STREET 92706 1979 374 EL SALVADOR PARK REC. CTR & POOL - RECREATION BUILDING 1825 W. CIVIC CTR., DR. 92703 1959 8,504 EL SALVADOR PARK RESTROOM - RESTROOM 1825 W. CIVIC CTR., DR. 92703 1959 900 EL SALVADOR CONCESS. STAND - CONCESSION STAND 1825 W. CIVIC CTR. DR. 92703 1998 339 FISHER PARK CLUBHOUSE 2501 N. FLOWER STREET 92703 1966 567 FISHER PARK RESTROOM 2501 N. FLOWER STREET 92703 1966 219 FISHER PARK STORAGE SHED 2501 N. FLOWER STREET 92703 153

SANTIAGO PARK - LAWN BOWLING CLUBHOUSE - LAWN BOWLING
COMPLEX 2615 N. VALENCIA STREET92706 1990 254
SANTIAGO PARK - LAWN BOWLING CLUBHOUSE 2615 N. VALENCIA STREET92706 1990 3,807 LOGAN PARK CLUBHOUSE 1009 CUSTER STREET 92701 1965 1,380 LILLIE KING PARK - PLAYGROUND EQUIPMENT 500 W. ALTON 92707 1976 806 HERITAGE PARK RESTROOM 4812 W. CAMILE STREET 92707 1962 360 MADISON PARK RESTROOM 1528 STANDARD STREET 92707 1957 1,481 MEMORIAL PARK POOL/LCKRS. - POOL/LOCKER BUILDING 2102 S. FLOWER STREET 92707 1955 5,701 MEMORIAL PARK RESTROOM 2102 S. FLOWER STREET 92707 1979 810 MEMORIAL PARK - CONCESSION STAND 2102 S. FLOWER STREET 92707 1979 1,210 MEMORIAL PARK BANDSTAND - MEMORIAL PARK BANDSTAND 2102 S. FLOWER STREET 92707 1961 975 MEMORIAL PARK EQUIP. SHED - EQUIPMENT SHEDS (4) 2102 S. FLOWER STREET 92707 1976 984 PRENTICE PARK / ZOO - GIFT SHOP 1801 E. CHESTNUT 92703 1988 3,231

PRENTICE PARK / ZOO - PRENTICE PARK / ZOO - HOLDING
FACILITY 1801 E. CHESTNUT 92703 1969 700
PRENTICE PARK / ZOO - OFFICE BLDG ANNEX 1801 E. CHESTNUT 92703 1987 1,877 PRENTICE PARK / ZOO - RESTROOMS 1801 E. CHESTNUT 92703 1987 400 PRENTICE PARK / ZOO - STORAGE SHED 1801 E. CHESTNUT 92703 1960 400 PRENTICE PARK / ZOO - OLD COMMISSARY BLDG 1801 E. CHESTNUT 92703 1973 228 PRENTICE PARK / ZOO - JUNGLE HUT 1801 E. CHESTNUT 92703 2006 1,213 PRENTICE PARK / ZOO - STORAGE BLDG "T" 1801 E. CHESTNUT 92701 341 PRENTICE PARK / ZOO - COMMISSARY BLDG 1801 E. CHESTNUT 92703 1973 1,400 PRENTICE PARK / ZOO - STORAGE BLDG "U" 1801 E. CHESTNUT 92703 1960 101 PRENTICE PARK / ZOO - AMAZON EDGE 1801 E. CHESTNUT 92703 1995 1,310 PRENTICE PARK / ZOO-AVIARY - BIRD AVIARY 1801 E. CHESTNUT 92703 1995 9,000 PRENTICE PARK / ZOO - AMPHITHEATER 1801 E. CHESTNUT 92703 1999 3,300 PRENTICE PARK / ZOO - QUARANTINE BLDG. 1801 E. CHESTNUT 92703 2000 1,008 PRENTICE PARK / ZOO - ZOO TRAIN DEPOT 1801 E. CHESTNUT 92703 2000 4,492 PRENTICE PARK / ZOO - VETERINARY TRAILER 1801 E. CHESTNUT 92703 1978 2,400 PRENTICE PARK / ZOO - AMINAL DISECTING 1801 E. CHESTNUT 92703 2006 642

PRENTICE PARK ZOO-CREAN'S CHILDREN'S ZOO - CHILDREN'S
BARN 1801 E CHESTNUT 92703 2004 2,735
PRENTICE PARK ZOO-CREAN'S CHILDREN'S ZOO - RABBIT HOUSE 1801 E CHESTNUT 92703 2004 154 PRENTICE PARK ZOO-CREAN'S CHILDREN'S ZOO - DUCK HOUSE 1801 E CHESTNUT 92703 2004 154 PRENTICE PARK ZOO-CREAN'S CHILDREN'S ZOO - FOWL HOUSE 1801 E CHESTNUT 92703 2004 384

PRENTICE PARK ZOO-CREAN'S CHILDREN'S ZOO - GOAT/SHEEP
HOUSE 1801 E CHESTNUT 92703 2004 384
Address
ATTACHMENT 2-B
GROUP 2 PRICING
City Council 21 – 82 5/3/2022
20 Name
Year
Built
Approx.

Sq. Ft.

PRENTICE PARK ZOO-CREAN'S CHILDREN'S ZOO - "CARRIAGE
HOUSE" 1801 E CHESTNUT 92703 2004 1,602

PRENTICE PARK ZOO-CREAN'S CHILDREN'S ZOO - RR
EDUCATION STATION 1801 E CHESTNUT 92703 2006 576
PRENTICE PARK ZOO-CREAN'S CHILDREN'S ZOO - PONY BARN 1801 E CHESTNUT 92703 2006 432 PRENTICE PARK ZOO-CREAN'S CHILDREN'S ZOO - "FEED
STORAGE/EDUCATION ANIMAL HOLDING BLDG 1801 E CHESTNUT 92703 2006 973

ZOO CARE & QUARANTINE FACILITY - CARE & QUARANTINE
FACILITY 1801 EAST CHESTNUT 92701 2016 480
PORTOLA PARK - RESTROOM 1700 E. SANTA CLARA 92706 1966 606 PORTOLA PARK - STORAGE SHED 1700 E. SANTA CLARA ST.92706 1966 189 ROSITA PARK - RESTROOM (NEW) 706 N. NEWHOPE 92703 1968 428 ROSITA PARK - CONCESSION STAND 706 N. NEWHOPE STREET92703 1995 756 ALBERT D. SALGADO RECREATION CENTER - GYMNASIUM /
CENTER 706 N. NEWHOPE ST. 92703 1995 19,069
ROSITA PARK - PARK MAINTENANCE BUILDING 706 N. NEWHOPE 92703 1995 400 SANTIAGO PARK - LOG CABIN 2535 N. MAIN 92705 1967 1,201 SANTIAGO PARK - RESTROOM AT LOG CABIN 2535 N. MAIN STREET 92705 1970 818 SANTIAGO PARK - STORAGE SHED 2535 N. MAIN STREET 92705 1964 576 SANTIAGO PARK - RESTROOM AT TENNIS COURT 2535 N. MAIN ST. 92705 1964 245 SANTIAGO DAY CAMP - ARCHERY BUILDING 751 MEMORY LANE 92706 1964 294

SANTIAGO PARK WILDLIFE & WATERSHED CENTER -
INTERPRETIVE FACILITY (TO BE BUILT IN 2007) 751 MEMORY LANE 92706 2007 1,000 ADAMS PARK - RESTROOM/CONCESSION BLDG 2302 S. RAITT 92704 1959 1,481 CENTENNIAL PARK - MAINTENANCE SHOP 3000 W. EDINGER 92704 1958 1,680 CENTENNIAL PARK - RESTROOMS (4) 3000 W. EDINGER STREET92704 1970 821 CENTENNIAL PARK - GAZEBOS (8) 3000 W. EDINGER STREET92704 1979 4,608 CENTENNIAL PARK - RESTROOMS (2) 3000 W. EDINGER STREET92704 1992 2,389 CENTENNIAL PARK - SKATEBOARD PARK 3000 W. EDINGER STREET92704 2002 22,000 DELHI PARK - RESTROOM 2314 HALLADAY 92707 1970 159
1ST AND FLOWER TENNIS CENTER - RESTROOMS 821 W. WALNUT 92701 266 ANGELS COMMUNITY PARK - RESTROOM 914 W. 3RD 92701 1973 296 SANDPOINTE PARK - RESTROOM / OFFICE BUILDINGS 3700 S. BIRCH 92707 1970 1,210 CARL THORNTON PARK - RESTROOM & CONCESSION 1801 W. SEGERSTROM 92704 1975 1,386 CARL THORNTON PARK - PICNIC SHELTER 1801 W. SEGERSTROM 92704 1998 900 WINDSOR PARK - RESTROOM 2915 W. LA VERNE 92704 1961 1,144 WINDSOR PARK - STORAGE SHED 2915 W. LA VERNE STREET92704 120 MUNICIPLE STADIUM - LOCKER ROOM 602 N. FLOWER STREET 92703 1994 5,600 MUNICIPLE STADIUM - CONCESSION STAND 602 N. FLOWER STREET 92703 1975 1,568 CENTENNIAL TRAINING CENTER 3006 CENTENNIAL WAY 92704 2006 5,376 Address
ATTACHMENT 2-B
GROUP 2 PRICING
City Council 21 – 83 5/3/2022
21 Name
Year
Built
Approx.

Sq. Ft.

IZAAK WALTON BUILDING - SM OFFICE 1714 W SANTA CLARA AVE92706 1957 1,500 6MG GARTHE RESERVOIR / PUMP STATION 2401 N. BRISTOL STREET92706 1994 2,244 5MG WALNUT RESERVOIR / PUMP STATION 723 W. WALNUT STREET 92706 1929 2,424 SA WATER PROPERTIES - CAMBRIDGE RESERVOIR 2736 N. CAMBRIDGE STREET 92705 1967 103 SA WATER PROPERTIES - EAST RESERVOIR - UTILITY BUILDING 1730 S. SANTA FE 92705 1969 270 5MG SOUTH RESERVOIR / PUMP STATION 1615 W. ALTON AVE. 92704 1974 3,366 SA WATER PROPERTIES - WELL NO. 34 - DEEP WELL 1615 W. ALTON AVE. 92706 1990 1,360 SA WATER PROPERTIES - WEST RESERVOIR - WEST RESERVOIR 4404 W. 1ST STREET 92704 1962 63 SA WATER PROPERTIES - WELL NO. 33 - DEEP WELL 921 W. WALNUT STREET 92703 1986 798 6 MG CROOKE RESERVOIR / PUMP STATION 730 E MEMORY LN 92705 1979 1,650 SA WATER PROPERTIES - WELL NO. 31 - DEEP WELL 1815 E CHESTNUT ST 92701 1985 800 SA WATER PROPERTIES - WELL NO. 32 - DEEP WELL 2801 N WESTWOOD 92706 1956 340 SA WATER PROPERTIES - WELL NO. 18 - UTILITY BUILDING 2401 N. BRISTOL STREET92705 1956 144 SA WATER PROPERTIES - WELL NO. 27 - UTILITY BLDG 720 E. OWENS 92705 1978 540 SA WATER PROPERTIES - WELL NO. 28 - UTILITY BUILDING 720 E. OWENS 92705 1978 540 SA WATER PROPERTIES - MWD CONNECTION SA-1 BLDG. & - CONNECT TO MWD PIPELINE 2315 N BRISTOL 92706 2002 1,376
SA WATER PROPERTIES - MWD CONNECT SA 2 - WATER PIPELINE FIRST & FLOWER 92707 1947 78 SA WATER PROPERTIES - MWD CONNECT SA 4 - WATER PIPELINE 1299 W WARNER AVE 92707 1951 84 SA WATER PROPERTIES - MWD CONNECT SA 5 - WATER PIPELINE BRISTOL & ALTON STS 92707 1958 127 SA WATER PROPERTIES - MWD CONNECT SA 6 - WATER PIPELINE 2301 N TUSTIN AVE 92705 1963 245

SA WATER PROPERTIES - MAXINE SEWER LIFT STATION - SEWER LIFT STATION MCFADDEN & MAXINE 92707 1990 113

SA WATER PROPERTIES - SEGERSTROM SEWER LIFT - SEWER LIFT STATION 2903 S BRISTOL ST 92707 1990 113
SA WATER PROPERTIES - WELL NO. 36 - DEEP WELL 2410 N. BRISTOL ST. 92707 1988 816 SA WATER PROPERTIES - MWD CONNECTION SA-3 - CONNECTION TO MWD PIPELINE 1300 W MCFADDEN AVE 92703 1944 85
SA WATER PROPERTIES - WELL NO. 35 - DEEP WELL 1718 SYDNEY PLACE 92706 1994 1,113 SA WATER PROPERTIES - WELL NO. 37 - DEEP WELL 2007 W MCFADDEN AVE 92704 1994 1,429

SA WATER PROPERTIES - FIRST STREET STORM DRAIN - PUMP
STATION/UTILITY BLDG. 1ST & SANTA FE STREET92701 1963 80 SA WATER PROPERTIES - PRESSURE VAULT 1668 E 4TH ST 92701 1991 120 SA WATER PROPERTIES - PRESSURE VAULT 1345 3/4 N. GRAND AVE 92701 1992 168 SA WATER PROPERTIES - PRESSURE VAULT 399 3/4 E 17TH ST 92706 1992 120 SA WATER PROPERTIES - PRESSURE VAULT 501 3/4 W MEMORY LANE92706 1992 112 SA WATER PROPERTIES - WELL NO 40 - DEEP WELL MABURY AND FRUIT ST 92701 2007 1,256 SA WATER PROPERTIES - WELL NO. 41 - DEEP WELL WITH ATTACHED OFFICE SPACE SIXTH AND FLOWER ST 92703 2007 1,732
Address
ATTACHMENT 2-C
GROUP 3 PRICING
City Council 21 – 84 5/3/2022
22 Note: This contract is subject to prevailing wages.

PRICING SUMMARY
ATTACHMENT 2-A $
ATTACHMENT 2-B $
ATTACHMENT 2-C $
ATTACHMENT 2-D $
TOTAL $
COMPLETE LEGAL NAME OF COMPANY TAXPAYER I.D. NO.

BUSINESS ADDRESS STREET CITY/STATE ZIP CODE
X

SIGNATURE OF AUTHORIZED AGENT NAME (PRINT) TITLE

EMAIL ADDRESS PHONE NUMBER

CSLB NUMBER
All Environment, Inc dba AEI Consultants
2207 W. 190th Street Torrance, CA 90504
Douglas A. Olson Executive Vice President
[email protected] 617.319.5711
654919
78,793
39,927
27,233
13,549
159,502
68-0269965
N/A

DIR REGISTRATION NUMBER
(For all FCA Services as required by Scope of Work minus QR Tagging of Equipment) (includes ALL expenses)
City Council 21 – 85 5/3/2022
22 Note: This contract is subject to prevailing wages.

ATTACHMENT 2-A $
ATTACHMENT 2-B $
ATTACHMENT 2-C $
ATTACHMENT 2-D $
TOTAL $
COMPLETE LEGAL NAME OF COMPANY TAXPAYER I.D. NO.

BUSINESS ADDRESS STREET CITY/STATE ZIP CODE
X

SIGNATURE OF AUTHORIZED AGENT NAME (PRINT) TITLE

EMAIL ADDRESS PHONE NUMBER

CSLB NUMBER
All Environment, Inc dba AEI Consultants
2207 W. 190th Street Torrance, CA 90504
Douglas A. Olson Executive Vice President
[email protected] 617.319.5711
654919
21,573
5,407
5,371
1,585
33,936
68-0269965
N/A

DIR REGISTRATION NUMBER

PRICING SUMMARY
(OPTIONAL QR Tagging of Equipment)
(includes ALL expenses)
City Council 21 – 86 5/3/2022
22 Note: This contract is subject to prevailing wages.

ATTACHMENT 2-A $
ATTACHMENT 2-B $
ATTACHMENT 2-C $
ATTACHMENT 2-D $
TOTAL $
COMPLETE LEGAL NAME OF COMPANY TAXPAYER I.D. NO.

BUSINESS ADDRESS STREET CITY/STATE ZIP CODE
X

SIGNATURE OF AUTHORIZED AGENT NAME (PRINT) TITLE

EMAIL ADDRESS PHONE NUMBER

CSLB NUMBER
All Environment, Inc dba AEI Consultants
2207 W. 190th Street Torrance, CA 90504
Matthew E. Wasson Vice President
[email protected] 740.363.0717
654919
66,400.00

0.00 0.00

0.00 66,400.00
68-0269965
N/A

DIR REGISTRATION NUMBER

PRICING SUMMARY
CMMS software provided by Four Winds Group hosted on City servers, 25 users. Inclusive of training. $6,500/Yr, - 2023 - 2027
and $6,500/Yr 2023-2007
and $6,500/Yr 2023-2007
City Council 21 – 87 5/3/2022
City Council 21 – 88 5/3/2022
City Council 21 – 89 5/3/2022
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City Council 21 – 91 5/3/2022
City Council 21 – 92 5/3/2022
Public Works Agency
www.santa-ana.org/pw
Item # 22
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
May 3, 2022
TOPIC: Agreements for On-Call Demolition Services

AGENDA TITLE
Approve Agreements with J&G Industries, Inc., Macro Z Technology Co., Interior Demolition, Inc., and American Wrecking, Inc. for On-Call Demolition Services for a Total Amount not to Exceed $2,000,000 for up to a Five-Year Term (Non-General Fund)

RECOMMENDED ACTION
Authorize the City Manager to execute agreements with J&G Industries, Inc., Macro Z Technology Co., Interior Demolition, Inc., and American Wrecking, Inc. to provide on-call demolition services, for a shared aggregate amount not to exceed $2,000,000 for a threeyear term beginning May 3, 2022 and expiring April 14, 2025, with provisions for two, oneyear extensions, subject non-substantive changes approved by the City Manager and City Attorney.

DISCUSSION
During the last two years, the increase of property acquisitions for street improvements has exhausted the demolition contracts the City has in place. The City has received renewed funding for right-of-way activities, which includes demolition costs for three segments of the Bristol Street Improvement Project. Approval of this recommended action will provide continuity in proceeding with demolition services after property acquisition. On-call agreements are most appropriate, considering the unknown timing and exact scope of services needed for each project.

On January 13, 2022, the Public Works Agency released Request for Proposals (RFP) No. 22-007, by which it sought the services of a qualified firm to provide demolition services for the City. The RFP was advertised on the City’s online procurement management and publication system, with proposals due on February 9, 2022. Eight proposals were received and evaluated by a selection committee. Based on criteria outlined in the RFP, the following are the firms’ rankings:

City Council 22 – 1 5/3/2022
Agreements for On-Call Demolition Services
May 3, 2022

Page 2 ends

Firm City Rank
J&G Industries, Inc. Fountain Valley 1
Macro Z Technology Co. Santa Ana 2
Interior Demolition, Inc. Montrose 3
American Wrecking, Inc. El Monte 4
Resource Environmental Inc Cerritos 5
Unlimited Environmental Inc Long Beach 6
Abajian Enterprise Santa Ana 7
AD Improvements Downey 8
Staff recommends awarding on-call agreements to the four top-ranked firms: J&G Industries, Inc., Interior Demolition, Inc., Macro Z Technology Co., and American Wrecking, Inc. Inc. to provide demolition services on an as-needed basis (Exhibits 1-4).

Their proposals demonstrated the firms have the necessary capacity and expertise to complete the required services. The firms’ rates are reasonable and within industry standard, the teams’ qualifications are appropriate, and the proposals were determined to provide the best value for the City.

ENVIRONMENTAL IMPACT
There is no environmental impact associated with the action.

FISCAL IMPACT
The following table summarizes the projects with funds budgeted and available for expenditure for demolition services to be provided by the agreements.

Any unused agreement amounts may be utilized by projects not listed above by following the established on-call services process during the FY 2021-22 and for the remaining Fiscal
Year
Accounting Unit -
Account No.
(Project No.)
Fund
Description
Accounting Unit -
Account
No. Description
Amount
2021-22 03217663-66220
(18-6901)
Measure M
Street
Construction
Measure M2
Competitive Street,
Improvements Other
Than Building
$400,000
2021-22 05917661-66220
(11-6741)
Measure M
Street
Construction
Measure M2
Competitive Street,
Improvements Other
Than Building
$130,000
2021-22 Various
(Unassigned)
Various
(Unassigned)
Future RRNTP-
(Unassigned) $1,470,0000
Total $2,000,000
City Council 22 – 2 5/3/2022
Agreements for On-Call Demolition Services
May 3, 2022

Page 3 ends

agreement term. Unspent balances authorized above will be carried forward for expenditure within future Fiscal Years within the contractual terms of the agreement.

Prior to utilizing the on-call services for task orders with unassigned project activities above, and outside of CIP Operating Account Number 08617613-62300 for Contractual Services-Professional, staff must receive Finance and Management Services Agency approval of funding to be used to ensure funds are available within the authorization and aggregate limit of these agreements. Upon successful completion of the fiscal review, a corresponding Notice to Proceed containing the specific scope and maximum expenditure for the task order will be issued to a contractor.

EXHIBIT(S)

1. Agreement with J&G Industries, Inc.

2. Agreement with Macro Z Technology Co.

3. Agreement with Interior Demolition, Inc.

4. Agreement with American Wrecking, Inc.

Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Kristine Ridge, City Manager
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AGREEMENT WITH AMERICAN WRECKING, INC., TO PROVIDE ON-CALL

DEMOLITION SERVICES FOR THE CITY OF SANTA ANA
THIS AGREEMENT is made and entered into on this 3
rd day of May, 2022 by and between American
Wrecking, Inc., a California corporation (“Contractor”), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (“City”).

RECITALS
A. On January 13, 2022, the City issued Request for Proposal No. 22-007, by which it sought a qualified contractor to provide on-call demolition services for the City’s Public Works Agency.

B. Contractor submitted a responsive proposal that was among those selected by the City. Contractor represents that it is able and willing to provide the services described in the scope of work that was included in RFP 22-007.

C. In undertaking the performance of this Agreement, Contractor represents that it is knowledgeable in its field and that any services performed by Contractor under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field.

NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows:

1. SCOPE OF SERVICES
On an on-call basis, and at the City’s sole discretion, Contractor shall perform the services described in the scope of work that was included in RFP No. 22-007, which is attached as Exhibit A, and as more specifically delineated in Contractor’s proposal, which is attached as Exhibit B and incorporated in full.

2. COMPENSATION
a. City neither warrants nor guarantees any minimum or maximum compensation to Contractor under this Agreement. Contractor shall be paid only for actual services performed under this Agreement at the rates and charges identified in Exhibit C. Contractor is one of four (4) contractors selected to provide demolition services on an on-call basis under RFP 22-007. The total compensation for these services provided by all such contractors selected under RFP 22-007 shall not exceed the shared aggregate amount of Two Million Dollars and Zero Cents ($2,000,000) during the term of the Agreement, including any extension periods. b. Payment by City shall be made within 45 days (forty-five) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City.

DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65 City Council 22 – 146 5/3/2022

3. TERM
This Agreement shall commence on the date first written above and terminate on April 14, 2025, unless terminated earlier in accordance with Section 16, below. The term of this Agreement may be extended for two (2) one-year periods upon a writing executed by the City Manager and City Attorney.

4. PREVAILING WAGES
Contractor is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., (“Prevailing Wage Laws”), which require the payment of prevailing wage rates and the performance of other requirements on “public works” and “maintenance” projects. If the services being performed are part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, and the total compensation is $1,000 or more, Contractor agrees to fully comply with such Prevailing Wage Laws.

Contractor shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws.

5. INDEPENDENT CONTRACTOR
Contractor shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Contractor performs the services which are the subject matter of this Agreement; however, the services to be provided by Contractor shall be provided in a manner consistent with all applicable standards and regulations governing such services. Contractor shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes.

6. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Contractor under this Agreement (“Documents & Data”). Contractor shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Contractor represents and warrants that Contractor has the legal right to license any and all Documents & Data. Contractor makes no such representation and warranty in regard to Documents & Data which were provided to Contractor by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City’s sole risk.

DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65 City Council 22 – 147 5/3/2022

7. INSURANCE
Prior to undertaking performance of work under this Agreement, Contractor shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below:
a. Minimum Scope and Limit of Insurance

1. Commercial General Liability (CGL): Insurance Services Office 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: ISO Form Number CA 00 01 covering any auto (Code 1), or if Contractor has no owned autos, hired, (Code 8) and nonowned autos (Code 9), with a limit no less than $1,000,000 per accident for bodily injury and property damage.

4. Professional Liability: if Contractor is or employs a licensed professional such as an architect or engineer: Professional liability (errors and omissions) insurance, with a combined single limit of not less than $2,000,000 per claim with $2,000,000 in the aggregate.

5. Broader Coverage: if Contractor maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or the higher limits maintained by the Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City. b. Other Insurance Provisions

1. Additional Insured Status: The City, 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. 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 11 85 or if not available, through the addition of both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 if a later edition is used).

DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65 City Council 22 – 148 5/3/2022

2. Primary Coverage: For any claims related to this contract, the Contractor’s insurance coverage shall be primary coverage at least as broad as ISO CG 20 01 04 13 as respects the City, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of the Contractor’s insurance and shall not contribute with it.

3. Notice of Cancellation: Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to the City.

Contractor agrees to obtain any endorsement that may be necessary to affect this waiverof subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.

5. Self-Insured Retentions: Self-insured retentions must be declared to and approved by the City. The City may require theContractor to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense 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 City.

6. Acceptability of Insurers: Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best’srating of no less than A:VII, unless otherwise acceptable to the City.

7. Claims Made Policies (applicable only to professional liability):
i. The Retroactive Date must be shown, and must be before the date of the contract or the beginning of contract work.
ii. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work.
iii. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Contractor must purchase “extended reporting” coverage for a minimum of five (5) years after completion of work.

DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65 City Council 22 – 149 5/3/2022

8. Verification of Coverage: Contractor shall furnish the City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage requiredby this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing allpolicy endorsements to City before work begins.

However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them.

TheCityreservesthe right to require complete, certified copies of allrequired insurance policies,including endorsements required by these specifications, at any time.

9. Subcontractors: Contractor shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Contractor shall ensure that City is an additional insured on insurance required from subcontractors.

10. Special Risks or Circumstances: City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.

8. INDEMNIFICATION
Contractor agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Contractor, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Contractor further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Contractor’s services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor.

9. INTELLECTUAL PROPERTY INDEMNIFICATION
Contractor shall defend and indemnify the City, its officers, agents, representatives, and employees DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65 City Council 22 – 150 5/3/2022
against any and all liability, including costs, for infringement of any United States’ letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Contractor to the City pursuant to this Agreement.

10. RECORDS
Contractor shall keep records and invoices in connection with the work to be performed under this Agreement. Contractor shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Contractor under this Agreement. All such records and invoices shall be clearly identifiable. Contractor shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Contractor shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Contractor under this Agreement.

11. CONFIDENTIALITY
If Contractor receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Contractor agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. “Confidential Information” shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Contractor disclosed in a publicly available source; (c) is in rightful possession of the Contractor without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Contractor without reference to information disclosed by the City.

12. CONFLICT OF INTEREST CLAUSE
Contractor covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement.

13. NON-DISCRIMINATION
Contractor shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement. Contractor affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations.

DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65 City Council 22 – 151 5/3/2022

14. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and Contractor, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail.

This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Contractor. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Contractor or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein.

15. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Contractor, Contractor may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City’s ability to have any of the services which are the subject to this Agreement performed by City personnel or by other contractors retained by City.

16. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of termination.

In such event, Contractor shall be entitled to receive and the City shall pay Contractor compensation for all services performed by Contractor prior to receipt of such notice of termination, subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Contractor to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Contractor consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement.

DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65 City Council 22 – 152 5/3/2022

19. PROFESSIONAL LICENSES
Contractor shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Contractor shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement.

To City:

Clerk of the City Council
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Fax: 714- 647-6956
With courtesy copies to:

Nabil Saba
Executive Director, Public Works Agency
DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65 City Council 22 – 153 5/3/2022
City of Santa Ana
20 Civic Center Plaza (M-21)
P.O. Box 1988
Santa Ana, California 92702
Fax: 714-647-5635
To Contractor:

Carlos Galaviz, President
American Wrecking, Inc.
2459 Lee Avenue
El Monte, CA 91733
A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded.

IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written.

ATTEST: CITY OF SANTA ANA
Daisy Gomez Kristine Ridge
Clerk of the Council City Manager
APPROVED AS TO FORM: AMERICAN WRECKING, INC.:

SONIA R. CARVALHO
City Attorney
By:

Brandon Salvatierra Carlos Galaviz
Deputy City Attorney President
RECOMMENDED FOR APPROVAL:

Nabil Saba
Executive Director
Public Works Agency
DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65 City Council 22 – 154 5/3/2022

EXHIBIT A
DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65 City Council 22 – 155 5/3/2022
Appendix
ATTACHMENT 1: SCOPE OF WORK

SCOPE OF WORK
Introduction and Background:

The City of Santa Ana is issuing this Request for Proposals (RFP) to seek a qualified Demolition contractor(s) to provide demolition, including asbestos abatement and hazardous materials removals, services for the City of Santa Ana on an as-needed basis. From the proposals received, it is the City’s goal to select one or more firms to enter into agreement(s). Approximately 30 residential and commercial properties along Warner Avenue, Fairview Avenue and Bristol Street will need to be demolished by early of 2023. The total demolition services needed for this On-call contract(s) is valued at approximately $2,000,000. The total amount to be expended shall be shared among all contractors selected for award to provide these services.

Scope of Services:

Contractor is responsible for the payment of all applicable permits required to conduct the below scope of services. The On-Call contractor shall respond with a task order quote within 5 working days of receiving the request for a task order quote. Selection of a contractor to perform each task order shall consider past work completion performance.

Demolition:

Contractor is responsible for demolishing and disposal/recycling of all improvements, including but not limited to: foundations and footings, slabs, basement, detached garage, landscaping, fencing, walls trees and all miscellaneous to clear site complete. Contractor is also responsible for grading the parcel for drainage, importing and exporting fill dirt or aggregate base as needed, capping all water and sewer lines, and compacting to 90% density. Prior to submitting all on-call proposals, the Contractor shall visit the subject project site (including coordinating with the City for access inside the building) and obtain any necessary as-builts to define an appropriate scope of work.

All work is to be done in accordance with all applicable federal, state and local regulations, standards and codes governing demolition and any other trade work done in conjunction with the demolition. Copies of all demolition permits, water and sewer cap inspection approval and a letter of completion should be submitted for City’s files prior to the Contractor receiving payment.

The Contractor shall supply all necessary labor, materials, services, insurance, permits, and equipment to carry out the work in accordance with all applicable federal, state, and local regulations. The Contractor at all times shall keep the Project site free from accumulation of waste materials or rubbish caused by the Contractor’s operations. At the completion of each trade of the work, and at final completion prior to contractor submitting the final invoice, Contractor shall remove all waste materials, and rubbish from and about the project as well as tools, construction equipment, machinery, and surplus materials.

DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65 City Council 22 – 156 5/3/2022
Contractor shall hand deliver a City provided work notice letter to adjacent resident owners at least one week prior to the demolition work.

Asbestos Abatement:

The work described herein consists of removal and disposal of ALL asbestos containing materials (ACM-friable or nonfriable) and subsequent cleaning of the sites in accordance with all applicable federal, state and local regulations, standards and codes governing asbestos and any other trade work done in conjunction with the abatement. Results of any testing that identify asbestos containing materials will be provided by the City. It is the responsibility of the Contractor to determine if any additional asbestos removal is required in addition to the surveys.

Copies of all notifications must be submitted to City including, abatement contractor’s license, map and/or clear documentation specifying asbestos containing materials abated; completed waste manifests; and a completion letter indicating that all asbestos containing materials from these properties have been abated and properties are ready to be demolished.

Lead Removal:

The Contractor shall take all necessary precautions and follow all Occupational Safety & Health Administration (OSHA’)s guidelines required in the handling of lead contained materials if any are detected. Please refer to the Lead Hazard Evaluation Report which will be provided to the Contractor prior to on-call bid.

Rat and/or Vermin Abatement:

Contractor, prior to performing demolition, is responsible for providing rat and/or vermin abatement.

As part of the demolition completion package, written certification will be provided to the City, stating that such work was performed, and that the structures were free of infestation prior to the demolition taking place.

Erosion Control:

Contractor shall prepare erosion and sediment control plan immediately after award of the contract for the approval of the Engineer. The plan shall be prepared per the applicable guidelines described in the latest version of the Orange County Program Construction Runoff Guidance Manual (http://ocwatersheds.com/documents/bmp/constructionactivities). The Contractor shall submit the plans for review and shall make the necessary revisions to the plans as directed by the City. The plans shall be prepared by a Civil Engineer licensed in the State of California. The City may waive the requirement of licensed Civil Engineer if the Contractor can satisfactorily prove to the City that the person preparing the erosion control plan is qualified in the field of erosion control.

The Contractor shall keep a copy of the erosion control plan on-site for the duration of the contract and shall provide all necessary control devices to implement all necessary measures as shown on the plan. The erosion control plan shall remain in effect until approval to remove is granted by the City.

DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65 City Council 22 – 157 5/3/2022
All erosion control materials shall be available on-site and stockpiled at a convenient location to facilitate rapid construction of temporary devices when rain is eminent.

Fee Proposal
Contractor shall submit a fee proposal as described below in a sealed fee envelope. This fee proposal shall be based on ON-CALL DEMOLITION SERVICES for the sample project site described below.

The proposal will be used for fee comparison and evaluation purposes. Furthermore, this fee proposal will become part of Exhibit B of the Contract Agreement and will be used to compare with an actual task order quote requested by the City.

Fee proposal shall include:
o Description of work (summarized scope of services)
o Fee (per spreadsheet below)
o Schedule (from date of receiving a Notice to Proceed to task order completion) ========================================================================== SUBJECT PROJECT SITE DESCRIPTION:

The subject sample project site, which was already demolished, is for comparison and evaluation purposes only. The sample project is located at 1301 W 11th Street, Santa Ana, CA 92703. The following is a brief description of the sample project site. Please refer to Appendix - Attachment 4 for full project site description and Asbestos, Lead-Based Paint/Universal Waste Survey.

The building is one story residential structure with stucco over wood framing exterior walls with brick fascia construction with the following approximate dimensions:
- Main Dwelling Area: 1,685 sf
- Garage: 390 sf
- Covered Patio: 275 sf
- Total Area: 2,350 sf
- Total Land Area: 6,970 sf
Contractor is responsible for demolishing all improvements, including: 4” thick concrete slab foundation and footings to a depth of 3’, and all surrounding landscaping. Contractor is also responsible for clearing the site, grading the parcel for drainage, capping all sewer lines, and compacting to 90% density. Erosion control to include importing and exporting fill dirt as needed, installing straw waddles around site perimeter, topping site with 1” base course to prevent wind erosion, and installing rumble plates for the duration of the demolition.

Price provided below shall be based solely on the information provided hereon and shall be an allinclusive price and shall include all items listed and cover all items or work identified above and Appendix - Attachment 4 to deliver a clear site with no remaining improvements.

DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65 City Council 22 – 158 5/3/2022
Company Name: _______________________
1301 W 11th Street, Santa Ana, CA
Item Description Cost
Permitting
$
Engineering
$
Site Fencing for Duration of Demolition
$
Canopy BMP's/Erosion Control Plan
$
Asbestos/Hazardous Stabilization and Abatement
(on a separate sheet, provide a detail cost for this sump sum amount)
$
Universal Waste Disposal
$
Interior Demolition
$
Exterior Wall/Building/Foundation Demolition
$
Sitework Demolition
$
Landscape and Trees Removal and Clearing
$
Vermin Abatement (Assume present)
$
Bee Colony Abatement (Assume present)
$
Other (describe…)
$
Total Price
$
DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65 City Council 22 – 159 5/3/2022

EXHIBIT B
DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65 City Council 22 – 160 5/3/2022
DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65  City Council 22 – 1615/3/2022  DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65  City Council 22 – 1625/3/2022  DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65  City Council 22 – 1635/3/2022  DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65  City Council 22 – 1645/3/2022  DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65  City Council 22 – 1655/3/2022  DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65  City Council 22 – 1665/3/2022  DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65  City Council 22 – 1675/3/2022  DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65  City Council 22 – 1685/3/2022  DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65  City Council 22 – 1695/3/2022  DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65  City Council 22 – 1705/3/2022  DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65  City Council 22 – 1715/3/2022  DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65  City Council 22 – 1725/3/2022  DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65  City Council 22 – 1735/3/2022  DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65  City Council 22 – 1745/3/2022  DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65  City Council 22 – 1755/3/2022  DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65  City Council 22 – 1765/3/2022  DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65  City Council 22 – 1775/3/2022  DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65  City Council 22 – 1785/3/2022  DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65  City Council 22 – 1795/3/2022  DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65  City Council 22 – 1805/3/2022  DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65  City Council 22 – 1815/3/2022  DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65  City Council 22 – 1825/3/2022  DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65  City Council 22 – 1835/3/2022  DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65  City Council 22 – 1845/3/2022 

EXHIBIT C
DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65 City Council 22 – 185 5/3/2022
DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65  City Council 22 – 1865/3/2022  DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65  City Council 22 – 1875/3/2022  DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65  City Council 22 – 1885/3/2022  DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65  City Council 22 – 1895/3/2022  DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65  City Council 22 – 1905/3/2022  DocuSign Envelope ID: 440EC5ED-7173-4C14-A8C2-CB4E1C47BF65  City Council 22 – 1915/3/2022  Public Works Agency
www.santa-ana.org/pw
Item # 23
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
May 3, 2022
TOPIC: Amend Traffic Counting Services Agreements

AGENDA TITLE
Approve a Reallocation of Funds and Increase the Shared Agreement Amount by $40,000 for Existing Agreements with TSI and AIM for a new Aggregate Amount not to Exceed $140,000 (Non-General Fund)

RECOMMENDED ACTION

1. Approve the reallocation of $40,000 in unspent Measure M2 Local Fairshare funds from Traffic Management Plans FY19/20 Project (No. 20-6897) to Traffic Management Plans FY 20/21 Project (No. 21-6897).

2. Authorize the City Manager to execute agreement amendments for traffic counting services with AimTD, LLC and Transportation Studies, Inc. to increase the shared agreement amount by $40,000, for an aggregate agreement amount of $140,000, subject to non-substantive changes approved by the City Manager and the City Attorney.

DISCUSSION
The City performs studies for neighborhood traffic safety on an on-going basis, and current traffic counts and field data are needed to recommend improvements that will lead to positive benefits to our community. To gather this information, staff needs access to specialized traffic counting services to conduct counts, collect data and conduct speed surveys.

On July 20, 2021, the City Council approved professional services agreements with AimTD LLC (“AIM”) and Transportation Studies, Inc. (“TSI”) for traffic counting services.

The approval allocated $40,000 for use in Fiscal Year 2021-22. Due to the large number of traffic counts that have been conducted in the current fiscal year, this year’s fund expenditure limit of $40,000 has been reached. To continue to address neighborhood traffic safety related concerns, and to allow for additional counts needed to apply for grants, an increase in the expenditure limit is needed for the current fiscal year. Staff recommends amending the agreements by increasing the shared amount by $40,000, for a total of $80,000 for this fiscal year (Exhibit 1-2).

City Council 23 – 1 5/3/2022
Amend Traffic Counting Services Agreement
May 03, 2022

Page 2 ends

ENVIRONMENTAL IMPACT
There is no environmental impact associated with the action.

FISCAL IMPACT
The requested amendment will increase the agreement amount by $40,000, providing a new aggregate agreement amount of $140,000. With approval of the budget reallocation of $40,000 in unspent Measure M2 Local Fairshare funding, the total funding needed for the requested increase will be achieved.

Funds are budgeted and available for expenditure as shown in the table below. Any remaining balances not expended at the end of the Fiscal Year will be carried forward into subsequent Fiscal Years for expenditure for continued traffic counting services.

EXHIBIT(S)

1. Agreement Amendment – AIM

2. Agreement Amendment - TSI
Fiscal
Year
Accounting UnitAccount No.Fund
Description
Accounting Unit,
Account Description Amount

ORIGINAL TRAFFIC COUNTING SERVICES DELIVERY COST
2021-22 03217662-66220
(21-6897)
Measure M
Street
Construction
Measure M2 Local
Fairshare, Improvements
Other Than Building
$40,000
2022-23 03217662-66220
(21-6897)
Measure M
Street
Construction
Measure M2 Local
Fairshare, Improvements
Other Than Building
$10,000
2022-23 03217662-66220
(22-6897)
Measure M
Street
Construction
Measure M2 Local
Fairshare, Improvements
Other Than Building
$30,000
2023-24 03217662-66220
(22-6897)
Measure M
Street
Construction
Measure M2 Local
Fairshare, Improvements
Other Than Building
$20,000
Total $100,000

ADDITIONAL FUNDS FOR TRAFFIC COUNTING SERVICES DELIVERY COST (REALLOCATION OF FUNDS)
2021-22
03217662-66220
(From 20-6897 To
21-6897)
Measure M
Street
Construction
Measure M2 Local
Fairshare, Improvements
Other Than Building
$40,000
Total $140,000
City Council 23 – 2 5/3/2022
Amend Traffic Counting Services Agreement
May 03, 2022

Page 3 ends

Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Kristine Ridge, City Manager
City Council 23 – 3 5/3/2022

Page 1 of 2 ends

FIRST AMENDMENT TO AGREEMENT WITH AIMTD, LLC., FOR ON-CALL TRAFFIC

COUNTING SERVICES
THIS FIRST AMENDMENT to the above-referenced agreement is entered into May 3, 2022, by and between AimTD, LLC., a California limited liability company (“Consultant”), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (“City”).

RECITALS
A. The parties entered into Agreement No. A-2021-136-02 (“Agreement”) dated July 20, 2021, to retain Consultant to provide traffic counting services on an on-call basis.

B. The Agreement is current and in-effect through June 30, 2024.

C. The parties now wish to amend the Agreement to increase compensation.

The Parties therefore agree:

1. Section 2, Compensation, is hereby amended to increase the total sum available to be expended under this Agreement from $100,000 to $140,000.

2. Except as modified by this First Amendment, all terms and conditions of the Agreement, shall remain in full force and effect.

IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to the Agreement on the date and year first written above.

ATTEST
_______________________________

DAISY GOMEZ
Clerk of the Council

APPROVED AS TO FORM
SONIA R. CARVALHO
City Attorney
By: ___________________________
Brandon Salvatierra
Deputy City Attorney

CITY OF SANTA ANA
______________________________

KRISTINE RIDGE
City Manager
AIMTD, LLC.
_______________________________
Olga Polunin
President and CEO
[signatures continued on next page]
EXHIBIT 1
City Council 23 – 4 5/3/2022

Page 2 of 2 ends

RECOMMENDED FOR APPROVAL
____________________________
Nabil Saba, P.E.

Executive Director
Public Works Agency
City Council 23 – 5 5/3/2022
EXHIBIT 2
City Council 23 – 6 5/3/2022

Page 2 of 2 ends

RECOMMENDED FOR APPROVAL
____________________________
Nabil Saba, P.E.

Executive Director
Public Works Agency
City Council 23 – 7 5/3/2022
Public Works Agency
www.santa-ana.org/pw
Item # 24
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
May 3, 2022
TOPIC: Agreement with Procure America, Inc.

AGENDA TITLE
Approve an Agreement with Procure America, Inc. for Streetlight Utility Cost Savings Monitoring in an Amount not to Exceed $310,000 for up to a Five-year Term (Non-General Fund)

RECOMMENDED ACTION
Authorize the City Manager to execute an agreement with Procure America, Inc. for streetlight utility cost savings monitoring, for a five-year term beginning October 1, 2021 and expiring September 30, 2026, in an amount not to exceed $310,000, subject to nonsubstantive changes approved by the City Manager and City Attorney.

DISCUSSION
On July 29, 2021 the City entered into an agreement with Procure America, Inc. (“consultant”) to evaluate the City’s Southern California Edison (“SCE”) streetlight rates.

The evaluation consisted of reviewing the City’s streetlight accounts for potential discounts through a program with SCE, which are based on the age of the equipment, usage profile, and specific tariff rate assignment on each streetlight. If, after the evaluation, cost saving rates changes were identified by the consultant, a follow up agreement between the consultant and the City would be required for the implementation of the SCE rate changes, cost savings, and compensation.

Procure America, Inc. conducted a final review of the City of Santa Ana’s SCE streetlight rates to determine whether there were any potential rate changes that could lead to cost savings. The consultant’s review identified 3,502 streetlights that qualify for a discount and will save the City of Santa Ana approximately $187,000 per year. As a follow-up to the findings, the consultant coordinated with SCE to implement the cost saving changes on behalf of the City, which became effective October 1, 2021. As per the initial agreement, the City needs to enter into a subsequent agreement with Procure America for their compensation and continued monitoring of their findings.

City Council 24 – 1 5/3/2022
Agreement with Procure America, Inc.

May 3, 2022

Page 2 ends

Staff recommends approving the agreement (Exhibit 1) with Procure America, Inc. for compensation and monitoring of the SCE streetlight rate changes and cost savings.

ENVIRONMENTAL IMPACT
There is no environmental impact associated with the action.

FISCAL IMPACT
As stated above, Procure America, Inc. identified 3,502 streetlights that qualify for a discount through a program with SCE based on the age of the equipment, usage profile and specific tariff rate assignment on each streetlight that will save the City of Santa Ana approximately $187,000 per year. As part of the agreement, the consultant shall monitor and report the actual realized cost reductions achieved on behalf of the City. Procure America, Inc.’s compensation for their services related to the utility tariff rate optimization study, program implementation, monitoring and financing reporting is 30% of the actual realized savings achieved. Their compensation will be valid for a period of 60 continuous months (five years). Once the initial five year period has lapsed, the City will have no further obligation to the consultant and will then benefit from the full discount savings moving forward.

Even with the addition of the compensation for Procure America, Inc.’s services, the reduced utility costs will provide the City savings on a monthly basis. Based on the current rates, the consultant projects SCE charges will be reduced by $15,618.92 per month.

When factoring in the addition of the Procure America, Inc. compensation, the City could expect to realize $10,933.24 in monthly cost savings as shown below:

Estimated Monthly Energy Cost Savings $15,618.92
Estimated Compensation $4,685.68
Net Monthly Savings (initial 5 years) $10,933.24
At the conclusion of the compensation period (5 years), it is estimated that the annual cost savings will increase to $15,618.92 per month, assuming tariff rate increases are consistent with historic averages.

Cost savings will be credited to Public Works Street Light Maintenance Account No. 01117630-62000.

Funds are available for expenditure in Fiscal Year 2021-22 and will be budgeted in subsequent fiscal years as shown below in the estimated spending plan:

City Council 24 – 2 5/3/2022
Agreement with Procure America, Inc.

May 3, 2022

Page 3 ends

Procure America, Inc.

Agreement Term (July 2, 2019, through July 1, 2022)
Fiscal
Year
Accounting
Unit –
Account No.

Fund
Description
Accounting Unit,
Account Description Amount
2021-22 01117630-
62000
Street Light
Maintenance Utilities $42,000
2022-23 01117630-
62000
Street Light
Maintenance Utilities $62,000
2023-24 01117630-
62000
Street Light
Maintenance Utilities $62,000
2024-25 01117630-
62000
Street Light
Maintenance Utilities $62,000
2025-26 01117630-
62000
Street Light
Maintenance Utilities $62,000
2026-27 01117630-
62000
Street Light
Maintenance Utilities $20,000
Previously Approved Funding: $310,000

EXHIBIT(S)

1. Agreement with Procure America
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Kristine Ridge, City Manager
City Council 24 – 3 5/3/2022
EXHIBIT 1
City Council 24 – 4 5/3/2022
City Council 24 – 5 5/3/2022
City Council 24 – 6 5/3/2022
City Council 24 – 7 5/3/2022
City Council 24 – 8 5/3/2022
City Council 24 – 9 5/3/2022
City Council 24 – 10 5/3/2022
City Council 24 – 11 5/3/2022
City Council 24 – 12 5/3/2022
Parks, Recreation, and Community Services
www.santa-ana.org/parks
Item # 25
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
May 3, 2022
TOPIC: Agreement with Valley Maintenance Corporation for Custodial Services of City Park Restroom and Park Buildings
AGENDA TITLE:

Approve an Agreement with Valley Maintenance Corporation to Provide Custodial Services of City Park Restrooms and Park Buildings for an Annual Amount not to exceed $494,095 for Four Years and Total Agreement Amount of $1,976,380 (General Fund)

RECOMMENDED ACTION
Authorize the City Manager to execute an agreement with Valley Maintenance Corporation to provide custodial services of City park restrooms and park buildings for an annual amount not to exceed $494,095, which includes a 15% contingency, for a term from June 1, 2022 through May 31, 2026 and total agreement amount of $1,976,380, subject to non-substantive changes approved by the City Manager and City Attorney.

DISCUSSION
The Parks, Recreation and Community Services Agency (PRCSA) provides custodial services at park restrooms and at various park buildings through a contractor. On February 24, 2022, a Request for Proposals (RFP) for custodial services was advertised on the PlanetBids, where 175 vendors were notified, 35 vendors downloaded the RFP and five vendors submitted a proposal, two of which were considered non-responsive.

An evaluation committee reviewed and rated the proposals according to the criteria listed in the RFP: Statement of Qualifications & References, Manner for Performing Services & Schedule and Fee Proposal. The results of the RFP evaluation were as follows:

Company Score
Valley Maintenance Corporation 273
Premier Property Preservation 262
Universal Building Maintenance 262
Based on the evaluation results the PRCSA proposes to enter into an agreement with Valley Maintenance Corporation. Valley Maintenance Corporation is the current contractor for these services and PRCSA is satisfied with their work.

City Council 25 – 1 5/3/2022
Agreement with Valley Maintenance Corporation for Custodial Services of City Park Restrooms and Park Buildings
May 3, 2022

Page 2 ends

Proposed in Fiscal Year 2022-2023 is for Park Maintenance Services to transfer from PRCSA to the Public Works Agency (PWA) where they will continue to manage the contract as well as the overall maintenance of the parks.

ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.

FISCAL IMPACT
Transfer of Park Maintenance Services from PRCSA to PWA is pending approval of the FY 2022-2023 City Budget. As such, the current accounting unit number is identified below. Funds will be budgeted and made available in the corresponding PWA accounting unit number when identified and approved.

Fiscal
Year
Accounting UnitAccount #Fund
Description
Accounting Unit, Account
Description
Amount
FY 21-22 01113250-62320 General Fund PRCSA-Park FacilitiesMaintenance & Repair Buildings & Grounds
$40,634
FY 21-22 01113220-62300 General Fund PRCSA-Zoo-Contractual Services Professional
$540
FY 22-23 01113250-62320 General Fund PRCSA-Park FacilitiesMaintenance & Repair Buildings & Grounds
$487,609
FY 22-23 01113220-62300 General Fund PRCSA-Zoo-Contractual Services Professional
$6,486
FY 23-24 01113250-62320 General Fund PRCSA-Park FacilitiesMaintenance & Repair Buildings & Grounds
$487,609
FY 23-24 01113220-62300 General Fund PRCSA-Zoo-Contractual Services Professional
$6,486
FY 24-25 01113250-62320 General Fund PRCSA-Park FacilitiesMaintenance & Repair Buildings & Grounds
$487,609
FY 24-25 01113220-62300 General Fund PRCSA-Zoo-Contractual Services Professional
$6,486
FY 25-26 01113250-62320 General Fund PRCSA-Park FacilitiesMaintenance & Repair Buildings & Grounds
$446,975
FY 25-26 01113220-62300 General Fund PRCSA-Zoo-Contractual Services Professional
$5,946
City Council 25 – 2 5/3/2022
Agreement with Valley Maintenance Corporation for Custodial Services of City Park Restrooms and Park Buildings
May 3, 2022

Page 3 ends

EXHIBIT(S)

1. Agreement
Submitted By: Lisa Rudloff, Executive Dir. of Parks, Recreation and Community Services
Approved By: Kristine Ridge, City Manager
City Council 25 – 3 5/3/2022

Page 1 of 9 ends

AGREEMENT WITH VALLEY MAINTENANCE CORP. TO PROVIDE JANITORIAL

SERVICES AT CITY PARK RESTROOMS AND BUILDINGS
THIS AGREEMENT is made and entered into on this 3
rd day of May, 2022 by and between Valley
Maintenance Corp., a California corporation (“Contractor”), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (“City”).

RECITALS
A. On February 24, 2022, the City issued Request for Proposal No. 22-031 (“RFP”), by which it sought proposals from qualified firms for high quality janitorial maintenance services at City park restrooms and park buildings.

B. Contractor submitted a timely proposal that was selected by the City. Contractor represents that it is able and willing to provide the services described in the RFP, incorporated by reference as though attached hereto.

NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows:

1. SCOPE OF SERVICES
Contractor shall perform during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described in the scope of work that was included in RFP No. 22-031, which is attached as Exhibit A, and as more specifically delineated in Contractor’s proposal, which is attached as Exhibit B and incorporated by reference.

2. COMPENSATION
a. City agrees to pay, and Contractor agrees to accept as total payment for its services for City, the rates and charges identified in Exhibit C. The total annual amount to be expended shall not exceed Four Hundred Ninety-Four Thousand Ninety-Five Dollars and Zero Cents ($494,095). The annual sum is comprised of (a) the base amount of $429,648 and (b) a fifteen percent (15%) contingency in the amount of $64,447 for additional services at the City’s sole discretion. The total amount to be expended during the term of this Agreement, including any extension periods, shall not exceed One Million Nine Hundred Seventy-Six Thousand Three Hundred Eighty Dollars and Zero Cents ($1,976,380).
b. Payment by City shall be made within forty-five (45) days following receipt of proper Exhibit 1
City Council 25 – 4 5/3/2022

Page 2 of 9 ends

invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City.

3. TERM
This Agreement shall commence on June 1, 2022 and continue for a four (4) year term, unless terminated earlier in accordance with Section 15, below.

4. INDEPENDENT CONTRACTOR
Contractor shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Contractor performs the services which are the subject matter of this Agreement; however, the services to be provided by Contractor shall be provided in a manner consistent with all applicable standards and regulations governing such services. Contractor shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes.

5. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Contractor under this Agreement (“Documents & Data”). Contractor shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement.

Contractor represents and warrants that Contractor has the legal right to license any and all Documents & Data. Contractor makes no such representation and warranty in regard to Documents & Data which were provided to Contractor by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City’s sole risk.

6. INSURANCE
Prior to undertaking performance of work under this Agreement, Contractor shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below:
a. Minimum Scope and Limit of Insurance

1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including Exhibit 1
City Council 25 – 5 5/3/2022

Page 3 of 9 ends

products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 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: ISO Form Number CA 00 01 covering any auto (Code 1), or if Contractor has no owned autos, hired, (Code 8) and non-owned autos (Code 9), with a limit no less than $1,000,000 per accident for bodily injury and property damage.

4. Broader Coverage: if the Contractor maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or the higher limits maintained by the Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.
b. Other Insurance Provisions

1. Additional Insured Status: The City, 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 connectionwith such work or operations. 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 11 85 or if notavailable, through the addition of both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 2037 if a later edition is used).

2. Primary Coverage: For any claims related to this contract, the Contractor’s insurance coverage shall be primary coverage at least as broad as ISO CG 20 01 04 13 as respects the City, its officers, officials, employees, and volunteers. Any insurance or selfinsurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of the Contractor’s insurance and shall not contribute with it.

Exhibit 1
City Council 25 – 6 5/3/2022

Page 4 of 9 ends

3. Notice of Cancellation: Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to the City.

4. Waiver of Subrogation: Contractor hereby grants to City a waiver of any right to subrogation that any insurer of said Contractor may acquire against the City by virtue of the payment of any loss under such insurance. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.

6. Acceptability of Insurers: Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M.

Best’s rating of no less than A:VII, unless otherwise acceptable to the City.

7. Verification of Coverage: Contractor shall furnish the City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage requiredby this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing allpolicy endorsements to City before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them.

The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.

8. Subcontractors: Contractor shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Contractor shall ensure that City is an additional insured on insurance required from subcontractors.

9. Special Risks or Circumstances: City reserves the right to modify these requirements, including limits, based on the nature of therisk, prior experience, insurer, coverage, or other special circumstances.

Exhibit 1
City Council 25 – 7 5/3/2022

Page 5 of 9 ends

7. INDEMNIFICATION
Contractor agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Contractor, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Contractor further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Contractor’s services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor.

8. INTELLECTUAL PROPERTY INDEMNIFICATION
Contractor shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States’ letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Contractor to the City pursuant to this Agreement.

9. RECORDS
Contractor shall keep records and invoices in connection with the work to be performed under this Agreement. Contractor shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Contractor under this Agreement. All such records and invoices shall be clearly identifiable. Contractor shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Contractor shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Contractor under this Agreement.

Exhibit 1
City Council 25 – 8 5/3/2022

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10. CONFIDENTIALITY
If Contractor receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Contractor agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. “Confidential Information” shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Contractor disclosed in a publicly available source; (c) is in rightful possession of the Contractor without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Contractor without reference to information disclosed by the City.

11. CONFLICT OF INTEREST CLAUSE
Contractor covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement.

12. NON-DISCRIMINATION
Contractor shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement. Contractor affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations.

13. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and Contractor, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Contractor. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Contractor or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein.

Exhibit 1
City Council 25 – 9 5/3/2022

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14. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Contractor, Contractor may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City’s ability to have any of the services which are the subject to this Agreement performed by City personnel or by other consultants retained by City.

15. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Contractor shall be entitled to receive and the City shall pay Contractor compensation for all services performed by Contractor prior to receipt of such notice of termination, subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Contractor to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Contractor consents to the City's use thereof for such purposes as the City deems appropriate.
b. Payment need not be made for work that fails to meet the standard of performance specified in the Recitals of this Agreement.

16. WAIVER
No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.

17. JURISDICTION - VENUE
This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement.

18. PROFESSIONAL LICENSES
Contractor shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Contractor shall notify the City immediately and Exhibit 1
City Council 25 – 10 5/3/2022

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in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement.

19. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons:

To City:

Clerk of the City Council
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Fax: 714-647-6956
With courtesy copies to:

Executive Director, Parks, Recreation and
Community Services Agency
City of Santa Ana
20 Civic Center Plaza (M-23)
P.O. Box 1988
Santa Ana, California 92702
Fax: 714-571-4209
To Contractor:

A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded.

Bruce M. Hwang
Vice President
Valley Maintenance Corp.
11759 Telegraph Road
Santa Fe Springs, CA 90670
Exhibit 1
City Council 25 – 11 5/3/2022

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20. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney’s fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. The Agreement is the final and complete agreement and any prior or contemporaneous agreements for similar services between the parties is superseded by this Agreement. This shall not apply where the Parties are currently engaged and Contractor is providing services not contemplated by this Agreement. c. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement.

IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written.

ATTEST: CITY OF SANTA ANA
Daisy Gomez Kristine Ridge
Clerk of the Council City Manager
APPROVED AS TO FORM:

SONIA R. CARVALHO CONTRACTOR:

City Attorney
By:

Brandon Salvatierra Bruce M. Hwang
Deputy City Attorney Vice President
RECOMMENDED FOR APPROVAL:

Lisa Rudloff
Executive Director
Parks, Recreation, and Community Services Agency
Exhibit 1
City Council 25 – 12 5/3/2022

EXHIBIT A
Exhibit 1
City Council 25 – 13 5/3/2022
City of Santa Ana RFP 22-031

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Appendix
ATTACHMENT 1

SCOPE OF WORK

CITY OF SANTA ANA

REQUEST FOR PROPOSALS
RFP NO.: 22-031
Description of Work
It is the intent of this agreement to continually improve the quality of the facilities. The Contractor shall provide all labor, training, materials, tools, equipment, transportation, hauling, dumping, chemicals and other items needed to perform high quality park janitorial maintenance pursuant to the terms defined herein. This RFP identifies facilities in to two groups, park restrooms and park buildings. Park buildings include community centers (including gymnasium, if applicable) and other facilities that are not stand-alone restroom-only structures, which are considered park restrooms.

The Contractor shall provide all park restroom janitorial maintenance at work sites listed herein, including, but not limited to cleaning, scrubbing, polishing, toilets, urinals, doors, walls, floors, ceilings, windows, partitions, dispensers, hand rails plumbing fixtures, and replacing burned out lights, lens covers, removing foreign materials i.e. paper wads stuck to ceilings, walls, etc. In addition, the Contractor shall clean the exterior of the building surfaces including the walls, roof, windows, etc. and, other services required to maintain the work sites in a safe, attractive and useable condition.

The Contractor shall provide all park building janitorial maintenance at work sites listed herein, including, but not limited to cleaning, scrubbing, polishing of windows, desks, cabinets, computers, phones, kitchen appliances, hanging amenities (clocks, pictures, Knox boxes, etc.),toilets, urinals, doors, walls, floors, ceilings, windows, partitions, dispensers, hand rails plumbing fixtures, and replacing burned out lights at the contractors expense, lens covers, removing foreign materials i.e. paper wads stuck to ceilings, walls, etc. In addition, the Contractor shall clean the exterior of the building surfaces required to maintain the work sites in a safe, attractive and useable condition.

Contractor understands that it is assuming maintenance responsibility of the parks/locations “as is” and is responsible for improving all aspects of the parks facilities to the quality described in these specifications and interpreted by the City’s Representative.

Proposers shall be responsible for monitoring the site to obtain information regarding this solicitation.

Exhibit 1
City Council 25 – 14 5/3/2022
City of Santa Ana RFP 22-031

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1.0 DEFINITIONS

1.1 “City’s Representative” shall mean the Executive Director of Parks, Recreation and Community Services designated representative.

1.2 “Cleaning” shall mean the practice of thoroughly removing all stains, foreign materials, mineral deposits, etc. to achieve a high quality “like new” appearance.

1.3 “Sanitizing” shall mean to disinfect (eradicate disease causing agents) by use of germicidal or other approved disinfecting products.

1.4 “Polishing” shall mean, following cleaning, using products to enhance the “shine” of the surface being polished.

2.0 PARK RESTROOM MAINTENANCE
Routine maintenance shall include but not be limited to the following services performed at the Work Sites listed in Attachment 3-6.

2.1 Daily Cleaning Schedule (Daily cleaning is to be performed two times per day)

2.1.1 Restock all supplies daily so dispensers are completely full. Replace vandalized dispensers with approved manufacturer and model dispensers to Park Maintenance specifications upon discovery. Dispensers will be provided by the City.

2.1.2 Flush toilets and urinals prior to finishing and add approved products.

2.1.3 Check toilets and urinals for stoppages and use plunger and/or hand auger to unplug. Note that the should the Contractor be unsuccessful in unplugging the toilet or urinal causing the City to unclog the unit, and the clog is unplugged by plunger and/or hand auger, the cost for this service will be deducted from the Contractor’s next monthly invoice.

2.1.4 If stoppages cannot be unplugged or if other plumbing problems are noticeable, notify the City’s Representative immediately. Contractor shall remove all waste from the clogged urinal/commode, clean the urinal/commode and place a plastic waste receptacle liner over the unit to protect it from use until a Plumber can clear the clog.

2.1.5 Remove all stains, dust, litter, debris and otherwise foreign matter on all interior surfaces including doors, sills, partitions, floors, walls, ceilings, etc. This includes, but not limited to, wads of paper stuck on ceilings, tape, etc.

2.1.6 Empty, clean and sanitize receptacles inside and out.

2.1.7 Sweep and mop entire floor with approved germicidal cleanser/solution. Hosing out restrooms is not an acceptable practice.

2.1.8 Clean and sanitize all surfaces, including walls, doors, partitions, door/window jambs, vents, light fixtures, ceilings, etc. Tile floors and walls shall be cleaned and polished.

2.1.9 Clean, sanitize interior and exterior of washbasins and around all fixtures to remove mineral deposits, water spots, dirt, grim, and any other unclean condition.

Polish all metal fixtures surfaces, inside and out, including but not limited to toilets, urinals, plumbing, sinks, flush valves, mounting plates, dispensers, nuts, screws, traps, hose bibs, water connections, handrails, mirrors, etc. using approved products.

2.1.10 Clean and disinfect benches using approved germicidal cleanser.

2.1.11 Inspect and replace burned out lights at the Contractor’s expense inside and outside the building using approved products.

Exhibit 1
City Council 25 – 15 5/3/2022
City of Santa Ana RFP 22-031

Page 14 ends

2.1.12 Clean and disinfect lockers (inside, outside and tops) using approved germicidal cleanser. Throw away any trash found in unlocked lockers or on top of lockers.

2.1.13 Clean and sanitize shower walls, fixtures and curtains using approved germicidal cleanser.

2.1.14 Pick-up, clean, sanitizes and removes trash and debris, including but not limited to feces, urine, paper, within 10’ feet of the building in each direction.

2.1.15 Clean exterior of the building/roof free of all stains, dirt, grime, sand, or other foreign materials including paper wads, confetti, tape, slap tags, cob webs, dust, etc. within 10’ of the building.

2.1.16 Turn off lights once work is completed.

2.1.17 Clean and polish exterior of the building amenities (attached) including but not limited to drinking fountains, lights, Knox boxes, plaques, windows (except Stadium Press Box), etc. of dirt, grime, all foreign materials including paper wads, confetti, tape, slap tags, cob webs, dust, etc.

2.1.18 Clean interior windows free of dirt, grime, tape, smudges, streaks, etc. to achieve a clear glass condition. This includes Stadium Press Box.

2.2 Weekly Cleaning Schedule – Restrooms, Showers and Locker Rooms

2.2.1 Polish all tiles surfaces using approved product to achieve a high quality appearance.

2.2.2 Inspect shower curtains. If curtains are worn, the Contractor shall replace them at his own expense with a shower curtain product acceptable to the City’s Representative.

2.2.3 Clean light fixtures and protective coverings inside and out using approved germicidal cleanser.

2.3 Monthly Cleaning Schedule – Restrooms, Showers and Locker Rooms

2.3.1 Clean and resurface floor surfaces using approved products per the manufacturer’s specifications.

2.3.2 Use pumice stone or other product/tool to remove mineral buildup from around fixtures in the restroom.

2.3.3 Pressure wash all exterior wall and pavement surfaces to remove dirt, dust, debris, stains, etc. to within 10’ of the building.

2.3.4 Scrub floors and base boards completely clean of dirt, grim, stains, etc. using a power walk-behind floor scrubber and hand held power scrubber being careful not to damage flooring.

2.4 Bi-Annual Cleaning Schedule

2.4.1 Pressure wash roofs to remove dirt, dust, debris, stains, etc.

3.0 PARK BUILDING MAINTENANCE-GENERAL
Routine maintenance shall include but not be limited to the following services performed at the Work Sites listed in Attachment 3-6.

SPECIAL NOTICES-All furniture moved by the Contractor's employees during the performance of any services shall be returned to its appropriate location. All items such as trash receptacles or Exhibit 1
City Council 25 – 16 5/3/2022
City of Santa Ana RFP 22-031

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desk chairs that are moved to enable cleaning underneath or around them shall be returned to their appropriate location.

Work areas shall be secured and equipment placed to prevent passage by the general public and City staff. All such work areas shall be denoted as such. Work areas and equipment shall remain under this state/condition until all work is complete, equipment is vacated and passage is safe for all. The proper quantity and type of safety warning signs, such as "Caution – Wet Floor" shall be placed by the Contractor's employees each time such conditions exist that would warrant placement of such signs. Signs are to be picked up and stored in the appropriate janitor room once the condition no longer exists to warrant such signs.

3.1 Daily Cleaning Schedule

3.1.1 Restock all supplies daily so dispensers are completely full. Replace vandalized dispensers with approved manufacturer and model dispensers to Park Maintenance specifications upon discovery. Dispensers will be provided by the City. All supplies shall be provided by the contractor

3.1.1 Flush toilets and urinals prior to finishing and add approved products. Replace waterless urinal filters with approved urinal manufacturer’s cartridges as often as necessary to prevent foul odors and urine back-up. Waterless urinal filters shall be provided by the Contractor and shall be per the waterless urinal manufacturer’s specified cartridge.

3.1.2 Check toilets and urinals for stoppages and use plunger and/or hand auger to unplug. Note that the should the Contractor be unsuccessful in unplugging the toilet or urinal causing the City to unclog the unit, and the clog is unplugged by plunger and/or hand auger, the cost for this service will be deducted from the Contractor’s next monthly invoice.

3.1.3 If stoppages cannot be unplugged or if other plumbing problems are noticeable, cover the urinal/commode with a trash liner then notify the City’s Representative immediately.

3.1.4 Remove all stains, dust, litter, debris and otherwise foreign matter on all interior surfaces including doors, sills, partitions, floors, walls, ceilings, windows, etc.

This includes, but not limited to, wads of paper stuck on ceilings, tape, etc.

3.1.5 Empty, clean and sanitize receptacles inside and out. Replace plastic waste receptacles liners so they are neat in appearance.

3.1.6 Carpeting & Rugs-Vacuum all carpeted-rug areas wall-to-wall including areas immediately adjacent walls and other obstacles. Contractor may elect to sweep these areas out by hand first before vacuuming.

3.1.7 Tile and other resilient floors and walls shall be swept, mopped using approved germicidal cleansers, and buffed/polished to a non-streaked consistent in appearance luster.

3.1.8 Clean, dust and sanitize all surfaces inside and out, including walls, blinds, drapes, book cases, books, doors, partitions, door/window jambs, vents, light fixtures, ceilings, windows, window sills, mirrors, computers, telephones, speakers, wall boards, pictures, etc.

3.1.9 Clean, sanitize interior and exterior of kitchen appliances, cabinets, washbasins, floor drains, and around all fixtures to remove mineral deposits, water spots, dirt, grim, and any other unclean condition. Polish all metal fixtures surfaces, inside and out, including but not limited to toilets, drinking fountains, urinals, plumbing, Exhibit 1
City Council 25 – 17 5/3/2022
City of Santa Ana RFP 22-031

Page 16 ends

sinks, flush valves, kitchen vent hoods, mounting plates, dispensers, nuts, screws, traps, hose bibs, water connections, handrails, mirrors, etc. using approved products.

3.1.10 Kitchens & break rooms-Wash and dry dishes and put away. Clean and sanitize counter tops, tables (surface and hardware, legs, etc.), vending machines, display cases, etc.

3.1.11 Furniture-Clean, dust, vacuum, disinfect and polish furniture including but not limited to chairs, tables, cabinets, computers, televisions, exterior of potted plant pots, etc. using approved germicidal cleanser.

3.1.12 Lamps (lighting replacement)-Inspect and replace burned out interior and exterior lights at the Contractor’s expense using approved products.

3.1.13 Locker Room-Clean and disinfect lockers (inside, outside and tops) using approved germicidal cleanser. Throw away any trash found in unlocked lockers or on top of lockers. Clean, sanitize and polish wood benches and metal hardware.

3.1.14 Showers-Clean and sanitize shower walls, fixtures and curtains using approved germicidal cleanser.

3.1.15 Exterior of Building-Pick-up, clean, sanitizes and removes trash and debris, including but not limited to feces, urine, paper, within 10’ feet of the building in each direction.

3.1.16 Exterior Building Service-Clean exterior of the building free of all foreign materials including paper wads, confetti, tape, slap tags, cob webs, dust, etc.

3.1.17 Outside Patios, Balconies and Building Entryways- Remove cobwebs from overhead surfaces, lights and other amenities affixed to the building entryway areas. This would include cleaning the exterior of glass and metal doors, door thresholds and hardware. Remove any litter, cigarette butts or bird droppings.

3.1.18 Entrance Glass, Mirrors and Workstation Glass-Thoroughly clean both sides of all surrounding building entry door glass and entry doors for a uniform appearance free of all smudges, fingerprints, stains, streaks, lint, etc. Remove any paper and/or tape. Clean all mirrors in restrooms, locker rooms and fitness center in the same manner as noted above. Spot clean workstation and/or partition glass daily as needed.

3.1.19 Entrance Mats-Remove moisture, wet or dry soil, and any debris from carpeted, rubber and/or other material mats. Ensure mats are properly positioned on the floor.

3.1.20 Stain Removal on Carpet, Upholstery, Partition Panels and Walls-Clean and/or remove all stains as quickly as they are discovered so as not to allow them to set into the fabric. If the stain is a coffee spill, use a contractor-supplied product similar to Interface Coffee Breaker and follow the manufacturer's recommended procedures. Do not blot or attempt to extract. Simply spray the affected area(s).

3.1.21 Remove slap tags, graffiti and any other materials used to deface the building and it amenities.

3.1.22 Replace burned out lights (at the contractor’s expense) Turn off lights once work is completed.

3.1.23 “Offices, Stadium Press Box, Closets, Storage Rooms,” Restrooms, Showers and Locker Rooms

3.2 Weekly Cleaning Schedule
Exhibit 1
City Council 25 – 18 5/3/2022
City of Santa Ana RFP 22-031

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3.2.1 Spray and Buffing of Hard Floors-Clean and restore a uniform glass and protective finish to resilient tile or terrazzo floors that are finished with a floor finish. All chairs, trash receptacles, etc., shall be tilted or moved where necessary to spray buff underneath. The entire floor shall have a uniform coating of floor finish. All spray buff solution shall be removed from baseboards, furniture, trash receptacles, etc.

3.2.2 Dusting of Ceiling, Atrium Ledges, Lunchroom Drywall Ledges and HVAC Wall Vents-Clean all HAVAC vents and area immediately surround them. Dust all atrium ledges at the glass/wood railing areas and at the atrium stairs. Dust lunchroom drywall edges. Care shall be taken not to spread dust into the air.

3.2.3 High Dusting-Remove dust, cobwebs, oily film, etc., from all fixtures and surfaces above 11 feet from the floor surface. This would include lights, grills, light fixtures, pipes, sprinkler systems, cables, ledges, walls, atrium wood and ledges, ceilings, vents, etc. Care shall be taken not to spread dust into the air.

3.2.4 Inspect shower curtains. If curtains are worn, the Contractor shall replace them at his own expense with a shower curtain product acceptable to the City’s Representative.

3.2.5 Clean light fixtures and protective coverings inside and out using approved germicidal cleanser.

3.3 Monthly Cleaning Schedule

3.3.1 Carpeted Floors-Pile lift carpet floors in all areas.

3.3.2 Carpeted Floors – Bi-Monthly* - Spin bonnet all carpeted floors every two (2) months. *(calculate to monthly cost for bidding purposes). January; March; May; July; September and November.

3.3.3 Tile Floors-Spray buff all tile floors. Clean and resurface floor surfaces using approved products per the manufacturer’s specifications.

3.3.4 Use pumice stone or other product/tool to remove mineral buildup from around fixtures in the restroom.

3.3.5 Pressure-wash all exterior wall and pavement surfaces to remove dirt, gum, dust, debris, stains, etc. to within 50’ of the building.

3.4 Quarterly Cleaning Schedule

3.4.1 Tile Floors – Strip and wax all tile floors quarterly. *(calculate to monthly cost for bidding purposes)

3.5 Bi-Annual Cleaning Schedule

3.5.1 Clean roofs free of leaves and all other debris.

3.5.2 Pressure washes metal roofs to remove dirt, dust, debris, stains, etc.

3.5.3 Carpeted Floors – Semi-Annually* - Extract clean carpeted floors two (2) times per year. *(calculate to monthly cost for bidding purposes) April and October

3.5.4 Scrub floors and base boards completely clean of dirt, grim, stains, etc. using a power walk-behind floor scrubber and hand held power scrubber being careful not to damage flooring.

4.0 PARK BUILDING MAINTENANCE-GYMNASIUM
Exhibit 1
City Council 25 – 19 5/3/2022
City of Santa Ana RFP 22-031

Page 18 ends

A high level appearance and a safe surface underfoot require scheduled, daily preventive maintenance.

4.1 Gymnasium General-Daily Maintenance

4.1.1 Clean walls and doors free of smudges, ball marks, and any other marks.

4.1.2 Clean any fixtures and/or appurtenances by wiping them free of marks, dust or any other unclean material.

4.1.3 Clean bleachers of trash, spills, stains, dust, dirt etc. Wipe down bleachers handrails.

4.1.4 Clean, sanitize and polish all steel surfaces including but not limited to metal hardware, door handles/plates, etc.

4.1.5 Clean all interior and exterior door glass.

4.1.6 Polish all panic bars and kick rails.

4.2 Gymnasium General-Weekly Maintenance

4.2.1 Clean up and organize storage areas.

4.2.2 Dust off vents and other appurtenances up to 12’ high.

4.2.3 Clean and disinfect wall coverings dust, marks, etc. up to 12’ high

4.2.4 Clean up and organize the storage area.

4.2.5 Dust off vents and other appurtenance above 12’ high.

4.2.6 Wipe down baseboards free of dust, marks, etc.

4.2.7 Clean walls above 12’ high.

4.2.8 Clean basketball backboards free of smudges, ball marks, dust, etc.

4.3 Gymnasium General-Yearly Maintenance

4.3.1 Dust off and clean hanging ducts, score boards, etc. Note, that the Contractor shall be responsible for the annual cleaning of the Salgado Gym duct work. Should the Contractor elect to sub-contract this work, they shall notify the City and the City shall instruct the sub-contractor on the process to become a City vendor. The subcontractor shall be approved by City Purchasing as a City vendor before performing any work.

4.4 Gymnasium Floor Maintenance – Daily

4.4.1 Matting-Contractor shall provide and replace as often as necessary U.S. Matt & Rubber Corporation entrance guard mats (or approved equal) at each outside and inside entry door directly leading into the gymnasium. The mats will be sized to cover the entire width of all doors in order to protect the gymnasium floor from dirt, moisture and other materials harmful to the gymnasium floor.

4.4.2 Dust Mopping-An essential element of preventive maintenance of wood sports flooring is daily dust mopping.

The contractor shall use Algoma Mop Manufacturers “Mariner” mops (or approved equal) that has been treated with Hillyard Super Hil-Tone®, Hil-Mist®, or Hil-Treat®, to remove dirt and grit that acts like sandpaper underfoot in Exhibit 1
City Council 25 – 20 5/3/2022
City of Santa Ana RFP 22-031

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wearing away the gloss and protective coating on the flooring. The contractor shall clean the entire gymnasium wood floor surface daily.

The contractor shall treat the dust mops by following the label directions. Never treat a dust mop and immediately use it. The contractor shall rotate dust mops daily. The contractor shall always brush out or vacuum the dust mops after each daily use, retreat the mop, and hang overnight for the next use.

4.4.3 Spot Mopping and Damp Mopping-The contractor shall also provide daily preventive maintenance of gymnasium wood sports flooring by removing spills and soil that daily dust mopping does not remove. It is important to remove spills as soon as possible to prevent slips and falls. For removal of blood, fecal matter, urine, and other potentially infectious materials as outlined in OSHA Regulation 29 CFR 1910.1030, the contractor shall use the Hillyard Bodily Fluid Disposal Kit (Item No. HIL0018204)

4.5 Gymnasium Floor Maintenance – Bi-Weekly

4.5.1 Mop the entire gym floor once every two weeks using a ratio of 1 gallon warm water to 1 cup white vinegar to 1 cup of rubbing alcohol. Change water frequently to avoid mopping with dirty water, thereby, spreading dirt and grime around the gym floor.

4.6 Santa Ana Zoo Animal Hospital

4.6.1 The floor of the Santa Ana Zoo Animal Hospital shall be stripped and waxed quarterly.

4.7 Tools Required

4.7.1 "Wet Floor" signs

4.7.2 Mop bucket with wringer

4.7.3 Clean rayon mop with handle

4.7.4 Autoscrubber

4.7.5 Hillyard Super Shine-All®

4.8 Procedures

4.8.1 Set out "Wet Floor" signs.

4.8.2 Mix Super Shine-All at 2 oz. per gallon of water in a mop bucket, or 1 oz. per gallon in an autoscrubber.

4.8.3 For spills, soak mop in the solution, wring out, and mop the floor area while absorbing the spill.

4.8.4 Re-soak the mop in the cleaning solution, wring out, and mop the area a second time.

4.8.5 When damp mopping the entire floor, change the cleaning solution when it becomes cloudy with dirt. NOTE: Do not mop heavy amounts of cleaning solution onto the floor.

4.8.6 If autoscrubbing, use a new white pad.

4.8.7 Allow the floor to dry thoroughly before removing "Wet Floor" signs.

Exhibit 1
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4.9 Spot Removal

4.9.1 Remove heel marks, gum, stains, etc. daily being careful to not damage the floor.

Areas affected by removal of marks, gum, stains, etc. shall be refinished following Hillyard’s refinishing specifications.

5.0 Approved Supplies

5.1 Restroom

5.1.1 Toilet Tissue-Acclaim White Singlefold Interfolded Bath Tissue # 10101 – 00

5.1.2 Scott Bathroom Roll Tissue, item # 05102 20, 4.4 x4.5 inches.

5.2 Approved Cleaning Supplies

5.2.1 For cleaning urinals and commodes Colossus #160S

5.2.2 For cleaning polished and brushed chrome Sheila Shine

5.2.3 Metal/Chrome polish Sheila Shine

5.2.4 Disinfectant Versatile #180

6.0 BUILDING SECURITY
The Contractor’s shall provide the City at the beginning of the agreement a matrix listing the name of his/her custodians, what buildings they will service, what time the buildings will be serviced, what vehicles they drive (make, model and license number). This information will be copied to the Santa Ana Park Rangers and the Santa Ana Police Department for security purposes.

The contractor shall keep all exterior doors locked during the performance of work or as otherwise directed and shall ensure that all doors are locked at the end of the shift unless otherwise noted. Offices with security systems shall have them activated immediately after work is completed in that area. The Contractor shall be responsible for any lost keys, card keys and any inherent damages (i.e., re-keying of whole facility). This cost shall be withheld from contractor’s payment(s). The decision to re-key the whole facility is solely that of the City’s Representative.

7.0 EQUIPMENT USAGE
There shall be no usage of City equipment, telephones, or facilities by the contractor’s staff. The City may ask the contractor to remove staff from the site if they are found to be in violation of this policy. Electrical power (110) volts will be furnished by the City at existing power outlets for the contractor's use to operate such equipment as is necessary in the conduct of his work. The Contractor shall be responsible for any damage caused to the electrical outlets and their covers caused by the improper disconnection of equipment. Cold water will also be made available as necessary for cleaning.

8.0 EXTRA WORK
It is the City’s intent to keep parks and other public recreational sites in a beautiful and exceptionally well-maintained condition. This specification is designed to continuously improve parks and public recreational sites. It is with this intent in mind that the City’s Representative may consider authorizing extra work. Extra work will not be initiated without written authorization. In emergency-situations, a not to exceed price may be submitted by contractor via Exhibit 1
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e-mail for review/approval by City.

The City’s Representative may request that the Contractor submit proposals for extra work in order to improve the grounds-landscape in the contract sites. The Contractor shall submit proposals using the City’s Proposal for Extra Work Spreadsheet. The Contractor shall complete the spreadsheet in its entirety using his/her proposed extra work pricing (that is a part of this agreement) in order for the proposal to be considered. City reserves the right to request materials/equipment receipts with invoices. All labor shall be quoted on a “not to exceed” basis and City will only pay for labor actually incurred. City will pay up to 15% mark-up on parts and materials.

9.0 CITY INSPECTION
The Director’s Representative shall regularly inspect City property subject to this Agreement. If said inspection results in discovery of work that is not performed in the manner, and to the professional degree set forth in the Specifications, The Contractor agrees that the City shall; 1) withhold from Contractor’s next monthly payment, the City’s actual or estimated cost of performing the work; or, 2) hire a contractor or City staff to perform the work not performed and then withhold from the Contractor’s next monthly payment the City’s actual cost for performing the work to bring the property into conformance with the specifications. Additionally, City shall impose liquidated damages of up to $300.00 per inspection, per park, per item specified herein not performed, per day not meeting the specifications during any such inspection.

Furthermore, it is not the Director’s Representatives responsibility to inform the Contractor when work specified in the specifications was not performed or that deficiencies exist. It is the Director’s Representatives responsibility to inspect the properties to verify that work was performed to the specified level of quality and timeframe followed by reporting that the work was performed satisfactorily or not. It is the Contractor’s responsibility to provide adequate supervision and staffing to perform all aspects specified in this agreement. Should the Director’s Representative create Power Point punch lists, essentially performing the Contractor’s Supervisor’s responsibilities/duties of determine what work needs to be performed in accordance with the agreement specifications, the City shall deduct $300 per Power Point punch list from the Contractor’s monthly invoice.

Exhibit 1
City Council 25 – 23 5/3/2022
City of Santa Ana RFP 22-031

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Consultant Responsibilities:

1.0 GENERAL CONDITIONS

1.1 Local Office-The Contractor shall maintain a physical office within the 714 area code (local office). The local office shall be open Monday through Friday 8:00 a.m. to 5:00 p.m. with a company representative present at all times. Answering services or mobile telephones will not be considered a local office.

1.2 Outside the Scope of Work-Damage or malfunction to plant material or irrigation system equipment (from valve to water meter), with the exception of irrigation heads and lateral lines, by any of the following may be considered outside the scope of this Agreement:
-Acts of God
-Civil Disorder
-Vehicle Collision (excluding Contractor and its employees and subs) -Excavation or re-surfacing of the street
-Power failures
-Underground wiring damage
Contractor will not be considered responsible for replacement. Contractor must prove to the satisfaction of Director that one of the above occurred in order to be excused from performing under the Agreement.

1.3 Scheduling of Work

1.3.1 The Contractor shall provide park janitorial maintenance and be responsible for locking up the restrooms at the designated park closing time Monday through Sunday. The schedule may be modified at the City Representative’s request.

1.3.2 The Contractor shall establish schedules of “routine work” to be followed in the performance of this contract. Schedules listing the name and size of specific crews performing daily, weekly, monthly, annual and periodic maintenance shall be submitted to the City’s Representative each month. A copy of these schedules shall be provided to the City’s Representative prior the performance, and any changes in scheduling shall be reported in writing. The schedule shall include days of the week and what person/crew will be performing specific work in accordance with the specification. Each person/crew will be identified and list the number of employees by job classification. Once the initial schedule of “routine work” is completed, the Contractor shall notify the City’s Representative in writing before any changes are made.

2.0 UNIFORMS AND VEHICLES IDENTIFICATION

2.1 The Contractor shall provide to all field personnel a standard uniform including but not limited to uniform company hats, collared work shirts, pants, jackets, cold weather vests and ANSI approved safety shoes. All uniforms will be marked by patch, silkscreen or embroidery with the company name and logo or other form of identification.

2.2 All equipment shall be clearly identified on both sides and rear of the vehicles as belonging to the Contractor, well maintained, in excellent working condition, be clean in appearance and without extensive visible damage, dirt graffiti etc. In addition, all Exhibit 1
City Council 25 – 24 5/3/2022
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vehicles shall have the company’s name, contractor’s license number and contact information clearly identified on both sides and the rear of the vehicle.

2.3 The Director’s Representative reserves the right to direct the Contractor to remove an employee or piece of equipment for not meeting high maintenance and appearance standards.

3.0 SAFETY REQUIREMENTS

3.1 All work performed under this contract shall be completed with maximum safety as the priority above all other requirements. The Contractor shall be incompliance with his/her companies City annual approved Illness and Injury Prevention Program.

3.2 All work performed under this contract shall be performed in strict compliance with all federal, state and local safety laws, regulations or other authoritative mandates that protect workers and the general public from, including but not limited to, blood borne pathogens, hazardous waste identification and transport and pesticide use and reporting

3.3 In the event unsafe work is observed by City staff or otherwise reported, the Director’s Representative may at his discretion order the Contractor to stop performing and pay all costs and or damages resulting from the delay.

3.4 Each year the contractor shall submit for approval their updated Injury and Illness Prevention Program (IIPP). As a part of this document, the contractor shall include the OSHA mandated annual safety training schedule and the certified trainers for the calendar year. In addition, the contractor shall submit previous years OSHA safety training certificates verifying each employee completed the mandated annual OSHA safety training. For new employees, the contractor shall provide the employee, as a part of their new employee orientation, mandated OSHA annual training courses and submit their certificates of completion prior to the new employee being assigned to Santa Ana.

4.0 SAFETY NOTIFICATION

4.1 If Contractor identifies a potential safety issue, Contractor shall:

4.1.1 Notify the public that potentially unsafe conditions exist by installing yellow “Caution Tape” and “A” frame barricades or equal substitute around the condition.

4.1.2 Notify the Director’s Representative of the condition first by phone and then in writing (e-mail is acceptable) including digital photographs of the potential safety concern. Once the Contractor has notified the City and the public of the condition, as specified above, Contractor shall have no further responsibility regarding the condition.

5.0 PROPERTY DAMAGE
Any damage to private property caused by Contractor shall be immediately reported to the property owner. Contractors shall pay for any damage caused to private property in performing this agreement.

Exhibit 1
City Council 25 – 25 5/3/2022
City of Santa Ana RFP 22-031

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6.0 ACCESS TO PRIVATE PROPERTY
Prior to any work involving private property, the Contractor shall notify the City of the proposed work and obtain all necessary permits and/or consent required from City and/or property owner

7.0 PROTECTION AND RESTORATION OF EXISTING IMPROVEMENTS The Contractor shall protect City and/or private property adjacent to work areas including sprinkler systems, drainpipes, lawns, brickwork, plantings, masonry work, fences, walls, sidewalks, street paving, etc., located on either public or private property. Contractor shall, at its expense, replace any property that is removed or damaged, other than property pre-approved for removal. Contractor shall abide by the City’s “Policy for Driving on Park Property” (See Attachment 4).

8.0 MONTHLY REPORTS
Prior to contract commencement, and by the first of every month thereafter, Contractor shall submit to the City’s Representative: 1) a detailed annual, monthly and weekly work schedule consistent with task frequencies in Exhibit A-1; 2) time sheets of employees assigned to the contract areas; 3) names and titles of all persons working on the project and their qualifications; and 4) type and quantities of equipment, materials and/or chemicals to be used on the project.

The information contained in the above referenced documents shall be updated with any new information as changes occur. The City’s Representative shall be immediately notified of any changes to the above information.

The information contained in the above referenced documents shall be updated with any new information as changes occur. The Director’s Representative shall be immediately notified of any changes to the above information.

Failure to submit a report by the first of each month shall result in a fine of $100.00 per day for each report submitted late.

9.0 WATER CONSERVATION
The City will pay for water used by Contractor pursuant to this agreement. Should the amount of water used be considered excessive and the City Representative can quantify what is considered normal water use from excessive then the Contractor shall pay the cost of the excess water.

10.0 SPECIFICATIONS INTERPRETATION
The intent of these specifications is known by the City of Santa Ana and SAPRF. Any questions relating to the interpretation of these specifications must be addressed, in writing, prior to the start of work. The Contractor agrees that interpretations of this contract after the start of work are at the sole discretion of the Director’s Representative, and the Contractor shall abide by all such interpretations

11.0 PROTECTION OF EXISTING FACILITIES AND STRUCTURES

11.1 The Contractor shall exercise due care in protecting from damage all existing facilities, structures, and utilities, both above surface and underground on the City's property. Any damage to City, Santa Ana Park and Recreation Facilities (SAPRF), or private property caused by the Contractor's neglect shall be corrected and paid for by the Contractor at no cost to the City of Santa Ana or SAPRF. The City of Santa Ana and/or Director’s Representative shall make the determination of fault. The Director’s Representative Exhibit 1
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reserves the right to issue a Stop Work Notice if the Contractor does not promptly repair any damage, within twenty-four (24) hours of the damage incurred.

11.2 If the Directors Representative requests or directs the Contractor to perform work in a given area, it will be the Contractor's responsibility to verify and locate any underground systems (i.e. utility lines) and take responsibility for taking reasonable precaution when working in these areas.

11.3 Contractor shall call Underground Alert (800) 422-4133) at least two working days prior to digging for line locations. Any damage or problems shall be reported immediately to the Director’s Representative and the City of Santa Ana. If the Contractor discovers something unexpected or a unique problem occurs, he should stop work and immediately contact an authorized Director’s Representative for a timely resolution of the problem.

12.0 SUBSTITUTIONS
Whenever a specific type of material is specified, no substitutions shall be allowed without written consent of the SAPRF representative.

13.0 CERTIFICATION & APPLICATION OF MATERIALS

13.1 All materials shall be delivered on the site in original containers. Materials shall be subject to inspection by the Director’s Representative. The Director’s Representative will not approve materials not meeting the SAPRF standards, and Contractor shall return any such non-satisfactory items at his/her cost.

13.2 No materials shall be applied prior to the Director’s Representative verifying the specified quantities of materials. Furthermore, should the Contractor apply materials before the Director’s Representative verifies correct materials and quantities, the Contractor shall not receive credit for the applied materials. The Contractor shall then reorder and deliver the materials, thereby not receiving credit for the applied materials.

14.0 CONTRACTOR NEGLECT
Any damage to the City of Santa Ana, SAPRF, or private property, which has been determined to be due to the Contractor’s neglect, shall be corrected at no additional cost to the City of Santa Ana or the SAPRF.

15.0 CONSTRUCTION EQUIPMENT
The Contractor shall take all necessary precautions for safe operation of his equipment and the protection of the public from injury and damage from such equipment.

16.0 SOUND CONTROL REQUIREMENTS
The Contractor shall comply with all local sound control and noise level rules, regulations and ordinances that apply to any work performed pursuant to the Contract. Each internal combustion engine used for any purpose on the job or related to the job shall be equipped with a muffler of a type recommended by the manufacturer of such equipment. No internal combustion engine shall be operated on the project without said muffler. Full compensation for conforming to the requirements of this section shall be considered as included in the prices paid for the various contract items of work involved and no additional compensation will be allowed therefore.

Sounds, such as loud music, that are not related to the project, shall be kept at levels so as to not disturb the general public.

Exhibit 1
City Council 25 – 27 5/3/2022
City of Santa Ana RFP 22-031

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17.0 INQUIRIES AND COMPLAINTS
The Contractor shall maintain an office at some fixed place and shall maintain a telephone thereat, listed in the telephone directory in his own name or in the firm name by which he is most commonly known. Furthermore, the Contractor shall, at all times, have some responsible person(s), employed by the Contractor, to take the necessary action regarding all inquiries and complaints that may be received from the City of Santa Ana, Director’s Representative, and/or private citizens during normal working hours.

Whenever immediate action is required to prevent impending injury, death or property damage to the facilities being maintained, the Director’s Representative may, after reasonable attempt to notify the Contractor cause such action to be taken by the SAPRF work force. All costs of any such action shall be charged against the Contractor, or the Director’s Representative may deduct such cost from any amount due to Contractor.

All complaints shall be abated as soon as possible after notification, to the satisfaction of the City of Santa Ana and/or Director’s Representative. If any complaint is not abated within a reasonable time, the Director’s Representative shall be notified immediately of the reason for not abating the complaint followed by a written report to the Director’s Representative within five (5) days. If the complaints are not abated within the time specified or to the satisfaction of the Director’s Representative, the Director’s Representative may correct the specific complaint and the total cost incurred by the SAPRF will be deducted and forfeit from the payments owing to the Contractor from the SAPRF. Such cost shall include all SAPRF staff time required to resolve the problem and appropriate overhead charges

18.0 NOTIFICATION OF LOCATIONS OF WORK
The Contractor shall notify the Director’s Representative when the contractor’s crews will be working within the SAPRF. Said notifications will be made on a daily basis by telephone, cell phone, fax, or by weekly written schedules, which specify the entire weeks work locations.

19.0 WORK FORCE
The Director’s Representative may evaluate each of the Contractor’s staff and if he/she finds that a Contractors employee or sub-contractor’s employee is not performing or has not completed the required OSHA mandated safety training to the satisfaction of the Director’s Representative, the Director’s Representative shall require the Contractor to remove the employee from work sites at his or her discretion within 24 hours of written notice.

20.0 MATERIALS
The Director’s Representative shall approve or reject all materials delivered to the work site. In addition, the Contractor shall not apply any materials until the Director’s Representative inspects the materials to confirm they are correct per specifications and, when required by the Environmental Protection Agency, have the Safety Data Sheets that are placed on the premises of the property where the materials shall be applied. Note that the Director’s Representative may stay at the work site to confirm that all materials are applied correctly and in the quantities specified. Materials applied by the Contractor prior to the Director’s Representative inspecting the materials shall be considered not applied. Therefore, the Contractor shall not be given credit towards the quantity of the specified material required to be applied by the specification. The Contractor shall then be required to deliver the specified quantity of material to the work site Exhibit 1
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and, following the Director’s Representatives approval, apply the materials in the presence of the Director’s Representative:

Prior to the application or use of any materials the Contractor shall submit to the Director’s Representative a minimum 48 hours before delivery to the work site a list of all materials and/or chemicals that may be used pursuant to the terms of this Agreement. The list shall include the name of the product, the products specifications, and the quantity of materials, prescribed method of use/application, Safety Data Sheets and chemical analysis where applicable, recommended usage and any other manufacturer’s data that may be pertinent. The list must be submitted before any materials/chemicals are used pursuant to this Agreement.

Pesticides including but not limited to: Insecticides, fungicides, herbicides, algaecides, aviacides, and rodenticides shall be of the best quality obtainable and available on the market, properly labeled with guaranteed analysis, and brought to the job site in the manufacturer’s original container.

Materials shall as specified herein, matching those existing at the work site, or as specified by the Director’s Representative.

All materials delivered to the site shall be accompanied by a packing slip or other form from the vendor indicating the specific commodity delivered and the quantity.

21.0 TRASH DISPOSAL AND RECYCLING
All organic waste (including leaves, grass clippings, brush, branches, and tree parts) resulting from work performed under this contract shall be disposed of pursuant to the requirements of the Santa Ana Municipal Code (SAMC) Chapter 16. Organic waste cannot be taken to a landfill.

Every month, the Contractor shall submit receipts from licensed composters/green waste recycling facilities, to the Director listing the tons of organic waste recycled and the names and addresses of the composting or processing companies.

As an alternative, the City may allow Contractor to dispose of green waste and trash in bins provided by the City. The City will determine the amount of green waste and trash allowed to be dumped in these bins based on historical amounts. Any additional disposal fees must be paid by Contractor. At no time will the contractor be allowed to dispose of trash or green waste that was not collected as part of this contract. If the City finds that the contractor is disposing of trash from other contracts, the City will discontinue this service for the contractor and the contractor will be required to pay for their own trash service.\
Exhibit 1
City Council 25 – 29 5/3/2022
City of Santa Ana RFP 22-031

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City Responsibilities

1.0 CITY-DIRECTOR’S AUTHORITY
The Director’s Representative is the only person authorized to direct changes in any of the requirements under the Agreement and, not withstanding any provisions contained elsewhere in the Agreement, and said authority remains solely in the Director’s Representative. In the event that the Contractor effects any such changes at the direction of any person other than the Director’s Representative, the changes will be considered to have been made without authority and solely at the risk of the Contractor. In addition, the Director’s Representative shall have the authority to accept/reject materials, workmanship and to make changes in work or schedule, when the City determines that no extra costs are involved. The Director’s Representative shall also have the authority to suspend portions of the specifications and withhold the cost of the suspended portion of the agreement at his/her discretion.

The intent of these specifications is known by the City of Santa Ana. Any questions relating to the interpretation of these specifications must be addressed, in writing, prior to the start of work.

When the performance of the work or completion per schedule is determined to be sub-standard or not on schedule, the Director’s Representative may recommend that all or a portion of payment be withheld. In addition, the Director’s Representative shall have the option to hire another qualified contractor to perform any portion of the work specified and withhold payment in the amount of the cost to hire the qualified contractor. Payment to be withheld shall be deducted from the next or subsequent monthly payment due, or if the amount is insufficient to cover payment, the Contractor shall be liable for said deficiency and will be billed accordingly.

The Director’s Representative shall decide all questions and/or interpretations, which may arise as to the interpretation of the quality of work, manner of performance, completion per schedule, acceptable fulfillment of the Agreement by the Contractor, interpretation of the specifications, and compensation, including completion of work by alternate sources.

Special Requirements
See-ATTACHMENT 4: ADDITIONAL PROVISIONS
Exhibit 1
City Council 25 – 30 5/3/2022

EXHIBIT B
Exhibit 1
City Council 25 – 31 5/3/2022
City of Santa Ana RFP 22-031

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VALLEY MAINTENANCE CORP
March 20, 2022

Parks, Recreation and Community Services
City of Santa Ana
20 Civic Center Plaza
Santa Ana, California 92701
Gentlemen:

Thank you for the opportunity to provide the City of Santa Ana with a Park Restrooms and Perk Building Custodial Service Proposal.

Valley Maintenance Corp. primary business is providing complete professional and first class custodial services to commercial office buildings, industrial facilities, and government buildings, both large and small. VMC contact information is as follows:
• Headquarters Office – 11759 Telegraph Road Santa Fe Springs, CA 90670 • Mr. Bruce M. Hwang, Vice President of Operations of the company, is authorized representative for VMC. Mr. Hwang’ contact information is as following E-mail: [email protected]. Tel: (562) 948-3020 / Cell :(213) 494-1003 Valley Maintenance Corp. will bear sole and complete responsibility for all work as defined in Statement of Work.

We hope that our company will be selected as your contractor and we look forward to a long and mutually rewarding relationship with you. Thank you.

Sincerely,
Byung S. Lee
President

Exhibit 1
City Council 25 – 32 5/3/2022

INTRODUCTION

COMPANY HISTORY
Valley Maintenance, Corp. is a small and minority owned commercial building maintenance company established in 1991. Since its inception, Valley Maintenance has never failed or refused to complete any service contracts and has grown to become one of the premier janitorial service providers in the Southern California. Currently employing over 300 service workers covering an average of a multi million square feet per day. Valley Maintenance has the management experience, availability of supervisory personnel, financial capability and resources to accomplish all of the requirements of commercial properties. Our management staff has over one hundred years combined experience in the janitorial industry. We are proud of this fact and believe we are able to staff, function and perform to any specifications presented to us.

EMPLOYEE TRAINING
Training is mandatory for every employee to formulate and secure our high standard of operations.

From the simplest to the most complicated assignments, each member of our team is completely prepared before tackling each job. After careful screening of all Valley Maintenance personnel, mandatory training, with a minimum of 90 days supervised field-training employees are assigned to job locations. The training is followed by in-service instruction by their supervisors to update and review techniques.

OUR EMPLOYEES
Valley Maintenance employees are carefully screened and selected. They are trained, not only in the latest cleaning techniques, but care for specific premises with the specific use of industrial chemicals and equipment unique to each premise. To achieve our goal of customer satisfaction, we strive to create a feeling of pride in the performance of our employees.

Valley Maintenance personnel work on a performance incentive program are used to maximize quality work, therefore, providing you with the consistency of a quality maintenance company.

Exhibit 1
City Council 25 – 33 5/3/2022

EXPERIENCE AND CAPABILITY
The company is divided into two commercial service divisions: 1) retail properties providing specific floor care services and 2) all other commercial properties serving government facilities, office buildings, private schools, airport terminals and medical centers as well as industrial properties.

Valley Maintenance bonds and insures more than 300 employees and performs custodial services for many commercial properties as well as retail stores for the last 20 years. The crew and supervisors take pride in using only QUALITY products, PROFESSIONAL skills and STATEOF-THE-ART equipment and our training program and quality control program assures their performance.

We believe the primary element in the successful performance of contract janitorial service is management and supervision. Exemplary management ensures top service. The Operation Manager is headquartered at the corporate office. The Operation Manager directs the on-site supervisors. The on-site supervisor is in charge of the each project and directs and supervises assigned custodians.

The Operation Manager’s primary purpose is to increase the operation effectiveness of all the workers under his supervision. The Operation Managers train and assists personnel. They call on customers and assist them with any situations they may have. They are fully responsible for maintaining the quality of our services. The Supervisor or crew Foreman handles front line, on the job supervision.

With over a century of collective managerial and operational skills, Valley Maintenance has continued to grow both in size and reputation. We pride ourselves in being able to meet the highest expectation of our many satisfied clients.

Exhibit 1
City Council 25 – 34 5/3/2022

PLAN FOR PROVIDING REQUIRED SERVICES

JANITORIAL SERVICE OVERVIEW
Valley Maintenance Corp. will supply management support, supervision, cleaning personnel, and all necessary supplies and equipment to clean and maintain 15 Head Start Centers according to the Cleaning Specifications.

We will provide sufficient on-site night shift personnel to meet or exceed required specifications to clean and maintain your Head Start Centers.

Our nightly class room, office, restroom, and kitchen cleaning routine includes but is not limited to:
• Utilize Green Cleaning Program.
• Restroom cleaning, restocking and disinfecting
• Trash can maintenance, collection, removal and sanitize inside and outside • Sweep, mopping and vacuuming floors
• Clean and polishing desks and chairs.
• Complete cleaning of kitchen including appliances.
• Detail cleaning such as nightly spill and gum removal from all floors, carpets and seat fabric. • Use back pack type hose vacuum cleaner to clean hard to reach areas- under the furniture and corners. • Utilize out company’s unique FLOOR INTENSIVE PROGRAM
• Carpet Extraction Clean with truck mounted.

Valley Maintenance Corp. will develop and maintain a daily, weekly and monthly cleaning log and check list to ensure all tasks are completed according to Cleaning Specifications. Cleaning log is to indicate date , time and name of personnel that completed tasks. The logs are to be submitted to the center weekly. The site supervisor will be required to do a monthly walkthrough with the Property Management.

GREEN CLEAN
Exhibit 1
City Council 25 – 35 5/3/2022

IMPLEMENTATION PLAN
Valley Maintenance’s management is goal oriented, which places primary emphasis on solution-seeking behavior and on-the-job results. Accordingly, the first step in developing a specific management approach for a newly proposed business is to create a clearly defined set of performance standards for the job and proceed to develop a basic operation plan customized around those standards. Performance goals which must be achieved – on schedule with Quality Assurance in mind –for the provision of custodial and related services at your facilities are:

1. Safe, clean, sanitary premises; maintain all facilities at a peak level of “just opened” appearance at all times.

2. Cooperative interface with property manager assigned to this project.

3. Preventive, as well as corrective actions.

4. Flexibility and adaptability.

5. Provision of custodial services with respect for the important and complex work being performed.

With that in mind, we propose a comprehensive and continuing program encompassing the provision of personnel, supervision, and related requirements and services necessary to provide full and complete custodial services as described in the work specifications.

TECHNICAL RESPONSE REQUIREMENTS
Valley Maintenance proposes to use methods and procedures that have proven successful on large custodial service contracts that we have managed. Our techniques have evolved and been refined over the years. Here we address the ability of our firm to ensure that all personnel assigned to provide services under the proposed contract meet or exceed standard for quality and appearance in the performance of their tasks. In order to do so, we have isolated the important steps that we take to accomplish this. First of all, we must know the contract requirements. One of the first tasks, upon notification of contract award to our company, is management indoctrination of the requirements of the contract. Key company personnel will be assigned to this project in support of the local, on-site, management and supervisory staff. These persons will be responsible to oversee and to manage this project.

Therefore, at all levels of responsibility, detailed knowledge and understanding of the contract requirements must be established. At the company level, the Operations Manager, the Quality Control Manager, and the President are required to know and understand the contract requirements. The following attachments are our company concept for providing supervision and quality control to include special methods for monitoring performance and communication.

Exhibit 1
City Council 25 – 36 5/3/2022

CITY OF SANTA ANA

JANITORIAL SERVICES STAFFING PLAN

SUPERVISOR QUALITY CONTROL

SALVADOR RODRIGUEZ MATERIAL CONTROL

A. SUPERVISION
Valley Building Corp. will provide one Contract Manager who will be the primary contract with facility management.

This person to be available during normal working hours and shall directly supervise all custodial crew and will have overall supervisory authority over all company personnel.

B. STAFFING
VMC will provide a minimum crew of 13 FTE including 1 Contract Manager, 1 Site Supervisor, 3 Lead Persons, 8 Janitors and 1 Floor Care Specialist. VMC will obtain approval from City before changing the crew size.

C. CALL BACK CREW
VMC will maintain a sufficient number of trained call back supervisor and crew to cover vacation, illness, emergency leave for staff assigned to the service contract, and fluctuation in the number of visitors. This call back crew will available 24 hours a day, 7 days a week and able to arrive at job site within one hour.

D. QUALITY CONTROL
Following Quality Control performance services will be provided to insure a high standard of services at the Court.

1. Daily service reports will be made by the on-site working supervisor.

2. Monthly or Weekly inspection will be made by the Contract Manager accompany by a facility management.

3. VMC will submit copies of typical service log, report, etc.

PARK

RESTROOMS
DISTRICT 1 & 2

SANTA ANA

STADIUM

PARK RESTROOMS
DISTRICT 3 & 4
Santa Ana Zool
Sagado Center
Nature Center
Lawn Bowl
Logan Center\
Garfield Center
Roosvelt Center

LEAD PERSON

VICKY AMARO

LEAD PERSON

JEREMY AUILAR

FLOOR CARE

PRESSURE WASH
All Locations

CONTRACT MANAGER

BRUCE HWANG

LEAD PERSON

MARLEIDYS URENA

BACK UP
CREW

CUSTODIANS

SPECIALIST
JANITOR 1
JANITOR 2
JANITOR 3
JANITOR 4
JANITOR 5
JANITOR 6
JANITOR 7
JANITOR 8
Exhibit 1
City Council 25 – 37 5/3/2022

SANTA ANA PARK RESTROOM DAILY CLEANING SCHEDULE

DAY CLEANING NIGHT CLEANING
Santiago 11:00 AM Santiago 10:00 PM
Fisher 11:30 AM Fisher 10:30 PM
Angeles 12:00 AM Angeles 11:00 PM
El Salvador 12:30 PM El Salvador 11:30 PM
Compensino 1:00 PM Compensino 12:00 AM
Santa Anita 1:30 PM Rosita 1:00 AM
Heritage 2:00 PM Edna 1:30 AM
Rosita 2:30 PM Roiverview 2:00 AM
Edna 3:00 PM Portola 2:30 AM
Roiverview 3:30 PM Logan 3:00 AM
Portola 4:00 PM
Logan 4:30 PM
Windsor 11:00 AM Santa Anita 10:00 PM
Centennial 11:30 AM Jerome 10:30 PM
Adams 1:00 PM Windsor 11:00 PM
Thornton 1:30 PM Centennial 12:00 AM
Sandpointe 2:00 PM Adams 2:00 AM
Memorial 2:30 PM Thornton 2:30 AM
Delhi 3:00 PM Sandpointe 3:00 AM
Madison 3:30 PM Memorial 3:00 AM
Pacific Electric 4:00 PM Delhi 3:30 AM
Madison 4:00 AM
Pacific Electric 4:30 AM

Exhibit 1
City Council 25 – 38 5/3/2022

STEP- BY- STEP RESTROOM CLEANING METHOD
1 Sweep the loose debris and dirt from the floor with broom. Empty all trash containers. Refill hand soap and all paper goods holders.
2 Move to the toilet bowls. with a downward motion of the swab, push enough water over the trap to expose the standing-water ring
3 Apply the cleaner under and around the flush ring.
4 Apply the cleaner inside the rest of the bowl and spread it evenly with a clean bowl swab. Let it remain on the surface for 5 to 10 minutes, allowing it to loosen hard-water deposit, dirt, and stains. 5 After applying the cleaner to the toilets, move on to the urinals. Spread the cleaner up under the flush ring and down the sides. Allow the cleaner to remain on the surface, as with the toilet. 6 Spread the cleaner evenly on sinks and lavatories, using the sponge or the hand pad. Be sure to cover the basin, sides, splash pan, and fixtures. Allow to remain on the surface. 7 Return to the toilet bowls. Swab the bowl, flushing it several times to rinse thoroughly. pay particular attention to the underside of the flush ring.
8 Return to the urinals and rinse by flushing several times. Swab at the same time. 9 Return to the sinks and rinse with water. use hand pad to wipe away deposits and stains. 10 Using the abrasive side of the sponge, clean the walls under the sinks. 11 Clean the underside and sides of the sinks.
12 1. Clean the underside and sides of the sinks.
13 Wipe the fixtures, sinks, with a clean cloth.
14 Move to the urinals and clean all of the exterior surfaces. Clean the walls above and beside the urinals. wipe the handles and fixtures with a clean cloth.
15 2. Move to the toilets and clean all exterior surfaces, including the underside and top side of the toilet seat. 16 Clean built-up urine salts and soil from the partition and wipe with a clean cloth. 17 The last step to clean the floor with disinfectant. Mop in a figure-eight motion, covering all areas in the room.

RESTROOM CLEAN DAILY CHECK OUT
LOCATION : _________________________ DATE : TIME :__________

Santa Ana City CouncilMay 3, 2022

Santa Ana City Council
May 3, 2022