HomeMy WebLinkAbout1/21/2009 - STAFF REPORTS - 2.I. �O,C A LM sA4
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C'gllFOR��P CITY COUNCIL STAFF REPORT
DATE: January 21, 2009 CONSENT CALENDAR
SUBJECT: AIRPORT TERMINAL CHILLER EQUIPMENT MAINTENANCE
FROM: David H. Ready, City Manager
BY: Department of Aviation
SUMMARY
The Airport included funding in the current fiscal year for preventive maintenance on the
Airport's terminal chiller system. This action approves the award of the work for
$33,754.
RECOMMENDATION:
1. Approve contract with Carrier Corporation in the amount of $33,754 for specified
preventive maintenance services to the York and Trane chillers at the Airport, in
a form acceptable to the City Attorney.
2. Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
The City has a service agreement with the Carrier Corporation to regularly inspect and
service certain HVAC equipment including the two 250 ton capacity chillers located at
the Airport. Based on good preventative maintenance practices, the Airport anticipated
the need and budgeted for HVAC systems work which goes beyond the routine services
provided by the vendor. However, because the Carrier Corporation is responsible for
the month to month servicing, has special expertise for these services, and possesses a
complete history and knowledge of the chillers, it is recommended by staff that they also
be authorized to perform the more extensive maintenance work according to the
submitted proposal.
Section 7.04.030 of the Municipal Code provides that the City Council may authorize the
acquisition of supplies, equipment or services without competition when it is determined
Item No. 2 . I •
City Council Staff Report
January 21, 2009 - Page 2
Airport Terminal Chiller Equipment Maintenance
that an unusual or unique situations exists, in that due to experience and expertise
demonstrated in prior contracts with the city a particular contractor is uniquely qualified
for a particular task, that makes the application of all requirements of competitive sealed
bidding or competitive sealed proposals contrary to the public interest. Pursuant to the
requirements of Section 7.04.030, the Procurement Manager and the Executive Director
of Aviation have determined that the prior contract performance and special expertise of
Carrier for airport chiller maintenance services is acceptable and will adequately protect
the public interest in that the total cost of the services to be provided will likely be equal
to or less than what could be obtained through an independent City competitive process
at this time.
FISCAL IMPACT:
The cost of the proposed preventive maintenance services total $33,764. Funding for
the work is included in the current FY budget in acct. 415-6200-43050.
Thomas Nolan, Executive Director, Airport
David H. Ready, Cl • anager
Attachments:
1_ Carrier Corporation quotation
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Carder corporation
Sic 4 License 944g842
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rij�• 3650 Enterprise Street
'r!nrcrh Brea,CA g2821
41}7P�71ral{/1�ry(,;9�tYf trfiThGe Amy Cabral
Phone! (626)926-8659
Fax: (8(30) 666-0068
January 6, 2009
Palm Springs Airport
3400 E. Tahquitz Canyon
Palm Springs, CA 92262
Attn: Craig Toms
Subject: Sandblast and Epoxy Trane and York Chillers, Eddy Current Chillers (Rev 3)
Dear Craig:
Carrier Corporation is pleased to present the following proposal to provide necessary equipment,
labor, and on-site project management to complete the detailed scope of work as listed below:
Eddy Current both chillers(York and Tram?).-
Report to customer
Perform Eddy Current on chillers
Test system
Clean work area
Advise customer
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Carrier's price to perform the above scopes of work: $5.286.00.
"°Nate:This scope must be completed prior to the sandblast and epoxy taking place.
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Protective Epoxy on York:
Report to customer
Remove marine water box
Remove heads
Blow tubes dry
"Vacublast"condenser tubesheets, heads and waterbox to clean metal condition
Apply epoxy
Clean tube holes, bolt holes
iRough up gasket surface to prevent slippage
Test system
Clean work area
Advise customer
Protective Epoxy on Trane :
Report to customer
Remove heads
Blow tubes dry
Wacublast"condenser tubesheets and heads to clean metal condition
Apply epoxy
Clean tube holes, bolt holes
Rough up gasket surface to prevent slippage
Test system
Clean work area
i Advise customer
Carrier's price to perform the above scopes of work: $28.468.00.
Exclusions:
✓ Proposal does not include replacement of an p p y part not specifically outlined in this proposal.
✓ Exclusions are, but not limited to the following parts, seals, impellers, castings, buffer seals,orifice
plates, automatic valves, rupture discs, motor, temperature sensors, cooler and condenser tubes, rotor,
vane paddles,vane motor, bearings (except as quoted).
✓ Asbestos removal or abatement
✓ Scope of work not explicitly listed as included in this proposal.
✓ Preexisting site conditions.
✓ Overtime
✓ Refrigerant
✓ Oil, Oil change
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28 + 46so .,.
5 = 286 F
53 754
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PRICING:
Carrier's total price to provide and install all materials and services outlined in this proposal
based straight time—including all taxes, labor,standard freight,disposal of non-hazardous
material. Price is valid for 30 days from date located at top of this proposal.
PREPAYMENT OPTION:
Should you choose to prepay the above amount in full, a pre-payment discount
will be provided. The amount will be determined predicated on the total amount.
PARKING LOADING DOCK AND ELEVATOR ACCESS:
Carrierwill require a parking and staging area. Furthermore, Carrierwill require uninterrupted
access to the building. This area will be determined and coordinated with building management.
All of us at Carrier look forward to working with you towards a brighter, more reliable, and
efficient future, If I may be of any assistance, please feel free to contact me at (626) 926 -
8659, by fax at (860) 660 - 0068. Your active consideration of Carrier Corporation is greatly
appreciated.
Sincerely,
Carrier Corporation
Amy Cabral
Account Executive
Customer Signature Date
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ENVIRONMENTAL,HEALTH AND SAFETY
CARRIER is committed to conducting its operations in compliance with all environmental regulations and to
providing a safe and healthful workplace for all of its employees. Our environmental, health and safety goals
include preventing incidents that harm the environment, accidental injury to our employees and visitors,and/or
exposure to harmful chemical or physical agents Our goals also include the elimination of accident's that cause
property loss, environmental damage, or result in the interruption to our business. To achieve these goals,
environmental and safety rules and procedures will be enforced equally with production, quality,cost and ethical
standards. Our objective is to provide quality products and services while actively conserving our human and
natural resources. CARRIER firmly believes that all accidents and undesirable environmental incidents are
preventable. Furthermore, every job can, and will, be done safely and in an environmentally-sound manner.
Realization of these goals and objectives will demand maximum effort from every employee.
CARRIER's EH&S GOALS:
A. Create and maintain"Safety Awareness". Safety is everyone's responsibility, therefore make safety an
integral part of every service jab.
B. Strive to maintain a hazard-free work environment by requiring everyone to provide special attention
to the equipment, processes and procedures utilized in the performance of our work.
C. Provide for the safeguarding of our employees while improving the effectiveness of our quality
assurance and customer satisfaction programs
D. Ensure compliance with applicable standards, regulations and codes established by local, state and
federal agencies(re:OSHA).
E. Utilize safety and health training, positive reinforcement techniques, identification, evaluation and
correction of hazards and unsafe work procedures and performance to achieve regulatory
compliance.
R Significant reduction in lost-time injuries, reportable accidents with the long range goal of no lost-
time injuries and no recordable accidents.
G. Active participation by all CARRIER employees in applicable aspects of the safety program.
hI. Provide CARRIER service operations with effective training based on both OSHA and CARRIER
Safety Standards in the recognition, evaluation and control of hazards and dangerous work
procedures and performances.
I. Establish safety kits to provide proper personal protective equipment for the assigned tasks.
J. Establishment of procedures for natural disasters, fire and emergency situations, including safe
locations,exit routes, methods for accounting for employees in natural disasters.
K. Achieve and ensure the implementation of the safety program Wth the performance of safety, health
and record-keeping audits by representatives of CARRIER's Safety Committee, and if necessary,
! enforcement through an accepted,written, adequately communicated disciplinary program.
L. Baseline'plot of equipment under current standard conditions.
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CARRIER CORPORATION
TERMS AND CONDITIONS OF SALE—SERVICE(rev 415/05)
1. PAYMENT AND TAxEiS••Payment Shall be made 1.25A IQ/not 30 days from dale o1 invoice. Carder reserves the right to require cash payment or other
alternative method of payment prior[.completion of work if Career detennmrs in its Sole discrcliOMthat Customer of Customer's assignee s financial condition at
any time does not justify continuance oFthe net 30 days payment form. In addition to the Agreement price the Customer shell pay Center any applicable taxes or
government charges that may he required In connection with the service or material furnished under this Agreement
2. WORKING HOURS—All services performed under this Agreement including major repairs,arc to be provided during Canlcrs normal working hours unless
otherwise agrect.
3. ADDITIONAL SERVICE-Services or part-requested by Customer In addition to those specified in cols Agreement will he prevlded upon recelpt of Customers
written authorization and Involced at Carriers prevailing labor rates and parts charges.Additional services or parts shall he supplied under the terms of this
AgreemenL
4_ EXCLUSION$$—Carder is not rosponslblc for items not normally subject 10 mechanical maintenance Including but not limited roe duct work,casings,cabinets,
fixtures,structural supports,grillage,Water piping, steam piping,drain piping cooling tower All, boiler tubes, boiler refractory,disconnect switches and circuit
breaker Carrier is net rasponalhle for repelm,replacements,alterations,additions,adjustments,repairs by Others unscheduled Calls Or emergency calls,any of
which may be necessitated by negligent opereaoh,abuse,misuse prior Improper maintenance,vandalism,Obsolescence building system design,damage due to
hooting weather,rhemical/elet trocnemleel attack.Corrosion,erosion,dolcriomlion due to unusual wear and tear,any damage related to the presence of mold,
lung',mildew,or bacteria,damage caused by power reductions or failures or any other Cause beyond Carriers control,
Canter Is not responsible for the identification,decctlon,abatement,encapsulating or removal of asbestos,products or materials containing asbestos.
Similar hazardous substances,or mold,fungi,mildew,or bacteria. In the event that Camcr encounters any asbestos product or any hazardous material in
the course of performing Its work,Carrier may suspend its work and remove Its employees from the project untll such product or material,and any hazards
connected with It are abated Carder shall receive an exlenslon of time to complete its work and compensation for delays encountered as a result of such
situation and Its correction.
Canter shall not be required to perform tests,install any items of equipment or make Modifications that may be recommended of directed by insurance
cGmpanles,government,shrto,municipal or other authority However,in the event any such recommendations occur,Carrier,slits option,may submit a
prapOGN for Customer's conslderetlon In addition to this Agreement Gamier shall not be required to repair or replace equipment that has not been properly
maintained.
l 5. WARRANTY—Carrier warrants that all Service provided under this Agreement shall be performed Ina workmanlike manner Carrier also wamants all Canter parts
or components supplied hereunder to be Gee from defects in material and workmanship For parts or components determined to be defective within one year from
date of Instalfatlen of before the termination date of this Agreement,whichever is earlier and In the case of service,determined to he ifi live within ninaly(90)
days of complerion of glad service,Cartier shall at its opli p repair,replace a'issue a credit,for any such pads,components or service,provided they were not
damegod,abused,oraffected by cl,emleal pmpodies. Carla shall not be liable(.,repairs requlred as a consequence orfaully InslaAal'on by persons olherlhan
Carrier, misapplication, abuse, Improper servicing, unauthorized allerafion a improper operation by persons other than Carrier Any claim for defective
workmanship must Ito provided to Carrier In writing, THIS WARRANTY IS IN hIFU OF t31,t_QIl1FR_WARRANTIES. EXPRESSJMP_LIED Qf),,,$y4T1LTORY
INC�I(rpING THE IMPLIED WARIiq—JrTlr_s FRCHANTABILITY AND FITNC55 YOR A PARTICl1LAft PURPO$�Cardefs obligallons to report,replace,or
ixue tretlif for any defective parts,Component^or service shall 6e Customers exduslve remedy
6. PROPRIETARY RIGHTS—pudng the term of this Agreement and in comhinatlon with certain services.Carrier may arse[to Install,attach to Customer equipment,
or provide portable devices(hardware anruar software)that shall remain the personal pmpnetary property CF tamer. Na devices Installed,attached to real
property ar podabla devlce(a)shall became a ilxture of the Customer toranone. Customer shall not acquire any Interest,title or equity in any hardware software,
processes,and paler 1ntelleGual or propflBlary fights to devices that aro used In connection with providing service on Customer equipment
T. DELAYS—Delays caused by condlliens beyond Ne reasonable tonfrol of either party shall not he the liabjllty of either pally to mis AgreemenL
a. CUSTOMER RESPON5161LITtEa—Cusomer shall:
• Provide safe and reasonable equipment access and a Safe work environment
• Permit access to Customers Site,and use of building services Including but not limited to;water,elevators,receiving dock facilities,electrical service and
local telephone service,
Keep areas adjacent to equipment free of extraneous material,move any stock fixtures,walls or paniGons that may be necessary to perform the specified
service,
Promptly nalify Carricrof arty unusual operating conditions
• Upon agreement of timely mutual schedule,allow Carrier to stop and start equipment necessary IQ perform service.
Pmvlde adequate wafer treatment
Provide the daily routine equipment operation(if not pan of(his Agreement)Including availability of routine equipment lag readings
Where Camar's remote monitoring service Is provided,provide and maintain a telephone line with long distance direct that and answer capability
• Operate the equipment properly and in accordance with 111Slra6tions.
Promptly address any Issues that arse rotated to mold,fungi,mildew W hacterla.
9. EQUIPMENT CONDITION&RECOMMENDED SERVICE—Upon the initial scheduled operating andlor initial annual stop Inspection,should Carrier determine
the need for mp'airs or replawmant Carrier will provide Customer in writing an'equipment ceniffon'report including recommendations for Corrections and the
Price for repairs In addition to thle AgreemenL
In the event Carrier recommends certain services(mat are not Included herein or upon initial inspection)and If customer does not elect to have such serncez
properly performed in a timely fashion,Cagier shell not be responsible for any equipment or central Failures,operability or any long-term damage that may result.
Comer at its option will either continue to maintain equipment andlor controls to the best of its ability without any responsibility,or remove such equipment from
this Agreement,adjusting the price accordingly.
10. CUSTOMER TERMINATION—Customer shall have the right to terminate MIS Agreement for Csmers nonperformance provided Cartier fails to cute such men-
performance within 30 days after having been given prior written notice of the non•pedormance upon early termination or expllalion of this Agreement,Carder
shall have free access to enter Customer locations to disconnect and remove any Canter personal proprietary property or devices as well as remove any and all
carAerownad parts,tools and personal property. Additionally,Customer agrees 10 pay Carrier for all Incurred but unamortized service Casts performed by Camer
including ovddheads and a reasonable prop[
11. CARRIER TERMINATION—Carrier reserves the night to discontinue its Service any time payments have not been made as agreed or If alterations,additions or
repairs are made to equipment during the term of this Agreement by others without prior agreement between Customer and Carder-
12. LIMITATION OF IJAAILITY—Under no circumstances shall Canler be held liable for any Incddentcd,special or mnsegyen(lel damages,including toss of revenue,
loss of use of equipment of fati iEss,or conomic damages based an strict liability or negligence Carder shall be liable for damage to property,other than the
equipment provided under this Agreement,and to persons,to the extent that Camers negligent acts or omissions directly contributed m such Injury or property
r damage. Carriers maximum liability for any reason(except for personal injuries)shall conaSt of the refunding of all moneys paid by Customer to Carrier under
this AgreemenL
13 WASTE DISPOSAL—Customer is wholly responsible for the removal and proper disposal of waste ell,refrigerant and any Omer material generated during the
tonn of this Agreement
14. CLAIMS—Any suits arising from the performance or non-performance of this Agreement,whether based upon contracl,negligeaca,strict liability or otherwise,
shall he brought mthin one(1)year from the dalethe claim amse.
15, GOVERNMENT PROCUREMENTS-Garcia offers standard Commercial Ilems that may not comply with Government specifications Carrier does not comply
with the Cost Acoountng Standards(CAS)or with the Federal Acquisition Regulations(FAR).except for FAR Part 12- In no event shall Garner provide any Cost
or Pricing Data in connection with this Agreement or subsequent modifications
15. SUPERSEDURE,ASSIGNMENT and MODIFICATION-This Agreement Contains the complete and exclusive statement of the agreement between the parties
and Supersedes all previous or contemporaneous,and Cr written,statements. Customer may assign this Agreement only with Carriers prior written consent No
modifcalion to mis Agreement shall be binding unless in writing and signed by both parties
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