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RESOLUTION (ID#2865) DOC ID: 2865 B
CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
Request for Proposal
From: Mickey Valdivia M/CC Meeting Date: 01/21/2014
Prepared by: Demetra Moore, (909) 384-5233
Dept: Parks, Recreation & Community Ward(s): 1
Services
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing the
Issuance of a Request for Proposals for Installation of Five (5)Air Conditioning Units and Seven
(7) Burglar Cages at the Center for Individual Development Facility Located at 8088 Palm Lane
(#2865)
Current Business Registration Certificate: Not Applicable
Financial Impact:
Account Budgeted Amount: $315,000
Account Description: CDBG Fund 119-380-0077-5502
Balance as o£ $277,833.83
Balance after approval of this item: $227,833.83
Please note this balance does not indicate available funding. It does not include non-encumbered
reoccurring expenses or expenses incurred,but not yet processed.
Motion: Adopt the Resolution.
Synopsis of Previous Council Action:
No prior Council Action.
Backl1round•
The Center for Individual Development(CID) is a regional recreational center that provides
services for individuals with disabilities and mental illness. CID also welcomes the public and
senior citizens without disabilities.
At the beginning of fiscal year 13/14, CID has operated without heating or cooling air
conditioning services. Due to vandalism and normal wear and tear,the air conditioning units are
no longer operable. Parks will utilize CDBG funding to solicit contract services that will provide
five air conditioning units installation of the units purchased and seven burglar cages-which will
protect air conditioning units from potential vandalism.
Through a mutual agreement,the San Bernardino City Unified School District(SBCUSD) will
assume maintenance obligations of this building. The City of San Bernardino will continue to
operate the CID program and the SBCUSD intends to expand educational programming at the
site.
City Attorney Review:
Updated: 1/8/2014 by Jolena E.Grider B Packet Pg. 140
5.J
2865
Supporting Documents:
reso 2865 (PDF)
RFP-FINAL DRAFT-CID AC Units-Exhibit "A" (DOCX)
Updated: 1/8/2014 by Jolena E.Crider B ■
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1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE ISSUANCE OF A REQUEST FOR PROPOSALS
3 FOR INSTALLATION OF FIVE (5) AIR CONDITIONING UNITS AND SEVEN (7)
4 BURGLAR CAGES AT THE CENTER FOR INDIVIDUAL DEVELOPMENT
FACILITY LOCATED AT 8088 PALM LANE
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NOW THEREFORE,BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL
6 OF THE CITY OF SAN BERNARDINO AS FOLLOWS: U.
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SECTION 1. The Parks, Recreation, and Community Services Director is directed to
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issue a Request for Proposals for installation of five (5) air conditioning units and seven (7) c
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burglar cages at the Center for Individual Development facility, attached hereto as Exhibit "A"
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11 and incorporated herein by this reference. v
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Packet Pg, 142
1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE ISSUANCE OF A REQUEST FOR PROPOSALS
2 FOR INSTALLATION OF FIVE (5) AIR CONDITIONING UNITS AND SEVEN (7)
BURGLAR CAGES AT THE CENTER FOR INDIVIDUAL DEVELOPMENT
3 FACILITY LOCATED AT 8088 PALM LANE
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5 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
6 Common Council of the City of San Bernardino at a meeting thereof,held on the LL
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7 day of ,2014, by the following vote,to wit:
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8 Council Members: AYES NAYS ABSTAIN ABSENT
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9 MARQUEZ
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14 JENKINS 0
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VALDIVIA a
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SHORETT w g
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VACANT
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JOHNSON
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MULVIHILL y
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Georgeann Hanna, City Clerk o
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The foregoing resolution is hereby approved this day of ,2014. o
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Patrick J. Morris, Mayor E
22 City of San Bernardino 0
Approved as to form: a
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GARY SAENZ,
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City Attorney
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By.
Packet"P4. 143(
RFP F-00-00 v a
Page 1 of 6
City of San Bernardino
•r Technical Specifications
RFP F-00-00 .5
Installation of Air Conditioning Units at Center for Individual Development facility U.
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NOTICE: "SPECIAL INSTRUCTIONS TO THE BIDDER" w
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The Parks, Recreation,and Community Services Department(through the City of San
Bernardino) is requesting proposals (RFP)for the installation of air conditioning units at the Center for M
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Individual Development facility.The City of San Bernardino (CITY) is interested in the most qualified
CONTRACTOR with experience in providing and installing air conditioning units.Through a competitive
selection and bid based procurement process,the CITY will enter into an agreement with the best o
qualified and most responsive CONTRACTOR. V
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The CONTRACTOR is expected to provide all staff,tools, materials, and equipment deemed o
necessary to properly install air conditioning units.The CONTRACTOR is responsible for the removal and r c
disposal of all replaced items and items used during the installation process. ra
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The CITY will not assume any financial responsibility regarding costs incurred as a result of 5
preparation,submission, and/or acceptance of a proposal.Through submission of this RFP,the
CONTRACTOR agrees to all costs incurred in preparing, submitting and/or accepting a proposal. N
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Services: Bidder shall respond to all statements provided in the left-hand column. If there is an 2-
exception, Bidder shall respond in the right-hand column with a brief reason for a.
exception to the requirement(s). Otherwise,state "Acceptable" if requirements are to
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agreeable as specified in the left-hand column.
Equipment: Bidder shall respond to all statements (provided in the left-hand column) indicating Q
specific size, make and/or model of all components when not exactly specified.State
"As Specified" if the item is exactly specified in the left-hand column. w
FAILURE TO COMPLETE RIGHT HAND COLUMN WILL INVALIDATE BID c
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CATEGORY I ACCEPTABLE/AS v
SPECIFIED a
I. Scope of Work
The CONTRACTOR shall provide the following services: a
A. Two (2) Carrier three-ton Gas/Electric air conditioning units; o
B. One (1) Carrier five-ton Gas/Electric air conditioning unit; a
C. Two (2) Carrier ten-ton Gas/Electric air conditioning units; z_
D. Crane service; u"
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E. OSA Hoods;
F. Miscellaneous electrical, gas, and condensation connectors;
G. Installation of seven (7) burglar cages with access doors; E
H. Disposal of units replaced [five (5) units]; and
I. All other necessary materials required for a complete installation. 4
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RFP F-00-00 ;.
Page 2 of 6
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II. WORK SCHEDULE
The CONTRACTOR shall perform all installation services during normal w
working hours. Normal working hours are considered Monday through
Friday from 7:00 a.m. to 5:00 p.m. At the CITY Project Manager's discretion, o
the CONTRACTOR may perform installation services at other hours.
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The CONTRACTOR shall provide a routine work schedule in order to
perform the request provided in this RFP. A copy of the schedule should be
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provided to the CITY Project Manager prior to the performance of any
work. Changes in the work schedule should be provided in writing. The °
CONTRACTOR is responsible for informing the Project Manager of any work =
schedule changes immediately. v
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The CONTRACTOR shall conduct installation services at all times in a o
manner which does not disturb constituents visiting the CID facility or c
normal pedestrian traffic.
III. EQIPMENT, LABOR,AND MATERIALS N
The CONTRACTOR shall provide all equipment, labor, and materials which c
will ensure adequate installation of air conditioning units. The CITY is not
responsible for any parts or materials that fail to properly operate during
the installation process. Should an air conditioning unit fail to operate
0 properly after installation (due to negligence or improper installation), it is a
the responsibility of the CONTRACTOR to repair/replace the unit, parts or
other materials. The CITY will not claim financial responsibility for any to
repairs or replacements due to negligence or improper installation.
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All equipment and materials shall be in full compliance with the most
recent codes provided in the California Administrative Code Title 24, Part 3 X
— "Basic Electrical Regulation," the National Electrical Code, State of w
California Division of Industrial Safety, Electrical Regulations of the State r
Fire Marshall, and all other local ordinances. Any prevailing rules and
regulations pertaining to the preparation and installation of the air a
conditioning units shall be followed. There will be no exceptions or
conformance to any rules or regulations established by local, state, or
federal ordinances. Q
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CONTRACTOR shall provide accurate and firm costs for labor. CONTRACTOR a
must provide costs for labor based on prevailing wage regulations.
CONTRACTOR shall also attach a certified payroll form. 0..
Any replacement of an air conditioning unit should be exact in brand, size,
and value of the existing equipment or hardware. Any deviation must be s
approved in writing by the CITY Project Manager. r
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RFP F-00-00 J b
Page 3 of 6
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IV. LOCATION
Air conditioning units shall be installed at the following location: U.
Center for Individual Development, 8088 Palm Lane, San
Bernardino, CA 92410. M
V. Bidder's Conference &Job Walk r
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A bidder's conference and job walk will be scheduled on Tuesday, D
February 4, 2014 at 10:30 am. at the Center for Individual =
Development facility, 8088 Palm Lane, San Bernardino, CA 92410. o
Attendance is mandatory. All CONTRACTORS are encouraged to
submit questions in writing during the bidder's conference and job 0
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walk.
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At the CITY's discretion, additional addenda within the RFP` may c
occur prior to or after the job walk. If additional information is
included, addenda will be posted on the CITY's website. r
The CITY will allow CONTRACTORS to submit questions regarding
the RFP. All questions must be addressed to Vanessa Sanchez and N
submitted via email (Sanchez_Va @sbcity.org) no later than
Tuesday, February 11, 2014 at 4:00 p.m. The subject line of the 3
email should read as follows: "INQUIRY regarding RFP #0000 — °
Installation of Air Conditioning Units at CID facility." to
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All answers to inquiries submitted prior to and after the job walk a
and bidder's conference will be posted on the City's website ,
(http://www.sbcity.org) by 5:00 pm, on Tuesday, February 18,
2014. There will be no further submission of questions and answers w
after February 18, 2014. N
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Packet Pg.146
RFP F-00-00 k
Page 4 of 6
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VI. Proposal Description
A detailed description of the proposal shall include, but is not w
limited to the following information:
A. Brief overview of the business (include office location [s], o
number of employees, number of supervisors, etc.); 0
B. Services offered; y
C. Proof of Contractor's State License (C20) and CITY business
license
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D. References—CONTRACTOR shall provide 3 references from E
companies, individuals, or agencies that have used services
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within the last 2 years. Please provide contact information
such as: full name, title (if applicable), address, and phone °�
number; Q
E. A detailed statement explaining how the CONTRACTOR plans o
to fulfill the CITY's needs based upon the request provided c
within the RFP;
F. Narrative of proposed day to day operations. Please provide a y
detailed plan of activities (work, schedule, time needed to
complete project, percentage of time allocated to perform
specific duties, etc.);
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G. An explanation of constraints (if applicable);
H. A statement clearly indicating the CONTRACTOR has no
current or potential commitments that may adversely affect °
the CONTRACTOR's assets, line (s) of credit, guarantor letters, to
and/or ability to adhere to the terms of agreement with the
CITY; a
I. Disclosure of subcontractor use;
J. Proof of general liability insurance of one million dollars X
($1,000,000) or more; w
K. Prevailing wage estimate with certified payroll form; and
L. All employees must wear standard professional uniforms
which clearly identifying the name of the CONTRACTOR Q
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Proposals Deadline: March 3, 2014. All proposals shall be
submitted and postmarked no later than the date provided. a
VII. COSTS o
The CONTRACTOR is required to provide a complete and accurate Q
quote for services. Quotes shall include full compensation for all z
labor (prevailing wage included), air conditioning units, tools,
equipment, and materials. No additional compensation will be
allowed. The quote provided shall be binding for one-hundred
twenty (120) days. Payment for the services shall be paid at the t
proposed/negotiated bid price. m
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RFP F-00-00 �e
Page 5 of 6
VIII. LENGTH OF CONTRACT
The length of this contract shall be for sixty (60) days with one
fifteen (15) day extension.
IX. LICENSES, PERMIT,AND INSURANCE p
A. License (s)
The CONTRACTOR must provide proof of valid licenses including:
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1. C20: Warm-Air Heating, Ventilating and Air-Conditioning
Contractor;
2. CITY business license permits; and
3. Any other approvals legally required to provide the 0
proposed services. c
All licenses shall be valid or active throughout the tenure of this v
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contract. a
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B. Permit g
After completion of the installed air conditioning units, the CITY
shall arrange a permit inspection with the City Inspector and N
CONTRACTOR. CONTRACTOR is required to be present during the
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inspection.
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C. Insurance
The CONTRACTOR is required to provide proof of general liability a
insurance of one million dollars ($1,000,000) or more.
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The CITY reserves the right to conduct reasonable inquiries
regarding the validity of information submitted by the a
CONTRACTOR.
X. RFP SERVICE AGREEMENT REQUIREMENT X
Upon acceptance of the RFP, the CONTRACTOR will be required to w
sign and agree to terms and conditions provided within the
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VENDOR SERVICE AGREEMENT. The final VENDOR SERVICE
AGREEMENT pertaining to this RFP will provide specific information <
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such as: Date of Agreement, CONTRACTOR Name (s), °-
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Compensation and Expenses, Terms/Termination, etc. Terms and
conditions included in the VENDOR SERVICE AGREEMENT are not
subject to negotiation. The agreement is subject to approval by the o
City Attorney. z
XI. RESPONSE TIME 4
The CONTRACTOR shall provide a call service on a 24-hour, 7 day a LL
week basis. A Response time to an emergency or inquiry should be
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within one hour and not more than two hours. If the CONTRACTOR
is unable to respond to an emergency call, the CITY Project E
Manager should be notified immediately.
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RFP F-00-00 ,J.b
Page 6 of 6
XII. CONTRACTOR NON-COMPLIANCE
Should the Parks, Recreation and Community Services Director or r
his designee, recognize any deficiencies in the performance of this
agreement, a written notice stating deficiencies will be provided. o
Deficiencies shall be corrected and completed within the timeframe
specified. y
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If the CONTRACTOR fails to correct any deficiencies within the
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stated time frame, the Parks Director or his designee will have just
cause to:
1. Deduct from the CONTRACTOR's payment the amount
necessary to correct the deficiency; ci
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2. Withhold or deduct a partial payment; and/or o
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3. Terminate the contract and award to second bidder.
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