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HomeMy WebLinkAbout34-Public ServicesCITY OF SAN BERNARDINO -REQUEST FOR COUNCIL ACTION From: Ken Fischer, Director Dept: Public Services Date: August 8, 2008 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 $900,000 to EFS West for LNG/CNG heavy equipment garage modifications to the Fleet Division heavy equipment maintenance facility. Meeting Date: August 18, 2008 Synopsis of Previous Council Action: On July 7, 2008- Resolution 2008-269 -the Mayor and Common Council ratified the submittal of a grant application for the FY 06-07 Mobile Source Reduction Committee Funding for Maintenance Facility Modifications Program to assist in the modifications needed in order to service and maintain LNG and CNG powered vehicles indoors. Recommended Motion: 1). Authorize the Director of Finance to amend the FY 08-09 adopted Public Services Budget and transfer $150,000 from Account No. 132-000-3405 (Sewer Fund Balance) into Account No. 132-431-5706 (Alterations and Renovations). 2). Adopt Resolution. Signature Contact person: Ken Fischer, Director Phone: 5140 Supporting data attached: Ward: Staff Report, Resolution, Vendor Service Agreement and Attachment "1 2 & 3" FUNDING REQUIREMENTS: Amount: $ 900,000 Source: FY 08-09 Grant Account No. 123- 722-5706, IWM and Sewer Accounts (See Attached). Finance: Council Notes: Agenda Item No. ~ ~~ $' ~ a ~(/~ CITY OF SAN BERNARDINO -REQUEST FOR COUNCIL ACTION Q Staff Report Subject: Resolution of the Mayor and Common Council of the City of San Bemardino authorizing the execution of an Agreement and issuance of a Purchase Order in the amount of $900,000 to EFS West for LNG/CNG heavy equipment garage modifications to the Fleet Division heavy equipment maintenance facility. Background: On July 7, 2008, per Resolution 2008-269, the Mayor and Common Council ratified the submittal of a grant application for the FY 06-07 Mobile Source Reduction Committee Funding for Maintenance Facility Modifications Program to assist in the modifications needed in order to service and maintain LNG and CNG powered vehicles indoors. The City of San Bernardino currently operates a vehicle maintenance facility, located at 182 South Sierra Way, for servicing the City's light and heavy-duty vehicles. The City is converting its fleet of heavy-duty vehicles, to be powered by liquefied natural gas (LNG). The City of San Bernardino, Public Services Department, Fleet Division currently has 29 heavy-duty LNG/CNG vehicles. By the end of FY 08-09, the City will have approximately 43 heavy-duty LNG/CNG vehicles in its fleet. ~''j The Fleet Division's facility is not currently designed or equipped to service LNG-fueled ~~rr vehicles. Certain fire regulations such as NFPA 30A and NFPA 52 as well as various state and local regulations require certain modifications to maintenance garages to enable them to service LNG (or compressed natural gas [CNG]) vehicles indoors. The facility is currently divided into three (3) sections: the heavy equipment maintenance bays, the light vehicle maintenance bays, and the administrative areas including offices, restrooms and a break area. Only the heavy equipment maintenance bays will be modified to service LNG/CNG vehicles. On October 25, 2007, staff mailed a letter and performance specification to seven (7) vendors to solicit proposals for the heavy-equipment garage modifications (See Attachment "3"). Interested vendors were advised that a mandatory job walk was scheduled for Wednesday, November 7, 2007 at 9:00 a.m. at the Fleet Division Office. Only four (4) vendors showed up to the job walk (Amtech, EFS West, General Physics Corp., and Weaver Construction Co.). The vendors were told that all proposals were due on Friday, December 7, 2007 by 3:00 p.m. Out of the four (4) vendors that showed up for the job walk, only two (2) submitted a quote. Staff researched and found no local vendors that provide this type of specialized service. 1 CITY OF SAN BERNARDINO -REQUEST FOR COUNCIL ACTION O Staff Report- Continued The vendor, business location, and price are listed below. EFS West Weaver Construction Inc. Amtech Brinderson GLUMAC General Physics Corp. Ramundo Engineering CA Anaheim, CA La Habra Heights, CA Costa Mesa, CA Los Angeles, CA Escondido, CA Walnut Creek, CA $1,268,950 Non-responsive Non-responsive Non-responsive Non-responsive Non-responsive EFS West submitted the lowest quote. Staff also included an additional $66,500 for contingency costs. The work will include completion of design, completion of approvals/permits, construction and commissioning. The project shall be completed within eight to ten months from its inception (See Attachment "1 "). In addition, staff sent the two proposals to Gladstein, Neandross & Associates (GNA), one of the nation's leading environmental consulting firms to review both proposals. After review, GNA recommended that EFS West be awarded the work. They stated that, "the EFS West technical proposal is far superior to that provided by Weaver and demonstrates clearly that they have a complete understanding of the work required. Additionally, the EFS West cost proposal is substantially less (30%) than Weavers cost proposal" (See Attachment "2"). The following is a summary of the work that will be provided, which includes: • Supply and installation of four (4) single speed, roof-mounted upblast exhaust fans sufficient to meet code requirements, with intake ducting per drawings provided with the RFP documents; • Supply and installation of motor controls necessary to operate the fans; • ~ Supply of a methane deflection system with ten (10) infrared combustible gas sensors, located at ceiling high points, controllers, and annunciation devices sufficient to meet code requirements and to control the ventilation, heating, and electrical systems within the heavy equipment shop; • Supply and installation of a 105kW propane-fueled emergency generator with automatic transfer switch and propane supply tank to handle emergency loads in the heavy equipment shop; • Supply of 25 explosion-proof catalytic heaters to replace the existing gas-fired space heaters within the heavy equipment shop; V CITY OF SAN BERNARDINO -REQUEST FOR COUNCIL ACTION Staff Report- Continued • Relocation or replacement of existing electrical conduits and fittings located within 18 inches of the ceiling to meet code requirements for Class 1 Div 2 hazardous environment; Segregation of electrical circuits between the light duty vehicle shop and the heavy equipment shop and the emergency generators servicing each facility; Supply and installation of electrical shunt trip breakers or contractors to control non-emergency electrical circuits via gas detection system; • Supply and installation of electrical controls necessary to operate six (6) building roll-up doors via the gas detection system (door motor replacement not Included); • Supply and installation of an electrical solenoid valve on the existing gas supply line, controlled by the gas detection system, capable of interrupting gas supply to the heaters; • Inclusion of other tasks identified in the RFP documents as Tasks 1 through 12 (except as modified above) including demolition tasks, hallway overpressure fan and new doorway, emergency lighting, sealing of doorway to paint booth, etc. Staff recommends that the Mayor and Common Council approve the execution of an Agreement and issuance of a Purchase Order in the Amount of $900,000 to EFS West for the heavy equipment garage modifications needed to service LNG/CNG vehicles. Financial Impact: Funds have been budgeted and are available in the FY 08-09 Budget, Account No. 527- 411-5706 (Alterations 8~ Renovations) in the amount of $400,000, Account No. 123-722- 5706 (Grant Account) in the amount of $350,000 via the Mobile Source Reduction Review Committee (MSRC) Grant, and Account No. 132-431-5706 (Alterations and Renovations) in the amount of $150,000. Grant funding is on a reimbursement basis only, upon completion of the project. The term of the grant funding is 23 months from the date of the execution by both parties. Staff has signed the grant documents and is awaiting AQMD to execute the grant. Upon execution of the grant, it is anticipated that the project will be completed within the grant period. Contract requirements also include written approval from AQMD prior to the hiring of a subcontractor. Upon Council approval authorizing an agreement and purchase order with EFS West, Public Services will obtain, written approval from the AQMD for the subcontracting of EFS West for the facility modifications. Recommendation: 1). Authorize the Director of Finance to amend the FY 08-09 adopted Public Services Budget and transfer $150,000 from Account No. 132-000-3405 (Sewer Fund Balance) into Account No. 132-431-5706 (Alterations and Renovations). 2). Adopt Resolution. 3 1 2 3 4 5 6 7 11~ 13 14 15 16 17 18 RESOLUTION NO. 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 $900,000 TO EFS WEST FOR LNGICNG HEAVY EQUIPMENT GARAGE MODIFICATIONS TO THE FLEET DIVISION HEAVY EQUIPMENT MAINTENANCE FACILITY. WHEREAS, EFS West submitted the lowest quote for LNG/CNG heavy equipment garage modifications to the Fleet Division heavy equipment maintenance facility. BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. The City Manager of the City of San Bernardino is hereby authorized to execute on behalf of said City a Vendor Service Agreement between the City of San Bernardino and EFS West, a copy of which is attached hereto, marked as Exhibit "A", and incorporated herein by this reference as fully as though set forth at length. SECTION 2. That pursuant to this determination the Director of Finance or his/her designee is hereby authorized to issue a purchase order to EFS West in an amount not to exceed $900,000. SECTION 3. The Purchase Order shall reference this Resolution No. 211 24 25 26 27 2a and shall read, "EFS West for heavy equipment garage modifications services, not to exceed $900,000" and shall incorporate the terms and conditions of the agreement. SECTION 4. The authorization to execute the above referenced Agreement is rescinded if it is not executed within sixty (60) days of the passage of this resolution. /// 8-lS-v~ ~3~ 1 2 3 4 5 6 7 8 9 11 12 13 ® 14 15 16 17 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 $900,000 TO EFS WEST FOR LNG/CNG HEAVY EQUIPMENT GARAGE MODIFICATIONS TO THE FLEET DIVISION HEAVY EQUIPMENT MAINTENANCE FACILITY. I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and Common Council of the City of San Bemardino at a meeting thereof, held on the day of following vote, to wit: Council Members: AYES ESTRADA BAXTER BRINKER DERRY KELLEY JOHNSON MCCAMMACK NAYS 2008, by the ABSTAIN ABSENT Rachel G. Clark, City Clerk 21I The foregoing resolution is hereby approved this 2008. Patrick J. Morris, Mayor City of San Bernardino a Approved as to Form: 25 26 By. ~,,,,,,,,,_ 27 Ja a F. Penman Ci ttorney 28 day of i 2 3 4 5 6 VENDOR SERVICE AGREEMENT This Vendor Service Agreement is entered into this 18th day of August 2008, by and between EFS West ("VENDOR") and the City of San Bernardino ("CITY" or "San Bernardino"). WITNESSETH: WHEREAS, the Mayor and Common Council have determined that it is advantageous 9 10 11 12 13 14 15 16 17 18 21~ and in the best interest of the CITY to contract for LNG/CNG heavy equipment garage modifications to the Fleet Division heavy equipment maintenance facility; and WHEREAS, the City of San Bernardino did solicit and accept proposals and quotes from a number of vendors for LNG/CNG heavy equipment garage modifications to the Fleet Division heavy equipment maintenance facility. NOW, THEREFORE, the parties hereto agree as follows: 1. SCOPE OF SERVICES. For the remuneration described in Section 2 below, San Bernardino hereby engages the services of VENDOR to provide LNG/CNG heavy equipment garage modifications to the Fleet Division heavy equipment maintenance facility, described in Attachments 1-3, incorporated herein and by this reference made a part hereof. 2. COMPENSATION AND EXPENSES. a. For the services delineated above, the CITY, upon presentation of an invoice, shall pay the VENDOR $900,000 for heavy equipment garage modifications services as set forth in Attachment "1"and Attachment " 3." b. No other expenditures made by VENDOR shall be reimbursed by CITY. V /// Exhibit "A" 1 2 3 4 5 6 7 8 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 Q 27 2. TERM. The term of this Agreement shall be for a period of two (2) years, to August 12, 2010. This Agreement may be terminated at any time by thirty (30) days' written notice by either party. The terms of this Agreement shall remain in force unless mutually amended. The duration of this Agreement maybe extended with the written consent of both parties. 4. INDEMNITY. Vendor agrees to and shall indemnify and hold the City, its elected officials, employees, agents or representatives, free and harmless from all claims, actions, damages and liabilities of any kind and nature arising from bodily injury, including death, or property damage, based on asserted upon any or alleged act or omission of Vendor, its employees, agents, or subcontractors, relating to or in any way connected with the accomplishment of the work or performance of service under this Agreement, unless the bodily injury or property damage was actually caused by the sole negligence of the City, its elected officials, employees, agents or representatives. As part of the foregoing indemnity, Vendor agrees to protect and defend at its own expense, including attorney's fees the City, its elected officials, employees, agents or representatives from any and all legal actions based upon such actual or alleged acts or omissions. Vendor hereby waives any and all rights to any types of express or implied indemnity against the City, its elected officials, employees, agents or representatives, with respect to third party claims against the Vendor relating to or in any way connected with the accomplishment of the work or performance of services under this Agreement.. 5. INSURANCE. While not restricting or limiting the foregoing, during the term of this Agreement, VENDOR shall maintain in effect policies of comprehensive public, general and automobile liability insurance, in the amount of $1,000,000.00 combined single limit, and statutory Exhibit "A" 1 2 3 4! 5 6 7 8 9 10 11 12 13 14 15 16 17~ 211 24 25 26 27 28 worker's compensation coverage, and shall file copies of said policies with the CITY's Risk Manager prior to undertaking any work under this Agreement. CITY shall be set forth as an additional named insured in each policy of insurance provided hereunder. The Certificate of Insurance furnished to the CITY shall require the insurer to notify CITY of any change or termination in the policy. 6. NON-DISCRIMINATION. In the performance of this Agreement and in the hiring and recruitment of employees, VENDOR shall not engage in, nor permit its officers, employees or agents to engage in, discrimination in employment of persons because of their race, religion, color, national origin, ancestry, age, mental or physical disability, medical conditions; marital status, sexual gender or sexual orientation, or any other status protected by law, except as pemutted pursuant to Section 12940 of the California Government Code. 7. INDEPENDENT CONTRACTOR. VENDOR shall perform work tasks provided by this Agreement, but for all intents and purposes VENDOR shall be an independent contractor and not an agent or employee of the CITY. VENDOR shall secure, at its expense, and be responsible for any and all payment of Income Tax, Social Security, State Disability Insurance Compensation, Unemployment Compensation, and other payroll deductions for VENDOR and its officers, agents, and employees, and all business licenses, if any aze required, in connection with the services to be performed hereunder. 8. BUSINESS REGISTRATION CERTIFICATE AND OTHER REQUIREMENTS. VENDOR warrants that it possesses or shall obtain, and maintain a business registration certificate pursuant to Chapter 5 of the Municipal Code, and any other licenses, permits, Exhibit "A" ~.r' 1 2 3 4 5 6 7 8 11!. 15 16 17 18 211 qualifications, insurance and approval of whatever nature that are legally required of VENDOR to practice its business or profession. NOTICES. Any notices to be given pursuant to this Agreement shall be deposited with the United States Postal Service, postage prepaid and addressed as follows: TO THE CITY: TO THE VENDOR: 9. ATTORNEYS' FEES. Public Services. Director 300 North "D" Street San Bernazdino, CA 92418 Telephone: (909) 384-5140 EFS West 14823 Califa Street Van Nuys, CA 91411 Telephone: (818) 267-2400 Contact: Art Babcock In the event that litigation is brought by any party in connection with this Agreement, the prevailing party shall be entitled to recover from the opposing party all costs and expenses, including reasonable attorneys' fees, incurred by the prevailing party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions or provisions hereof. The costs, salary and expenses of the City Attorney and members of his office in enforcing this Agreement on behalf of the CITY shall be considered as "attorneys' fees" for the purposes of this paragraph. 10. ASSIGNMENT. VENDOR shall not voluntarily or by operation of law assign, transfer, sublet or U 28 encumber all or any part of the VENDOR'S interest in this Agreement without CITY'S prior written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void and shall constitute a breach of this Agreement and cause for the termination of this Exhibit "A" 1 2 3 4 5 7 8 9 10 11 12 13 14 15 i6 171 1 Agreement. Regardless of CITY's consent, no subletting or assignment shall release VENDOR of VENDOR'S obligation to perform all other obligations to be performed by VENDOR hereunder for the term of this Agreement. 11. VENUE. The parties hereto agree that all actions or proceedings arising in connection with this Agreement shall be tried and litigated either in the State courts located in the County of San Bernardino, State of California or the U.S. District Court for the Central District of California, Riverside Division. The aforementioned choice of venue is intended by the parties to be mandatory and not permissive in nature. 12. GOVERNING LAW. This Agreement shall be governed by the laws of the State of California. 13. SUCCESSORS AND ASSIGNS. This Agreement shall be binding on and inure to the benefit of the parties to this Agreement and their respective heirs, representatives, successors, and assigns. 14. HEADINGS. The subject headings of the sections of this Agreement are included for the purposes of convenience only and shall not affect the construction or the interpretation of any of its 21II provisions. 23 24 25 26 27 15. ENTIRE AGREEMENT; MODIFICATION. This Agreement constitutes the entire agreement and the understanding between the parties, and supercedes any prior agreements and understandings relating to the subject manner of this Agreement. This Agreement maybe modified or amended only by a written instrument executed by all parties to this Agreement. /// Exhibit "A" 1 2 3 4 5, 6 7 8 9 10 11 12 13 14 15 16 17 18 211 VENDOR SERVICE AGREEMENT EFS WEST IN WITNESS THEREOF, the parties hereto have executed this Agreement on the day and date set forth below. Dated: , 2008 VENDOR By: Its: Dated , 2008 CITY OF SAN BERNARDINO By: Fred Wilson, City Manager Approved as 4o Form: By: ~ ' ~- es F. Penman, City Attorney Exhibit "A" ATTACHMENT °I° ~~ December 7, 2007 PLANNING • ENGINEERING • CONSTRUCTION 14823 CALIFA STREET, VAN NUYS, CA. 91411-1135 City of San Bernardino Public Services Department 300 D Street San Bernardino, CA 92418 Attn: Ken Fischer, Director Subject: Cost Proposal for CNG Modifications for the Fleet Division Heavy Equipment Shop, 182 S. Sierra Way, San Bernardino, California Gentlemen: EFS West is pleased to submit this cost proposal for CNG upgrades to the heavy equipment shop, per your RFP dated October 25, 2007. This cost proposal accompanies our technical proposal, which has been submitted under separate cover. Based on the equipment and approach outlined in our technical proposal, our cost estimate to undertake the work is as follows: Com letion of Desi $74,000 Com letion of A rovals/Permits $21,000 Construction $715,000 Commissionin $23,500 Total Bid Price $833,500 This bid price is based on inclusion of the following tasks and equipment and incorporates the following conditions and exclusions: • Supply and installation of four (4) single speed, roof-mounted upblast exhaust fans sufficient to meet code requirements, with intake ducting per drawings provided with the RFP documents; • Supply and installation of motor controls necessary to operate the fans; Supply of a methane detection system with ten (10) infrared combustible gas sensors located at ceiling high points, controllers, and annunciation devices sufficient to meet code requirements and to control the ventilation, heating, and electrical systems within the heavy equipment shop; 818.267.2400 • fax 818.786.5440 December 7, 2007 Mr. Ken Fischer Paee 2 • Supply and installation of a lOSkW propane-fueled emergency generator with automatic transfer switch and propane supply tank to handle emergency loads in the heavy equipment shop; • Supply of 25 explosion-proof catalytic heaters to replace the existing gas-fired space heaters within the heavy equipment shop; • Relocation or replacement of existing electrical conduits and fittings located within 18 inches of the ceiling to meet code requirements for a Class I Div 2 hazardous environment; • .Segregation of electrical circuits between the light duty vehicle shop and the heavy equipment shop and the emergency generators serving each facility; • Supply and installation of electrical shunt trip breakers or contactors to control non-emergency electrical circuits via the gas detection system; • Supply and installation of electrical controls necessary to operate six (6) building roll-up doors via the gas detection system (door motor replacement not included); • Supply and installation of an electric solenoid valve on the existing gas supply line, controlled by the gas detection system, capable of interrupting gas supply to the heaters; • Inclusion of other tasks identified in the RFP documents as Tasks I through 12 (except as modified above) including demolition tasks, hallway overpressure fan and new doorway, emergency lighting, sealing of doorway to paint booth, etc. Any other tasks or items not specifically required by the RFP documents or identified in this proposal aze not included in EFS West's cost estimate. This includes additional modifications or equipment that may be required by permitting authorities or pre-existing code violations not associated with the LNG/CNG upgrades that require correction as part of this project. We look forwazd to working with the City of San Bernardino on this project and developing an approach that meets the City's goals and brings the facility into compliance with current codes. Please feel free to contact me anytime at (818) 235-6293, if you need any additional information or would like to schedule a meeting to discuss our approach. Sincerely, EFS W st Art Babcock Vice President EFS WEST ATTACHMENT rrZ" . ^t _.._ ! ''. emlm^--_ ar Envvonmen;aily S SCadliy Re5pon5i3tle Future MEMORANDUM February 1, 2008 TO: George Newlin, City of San Bernardino FR: Bob Coale, GNA RE: Review of Garage Modification Proposals Introduction GNA has reviewed the San Bernardino Heavy Maintenance Garage Modifications performance specifications and Request for Proposals (RFP) prepared for the subject work as well as proposals for the work prepared by EFS West and Weaver Electric Co. (Weaver). The latter include both technical and cost proposals. The following discussions present our assessment of the proposal as they comply with the required specifications and consideration of the costs proposed for the work. General GNA is very familiar with both EFS West and Weaver. We have been associated with a number ofjobs of similar scope that have been performed by these conVactors. Both EFS West and Weaver are well qualified by experience and personnel to perform the work required. Both firms. have previously been responsible for garage modifications of the scope and type now proposed and both have extensive experience in LNG, LCNG, and CNG fueling and maintenance facilities. We have no reservations in recommending either firm to do the work. Below we present our evaluation for each proposal specifically for the proposed San Bernardino work, the responsiveness of these proposals to the RFP, and the costs proposed for the work. Evaluation of Technical Proposals The following presents our evaluation ofthe technical proposals from both Weaver and EFS West. These have been made hazed on [he responsiveness to the requirements of the RFP. Weaver Electric Co. The proposal prepared by Weaver is very short on details and methodology. Weaver proposes to do all the design in house with submissions to appropriate San Bernardino permitting agencies. Little detail is provided regarding the personnel or methodology to be followed during the design and permitting phase of the project. The actual technical component of Weaver's technical proposal consists essentially of five elements of the facility that will be modified or replaced to meet the appropriate code and operational requirements. Specifically, these are: • ElecVical • HVAC • Detection • Control • Annunciation ' George Newlin, City of San Bernardino February 1, 2008 Review of Garage Modification Proposals Page 2 The electrical systems include wiring, the new standby emergency generator and ATS, lighting, horns and strobes, and related components. Weaver proposes to install these components in accordance with NFPA 70 such that the electrical classification requirements of Clazs 1, Group D, Division 2 are me[. No information is provided about the specifics of the equipment selected or even the duty specifications proposed. The HVAC section presented by Weaver proposes to employ anexplosion-proof ventilation system [hat will provide four air changes per hour (ACPH) for [he heavy equipment bays that will be activated by the gas detection system. The system will use pressure fans, dedicated exhaust fans, or-air curtains to isolate the common area and [he welding bays. No details o(the equipment are provided. Weaver proposes to replace the existing evaporative coolers with new coolers, but no specifics were provided. Weaver also proposes to use infrared space heaters but details of these are not provided. In the organization section of their proposal, it appears that Gemini will, be used for HVAC work, but no qualifications are provided. The detection system proposed by Weaver is a group Sierra Monitor Corp. infrared combustible gas detectors connected to a central controller that will initiate alarms at specific gas levels and provide information regarding malfwtctioning units. No additional information on this system is provided. The control function proposed by Weaver consists of a (PLC?) system that monitors, integrates, and conttols all of the equipment. This includes shunt trips of appropriate equipment, alarms and call outs, control of the emergency generator, etc. No details as to the nature, size, brand, etc. of [his equipment are provided. Annunciation consisu of acustom-designed graphic display panel to be mounted on the exterior of the building that presents atwo-dimensional picture of [he facility and is used by first responders to determine conditions within the building. No details of this equipment are provided. The technical proposal includes the requested organization chart, a listing of previous similar experience, and a detailed schedule for the work. No information is presented regarding Weavers acceptance of other requirements of the RFP including testing, training, warranty issues, signage, documentation, etc. Weaver does offer to meet with the Ciry to discuss "value engineering". In summary, the technical proposal submitted by Weaver does not provide assurance to the City that all of the requirements of the RFP will be met. The proposal presents little detail and fails to acknowledge many of the basic requirements of the RFP. This does not mean that if the work is awarded to Weaver they will be unable to perform to the requirements of the RFP, merely that the quality and quantity of information provided in the proposal is so poor that an objective azsessment of its merit is not possible. EFS West. The EFS West proposal is comprehensive in iu approach, and provides sufficient details of personnel, methodology, and proposed equipment to judge that, if selected, [hey will perform work and provide equipment and material that meets the requirements of the proposal. EFS West has provided details in their proposal that defines the methodology and specific personnel to be used during the design and permitting phase of the project. The approach for this design build level of design work is consistent with the detail of work needed to obtain permits. The interactive approach between the contractor, the City, and the permitting agencies is advantageous for a project of this type. The proposal defines the drawing review process. ft further presents the means by which the documentation of [he project will be handled. The proposal includes an analysis of the ventilation system requested in the RFP and offers an alternative that meets code and is purported to be less expensive. This involves single speed fans operated under a different logic than that requested, which also obviates [he need for explosion proof door motors. GNA believes [ha[ the proposed alternative is code compliant. This analysis shows a thorough understanding of the sequence of operations, and Q provides a comprehensive approach to the issues George Newlin, City of San Bernardino February 1, 2008 Review of Garage Modification Proposals + Page 3 ~~- EFS West has provided specific information including manufacturer's cut sheets for most major equipment proposed for the work. The GNA review of this, equipment shows [he selected equipment [o be appropriate for the project, but final selection should be made after basic engineering has been completed. EFS West proposes a verbal time schedule for the project (as opposed to a graphic) in compliance with [he request of the RFP. The personnel and scheduling of commissioning and startup activities is also provided. Thry also provide a listing of past similar work In summary, the EPS West proposal addresses [he major requirements of the RFP and is wmprehensive and responsive in scope. Substantial information is provided for all elements of the work from personnel to methodolog}~ to equipment selection giving the reader strong assurance that the contractor understands the work and is competent to perform that work. Most of [he information requested in [he RFP has been provided. Evaluation of Cost Proposals Separate cost proposals were received in wnjunction with the technical proposals reviewed above. EFS West has proposed a total cost of $833,500 for the work, which includes their proposed value engineering of single speed exhaust fans and continued use of the existing non-explosion proof door motors. Their cost proposal provides specificity to the equipment proposed az well az the methodology to be employed during design, construction, commissioning and startup. The proposed design and permitting costs are substantially higher than those proposed by GNA earlier, but the overall proposed cost of the project, given these higher design costs, is in agreement with [he earlier estimate. Weaver proposes a total project cost of $1.268,950 for the work az broken down by task. This provides a total cost that is compliant with the RFP requirements. p The \4eaver cost is $435,450 (52%) higher than that proposed by EFS West. Direct comparison is not possible, az EFS West did not, in general, break down their costs by task in the same manner that Weaver did. However, certain observations as to the costs can be made. Adjustments to the Weaver costs may be appropriate to compare apples with apples. Task I. Weaver's proposed costs for design and permitting are some $57,000 higher than those by EFS West. These costs should represent the same activities. Task 8. Presumably, because both contractors are proposing a Sierra Monitor Corp. gas detection and alarm system, the costs for this task should be similar. Task 10. It is appropriate to reduce Weaver's cost for ventilation fans by about one-third to allow for single speed fans az proposed by EFS West ($60,000). Task l 1. The cost for dwr motor replacement can be eliminated from Weaver's costs to be comparable with the EFS West proposal ($60,000). Commissioning and Training. Weaver's proposed cos[ for this work is $8,000 less than that offered by EFS Wes[. Applying appropriate corrections to the Weaver cost (Tasks 10 and I I) results in a total adjusted cost of $1,268,950 - $120,000 = $1,148,950, still some $315,000 higher than EFS West costs. Summary Based on GNA's review of both the technical and wst portions of the proposals provided by EFS West and Weaver, it is recommended that EFS West be awarded the work. The EFS West technical proposal is far superior to that provided by Weaver and demonstrates clearly that they have a-complete understanding of the work required. Additionally, the EFS West cos[ proposal is substantially less (38%) than Weaver's cost proposal. George Newlin, City of San Bernardino Review of Garage Modification Proposals Page 4 February 1, 2008 The CiTy should ensure that the commercial terms of the proposals (bonding, insurance, compliance with City contracting requirements, possible liquidated damages, etc.) are in order, however. These elements were not reviewed in this document and they represent an important part of the overall contract. If additional information is required, please contact Bob Coale. He can be reached at 858 248 7903. V V ATTACHMENT "3" ® SAN BERNARDINO HEAVY EQUIPMENT MAINTENANCE GARAGE MODIFICATIONS PERFORMANCE SPECIFICATIONS Introduction The City of San Bernardino currently operates a vehicle maintenance facility, located at 182 South Sierra Way, for servicing the City's light and heavy-duty vehicles. The former includes police cars and motorcycles, other passenger vehicles, and light trucks. The heavy equipment includes refuse haulers, large trucks, and the like. The City has designated the garage as an emergency facility, meaning that it must maintain a certain limited capability in the event of a disaster or crisis. The City is converting its fleet of heavy-duty vehicles, to be powered by liquefied natural gas (LNG). By fiscal year's end, 20 heary-duty LNG vehicles will reside in the City's fleet. The maintenance facility is not now designed or equipped to service LNG-fueled vehicles. Fire regulations, notably NFPA 30 and NFPA 52, as well as various state and local regulations require certain modifications to maintenance garages to enable them to service LNG (or compressed natural gas [CNG]) vehicles indoors. The following presents elements of and a discussion of the Scope of Work to be followed during the modifications of the heary equipment garage at the maintenance complex. This ® scope is divided into several major task items each presented with the rationale and operating criteria for the work. A facility layout sketch is also provided indicating the location of work to be performed. The contractor shall be responsible for delivering a complete "turnkey" facility, including the configuration, permitting, civil improvement to the site, equipment procurement and installation, start-up and testing, commissioning, and training of City personnel. The Contractor shall be responsible for ensuring. that the design of the equipment complies with all codes and regulations in effect at the time of permitting. The Contractor shall provide all necessary instruction, service and operating manuals as well as a complete set of AutoCAD 2007 based "as built" drawings in both electronic format and hard copy. The Contractor shall provide aone-year full warranty on materials and labor covered under this proposal. The purpose of this document is to describe the equipment and services that the City of San Bernardino requires. It is the responsibility of the Contractor to understand and comply with all applicable municipal, county, state, and federal codes, laws, ordinances, standards, rules and City of San Bernardino supplements in force at the time of facility permitting as noted above. The contractor shall propose a timeline for completion of the project as part of the submittal. Major milestones shall be identified. Total project completion is not realized until the improvements are fully operational and in compliance with the appropriate state, local, or federal guidelines, codes, laws or regulations. fn Certain preliminary documents have been prepared for this project. These include a preliminary site layout and a preliminary list of tasks (scope of work). Every effort has been made to provide accurate information. Should significant conflicts between these written specifications, the preliminary design drawings, code requirements, standard industry practices, andlor available equipment be identified by the Contractor, the Contractor shall notify the City of San Bernardino in writing immediately upon discovery. EXISTING SITE CONDITIONS The Maintenance Facility is roughly divided into three areas: the heavy equipment maintenance bay; the light vehicle maintenance bay; and administrative areas including offices, restrooms, and a break area. For this project, only the heavy equipment maintenance bay will be mod~ed to service LNG or CNG vehicles. This will require physical and electrical isolation of this bay from the other areas of the facility. Several electrical circuits currently serve all areas. A 100kW generator is employed to service selected service loads in the facility in the event of an overall power outage. These loads are currently generally in (or near) the heavy equipment bay. Overall Facility Guidelines, Criteria and Operations, include: 1. The overall facility is designated as an emergency facility and therefore the existing capabilities during a power outage must remain. 2. Only the heavy equipment bay will be mod~ed to service LNG/CNG vehicles. 3. Other areas of the facility will be physically isolated from the heavy equipment bay. 4. Modifications to, replacement of, or removal of existing electrical equipment or appliances in the heavy equipment bay will be required. 5. The electrical loads currently imposed on the existing emergency generator will be transferred to selected circuits in the light duty vehicle maintenance bay and the common area. 6. The heavy equipment bay will be fitted with methane detection instrumentation, audible and visual alarms, certain- automatic functions, emergency lighting, and a new ventilation system. 7. Two levels of methane concentrations (20% LEL and 40% LEL) will be considered for the operation. 8. In the event of a detected methane release in the heavy vehicle maintenance bay, all power to the entire facility will be tripped. 9. Anew propane-powered generator and automatic transfer switch will be installed to service the emergency electrical loads in the heavyduty vehicle maintenance bay during periods of power outage. These could occur as the result of a methane release incident or from a general overall outage. 10. The designated loads to be serviced by the new emergency generator include: the gas detection and alarm system, the new ventilation system, certain lighting, and designated overhead door drive motors. Several tasks must be accomplished as part of this project, They are: Task 1-Design and Permitting This document only provides a performance specification for the facility modifications. Detailed design of the proposed work and the spec cations for all equipment and systems and submission of the design to the appropriate approving authorities (Building Department, Fire Department, etc.) is required. Task 2 -Demolition and Removal Activities The following demolition and removal activities include, but are not limited to: 1. Remove all existing gas-fired space heaters. Leave existing gas and electrical service for later connection to new, explosion proof units. 2. Physically and electrically remove the existing exhaust fan system located at the east end of the bay that was formerly used to recover vehicle exhausts. Activities will include: a. Disconnect and remove all electrical components b. Remove all ductwork c. Remove the existing fan and seal the roof penetration 3. Physically and electrically remove the existing ventilation fan system located at the west end of.the bay that services the room north of the paint booth. Activities will include: a. Disconnect and remove all electrical components b. Remove all ductwork c. Remove the existing fan and supporting members 4. Remove selected overhead door motors for later replacement with new, explosion proof units Task 3 -Replacement of Existing Electrical Conduits and Circuits The facility .currently uses evaporative coolers for temperature control in the building during the hot months. These are fitted with motors and fans on the roof of the building. Because the fans blow air into the building, the fan motors need not be explosion proof and can remain. However, the conduit and associated junction boxes servicing these coolers do not conform to the regulations for LNG/CNG maintenance facilities in that they are not properly sealed, are made from thin-wall conduit (as opposed of galvanized), and/or are located within 18" of the ceiling of the bay. Accordingly, all of this conduit shall be replaced with new conforming conduit. 3 Task 4 -Transfer of Emergency Generator Electrical Loads The existing emergency generator presently services certain loads, mostly in the heavy equipment bay. When mains power is interrupted, the generator automatically starts and a dedicated transfer switch is activated so that the designated loads are covered. It will be necessary, as part of this project to disconnect all emergency generator loads in the heavy equipment bay and transfer them to loads in the light duty bay. These are presently powered from the transfer switch located in the main switchgear room in the heavy equipment bay area. Thus, when total power to the facility is interrupted either by mains failure or because of tripping resulting from a methane release episode (see Task 8), the existing emergency generator, now connected to loads in the light duty bay (where no LNG/CNG vehicles will be serviced) will provide power to these loads. This generator will service no loads in the heavy equipment area Task 5 -Physical Isolation of the Heavy Equipment Bay Because both LNG and CNG vehicles will be serviced in the heavy equipment bay, it will be necessary to physically isolate this bay from adjacent areas that are in physical proximity. This includes the paint booth to the west of the facility and the hallway leading into the break/restroom/administrative area. For the former, the personnel door leading from the paint booth to the shop area shall be permanently closed and sealed. This shall be done in such a way that it will not be possible to open the door. For the latter, a second door in the corridor shall be constructed thus providing an "airlock". A small fan shall be installed such that it will discharge into this airlock so as to overpressure the area and thus prevent possible migration of methane from the shop area into the break area. This fan will always be on and in the event of a mains power failure will be on the emergency generator described in Tasks 7 and 8. Task 6 -New Motor Control Center for the Heavy Equipment Bay All of the existing electrical loads in the heavy equipment maintenance bay will continue to be powered by the existing circuitry (except for those loads transferred as part of Task 4). A new motor control center (MCC) will be provided to service all of the functions related to the LNG/CNG modifications. These loads will include: • New ventilation fans including the new overpressure fans in the break area and in the room north of the paint booth • The methane detection/alarm system and its reporting capability • Certain door motors • Emergency lighting j' It is envisioned that this MCC will be located on the exterior west wall of the heavy vehicle maintenance bay adjacent to the new generator and transfer switch (see Task 7). Power for the MCC shall come from the existing switchgear room near the parts counter in the bay. Bidder shall determine at the site visit, that there is sufficient current at the correct voltage available at this location. This power shall be fed to the new MCC through new conduit and connecting wiring. The MCC shall be enclosed in a weatherproof cabinet. The New MCC will continuously power the above loads but will be connected through a transfer switch to the new generator (see Task 7) so that the new generator can carry all of these loads. Task 7 -Propane-fuelled Generator, Automatic Transfer Switch, Fuel Tank, and Enclosure A new (size to be determined by bidder) generator shall be provided to service all of the loads associated with the new methane detection and alarm system as well as air handling equipment. Reiterating from above, these loads include: • New ventilation fans including the new overpressure fans in the break area and in the room north of the paint booth • The methane detection alarm system and its reporting capability • Certain door motors • Emergency lighting The generator will be activated when the mains power to the facility is interrupted either through a mains failure or in the event of a methane detection episode. The above loads will be energized by means of an associated transfer switch that will transfer these loads from mains power to the generator. In the event of total power disconnect either by mains failure or a methane detection episode (see Task 8) mains power must be manually restored only after confirmation that no explosive hazard exists. The generator shall be mounted on a dedicated concrete foundation located on the exterior west wall of the maintenance bay, north of the existing redundant air compressor. An 8-foot chain link fence that is attached to the maintenance building and fitted with a personnel access gate shall enclose the generator. A lean to type roof shall be provided over the generator, transfer switch, and the MCC (see Task 6). The entire installation shall be protected with minimum six-inch diameter concrete filled bollards. A conceptual sketch of the area is provided. To alleviate the requirement for special air emission permitting issues, the generator shall be fuelled by propane; a dedicated propane tank shall be provided to serve this generator so as to provide a minimum of 48 hours of continuous operation. The propane tank shall 5 be installed on a foundation adjacent to the generator enclosure and likewise protected with bollards. A common foundation for the generator and propane tank may be used. Task 8 -Methane Detection and Alarm System A combustible gas (methane) detection system shall be provided. This will consist of a single infrared (IR) type gas detector module located over each vehicle bay (14 units) plus three additional units over the parts area enclosure and one each over the welding area bays (a total of 19 detector units). These units shall be connected to a controller(s) that will interface with the alarm system, the power trip function, and communications. The alarm system shall consist of strobe lights and horns that will be activated by the detectors. Four sets of these shall be provided equally spaced in the maintenance bay. In addition, four sets of condition lights shall be provided that will indicate the overall condition of the system: normal, in alarm only mode, and in shutdown mode. Light panels displaying green, yellow, and red, respectively, for these conditions shall be provided inside the maintenance bay. A fifth light panel shall be located outside of the facility to be used by fire department personnel. The system shall operate as follows: • At less than 20% LEL, all systems shall be considered normal • Condition lights illuminated green • Exhaust fans on manual control • At the measured range between 20%-LEL and 40% LEL: • The alarm system shall be initiated. In this condition, the horns and strobes shall be activated • Condition lights illuminated yellow. • Designated overhead doors shall be automatically opened • Roof exhaust fans (see Task 10) shall be switched on at the four air changes per hour (ACPH) rate • The valve on the main gas supply feeding the space heaters shall be closed. At 40% LEL or higher, the detector system shall: • Interrupt all power to the entire maintenance facility (thus automatically starting both emergency generators and activating their connected loads) • Continue activation of the alarm horns and strobe lights Change the condition lights to red Switch the ventilation fans to maximum speed (at least six ACPH) Notify persons designated (the maintenance supervisor, the fire department, and others) as required. It is suggested that the detector controllers be mounted out of doors near (or in) the new generator enclosure. V 6 (~ Task 9 -New Space Heaters New space heaters shall be installed to replace those removed in Task 2. These heaters shall be gas fired and electrically initiated but shall be of a type suitable for use in an explosive environment. An automatic .valve shall be installed on the main gas line to the heavy vehicle maintenance bay (to include the space heater feeds} that can be automatically shut by the gas detection system. Task 10 -New Ventilation Fans and Ductwork Including Overpressure Fans New ventilation fans and associated ductwork shall be installed so as to continuously evacuate a minimum of four ACPH at the low speed wfth the capacity (at maximum speed) to evacuate at least six ACPH. The ventilation fans will be of the up-blast type, mounted on the roof of the facility and designed for explosion proof service (either by the use of explosion proof motors or indirect flow [belt drive fans]). The number and size of units shall be determined by analysis of the recommended flow rate per unit and the required number of air changes. The exhaust fans shall be fitted with ductwork that will provide evacuation of air at the required rate(s) from the peak of the facility ceiling. Thus, appropriately spaced up-facing registers shall be incorporated in the main duct. In addftion, because this is an LNG facility, down coming ducts shall be provided along the wall between each overhead door. /^: Registers for these shall be located approximately six inches from the floor. ~,J All ducts (and connected exhaust fans) shall be appropriately sized to meet the requirements of the relevant NFPA regulations or local fire department directives. During times when less than 20% LEL of methane is detected, the exhaust fans may be (manually) activated or not depending upon the heating/cooling requirements in the building. At 20% LEL, all exhaust fans will automatically be activated at the four ACPH level; at greater than 40% LEL, they shall be automatically switched to the six ACPH level: When activated by the gas detection system, the exhaust fans cannot be manually switched off. Fan controls will need to be manually reset when the methane detection episode is over. Task 11-Replacement of Door Motors All but one of the overhead doors in the facility are fitted with electric drives for door raising and lowering. None of these drives are presently fitted with explosion proof motors: Although (depending upon the weather) many doors are likely to be open during .normal operating hours, during the midnight shift when the facility is not operating, all doors are closed. If a sudden release of methane occurs, it will be necessary to automatically open a designated number of overhead doors in order to allow for sufficient outside air flow to meet the required number of ACPH. 7 To accommodate this condition at levels greater than 40 LEL, it will be necessary to provide certain door openers with explosion proof motors. These will be automatically activated at the 40% LEL. Task 12 -Emergency Lighting Emergency lighting shall be provided for the heavy equipment maintenance bay and the men's and ladies' bathrooms in the common area. This will be connected to the new MCC to be provided for the methane compliant system. The emergency lights will be powered by means of the new emergency generator. Engineering The Contractor shall provide all engineering and design services required to produce a full set of construction drawings and corresponding specifications which are sufficient for plan check. All design, construction and as-buik drawings shall be supplied in AutoCAD Rel. 2000 and provide to the City in both hard copy and CD-ROM format. These drawings shall be sufficiently detailed to pass through the permit review process including the City Building Department, the San Bernardino Fire Department, and other jurisdictions having authority. The design documents shall contain all relevant information for the construction and development of the project. The drawings and specifications shall be used to purchase all materials and equipment and to subcontract portions of this projection. After the facility is completed and commissioned, the Contractor shall supply a completed set of "As Built" drawings to the City in the form of "red-line" additions to the original drawings as well as "reCADDed" prints reflecting the red-line changes in AutoCAD REL.2000. The Contractor's design-drawing package shall be generally consistent with the preliminary plans provided as part of this RFP, however the overall design shall be the responsibility of the Contractor. The final drawing package shall include, but not be limited to: • Title Sheet (with site-location map) • Overall Site Plan • Excavation and Demolition Plan • Site Equipment Arrangement Plan and Details • Foundation Plans and Details • Miscellaneous Civil Details (Fencing, Bollards, Walls, Etc.) • Electrical One-Line Diagram • Site Electrical Plan and Details • Panel Schedule and Conduit and Wire Schedule • Lighting Plan and Details • Site Grounding Plan and Details • Electrical Hazardous Area Plan • Site Gas and Fire Detection Plans and Details • Safety Control System Logic Diagrams /~-,, Safety Signage Plan and Details ~,J Piping and Instrumentation Diagram (P&ID) • Site Mechanical Plan and Details • Mechanical Piping and Installation Details Plans may be combined as appropriate. The specifications in the package shall include but not be limited to: • Installation Spec cations -General Terms & Conditions • Installation Spec cations -Concrete Foundations • Equipment Specifications -Electrical Switchgear • Installation Specifications -Electrical/Lighting • Installation Specifications -Instrumentation • Equipment Specifications -Gas Detection Equipment and Controls • Equipment Specifications -Fire (UV/IR) Detection and Controls • Equipment Specifications -Safety System PLC • Installation Specifications -Mechanical Equipment • Installation Specifications -Piping • Installation Specifications -Painting • Installation Specifications -Security Fencing and Walls The Contractor's final detailed drawings shall be sealed and signed by a Califomia- registered Professional Engineer (PE) appropriately disciplined for the work described on the respective sheets. Documentation In accordance with code requirements the Contractor shall provide a complete set of documentation for operation and maintenance for each component installed that required operational/or maintenance. The contractor shall design and build the proposed project using the provisions of National Fire Protection Association (NFPA) 30 and NFPA 52 as well as any other related state or local regulations requiring modification to maintenance garages in order to service LNG or CNG vehicles. These documents contain speck language concerning the design of the facility and the Contractor shall provide documentation that is both complete and code compliant. In addition to the manuals, the Contractor shall provide written certification that the delivered equipment meets the design specification and has been tested according to good engineering practices and complies with all applicable code requirements. Four complete sets of the following documentation shall be delivered to the city at the times indicated: Operation Manual(s): After commissioning and acceptance of the system. Maintenance Manual(s): After commissioning and acceptance of the system. V 9 • Supervisor's safety Manual: At commissioning and one week prior tot he start of ' training of operations supervisory personnel. • Emergency Response Procedures: At commissioning and one week prior to the start of training of operations supervisory personnel. • Recommended Spare parts List: Draft copy approved at time of order acceptance. Final copy shall be presented with Maintenance Manual after commissioning. • Special tools List: Draft copy provided at time of order acceptance. Final copy shall be presented with Maintenance Manual after commissioning. • Test and Inspection Reports: A binder containing all test and inspection results and certifications shall be provided at commissioning completion. • Permit Package: Copies of all approved construction and operating permits for this project will be provided as time of station commissioning. • Code Compliance Certification: The acceptance by the City of the Code Compliance Certification for the improvements. This compliance document shall certify that the maintenance shop improvement provides meet all applicable codes (such as NFPA 30 NFPA 52, etc.). • As Built Report: A California Registered Engineer shall complete and stamp the As- Built Report ("Record Drawings") for this project. The As-Built Report shall consist of a complete set of the full size Mylar prints and all related electronic files for this project. The Contractor shall prepare and submit to the City a clean copy of a marked-up (in red) set of contract drawings depicting changes and mod cations to the. original instruction drawings made during construction as well as CAD prints and electronic files reflecting the red-line changes. NOTE: Where manufacturers' manuals and leaflets are included in the above documentation, the Contractor shall clearly indicate all information that is not relevant to the specific equipment being supplied. The Contractor shall be responsible for determining the adequacy of each O&M Manual as to content, organization, equity, and adequacy. The Contractor shall deliver acceptable manuals as reviewed by the City's Department of Facilities Management upon commissioning completion. A three-ring binder containing all of the manufacturer's specification sheets for each piece of equipment provided with in the facility, as well as all tests results and certifications shall be provided at commissioning completion. Hard copies and, where feasible, electronic files on computer diskette or CD-ROM, should be provided within the binder. The City also requires that a "Quick Reference Manual" be provided which lists common replacement parts, procedures for regularly scheduled preventive maintenance routines, and a summarized troubleshooting table. Spare Parts Spare parts and specials tools lists shall be developed from a "recommended" spare parts and special tools lists provided by each equipment vendor. The Contractor shall review each equipment vendor's recommended list and adjust quantities, as necessary, with Q concurrence of the City, based on site location, environment, and available maintenance 10 personnel. The Contractor shall work with City officials to develop a comprehensive plan for proper storage and preservation of all spare parts and special tools. Codes The Contractor shall comply with all applicable codes. The appropriate government authorities shall determine the codes that are in force and effect at the time of bidding. The following codes are applicable to this project as of distribution of this RFP; however, the contractor shall confirm that the cited codes are applicable at the time the construction bid is submitted to the City. • NFPA 52, Compressed Natural Gas (CNG) Vehicular Fuel Systems Code. 2006 Edition • NFPA 70, National Electric Code. 1999 Edition. • NFPA 30A, Code for Motor Fuel Dispensing Facilities and Repair Garages. 2000 Edition. • California Building Code, 2001 Edition. • California Fire Code, 2001 Edition, including CFC 5201. Note that these codes incorporate, by reference, portions of numerous other design and building codes, which are not listed here. In addition to adhering to the applicable codes, the Contractor shall perform the design, construction, installation and test of the maintenance shop modifications with a degree of skill and diligence normally employed by ` professional engineers or consultants performing the same or similar tasks. The shop modifications shall be safe and reliable and perform as specified and intended. Signage The Contractor shall be responsible for acquiring and installing all safety and informational signs required for the project by City of San Bernardino and applicable design code. Construction Observation/Supervision All components and equipment shall be installed according to their respective manufacturers' instructions and recommendations. Industry-standard practices shall apply if no manufacturer's instructions exist. The Contractor shall provide a construction supervisor, who will be on site to oversee all construction activities. The Supervisor will ensure that all drawings and specifications are followed and that the site has been constructed accordingly. Safety is the prime consideration in any work area and the supervisor shall be responsible for ensuring that standard safety practices, as well as OSHA regulations, are being followed at all times. The Contractor shall provide the necessary assistance for equipment start-up and shall ensure that any and all problems are resolved in a timely manner. 11 ~~ Start-Up and Commissioning The Contractor shall be responsible for the commissidning, start-up, adjustment, preliminary maintenance, and checkout of all equipment and instrumentation. If any equipment or system does not operate according to the manufacturer's specifications; this performance specification; or the Contractor's proposal, drawings, specifications and project submittals; the Contractor shall immediately repair or replace components until they operate properly. The Contractor commissioning and calibration will provide on-site engineering support to process. have bee Start-up will be considered n satisfactorily completed. San Bernardino to operate the facility shall be prese part of the training process, shall perform any tasks under the direct supervision of the Contractors engineer. supervise the start-up and to when flow, function test, el designated by the City of he start-up-phase and, as their respective job titles After installation is complete, Contractor shall demonstrate to the City that the systems operate in accordance with the intent and meaning of this performance specification; the Contractor's drawings and specifications; and the manufacturer's specifications and recommendations. The Contractor will be required to demonstrate to the City the successful and repeated operation of all components. Testing and Inspection Each piece of equipment shall be inspected and tested by the Contractor to the satisfaction of the City and to verify compliance with this performance specification before the facility is put into normal day-to-day operation. When the equipment start-up is complete, the Contractor shall submit appropriate test reports to the City to verify compliance as part of the documentation requirements. Training The training provided by the Contractor shall include, as a minimum, the following elements: • An overview of the facility's design and operation • An overview of each piece of equipment, including its function as part of the total system • Instruction on maintenance checks. • Instructions on safety and emergency procedures comple Personn nt during t relative to 12 Warranty The Contractor shall guarantee in writing all facility equipment and workmanship for a period of one year, commencing after the date of final completion and acceptance of the facility by the City. Within each response to this solicitation, Contractors shall clearly identify those items of their proposed systems, which are generally considered "routine maintenance items" rather than items falling within the one-year warranty required for this project. During the first year, the Contractor shall adjust, repair, or replace any faulty equipment or assembly covered under the warranty at no cost to the City before the final acceptance of the facility. In cases where a specific piece of equipment is warranted by the manufacturer for a period of more than one year, the manufacturer's warranty shall take precedence until expiration. Emergency repair shall be performed within 24 hours of notification through the one-year warranty period. If the Contractor fails to perform the emergency repair within 24 hours of notification, then the Contractor shall pay the City liquidated damages in the amount of $1,000 per each and every day until the facility has been repaired and is fully operating. Because it is not possible to precisely fix the damages that the City will incur the liquidated damages specified are a reasonable estimate of those damages and do not represent a penalty. 13 1~, 2 3 4 5 6 7 VENDOR SERVICE AGREEMENT This Vendor Service Agreement is entered into this 18th day of August 2008, by and between EFS West ("VENDOR") and the City of San Bernardino ("CITY" or "San Bernardino"). WITNESSETH: WHEREAS, the Mayor and Common Council have determined that it is advantageous and in the best interest of the CITY to contract for LNG/CNG heavy equipment gazage modifications to the Fleet Division heavy equipment maintenance facility; and WHEREAS, the City of San Bernazdino did solicit and accept proposals and quotes 111 15 i6 17 18 211 a. For the services delineated above, the CITY, upon presentation of an invoice, shall pay the VENDOR $900,000 for heavy equipment garage modifications services as set forth in Attachment "1"and Attachment " 3." 25 26 27 28 from a number of vendors for LNG/CNG heavy equipment gazage modifications to the Fleet Division heavy equipment maintenance facility. NOW, THEREFORE, the parties hereto agree as follows: 1. SCOPE OF SERVICES. For the remuneration described in Section 2 below, San Bemazdino hereby engages the services of VENDOR to provide LNG/CNG heavy equipment garage modifications to the Fleet Division heavy equipment maintenance facility, described in Attachments 1-3, incorporated herein and by this reference made a part hereof. 2. COMPENSATION AND EXPENSES. /// b. No other expenditures made by VENDOR shall be reimbursed by CTTY. 1 2 3 4 5 6 7 8 11 15 i6 17 18 19 211 2. TERM. The term of this Agreement shall be for a period of two (2) years, to August 12, 2010. This Agreement may be terminated at any time by thirty (30) days' written notice by either party. The terms of this Agreement shall remain in force unless mutually amended. The duration of this Agreement maybe extended with the written consent of both parties. 4. INDEMNITY. Vendor agrees to and shall indemnify and hold the City, its elected officials, employees, agents or representatives, free and harmless from all claims, actions, damages and liabilities of any kind and nature arising from bodily injury, including death, or property damage, based on asserted upon any or alleged act or omission of Vendor, its employees, agents, or subcontractors, relating to or in any way connected with the accomplishment of the work or performance of service under this Agreement, unless the bodily injury or property damage was actually caused by the sole negligence of the City, its elected officials, employees, agents or representatives. As part of the foregoing indemnity, Vendor agrees to protect and defend at its own expense, including attorney's fees the City, its elected officials, employees, agents or representatives from any and all legal actions based upon such actual or alleged acts or omissions. Vendor hereby waives any and all rights to any types of express or implied indemnity against the City, its elected officials, employees, agents or representatives, with respect to third party claims against the Vendor relating to or in any way connected with the accomplishment of the work or performance of services under this Agreement. 5. INSURANCE. While not restricting or limiting the foregoing, during the term of this Agreement, •r~' VENDOR shall maintain in effect policies of comprehensive public, general and automobile liability insurance, in the amount of $1,000,000.00 combined single limit, and statutory 1 2 3 4 5 6~ 7 8 9 10 11 13 ~.J 14 15 16 17 20 21 22 23 worker's compensation coverage, and shall file copies of said policies with the CTTY's Risk Manager prior to undertaking any work under this Agreement. CITY shall be set forth as an additional named insured in each policy of insurance provided hereunder. The Certificate of Insurance furnished to the CITY shall require the insurer to notify CITY of any change or termination in the policy. 6. NON-DISCRIMINATION. In the performance of this Agreement and in the hiring and recruitment of employees, VENDOR shall not engage in, nor permit its officers, employees or agents to engage in, discrimination in employment of persons because of their race, religion, color, national origin, ancestry, age, mental or physical disability, medical conditions, marital status, sexual gender or sexual orientation, or any other status protected by law, except as permitted pursuant to Section 12940 of the California Government Code. 7. INDEPENDENT CONTRACTOR. VENDOR shall perform work tasks provided by this Agreement, but for all intents and purposes VENDOR shall be an independent contractor and not an agent or employee of the CITY. VENDOR shall secure, at its expense, and be responsible for any and all payment of Income Tax, Social Security, State Disability Insurance Compensation, Unemployment Compensation, and other payroll deductions for VENDOR and its officers, agents, and employees, and all business licenses, if any aze required, in connection with the services to be performed hereunder. 8. BUSINESS REGISTRATION CERTIFICATE AND OTHER REQUIREMENTS. VENDOR warrants that it possesses or shall obtain, and maintain a business registration certificate pursuant to Chapter 5 of the Municipal Code, and any other licenses, permits, 1 2 3 4 5 6 7 8 101 11~ 13 14 15 16 17 18 21~ qualifications, insurance and approval of whatever nature that aze legally required of VENDOR to practice its business or profession. NOTICES. Any notices to be given pursuant to this Agreement shall be deposited with the United States Postal Service, postage prepaid and addressed as follows: TO THE CITY: TO THE VENDOR: 9. ATTORNEYS' FEES. Public Services Director 300 North "D" Street San Bemazdino, CA 92418 Telephone: (909) 384-5140 EFS West 14823 Califa Street Van Nuys, CA 91411 Telephone: (818) 267-2400 Contact: Art Babcock In the event that litigation is brought by any party in connection with this Agreement, the prevailing party shall be entitled to recover from the opposing party all costs and expenses, including reasonable attorneys' fees, incurred by the prevailing party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions or provisions hereof. The costs, salary and expenses of the City Attorney and members of his office in enforcing this Agreement on behalf of the CITY shall be considered as "attomeys' fees" for the purposes of this pazagraph. 10. ASSIGNMENT. VENDOR shall not voluntarily or by operation of law assign, transfer, sublet or 24 25 26 27 28 encumber all or any part of the VENDOR's interest in this Agreement without CITY's prior written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void and shall constitute a breach of this Agreement and cause for the termination of this 1 2 3 4 5 6 7 11 12 13 14 15 16 17 18 211 Agreement. Regardless of CITY's consent, no subletting or assignment shall release VENDOR of VENDOR'S obligation to perform all other obligations to be performed by VENDOR hereunder for the term of this Agreement. 11. VENUE. The parties hereto agree that al] actions or proceedings arising in connection with this Agreement shall be tried and litigated either in the State courts located in the County of San Bernazdino, State of California or the U.S. District Court for the Central District of California, Riverside Division. The aforementioned choice of venue is intended by the parties to be mandatory and not permissive in nature. 12. GOVERNING LAW. This Agreement shall be governed by the laws of the State of California. 13. SUCCESSORS AND ASSIGNS. This Agreement shall be binding on and inure to the benefit of the parties to this Agreement and their respective heirs, representatives, successors, and assigns. 14. HEADINGS. The subject headings of the sections of this Agreement are included for the purposes of convenience only and shall not affect the construction or the interpretation of any of its provisions. I5. ENTIRE AGREEMENT; MODIFICATION. This Agreement constitutes the entire agreement and the understanding between the 26 27 28 parties, and supercedes any prior agreements and understandings relating to the subject manner of this Agreement. This Agreement maybe modified or amended only by a written instrument executed by all parties to this Agreement. /// 1 2 3 4 5 6 7 8 9 111 15 16 17 18 211 24 25 26 VENDOR SERVICE AGREEMENT EFS WEST IN WITNESS THEREOF, the parties hereto have executed this Agreement on the day and date set forth below. Dated: , 2008 VENDOR By: Its: Dated , 2008 CITY OF SAN BERNARDINO By: Fred Wilson, City Manager Approved as to Form: By: ... ~ ' es F. Penman, City Attorney ATTACHMENT ~~1~~ December 7, 2007 PLANNING • ENGINEERING • CONSTRUCTION 14823 CALIFA STREET, VAN NUYS, CA. 91411-1135 City of San Bemardino Public Services Department 300 D Street San Bemazdino, CA 92418 Attn: Ken Fischer, Director Subject: Cost Proposal for CNG Modifications for the Fleet Division Heavy Equipment Shop, 182 S. Sierra Way, San Bemardino, California Gentlemen: EFS West is pleased to submit this cost proposal for CNG upgrades to the heavy equipment shop, per your RFP dated October 25, 2007. This cost proposal accompanies our technical proposal, which has been submitted under sepazate cover. Based on the equipment and approach outlined in our technical proposal, our cost estimate to undertake the work is as follows: Corn letion of Desi $74,000 Com letion of A rovals/Permits $21,000 Construction $715,000 Commissionin $23,500 Total Bid Price $833,500 This bid price is based on inclusion of the following tasks and equipment and incorporates the following conditions and exclusions: • Supply and installation of four (4) single speed, roof-mounted upblast exhaust fans sufficient to meet code requirements, with intake ducting per drawings provided with the RFP documents; • Supply and installation of motor controls necessary to operate the fans; • Supply of a methane detection system with ten (10) infrared combustible gas sensors located at ceiling high points, controllers, and annunciation devices sufficient to meet code requirements and to control the ventilation, heating, and © electrical systems within the heavy equipment shop; 818.267.2400 • fax 818.786.5440 December 7, 2007 Mr. Ken Fischer Pa¢e 2 Supply and installation of a lOSkW propane-fueled emergehcy generator with • automatic transfer switch and propane supply tank to handle emergency loads in the heavy equipment shop; • Supply of 25 explosion-proof catalytic heaters to replace the existing gas-fired space heaters within the heavy equipment shop; Relocation or replacement of existing electrical conduits and fittings located within 18 inches of the ceiling to meet code requirements for a Class 1 Div 2 hazardous environment; • Segregation of electrical circuits between the light duty vehicle shop and the heavy equipment shop and the emergency generators serving each facility; • Supply and installation of electrical shunt trip breakers or contactors to control non-emergency electrical circuits via the gas detection system; • Supply and installation of electrical controls necessary to operate six (6) building roll-up doors via the gas detection system (door motor replacement not included); • Supply and installation of an electric solenoid valve on the existing gas supply line, controlled by the gas detection system, capable of interrupting gas supply to the heaters; • Inclusion of other tasks identified in the RFP documents as Tasks 1 through 12 (except as modified above) including demolition tasks, hallway overpressure fan and new doorway, emergency lighting, sealing of doorway to paint booth, etc. Any other tasks or items not specifically required by the RFP documents or identified in this proposal are not included in EFS West's cost estimate. This includes additional modifications or equipment that may be required by permitting authorities or pre-existing code violations not associated with the LNG/CNG upgrades that require correction as part of this project. We look forward to working with the City of San Bernardino on this project and developing an approach that meets the City's goals and brings the facility into compliance with current codes. Please feel free to contact me anytime at (818) 235-6293, if you need any additional information or would like to schedule a meeting to discuss our approach. Sincerely, EFS W st Art Babcock Vice President EFS WEST ATTACHMENT °Z~~ u Li". nr. on r nmantany 8 ~cnany Responsible Pu:ure MEMORANDUM February t, 2008 TO: George Newlin, City of San Bernardino FR: Bob Coale, GNA RE: Review of Garage Modification Proposals Introduction GNA has reviewed the San Bernardino Heavy Maintenance Garage Modifications performance specifications and Request for Proposals (RFP) prepared for the subject work as well as proposals for the work prepared by EFS West and Weaver Electric Co. (Weaver). The latter include both technical and cost proposals. The following discussions present our azsessment of the proposal az they comply with [he required specifications and consideration of the costs proposed for the work. General GNA is very familiar with both EFS West and Weaver. We have been associated with a number ofjobs of similar scope that have been performed by these conttactors. Both EFS West and Weaver are well qualified by experience and personnel to perform the work required. Both firms have previously been responsible for garage modifications of the scope and type now proposed and both have extensive experience in LNG, LCNG, and CNG fueling and maintenance facilities. We have Ito reservations in recommendine either firm to do the work. Below we present our evaluation for each proposal specifically for the proposed San Bernardino work, the responsiveness of these proposals to the RFP, and the costs proposed for the work. Evaluation of Technical Proposals The following presents our evaluation of the technical proposals from both Weaver and EFS West. These have been made based on the responsiveness to the requirements of the RFP. Weaver Electric Co. The proposal prepared by Weaver is very short on details and methodology. Weaver proposes to do all the design in house with submissions to appropriate San Bernardino permitting agencies. Little detail is provided regarding the personnel or methodology to be followed during the design and permitting phase of the project. The actual technical component of Weaver's technical proposal consists essentially of five elements of the facility that will be modified or replaced to meet the appropriate code and operational requirements. Specifically, these are: • Electrical • HVAC • Detection • Control • Annunciation ' George Newlin, City of San Bernardino February 1, 2008 Review of Garage Modification Proposals Page 2 The electrical systems include wiring, the new standby emergency generator and ATS, lighting, horns and strobes, and related components. Weaver proposes to install these components in accordance with NFPA 70 such that the electrical classification requirements of Class 1, Group D, Division 2 are met. No information is provided about the specifics of the equipment selected or even the duty specifications proposed. The HVAC section presented by Weaver proposes to employ an explosion-proof ventilation system that will provide four air changes per hour (ACPH) for the heavy equipment bays that will be activated by the gas detection system. The system will use pressure fans, dedicated exhaust fans, or air curtains to isolate the common area and the welding bays. No details of the equipment are provided. Weaver proposes to replace the existing evaporative coolers with new coolers, but no specifics were provided. Weaver also proposes to use infrared space heaters but details of these are not provided.. In the organization section of their proposal, it appears that Gemini will be used for HVAC work, but no qualifications are provided. The detection system proposed by Weaver is a group Sierra Monitor Corp. infrared combustible gas detectors connected to a central controller that will initiate alarms at specific gas levels and provide information regarding malfunctioning units. No additional information on this system is provided. The control function proposed by Weaver consists of a (PLC?) system that monitors, integrates, and controls all of the equipment. This includes shunt trips of appropriaze equipment; alarms and call outs, control of [he emergency generator, etc. No details as to the nature, size, brand, etc. of this equipment are provided. Annunciation consists of acustom-designed graphic display panel to be mounted on the exterior of the building ilia[ presents atwo-dimensional picture of the facility and is used by firs[ responders to determine conditions within the building. No details of this equipment are provided. The technical proposal includes the requested organization chart, a listing of previous similar experience, and a detailed schedule for the work. No information is presented regarding Weaver's acceptance of other requirements of the RFP including testing, training. warranq~ issues, signage, documentation, etc. Weaver does offer to meet with the City to discuss "value engineering". In summary, the technical proposal submitted by Weaver does not provide assurance to the City that all of the requirements of the RFP will be met. The proposal presents little detail and fails to acknowledge many of the basic requirements of the RFP. This does not mean that if the work is awarded to Weaver they will be unable to perform to the requirements of the RFP, merely [hat the quality and quantity of information provided in the proposal is so poor that an objective assessment of its merit is not possible. EFS West. The EFS West proposal is comprehensive in its approach, and provides sufficient details of personnel, methodology, and proposed equipment to judge that, if selected, they will perform work and provide equipment and material that meets [he requirements of the proposal. EFS West has provided details in their proposal thaz defines [he methodology and specific personnel to be used during the design and permitting phase of the project. The approach for this design build level of design work is consistent with the detail of work needed [o obtain permits. The interactive approach between the contractor, the City, and the permitting agencies is advantageous for a project of this type. The proposal defines the drawing review process. I[ further presents the means by which the documentation of the project will be handled. The proposal includes an analysis of the ventilation system requested in the RFP and offers an alternative that mcets code and is purported to be less expensive. This involves single speed fans operated under a different logic than that requested, which also obviates the need for explosion proof door motors. GNA believes that the proposed alternative is code compliant. This analysis shows a thorough understanding of the sequence of operations, and provides a comprehensive approach to the issues. George Newlin, City of San Bernardino February 1, 2008 Review of Garage Modification Proposals Page 3 EFS West has provided specific information including manufacturer's cut sheets for most major equipment proposed for the work. The GNA review of this, equipment shows the selected equipment to be appropriate for the project, but final selection should be made after basic engineering has been completed. EFS West proposes a verbal time schedule for the project (as opposed to a graphic) in compliance with the request of the RFP. The personnel and scheduling of commissioning and startup activities is also provided. They also provide a listing of past similar work In summary, the EFS 1Vest proposal addresses the major requirements of the RFP and is comprehensive and responsive in scope. Substantial information is provided for all elements of the work from personnel [o methodology to equipment selection giving the reader strong assurance that [he contractor understands [he work and is competent to perform that work. Most of the information requested in the RFP has been provided. Evaluation of Cost Proposals Separate cost proposals were received in conjunction with the technical proposals reviewed above. EFS West has proposed a total cost of $833,500 for the work, which includes their proposed value engineering of single speed exhaust fans and continued use of the existing non-explosion proof door motors. Their cost proposal provides specificip~ to the equipment proposed as well as the methodology to be employed during design, construction, commissioning and startup. The proposed design and permitting costs are substantially higher than those proposed by GNA earlier, but [he overall proposed cost o(the project, given these higher design costs, is in aereement with the earlier estimate. Weaver proposes a total project cos[ of $1,268,950 for [he work as broken down by task. This provides a total cos[ ~j that is compliant with the RFP requirements. r+ The 1Veaver cost is $435,450 (52%) higher than that proposed by EFS West. Direct comparison is not possible, as EFS West did not, in general, break down their costs by task in the same manner that Weaver did. However, certain observations as to the costs can be made. Adjustments to the Weaver costs may be appropriate to compare apples with apples. Task I. Weaver's proposed costs for design and permitting are some $57,000 higher than those by EFS West. These costs should represent the same activities. Task 8. Preswnably, because both contractors are proposing a Sierra Monitor Corp. gas detection and alarm system, the costs for this task should be similar. Task 10. It is appropriate to reduce Weaver's cost for ventilation fans by about one-third to allow for single speed fans as proposed by EFS West ($60,000). Task l I. The cost for door motor replacement can be eliminated from Weaver's costs to be comparable with the EFS West proposal ($60,000). Corttmissionine and Trainine. Weaver's proposed cost for [his work is $8,000 less than that offered by EFS West. Applying appropriate corrections to the Weaver cost (Tasks l0 and 11) results in a total adjusted cost of $1,268,950 - $120,000 = $1,148,950, still some $315,000 higher than EFS West costs. Summary based on GNA's review of both [he technical and cost portions of the proposals provided by EFS West and Weaver, it is recommended that EFS West be awarded the work. The EFS West technical proposal is far superior to that provided by Weaver and demonstrates clearly that they have a complete understanding of [he work required. Additionally, the EFS West cost proposal is substantially less (38%) than Weaver's cost proposal. George Newlin, City of San Bernardino Review of Garage Modification Proposals Page 4 February 1, 2008 The Ciry~ should ensure that the commercial terms of the proposals (bonding, insurance, compliance with City contracting requirements, possible liquidated damages, etc.) are in order, however. These elements were not reviewed in this document and they represent an important part of the overall contract. If additional information is required. please contact Bob Coale. He can be reached at 858 248 7903. ATTACHMENT ~~3~~ f"1 SAN BERNARDINO HEAVY EQUIPMENT MAINTENANCE GARAGE MODIFICATIONS ~„J PERFORMANCE SPECIFICATIONS Introduction The City of San Bernardino currently operates a vehicle maintenance facility, located at 182 South Sierra Way, for servicing the City's light and heavy-duty vehicles. The former includes police cars and motorcycles, other passenger vehicles, and light trucks. The heavy equipment includes refuse haulers, large trucks, and the like. The City has designated the garage as an emergency facility, meaning that it must maintain a certain limited capability in the event of a disaster or crisis. The City is converting its fleet of heavy-duty vehicles, to be powered by liquefied natural gas (LNG). By fiscal year's end, 20 heavy-duty LNG vehicles will reside in the City's fleet. The maintenance facility is not now designed or equipped to service LNG-fueled vehicles. Fire regulations, notably NFPA 30 and NFPA 52, as well as various state and local regulations require certain modifications to maintenance garages to enable them to service LNG (or compressed natural gas [CNG]) vehicles indoors. The following presents elements of and a discussion of the Scope of Work to be followed during the modifications of the heavy equipment garage at the maintenance complex. This ® scope is divided into several major task items each presented with the rationale and operating criteria for the work. A facility layout sketch is also provided indicating the location of work to be performed. The contractor shall be responsible for delivering a complete "turnkey" facility, including the configuration, permitting, civil improvement to the site, equipment procurement and installation, start-up and testing, commissioning, and training of City personnel. The Contractor shall be responsible for ensuring that the design of the equipment complies with all codes and regulations in effect at the time of permitting. The Contractor shall provide all necessary instruction, .service and operating manuals as well as a complete set of AutoCAD 2007 based "as built" drawings in both electronic format and hard copy. The Contractor shall provide aone-year full warranty on materials and labor covered under this proposal. The purpose of this document is to describe the equipment and services that the City of San Bernardino requires. It is the responsibility of the Contractor to understand and comply with all applicable municipal, county, state, and federal codes, laws, ordinances, standards, rules and City of San Bernardino supplements in force at the time of facility permitting as noted above. The contractor shall propose a timeline for completion of the project as part of the submittal. Major milestones shall be identified. Total project completion is not realized until the improvements are fully operational and in compliance with the appropriate state, local, or federal guidelines, codes, laws or regulations. 1 Certain preliminary documents have been prepared for this project. These include a preliminary site layout and a preliminary list of tasks (scope of work). Every effort has been made to provide accurate information. Should significant conflicts between these written specifications, the preliminary design drawings, code requirements, standard industry practices, and/or available equipment be identified by the Contractor, the Contractor shall notify the City of San Bernardino in writing immediately upon discovery. EXISTING SITE CONDITIONS The Maintenance Facility is roughly divided into three areas: the heavy equipment maintenance bay; the light vehicle maintenance bay; and administrative areas including. offices, restrooms, and a break area. For this project, only the heavy equipment maintenance bay will be modified to service LNG or CNG vehicles. This will require physical and electrical isolation of this bay from the other areas of the facility. Several electrical circuits currently serve all areas. A 100kW generator is employed to service selected service loads in the facility in the event of an overall power outage. These loads are currently generally in (or near) the heavy equipment bay. Overall Facility Guidelines, Criteria and Operations, include: 1. The overall facility is designated as an emergency facility and therefore the existing capabilities during a power outage must remain. 2. Only the heavy equipment bay will be mod~ed to service LNG/CNG vehicles. 3. Other areas of the facility will be physically isolated from the heavy equipment bay. 4. Modifications to, replacement of, or removal of existing electrical equipment or appliances in the heavy equipment bay will be required. 5. The electrical loads currently imposed on the existing emergency generator will be transferred to selected circuits in the light duty vehicle maintenance bay and the common area 6. The heavy equipment bay will be fitted with methane detection instrumentation, audible and visual alarms, certain- automatic functions, emergency ,lighting, and a new ventilation system. 7. Two levels of methane concentrations (20% LEL and 40% LEL) will be considered for the operation. 8. In the event of a detected methane release in the heavy vehicle maintenance bay, all power to the entire facility will be tripped. 9. Anew propane-powered generator and automatic transfer switch will be installed to service the emergency electrical loads in the heavy-duty vehicle maintenance bay during periods of power outage. These could occur as the result of a methane release incident or from a general overall outage. 10. The designated loads to be serviced by the new emergency generator include: the gas detection and alarm system, the new ventilation system, certain lighting, and designated overhead door drive motors. Several tasks must be accomplished as part of this project, They are: Task 1-Design and Permitting This document only provides a performance specification for the facility modifications. Detailed design of the proposed work and the specifications for all equipment and systems and submission of the design to the appropriate approving authorities (Building Department, Fire Department, etc.) is required. Task 2 -Demolition and Removal Activities The following demolition and removal activities include, but are not limited to: 1. Remove all existing gas-Fred space heaters. Leave existing gas and electrical service for later connection to new, explosion proof units. 2. Physically and electrically remove the existing exhaust fan system located at the east end of the bay that was formerly used to recover vehicle exhausts. Activities will include: a. Disconnect and remove all electrical components b. Remove all ductwork c. Remove the existing fan and seal the roof penetration ~""~ 3. Physically and electrically remove the existing ventilation fan system located at the {w,~' west end of the bay that services the room north of the paint booth. Activities will include: a. Disconnect and remove all electrical components b. Remove all ductwork c. Remove the existing fan and supporting members 4. Remove selected overhead door motors for later replacement with new, explosion proof units Task 3 -Replacement of Existing Electrical Conduits and Circuits The facility currently uses evaporative coolers for temperature control in the building during the hot months. These are fitted with motors and fans on the roof of the building. Because the fans blow air into the building, the fan motors need not be explosion proof and can remain. However, the conduit and associated junction boxes servicing these coolers do not conform to the regulations for LNG/CNG maintenance facilities in that they are not properly sealed, are made from thin-wall conduit (as opposed of galvanized), and/or are located within 18" of the ceiling of the bay. Accordingly, all of this conduit shall be replaced with new conforming conduit. Task 4 -Transfer of Emergency Generator Electrical Loads The existing emergency generator presently services certain loads, mostly in the heavy equipment bay. When mains power is interrupted, the generator automatically starts and a dedicated transfer switch is activated so that the designated loads are covered. It will be necessary, as part of this project to disconnect all emergency generator loads in the heavy equipment bay and transfer them to loads in the light duty bay. These are presently powered from the transfer switch located in the main switchgear room in the heavy equipment bay area. Thus, when total power to the facility is interrupted either by mains failure or because of tripping resulting from a methane release episode (see Task 8), the existing emergency generator, now connected to loads in the light duty bay (where no LNG/CNG vehicles will be serviced) will provide power to these loads. This generator will service no loads in the heavy equipment area. Task 5 -Physical Isolation of the Heavy Equipment Bay Because both LNG and CNG vehicles will be serviced in the heavy equipment bay, it will be necessary to physically isolate this bay from adjacent areas that are in physical proximity. This includes the paint booth to the west of the facility and the hallway leading into the break/restroom/administrative area. For the former, the personnel door leading ~, from the paint booth to the shop area shall be permanently closed and sealed. This shall ~,1 be done in such a way that it will not be possible to open the door. For the latter, a second door in the corridor shall be constructed thus providing an "airlock". A small fan shall be installed such that it will discharge into this airlock so as to overpressure the area and thus prevent possible migration of methane from the shop area into the break area. This fan will always be on and in the event of a mains power failure will be on the emergency generator described in Tasks 7 and 8. Task 6 -New Motor Control Center for the Heavy Equipment Bay All of the existing electrical loads in the heavy equipment maintenance bay will continue to be powered by the existing circuitry (except for those loads transferred as part of Task 4). A new motor control center (MCC) will be provided to service all of the functions related to the LNG/CNG modifications. These loads will include: • New ventilation fans including the new overpressure fans in the break area and in the room north of the paint booth • The methane detection/alarm system and its reporting capability • Certain door motors Emergency lighting V 4 ~/ It is envisioned that this MCC will be located on the exterior west wall of the heavy vehicle maintenance bay adjacent to the new generator and transfer switch (see Task 7). Power for the MCC shall come from the existing switchgear room near the parts counter in the bay. Bidder shall determine at the site. visit, that there is sufficient current at the correct voltage available at this location. This power shall be fed to the new MCC through new conduit and connecting wiring. The MCC shall be enclosed in a weatherproof cabinet. The New MCC will continuously power the above loads but will be connected through a transfer switch to the new generator (see Task 7) so that the new generator can carry all of these loads. Task 7 -Propane-fuelled Generator, Automatic Transfer Switch, Fuel Tank, and Enclosure A new (size to be determined by bidder) generator shall be provided to service all of the loads associated with the new methane detection and alarm .system as well as air handling equipment. Reiterating from above, these loads include: • New ventilation fans including the new overpressure fans in the break area and in the room north of the paint booth • The methane detection alarm system and its reporting capability p Certain door motors • Emergency lighting The generator will be activated when the mains power to the facility is interrupted either through a mains failure or in the event of a methane detection episode. The above loads will be energized by means of an associated transfer switch that will transfer these loads from mains power to the generator. In the event of total power disconnect either by mains failure or a methane detection episode (see Task 8) mains power must be manually restored only after confirmation that no explosive hazard exists. The generator shall be mounted on a dedicated concrete foundation located on the exterior west wall of the maintenance bay, north of the existing redundant air compressor. An 8-foot chain link fence that is attached to the maintenance building and fitted with a personnel access gate shall enclose the generator. A lean to type roof shall be provided over the generator, transfer switch, and the MCC (see Task 6). The entire installation shall be protected with minimum six-inch diameter concrete filled bollards. A conceptual sketch of the area is provided. To alleviate the requirement for special air emission permitting issues, the generator shall be fuelled by propane; a dedicated propane tank shall be provided to serve this generator so as to provide a minimum of 48 hours of continuous operation. The propane tank shall 5 //~~,,~ be installed on a foundation adjacent to the generator enclosure and likewise protected •,.J with bollards. A common foundation for the generator and propane tank may be used. Task 8 -Methane Detection and Alarm. System A combustible gas (methane) detection system shall be provided. This will consist of a single infrared (IR) type gas detector module located over each vehicle bay (14 units) plus three additional units over the parts area enclosure and one each over the welding area bays (a total of 19 detector units). These units shall be connected to a controller(s) that will interface with the alarm system, the power trip function, and communications. The alarm system shall consist of strobe lights and horns that will be activated by the detectors. Four sets of these shall be provided equally spaced in the maintenance bay. In addition, four sets of condition lights shall be provided that will indicate the overall condition of the system: normal, in alarm only mode, and in shutdown mode. Light panels displaying green, yellow, and red, respectively, for these conditions shall be provided inside the maintenance bay. A fifth light panel shall be located outside of the facility to be used by fire department personnel. The system shall operate as follows: • At less than 20% LEL, all systems shall be considered normal • Condition lights illuminated green • Exhaust fans on manual control At the measured range between 20%-LEL and 40%LEL: • The alarm system shall be initiated. In this condition, the horns and strobes shall be activated • Condition lights illuminated yellow. • Designated overhead doors shall be automatically opened • Roof exhaust fans (see Task 10) shall be switched on at the four air changes per hour (ACPH) rate • The valve on the main gas supply feeding the space heaters shall be closed. • At 40% LEL or higher, the detector system shall: • Interrupt all power to the entire maintenance facility (thus automatically .starting both emergency generators and activating their connected loads) • Continue activation of the alarm horns and strobe lights • Change the condition lights to red • Switch the ventilation fans to maximum speed (at least six ACPH) • Notify persons designated (the maintenance supervisor, the fire department, and others) as required. It is suggested that the detector controllers be mounted out of doors near (or in) the new generator enclosure. Task 9 -New Space Heaters New space heaters shall be installed to replace those removed in Task 2. These heaters shall be gas fired and electrically initiated but shall be of a type suitable for use in an explosive environment. An automatic valve shall be installed on the main gas line to the heavy vehicle maintenance bay (to .include the space heater feeds} that can be automatically shut by the gas detection system. Task 10 -New Ventilation Fans and Ductwork Including Overpressure Fans New ventilation fans and associated ductwork shall be installed so as to continuously evacuate a minimum of four ACPH at the low speed with the capacity (at maximum speed) to evacuate at least six ACPH. The ventilation fans will be of the up-blast type, mounted on the roof of the facility and designed for explosion proof service (either by the use of explosion proof motors or indirect flow [belt drive fans]). The number and size of units shall be determined by analysis of the recommended flow rate per unit and the required number of air changes. The exhaust fans shall be fitted with ductwork that will provide evacuation of air at the required rate(s) from the peak of the facility ceiling. Thus, appropriately spaced up-facing registers shall be incorporated in the main duct. In addition, because this is an LNG facility, down coming ducts shall be provided along the wall between each overhead door. Registers for these shall be located approximately six inches from the floor. All. ducts (and connected exhaust fans) shall be appropriately sized to meet the requirements of the relevant NFPA regulations or local fire department directives. During times when less than 20% LEL of methane is detected, the exhaust fans may be (manually) activated or not depending upon the heating/cooling requirements in the building. At 20% LEL, all exhaust fans will automatically be activated at the four ACPH level; at greater than 40% LEL, they shall be automatically switched to the six ACPH level. When activated by the gas detection system, the exhaust fans cannot be manually switched off. Fan controls will need to be manually reset when the methane detection episode is over. Task 11-Replacement of Door Motors All but one of the overhead doors in the facility are fitted with electric drives for door raising and lowering. None of these drives are presently fitted with explosion proof motors: Although (depending upon the weather) many doors are likely to be open during normal operating hours, during the midnight shift when the facility is not operating, all doors are closed. If a sudden release of methane occurs, it will be necessary to automatically open a designated number of overhead doors in order to allow for sufficient outside air flow to meet the required number of ACPH. 7 (`~, To accommodate this condition at levels greater than 40 LEL, it will be necessary to iJ provide certain door openers with explosion proof motors. These will be automatically activated at the 40% LEL. Task 12 -Emergency Lighting Emergency lighting shall be provided for the heavy equipment maintenance bay and the men's and ladies' bathrooms in the common area. This will be connected to the new MCC to be provided for the methane compliant system. The emergency lights will be powered by means of the new emergency generator. Engineering The Contractor shall provide all engineering and design services required to produce a full set of construction drawings and corresponding specifications which are sufficient for plan check. All design, construction and as-built drawings shall be supplied in AutoCAD Rel. 2000 and provide to the City in both hard copy and CD-ROM format. These drawings shall be sufficiently detailed to pass through the permit review process including the City Building Department, the San Bernardino Fire Department, and other jurisdictions having authority. The design documents shall contain all relevant information for the construction and development of the project. The drawings and specifications shall be used to purchase all materials and equipment and to subcontract portions of this projection. After the facility is completed and commissioned, the Contractor shall supply a completed set of "As Built" drawings to the City in the form of "red-line" additions to the original drawings as ~.,J well as "reCADDed" prints reflecting the red-line changes in AutoCAD REL.2000. The Contractor's design-drawing package shall be generally consistent with the preliminary plans provided as part of this RFP, however the overall design shall be the responsibility of the Contractor. The final drawing package shall include, but not be limited to: • Title Sheet (with site-location map) • Overall Site Plan • Excavation and Demolition Plan • Site Equipment Arrangement Plan and Details • Foundation Plans and Details • Miscellaneous Civil Details (Fencing, Bollards, Walls, Etc.) • Electrical One-Line Diagram • Site Electrical Plan and Details • Panel Schedule and Conduit and Wire Schedule • Lighting Plan and Details • Site Grounding Plan and Details • Electrical Hazardous Area Plan • Site Gas and Fire Detection Plans and Details • Safety Control System Logic Diagrams • Safety Signage Plan and Details • Piping and Instrumentation Diagram (P&ID) a~``. Site Mechanical Plan and Details ~~//'' Mechanical Piping and Installation Details Plans may be combined as appropriate. The specifications in the package shall include but not be limited to: • Installation Specifications -General Terms & Conditions • Installation Specifications -Concrete Foundations • Equipment Specifications -Electrical Switchgear • Installation Specifications -Electrical/Lighting • Installation Specifications -Instrumentation • Equipment Specifications -Gas Detection Equipment and Controls • Equipment Specifications -Fire (UV/IR) Detection and Controls • Equipment Specifications -Safety System PLC • Installation Specifications -Mechanical Equipment • Installation Specifications -Piping • Installation Specffications -Painting • Installation Specifications -Security Fencing and Walls The Contractor's final detailed drawings shall be sealed and signed by a Cal'rfornia- registered Professional Engineer (PE) appropriately disciplined for the work described on the respective sheets. Documentation In accordance with code requirements the Contractor shall provide a complete set of documentation for operation and maintenance for each component installed that required operationaUor maintenance. The contractor shall design and build the proposed project using the provisions of National Fire Protection Association (NFPA) 30 and NFPA 52 as well as any other related state or local regulations requiring modification to maintenance garages in order to service LNG or CNG vehicles. These documents contain speck language concerning the design of the facility and the Contractor shall provide documentation that is both complete and code compliant. In addition to the manuals, the Contractor shall provide written certification that the delivered equipment meets the design spec cation and has been tested according to good engineering practices and complies with all applicable code requirements. Four complete sets of the following documentation shall be delivered to the city at the times indicated: • Operation Manual(s): After commissioning and acceptance of the system. • Maintenance Manual(s): After commissioning and acceptance of the system. 9 • Supervisor's safety Manual: At commissioning and one week prior tot he start of training of operations supervisory personnel. • Emergency Response Procedures: At commissioning and one week prior to the start of training of operations supervisory personnel. • Recommended Spare parts List: Draft copy approved at time of order acceptance. Final copy shall be presented with Maintenance Manual after commissioning. • Special tools List: Draft copy provided at time of order acceptance. Final copy shall be presented with Maintenance Manual after commissioning. • Test and Inspection Reports: A binder containing all test and inspection results and certifications shall be provided at commissioning completion. • Permit Package: Copies of all approved construction and operating permits for this project will be provided as time of station commissioning. • Code Compliance Certification: The acceptance, by the City of the Code Compliance Certification for the improvements. This compliance document shall certify that the maintenance shop improvement provides meet all applicable codes (such as NFPA 30 NFPA 52, etc.). • As Built Report: A California Registered Engineer shall complete and stamp the As- Built Report ("Record Drawings') for this project. The As-Built Report shall consist of a complete set of the full size Mylar prints and all related electronic files for this project. The Contractor shall prepare and submit to the City a clean copy of a marked-up (in red) set of contract drawings depicting changes and mod cations to the original instruction drawings made during construction as well as CAD prints and electronic files reflecting the red-line changes. NOTE: Where manufacturers' manuals and leaflets are included in the above documentation, the Contractor shall clearly indicate all information that is not relevant to the specific equipment being supplied. The Contractor shall be responsible for determining the adequacy of each O&M Manual as to content, organization, equity, and adequacy. The Contractor shall deliver acceptable manuals as reviewed by the City's Department of Facilities Management upon commissioning completion. A three-ring binder containing all of the manufacturer's specification sheets for each piece of equipment provided with in the facility, as well as all tests results and certifications shall be provided at commissioning completion. -Hard copies and, where feasible, electronic files on computer diskette or CD-ROM, should be provided within the binder. The City also requires that a "Quick Reference Manual" be provided which lists common replacement parts, procedures for regularly scheduled preventive maintenance routines, and a summarized troubleshooting table. Spare Parts Spare parts and specials tools lists shall be developed from a "recommended" spare parts and special tools lists provided by each equipment vendor. The Contractor shall review each equipment vendor's recommended list and adjust quantities, as necessary, with /"'~ concurrence of the City, based on site location, environment, and available maintenance 10 ~'^~, personnel. The Contractor shall work with City officials to develop a comprehensive plan •r,J for proper storage and preservation of all spare parts and special tools. Codes The Contractor shall comply with all applicable codes. The appropriate government authorities shall determine the codes that are in force and effect at the time of bidding. The following codes are applicable to this project as of distribution of this RFP; however, the contractor shall confirm that the cited codes are applicable at the time the construction bid is submitted to the City. • NFPA 52, Compressed Natural Gas (CNG) Vehicular Fuel Systems Code. 2006 Edition • NFPA 70, National Electric Code. 1999 Edition. • NFPA 30A, Code for Motor Fuel Dispensing Facilities and Repair Garages. 2000 Edition. • California Building Code, 2001 Edition. • California Fire Code, 2001 Edition, including CFC 5201. Note that these codes incorporate, by reference, portions of numerous other design and building codes, which are not listed here. In addition to adhering to the applicable codes, the Contractor shall perform the design, construction, installation and test of the maintenance shop modifications with a degree of skill and diligence normally employed by professional engineers or consultants performing the same or similar tasks. The shop modifications shall be safe and reliable and perform as specified ahd intended. Signage The Contractor shall be responsible for acquiring and installing all safety and informational signs required for the project by City of San Bernardino and applicable design code. Construction Observation/Supervision All components and equipment shall be installed according to their respective manufacturers' instructions and recommendations. Industry-standard practices shall apply if no manufacturer's instructions exist. The Contractor shall provide a construction supervisor, who will be on site to oversee all construction activities. The Supervisor will ensure that all drawings and specifications are followed and that the site has been constructed accordingly. Safety is the prime consideration in any work area and the supervisor shall be responsible for ensuring that standard safety practices, as well as OSHA regulations, are being followed at all times. The Contractor shall provide the necessary assistance for equipment start-up and shall ensure that any and all problems are resolved in a timely manner. 11 Start-Up and Commissioning The Contractor shall be responsible for the commissioning, start-up, adjustment, preliminary maintenance, and checkout of all equipment and instrumentation. If any equipment or system does not operate according to the manufacturer's specifications; this performance specification; or the Contractor's proposal, drawings, specifications and project submittals; the Contractor shall immediately repair or replace components until they operate properly. The Contractor will provide on-site engineering support to supervise the start-up and commissioning process. Start-up will be considered complete when flow, function test, and calibration have been satisfactorily completed. Personnel designated by the City of San Bernardino to operate the facility shall be present during the start-up phase and, as part of the training process, shall perform any tasks relative to their respective job titles under the direct supervision of the Contractors engineer. After installation is complete, Contractor shall demonstrate to the City that the systems operate in accordance with the intent and meaning of this performance specification; the Contractor's drawings and spec cations; and the manufacturer's spec cations and recommendations. The Contractor will be required to demonstrate to the City the successful and repeated operation of all components. ~,) Testing and Inspection Each piece of equipment shall be inspected and tested by the Contractor to the satisfaction of the City and to verify compliance with this performance specification before the facility is put into normal day-to-day operation. When the equipment start-up is complete, the Contractor shall submit appropriate test reports to the City to verify compliance as part of the documentation requirements. Training The training provided by the Contractor shall include, as a minimum, the following elements: • An overview of the facility's design and operation • An overview of each piece of equipment, including its function as part of the total system • Instruction on maintenance checks. • Instructions on safety and emergency procedures 12 r`'~•, Warranty ~,/ The Contractor shall guarantee in writing all facility equipment and workmanship for a period of one year, commencing after the date of final completion and acceptance of the facility by the City. Within each response to this solicitation, Contractors shall clearly identify those items of their proposed systems, which are generally considered "routine maintenance items' rather than items falling within the one-year warranty required for this .project. During the first year, the Contractor shall adjust, repair, or replace any faulty equipment or assembly covered under the warranty at no cost to the City before the final acceptance of the facility. In cases where a specific piece of equipment is warranted by the manufacturer for a period of more than one year, the manufacturer's warranty shall take precedence until expiration. Emergency repair shall be performed within 24 hours of notification through the one-year warranty period. If the Contractor fails to pertorm the emergency repair within 24 hours of notification, then the Contractor shall pay the City liquidated damages in the amount of $1,000 per each and every day until the facility has been repaired and is fully operating. Because it is not possible to precisely fix the damages that the City will incur the liquidated damages specified are a reasonable estimate of those damages and do not represent a penalty. 13