HomeMy WebLinkAbout2008-331
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RESOLUTION NO. 2008-331
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.
WHEREAS, EFS West submitted the lowest quote for LNG/CNG heavy
equipment garage modifications to the Fleet Division heavy equipment maintenance
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8 facility.
9 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
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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
hislher designee is hereby authorized to issue a purchase order to EFS West in an
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SECTION 3.
The Purchase Order shall reference this Resolution No.
2008-331
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
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26 rescinded if it is not executed within sixty (60) days of the passage of this resolution.
27 III
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2008-331
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 HEAYV EQUIPMENT MAINTENANCE FACILITY.
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I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the
Mayor and Common Council of the City of San Bernardino at a joint regular
meeting thereof, held on the
18th
8 following vote, to wit:
day of August
, 2008, by the
Council Members: AYES NAYS ABSTAIN ABSENT
ESTRADA x
BAXTER x
BRINKER x
DERRY x
KELLEY y
JOHNSON x
MCCAMMACK x
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The foregoing resolution is
August ,2008.
Approved as to Form:
~U~.~
.hu_~' Clark, City Clerk ~
-iJ ~'~t:>'f"-?
hereby approved this C>l6T7/- day of
2008-331
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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 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 rnodifications services as
set forth in Attachment "I" and Attachment "3."
b. No other expenditures made by VENDOR shall be reimbursed by CITY.
III
Exhibit "A"
IH:-S Z;
2008-331
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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 may be 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 frorn 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"
2008-3'31
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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 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 are 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 "An
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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:
Public Services Director
300 North "D" Street
San Bernardino, CA 92418
Telephone: (909) 384-5140
TO THE VENDOR:
EFS West
14823 Califa Street
Van Nuys, CA 91411
Telephone: (818) 267-2400
Contact: Art Babcock
9. ATTORNEYS' FEES.
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 ofthis paragraph,
10. ASSIGNMENT.
VENDOR shall not voluntarily or by operation of law asSign, transfer, sublet or
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"
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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 ofthis 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 ofCalifomia,
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,
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 may be modified or amended only by a written instrument
executed by all parties to this Agreement.
III
Exhibit "A"
2008-331
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VENDOR SERVICE AGREEMENT
EFS WEST
IN WITNESS THEREOF, the parties hereto have executed this Agreement on the day
and date set forth below,
Dated: 1- /0 ,2008
:~:NDOt;t!~
Its: --y P. t:p:;;, /;-J8<..-f-
Dated f- cf2.D , 2008
BERNARDINO
Approved as to Form:
t.~
es F, Penman, City Attorney
Exhibit "A"
2008-331
ATTACHMENT "I"
PLANNING · ENGINEERING · CONSTRUCTION
14823 CAlIFA STREET, VAN NUYS, CA. 91411-1135
December 7, 2007
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:
Comvletion of Design $74,000
Comvletion of Approvals/Permits $21,000
Construction $715,000
Commissioning $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
,2008-331
December 7, 2007
Mr. Ken Fischer
Page 2
. 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;
. 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 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,
~~
Art Babcock
Vice President
EFS WEST
2008-331
ATTACHMENT /12/1
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, , "ASSOCiATES
Buil'Ciing an Environmentally & Socially Responsible Future
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MEMORANDUM
February 1, 2008
TO:
FR:
RE:
George Newlin, City of San Bernardino
Bob Coale, GNA
Review of Garage Modification Proposals
Introduction
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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 of jobs of similar
scope that have been performed by these contractors.
l'l
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 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
2008-331
George Newlin, City of San Bernardino
Review of Garage Modification Proposals
Page 2
February 1 , 2008
The electrical systems include wiring, the new standby emergency generator and A TS, 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 HV AC section presented by Weaver proposes to employ an explosion-proof ventilation system that will provide
four air changes per hour (ACPH) for the heavy equipmenl 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 HV AC 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 appropriate equipment, alarms and call outs, control of the emergency
generator, etc. No details as to the nature, size, brand, etc. of this equipment are provided.
Annunciation consists of a custom-designed graphic display panel to be mounted on the exterior of the building that
presents a two-dimensional picture of the 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 Weaver's acceptance of other requirements of the RFP including testing,
training, warranty 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 that 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 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 designfbuild 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. It 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 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 _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.
2008-331
George Newlin, City of San Bernardino
Review of Garage Modification Proposals
Page 3
February 1, 2008
EFS West has provided specific information including manufacturer's cut sheets for most major equipment proposed
for the work, The GNA review ofthis 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 afpast similar work
In summary, the EFS West 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 to
methodology to equipment selection giving the reader strong assurance that the contractor understands the 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 specificity 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 the overall proposed cost of the project, given these higher design costs, is in
agreement with the earlier estimate.
Weaver proposes a total project cost of $1,268,950 for the work as broken down by task. This provides a total cost
that is compliant with the RFP requirements.
The Weaver 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 l. 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 as proposed by EFS West ($60,000),
Task II. The cost for door motor replacement can be eliminated from Weaver's costs to be comparable with the
EFS West proposal ($60,000),
Commissionin!! and Trainin!!. Weaver's proposed cost for this work is $8,000 less than that offered by EFS West.
Applying appropriate corrections to the Weaver cost (Tasks 10 and II) 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 cost portions of the proposals provided by EFS West and Weaver,
il is recommended that EFS West be awarded the work, The EFS West technical proposal is far superior to thai
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 (38%) than Weaver's cosl proposal.
2008-331
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.
2008-331
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 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 a one-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
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2008-331
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 modified 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, A new 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,
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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-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.
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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
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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 n~w (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
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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 (lR) 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,
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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,
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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-built drawings shall be supplied in AutoCAD ReI.
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
. Piping and Instrumentation Diagram (P&ID)
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. 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 Specifications - Painting
. Installation Specifications - Security Fencing and Walls
The Contractor's final detailed drawings shall be sealed and signed by a California-
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 specific
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,
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. 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 modifications 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
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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.
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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 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
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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,
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