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HomeMy WebLinkAbout28-Public Services ORIGINAL CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION From: Ken Fischer, Director Subject: Resolution of the Mayor and Common Council of the City of San Dept: Public Services Bernardino authorizing the execution of an Agreement and issuance of a Date: April 4, 2008 Purchase Order in the amount of $73,750 for the remainder of FY 07-08 and $295,000 per year for every year thereafter, with three (3) one-year extensions at the City's option between the City of San Bernardino and Jimni Systems, Inc. for lift station maintenance and repair services. Meeting Date: April 7, 2008 Synopsis of Previous Council Action: Recommended Motion: 1.) Adopt Resolution. 2.) Authorize the Director of Finance to amend the FY 07-08 adopted Public Services Budget and transfer $73,750 for the remainder of FY 07-08 and $295,000 per year for every year thereafter, from the Unappropriated Sewer Fund Balance into account 132-431-5505 Other Professional Services. Signature Contact person: Ken Fischer, Director Phone: 5140 Supporting data attached: Ward: 1 ,3,5 Staff Report, Resolution, Vendor Service Agreement, and RFP F-08-05 Summary FUNDING REQUIREMENTS: Amount: $73,750 Source: FY 07-08 Unappropriated Sewer Fund Balance Finance: Council Notes: °2c�pp—� �o Agenda Item No. CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION Staff Report Subject: Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the execution of an Agreement and issuance of a Purchase Order in the amount of $73,750 for the remainder of FY 07-08 and $295,000 per year for every year thereafter, with three (3) one-year extensions at the City's option between the City of San Bernardino and Jimni Systems, Inc. for lift station maintenance and repair services. Background: The Public Services Department, Streets Division is responsible for maintaining 12 lift stations throughout the City. Lift stations are used to elevate and transport wastewater from homes and businesses across the City to a treatment plant for processing. Streetlight crewmembers are currently responsible for maintaining the lift stations. The City is currently in the process of reducing streetlight personnel and contracting for some of this service. As part of this effort, the lift station maintenance and repair operations will be moved to the Sewer Section of the Division. On November 6, 2007 a formal bid process was initiated to solicit bids for Lift Station Maintenance Services. Notices of bids were mailed to the Chamber of Commerce and three (3) vendors. Two (2) vendors responded to RFP- F-08-05. AOS Operating Co. did not submit a bid. Staff researched and found no local vendors that provide this service. The vendor, business location, and price are listed below. Vendor Location RFP/BID Jimni Systems, Inc. Lake Forrest, CA $295,000 per year Multi W Systems, Inc. El Monte, CA $759,840 per year AOS Operating Co. Auburn, NH Non-responsive Since it costs approximately $24,583 per month for lift station maintenance and repair services, staff anticipates paying approximately $73,750 for the reminder of Fiscal Year 07-08 and $295,000 per year for every year thereafter. Staff met with representatives of apparent low bidder Jimni Systems, Inc. to review their bid. We found that Jimni Systems, Inc. has provided sewer lift station services and other related services for over twenty (20) years. They have been providing these services to the Costa Mesa Sanitary District, the City of Seal Beach and the City of Yorba Linda. Each of these organizations has been satisfied with the services provided by Jimni Systems, Inc. During the first year of the contract with Jimni Systems, Inc., staff will be doing an assessment of each lift station. We will also look for ways to improve upon lift station maintenance and determine if any stations can be eliminated. At the conclusion of our Staff Report- continued analysis, staff will make recommendations to the Common Council on how to proceed with sewer lift stations maintenance operations over the long term. Staff recommends that Jimni Systems, Inc. be issued a purchase order in the amount of $73,750 for lift station maintenance and repair services. Financial Impact: Staff would like to use funds from the FY 07-08 Unappropriated Sewer Fund Balance in the amount of $73,750. A budget amendment is needed to fully fund for the lift station maintenance and repair services. Recommendation: 1.) Adopt Resolution. 2.) Authorize the Director of Finance to amend the FY 07-08 adopted Public Services Budget and transfer $73,750 for the remainder of FY 07-08 and $295,000 per year for every year thereafter, from the Unappropriated Sewer Fund Balance into account 132-431-5505 Other Professional Services. ORIGINAL RESOLUTION NO. 1 2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN AGREEMENT AND 3 ISSUANCE OF A PURCHASE ORDER IN THE AMOUNT OF $73,750 FOR THE REMAINDER OF FY 07-08 AND $295,000 PER YEAR FOR EVERY YEAR 4 THEREAFTER, WITH THREE (3) ONE-YEAR EXTENSIONS AT THE CITY'S 5 OPTION BETWEEN THE CITY OF SAN BERNARDINO AND JIMNI SYSTEMS, INC. FOR LIFT STATION MAINTENANCE AND REPAIR SERVICES. 6 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY 7 OF SAN BERNARDINO AS FOLLOWS: 8 WHEREAS, that Jimni Systems, Inc. submitted the lowest bid for lift station 9 maintenance and repair services per Bid Specification RFP-F-08-05; and 10 SECTION 1. That the City Manager is hereby authorized to execute on behalf 11 12 of said City a Vendor Service Agreement between the City of San Bernardino and 13 Jimni Systems, Inc., a copy of which is attached hereto, marked Exhibit "A" and s 14 incorporated herein by reference as fully as though set forth at length; and 15 SECTION 2. That pursuant to this determination the Director of Finance or 16 his/her designee is hereby authorized to issue a purchase order in the amount of 17 $73,750 for the remainder of FY 07-08 to Jimni Systems, Inc for a total amount of 18 $73,750. 19 20 SECTION 3. The Purchase Order shall reference this Resolution No. 2008- 21 and shall read, "Jimni Systems, Inc. for lift station maintenance and repair 22 services. P.O. No. not to exceed $73,750" and shall incorporate the 23 terms and conditions of the Agreement. 24 SECTION 4. The authorization to execute the above referenced Purchase 25 26 Order and Agreement is rescinded if it is not issued within sixty (60) days of the 27 passage of this resolution. 28 1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN AGREEMENT AND 2 ISSUANCE OF A PURCHASE ORDER IN THE AMOUNT OF $73,750 FOR THE REMAINDER OF FY 07-08 AND $295,000 PER YEAR FOR EVERY YEAR 3 THEREAFTER, WITH THREE (3) ONE-YEAR EXTENSIONS AT THE CITY'S OPTION BETWEEN THE CITY OF SAN BERNARDINO AND JIMNI SYSTEMS, INC. 4 FOR LIFT STATION MAINTENANCE AND REPAIR SERVICES. 5 1 HEREBY CERTIFY that the foregoing Resolution was duly adopted by the 6 Mayor and Common Council of the City of San Bernardino at a 7 8 meeting thereof, held on the day of 2008, by the 9 following vote, to wit: 10 Council Members: AYES NAYS ABSTAIN ABSENT 11 ESTRADA 12 BAXTER 13 BRINKER 14 DERRY 15 16 KELLEY 17 JOHNSON 18 MCCAMMACK 19 20 21 Rachel G. Clark, City Clerk 22 The foregoing resolution is hereby approved this day of 23 2008. 24 Patrick J. Morris, Mayor 25 City of San Bernardino Approved as to Form: 26 � 27 By. . J es F. Penman 28 ity Attorney 3 J 1 VENDOR SERVICE AGREEMENT 2 This Vendor Service Agreement is entered into this 7th day of April 2008, by and 3 between Jimni Systems, Inc. ("VENDOR") and the City of San Bernardino ("CITY" or "San 4 Bernardino'). 5 WITNESSETH: 6 WHEREAS, the Mayor and Common Council has determined that it is advantageous 7 8 and in the best interest of the CITY to contract for lift station maintenance and repair services; 9 and 10 WHEREAS, the City of San Bernardino did solicit and accept proposals and bids from 11 a number of vendors for lift station maintenance and repair services. 12 NOW, THEREFORE,the parties hereto agree as follows: 13 1. SCOPE OF SERVICES. 14 For the remuneration stipulated, San Bernardino hereby engages the services of 15 16 VENDOR to provide lift station maintenance and repair services of all CITY lift stations as set 17 forth in RFP F-08-05 and incorporated herein by this reference as fully as though set forth at 18 length. 19 2. COMPENSATION AND EXPENSES. 20 a. For the services delineated above, the CITY, upon presentation of an invoice, shall 21 pay the VENDOR $73,750 for the initial term from April 7, 2008 through June 30, 22 23 2008, and up to $295,000 for each additional term as set forth in paragraph 3 for lift 24 station maintenance services as set forth on RFP F-08-05, attached hereto and 25 incorporated herein by this reference. No other expenditures made by VENDOR 26 shall be reimbursed by CITY. 27 28 Exhibit"A" 1 3. TERM. 2 This Agreement will be effective on or about April 7, 2008 through June 30, 2008 with 3 three (3) one-year extensions at the City's option. Option year one, if exercised, shall be 4 effective July 1, 2008 through June 30, 2009. Option year two, if exercised, shall be effective 5 July 1, 2009 through June 30, 2010. Option year three, if exercised, shall be effective July 1, 6 2010 through June 30, 2011. 7 8 This Agreement may be terminated at any time by thirty (30) days' written notice by 9 either party. The terms of this Agreement shall remain in force unless mutually amended. The 10 duration of this Agreement may be extended with the written consent of both parties. 11 4. INDEMNITY. 12 CITY agrees to indemnify and hold harmless VENDOR, its officers, agents and 13 volunteers from any and all claims, actions, or losses, damages and/or liability resulting from 14 CITY's negligent acts or omissions arising from the CITY's performance of its obligations 15 16 under the Agreement. 17 VENDOR agrees to indemnify and hold harmless the CITY, its officers, agents, and 18 volunteers from any and all claim, actions, or losses, damages and/or liability resulting from 19 VENDOR's negligent acts or omissions arising from the VENDOR's performance of its 20 obligations under the agreement. 21 In the event the CITY and/or the VENDOR is found to be comparatively at fault for any 22 23 claim, action, loss, or damage which results from their respective obligations under the 24 Agreement, the CITY and/or VENDOR shall indemnify the other to the extent of this 25 comparative fault. 26 5. INSURANCE. 27 28 Exhibit"A" I While not restricting or limiting the foregoing, during the term of this Agreement, 2 VENDOR shall maintain in effect policies of comprehensive public, general and automobile 3 liability insurance, in the amount of $1,000,000.00 combined single limit, and statutory 4 worker's compensation coverage, and shall file copies of said policies with the CITY's Risk 5 Manager prior to undertaking any work under this Agreement. CITY shall be set forth as an 6 additional named insured in each policy of insurance provided hereunder. The Certificate of 7 8 Insurance furnished to the CITY shall require the insurer to notify CITY of any change or 9 termination in the policy. 10 6. NON-DISCRIMINATION. 11 In the performance of this Agreement and in the hiring and recruitment of employees, 12 VENDOR shall not engage in, nor permit its officers, employees or agents to engage in, 13 discrimination in employment of persons because of their race, religion, color, national origin, 14 ancestry, age, mental or physical disability, medical conditions, marital status, sexual gender or 15 16 sexual orientation, or any other status protected by law, except as permitted pursuant to Section 17 12940 of the California Government Code. 18 7. INDEPENDENT CONTRACTOR. 19 VENDOR shall perform work tasks provided by this Agreement, but for all intents and 20 purposes VENDOR shall be an independent contractor and not an agent or employee of the 21 CITY. VENDOR shall secure, at its expense, and be responsible for any and all payment of 22 23 Income Tax, Social Security, State Disability Insurance Compensation, Unemployment 24 Compensation, and other payroll deductions for VENDOR and its officers, agents, and 25 employees, and all business licenses, if any are required, in connection with the services to be 26 performed hereunder. r 27 28 Exhibit"A" 1 8. BUSINESS REGISTRATION CERTIFICATE AND OTHER REQUIREMENTS. 2 VENDOR warrants that it possesses or shall obtain, and maintain a business registration 3 certificate pursuant to Chapter 5 of the Municipal Code, and any other licenses,permits, 4 qualifications, insurance and approval of whatever nature that are legally required of VENDOR 5 to practice its business or profession. 6 NOTICES. 7 Any notices to be given pursuant to this Agreement shall be deposited•with the United 8 9 States Postal Service, postage prepaid and addressed as follows: 10 TO THE CITY: Public Services Director 300 North"D" Street 11 San Bernardino, CA 92418 12 Telephone: (909) 384-5140 13 TO THE VENDOR: Jimni Systems, Inc. 25295 Cinnamon Rd. 14 Lake Forrest, CA 92630 Telephone: (949) 770-7654 15 Contact: Jim Pleasants 16 9. ATTORNEYS' FEES. 17 In the event that litigation is brought by any party in connection with this Agreement, 18 the prevailing party shall be entitled to recover from the opposing party all costs and expenses, 19 20 including reasonable attorneys' fees, incurred by the prevailing party in the exercise of any of 21 its rights or remedies hereunder or the enforcement of any of the terms, conditions or 22 provisions hereof. The costs, salary and expenses of the City Attorney and members of his 23 office in enforcing this Agreement on behalf of the CITY shall be considered as "attorneys' 24 fees" for the purposes of this paragraph. 25 26 27 28 Exhibit"A" 1 10. ASSIGNMENT. 2 VENDOR shall not voluntarily or by operation of law assign, transfer, sublet or 3 encumber all or any part of the VENDOR's interest in this Agreement without CITY's prior 4 written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void 5 and shall constitute a breach of this Agreement and cause for the termination of this 6 Agreement. Regardless of CITY's consent, no subletting or assignment shall release VENDOR 7 of VENDOR's obligation to perform all other obligations to be performed by VENDOR 8 9 hereunder for the term of this Agreement. 10 11. VENUE. 11 The parties hereto agree that all actions or proceedings arising in connection with this 12 Agreement shall be tried and litigated either in the State courts located in the County of San 13 Bernardino, State of California or the U.S. District Court for the Central District of California, 14 Riverside Division. The aforementioned choice of venue is intended by the parties to be 15 16 mandatory and not permissive in nature. 17 12. GOVERNING LAW. 18 This Agreement shall be governed by the laws of the State of California. 19 13. SUCCESSORS AND ASSIGNS. 20 This Agreement shall be binding on and inure to the benefit of the parties to this 21 Agreement and their respective heirs,representatives, successors, and assigns. 22 14. HEADINGS. 23 24 The subject headings of the sections of this Agreement are included for the purposes of 25 convenience only and shall not affect the construction or the interpretation of any of its 26 provisions. 27 28 Exhibit"A" ..rte 1 VENDOR SERVICE AGREEMENT JIMNI SYSTEMS, INC. 2 3 15. ENTIRE AGREEMENT; MODIFICATION. 4 5 This Agreement constitutes the entire agreement and the understanding between the 6 parties, and supercedes any prior agreements and understandings relating to the subject manner 7 of this Agreement. This Agreement may be modified or amended only by a written instrument 8 executed by all parties to this Agreement. 9 IN WITNESS THEREOF, the parties hereto have executed this Agreement on the day 10 and date set forth below. 11 12 Dated: , 2008 VENDOR 13 By: 14 Its: 15 Dated , 2008 CITY OF SAN BERNARDINO 16 By: 17 Fred Wilson, City Manager 18 Approved as to Form: 19 20 21 By: James F. Penman, City Attorney 22 23 24 25 26 27 28 Exhibit"A" VENDOR SERVICE AGREEMENT 1 2 This Vendor Service Agreement is entered into this 7th day of April 2008, by and 3 between Jimni Systems, Inc. ("VENDOR") and the City of San Bernardino ("CITY" or "San 4 Bernardino"). 5 WITNESSETH: 6 WHEREAS, the Mayor and Common Council has determined that it is advantageous 7 and in the best interest of the CITY to contract for lift station maintenance and repair services; 8 9 and 10 WHEREAS, the City of San Bernardino did solicit and accept proposals and bids from 11 a number of vendors for lift station maintenance and repair services. 12 NOW,THEREFORE, the parties hereto agree as follows: 13 1. SCOPE OF SERVICES. 14 For the remuneration stipulated, San Bernardino hereby engages the services of 15 16 VENDOR to provide lift station maintenance and repair services of all CITY lift stations as set 17 forth in RFP F-08-05 and incorporated herein by this reference as fully as though set forth at 18 length. 19 2. COMPENSATION AND EXPENSES. 20 a. For the services delineated above, the CITY, upon presentation of an invoice, shall 21 pay the VENDOR $73,750 for the initial term from April 7, 2008 through June 30, 22 23 2008, and up to $295,000 for each additional term as set forth in paragraph 3 for lift 24 station maintenance services as set forth on RFP F-08-05, attached hereto and 25 incorporated herein by this reference. No other expenditures made by VENDOR 26 shall be reimbursed by CITY. 27 28 1 3. TERM. 2 This Agreement will be effective on or about April 7, 2008 through June 30, 2008 with 3 three (3) one-year extensions at the City's option. Option year one, if exercised, shall be 4 effective July 1, 2008 through June 30, 2009. Option year two, if exercised, shall be effective 5 July 1, 2009 through June 30, 2010. Option year three, if exercised, shall be effective July 1, 6 2010 through June 30, 2011. 7 8 This Agreement may be terminated at any time by thirty (30) days' written notice by 9 either party. The terms of this Agreement shall remain in force unless mutually amended. The 10 duration of this Agreement may be extended with the written consent of both parties. 11 4. INDEMNITY. 12 CITY agrees to indemnify and hold harmless VENDOR, its officers, agents and 13 volunteers from any and all claims, actions, or losses, damages and/or liability resulting from 14 CITY's negligent acts or omissions arising from the CITY's performance of its obligations 15 16 under the Agreement. 17 VENDOR agrees to indemnify and hold harmless the CITY, its officers, agents, and 18 volunteers from any and all claim, actions, or losses, damages and/or liability resulting from 19 VENDOR's negligent acts or omissions arising from the VENDOR's performance of its 20 obligations under the agreement. 21 In the event the CITY and/or the VENDOR is found to be comparatively at fault for any 22 23 claim, action, loss, or damage which results from their respective obligations under the 24 Agreement, the CITY and/or VENDOR shall indemnify the other to the extent of this 25 comparative fault. 26 27 28 l 1 5. INSURANCE. 2 While not restricting or limiting the foregoing, during the term of this Agreement, 3 VENDOR shall maintain in effect policies of comprehensive public, general and automobile 4 liability insurance, in the amount of $1,000,000.00 combined single limit, and statutory 5 worker's compensation coverage, and shall file copies of said policies with the CITY's Risk 6 Manager prior to undertaking any work under this Agreement. CITY shall be set forth as an 7 8 additional named insured in each policy of insurance provided hereunder. The Certificate of 9 Insurance furnished to the CITY shall require the insurer to notify CITY of any change or 10 termination in the policy. 11 6. NON-DISCRIMINATION. 12 In the performance of this Agreement and in the hiring and recruitment of employees, 13 VENDOR shall not engage in, nor permit its officers, employees or agents to engage in, 14 15 discrimination in employment of persons because of their race, religion, color, national origin, 16 ancestry, age, mental or physical disability, medical conditions, marital status, sexual gender or 17 sexual orientation, or any other status protected by law, except as permitted pursuant to Section 18 12940 of the California Government Code. 19 7. INDEPENDENT CONTRACTOR. 20 VENDOR shall perform work tasks provided by this Agreement, but for all intents and 21 purposes VENDOR shall be an independent contractor and not an agent or employee of the 22 23 CITY. VENDOR shall secure, at its expense, and be responsible for any and all payment of 24 Income Tax, Social Security, State Disability Insurance Compensation, Unemployment 25 Compensation, and other payroll deductions for VENDOR and its officers, agents, and -■- 26 employees, and all business licenses, if any are required, in connection with the services to be 27 performed hereunder. 28 f 1 8. BUSINESS REGISTRATION CERTIFICATE AND OTHER REQUIREMENTS. 2 VENDOR warrants that it possesses or shall obtain, and maintain a business registration 3 certificate pursuant to Chapter 5 of the Municipal Code, and any other licenses,permits, 4 qualifications, insurance and approval of whatever nature that are legally required of VENDOR 5 to practice its business or profession. 6 NOTICES. 7 8 Any notices to be given pursuant to this Agreement shall be deposited with the United 9 States Postal Service, postage prepaid and addressed as follows: 10 TO THE CITY: Public Services Director 300 North"D" Street 11 San Bernardino, CA 92418 12 Telephone: (909) 384-5140 13 TO THE VENDOR: Jimni Systems, Inc. 25295 Cinnamon Rd. 14 Lake Forrest, CA 92630 Telephone: (949) 770-7654 15 Contact: Jim Pleasants 16 9. ATTORNEYS' FEES. 17 In the event that litigation is brought by any party in connection with this Agreement, 18 19 the prevailing party shall be entitled to recover from the opposing party all costs and expenses, 20 including reasonable attorneys' fees, incurred by the prevailing party in the exercise of any of 21 its rights or remedies hereunder or the enforcement of any of the terms, conditions or 22 provisions hereof. The costs, salary and expenses of the City Attorney and members of his 23 office in enforcing this Agreement on behalf of the CITY shall be considered as "attorneys' 24 fees" for the purposes of this paragraph. 25 111 26 27 28 1 10. ASSIGNMENT. 2 VENDOR shall not voluntarily or by operation of law assign, transfer, sublet or 3 encumber all or any part of the VENDOR's interest in this Agreement without CITY's prior 4 written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void 5 and shall constitute a breach of this Agreement and cause for the termination of this 6 Agreement. Regardless of CITY's consent, no subletting or assignment shall release VENDOR 7 8 of VENDOR's obligation to perform all other obligations to be performed by VENDOR 9 hereunder for the term of this Agreement. 10 11. VENUE. 11 The parties hereto agree that all actions or proceedings arising in connection with this 12 Agreement shall be tried and litigated either in the State courts located in the County of San 13 Bernardino, State of California or the U.S. District Court for the Central District of California, 14 Riverside Division. The aforementioned choice of venue is intended by the parties to be 15 16 mandatory and not permissive in nature. 17 12. GOVERNING LAW. 18 This Agreement shall be governed by the laws of the State of California. 19 13. SUCCESSORS AND ASSIGNS. 20 This Agreement shall be binding on and inure to the benefit of the parties to this 21 Agreement and their respective heirs, representatives, successors, and assigns. 22 14. HEADINGS. 23 24 The subject headings of the sections of this Agreement are included for the purposes of 25 convenience only and shall not affect the construction or the interpretation of any of its 26 provisions. 27 28 VENDOR SERVICE AGREEMENT 1 JIMNI SYSTEMS, INC. 2 3 15. ENTIRE AGREEMENT; MODIFICATION. 4 5 This Agreement constitutes the entire agreement and the understanding between the 6 parties, and supercedes any prior agreements and understandings relating to the subject manner 7 of this Agreement. This Agreement may be modified or amended only by a written instrument 8 executed by all parties to this Agreement. 9 IN WITNESS THEREOF, the parties hereto have executed this Agreement on the day 10 and date set forth below. 11 12 Dated: , 2008 VENDOR 13 By: 14 Its: 15 Dated , 2008 CITY OF SAN BERNARDINO 16 By. 17 Fred Wilson, City Manager 18 19 Approved as to Form: 20 21 By: ` es F. Penman, City Attorney 22 23 24 25 26 27 28 REP F-08-0-5 Equipment Bidder shall complete right-hand column indicating specific size and or make and model of all components when not exactly as specified. State "As Specified" if item is exactly as set forth in the left-hand column. FAILURE TO COMPLETE RIGHT HAND COLUMN WILL INVALIDATE BID Description Acceptable / as specified 1. LIFT STATION MAINTENANCE STANDARDS The vendor will be responsible for the following: A. Visual inspections once a week for all 12 lift Items A thru P are Acce t ble stations throughout the City of San Bernardino B. 4 of the 12 lift stations must have their filters cleaned once a week on Fridays (The 4 lift stations are: Fairway, Colton, Carousel and May Co.) C. Exercise all gate valves weekly D. Check backup batteries once per week E. Voice message status, voice dialer once per month visual and operations check F. Check backup battery - 9 volt weekly G. Check backup battery - 12 volt weekly H. Check wet wells for solids and grease once per week I. Check bubblier pumps once per week J. Switch from one pump to back up pump to check operation of both pumps and pressure output twice per month K. Lubricate bubblier pumps weekly L. Grease pumps twice per year M. Visual and operational check of air relief valves twice per year N. Check pump belts for wear monthly O. Fill oil for mechanical seals every 6 months P. Clean stations once a month Item Q Please See Attach Exce tion Q. 1-hour emergency response to lift stations alarms R. Accompany city staff for safety inspections twice Item R is Acceptable a year RFP F-08-05 rweek heck the areas around the lift stations once a and check for graffiti, vandalism and weed ontrol (Please report to city staff if you see any Acceptable the above). 2. PARTS & EMERGENCY SERVICE A. Materials shall not be included in the Request for Proposals. Approval from City staff is required before materials can be added to the service charge. Acceptable B Emergency response (24 hours per day, 7 days per week). A cost per hour per emergency shall also be proposed. 3. STANDARDS OF PERFORMANCE Services shall be performed under the Contract in a skillful and competent manner, consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California. The vendor represents and maintains Acceptable that it is skilled in the professional calling necessary to perform the Services. The vendor warrants that all employees and subcontractors shall have sufficient skill and experience to perform the Services assigned to them. 4. QUALIFICATIONS/LICENSES The vendor represents that it, its employees and subcontractors have all licenses, permits, qualifications and approvals of whatever nature that are legally required to perform the Services, Acceptable including a City business License, and that such licenses and approvals shall be maintained throughout the term of this Contract. f 5. SUBCONTRACTORS The vendor must disclose all subcontractors prior to being awarded the bid. Acceptable 6. EQUIPMNET PERSONNEL AND SUPPLIES Acceptable RFP F-08-05 The vendor will provide all equipment, and trained personnel to provide timely maintenance and inspections. Provide a feedback mechanism to keep the City informed on the status of maintenance and suggested repairs. 7. FIXED FEE Provide a pricing proposal that is a fixed fee per lift station per month for all related maintenance and Acceptable inspections. This category does not include emergency costs. 8. EXPERIENCE The vendor shall have a minimum of five (5) years' e providing quality maintenance inspections and repair Aci tgb��e lift stations. The City of San Bernardino desires a ve considers lift station maintenance a high priority. 9. CONTRACT LENGTH The length of this contract shall be for one year with three-year one year extensions at the City's option. Acceptable 10. REFERENCE LIST Provide three (3) local government agencies and/or company's previous or current contact references that support your ability to provide lift station Acceptable maintenance inspections and repairs. 11. CONTRACTOR NON-COMPLIANCE A. If the Public Services Department Director, or his designee, determines that there are deficiencies in the performance of this Agreement, the Public Services Director, or his designee, will provide a written notice to the Acceptable vendor stating the deficiencies and specifying a time frame to correct the specified deficiencies. This time frame shall be reasonable, as determined by the Public Services Department Director, or his designee, to correct the specified deficiencies. RFP F-08-05 B. Should the vendor fail to correct any deficiencies within the stated time frame, the Public Services Department Director, or designee, may exercise the following measures 1. Deduct from the vendor's payment the amount necessary to correct the AccQD—`e deficiency, including City overhead costs and impose a deficiency deduction. 2. Withhold the entire or partial payment 3. Terminate the contract City of San Bernardino Lift Station Maintenance Contract Requirements: 1. 2x a week station visual inspections. 2. Filter cleaning lx per week on 4 stations Fairway Colton Carousel May Co. 3. Exercise gate valves weekly 4. Check backup batteries lx per week 5. Voice dialer 1 x per week visual and operations check. Check backup battery-9 volt Check backup battery-12 volt Voice message status 6. Check wet wells for solids and grease 2x per week/spray yearly for cockroaches 7. Visual and operations check of sump pumps 8. Check bubblier pumps 2x per week. Switch from one pump to backup to check operation of both pumps and pressure output. 9. Run backup engines/generators lx per week. lx per week check fluid and fuel levels. 10. Check areas around lift stations weekly. 11. Lubricate air pumps monthly. 12. Grease pumps 2x yearly. 13. Visual and operational check of air relief valves 2x yearly. 14. Check pump belts for wear monthly. 15. Fill oil for mechanical seals every 6 months. 16. Clean station 2x per month. 17. Lift station painting as necessary. 18. 1-hour emergency response to lift station alarms. RFP F-08-05 PRICE FORM REQUEST FOR RFP RFP F-08-05 DESCRIPTION OF RFP: Lift Station Maintenance Program OFFEROR(S) NAME/ADDRESS: ANNUAL PURCHASE ORDER Effective on or about January 1, 2007 through June 30, 2008, plus three (3) single year renewal options, for the City's full or partial requirements on an as needed basis, with no guaranteed usage Option year one, if exercised shall be effective July 1 , 2008 through June 30, 2009. Option year two, if exercised shall be effective July 1, 2009 through June 30, 2010. Option year three, if exercised shall be effective July 1, 2010 through June 30, 2011. Actual option year pricing shall be negotiated with the successful Proposer(s) prior to exercising any given option year. Option years shall become effective only upon issuance by the City of a duly authorized Purchase Order. I. LOCATIONS COST PER MONTH 1 Carousel Mall - between 320 and 334 North "E" St. 2 May Co - South West Corner of Inland Center Mall 3. Colton -east of 841 Colton Ave. Tt, 4 Fairway - corner of Fairway and Auto Plaza 5 Airport- in front of 1894 Commerce Center Driv 6 Valley7ruck Farm - in front of 1002 Washingto7 Allen St.- in front of 741 Allen St. 9 .8 - Pine St - 2403 Christine St ©Q RFP F-08-05 9 City Hall - 300 North "D" St Basement r 10 Meridian - north of Randall on Meridian 11 Macy- north of 1695 Macy St 12 Riverwalk - corner of Riverwalk Dr. and Scenic Dr II. OTHER 1 Emergency Costs Per Hour per Emergency A III. SALES TAX (7.75%+0 25%where applicable) �S�SANITq,�y h � � A 'ycORpORK ♦°'ww COSTA jV E SA S.,MT.A`nr 0 (DISMCT . . . an Independent Specia[Oistrict To whom it may concern 10/29/07 On Dec 1 2005 the district signed an agreement with the JIMNI SYSTEMS Inc. to be our regular /emergency maintenance contractor at our 20 Sewage Pumping Stations. This contract called for routine maintenance, repairs and upgrades. It also called for emergency response and repairs at any given time. The District has pump stations varying in size from 1 1/2 hp. to over 60 hp. We are now in our second contract year and to the date the JIMNI SYSTEMS has exceeded our expectations and requirements in our contract. They have been able to provide highly qualified personnel able to repair, diagnose and offer sound advice on upgrading. During all emergency calls (which of course has happened) Day, Night and Weekend's. JIMNI has been able to respond in less than the allotted contract time, with proper equipment and properly trained personnel able to handle all emergencies quickly, promptly and efficiently. In my opinion; JIMNI SYSTEMS has more then met their Requirements as a contractor of C.M.S.D. and I think they should be recommended to anybody that needs their services. Sincerely Karl Dulake Maintenance Supervisor Costa Mesa Sanitary District (714) 337-3535 Protecting our community's health 6y providing solid waste and sewer coffection services crosdca.gov CITY HALL 211 EIGHTH STREET SEAL BEACH,CALIFORNIA 90740 (562)431-2527 ww%v.ci.sca1-bcach.ca.US October 31 , 2007 To Whom It May Concern: JIMINI SYSTEMS, INC., has been working with the City of Seal Beach for at least the last three years. We have been quite pleased with their performance and feel comfortable with them doing work in our sewer lift stations. Their service technicians are qualified and are very cooperative with Seal Beach personnel. In addition, JIMINI SYSTEMS, INC., is a dependable company that has always responded to our emergencies within our requested timeline of two hours. JIMINI SYSTEMS, INC., has been very beneficial to the City of Seal Beach, and I recommend them to any City or Agency that would need this type of service. Sincerely, Jeff YVat ', Manager of Maintenance Services