HomeMy WebLinkAboutC36210 - HVAC Maint Pgrm at the PD Sheriff Substation CITY OF PALM DESERT
PUBLIC WORKS DEPARTMENT
STAFF REPORT
REQUEST: AUTHORIZE A ONE-YEAR PREVENTATIVE MAINTENANCE
PROGRAM FOR THE HEATING, VENTILATING, AND AIR
CONDITIONING SYSTEMS AT THE PALM DESERT SHERIFF
SUBSTATION PROVIDED BY PACIFIC WEST INDUSTRIES,
INC., IN THE AMOUNT OF $24,720
SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works
VENDOR: Pacific West Industries, Inc.
4085 E. La Palma Avenue, #B
Anaheim, CA 92807
DATE: June 22, 2017
CONTENTS: Pacific West Industries, Inc., Proposal
Recommendation
By Minute Motion:
1. Authorize a one-year preventative maintenance program for the
heating, ventilating, and air conditioning (HVAC) systems at the Palm
Desert Sheriff Substation (Substation) provided by Pacific West
Industries, Inc., (Pac West) in the amount of $24,720;
2. Appropriate $24,720 from Unobligated General Funds to Account No.
5104195-4369500, General Government/Sheriff Substation; and
3. Authorize the Mayor to execute the Proposal.
Strategic Plan Objective
Preventative maintenance is an operational function and, as such, does not contribute
to the goals of the Strategic Plan.
Background
In 2013 the HVAC systems at the Substation were completely replaced. In order to
extend the life of this equipment, staff recommends establishing a monthly/quarterly
preventative maintenance program.
Staff Report
Preventative Maintenance for HVAC at Sheriff Substation
Page 2 of 2
June 22, 2017
Staff requested a preventative maintenance program proposal from Pac West, who was
a subcontractor of the general contractor that installed the systems, and they have been
providing service on an on-call basis since the equipment was installed. Pac West is
familiar with the equipment, and they remotely monitor the i-Vu software that tracks the
systems' performance. If a malfunction is detected, a service crew is dispatched
immediately to make repairs. City staff also checks the i-Vu readout daily, and if a
problem is noted, Pac West can remotely log in to assist with diagnosing the problem,
and can often times talk staff through any adjustments. In addition, Substation staff at
this secured facility are familiar with Pac West, and Pac West is on the Public Works'
approved vendor list.
The preventative maintenance program proposed by Pac West is comprehensive and
includes such maintenance items as filter changes, checking and calibrating the chiller
equipment, providing chemical water treatment for the closed loop systems and water
tower, checking and cleaning condenser coils, and checking boiler operation and safety
controls.
Due to the Substation being a secured facility, and Pac West's familiarity with the
extensive HVAC systems at this location, staff requests that the City Council grant an
exemption to the Purchasing Policies and Procedures as permitted under Palm Desert
Municipal Code, Section 3.32.090, and authorize a one-year preventative maintenance
program for the Substation.
Fiscal Analysis
While there is no fiscal impact beyond the cost of the preventative maintenance
program, proper maintenance of this equipment will assist in preserving the asset and
extending the life of the HVAC system.
Prepared By: Depa en ead:
andez, Facilities Manager Mark Gr wood, P.E.
Director of ublic Works
JIne M. Moore, Director of Finance
Approval:
Lauri Aylaian, City Manager
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.4 Pacific West Industries, Inc
4085 E La Palma Ave #B
Anaheim, CA 92807
PACIFIC WEST 0: 866.328.2129
•a• F: 714.630.4049
To: City of Palm Desert Date: 6/02/2017
73510 Fred Waring Drive
Palm Desert, CA Number 102PDKM17
Reference: Palm Desert Sheriff Sub-Station HVAC Maintenance Payment Terms: Net 30
Pacific West Industries, Inc. is pleased to offer you this proposal to provide maintenance on the air
conditioning equipment listed below
Equipment Manufacturer Maintenance Type
(3) Chiller Carrier 4 times per year
(1) Cooling Tower BAC 4 times per year
(2) CW Pumps B&G 4 times per year
(2) CHW Pumps B&G 4 times per year
(1) Boiler Raypak 4 times per year
(1)HW Pump B&G 4 times per year
(1)Air Handlers Carrier 4 times per year
(21) Fan Coils Carrier 4 times per year
(2) VFD Danfoss 4 times per year
(2) Package Units Carrier 4 times per year
(9) Exhaust Fans Greenheck 4 times per year
Carrier Control System Carrier 4 times per year
Tower Water Treatment BAC 12 times per year
Quarterly Maintenance
1. Check chiller operations, operating controls and safety controls
2. Check chiller refrigerant operating pressures
3. Calibrate chiller operating controls and safety controls
4. Check control microprocessor for any alarms
5. Change air filters in AHUs and FCs
6. Check air handler indoor coil condition
7. Check operations of economizer dampers
8. Inspect safety and operating controls in listed equipment
9. Inspect overall condition of all listed equipment
10.Report to customer overall conditions and findings
11.Check condition of condenser coils and clean as needed
12.Check boiler operations, operating controls and safety controls
13.Check CHW pumps and HW pump operations, operating controls and safety controls
14.Check VAV operations, operating controls and safety controls
15.Check package units operations, operating controls and safety controls
16.Check exhaust fans operations, operating controls and safety controls
17.Check VFD operations clean circuit boards and cooling fans
Terms and conditions are part hereof Page 1 of 3
Palm Desert Sheriff Sub-Station 06/02/2017
Monthly Water Treatment
1. Provide chemical water treatment to HW closed loop and CHW closed loop
2. Provide chemical water treatment for cooling tower
Weekly Remote Log in Support
Remotely log in to Carrier i-Vu and scan bus for any alarms and report any unusual conditions
Price
The price of this contract for the first year will be $24,720.00 per year payable $2,060.00 monthly. Fu-
ture years will be adjusted annually for inflation, provided Pacific West Industries, Inc. submits revised
pricing at least 30 days prior to anniversary date.
Term
The term of this agreement shall be for one year effective July 1, 2017—June 30, 2018 and will con-
tinue year to year until either party terminates. Either party may terminate this agreement by giving writ-
ten notice to the other party at least 30 days prior to the end of the term.
Parts
Pacific West Industries, will only repair or replace any component that fails, with the approval of the
Customer. All parts and labor required beyond those used for maintenance services are billed separately
2017 Prevailing Wage Service Rates
Monday— Friday (7:00 a.m. —4:00 p.m.) $ 149.00/hour
After hours and Saturdays &Sundays $ 172.00 /hour
Holidays $ 190.00/hour
Acceptance
This proposal is subject to acceptance within 30 days from date of issuance.
Pacific West Industries thanks you for the opportunity to be of service.
If you should have any questions, please feel free to call on me. My phone number is (714) 322-0691
Respectfully submitted, ACCEPTANCE: Please sign and return one copy.
Kevin Marquardt, Sign Date
Pacific West Industries, Inc.
Print Title
Terms and conditions are part hereof Page 2 of 3
Palm Desert Sheriff Sub-Station 06/02/2017
Terms and Conditions
1.All work shall be performed during normal working hours,unless otherwise stated herein.
2.Seller agrees to maintain in full force and effect a Workmen's compensation Insurance policy and a Comprehensive Liability Insurance policy in substantial
amounts to protect all parties to this agreement,furnishing certificates of insurance,if required by Buyer.
3.Buyer shall prepare the premises to permit free movement and erection of materials providing necessary openings,supports,cutting,public utility patching,and
steam services and pay all fees and applicable taxes in accordance with codes and ordinances unless otherwise indicated in this Bid contract.
4.In the event that the Seller encounters any asbestos product or material in the course of performing its work,the Seller shall have the right to immediately dis-
continue its work,and remove its employees from the project,or that portion of the project wherein such product or materials were encountered,until such time as
any hazards connected therewith are abated,encapsulated or removed and/or it is determined that no hazard exists;further,Seller shall receive an extension of
time to complete its work and compensation for delays encountered and compensation for any change in the sequence or method of its work occasioned as a
consequence of said encounter.
5.Seller extends manufacturer's standard warranties on all new equipment;misuse or abuse excepted,for a total period not to exceed one year from date of first
beneficial use,which shall be defined as the Start-up date.Seller guarantees all repaired materials,parts and labor for a period of 90 days from the date of first
beneficial use.There are no warranties,expressed or implied other than the above,unless so noted herein.
6.Seller shall not be liable for any consequential damages including,but not limited to,liquidated damages,loss of rent,interest expense,extended overhead or
any other delay damages of any kind,nature or description.It is expressly understood and agreed that the only liability of Seller is to replace defective workman-
ship or material as herein above set forth.Buyer shall defend,indemnify and hold harmless Seller from and against any and all claims relating to Seller's services
provided pursuant to this Agreement,and from and against all costs,attorney's fees,expenses,and liabilities incurred in or about the defense of any such claim or
any action or proceeding brought thereon.Should any action or proceeding be brought against Seller by reason of any such claim,Buyer,upon written notice from
Seller,shall defend the same at Buyer's expense by counsel reasonably satisfactory to Seller.
7.Seller shall not be liable for the corrosive or erosive action of liquids and/or gases upon the equipment specified,and no part of such equipment shall be
deemed defective by reason of its failure to resist physical or chemical action of such elements or items upon such equipment.
8.This agreement shall not be binding until duly accepted by an authorized officer of Seller.No person has authority to make or claim any representation,warran-
ty,term,promise or condition,expressed or implied statutory or otherwise,which is not expressed herein,This agreement constitutes the entire agreement be-
tween the parties and supersedes and revokes any previous agreement,written or oral,with respect to the labor and equipment covered hereby,and may not be
amended or modified except in writing executed by the parties hereto.
9.The Seller shall not be bound by any plans and specifications or conditions,existing or otherwise,that have not been presented to or delivered to it,for the
purpose of submitting this bid,nor shall the Seller be bound by any city ordinances,State laws or other governmental regulations not in effect at the time of submit-
ting this bid,or which had become obsolete and which no longer was enforced by such public body enacting the same.
10.The Seller shall be excused for any delay in completion of this Bid Contract,caused by acts of nature,including,but not limited to.wind,rain,flood,storm,
landslide,subsidence and earthquake,acts of neglect of owner or architect or by any employees or agent of either,acts of neglect of separate contractors em-
ployed by owner,acts of public utilities or governmental or public bodies or their agents,material shortages,labor trouble,labor slowdowns,strikes,union activity
causing a reduction in productivity,fire,casualty,delay in transportation,changes ordered in the work.Failure of Buyer to make payments to Seller as required
under this Bid Contract,or other causes beyond the reasonable control of Seller,any of which shall automatically entitle Seller to reasonable or necessary exten-
sions of the completion date of the work and to an equitable adjustment of the contract price to compensate Seller for all costs and expenses of additional labor,
service,equipment or material and extended overhead resulting from any such delay.If any of the materials specified are not readily available,the seller may
substitute equally efficient materials or fixtures of generally similar character in lieu of the equipment,materials or fixtures specified,and it shalt allow any differen-
tial between the original cost of the materials specified,and the materials furnished.
11.No additional work will be performed unless the Buyer authorizes it in writing.If the Buyer refuses to sign a written work authorization or change order for the
extra work,Seller reserves the right to refuse to perform the extra work.Any extra work performed pursuant to a signed change order shall be subject to these
terms and conditions.
12.Should either party hereto bring suit in court to enforce the terms hereof,any judgment awarded shall include costs,including reasonable attorneys fees to the
prevailing party.
13.Seller assumes no responsibility for the design on those jobs where Seller prepares working or shop drawings from designs or operative end result under any
contract,unless there is affirmatively stated on the obverse side of this BidContract,a direct undertaking on Seller's part to do so.
14.Seller may suspend further performance under this Bid Contract upon three days written notice to the Buyer in the event the Buyer is in breach of this Bid
Contract for breach other than non-payment.Notice need not be given if work is suspended due to non-payment,or due to the failure of the Buyer to pay for
change orders as provided herein.In the event Seller elects to suspend performance,Seller shall be entitled to remobilization costs,including profit and overhead.
upon the Buyer,bringing payments current or issuing proper change orders for extra work.Such costs will equal actual losses sustained by Seller in terminating
and restarting work.
15.This contract is entered into upon the understanding that in the prosecution of any work herein specified.Seller will be allowed sufficient time for performance
of said work on the basis of a normal eight-hour day,and in the event that Buyer or any subcontractor,require Seller to perform such labor on an overtime basis,
then such additional expense of every kind and character as Seller may be required to incur on account of said overtime labor,shall constitute an additional charge
herein.
16.Any loss or damage to Seller's work,materials or equipment occurring at the site of the project occasioned by fire,flood,windstorm,riot or civil commotion
shall be protected by Builder's Risk Insurance procured by the contractor or owner without cost to Seller,and Seller shall receive a proportionate share of the
amount of any payment loss under any such policy or policies according as Seller's interest may appear.
17.Notwithstanding any provision in the plans,specifications,contract between prime contractor and owner,general conditions,or any contract documents exe-
cuted by and between contractor and owner having to do with the subject now stated,Seller shall not be liable for the cost of correcting defects occasioned by the
acts or omissions of employees of other sub-contractors,the prime contractor,owner or any segregated contractor,to work performed by Seller.Before Seller
proceeds with any corrective work to repair such damage,the prime contractor or other person or entity contracting with the Seller in this Bid Contract,shall give
Seller unqualified instructions to proceed with the work upon their responsibility to compensate Seller therefor as an extra.
18.The Seller expressly reserves the right to assign all or any portion of its rights and/or duties under the Bid Contract with or without notice to the Buyer herein.
19.In the event of a conflict between the terms and conditions of this Bid Contract and terms and conditions stated in the plans and specifications,or any other
contract document,including the prime contract between owner and prime contractor,the terms and conditions of this Bid Contract shall govern.
20.If,in Seller's opinion,Buyer's credit becomes impaired,Seller may at its option,suspend work and deliveries under this contract,until it has received full set-
tlement or security for services rendered,and is satisfied as to Buyer's credit for further shipments.If Buyer fails or refuses to make such payment,or give such
security,then the full amount due under this contract at such time,for labor and material and/or equipment furnished,shall immediately become due and payable
and Seller shall have the right and the option to terminate this agreement.In the event that a suspension of this contract is required,because of Buyer's doubtful
credit,an extension of time fixed for the performance of this contract equal to the time of such suspension,shall automatically occur.If any action is necessary,to
effect collection of any sums due hereunder,Seller shall be entitled to its costs,including reasonable attorneys fees,in addition to all other damages found to be
due hereunder.
21.Seller shall serve the owner of the property,Buyer,and the construction lender,if any,a written preliminary notice as prescribed by Civil Code sections 3097
and 3098.
Terms and conditions are part hereof Page 3 of 3