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<CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: . James Sharer, Director Subject:
Resolution of the Mayor and Common Council ofthe City
of San Bernardino authorizing the execution of a contract
with Inland Acoustics, Inc. for remodeling the ceiling
system in the City Hall lobby in the amount of $36,780.00.
Dept:
Facilities Management
Date:
June 4, 2002
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MlCC Meeting Date: July 1, 2002
Synopsis of Previous Council Action:
None
Recommended Motion:
Adopt Resolution.
James Sharer
Contact person:
ames W. Sharer
Director of Facilities Management
Phone: 384-5244
Supporting data attached:
Staff Report, Resolution, Bid
Sheet
Ward(s): I
FUNDING REQUIREMENTS:
Amount: $36,780.00
Source::
001-325-5507
fittd~;I &L
Director of Finance
Council Notes:
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Agenda Item No.
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CITY OF SAN BERNARDINO - REOUEST FOR COUNCIL ACTION
STAFF REPORT
SUBJECT
Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the
execution of a contract with Inland Acoustics, Inc. for remodeling the ceiling system in the City
Hall lobby in the amount of$36,780.00.
BACKGROUND
Currently, the lobby ceiling in City Hall is made of inaccessible gypsum board, has inefficient
lighting, and is not esthetically pleasing. This ceiling needs to be remodeled/renovated to provide
improved accessibility, and better lighting. To that end, staff sought to procure the services of a
specialized and qualified contractor to remodel/renovate the ceiling system. .
The work includes: demolishing the existing drywall ceiling, light fixtures, heating and air
conditioning ducts and grills; rebuilding the large soffit wall near the front doors and windows;
installing a new two foot by two foot suspended acoustical ceiling; installing forty-five new 6"
round down lights and all associated electrical work; rebuilding the existing duct work and
installing new vents/grills; painting; and restoring all adjacent surfaces.
If approved by the Mayor and Common Council, this resolution will authorize this Negotiated
Purchase with Inland Acoustic, Inc., for FY2002/03 per Mwlicipal Code $3.04.010 (B) (3). Inland
Acoustics has done similar work for the City in recent past and their pricing is in line with their
previous work. Therefore, based on this competitive analysis of the previous bids submitted by
Inland Acoustics, Inc., the bid price of $36,780 is fair and reasonable.
FINANCIAL IMPACT
The contract cost for remodeling the ceiling system in the City Hall lobby will be $36,780 and
was budgeted. Facilities Management FY02/03 general fund budget will be charged (account
number 001-325-5507). There is no additional impact to the City General Fund for this action.
RECOMMENDATION
Adopt Resolution.
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RESOLUTION NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY 0
SAN BERNARDINO AUTHORIZING THE EXECUTION OF A CONTRACT WIT
INLAND ACOUSTICS, INC. FOR REMODELING THE CEILING SYSTEM IN T
CITY HALL LOBBY IN THE AMOUNT OF $36,780.00.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. Inland Acoustics, Inc. has been awarded two similar acoustic ceiling
projects that went to bid this fiscal year and was the only local bidder in San Bernardino. A
contract for remodeling the ceiling system in the City Hall lobby per project specifications No.
0137b. is awarded accordingly to said company in the total amount of$36.780.00. Such award
shall be effective only upon being fully executed by both parties. The Mayor is hereby
authorized and directed to execute said contract on behalf of the City; a copy of the contract is
attached as Exhibit "A" and incorporated herein by reference as fully as though set forth at
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length.
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SECTION 2. This contract and any amendment or modification thereto shall not take
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effect or become operative until fully signed and executed by the parties and no party shall be
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obligated hereunder until the time of such full execution. No oral agreements. amendments.
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modifications or waivers are intended or authorized and shall not be implied from any other
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course of conduct of any party.
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SECTION 3. This resolution is rescinded ifthe parties to the contract fail to execute it
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within 60 days of the passage ofthis resolution.
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RESOLUTION . . . AUTHORIZING THE EXECUTION OF A CONTRACT WIT
INLAND ACOUSTICS, INC. FOR REMODELING THE CEILING SYSTEM IN TH
CITY HALL LOBBY IN THE AMOUNT OF $36,780.00.
I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
Common Council of the City of San Bernardino at a meeting thereof,
held on the day of , 2002, by the following vote. to wit:
Council Members:
AYES
NAYS
ABSTAIN
ABSENT
ESTRADA
LIEN
MCGINNIS
DERRY
SUAREZ
ANDERSON
McCAMMACK
City Clerk
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,2002.
day of
The foregoing resolution is hereby approved this
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Judith Valles, Mayor
City of San Bernardino
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Approved as to form and legal content:
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James F. Penman. City Attorney
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CITY OF SAN BERNARDINO
300 NORTH D STREET
SAN BERNARDINO, CA 92418
PAGEl
EXHIBIT "A"
AGREEMENT FOR SERVICES
This AGREEMENT is made and entered into this _ day of . 2002. by and
between The City of San Bernardino. California. a municipal corporation, hereinafter referred to
as the "City" and Inland Acoustic, Inc., a California corporation. hereinafter referred to as
"Contractor".
WITNESSETH
WHEREAS. City desires to obtain services for the remodeling the ceiling system in the
City Hall lobby; and
WHEREAS. in order to provide for the design. preparation of plans, securing of permits
and approvals. drawings sufficient to allow review and construction and to provide accurate as
constructed drawings for record purpose of the remodeling the ceiling system in the City Hall
lobby. it is necessary to engage the services of a design Contractor and construction firm; and
WHEREAS. the San Bernardino City Council has elected to engage the services of
Contractor upon the terms and conditions as hereinafter set forth;
NOW. THEREFORE, it is mutually agreed, as follows:
C 1. SCOPE OF SERVICES
Contractor shall perform those services specified in "Scope of Work" contained in the
RFO-0137B Contract Documents, Plans and Special Provisions Remodeling the Ceiling
System in the Citv Hall Lobby and as referenced in the proposal dated AorillO. 2002, a
copy of which is attached hereto and hereinafter referred to as "Work" and incorporated
herein as though set forth in full.
2. TERM OF AGREEMENT
The services of Contractor are to commence immediately after the City has authorized
work to start by issuance of a Notice to Proceed. The scheduled completion dates are
shown in the proposal and shall be modified to reflect the actual date of the Notice to
Proceed and may be adjusted by the City as determined by progress of the work. This
Agreement shall expire upon completion of the project or as directed by the City unless
extended by written agreement of the parties.
3. STANDARD OF PERFORMANCE
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Contractor will, at its sole expense:
A. Complete all product, services. construction. and design work in conformance with all
applicable federal. state, and local laws, codes, and standards as promulgated, which shall
include without limitation: Standard Specifications for Public Works Construction
(Greenbook); South Coast Air Quality Management standards; County of San Bernardino;
Controlling State Standards; Uniform Building Codes; Electrical, Mechanical, and Fire
Codes; the City of San Bernardino's Standard Drawings and the project specifications.
B. Conduct and carry out the Work in accordance with the terms and conditions of this
Agreement and diligently pursue completion of the Work in accordance with the timetable
set forth on herein
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CITY OF SAN BERNARDINO
300 NORTH D STREET
SAN BERNARDINO, CA 92418
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C. Supervise and direct the Work, using Contractor's best skill and attention. Contractor will be
solely responsible for and have control over the means, methods, techniques, sequences,
procedures, and for coordinating all portions of the Work.
D. Unless otherwise provided in this Agreement, provide and pay for all labor, materials,
equipment. and tools necessary for the proper execution and completion of the Work.
E. Enforce strict discipline and good order among the employees, subcontractors, and agents
calTying out the Work. employ, and permit the employment of only qualified persons skilled
in tasks assigned to them in performing the Work.
F. Secure all governmental licenses and inspections necessary for the performance and
completion of the Work in accordance with all laws, statutes, ordinances, building codes and
regulations applicable to performing the Work (the "Applicable Laws") other than those to
be obtained by City.
G. Comply with and give all notices required by all Applicable Laws. However, Contractor does
not assume the obligation to determine whether the Work or this Agreement is in accordance
with all laws and regulations applicable to the City.
H. Keep the facilities and the surrounding area free from the accumulation of waste materials
and rubbish resulting from Contractor's performance of its obligations under this Agreement.
On or befor.e completion of the Work, remove from and about the facilities, all such waste
materials and rubbish, and all of Contractor's tools, equipment, machinery and surplus
materials, except that, as provided in Section 9, the City will remove and dispose of all toxic
or hazardous material removed from the facilities.
I. Take reasonable precautions for safety, and provide reasonable protection to prevent damage,
injury, or loss as a result of the Work, including without limitation, coordinating the Work.
with the City' s on-site safety program.
4. CHANGES/EXTRA SERVICES
A. Performance of the work specified in the "Scope of Services" is made an obligation of
Contractor under this Agreement, subject to any changes made subsequently upon mutual
agreement of the parties. All such changes shall be incorporated by written amendments to
this Agreement and include any increase or decrease in the amount of compensation due
Contractor for the change in scope. Any change which has not been so incorporated shall not
be binding on either party.
B. No extra services shall be rendered by Contractor under this Agreement unless such extra
services are authorized. in writing, by City prior to performance of such work. Authorized
extra services shall be invoiced based on Contractor's proposed rates. a copy of which is
included in the proposal and incorporated herein as though set forth in full.
5. COMPENSATION
A. The City shall reimburse the Contractor for actual costs (including labor costs, employee
benefits. overhead. profit. other direct and indirect costs) incurred by the Contractor in
performance of the work. at the rates listed in the proposal and for the tasks completed and
partially completed in accordance with monthly billings in an amount not to exceed
$38.335.00.
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CITY OF SAN BERNARDINO
300 NORTH D STREET
SAN BERNARDINO, CA 92418
PAGE 3
B. Said compensation shall not be altered unless there is significant alteration in the scope.
complexity. or character of the work to be performed. Any such significant alteration shall be
agreed upon in writing by City and Contractor before commencement of performance of such
significant alteration by Contractor. Any adjustment of the cost of services will only be
permitted when the Contractor establishes and City has agreed. in writing, that there has
been. or is to be. a significant change in:
I) Scope, complexity, or character of the services to be performed;
2) Conditions under which the work is required to be performed; and
3) Duration of work if the change from the time period specified m the Agreement for
Completion of the work warrants such adjustment.
C. The Contractor is required to comply with all Federal, State and Local laws and ordinances
applicable to the work and which are in effect as of the date of the notice to proceed.
6. PAYMENT BY CITY
A. The billings for all services rendered pursuant to this Agreement shall be submitted monthly
by Contractor to City and shall be paid by City within 20 days after receipt of same,
excepting any amounts disputed by City.
B. Dispute over any invoiced amount shall be noticed to the Contractor within 10 days of billing
and a meet and confer meeting for resolution of such dispute shall be initiated by the City
within 10 days of notice of such dispute. Interest of 1.5% per month (but not exceeding the
maximum rate allowable by law) will be payable on any amounts not in dispute and not paid
within 30 days of the billing date, payment thereafter to be applied first to accred interest and
then to the principal unpaid amount. On disputed amounts, interest shall accrue from 30 days
of the invoice date if the amount in dispute is resolved in favor of the contractor.
C. Should litigation be necessary to enforce any term or provision of this Agreement. or to
collect any portion of the amount payable under this Agreement. then all reasonable litigation
and collection expenses. witness fees. and court costs, and attorney's fees shall be paid to the
prevailing party. The costs. salary, and expenses of the City Attorney and members of his
office in connection with that action shall be considered as attorneys' fees for the purposes of
this Agreement.
7. SUPERVISION AND ACCEPTANCE OF SERVICES
A. The Director of Facilities Management of the City. or his designee, shall have the
right of General supervision over all work performed by Contractor and shall be
City's agent with respect to obtaining Contractor's compliance hereunder. No
payment for any services rendered under this Agreement shall be made without
prior approval of the Director of Facilities Management or his designee.
B. Contractor shall perform the Work as an independent contractor and shall not be
considered an employee of the City. This Agreement is by and between
Contractor and the City, and is not intended, and shall not be construed, to create
the relationship of agent, servant, employee, partnership, joint venture, or
association. between the City and Contractor.
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CITY OF SAN BERNARDINO
300 NORTH D STREET
SAN BERNARDINO, CA 92418
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C. When Contractor believes that all or any phase of the Work has been completed in
accordance with the terms of this Agreement, Contractor will submit to the City a
Certificate of Substantial Completion, which describes the Work substantially
completed and include a commitment by Contractor to complete any remaining
portion of the Work or the completed phase. The parties intend that work will be
accepted as it is substantially completed.
D. The City will. within five business days after receiving the Certificate of
Substantial Completion. inspect the Work that is described as completed in the
Certificate of Substantial Completion.
E. If the City does not accept that Work, The City will deliver written notice to
Contractor describing in detail the material respects in which that work fails to
conform to the description of that Work set forth on herein. In that case.
Contractor will take such actions as it deems appropriate to cause that Work to
conform to the description set forth on herein in all material respects. Contractor
will then issue another Certificate of Substantial Completion pursuant to the
provisions herein.
If that Work substantially conforms to the description of the a Work set forth on
herein, the City will accept that Work by signing the Certificate of Substantial
Completion and returning it to Contractor. If the City does not deliver a written
notice to Contractor within 10 business days of receiving the Certificate of
Substantial Completion, the City will be deemed to have signed and returned the
Certificate of Substantial Completion.
The date on which the City accepts Work or a phase of said Work referred to
herein as the "Acceptance Date" of such Work or phase.
F.
G.
8, REPRESENTATIONS
Each party represents that:
A.
It has all requisite corporate power and authority to execute and deliver this
Agreement and to perform its obligations hereunder, and it is in good standing
under the laws of the state of its organization or incorporation.
The execution. delivery and performance of this Agreement have been duly
authorized by its board of directors or governing body, as the case may be, and in
accordance with its organizational documents.
This Agreement has been duly executed and delivered on its behalf by Signatories
so authorized and constitutes its legal. valid and binding obligation.
The execution. delivery, and performance of this Agreement will not result in a
breach or violation of nor constitute a default under any agreement, lease, or
instrument to which it is a party.
To the best of its. knowledge, there is no pending or threatened judicial action or
administrative proceeding that could have an adverse effect on the validity or
enforceability of this Agreement or such party's ability to perform its obligations
under this Agreement.
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CITY OF SAN BERNARDINO
300 NORTH D STREET
SAN BERNARDINO, CA 92418
PAGE 5
9. DISCOVERY AND DISPOSAL OF HAZARDOUS SUBSTANCES
A. If any Hazardous Substances are discovered at the facilities during the Work. such
discovery shall constitute a cause beyond Contractor' s reasonable control and
Contractor shall have the right to cease the Work until the City. at its expense. as
appropriate. tests. abates, encapsulates. cleans up. removes or disposes of such
Hazardous Substances.
B. If The City so requests. Contractor shall as'sist the City by providing the City a list
of qualified disposal companies. arranging contracts between The City and a
qualified disposal company and coordinating the Work with the activities of a
qualified disposal company. Although budget costs for such services may be
included in program proposals and cash flow analyses. the City will be directly
responsible for contracts and payment to disposal companies.
10. INSURANCE/INDEMNIFICA TION
Contractor shall, at its expense. maintain commercial general liability coverage
and employer's liability coverage of at least $ I ,000,000 for each occurrence,
$2.000.000 aggregate. and workers compensation coverage. to protect such party
and its officers. directors. agents and employees from any claims under workers'
compensation and from any and all other claims for bodily injury, including death
and personal injury. and from claims for property damage arising from
Contractor's performance under this Agreement. Contractor shall submit to The
City completed Certificates of Insurance evidencing such coverage. Contractor
shall name The City of San Bernardino as an additional insured on the policy.
Except for City's negligence or willful misconduct. Contractor shall indemnify,
defend and hold City and its officers and employees harmless from all claims.
damages, costs and expenses. including but not limited to damages to property or
personal injury. arising from Contractor's performance under this Agreement. The
provisions of this section shall survive the expiration or early termination of this
Agreement.
11. DEFAULT AND TERMINATION
A. If Contractor or the City:
1) Fails to make any payment as it becomes due in accordance with the terms ofthe Agreement;
2) Fails to perform or observe any other covenant. condition. or obligation to be performed or
observed by it hereunder; or
3) Made in this Agreement any materially false, misleading or erroneous representation to the
other party
Then the other party shall have the right to send a notice of termination of this
Agreement. During the thirty (30) day period beginning on the date of such
notice. Contractor and City shall negotiate in good faith toward an amicable
resolution of the default. If no such resolution is agreed upon in writing within
such period. this Agreement shall terminate.
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CITY OF SAN BERNARDINO
300 NORTH D STREET
SAN BERNARDINO, CA 92418
PAGE 6
B. If proceedings under any bankruptcy, insolvency, reorganization or similar
legislation are instituted against or by a party, or a receiver or similar officer is
appointed for a party or any of its property, and such proceedings or appointments
are not vacated. or fully stayed. within thirty (30) days after the institution or
occurrence thereof, the other party shall have the right to terminate this
Agreement by written notice; such notice to be effective upon delivery.
C. The non-defaulting party may. at its discretion, exercise all remedies available at
law or equity or other appropriate proceedings, mcluding bringing any action or
actions from time to time for the recovery of damages as a result of such default.
and all costs and expenses reasonably incurred in the exercise of its remedies
hereunder.
12. ASSIGNMENT
Except as provided in this Section, neither party will assign any of its rights or
obligations hereunder without the prior written consent of the other party. This
Agreement will bind and inure to the benefit of the successors and permitted
assigns of the parties.
The City may transfer or assign its rights and obligations under this Agreement to
a successor purchaser of the facilities if such assignee or transferee explicitly
assumes in writing the obligations of The City under this Agreement
13. EXCUSED DELAYS
A.
B.
If either party will be delayed in or prevented, in whole or in part, from performing any
obligation or condition hereunder with the exception of the payment of money, or from
exercising its rights by reason or as a result of any "force majeure" or due to the failure of
the other party to perform its obligations hereunder, such party will be excused from
performing such obligations or conditions while such party is so delayed or prevented.
The term "force majeure" as used herein means acts of God, acts of government. strikes,
lockouts. or other industrial disturbances, acts of public enemy, blockades, wars,
insurrections or riots, epidemics, landslides, fires, storms, floods, earthquakes,
explosions. water damage, lightning, freeze-ups, theft, malicious mischief. electrolytic or
chemical action, unusual delays in transportation, or other similar causes beyond the
control of such party.
14. NOTICES
Any and all notices between The City and Contractor provided for or permitted under this
Agreement or by law will be in writing and will be deemed duly served when personally
delivered to the party. or in lieu of such personal service when deposited in the United
States mail. certified. postage prepaid. addressed to such party at the address of such
party listed on the signature page to this Agreement or at such other address as is given to
the other party by like notice. A copy of any notice to Contractor shall be sent to
addressee on the signature page.
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CITY OF SAN BERNARDINO
300 NORTH D STREET
SAN BERNARDINO, CA 92418
PAGE 7
15. MISCELLANEOUS
A. Term
This Agreement will take effect when signed by both parties and. unless sooner
terminated. will continue until project is completed but no later than one year after the
effective date.
B. Forum and Law
This Agreement is considered to have been made at City of San Bernardino. County
of San Bernardino. Contractor and the City agree that any and all disputes arising out
of or in connection with this Agreement will be brought only in courts within the
jurisdiction of the County of San Bernardino, CA and each agree to the service of
process in accordance with the law of the State of California.
Entire Agreement
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D.
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F.
This Agreement. including its Exhibits, which Exhibits are incorporated into this
Agreement in their entirety. contains the entire agreement between the parties with
respect to its subject matter and supersedes all prior proposals, letters, brochures and
other material relating to its subject matter. No amendment, waiver. or discharge of
any provision of this Agreement will be valid unless in writing and signed by an
authorized representative of the party against which such amendment, waiver. or
discharge is sought to be enforced.
Non-Waiver
The failure of either party to insist in any instance upon strict performance of any of
the provisions of this Agreement will not be construed as a waiver of any such
provision nor affect any present or future right hereunder.
Interpretation
The headings and the table of contents are for reference and convenience only and
will not be considered in the interpretation of this Agreement. The language used in
this Agreement will be deemed to have been chosen by the parties to express their
mutual intent and no rule of construction will be used to construe language against
either party.
Severability
If any provision of this Agreement is held to be unenforceable, then both parties will
be relieved of all obligations arising under such provision. but only to the extent that
such provision is unenforceable, and this Agreement will be deemed amended by
modifying such provision to the extent necessary to make it enforceable while
preserving its intent or. if that is not possible. by substituting another provision that is
enforceable and achieves the same objective and economic result. If such
unenforceable provision does not relate to the payments to be made to Contractor. and
if the remainder of this Agreement is capable of substantial performance. then the
remainder of this Agreement will be enforced to the extent permitted by law.
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CITY OF SAN BERNARDINO
300 NORTH D STREET
SAN BERNARDINO, CA 92418
PAGE 8
G. Independent Parties
Nothing contained in this Agreement will be deemed or construed for any purpose, to
establish. between the parties, a partnership or joint venture, a principal-agent
relationship. or any relationship other than City and independent contractor.
H. Non-Discrimination
During the performance of this Agreement, Contractor agrees that Contractor shall
not discriminate on the grounds ofrace, religious creed, color, national origin,
ancestry, age, physical disability, mental disability, medical condition including the
medical condition of Acquired Immune Deficiency Syndrome (AIDS) or any
condition related thereto, marital status. sex or sexual orientation in the selection and
retention of employees and subcontractors and the procurement of materials and
equipment. Further. Contractor agrees to conform to the requirements of the
Americans with Disabilities Act in the performance of this Agreement.
16. COMPLIANCE WITH CIVIL RIGHTS LAWS
Contractor hereby certifies that it will not discriminate against any employee or applicant
for employment because of race, color, age, disability, religion, sex, marital status, or
national origin, in accordance with Federal, State, and Local laws. Such action shall
include~ but not be limited to, the following: recruitment and recruitment advertising,
employment, upgrading, and promotion.
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CITY OF SAN BERNARDINO
300 NORTH D STREET
SAN BERNARDINO, CA 92418
CITY OF SAN BERNARDINO
Inland Acoustics, Inc.
By:
Its:
Mayor
Date:
Address for notices:
City of San Bernardino
300 North D Street
San Bernardino. CA 92418
Attention:
Jim Sharer
Approved as to form and legal content:
JAMES F. PENMAN
City Attorney
By:
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By:
Its:
Owner
Date:
Address for notices:
Inland Acoustics. Inc.
323 S. Sierra Way: PO Box 5302
San Bernardino. CA 92412
Attention:
Larry Hyder, President
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CITY OF SAN BERNARDINO
300 NORTH D STREET
SAN BERNARDINO, CA 92418
CEILING SYSTEM INST ALLA TION-CITY HALL LOBBY
RFQ-0137B
SCOPE OF WORK & SPECIFICATIONS
PAGEl
1. BACKGROUND
The lobby at the City of San Bernardino's City Hall located at 300 N. D St in San
Bernardino. California. 92418 needs to be modernized. This ceiling needs to be
remodeled/renovated to provide improved accessibility, better lighting, and to create a
modem and more receptive atmosphere befitting the City of San Bernardino similar to
that in the Mayor's conference room.
2. OBJECTIVE
The City of San Bernardino (Agency) requires the services of a specialized and qualified
contractor to install a suspended acoustical ceiling using Armstrong Classic Step Cirrus
Tile in the lobby of City Hall to modernize and coordinate the look of the building's
architecture and provide an esthetically pleasing appearance and provide accessibility.
3. CONTACTS
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Project Manager:
Neil H. Groom, Project Manager
Facilities Management
300N.DSt
San Bernardino. CA 92418
909-384-5598
909-384-5012 fax
Site Contact:
Same as above
4. SCOPE OF WORK
A. CONTRACTOR'S RESPONSIBILITIES
1. GENERAL
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a. Provide everything necessary including without limitation all labor.
material. supplies. tools, equipment. and supervision required to
perform the work.
b. Maintain a safe working environment at all times since public access
will still be required.
c. Maintain a clean and orderly job site at all times.
d. Post necessary warning signs, banners, etc. to ensure all concerned are
well-advised of any potential hazard at the job site.
e. Perform all work according to the UBC 1997 Edition as promulgated
and according to the attached specifications.
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CITY OF SAN BERNARDINO
300 NORTH D STREET
SAN BERNARDINO, CA 92418
CEILING SYSTEM INST ALLA nON-CITY HALL LOBBY
RFQ-0137B
SCOPE OF WORK & SPECIFICA nONS
PAGE 2
f. Prepare the site and the walls, doors, etc. according to the attached
specifications.
g. Ensure that waterproofing measures are in place where applicable (ie:
at the drinking fountain).
h. Prepare all original surfaces to 'ensure that the ceiling system will be
properly affixed.
1. Restore any collateral damage or work to its original state. Any
damage to adjoining areas shall be the responsibility of the contractor
at no additional cost to Agency. Adjoining areas include but are not
limited to ceilings, walls, doors, floors, windows, desks, other
surfaces, lighting, electrical, and the like.
J. Ensure that the entire project area and within 15' of the project is
completely cleaned every day before leaving the project.
k. Cooperate with any Agency required changes
1. Warranty the work for one year from the completion and acceptance of
the project by Agency.
m. Remedy all defects at Contractor's sole expense during the warranty
period within 5 working days after receipt of written notification from
Agency.
n. Provide at least a three working-days notice prior to the start of work.
o. Report all chemicals used on-site must be accompanied with a
Material Safety Data Sheet (MSDS).
p. Ensure that all cars. trucks. or heavy lifting equipment are not left in
an area that would be a convenient nuisance or cause any collateral
damage.
q. Be responsible for all permits.
r. Barricade as necessary all work areas to re-route pedestrian traffic; you
are reminded that this area is continually accessed by the public.
s. Be responsible for any damage to anyone's property as a direct or
indirect result of contractor's work or equipment.
t. Obtain Agency approval for all phases of work before beginning work.
u. Ensure that the finished structure passes all earthquake and UBC
requirements.
v. Provide temporary facilities such as lighting, hoisting apparatus and
ladders.
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PAGE 3
CITY OF SAN BERNARDINO
300 NORTH D STREET
SAN BERNARDINO, CA 92418
CEILING SYSTEM INST ALLA nON-CITY HALL LOBBY
RFQ-0137B
SCOPE OF WORK & SPECIFICA nONS
o
w. Perform all work during normal working hours. Normal working hours
is Monday through Friday, 7:30 a.m. to 5:30 p.m. without interfering
with scheduled meetings in the Council Chambers or as appointed by
the Project Manager.
x. Park only in the designated areas.
y. Make deliveries only to the Agency pre-approved storage/staging area.
Contractor personnel must receive deliveries. Agency personnel will
not accept deliveries for contractor.
z. Be responsible for the safety of all equipment including ladders, lifts.
handtools. and the like.
aa. Move and relocate any fixtures necessary to facilitate the work.
bb.. Work in concert with other contractors as may be required by Project
Manager.
2. SPECIFIC
Demolish the existing plaster ceiling, light fixtures, heating and air
conditioning ducts and grills
Rebuild the large soffit wall near the front doors and windows
Install a new two foot by two foot suspended acoustical ceiling
Install forty-five new 6" round down lights and all associated electrical
work
Rebuild the existing duct work and installing new vents/grills
Paint soffit and all other surfaces to match existing
Restore all adjacent surfaces
Do NOT relocate the twelve existing fire sprinkler heads, which would
be done under separate contract.
B. Agency Responsibilities
1. Provide all water access and electricity for the work.
2. Provide limited on-site storage for materials and staging equipment.
3. Notify Contractor of any problems relating to the completion of this project.
5. DELIVERABLES
Submit before work color digital photos of all work to be done.
Install a complete ceiling system that is true, level on all angles, firmly affixed, without
any infirmities including damage, mars, smudges, and the like.
Submit after work is completed color digital photos of all work done.
0 a.
b.
c.
d.
e.
f.
g.
h.
o
I I
o
c
o
'.
CITY OF SAN BERNARDINO
300 NORTH D STREET
SAN BERNARDINO, CA 92418
CEILING SYSTEM INSTALLATION-CITY HALL LOBBY
RFQ-0137B
SCOPE OF WORK & SPECIFICATIONS
PAGE 4
6. LOCATION
City Hall 300 N. D Street, San Bernardino California
7. PERIOD OF PERFORMANCE
Complete all work within 14 calendar days of the notice to proceed start date. A 3-week
lead time will be allowed for material.
8. SPECIFICATIONS
Any deviations or conflicts in the terms and conditions or specifications contained in this
contract, scope of work or the technical specifications will be governed by the more
restrictive requirement.
Detailed manufacturer's specifications are attached.
Approximate net square footage for the ceiling system is as follows; however, the bidder
is responsible to ensure the exact measurements and gross material requirements:
I, 1
, -.
o
c
o
MHY 21 '02 09:52HM
P.l
---
INLAND ACOUSTICS, INC.
323 S, Sierra Way. P.O. Box 5302, San Bernardino, CA 92412
(909) 884-6276 Fax(909) 889.6936 L1C#405281
Quotation
DATE: 4-10-02
TO: City of San Bernardino
Facilities Management
PROJECT: San Bernardino City Hall
300 N, "0" 51.
San Bernardino, Ca 92418
ATTN NEIL GROOM
CITY HALL FIRST FLOOR LOBBY
We propose to install a new Suspended Acoustical Ceiling to replace the existing plaster
ceiling. All work to be done per code and as discribed below.
Demo the existing plaster ceiling, light fixtures & HVAC ducts and grills
Rebuild the rarge soffit wall near the front doors as well as the pocket along the windows
Install a new 2 x 2 Suspended Acoustical Ceiling using Armstrong Classic Step Cirrus Tile
Install (45) new 6" round down lights including all necessary associated electrical work
Rebuild the existing duct work and install new AC grills to fit into the new Suspended Ceiling
Paint all the new soffits and any surfaces that may get damaged by the construction
All work to be scheduled per the city to accomodate the City's schedule.
EXCLUSION: Relocation of the 12 existing Fire Sprinkler Heads
Furnished, Installed and Tax Included $ 36,780.00
I I
.
OFFICE OF THE CITY CLERK
RACflEL G. CLARK, C.M.C. - CITY CLERK
300 North "D" Street. San Bernardino' CA 92418-0001
909.384.5002' Fax: 909.384.5158
www.ci.san-bernardino.ca.lls
Sl.~
July 8, 2002
Larry Hyder, President
Inland Acoustics, Inc.
323 S. Sierra Way
P.O. Box 5302
San Bernardino, CA 92412
Dear Mr. Hyder,
At the Mayor and Common Council meeting of July I, 2002, the City of San Bernardino adopted
Resolution 2002-220 - Resolution authorizing the execution oj a contract with Inland Acoustics,
Inc.Jor remodeling the ceiling system in the City Hal/lobby in the amount oj$36,780.00.
Enclosed is one (I) original agreement. Please sign in the appropriate location and return the
executed agreement to the City Clerk's Office, Attn: Michelle Taylor, P.O. Box 1318, San
Bernardino, CA 92402, as soon as possible.
Please be advised that the resolution and agreement will be null and void if not executed
within 60 days, or by August 30, 2002.
If you have any questions, please do not hesitate to contact me at (909)384-5002.
Sincerely,
./ ,<,
. ~_ i~ / ~
..,'
Michelle Taylor
Senior Secretary
Enclosure
CITY OF SAN BERNARDINO
AIlOII'nTI .,\'1-1..\ UI;'I1 V,\I ,1JR"\: IllteQ'ritv. Accountabilitv . Rested tor Human Dignity. Hont.:sty
II I
~.'_~,-6t
-',. "",,-,.,,,,,,.,
OFFICE OF THE CITY CLERK
RACHEL G. CLARK, C.M.C. - CITY CLERK
300 North "D" Street. San Bernardino' CA 92418-0001
909.384.5002' Fax: 909.384.5158
www.ci.san-bernardino.ca.us
'"
August 16,2002
Mr. Larry Hyder, President
Inland Acoustics, Inc.
323 S. Sierra Way
San Bernardino, CA 92412
Dear Mr. Hyder,
At the Mayor and Common Council meeting of July 1, 2002, the City of San Bernardino adopted
Resolution 2002-220 - Resolution authorizing the execution of a contract with Inland Acoustics,
Inc., for remodeling the ceiling system in the City Hall lobby in the amount of $36,780.00.
One (1) original agreement was sent to you on July 8, 2002, for signatures. Please return the
executed original to the City Clerk's Office, Attn: Michelle Taylor, P.O. Box 1318, San
Bernardino, CA 92402.
Please be advised that the resolution and agreement will be null and void if not executed by
August 30, 2002.
If you have any questions, please do not hesitate to contact me at (909) 384-5002.
Thank you,
. I ., /. (
Michelle Taylor
Senior Secretary
CITY OF SAN BIlRNARIlINO
A. nnl'TI.n SU,\UFD VAI,DES: Intt:[!ritv. Accountability. Respect for Human Dignity. Honesty
CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
August 21, 2002
TO:
Veronica Martinez, Senior Secretary
FROM:
Michelle Taylor, Senior Secretary
RE:
Resolution 2002-220 - Agreement with Inland Acoustics, Inc.
CC:
Attached is a fully executed copy of the services agreement with Inland Acoustics, Inc., for
remodeling the ceiling system in the City Hall lobby. The original agreement is on file in the
City Clerk's Office.
If you have any questions, please call me at ext. 3206.
.
.
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): i") -1 --o~ Item # :)-1
Vote: Ayes \ - 'I Nays'&
Change to motion to amend original documents: .-
Resolution # ;)00;) - d;;}. b
Abstain k7- Absent e
Reso. # On Attachments: L- Contract term: -
Note on Resolution of Attachment stored separately: ~
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY
Date Sent to Mayor: rr- ~ -0 d-
Date of Mayor's Signature: '\-::, -0 ~
Date of Clerk/CDC Signature: '1- "3 -<:.l d-
Null/Void After: loa DArS /r;- ,,,()~o';J-
I
By: -
Reso. Log Updated:
Seal Impressed:
/
./
Date Memo/Letter Sent for Signature:
~ Reminder Letter Sent on J!!ib-<bY:
90 Day Reminder Letter Sent on 45th day:
1\- )(-0 d-
j{-lb-<.l :>-
See Attached: ..-/ Date Returned: 55 ';70 "() ~
See Attached: ~
See Attached:
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234, 655, 92-389):
Copies Distributed to:
City Attorney /
Parks & Rec.
Code Compliance Dev. Services
Police Public Services Water
Notes:
Yes~
Yes
Yes
Yes
Yes
No
By
By
By
By
By_
NoJ
NO-f
No-]L
No
EDA
Finance /
Others: f-Ac. ({ f-r7 6S
MIS
BEFORE FILING. REVIEW FORM TO ENSURE ANY NOT A TlONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term. etc.l
Ready to File: mL
Date: 8"611-0;;1-
Revised 01/12/01