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HomeMy WebLinkAboutC-3132 - Library Maintenance (Central & and three branches)0 WESTERN ALLIED CORPORATION MECHANICAL CONTRACTORS 112046 E. FLORENCE AVE.. SANTA FE SPRINGS. CA 90670 WESTERN ALLIED SERVICE COMPANY (562) 944.6341 / (714) 523 -1990 / FA)d562) 9447092 TRANSMITTAL TO CITY OF NEWPORT BEACH DATE MAY 22, 1997 ATTENTION: Mr. Bill West, CPPB 3300 NEWPORT BOULEVARD JOB NO. NEWPORT BEACH CA 926 8 •: NAME - - �. uum ,�,y AND 9DRVIE O• I CENTRAL LIBRARY ATTENTION ■y Dear Mr. West: Enclosed please find insurance certificate, along with additional insured endorsements,& Payment & Performance Bond. Return I copies for our files. Qdgwals : Insurance Certificates Additional Insured Endorsements Bonds: Performance & Labor7Payment 0 Drawings and /or Submittal data 0 0 Submitted for approval Submittals 0 Approved as noted 0 Approved For your files For your use Return I copies for our files. Qdgwals : Insurance Certificates Additional Insured Endorsements Bonds: Performance & Labor7Payment 0 Signed Contract 0 Bond 0 Submittals Operating Instructions 0 Guarantee Other WESTERN ALLIED SERVICE OJMPANY WESTERN ALLIED CORPORATION LIC 1 NO. 18!3824 -f rg et Cerullo CALIFORNIA ALL- PURPOSE ACKNOWLEDGEMENT STATE OF CALIFORNIA COUNTYOF Los Angeles On May 20, 1997 before me Pat Wright, Notary Public DATE NAME, TITLE OF OFFICER • E.G.. JANE DOE. NOTARY PUBLIC personally appeared, Steve Kieve Personally known to me (or proved to me on the basis of satisfactory evidence) to be the person(s) whose name(s) is/are subscribed to the within inslrumem and acknowledged to me that he /she/they executed the same in Nz/her/their authorized capacity(ies), and that by hWber/their signature(s) on the instrument the person(s), or the entity upon behalf of which, the person(s) acted, executed the instrument. WITNESS my hand and official seal. PAT WRIGHT Comm. #1076092 Cr NOTARY PUBLIC- CAUFCRNI LOS G Comm. X .Oct. 31, 19 O Comm. EXP. Oct. 31, 1999 1 (SEAL) NOTARY PUB SIGNATURE OPTIONAL INFORMATION TITLE OR TYPE OF DOCUMENT Payment Bond DATE OF DOCUMENT May 15, 1997 NUMBER OF PAGES two (2 ) SIGNER(S) OTHER THAN NAMED ABOVE Tenzer V. Cunningham Certificate of Acknowledgement STATE OF CALIFORNIA County of Los Angeles On 1997 personally appeared me, Maria Stoll, Notary Public v personally known to me ( ) to be the person(s) whose name(s) is/sve subscribed to the . within instrument and acknowledged to me that he/shadW executed the same in his1bwMv fr authorized capacity(ies), and that by his /lxnb& signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. WITNESS my hand and official seal. �w Signature (Seal) c COMM. 01053140 —4 NOTARY pUBLICCALIWRIOA o ' LOS ANGELES COLWW 360772-&91 My Comm. Exp. March 31, 1999 • Fheman's Pond Immance Co The American Durance Compmq Natioml Surety CmporaWn Frads A� iated lndemrdy CMmmUm Fund Amerhan AutanobSe Durance Company KNOW ALL MEN BY THESE PRESENTS: 0 Payment Bond — Pubhe Works Bond No. 111 3331 0398 PremiLml: Included That Western Allied Service Company I as Principal, and The American Insurance Company , incorporated under the laws of the State of Nebraska and 1 authorized to execute bonds and undertakings as sole surety, as Surety, are held and firmly bound unto any and all persons named in California Civil Code Section 3181 whose claims has not been paid by the contractor, company or corporation, in the aggregate total of Seven Thousand, one Hundred Seventy —Six and No /100 ----------------------- - - - - -- Dollars, (g 7,176.00 for the payment whereof, well and truly to be made, said Principal and Surety bind themselves, their heirs, administrators, successors and assigns, jointly and severally, firmly by these presents. The Condition of the foregoing obligation is such that; whereas the above bounden Principal has entered into a contract, dated April 17 19 97 with the City of Newport Beach to do the following work, to -wit: HVAC Services Central Library Newoort Beach CA Now, Therefore, if the above bounden Principal, contractor, person, company or corporation, or his or its sub - contractor, fails to pay any claimant named in Section 3181 of the Civil Code of the State of California, or amounts due under the Unemployment Insurance Code, with respect to work or labor performed by any such claimant, that, the Surety on this bond will pay the same, in an amount not exceeding the dggregate sum specified in this bond, and also, in case suit is brought upon this bond, a reasonable attorneys fee, which shall be awarded by the court to the prevailing party in said suit, said attorney's fee to be taxed as costs in said suit. This bond shall inure to the benefit of any person named in Section 3181 of the Civil Code of the State of California so as to give a fight of action to them or their assignees in any suit brought upon this bond. This bond is executed and filed to comply with the provisions of the act of Legislature of the State of California as designated in Civil Code, Sections 8247 -3252 inclusive, and all amendments thereto. Signed and Sealed this 15th day of 36M-8 -s4 May 1997, Western Alli rvice Coppany By: 2 President Steve .Kiev Principal The American Inasurance C i r,. • • GENERAL POWEROF AMP24U THE AMERICAN INSURANC.'E COMPANY KNOW Ai,L MEN BY TIME PRESENTS: That THE AMERICAN INSURANCE COMPANY, a Corporation incorporated under the laws of We State of New Jersey on February 20, 1846, and redomesticated to the State of Nebraska on June 1, 1990, and having its principal office in the City of Omaha, State of Nebraska, has made, constituted and appointed, and does by these presents make, constitute and appoint - -- TENZER V. CUNNINGHAM - -- its true and lawful Attorney(s)-in-Fact, with full power and authority hereby conferred in its name, place and stead, to execute, seat, acknowledge and deliver any and ag bonds, undertaking. recognizance or other written obligations in the nature t hereof-- ------- ---- ------- -- ------- -- and to bind the Corporation thereby as fully and to the same extent as if such bonds were signed by the President, seated with the corporate seal of the Corporation and duly attested by its Secretary, hereby ratifying and confirming all that the said Attorney(s)-in-Fact may do in the premises. This power of attorney is granted pursuant to Article VII, Sections 45 and 46 of By -laws of THE AMERICAN INSURANCE COMPANY now in full force and effect. "At" VD. Appointment andAutkoAty of Resident Secretaries, Atfotteeys-m -Feet and Agency to accept LesdProasv and Make ApPeanta es. Section 43. Appointment. The Chairman of the Board of Dlredora, the President, any Vice- President or any other person aathorlud by the Board of Di ecton, the Chairman of the Board of Directors, the President or soy Vice- President may, from time to time, appoint Resident Assistant Secretaries and Adorers" -Fad to represent and ad for and on behalf of the Corporation and Agents to accept legal process and make appearances for and an behalf of the Corporation. Section 46. Authority. The authority of such Resident Assistant Secretaries, Attorneys -io -Fact and Agents chap be as prescribed to the Instrument evidencing Weir appointmeni. Any such appointment and all authority granted thereby may be revoked at any rime by the Board of Directors or by any person empowered to make such appointment:' This power of attorney is signal and seated under and by the authority of the following Resolution adopted by the Board of Directors of THE AMERICAN INSURANCE COMPANY at a meeting duly called and held on the 31st day of July, 1964, and said Resolution has not been amended or repealed: "RESOLVED, that the signature of any Vice- President, Assistant Secretary, and Resident Assistant Secretary of this Corporation, and the seal of this Corporation may be affixed or printed on any power of attorney, on my revocation of any power of attorney, or on any certificate relating thereto, by facsimile, and any power of attorney, any revocation of any power of attorney, or certificate bearing such facsimile signature or facsimile seal shag be valid and binding upon the Corporation!' .IN WITNESS WHEREOF, THE AMERICAN INSURANCE COMPANY has caused these presents to be signed by its Vice - President, and its corporate seal to be hereunto affixed this Ist dyof September 19 94 Onthis let dayof September . 94" before me personally came M- A. Mallnnpp , to me known, who, being by me duly sworn, did depose and say: that e is Vice- President of THE AMERICAN INSURANCE COMPANY, We Corporation described in and which executed the above instrument; that he knows the seal of said Corporation; that the seal affixed to the said instrument is such corporate seat; that it was so affixed by order of the Board of Directors of said Corporation and that he signed his name thereto by like order. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal, the day and year herein first above written. l 4 i y l� STATE OF CALIFORNIA COUNTY OF MARIN TMxr CERTIFICATE es. I.theundersignW, Resident Assistant Secretary of THE AMERICAN INSURANCE COMPANY,a NEBRASKA Corporation, DO HEREBY CERTIFY that the foregoing and attached POWER OF ATTORNEY remains in fug force and has not been revoked; and furthermore that Article VII, Sections 45 and 46 of the By-laws of the Corporation, and We Resolution of the Board of Directors; set forth in the Power of Attorney, are now in force. Siped and sealed at the County of Marin. Dated the 15tH day of (I"' 360712 -TA -6.90 (REV) 19 97 . CALIFORNIA ALL - PURPOSE ACKNOWLEDGEMENT STATE OF CALIFORNIA COUNTY OF Los Angeles On May 20, 1997 before me, Pat Wright, Notary Public DATE NAME, TITLE OF OFFICER - E.G.. 'JANE DOE. NOTARY PUBLIC personally appeared, Steve Kieve personally known to me (or proved to me on the basis of satisfactory evidence) to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that hefsheoey executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. PAT WRIGHT 3 WITNESS my hand and official seal. Urry Comm. #1076092 (� NOTARY PUBLIC - CALIFORNI/�' LOB ANGELES lJ Comm Exp, Oct. . 31, 37. 19 1999 � (SEAL) NOTARY PIJJBVC SIGNATURE OPTIONAL INFORMATION TITLE OR TYPE OF DOCUMENT Performance Bond DATE OF DOCUMENT May 15, 1997 NUMBER OF PAGES two (2 ) SIGNER(S) OTHER THAN NAMED ABOVE Tenzer V. Cunningham r C' J PERFORMANCE BOND � Ar ❑y FIREMAN'S FUND INSURANCE COMPANY [3THE AMERICAN INSURANCE COMPANY El NATIONAL SURETY CORPORATION (ll Z ��y �� FM ❑ ASSOCIATED INDEMNITY CORPORATION l ❑ AMERICAN AUTOMOBILE INSURANCE COMPANY KNOW ALL MEN BY THESE PRESENTS: That we, Bond No. 111 3331 0398 The premium for this bond is $ 100.00 payable in advance and subject to adjust- ment at current manual rates. Western Allied Service Cagiany as Principal, and— The Alerican Insurance Company a corporation organized under the laws of the State of Nebraska and duly authorized under the laws of the Slate of California to become sole surety on bonds and under- taking, as Surety, are held and firmly bound unto City of Newport Beach as Obligee in the full and just sum of Seven Thousand, One Hundred Seventy -Six and No /100 --------------- - -- Dollars, ($ 7,176.00 ), lawful money of the United States of America, to be paid to the said Obligee, successors or assigns; for which payment, well and truly to be made, we bind ourselves, our heirs, executors, successors, administrators and assigns, jointly and severally, firmly by these presents. The Condition of the above Obligation is such that whereas the said Principal has entered into a contract of even date herewith with the said Obligee to do and perform the following work, to -wit: HVAC Services, Central Library, Newport Beach, CA. as is more specifically set forth in said contract, to which contract reference is hereby made; > Now therefore, if the said Principal shall well and truly do the said work, and fulfill each and every of the covenants, conditions and requirements of the said contract in accordance with the plans and specifications, then the above obligation to be void, otherwise to remain in full force and virtue. I No right of action shall accrue under this bond to or for the use of any person other than the Obligee named herein. Sealed with our seals and dated this 860039 -5 -65 1 5th day of May is 97 WesternfA41ied Service Company By President Steve lieve Principal The American Iwarance Carmnv /7 By Tent V. _Cu/min�6aljt Attorney -in -Pact r(5 z O O z to M b O M 0 m O d r Q 0 r a Certificate of Acknowledgement STATE OF CALIFORNIA Countyof. Los Angeles On May 15 personally appeared _ 1997 Tenzer V. c me, Maria stoll, Notary Public , personally known to me ( ) to be the person(s) whose name(s) is/me subscribed to the within instrument and acknowledged to me that he/sbsMW executed the same in his/heddair authorized capacity(ies), and that by hi&1xFLt& signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. WITNESS my hand and official seal. { MARIA..'..._ i SignatureG�ld2 (Seal) COMM.#10.53140 � s NOTARY PUBLIGCALIFOHWl1 S 960772-6 -91 '�i .. LOB ANGELES Cd/NTY Uy Canm. Exp. Mardi 81, 1999 GENERAL P aWER OF ATTORNEf 0 0 THE AMERICAN INSURANCE COMPANY KNOW ALL MEN BY THESE PRESENTS: That THE AMERICAN INSURANCE COMPANY, a Corporation incorporated under the laws of the State of New Jersey on February 20, 1846, and redomesticated to the State of Nebraska on June 1, 1990, and having its principal office in the City of Omaha, State of Nebraska, has made, constituted and appointed, and does by these presents make, constitute and appoint - -- TENZER V. CUNNINGHAM - -- its trueand lawful Attorney(s)-in Fad, with full powerand authorityherebyeonferredin its name, placeandstead, toexecute. seal, acknowhxigeand deliverany and all bonds, undertaking, recosnirances or other written obligations in the stature thereof and to bind the Corporation thereby as fully and to the same extent as if such bonds were signed by the President, sealed with the corporate seat of the Corporation and duty attested by its Secretary, hereby ratifying and confirming all that the said Attorneys) -in -Fact may do in the premises. This power of attorney is granted pursoant to Article VII, Sections 45 and 46 of By -taws of THE AMERICAN INSURANCE COMPANY now in full force and effect. "Article VII. Appolatment and Andwity ofRerideat Serneftiuhs, Atforneys- la•Fact and Agents to SCOWlepd Process and MR" Appeo ances. Section 45. Appointment. The Chahma m of the Board of Directors, like President, say VlcoPresldent or my other person authortw by the Board of Directors, the Chairman of the Board of Directors, the President or soy Vice - President may, from time to time, appoint Resident Assistant Secretaries end Allorueys -in -Fact to represent and act for and on behalf of the Corporation and Agents to accept legs] process sad make appearstom for and on behalf of the Corporation. Section 46. Aathoft The authority of such Reddest Assistant Seererarlee, Attorneys-ia -Fact and Agents ski be as prescribed In the lush ment evidencing their appointment. Any such appointment and all authority granted thereby may be rooked at any that by the hoard of Directors or by my person empowered to make suc t appoiamrent:' This power of attorney is signed and sealed under and by the authority of the following Resolution adopted by the Board of Directors of THE AMERICAN INSURANCE COMPANY at a meeting duly called and held on the 31 st day of July, 1984, and said Resolution has not been amended or repeated: "RESOLVED, that the signature of any Via - President, Assistant Secretary, and Resident Assistant Secretary of this Corporation, and the seal of this Corporation may be affixed or printed on any power of attorney, on any revocation of any power of attorney, or on any certificate relating thereto, by facsimile, and any power of attorney, my revocation of my power of attorney, or certificate bearing such facsimile signature or facsimile seal shall be valid and binding upon the Corporation:' IN WITNESS WHEREOF, THE AMERICAN INSURANCE COMPANY has caused these presents to be signed by its Vice - President, and its corporate seal to be hereunto af£med this 1st dayof September 19 94 THEM I IN COMPANY BY STATE OF CALIFORNIA i COUNTY OFMARIN 1 On this 1St day of September ,19_,.94,beforeme personally came M- A. MA11nnaa to me known, who, being by me duly sworn, did depose and say: that he is Vice-President of THE AMERICAN INSURANCE COMPANY, the Corporation described in and which executed the above instrument; that he knows the seal of said Corporation; that the seal affixed to the said instrument is such corporate seal; that it was so affixed by order of the Board of Directors of said Corporation and that he signed his name thereto bylike order. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal, the day and year herein first above written. OFRGI& NOTARY SElii A. KRIEGER Notary Pubbo — camornis sryPUmk 1ARiN ODUNTY ids Conn. Era MrkR Z 190 CERTIFICATE STATE OF CALIFORNIA l COUNTY OF MARIN f. the undersigned, Resident Assistant Secretary ofTHE AMBRICANINSURANCECOMPANY ,a NEBRASKA Corporatton,DOHEREBYCERTiFVtimt the foregoing and attached POWER OF ATTORNEY remains in full fora and has not been revoked; and furthermore dint Article VII, Sections 45 and 46 of the By -laws of the Corporation, and the Resolution of the Board of Directors; set forth in the Power of Attorney, are now in fora. Signed and sealed at the County of Marin. Dated the 15th day of May 19 97 �J rltF aNldmlAWmOI&CflYr ��MCf'COd . 369712- TAb-90 (REV) _ ...... pp�ttr A CORDkY� DATE (MM /DD YV) MWW .. :..:`::::.......: 05/19/1997 PRODUCER (310)309 -2294 FAX (310)309 -2623 ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE Sander A. Kessler & Associates, Inc. HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR 2850 Ocean Park Boulevard ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Santa Monica, CA 90405 COMPANIES AFFORDING COVERAGE ....................... .................. ...... ......... ............. ........... ...... ....... COMPANY Transcontinental Ins. Co. /CNA Attn: Michelle Dominguez Ext: 299 A ....... INSURED E ......_ _...._...._ ..... _.......... ......... .............. D ...... ......... .._._._... ....... ..................................... COMPANY Fireman's Fund Ins. Co. Western Allied Service Co. B 12046 E. Florence Ave. !..........._ ................... ................ ............. . ..... ............. ... ._........ ._._.._....... .... ............................... COMPANY Transportation Ins. Co. /CNA Santa Fe Sprngs, CA 90670 C, '............ 1-1-1-1- .................. I ............................................... I .., .., ............ _. _ ... ............................... COMPANY Continental Casualty Ins. Co. /CNA D THIS IS 70 CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. .. ......... .... ... ... ..... ........... .._._._._ .._._._.... _. ............................. ........ ... ............ ............. ....... .......... CO ' TYPE OF INSURANCE POLICY NUMBER :POLICY EFFECTIVEPOUCY EXPIRATION; LIMITS LTR; DATE(MMAIDIYY) DATE(MMIDDIM GENERAL LIABILITY ......, GENERAL AGGREGATE : $ 2,000,000 000, 000 ... ............................................ .. ..... X ( COMMERCIAL GENERAL LIABILITY ! PRODUCTS COMPlOP AGG $ 1,000 000 f..... ... ... ..... CLAIMS MADE X OCCUR: < .PERSONAL SADV INJURY $ 000 A- ..s .. 1035999350 08/01/1996 08/01/1997 ...1,000 OWNER'S B CONTRACTOR'S PROT: 3......3 : EACH OCCURRENCE I$ 1,000,000 i ] ................... ... ......... ..... ..... ... .............. i 'FIRE DAMAGE (Any one fire) $ 50,000 i _..._........................................... ....... .......... _ - ...................... MED EXP (Anyone person) $ 5,000 S AUTOMOBILE LIABILITY s........ `. "' COMBINED SINGLE LIMIT ! $ } X 'ANY AUTO 1,000,000 -! ALL OWNED AUTOS - .... , .BODILY INJURY $ X ' SCHEDULED AUTOS i 3 (Per person) B SDXA80162621 i 08/01/1996 08/01/1997 - - - - - -- - - --- ° ° "— °--- - - -- -: X j HIRED AUTOS BODILY INJURY $ X t NON-OWNEDAUTOS (Peremitlenl) ....... )................ ...... ............................... i i PROPERTY DAMAGE $ GARAGE LIABILITY : AUTO ONLY -EA ACCIDENT $ �.... i ANY AUTO i ............. ... . . { 'OTHER THAN AUfO ONLY ' ............................................._.:.:: .:_...:...:_ °.............:ss3: ,.......; 3...... EACH ACCIDENrl $ i I... .... ................ ........ .._............. ] .................- ......... ......._ _............_....... AGGREGATE. j EXCESS LIABILITY EACH OCCURRENCE $ 5,000.000 C S X UMBRELLA FORM ;1029785477 5 ................................_...........:.. .....__........................ ......................... ;08/01/1996 :' 08/01/1997 AGGREGATE :S 5,000,000 ....... .......... ...... OTHER THAN UMBRELLA FORM i E p '$ WORKERS COMPENSATION AND EMPLOYERS' LIABILITY Z EL EACH $ 1,000 , 000. D ' THE PROPRIETOR! - -• WC1044938796 ; 08/01/1996 ( 08/01/1997 PARTNERVEXECU IVE :,..,... INCL ...I —._..__ 1, 000 , 000 E . EL DISEASE POLICY LIMIT . $ 1._.,_...... i OFFICERSARE: ` EXCL i ' EL DISEASE -EA EMPLOYEE E $ 1,000,000 OTHER i DESCRIPTION OF OPERAMONSILOCATIONSIVEHICLESSPECIAL ITEMS e: City's Central Library (Bid No. 96 -IFB -016 ertificate Holder named as Additional Insured per endorsements attached. *Except 10 days for non - payment of premium SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING COMPANY WILL ENDEAVOR TO MAIL •30 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, City of Newport Beach BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR LIABILITY Attn: Bill West, CPPB 3300 Newport Blvd. OF ANY KIND UPON THE COMPANY GENTS OR REPRESENTATIVES. AUTHORIZED REPRESENTATIVE l'...�:: _'.i`ORd' - GYP' /]"fy ^'•'""e:..�._<r Newport Beach, CA 92663 -3884 ` fs " >r ;6iI , :�.. .. . ?;<.:? f f 'a. ....:.: IN • A tachin f ;I -.NIA AI t IABI1 1 'fY INSU[RANCE I,,NI)ORSLMEN`h It is agreed that: I. With respect to such insurance as is afforded by the policy for General Liability, the City of Newport Beach, its officers and employees are additional insured, but only with respect to liability arising out of operations performed by or on behalf of the named insured in connection with the contract designated below or acts and omissions of'the additional insured in connection with its general supervision of such operations. The insurance afforded said additional insured(s) shall apply as primary insurance and no other insurance'' maintained by the City of Newport Beach shall be called upon to contribute with insurance provided by this policy. 2. The policy includes the following provision: "The insurance afforded by the policy applies separately to each insured against whom claim is made or suit is brought, except with respect to the limits of liability of the company affording coverage." 3. The insurance afforded by the policy for Contractual Liability Insurance (subject to the terms, conditions and exclusions applicable to such insurance) includes liability assumed by the named insured under the indemnification or hold harmless provision contained in the written contract designated below, between the named insured and the City of Newport Beach. 4. With respect to such insurance as is afforded by this policy, the exclusions, if any, pertaining to the explosion hazard, collapse hazard and underground property hazard (commonly referred to as "XCU" hazards) are deleted. 5. The limits of liability under this endorsement for the additional insured(s) named in Paragraph I of this endorsement shall be the limits indicated below written on an "Occurrence" basis: (X) Commercial ( ) Comprehensive General Liability $ 1,000,000 each occurrence $ 2,000,000 aggregate The applicable limit of Contractual Liability for the company affording coverage shall be reduced by any amount paid as damages under this endorsement in behalf of the additional insured(s). ®ttachmcnt "<".' fhc limits of liability as stated in this endorsement shall not increase the total liability of the company affording coverage for all damages as the result of any one occurrence in excess of the limits of liability stated in the policy as applicable to General Liability Insurance. 6. Should the policy be non - renewed, canceled or coverage reduced before the expiration date thereof, the Issuing Company shall provide 30 days' advance notice to the City of Newport Beach by registered mail, Attention: Public Works Department. 7. Designated Contract: City's Central Library Bid No: 96 -IFB -016 Project Title and Contract No. This endorsement is effective 4/17/97 at 12:01 a.m and forms a part of Policy No. fx 1035999350 of Transcontinental Ins: Co. /CNA (Company Affording Coverage) Western Allied Service Co. Insured: Endorsement ISSUING COMPANY BY: �Ca a�u• Authorized Representative ,- • 0 City of Newport Beach Certificate issued to City of Newport Beach 05/19/1997 Sander A. Kessler & Associates, Inc. Insured: Western Allied Service Company Policy Number: DXA80162621 Policy Dates: 8/01/96 - 8/01/97 Effective Date of Endorsement: 4/17/97 SCHEDULE BUSINESS AUTO ADDITIONAL INSURED ENDORSEMENT The following is added as an Additional Insured with respect to any covered auto while being operated in conjunction with work performed by the named insured for the additional insured, for the duration of that work. City of Newport Beach 3300 Newport Blvd. Newport Beach, CA 92663 -3884 ISSUING COMPANY Authorized Representative • Attachment "C" " I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers' compensation or to undertake self - insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract." 4/17/97 Date 96 -IFB -016 Contract Number WESTERN ALLIED SERVICE COMPANY Name of Contractor (Principal) rZ Le� ' /,' Authorized Signature and Title CITY tF NEWPORT BE CH t00 New IK0 finulcvwd_ Ncwporl 13cuch, (:A 92663 -3884 5/06/97 Nlichne.l Gallaghei Sale; Manager_ Western Allied Service Company 12046 E. Florence Avenue Santa Fe Springs, CA 90670 Dear Mr. Gallagher, After reviewing the bid packages and checking the references, the City has selected your fine to provide air conditioning maintenance and services for the City's Central Library as indicated in Bid No. 96 -IFB -016. We would like your firm to begin providing those services as quickly as possible, preferably by June 1, 1997. Please submit to the Purchasing office within fifteen (15) days, (not including Saturday, Sunday and Federal holidays) the executed documents as shown below: Certificate of Insurance General Liability Insurance Endorsement Automobile Liability Insurance Endorsement Worker's Compensation Insurance Certification Performance Bond Thank you for your interest in providing these services to the City. We look forward to working with you and your firm. Sincerely, Bill West, CPPB Buyer cc: John Callahan, Assistant City Librarian COPY CITY'UF NEWPORT BACH 3300 Newport Boulevard, Newport Beach, CA 92663 -3884 5/06/97 Les Lewis Sales Manager, Control Air Conditioning Service Corporation 1639 Miraloma Avenue Placentia, CA 92670 Letter of Cancellation: Dear Mr. Lewis, After reviewing the bids submitted for HVAC maintenance and services for the City's Central Library, the City has selected Western Allied Service Company to provide this service. In keeping with the City's policy of providing thirty (30) days written notice, this letter serves you, and your firm with written notice of termination of your services, as of thirty (30) days hence. We would prefer to have your firm continue to provide the services through Saturday, May 31, 1997. We appreciate the services that your firm has provided to the City in maintaining the HVAC system for the Central Library. We also look forward to the future when we may again make additional use of your services. Sincerely, Bill West, CPPB Buyer cc: John Callahan, Assistant City Librarian COPY nwRnsots.xLs MEMO aria s7 RECOMMENDATION FOR AWARD To: John Callahan From: E ,4P R West U Subject: RECOMMENDATION FOR AWARD HVAC Maintenance &Service R a VI T Please review the attached recapitulation and IFB responses, evaluate for award recommendationp In J9gR and return a signed copy of this memo with your comments as soon as practical. RY Please itemize specific reasons for your recommendation/selection. Reference 96- IFB -016 l"equi: ition dated: x/11197 Buyer Comments: Thirty (30) firms were contacted regarding the need for HVAC Maint. /Svc. at the Central Library Sixteen (16) firms picked up copies of the BID Pkg. - Eight (8) firms attended the mandatory Job Walk. Prior to the BID opening 4/23197 at 9:00 AM, three (3) of those firms bowed out of the BID process. Three (3) firms did submit responses as shown on the attached recapitula- tion. The IFB responses include any and all pages showing notations /comments made by the respondents. Buyer Signature: REQUESTING DEPARTMENT'S COM(MENTSIRrEC` OMMENDATION Recommend Award To: Reason(s) for Selection: j /^ �i7 �. lj� 1 o'w b cuo Authorized Approval: Department: t:4we. w. N j dk+ J' COPY r � , >: Date: � 7 "16RCP.XLS RECAPITULATION For HVAC Maint. + Service C.S. - Central Library - John Callahan / Frank Eastman Bid No. 96 -IFB -016 Thirty (30) firs were contacted regarding the need for HVAC Maint. /Svc/ at the Central Library. Sixteen (16) picked up copies of the BID Pkg. - Eight (8) firs attended the Mandatory Job -Walk, Prior to the BID opening 4123197 at 9:00 AM, three (3) of those firms bowed out of the BID process. The results are as shown below: 4124197 Bill West Cal - Air F.M. Thomas Western Inc. Air Condition. Allied Inc. Svc. Co. Item Jean Norton Thomas Feyka Michael Gallagher, A Per 1/4 $2,556.00 $308.50 $1,794.00 Per Year $10,224.00 $14,794.00 $7076.00 B Per 1/4 $6,256.50 $5,691.00 $1,785.00 Per Year $257026.00 $22,764.00 $79140.00 C 1 $70.00 $67.00 $72.00 C 2 $105.00 $105.50 $108.00 C 3 $140.00 $134.00 $144.00 C 4 $20.00 $30.00 $20.00 04: PJ/ :!, !!3.o F-1" 1146JUJll1J ..0164 Is !t scraT!C8i Cont"ack)/S 0 AIR MANAGEMENT SYSTEMS WEST, INC. t tense No. 539566 April 18, 1991, Attention: Purchasing aim City of Newport Beach 592 Superior Avenue Newport Bch, Ca 92663 Subject: Biel No. 96 -1FB -016 W U61 49CEIVE!, APR 2 3 W Air Mara ,gemerrt Systems Nest would like to thank you for the opportunity to bid the subjm did. We are not able to pro Ade a bid for this project at this time. We would ask that you keep us on your bidders list for any flitum bidding on alt HVAC service, maintenance, retrofit, or new installation. Sincerely, 4'"O-C'4, Ron Andrews General Manager AMSW C(Dpy $16662 E. La Palma Ave., Unit E, Anaheim, CA. 92806 • Phone (714) 530 -5959 ^ Toi1 Ree j6eo) 772 -1366 • =ax (714) 63C -3313 681 Scottsdale _Dr, Vacaville, CA 9SG87. Phan (707) 446 - 6815.1, 30Q 772138E . Rpr (7071423 -2943 • Fax (7071 445-6W5 License #671380 COMMERCIAL H VA C / REFRIGERATION 2950 Randolph Avenue / Costa.Mesa, CA 92626 / (714) 662 -4476 itECE. VF APR 2 11997 APRIL 16, 1997 PURCHASING AGENT CITY OF NEWPORT BEACH 592 SUPERIOR AVENUE NTTF4I.?PORTf1FA+ H, C^ 91x63 To whom it may concern, TRCHAS" re; NO BID RESPONSE BID NO. 96 -IFB -016 The purpose of this letter is to inform you that we will not be submitting a proposal for the maintenance and service of the Air Conditioning equipment related to bid number 96- IFB -016. Due to our current work load, we feel that if we were to take on this account, we would not be able to provide the level of service our customers have come to expect from us. Therefore we feel it best not to bid on this project at this time. I assure you that if we do bid on projects in the future, that we will provide you with the highest level of quality and service possible. We would however like to express our appreciation for the opportunity to submit, a proposal and request to be kept on the city's vendor list for any future projects involving HVAC, Refrigeration and commercial cooking equipment. Sincerely, CHI.SM COMMERML HVACIR Jason P. Chism CEO 4 SEW i'p�r o d Attachment "A" BID FORM (NOT AN ORDER) Air Conditioning Service 96 -IFB -0164 (BIDS sent by delivery service or hand delivered shall be delivered to the 592 Superior Avenue address. It is the responsibility of the Bidder to make sure that the Bid is delivered by the time BIDS are Due.) The City of Newport Beach is inviting bids on the following, per the attached specifications: The undersigned bidder, in compliance with the invitation for bid for the above mentioned project, proposes to furnish all supervision, transportation,. equipment, labor, materials and s supplies and to perform the services for the project in accordance with the Bid documents r A. Cost for Quarterly Service (four times per year) including HVAC service work, prefilter changes, water treatment, and control systems maintenance, and Annual (once per year) chiller maintenance and one final filter change to take place each December. NO BID RESPONSE Cost $ B. Cost for Quarterly and Annual Service as specified above including emergency service calls as described in the specifications. NO BID RESPONSE C. Billing Rates: Labor Straight Time Overtime Double Time (Holidays) Trip Charge NO BID RESPONSE DICKSONS AIR — CONDITIONING Company Name Cost $ iECFTVR APR 2 41997 � c- Cost C _ Cost $ Cost $ Cost $ PY For this Bid to be valid, this sheet must be signed s %16/97 orized Signature / Date Tr GRIGAS PRESIDENT Above Name (Print /Type) ` / Title "Good Business begins with GB" GRAHAM BROTHERS HEATING AND AIR CONDITIONING, INC. C-20 248604 2952 CENTURY PLACE, COSTA MESA, CA 92626 (714) 546-1653 tax: (714) 546-0285 4 1 - I I I :i t o'F Newoor . Beach FiSC-•. SFt'VJ.CeS PLtrchasinQ 0. Box 1 768 Newoort Bench., Cf-) Q2656-B91 5 RP: - Did # 9-b- lFB--016 -,iECEjVj?i, APR 17 1997 i.. 7 nc. t-EaQ t-et f LA I' V et: 1 Ines '-ieAtino and Air Cond'�ioninm. a b cve r'E-f erenced bid f Or' A:ir Conditionino Service for the Central 1.n lh*� of kle.W.Pori- Wl F2 ',,-JQU I d a.P.Lm rec 7..a to being k e.0 t 3n i d d m o D - f Lkrl 0 J U 1. 7� e ou a n a I COPY 0 • s� Hr'!. �l _ 1C kOdrl'I UiLLit V ; N iL Y. c G Sietre Environmental Controls 1901 SetmorLane Maheim, CA 92805 April 21, 1997 Telephone 714 978 7 W0 Facelmde 7149301305 City of Newport Beach 3300 Newport Boulevard Newport Beach, CA 92663 -3884 Atta.; Bill West w.ECETVF>!; APR 21 1997 'RCHAS"' Bill: We have decided to enter a No -Bid response to The City of Newport Beach's Bid No. 96 -WB- 016 for HVAC services. Siebe would like to remain on the cities list of vendors for HVAC & Controls service and hope we may be able to be of assistance in the future. RWetfuby, z,f-Ku Dennis M Phillip Building Service Sales Representative COPY A Sietre Group Company CIF NEWPORT B CH FISCAL SERVICES - PURCHASING (714) 644 -3118 ADDENDUM No. 2 FOR AIR CONDITIONING SERVICE Central Library - City of Newport Beach Bid No. 96 -IFB -016 An additional question was made regarding Water Treatment shown on page 13, Article 5. I . "Page 13, article 5 requires water treatment provided in the quote. I did not see pot feeders in the chilled & hot water piping loops. "Pot Feeders" are needed to intro- duce the chemicals. Can you confirm both systems have pot feeders ?" We have been unable to find any specific mention of "pot feeders" in the plans or the written material available. Please indicate that you have received this Addendum, on the third page of Attachment "A" under Company Information. If no other Addenda are received between now and the time you submit your BID response, please fill in the second blank with the number "2" . This information shall be Faxed to you to permit quicker access. Please read it carefully. Should you have further question, please call me at (714) 644 -3118 or Fax at (714) 642 -7072. Please Fax any questions /comments you may have. April 21 1997 CITY OF NEWPORT BEACH FISCAL SERVICES - PURCHASING (714) 644 -3118 ADDENDUM No. 1 FOR AIR CONDITIONING SERVICE Central Library - City of Newport Beach Bid No. 96 -IFB -016 The answers to the questions asked during and after the Pre -BID Meeting and Job -Walk appear on this and the following pages. Please indicate that you have received this Addendum, on the third page of Attachment "A" under Company Information. Fill in the first blank ( ".. number _ to have .. ") with a "1 ". If no other Addenda are received between now and the time you submit your BID response, please fill in the second blank with the number "1" also. This information shall be Faxed to you to permit quicker access. Please read it carefully. Should you have further question, please call me at (714) 644 -3118 or Fax at (714) 642 -7072. I will be out of the office this Friday, April 18, 1997. Please Fax any questions /comments you may have. April 17. 1997 COPY 0 Addendum to Air Conditioning Bid Package Newport Beach Central Library April 17, 1997 1. List of Equipment - page 10 Chiller unit is Carrier #30GB -150. 2. HVAC Service Work - page 11 Last sentence of section A should read "The final filters shall fit properly in the unit." 1 Air Cooled Water Chiller - page 12 There is no oil filter which needs to be replaced. 4. Air Cooled Water Chiller - page 12 There are no reports required for SCAQMD information. 5. Boilers - page 13 Relief valves will not be checked here or any other place where mentioned in specs. 6. Ductwork - page 13 Take out this section. 7. Schedules - page 14 Take out air ducts under annual service. 8. Control Systems Maintenance and Support - page 13 It is highly desirable for us to have our air conditioning contractor fully utilize our control system and be able to troubleshoot problems from it. If the contractor is not qualified, it is acceptable to subcontract this work out as long as subcontractor is qualified on the system. Since the system can be remotely monitored, this is most desirable for quicker troubleshooting as well as monthly change of setpoints to adjust system as needed. Quarterly site visitations are also highly desirable to train staff and make any appropriate adjustments. 9. Return air filters for Compressor #50QJ012 are 4...20 x 20 x 2. 10. Number of service calls. A figure for annual service calls would be misleading since technicians come out sometimes but didn't know what to do with the problems and other times had to be called back due to the same problem. Most of the problems seem to be alarms due to equipment exceeding the "points" set in the control system. This year we have had problems with the drive on the Return Fan. The Graham specialist, Digital Electronic Research, was called in on this. Other calls have been for the pilot on the boiler, broken Hoffman Air Vents, a malfunctioning hydraulic actuator, a clog in a drain pan, chiller alarms (cause not yet determined), and a leaking auto air vent. 11. Other Filters A question was raised about filters for the Honeywell heat pump and the mini -mate. The only filters I have found listed on the plans were the ones already on the specs. If not so specified, we should replace the same type of existing filters, and we will add their names and numbers to the attached list as needed. 12. Quarterly service calls At this point we still would like to keep the bid at quarterly calls rather than bi- monthly as suggested at the pre -bid meeting. If quarterly does not work out when we get into the contract, we would be open to changing it for the extra service if needed. HVAC -1 Questions /Statements from Cal -Air April 17, 1997 1. How did the existing contractor change oil in compressors & take analysis? There are 6 06E compressors in chillers & only 2 of them have access valves. (Comp. are oily) ? ? ? 2. No hose bib on roof for washing coils. 3. No access ladder (stationary) to roof. Hazardous! 4. The last 4 items on page 10 are not pumps. (2- expansion tanks & 2 -air separators - Bell & Gossett) 5. Very expensive for an A/C technician to paint. (See Item 6 re: Ductwork) 6. Variable speed drives are not listed for Maintenance. 7. Package Heat Pumps had filter racks built on the outside of the units, thus the change in sizes from spec. sheet. Following 4 pages are revised Equipment List and Filter Schedule provided courtesy of Cal -Air Inc. 04/17/97 15:14 0310 695 4075 CAL -AIR \J Cal Air, Inc Equipment Ust grid Filter Schedule 0002/005 Custmr er Name: CITY OF NEWPORT BEACH ROOF CARRIER J F M S1W LcjiWiwr CENTRAL LIBRARY M J J A S 1000 AVACADO AVENUE N D MIN SOUQ012510 PIN W4W PLEATED NEWPORT BEACH, CA 92660 2 2 HVAC PKG A/CO1 ROOF CARRIER J F M A M J J A 8 0 N D MIN SOUG102810 PIN 2423 PLEATED 2 2 2 2 SIN NIA TypeHEAT PUMP 20X25" PLEATED 1 J 1 J J J P/N 2431 PLEATED 1 1 1 1 14VAC PKG AIC03 100" J F J A M J J A J N J NVAC PKG A/CO2 ROOF CARRIER J F M A M J J A S O N D MIN SOUQ012510 PIN W4W PLEATED 2 2 2 2 SIN 1693GSON1 TypeHEAT PUMP 2D)(2SX2 J J J J PIN 2421 PLEATED 1 1 1 1 16X25)(2 J J J J 14VAC PKG AIC03 ROOF CARRIER J F M A M j J A S N D MIN SOLI0005820 P/N 2421 PLEATED 1 1 1 1 1 S(N 1$=SABS1 TypaHFATP UMP 16X2%M J J J HVAC PKG AIC04 DATA RM. LIESERT J F M A M J J A 8 0 N 0 MIN MME018A PIN 2383 DISPOSABLE 1 1 1 1 SIN TyPCAIR CLD.SELF COMY.2SX7 J J J J HVAC PKG A = HONEYWELL MIN ACP -H35 SIN Ty"2 TON HEAT PUMP AIH AH01 I MECH.RM. CARRIER J F M A M J J A S O N D MIN 39NX48L P/N 2428 PLEATED 18 16 16 1R SIN 2093736195 24X24)(2 J J J J PIN 24X24X6 AIH AH02 MECH,RM. CARRIER J F M A M J J A 8 0 N D MIN 39W49L PIN sm 2093786196 24X12)(2 PIN 2 X17)(6 I i i P-MAX Preveetrne Mehderence Sysemn Pxge1 DW71199712:41 am 04/17/97 13:15 '310 693 4075 • CAL -AIR Cal Air, Inc Equipment List and Filter Schedule Customer Names CITY OF NEWPORT BEACH SIM Location: CENTRAL. LIBRARY 1000 AVACADO AVENUE NEWPORT BEACH, CA 92110 BOILER 801 YARD PARKER MIN 17SOMSTU SIN RECIP NC CH01 YARD CARRIER MIN 30GB- 150.C&IUh SIN 1593F43779 TypeAIR COOLED EXHST FAN F1F01 GREENHEC K MIN BSQ40 SIN Twe1 HP EXHST FAN FJF02 GREENHEC K AMU ssa-eo SIN Tvoe112 HP EXHST FAN EIF03 GREENHEC K NUN BSO-80 SIN Type112 HP EXHST FAN EIRK GREENHEC K MIN BSO.90 SM Type1 HP EXHST FAN EMM GRFENHEC K MIN GSP -152 SIN Typel/4 HP • 12003/005 EXHST fAN CIFN GREENHEC K MIN BS© -120 SOU Typo1.S HP EXHST FAN k1hUt GREENHEC K MIN SSQ-80 SIN Type 12 HP EXHST FAN EIF08 GREENHEC K MIN SSO.127 SIN Type114 HP , PaF 2 007%89712~42 am 04/17/97 13:15 '$810 093 4075 • CAL -AIR Cal ALk Inc Equipment List and Filter Schedule Customer Name: CITY OF NEWPORT BEACH $kye Lnratim, CENTRAL LIBRARY 1000 AVACADO AVENUE NEWPORT BEACH, CA 92660 i .... 1&004/005 PUMP 12101 YARD BELL & GOSSETT MIN 1510 am Type5 HP-HOT WATER PUMP PI02 YARD BELL &CAMETT MIN 1F10 am TypaS HP-HOT WATER PUMP PI03 YARD BELL & GOSSETT MIN 1510 Sim Type10HP -CH. WTR. PUMP P104 YARD BELL & GOSSETT MIN 1510 SIN Tvoel0HP -CH.WATER Equipment metes: CHILLER HAS SIX OGE COMPRESSORS_ ONLY TWO COMPRESSORS HAVE ACCESS VALVES FOR OIL CHANGES. CONTROL SYSTEM IS A CARRIER CCS. P�AAX P�CVe1'OWe Mpnt�ce Sy>dem Page 3 04!1 711 997 1 244 em 04/17/97 13:16 '0310 093 4075 0 Customer Name: CITY OF NEWPORT BEACH Site L=Wan: CENTRAL LIRRARY 1000 AVACADO AVENUE NEWPORT BEACH, CA 960 CAL -AIR Cal Air, Inc Special Provisions 12005/005 FINAL FILTERS - AIR HANDLERS CHANGE FINAL FILTERS ONCE A YEAR (DECEMBER). (INAL FILTERS SHALL FIT PROPERLY IN THE UNIT AND BE A MINIMUM OF 8696 EFFICIENCE AND 91" DEFP BELL & GOSSETT EXPANSION TANKS HOT WATER XPANSION TANK LOCATED ON BASEMENT MECHANICAL ROOM_ CHILLED WATER XPANSION TANK LOCATED IN CHILLER YARD. MODEL CS 60 AND 8200 BELL s GOSSETT AIR SEPARATORS MODEL WO R-3 AND R-4 CARRIER COMFORT NETWORK (CCN) CNTROL SYS DDC CONTROL SYSTEM TO BE MONITORED IN CAL -AIR'S OFFICE, AND CHECKED ON SITE. VAV BOXES 25 - IST FLOOR. LOCATED ABOVE T -BAR CEILING. 25. SECOND FLOOR, EXPOSED CEILING. VARIABLE FREQUENCY DRIVES. 2 - ON THE AIR hANDLER SUPPLY FANS, AND 2 ON THE RETURN FANS.DRIVES ARE 'GRAHAM' MODEL 1700 SERIES. P-MAx Re4we" MWMKWM Slshem CmbW Pope 3 04M 7/19971" em CIF NEWPORT BERCH FISCAL SERVICES - PURCHASING (714) 644 -3118 INVITATION FOR BID (NOT AN ORDER) FOR AIR CONDITIONING SERVICE Central Library - City of Newport Beach Bid No. 96 -IFB -016 NOTICE IS HEREBY GIVEN that sealed BIDS will be received at the Purchasing Office, City of Newport Beach, 592 Superior Avenue, Newport Beach, California 92663 until 9:00 AM on Wednesday the 23rd day of April. It shall be the responsibility of the bidder to deliver his BID to the Purchasing Office by the proper announced time. BIDS will be publicly opened and read aloud at 9:00 AM, or as soon thereafter as practicable on April 23, 1997, in the Purchasing Office for furnishing of AIR CONDITIONING SERVICE for the Central Library. Each BID shall specify each and every item as set forth in the specifications. Any and all exceptions to the specifications shall be clearly stated in the submittal, and failure to set forth any item in the specifications shall be grounds for rejection of the bid: There shall be a Mandatory Pre -BID meeting and Job -Walk. All bidders must be in attendance in order to continue the bidding process. Under no circumstances shall an alternative meeting and job -walk be granted. Interested bidders must pick up a BID package prior to attending the Mandatory Pre -BID meeting and Job -Walk. BID packages may be obtained at the Purchasing Office at 592 Superior Avenue, Newport Beach, California if you call and reserve a package in your company's name, at least one (1) day prior to picking it up. Call (714) 644 -3118 to reserve you bid package. You may also reserve a copy of your BID package by Fax your request to (714) 642 -7072. BIDS shall be returned to the attention of Purchasing, within said time limit, in a sealed envelope identified on the outside with the BID Number and the Opening Date. Dated: April 7, 1997 1 SEW PO � Air0onditioning Service - Central Army = = Bid No. 96 -I.FB -016 �UroaP I. INTENT It is the intent of the City of Newport Beach to establish an annual contract to provide air conditioning service as specified herein. II. PROJECT LOCATION Central Library 1000 Avocado Avenue Newport Beach, CA 92660 III. PRE -BID METING AND JOB -WALK (MANDATORY) A Mandatory Pre -BID meeting and Job -Walk is required. All bidders must be in attendance at the Pre -BID Meeting and Job -Walk in order to continue in the bidding process. Under no circumstances shall an alternative meeting and job - walk be granted. The Meeting shall be held at 9:30 AM on Wednesday, April 16, 1997 in the "Friends Community Room" located on the first floor in the Central Library. IV. RULES FOR BIDDING A. Late bids shall not be accepted. It is the responsibility of the bidder to deliver bids by the proper announced time and date. If a bidder chooses not tf respond, but wishes to remain on the City's bid list, the bidder must submit a "No Bid Response." This document must be returned to the Purchasing Office no later than the announced bid opening. Failure to return such response may result in the bidder's firm to be removed from the City's bidder's list. B. BIDs shall be completed in its entirety on the City's Bid form. Incomplete BIDS shall be rejected. A "No Bid" submittal is not considered incomplete, unless where otherwise stated C. BID submittal shall include a signed and dated "Certificate of Independent Price Determination" for the Bid to be valid. D. BIDs shall be publicly opened and read on the date and time published in the BID document. K, G. The City of Newport0ach reserves the right to accept or*ct any or all bids, or to cancel in part or in its entirety this solicitation, or to waive any informality, technical defect, or clerical error in the bid document False, misleading, incomplete or unresponsive statements in connection with the submittal may be deemed sufficient cause for rejection. The City shall be the sole judge in making such determinations. By participating in this solicitation, bidders agree to accept the decision of the Purchasing Office as final. All opened bids received will be public record. F. If any bidder contemplating submitting a bid is in doubt as to the meaning of any part of the bid documents, or finds discrepancies in, or omissions from the specifications, bidders may request from Purchasing, in writing, an interpretation or correction thereof. The person submitting such a request shall be responsible for its prompt delivery. All interpretations of the bid document will be made by addenda only, duly issued, and a copy of each such Addendum will be mailed or delivered to each bidder receiving a bid document at the submitter's last address of record. The City will not be responsible for any other explanation or interpretation of the bid document. Whenever a question as to the meaning of any portion of this document, the buyer, Bill West, can be reached at: (714) 644 -3118 City of Newport Beach, P.O. Box 1768, Newport Beach, California 92658 -8915 G. Bidder shall submit one (1) original bid response, Attachment "A ", Pages I through 5 marked "Original" with original signatures, and one (1) complete copy of the BID response, Attachment "A ", marked "Copy ". H. All prices and notations shall be in ink or typewritten. No erasures permitted. Mistakes may be crossed out and corrected, and must be initialed in ink by person signing the bid. Bidders will take all responsibility for any errors or omissions in their bid. Any discrepancies in numbers or calculations shall be interpreted to reflect the lowest price to the City of Newport Beach. I. The City of Newport Beach reserves the right to postpone the date and time of the opening of bids by announcing same at any time prior to the date and time announce in this document. J. In submitting the bid, the bidder acknowledges that the bidder has thoroughly and carefully read and understands the bid document and attachments; agrees to furnish the service at the prices, quantities and terms and conditions stated; and certifies that the information contained in the bid is true and complete to the best of the bidder's knowledge. III. AWARD A. BIDS will be reviewed by representatives of client City departments and one representative of the Administrative Services department. 3 B It is the City's objeA to obtain the best services at the Oest cost. One bidder will be awarded the contract for all aspects ofthis bid. The Following criteria will be used in determining the award: 1. Cost of Services 2. Company experience on similar type of equipment 3. References IV. GENERAL INFORMATION A. Work included in these documents shall be performed on the site locations as specified herein. B. Each bidder shall visit the site of the project to fully acquaint himself with the conditions and difficulties attending the performance of the Contract. No additional compensation nor relief from any obligation of the Contract will be granted because of lack of knowledge of the site or the conditions under which the work will be accomplished. C. There shall be a pre -bid meeting and job -walk as stated in Section III above. D. The successful bidder must be in good standing with the City of Newport Beach. The successful bidder shall obtain a City of Newport Beach Business License and all other permits required under th lwas governing the State of California, prior to commence- ment of services and shall maintain them throughout the period of the agreement. E. The successful bidder shall execute and deliver to the Purchasing office all contract documents as outlined in Attachments `B" and C" prior to commencement of services. A Contractor agrees to supply services shown, as needed by the City, at prices listed upon purchase document. B The Contract awarded shall be in effect for twelve (12) months. If it is mutually agreeable to both the successful contractor and the City of Newport Beach, the price agreement may be renewed in one year increments for up to three (3) additional years. The City does not have to give reason if it elects not to renew. Contractor agrees to supply services shown, as needed by the City, at prices listed upon purchase document. C The City of Newport Beach reserves the right to cancel this price agreement without cause with a thirty (30) day written notice, or with cause, immediately. D. Percentage discounts shall remain the same for the period of the price agreement . 4 • 0 {. No price increases will be permitted during the first price agreement year. All decreases will be automatically extended to the City. Requests for price increases in the second, third, or fourth price agreement year will require forty -five day written notice to Purchasing Division and include bona fide proof of cost increases. The basis of the change will be in accordance with the published Consumers Price Index for All Urban Consumers for Los Angeles- Anaheim - Riverside for the year ending April. Annual price changes requests may not exceed this published percent of change. Additionally upon renewal of the second year, price changes may also be requested for price changes corresponding with a County of Orange landfill dump fee price change and may not exceed that change. All price change requests must be made forty-five days in advance of proposed date of effect and have appropriate documentation to establish price change request. All price change requests are subject to the approval of the City of Newport Beach. The percent price change increase shall be applied to the weekly rate per location and the addition services as listed in the bid form. F. The City of Newport Beach reserves the right to accept, negotiate or refuse the increase request, rebid the price agreement, or take any other action it deems appropriate in lieu of granting price agreement price increases. G. In the event of contractor's default, the City of Newport Beach may procure from other sources and hold the original bidder liable for any resulting increased costs. H. Contractor agrees that if there is a change in ownership prior to completion of this price agreement, the new owners will be required under terms of sale to assume this price agreement and complete it to the satisfaction of the City. I. Conflict of Interest: Contractor shall exercise reasonable care and diligence to prevent any actions or conditions that could result in a conflict with the best interest of the City. J. This obligation shall apply to contractor's employees, agents, relatives, subtier contractor's and third parties associated with accomplishing the work hereunder. K. Contractor's efforts shall include, but not be limited to, establishing precautions to prevent its employees or agents from making, receiving, providing, or offering gifts, entertainment, payments, loans, or other considerations which could be deemed to appear to influence individuals to act contrary to the best interest of the City. L. Contractor warrants that he has no blood or marriage relationship, and that he is not in any way associated with any City officer or employee, or any architect, engineer, or other puerperal of the specifications for this project. Contractor further warrants that no person in his/her employ has been employed by the City within one year of the date of this solicitation. 5 M. An} correspondence relerring to the terms, prices and conditions or this price agreement must be directed to the Purchasing Division to the attention of the buyer. For Norther information, contact the buyer, (714) 644-3 1 18, between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday. Under no circumstances shall the contractor contact the using department without first clearing through the buyer. N. Contractor's books, records, and plans or such part thereof as *tray be engaged in the performance of this contract, shall at all reasonable times be subject to inspection and audit by any authorized representative of the City. O. This price agreement is subject to an contingent upon applicable budgetary appropriations being made by the City of Newport Beach's City Council for each fiscal year during the term of this price agreement. If such appropriations are not forthcoming, the price agreement will be terminated without penalty to the City. P. This price agreement shall be construed and interpreted according to the laws of the Sate of California. Q. Any changes beyond this document shall occur only when ordered in writing by the City of Newport Beach Purchasing Division. In absence of such written order, any such product supplied or work done shall be considered unauthorized and will not be R. As applicable, all items furnished on this price agreement shall meet or exceed the standards established by the California Occupational Safety and Health Act of 1973 and current amendments thereto, provided the end use of the item is for the purpose for which the item was intended. S. Contractor shall comply with all air pollution control, water pollution, Safety and Health Ordinances and statues which apply to the work performed or supplies provided pursuant to this contract, including but not limited to, any requirements specified in state government codes. T. Contractor is, for all purposes arising out of this contract, an independent contractor and shall not be deemed an employee of the City of Newport Beach, It is expressly understood and agreed that the successful bidder shall in no event, as a result of this price agreement, be entitled to any benefits to which City employees are entitled including, but not limited to, overtime, any retirement benefits, worker's compensation benefits, and injury leave or other leave benefits. U. Assignment or Subcontracting: No performance of this agreement or any portion thereof may be assigned or subcontracted by the contractor without the express written consent of the City. Any attempt by the contractor to assign or subcontract any performance of this agreement without the express written consent of the City shall be invalid and shall constitute a breach of this agreement. Whenever the contractor is 6 authorized to sobcon* or assign, the terms shall incorretc by reference and not conflict with this agreement. V. The contractor warrants that all persons employed have satisfactory past records indicating their ability to accept the kind of responsibility anticipated in this type of work. All employees shall be required to wear uniforms, badges or other means of identification which are to be furnished by the contractor and must be worn at all times while working on City property. W. Whenever the contractor's operations create a condition hazardous to traffic or to the public, he shall furnish, erect and maintain at his expense and without cost to the City of Newport Beach, flagman and/or control devices as are necessary to prevent accidents or damage or injury to the public. Signs, lights, flags, and other warning and safety devices shall conform to the requirements set forth in the current 1976 Second Edition of Work Area Traffic Control Handbook, published by Building News, Inc., on behalf of the City of Los Angeles. X. The City of Newport Beach's terms and conditions shall take precedence over other terms and conditions. VI. INDEMNIFICATION A. Contractor shall protect and indemnify the City, the City Council, and all of its or their officers, agents and servants against any claim or liability arising from or based on bidder's violation of any existing or future State, Federal, and local laws, ordinances, regulations, orders or decrees pertaining to bidders submittal. B, All work covered by this price agreement done at the site of maintenance or in preparing or delivering materials to the site shall be at the risk of contractor alone. Contractor agrees to protect, defend, indemnify, save and hold harmless City and its elected and appointed boards, officers, agents, and employees from any and all claims, liabilities, expenses, or damages of any nature, including attorney fees. for injury to or death of any person (contractor's employees, included), and for injury t any property, including consequential damages of any nature resulting therefrom, arising out of or in any way connected with the performance of this price agreement, except that the indemnity obligation of contractor shall be reduced by an amount proportional to the active negligence of City, if any. C. Contractor shall comply with all of the provisions of the Workers' Compensation insurance laws and Safety in Employment laws of the State of California , including the applicable provisions of Divisions 4 and 5 of the California Labor Code and al amendments thereto and regulations promulgated pursuant thereto, and all similar State, Federal or Local Laws applicable; and contractor shall indemnify and hold harmless City from and against all claims, liabilities, expenses, damages, sits, actions, proceedings and judgments, or every nature and description including attorney fees, that may be presenteWrought or recovered against Citv (W account of any liability under or failure to comply with any of said laws which uia) be incurred by reason of any work performed under this price agreement by contractor.or any subcontractor or others performing on behalf of contractor. D. City does not, and shall not, waive any rights against contractor which it may have by reason of the above hold harmless agreements, because of the acceptance by City or the deposit with City by contractor of any or all of the required insurance policies. E. The hold harmless agreements by contractor shall apply to all liabilities, expenses, claims, and damages of every kind (including but not limited to attorney fees) incurred or alleged to have been incurred, by reason of the operations of contractor or any subcontractor or others performing on behalf of contractor, whether or not such insurance policies are applicable. F. Contractor shall require any and all subcontractors to afford the same degree of indemnification to the City of Newport Beach and its elected and appointed boards, officers, agents, and employees that is required of contractor and shall incorporate identical indemnity provisions in all contracts between contractor and his subcontractors. G. In the event that contractor and City are sued by a third party for damages caused or allegedly caused by negligent or other wrongful conduct of contractor, or by a dangerous condition of City's Property created by contractor or existing while the property was under the control of contractor, contractor shall not a relieved of its indemnity obligation to City by any settlement with any such third party unless that settlement includes a full release and dismissal of all claims by the third party against the City. VII. Insurance See Attachments `B" and "C" Contractor shall not commence work under this price agreement until he has obtained all insurance required under this section and the insurance has been approved by City as to form, amount, and carrier, nor shall contractor allow any subcontractor to commence any work until all similar insurance required of the subcontractor has been obtained and approved. Neither the failure of contractor to supply insurance policies and coverage, nor the failure of City to approve same shall alter or invalidate the provisions of this price agreement. Proof of Insurance: Prior to award of the price agreement, contractor shall furnish City proof of compliance with the above insurance requirements in a form satisfactory to the City Attorney or Risk Management. See Attachments "B" and "C" N Vlll. Performance A S:.e Attachments "B" Contractor shall furnish, with the execution of this Agreement, the otllowing: (l) a surety bond in an amount equal to one hundred percent (100 %) of the contract price as security for the Faithful Performance of the Agreement. The Surety and Surety Forms must be satisfactory to the City. Such surieite must be authorized to issue bonds in California; surities must be listed on the latest revision to the U.S. Department of the Treasury Circular 570; and must be shown to have suficient bonding capacity to provide the bonds required by the contract documents. The rights and remedies available to City pursuant to this paragraph shall be cumulative with all rights and remedies available to Coty pursuant to statutory and common law. All rights and remedies are expressly reserved, and nei her the fu n Bing of the Bonds, nor acceptance by City, shal constitute a waiver of any -thee rights or remedies available to City against Contractor. IX. SPECIFICATIONS - GENERAL A. Proof of performance and adherence to specifications shall be upon the bidder. Support such as test results, technical data, or other pertinent information shall be supplied by the vendor at no cost to the City. The City shall be the sole judge as to the adequacy of supporting documentation. B. As part of the submittal, bidder must submit reference: of similar size and requirements. Each reference must include the name of t1he firm/agency, address, contact person(s), and telephone number(s). References shall not be within the bidder's own organization or subsidiary. The City of Newport Beach reserves the right to contact the references. C. Bidder must provide as part of the submittal, at the time of submission, a copy of any and all warranties. Tests, Inspections, review of the specifications or plans, payment or acceptance by the City of Newport Beach, does not constitute a waiver, modification, or exclusion of any express or implied warranties or any rights under this contract of law. 9 X. SPECIFICAT[WNS- AIR CONDITIONING SERVICE REQUIREMENTS Preventive maintenance service shall be performed at the Central Library, 1000 Avocado Avenue, Newport Beach, on a quarterly basis during weekday hours (8:00 A.M. to 5:00 P.M., Monday through Friday). Emergency service shall be provided evenings and weekends, 7 days a week. Any malfunctions noted during these inspections shall be reported. Authorization for repairs shall be obtained before proceeding. 1. List of Equipment in Contract. 2 Carrier #39NX49L Air Handler 2 Carrier #39NX49F Return Fan 1 Carrier #30GB -15 Chiller 1 Carrier #50QJ012 Package Unit 2 Carrier #50QJ012 Compressor 3 Carrier #50QJ005 Package Unit 1 Liebert #MME018A Package Unit 1 Honeywell #ACP -H35 2 Ton Heat Pump 1 Hankison #802000 Air Dryer 1 Parker #1730 MBTU Boiler 2 Greenheck #BSQ -90 Exhaust Fan 3 Greenheck #BSQ -80 Exhaust Fan 1 Greenheck #BSQ -120 Exhaust Fan 1 Greenheck #BSQ -127 Exhaust Fan 1 Greenheck #CSP -152 Exhaust Fan 2 Bell & Gossett #1510 5 HP Pump 2 Bell & Gossett #1510 10 HP Pump 1 Bell & Gossett #60 Hot Water Pump 1 Be!; & Gossett #B -20 Chilled Water Pump 1 Bell & Gossett #R -3 Hot Water Pump 1 Bell & Gossett #R -4 Chilled Water Pump 10 0 9 2. Filters (INCLUDED in bid price) - Farr Company QTY SIZE TYPE CHG/YR 16 24" X 24" X2" 30/30 4 12 24" x 12" x 2" 30/30 4 16 24" x 24" x 6" Riga - Flo /PH (7/8' header) 1 12 24" x 12" x 6" Riga - Flo /PH (7/8" header) 1 2 16" x 25" x 2" Disp 4 2 16" x 25" x 2" Disp. 4 2 16" x 25" x 2" Disp. 4 3. HVAC service work, filter replacement, water treatment, and control systems maintenance shall be performed in the manner herein specified. Each service shall be performed quarterly as part of the base bid. Technicians shall check in with Library personnel prior to starting work, and, when finished, present documentation for signature by a Library representative. Documentation shall list all activities and units serviced by the technician during the time covered. 4. HVAC Service Work: A. Air Handling Units : Check blower wheel and coil face for dirt accumulation; clean as needed. Clean and paint rust spots. Observe noise level. Verify proper economizer operation, if present. Lubricate motorized dampers , linkage, and bearings. Clean condensate pans and verify proper drainage and trap operation. Check dampers for disconnected and loose linkage. Clean damper blades. Inspect mounting devices. Furnish and install new prefilters. Prefilters shall be 2" pleated, 30% efficiency type, changed quarterly. Lubricate bearings as required. Check belt wear, tightness, and alignment; adjust as needed. Check sheave condition. Change air handler's final filters once per year. The final filters shall fit properly in the unit and be a minimum of 65% efficiency and 11" deep. B. E!P ^tric Motors and Pumps: Check motor mounting and tighten. Check motor for excessive heat and noise. Check starts! and disconnect for loose connection and burned contacts. Oil or grease motor bearings if bearings are not of sealed type. Measure current draw and verify that it is within nameplate. Check packing glands and seals. Check motor air passages and clean as necessary Check for proper rotation 11 0 0 C. Exhaust Fans: Lubricate bearings when necessary. Check for proper operation. Check belts, alignment, and sheaves; adjust and /or align as necessary. Inspect starter operation if applicable. Clean all electrical components. Check and /or adjust dampers as needed. D. Chilled and Hot Water Coils: Check for rust and scale. Check temperature drop across coil. Check fins. Check inlet and outlet water temperatures. Check chilled water coils for condensate water carryover in the airstream. E. Air Cooled Water Chiller: 1. Quarterly - Check compressor oil level, pressure, and condition of oil. Check for oil leaks. Check refrigerant charge. Check condition of insulation. Check crankcase heater operation. Check compressor mounting. Check head pressure, suction pressure, and oil pressure. Inspect external fittings on compressor. Check gauges. Check starter operation. Clean all electrical components; inspect contactors for wear or pitting. Check operation of oil failure control. Verify proper unit operation. Wash condenser coils with water. 2. Annually - Inspect and clean motor control centers. Replace refrigerant drier cores. Change compressor oil and oil filter. Perform oil sample test for acid contamination. Calibrate and adjust compressor safeties and controls. Set and adjust compressor unloaders. Perform pump down test. Check net compressor oil pressure and report results. Balance refrigerant charge. Electronically leak check compressors and provide SCAQMD information. Report any abnormal conditions that may present potential operational problems. Remove compressor oil and debris from job site. F. Rooftop Packaged Units and Split Systems: Perform the activities listed above for reciprocating refrigeration compressors. Perform the activities listed above for air handling units, including prefilters Wash condenser coils with water Check air temperature differential across the cooling coil Check all piping, fittings, and coils for refrigerant leaks. Verify proper operation of unit in cooling and heating mode. During the heating season, check heat pump reversing valve operation, temperature differential across the heating coil, and head pressure in the heating mode. 12 0 0 G. Boilers: Check general condition of hot water boiler, steam boiler, duct furnace, unit heaters, forced air furnace, and electric resistance heat. Check ignition system and pilot assembly. Insure that all safety and operating controls work. Inspect flue piping for obstructions or leaks. Check relief valve settings, automatic water feed system, and water pressure regulator. Check air change in expansion tank; drain and recharge as necessary. Blow down boiler. Check low water and flow cutoffs. Adjust controls per seasonal requirements. Check all mountings and fastenings for tightness. Check boiler access doors and plates for leakage. Check for signs of rust. Flush rust from water level control in boiler. Check and clean boiler make -up valve. H. Water Pumps: Check operation and related gauge readings. Observe seals; check for leakage. Lubricate as required. Ductwork: Clean return air grills annually; brush clean and seal with silicone any open joints in ducts; paint any exposed ductwork. 5. Water Treatment A. Check water condition and analyze samples quarterly. B. Verify proper operation of chemical system and adjust chemicals. C. Provide all chemicals to prevent scale, corrosion, and biological growth. Should excessive new scale or biological growth form, the contractor shall remove said scale or growth at no additional cost to the Library. D. Verify proper water bleed for the application. 6. Control Systems Maintenance and Support: A. Contractor shall be fully capable of installing, troubleshooting, maintaining, programming, and otherwise supporting the Library with its DDC control system. 1) It is desirable to have the contractor certified by the vendor of the Library's control system (Southern Califomia Air Conditioning Distributors), or other vendor of this type of control system. 2) In lieu of certification, contractor shall have evidence of training and experience in the DDC control system. 3) Certification or training shall include CCS /Comfort Controller systems, rather than VVT or other Carrier systems. 4) Lvidence of certification, or Iraining and experience shall he included with proposal 13 0 0 B. It is preferable that the same service contractor be capable of maintaining both the equipment and its integrated controls system. However, if this portion is subcontracted, the subcontractor shall be available during normal business hours, or on call evenings and weekends. Evidence of subcontractor and qualifications shall accompany proposal. C. A list of other projects installed and /or maintained by the contractor, utilizing the same controls present in the Library building, shall be included with the proposal. D. Remote (offsite) monitoring must be offered, with monthly setpoint update reports and the monthly opportunity to change any setpoints at no additional charge. E. Quarterly site consultations with Library personnel shall be included in this contract at no additional charge. 7. Schedules A. All equipment, including the control system, shall receive the specified maintenance on a quarterly basis unless otherwise specified. B. Filters shall be replaced quarterly, except for final filters. C. Water treatment systems, treated water, and chemicals shall be inspected quarterly. D. Annual service shall be done on the chiller and air ducts. Other Contractor Requirements: A. The contractor shall have sufficient staff to provide both regular and emergency service. If we have emergency air conditioning problems, we expect someone on site that day to handle them. Evidence of number of service staff and service vehicles shall accompany proposal. B. The contractor shall offer 24 hour service and a guaranteed four (4) hour response time. C. It would be desirable for the contractors to maintain in house engineering staff, properly licensed and currently practicing HVAC engineering work in the state of California. This would assure engineering staff availability for consultation with service technicians performing the previously specified tasks for the Library. D. All HVAC supplies (including filters) shall be stored off site. E. Contractor shall notify Library a minimum of 24 hours in advance of arriving for the servicing. 14 0 0 F. Filters will be INCLUDED in the bid pricing. Belts are to be priced at cost as needed. G. The contractor shall FULLY GUARANTEE all work performed. H. The contractor shall leave all parts replaced, including filters, belts, fittings, etc. at Library . 9. Service Call Coverage (alternate add) A. An alternate add to the proposal will be to include in the contract coverage of all 24 hour emergency response calls during the period of the contract. B. This will include all labor, overtime charges, truck charges, and non - specific (nuts, bolts, screws, tape, rags, wire, etc.) parts. C. This add includes "too hot' and "too cold" calls, but does not include scheduled repairs. 10. Submittals A. Evidence of employee or subcontractor certification or training in DDC system controls. B. List of projects installed and/or. maintained by contractor utilizing Carrier systems including types of controls used. C. Size of service staff and number of service vehicles. D. Three business references. 15 LI 0 ATTACHMENT "A" Bid Forms NOTE: Bidder must submit one (1) Bid response, Attachment "A ", marked "Original" with original signatures and one (1) copy of the Bid response, Attachment "A ", marked "COPY ". Failure to do so may cause your Bid to be considered "Non- Responsive" and disqualified. dEwPORr o • Attachment "A" r BID FORM (NOT AN ORDER) Air Conditioning Service 96 -IFB -0164 (BIDS sent by delivery service or hand delivered shall be delivered to the 592 Superior Avenue address. It is the responsibility of the Bidder to make sure that the Bid is delivered by the time BIDS are Due.) The City of Newport Beach is inviting bids on the following, per the attached specifications: The undersigned bidder, in compliance with the invitation for bid for the above mentioned project, proposes to furnish all supervision, transportation, equipment, labor, materials and supplies and to perform the services for the project in accordance with the Bid documents. A. Cost for Quarterly Service (four times per year) including HVAC service work, prefilter changes, water treatment, and control systems maintenance, and Annual (once per year) chiller maintenance and one final filter change to take place each December. Cost $ B. Cost for Quarterly and Annual Service as specified above including emergency service calls as described in the specifications. Cost $ C. Billing Rates: Labor Straight Time Cost $ Overtime Cost $ Double Time (Holidays) Cost $ Trip Charge Cost $ For this Bid to be valid, this sheet must be signed Company Name Authorized Signature / Date Above Name (Print / Type) / Title CIF NEWPORT BEACH FISCAL SERVICES - PURCIIASING (714) 644 -3118 CERTIFICATE OF INDEPENDENT PRICE DETERMINATION I certify that this bid is made without prior understanding, arrangement, or connection with any corporation, firm or person submitting a bid for the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud. I certify that I have not entered into any arrangement or agreement with any City of Newport Beach public officer. I understand collusive bidding is a violation of State and Federal laws and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of the bid ad certify that I am authorized to sign this bid for the bidder. Authorized Representative (Signature) Above Name and Title (printed/typed) Date THIS PAGE MUST BE SIGNED AND RETURNED WITH BID FOR BID TO BE VALID COMPANY" INFORMA79N . i;ach bid shall set lorth the toll navies and residences of all persons and parties interested in the bid. if the bid is by a corporation. state names of the officers who can sign an agreement on behalf of the corporation and whether more than one officer must sign. If' the bid is by a partnership or a joint venture, state the names and addressed of all genera partners and joint venturers. If the bidder is a sole proprietorship or another entity that does business under a fictitious name, the bid shall be in the real name of the bidder with a designation following showing "DBA (the fictitious name) ": provided, however, no fictitious name shall be used unless there is a current registration with the Orange County Recorder. In case of corporations, include the names of the President, Secretary, Treasurer, and Manager. The undersigned, as bidder declares that all documents regarding this bid have been examined and that, if awarded, will enter into a price agreement with the City of Newport Beach. The bidder acknowledges that addenda number to have been received and have been examined as part of the bid document. In submitting the bid response, the bidder agrees that acceptance of this bid by the City of Newport Beach City Council with ninety (90) days after the bid opening constitutes a contract. Firm Name: Address: Telephone:(_ Area Code Fax: (� Area Code Federal Tax Number: Signature: Circle One: Owner Partner Officer Print Above Name: Title: Date: rI COMPANY INFORMATION (continued) Awarded contractor must possess a Newport Beach Business License, a City solid waste franchise and all necessary permits, prior to contract award. All bidders must submit the following information with their written bid submittal: (You may use additional sheets if desired) 1. Length of time you firm has been in business: 2. Length of time at current location: 3. Type, number and City business license(s): References: Submit the company names, addresses, telephone numbers, contacts, and a brief contract description of at least three clients in California for whom comparable projects (per proposed price agreement requirements) have been completed: 1 (Company Name) Address: (Street) Brief Description. of Project: 2. (Company Name) Address: (Street) Brief Description of Project: 3. (Company Name,) Address: (Street) Brief Description of Project: (Contact Person) (Phone # ) (City) (State) (Zip) (Contact Person) (Phone # ) (City) (State) (Zip) (Contact Person) (City) (Phones!) (State) (Zip) For this Bid to be valid, this sheet must be signed. Signature • ATTACHMENT "B" Notice to Successful Bidder • • Attachment `B" ► 1 � 1 i ' The following contract documents shall be executed and delivered to the Purchasing office within fifteen (15) days (not including Saturday, Sunday and Federal holidays) after the date of mailing Notice of Award to the successful bidder: CERTIFICATE OF INSURANCE GENERAL LIABILITY INSURANCE ENDORSEMENT AUTOMOBILE LIABILITY INSURANCE ENDORSEMENT NVORKERS' COMPENSATION INSURANCE CERTIFICATION PERFORMANCE BOND The City of Newport Beach will not permit a substitute format for these contract documents. Bidders are advised to review their content with bonding, insuring and legal agents prior to submission of bid. Insurance companies affording coverage shall be (1) currently authorized by the Insurance Commissioner to transact business of insurance in the State of California, and (2) assigned Policyholders' Rating A (or higher) and Financial Size Category Class VIII (or larger) in accordance with the latest edition of Best's Key Rating Guide: Property - Casualty. Coverage shall be provided as specified in the Standard Specifications for Public Works Construction, except as modified by Special Provisions. The Workers' Compensation Insurance Certification shall be executed and delivered to the City along with a Certificate of Insurance for workers' compensation, and the Performance Bond prior to City's execution of the Contract. Contractor shall famish, with the execution of this Agreement, the following: (1) a surety bond in an amount equal to one hundred percent (100 %) of the contract price as security for the Faithful Performance of the Agreement. Both the Surety and Surety Forms must be satisfactory to the City. Such sureties must be authorized to issue bonds ir. California; sureties must be listed on the latest revision to the U.S. Department of the Treasury Circular 570; and must be shown to have sufficient bonding capacity to provide the bonds required by the contract documents. i • ATTACHMENT "C" Insurance Endorsements / Certificates Attachni CfI�►[�I�1LI11R� t31111i�y1�6YUi�iL `[y�►11Zi)Z�Yt01W�►�y It is agreed that: With respect to such insurance as is afforded by the policy for General Liability, the City of Newport Beach, its officers and employees are additional insured, but only with respect to liability arising out of operations performed by or on behalf of the named insured in connection with the contract designated below or acts and omissions of the additional insured in connection with its general supervision of such operations. The insurance afforded said additional insured(s) shall apply as primary insurance and no other insurance maintained by the City of Newport Beach shall be called upon to contribute with insurance provided by this policy. 2. The policy includes the following provision: "The insurance afforded by the policy applies separately to each insured against whom claim is made or suit is brought, except with respect to the limits of liability of the company affording coverage." 3. The insurance afforded by the policy for Contractual Liability Insurance (subject to the terms, conditions and exclusions applicable to such insurance) includes liability assumed by the named insured under the indemnification or hold harmless provision contained in the written contract designated below, between the named insured and the City of Newport Beach. 4. With respect to such insurance as is afforded by this policy, the exclusions, if any, pertaining to the explosion hazard, collapse hazard and underground property hazard (commonly referred to as "XCU" hazards) are deleted. 5. The limits of liability under this endorsement for the additional insured(s) named in Paragraph 1 of this endorsement shall be the limits indicated below written on an "Occurrence" basis: ( ) Commercial ( ) Comprehensive General Liability $ each occurrence $ aggregate The applicable limit of Contractual Liability for the company affording coverage shall be reduced by any amount paid as damages under this endorsement in behalf of the additional insured(s). 0 0 Attachment " C.' The limits of liability as staled in this endorsement shall not increase the total liability of the company affording coverage for all damages as the result of any one occurrence in excess of the limits of liability stated in the policy as applicable to General Liability Insurance. 6. Should the policy be non- renewed, canceled or coverage reduced before the expiration date thereof, the Issuing Company shall provide 30 days' advance notice to the City of Newport Beach by registered mail, Attention: Public Works Department. 7. Designated Project Title and Contract No. This endorsement is effective 12:01 a.m. and forms a part of Policy No. of (Company Affording Coverage) Insured: Endorsement No.: ISSUING COMPANY Authorized Representative at i Attachmeut ! AUTOMOBILE IAB[ ITY INSURANCE END RS UM ENT It is agreed that: 1. With respect to such insurance as is afforded by the policy for Automobile Liability, the City of Newport Beach, its officers and employees are additional insured, but only with respect to liability for damages arising out of ownership, maintenance or use of automobiles (or autos) used by or on behalf of the named insured in connection with the contract designated below. The insurance extended by this endorsement to said additional insured does not apply to bodily injury or property damage arising out of automobiles (1) owned by or registered in the name of an additional insured, or (2) leased or rented by an additional insured, or (3) operated by an additional insured. The insurance afforded said additional insured(s) shall apply as primary insurance and no other insurance maintained by the City of Newport Beach shall be called upon to contribute with insurance provided by this policy. 2. The policy includes the following provision: "The insurance afforded by the policy applies separately to each insured who is seeking coverage or against whom a claim is made or suit is brought, except with respect to the limits of liability of the company affording coverage." 3. The limits of liability under this endorsement for the additional insured named in Paragraph I of this endorsement shall be the limits indicated below for either Multiple Limits or Single Limit: ( ) Multiple Limits ( ) Bodily Injury Liability ( ) Bodily Injury Liability ( ) Property Damage Liability ( ) Combined Single Limit Bodily Injury Liability & Property Damage Liability person accident The limits of liability as stated in this endorsement shall not increase the total liability of the company affording coverage for all damages as the result of any one • • Attachment "C" accident or occurrence in excess of the limits of liability stated in the policy as applicable to Automobile Liability Insurance. 4. Should the policy be non- renewed, canceled or coverage reduced before the expiration date thereof, the Issuing Company shall provide 30 days' advance notice to the City of Newport Beach by registered mail, Attention: Public Works Department. 5. Designated Contract: Project Title and Contract No. This endorsement is effective and forms a part of Policy No. of at 12:01 a.m. (Company Affording Coverage) Insured: Endorsement No.: ISSUING COMPANY Authorized Representative • • Attachment "C" "I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers' compensation or to undertake self - insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract." Date Contract Number Name of Contractor (Principal) Authorized Signature and Title ABM ID: MRR 27197 11 15 No.008 P.03 GOLDEN EAt;1*I3STSURANCE C01i1PANY` . r P.O. BOX 85826 - SAN DIEGO, CA 92186.5826 AUTOMATIC ADDITIONAL INSUREDS - CONSTRUCTION CONTRACTS THIS ENDOnSEMENT CHANGES THE POLICY. PUASE READ IT CAREFULLY, This endVr58ment modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE FORM Endorsement Effective: 1/1/97 W 1a;01 AJd, Slone Old Tiroel Named Insured; Advanced Building 1iaintenance Company 10834 E. Whittier Blvd., WhittieT, CA 90806 Policy No: CCP 465555 -00 This cndvrscment changes the policy affective on the inception date of the policy unless another date is indicated above. The following provision is added to Section li (WHO IS AN INSURED). 5. Any person(s) or organizations (s) (hereinafter called "Additional Insured ") with whom you agree in a written contract to name as an Insured is an lnsured but only with respect to liability arising out of your ongoing (as opposed to com- pleted) operations for the Additional Insured on the project specified in the contract, including acts or omissions of the Additional Insured in conneclinn with the general supeniunn of your ongoing (as opposed to completed) operations. However, the insurance provided to the Additional Insured does not apply to: A, "Property damage" to; 7) Property oartcd, used or occupied by or mated to the Additional Insured; 2) Prcperty in the care, custody, or control of the Additional Insured or over which the Additional Insured is for ant purpose exercising physical controls or b. "Bodily injury." "property damage," or 'personal injury" arising out of an architect's, engineer's, or surveyor's ren- dering of or failure to render any professional services for you, for the Additional Insured, or for others, including: 1) The. prnparinp, approving, or failing io approt,s maps, drawings, opinions, reporls, surveys, change orders, designs or specifications; and «) Supervisory, insp&etion, or engineering sen ices. These exclusions apply in addition to those contained in the CGmmcrcial General Liability Coverage Part. Premium: The premium for this ondorsement is five percent (5 %) of the annual general liability premium, subject to a miuimmin plcntium of $250.00. The advance premium 0migtwl w :bib time ii subject to the audit provisions of the polity. CITY OF NEWPORT BEACH 592 sUPE8I0R AVENUE, BUILDING "H" NEWPORT BEACH. CA 92663 Insurance Certificates Additional Insured Endorsements Bonds: Performance & LabodPayment OECGC4 0 11118 51 Includes eopytlghtrd meter16l of tnaurenaa SarviCes l')11itC, t /2., 1934 wlth RBA TD: MAP 97'97 11:14 Nn-002 P.09 . . ..... . . . ....... .. .1 ".M. - .. ... A" -CA A ��' /62112/97 rr. PROBLIC Norton Insurance Services, Inc v"t XXU Ina. Serv, of Irvine 3 Corporate Park, Suits 0260 THIS CORTIF[CATE 16 IfNSED As A MATTER of INFQj=TI0N ONLY AND CONFERS No RIGHTS UPON THE CERT&qqk HOLDER, THIS CERTIFICATE DOES NOT AMEN FXT 0871-� ALTER THE C0 - SYTNE .2f, — COMPANIES AFFORDIN CCYVEPA43E .. .... Irvine CA 92606-5111 COMPANY A Goldsu Nagle Insurance Co. CPMPwNY Advanced building Maintenance COMPANY Company 10830 Z. Whittier Blvd, Whittier CA 90906 C COMPANY THIQj2TOCEPTIFV THAT THG POLICIES OFINCURANU.110.TEDPW.IDW14AVFRFFNitySUED TO THE INSURED NAMED A00'M FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT 00 OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN 16 SUBJECT TO A1.1. THE TERMS. 99OW94ONS AND a6MOknews Or sucii POU0ffG. LIM10 CHOWN MAY HAVE BEEN REDUORD BY PAID CLAIMS. 07— POUCY0*'WYiVff POUCY"PIRATtOft LIMITS ,, TYPE OF PNOURAN" POLICY NUMBER 14AMIDONY) OAT9 "NODMI GENERAL UAOIWIY GENERAL AGGREGATE #2,000,000 P"PVQTV - QQMy PALO 92,000,000 'T DUMM,,t IAL UtNtRAL LiFAILITY CLAUS fAA" OCCUR CCP 465555-00 ()1/01/97 O1 IDII94D PERSONAL & AOV INJURY $1.000,000 OWNER'S & CONTRACTOR'S MY EACH *O0LftRI!IVCE #2,000,000 FIRE DAMAGE IA" M file) $50#000 Mto iAP CAMY 41111 PM04 *5 000 A AUTOMONLRUAAILVTV ANY AUTO CC? 465555-00 01/01/97 O1/01/98 COMINN11D SINGLE LIMIT $1,000,000 IWDILY INJURY IN, ALL VWNEPAW09 SCHEDULED AUTOS X BODILY INJURY HIRED AUTOS NON.OMED AUTOS MOPFRTT DAMAGE V • LIABILITY AUTO ONLY • EA ACCIDENT ANY AUTO OTHER THAN AUT3 ONLY: EACH ACCIOINT I qOARAGII AGOREGATIZ 6 Exas" UARIVIV EACH OCCURRENCE 6 4 UMOMLA FORM A40MOATE KET 0 OT14LA THAN WORaLA FORM WORMN COMOSPIRA"ON AND WAKOVM'UABIUTY ?L EACH ACCIDENT $.l F Q00'..9D0-. 0% OISEASE - POUCY LIWT A THE PRQPRItTORr rL PARTNCASAXTWIVE OFF[AfRRARP FYa. NWC 319506-02 01/01/97 01/01198 41,006,000 - EL DISEASE- LA IMPLO'99 $1,000j000 j- DESCRIPTION 0 OPIPRIATIOXSACICATIONSRIMMLESAMRAL ITEMS *B)c 30 days not Do of cancellation or 0 aym nt oftearami". MflffhzitIb hgl*er fS named as an additional MUM per sEf-afted orgement. .............. CITYNPB *mq,^.0 ANY Of THE ABOVE QI*MSVP MU01:6 09 CANCE11 M WORE T149 EXPIRATION DAYS THIR99P. THE 11IOUNG COMPANY VAIL M12 AVIV" '10 MAIL City of Newport Beach Attnt Purchasing Office 30 ALM FAILLM TO MAR 9110141 N07109 SHALL WOOS NO ONUILATICN OR UAMUTY $92 0vp*rILcr Avenue, 5,14g, "Iff" OF ANY KIND UM='CVR!'A IT=I 6 OR KPW"LPiT ATIVP. AVTHONI90 Newport Beach CA 92663 I*d "® American Motorifts Insurance Comp PREMIUM BASED ON FINAL CONTRACT PRICE Bond Number: 3SM 891 681 00 Premium: $ 887.00 m DIRECT CORRESPONDENCE TO: LOU JONES & ASSOCIATES, PO BOX 41375, 7470 N. FIGUEROA ST., LOS ANGELES, CA 90041 PHONE (213) 257 -8291 • FAX (213) 25 &7218 Public Works Performance Bond - 07- 31- 96.dot 0 State of California County of Los Angeles On FEB 2 81997 before me, A. Melendez Notary Public NAME,TITLE OF OFFICER personally appeared SeAna D. Conrad NAME OF SIGNER EPersonally known to me - OR - ❑ proved to me on the basis of satisfactory evidence c A MEL ENDEZ 2 -C r ECd.91A 5 2 ✓�';� FS 2 • '` -! .. _x„i s :!'_...meat l9, 7999 ............... •u��w��o�w�H to be the person(s) whose name(s) is /are subscribed to the within instrument and acknowledged to me that he /she /they executed the same in his /her /their authorized capaLicy(ics), at:d.that by leis /her /d} eir signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. WITNESS my hand and official seal. OPTIONAL Though the data below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent reattachment of this form. CAPACITY CLAIMED BY SURETY ❑ INDIVIDUAL ❑ CORPORATE OFFICER TITLE(s) ❑ PARTNER(S) ❑ LIMITED ❑ GENERAI, 0 ATTORNEY -IN -FACT ❑ TRUSTEE(S) ❑ GUARDIAN /CONSERVATOR ❑ OTHER SIGNER IS REPRESENTING: NAME OF PERSON(S) OR ENTn -YpES) American Motorists Insurance Company DESCRIPTION OF ATTACHED DOCUMENT BOND(S) TITLE OR TYPE OF DOCUMENT NUMBER OF PAGES FEB 28 1997 DATE OF DOCUMENT SIGNER OTHER THAN NAMED ABOVE American Motorists Insurance Company • n�rst� Home Office: Long Grove, IL 60049 ®COM tPMes POWER OF ATTORNEY e Know All Men By These Presents: That the American Motorists Insurance Company, (hereinafter called the "Company ") a corporation organized and existing under the laws of the State of llinois, and having its principal office in Long Grove, Illinois, does hereby appoint - KeAna D. Conrad of Los Angeles, its true and lawful agent(s) and attorney(s)4n -fact, to make, execute, seal, and deliver during the period beginning with the date of issuance of this power and ending on the date specified below, unless sooner revoked for and on its behalf as surety, and as its act and deed: Any and all bonds and undertakings provided the amount of no one bond or undertaking exceeds TWO HUNDRED FIFTY THOUSAND DOLLARS ($ 250, 000. 00)"'"*"« " "` " « " *'"" * * * **" " "' « * *' " "'"" "'" EXCEPTION: NO AUTHORITY is granted to make, execute, seal and deliver any bond or undertaking which guarantees the payment or collection of any promissory note, check, draft or letter of credit. This authority does not permit the same obligation to be split into two or more bonds in order to bring each such bond within the dollar limit of authority as set forth herein. This appointment may be revoked at any time by the Company. The execution of such bonds and undertakings in pursuance of these presents shall be as binding upon the said Company as fully and amply to all intents and purposes, as if the same had been duly executed and acknowledged by its regularly elected officers at its principal office in Long Grove, Illinois. THIS APPOINTMENT SHALL CEASE AND TERMINATE WITHOUT NOTICE AS OF December 31, 1997 This Power of Attorney is executed by authority of a resolution adopted by the Executive Committee of the Board of Directors of the Company on February 23, 1988 at Chicago, Illinois, a true and accurate copy of which are hereinafter set forth and is hereby certified to by the undersigned Secretary as being in full force and effect: "VOTED, That the Chairman of the Board, the President, or any Vice President, or their appointees designated in writing and filed with the Secretary, or the Secretary shall have the power and authority to appoint agents and attorneys -in -fact, and to authorize them to execute on behalf of the Company, and attach the seal of the Company thereto, bonds and undertakings, recognizances, contracts of indemnity and other writings, obligatory in the nature thereof, and any such officers of the Company may appoint agents for acceptance of process." This Power of Attorney is signed, sealed and certified by facsimile under and by authority of the following resolution adopted by the Executive Committee of the Board of Directors of the Company at a meeting duly called and held on the 23rd day of February, 1988: "VOTED, That the signature of the Chairman of the Board, the President, any Vice President, or their appointees designated in writing and filed with the Secretary, and the signature of the Secretary, the seal of the Company, and certifications by the Secretary, may be affixed by facsimile on any power of attorney or bond executed pursuant to resolution adopted by the Executive Committee of the Board of Directors on February 23, 1988 and any such power so executed, sealed and certified with respect to any bond or undertaking to which it is attached, shall continue to be valid and binding upon the Company." In Testimony Whereof, the Company has caused this instrument to be signed and its corporate seal to be affixed by its authorized officers, this September 20, 1995. Attested and Certified: American Motorists Insurance Company Robert P. Hames, Secretary by J. S. Kemper, III, Exec.Vice President STATE OF ILLINOIS SS COUNTY OF LAKE 1, Irene Klewer, a Notary Public, do hereby certify that J. S. Kemper, Ill and Robert P. Harries personally known to me to be the same persons whose names are respectively as Exec. Vice President and Secretary of the American Motorists Insurance Company, a Corporation organized and existing under the laws of the State of Illinois, subscribed to the foregoing instrument, appeared before me this day in person and severally acknowledged that they being thereunto duly authorized signed, sealed with the corporate seal and delivered the said instrument as the free and voluntary act of said corporation and as their own free and voluntary act for the uses and purposes therein set forth. My commission expires 1 -28 -98 SEAL' IfbM la 4 lleM ► Ilatrry Public. of ANN ► Cev EW M 01 V 1V V V V V Irene Klewer, Notary Public E CERTIFICATION I, J.K. Conway, Corporate Secretary of the American Motorists Insurance Company, do hereby certify that the attached Power of Attomey dated September 20, 1995 on behalf of the person(s) as listed above is a true and correct copy and that the some has been in full force and effect since the date thereof and is in full force and effect on the date of this certificate; and I do further certify that the said J. S. Kemper, Di and Robert P. Harries, who executed the Power of Attorney as Executive Vice President and Secretary respectively were on the date of the execution of the attached Power of Attorney the duly elected Executive Vice President and Secretary of the American Motorists Insurance Company. IN TESTIMONY WHEREOF, I have he eun rlbed my name and affixed the corporate seal of the American Motorists Insurance Company on this FEB � -- U1 ,19_ m I a/ J. K. Conway, Corporate Secretary This Power of Attorney limits the acts of those named therein to the bonds and undertakings specifically named therein and they have no authority to bind the Company except in the manner and to the extent herein stated. FM 0362 6 -96 Power of Attorney - Term Printed in U.S.A tam tican Motor& Insurance Compak Bond Number : 3SM 891 681 00 PUBLIC WORKS PAYMENT BOND KNOW State.of successors, and assigns, jointly and se WHEREAS, the.above bounded Pri do and ;perform the following work, to,wit and NOW', THEREFORE, THE CONDITION OF THIS OBLIGATION, is such, . Thatif said! Principal, his or administrators, successors or assigns or sub - contractors, shall fail to pay for ry materials, provisions, supplies or teams ;;implements or machinery used in, upon, for or about the performance of the work contr for any work or labor thereon of any kind, or for amounts due under the Unemploymett Insurance Act work or labor, aszrequired by the provisions of Chapter 7, Title 15, Part 4; Division 3 of-[he Civil Code, a claimant shall have. complied.. with the.provisions.of said Code, or.for any amounts required to be deducted in DIRECT CORRESPONDENCE TO: LOU JONES & ASSOCIATES, PO BOX 41375, 7470 N. FIGUEROA ST., LOS ANGELES, CA 90041 PHONE (213) 257 -8291 • FAX (213) 256 -7218 Public Works Payment Bond - 07- 31- 96.dot State of California County of Los Angeles On MAR 27 1997 A. Melendez NAME Notary Public TITLE OF OFFICER personally appeared KeAna D. Conrad NAME OF SIGNER ■Personally known to me -OR - ❑ proved to me on the basis of satisfactory evidence .......................... ♦ A NI LE'VC,EZ 7910 R S . � e N0 *iY 0 C DFC9NIA S 2 FWP /P L. S.* M.LES 2 My C:: FEa -. s Nove . Se. i 9.1999 • suwwYOOSUSnsera sessYSY C:.cusssYSa to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she /they executed the same in his/her /their authorized capacity(ies), and that by his/her /their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. WITNESS my hand and official seal. OPTIONAL Though the data below is not required by taw, it may prove valuable to persons relying on the document and could prevent fraudulent reattachment of this form. CAPACITY CLAIMED BY SIGNER ❑ INDIVIDUAL ❑ CORPORATE OFFICER TTI'LE(S) ❑ PARTNER(S) ❑ LIMITED ❑ GENERAL ■ ATTORNEY -IN -FACT ❑ TRUSTEE(S) ❑ GUARDIAN /CONSERVATOR D OTHER: SIGNER IS REPRESENTING: NAME OF PERSON(S) OR ENTITY(EES) American Motorists Insurance Company DESCRIPTION OF ATTACHED DOCUMENT BOND(S) TITLE OR TYPE OF DOCUMENT NUMBER OF PAGES MAR 27 1997 DATE OF DOCUMENT SIGNER OTHER THAN NAMED ABOVE American Motorists Insurance Company • nat�nat Horrms Office: Long Grove, IL 60049 ®gym POWER OF ATTORNEY 'e Know All Men By These Presents: That the American Motorists Insurance Company, (hereinafter called the "Company") a corporation organized and existing under the laws of the State of Ilinois, and having its principal office in Long Grove, Illinois, does hereby appoint KeAna D. Conrad of Los Angeles, California "` * "" " " "" "` * " " " "" ""` * "* " * " * *"" * * * * * **" * "* its true and lawful agent(s) and attomey(s) -in -fact, to make, execute, seal, and deliver during the period beginning with the date of issuance of this power and ending on the date specified below, unless sooner revoked for and on its behalf as surety, and as its act and deed: Any and all bonds and undertakings provided the amount of no one bond or undertaking exceeds TWO HUNDRED FIFTY THOUSAND DOLLARS ($ 250, 000. 00)'**«**"*****'*»*** *"*" * * * **,. * * * * **,** *' *' "*` * *`. EXCEPTION: NO AUTHORITY is granted to make, execute, seal and deliver any bond or undertaking whim guarantees the payment or collection of any promissory note, check, draft or letter of credit. This authority does not permit the same obligation to be split into two or more bonds in order to bring each such bond within the dollar limit of authority as set forth herein. This appointment may be revoked at any time by the Company. The execution of such bonds and undertakings in pursuance of these presents shall be as binding upon the said Company as fully and amply to all Intents and purposes, as if the same had been duly executed and acknowledged by its regularly elected officers at its principal office in Long Grove, Illinois. THIS APPOINTMENT SHALL CEASE AND TERMINATE WITHOUT NOTICE AS OF December-31,1997 This Power of Attorney is executed by authority of a resolution adopted by the Executive Committee of the Board of Directors of the Company on February 23, 1988 at Chicago, Illinois, a true and accurate copy of which are hereinafter set forth and is hereby certified to by the undersigned Secretary as being in full force and effect: "VOTED, That the Chairman of the Board, the President, or any Vice President, or their appointees designated in writing and filed with the Secretary, or the Secretary shall have the power and authority to appoint agents and attomeys -in -fact, and to authorize them to execute on behalf of the Company, and attach the seal of the Company thereto, bonds and undertakings, recognizances, contracts of indemnity and other writings, obligatory in the nature thereof, and any such officers of the Company may appoint agents for acceptance of process." This Power of Attorney is signed, sealed and certified by facsimile under and by authority of the following resolution adopted by the Executive Committee of the Board of Directors of the Company at a meeting duly called and held on the 23rd day of February, 1988: "VOTED, That the signature of the Chairman of the Board, the President, any Vice President, or their appointees designated in writing and filed with the Secretary, and the signature of the Secretary, the seal of the Company, and certifications by the Secretary, may be affixed by facsimile on any power of attorney or bond executed pursuant to resolution adopted by the Executive Committee of the Board of Directors on February 23, 1988 and any such power so executed, sealed and certified with respect to any bond or undertaking to which it is attached, shall continue to be valid and binding upon the Company." In Testimony Whereof, the Company has caused this instrument to be signed and its corporate seal to be affixed by its authorized officers, . this September 20, 1995. Attested and Certified: 1 American Motorists Insurance Company Ss"p arm —rrr- Robert P. Hames, Secretary by J. S. Kemper, III, Exec.Vice President STATE OF ILLINOIS SS COUNTY OF LAKE I, Irene Klewer, a Notary Public, do hereby certify that J. S. Kemper, III and Robert P. Harries personally known to me to be the same persons whose names are respectively as Exec. Vice President and Secretary of the American Motorists Insurance Company, a Corporation organized and existing under the laws of the State of Illinois, subscribed to the foregoing instrument, appeared before me this day in person and severally acknowledged that they being thereunto duly authorized signed, sealed with the corporate seal and delivered the said Instrument as the free and voluntary act of said corporation and as their own free and voluntary ac for the uses and purposes therein set forth. 4 "OFFICIAL SEAL' 101 t trans xlefta I, Ib �10" lmrro, Erpbw absls ► � hh �Mlon Eap4m umn ► My commission expires 1 -28 -96 Irene Klewer, Notary Public CERTIFICATION ` I, J.K. Conway, Corporate Secretary of the American Motorists Insurance Company, do hereby certify that the attached Power of Attorney dated September 20, 1995 on behalf of the person(s) as listed above is a true and correct copy and that the same has been in full force and effect since the date thereof and is in full force and effect on the date of this certificate; and I do further certify that the said J. S. Kemper, III and Robert P. Hames, who executed the Power of Attorney as Executive Vice President and Secretary respectively were on the date of the execution of the attached Power of Attorney the duly elected Executive Vice President and Secretary of the American Motorists Insurance Company. IN TESTIMONY WHEREOF, I VAR hereunto subscribed my name and affixed the corporate seal of the American Motorists Insurance n Company on this � 2 7 1997 1 19_. y �+rw�mw �.a J. K. Conway, Corporate Secretary This Power of Attorney limits the acts of those named therein to the bonds and undertakings specifically named therein and they have no authority to bind the Company except in the manner and to the extent herein stated. t FM 0362 6 -96 Power of Attorney - Term Printed in U.S.A -------------------------- CITY OF NEWPORT BEACH RECEIPT --- D�£W@ NEWPORT BEACH. CALIFORNIA 92663 t �gg No 0961996 u Y I �U[OPYJ .. IS yyy{4 n /'O�AT�Ji ' RECEIVED FROM [ 1.6� iP_ F- C J �Y a& 04 �CX�F J - `% ✓ N+ FOR: DEPARTMENT By E TV 02 c� 1 Fly APR 1 AWR136003ALS • MEMO • RECOMMENDATION FOR AWARD To: John Callahan From: Bill West Subject: RECOMMENDATION FOR AWARD Janitorial Services Please review the attached recapitulation and BID responses, evaluate for aware recommendation and return a signed copy of this memo with your comments as soon as practical. Please itemize specific reasons for your recommendation/selection. Reference Bid No. 96 -IFB -003 Requisition dated: 9126/96 Janitorial Services Received in Purchasing: 1011196 Buyer Comments 15 -firms picked up Bid packages and were present for the Job -Walk. Nine (9) responded as shown on the attached recapitulation Although cost is a consideration, your review should evaluate all factors in order to provide your facilities with the services which will meet your needs Reference E -Mail sent this date with additional notes. Buyer Signature: REQUESTING DEPARTMENT'S COMMENTS /RECOMMENDATION Recommend Award To: Reason(s) for Selection: � 1 An, . Authorized Approval: __ _ Date: Z Department: 11/20/96 • • o O o O W) rn m t6 W A m N y U O W) P � Q ro j _ Z 77 N u � N i K N V to m Y N to O o 3 � c 2 a (9 lb tD N O 0 +'• G N E1D 9° tq N J Z N m U) IA M N It 2 N c O v y p o N O O O U ca l C c C N U CL p d g to `° Q o f 2 3 O 7 c o. ^ N J Z .0 " F A (D _ O c O E ... .M _ > N N y O O N €> m 91 :Q "O O c � pj d �= O E W . W of co 4 9 no _ Q o M t J Z 3 C -O O m lC3 In O U to A W c O W "O m t m 'O to in O C �' 'p ° °m o m o d 5 ° C 3 Y 'o ai 3 o t o m H V o n C ;i > o It ; O u o H rn a • V_ W N . 0 C4 J O n E LL a E g 7 O C'1 m= s u to n N a m N °� to O m fA M U C to « c z m W - ~ _ C Q _ U �_ l4 c d U t6 O m m O O r O H •m O �O O C N c O 0 � N v K N U O o > w CL1 3 C_ CD N J 69 Z a> N E Cl) v� co IO L tO � 3 (U O tH v' .r S N O N .+ vF > L CQ N G N �. o C t> o ,o c V G cc O 'm to oa N N O m 3 v ; O E N m N C to m c N l6 C J O N to O >� O- 2 O O g m W r U 01 to N - N c -gyp N N rn G9 v M e N U n 0 t° N 31 W '- CL C c O D! -O C d r' c O O O" N O b m - d N E L c Y O V O e A '; o o 3 ti ,v_ m ; y t3 0 y c N co e a o r Q d Y CL > « � N _j to). Z o m c O 3 Q to ^ C N N o c o. v > rn 7 C O H f•' O y a d c m CO to O C O N N O d n o N rn C R e y c tp W W r Q S o d d v 4= n W c Z u m¢ > - X ci do 0 0 m a V C m m a M m G7 m v- to m Z Q rn H O m z z - - - Q CITYOF NEWPORT BERCH FISCAL SERVICES - PURCHASING (714) 644 -3118 ADDENDUM No. 1 FOR JANITORIAL AND RELATED SERVICES Bid No. 96 -IFB -003 NOTICE IS HEREBY GIVEN that sealed bids will be received at the Purchasing Office, City of Newport Beach, 592 Superior Avenue, Newport Beach, California 92663 until 9:00 AM on Wednesday the 20th day of November. It shall be the responsibility of the bidder to deliver his bid to the Purchasing Office by the proper announced time. Bids shall be publicly opened and read aloud at 9:00 AM, or as soon thereafter as practicable on November 20, 1996, in the Purchasing Office for furnishing of JANITORIAL AND RELATED SERVICES for the Central Library, Three (3) Branch Libraries, Balboa Community Center and Oasis Senior Center. The answers to the questions posed during the Pre -Bid Meeting and Job -Walk appear on the following pages. This includes Sq. Footage of floors and the prices charged by current supplier. This information shall be Faxed to you to permit quicker access with a copy to follow in the mail. Please read it carefully. Change pages 1 and 2 of Attachment "A" (Bid Form) with those which shall be sent to you. These pages are marked "Revised - Addendum" in the upper right hand corner. Bids submitted without this change shall be considered non - responsive and may be disqualified. The "Additional Items" requested for the OASIS Senior Center (Carpet Shampoo, Interior/Exterior Window Cleaning, Hourly Rates for Rentals (Take- down/Put- Away Tables & Chairs & Clean facility), Etc., shall be negotiated with the successful bidder. i ADDENDUM No. 10 Janitorial and Related Services Bid No. 96 -IFB -003 1. How should the stones (or tiles) be sealed? The City has not specified that the stones (or tiles) be sealed. However, a two (2) page write -up regarding "Liquid Stone Soap" P24 for natural stone and "Intensive Cleaner /Grout Film Remover" R55 for natural stone will be mailed to you in the hard copy of Addendum No. 1. In addition a four (4) page write -up pertaining to the care for American Olean Ceramic Tile will be included as well. 2. Contractor Access: There are alarms at the Central Library which limit access during certain hours and limit entrance to certain doors in the building. These can be worked out with the selected contractor. There are no alarm systems at any of the other facilities. 3. Mariner's Branch: Exterior Restrooms - Are not to be included in this Bid. 4. Balboa Community Center: Paper Products - As stated in # 11 of the specifica- tions The Cleaning Company shall, "Supply and stock all paper supplies." (Toilet paper, Z -Fold paper towels and seatcovers). This is a new facility and a record for usage is not available. 5. Oasis Senior Center: Supplies - What supplies will be provided by the City? All supplies, cleaning and paper shall be provided by the City (including floor wax when that service is requested). The Cleaning Company will use their own vacuum and brooms, etc. 6. Oasis Senior Center: Which rooms are to be cleaned by the Cleaning Company? The Cleaning Company shall clean the MultiPurpose room, Kitchen, Lobby, Six (6) restrooms ( 3 -Male 3- Female) and the Lobby. The other rooms are cleaned by the City. 2 ADDENDUM No. Janitorial and Related Services Bid No. 96-IFB -003 SQ. FOOTAGE & COST/Mo. 7. Sq. Footage of each facility with breakdown of type of floor & Central Library: 1 st floor 1st floor 2nd floor Corona del Mar Branch: OASIS Senior Center: Multipurpose Room MP Room & Lobby Bathrooms (6) Kitchen 22,058 Carpet 3,000 Tile(estimate) 21,473 Carpet 3,800 mostly Carpet except restrooms 4,000 Linoleum 1,000 Carpet 200 Tile 50 Linoleum Mariner's Branch: 7,000 mostly Carpet Vinyl floor in entry way, workroom and restrooms MP/VJC Room 1,200 Linoleum Office 100 Linoleum Kitchen 60 Linoleum Balboa Branch: 6,000 mostly Carpet except restrooms $4,149.23 $ 216.23 $ 273.00 $ 581.30 $ 472.68 Balboa Community Center: N/A Main Dance Room 1,000 Wood floor new facility Offices 397 Carpet Restrooms 148 Tile Kitchen 400 Linoleum NOTE: Power Squadron Classroom & Closet are not to be cleaned. 0 BID FORM (NOT AN ORDER) Janitorial and Related Services 96 -IFB -003 Attachment "A" "Revised -Addendum 1" RETURN BIDS BY MAIL TO: Fiscal Services - Purchasing, City of Newport Beach, 3300 Newport Boulevard, Newport Beach, CA 92663 BIDS WILL BE RECEIVED UNTIL: 9.00 AM Wednesday November 20. 1996 BIDS WILL BE OPENED AT: Purchasing Office - Central Warehouse 592 Superior Avenue, Bldg. "H" (This address is not recognized as a mailing Corporation Yard address by the U.S. Postal Service) Newport Beach, CA 92663 (Bids sent by delivery service or hand delivered shall be delivered to the 592 Superior Avenue address. It is the responsibility of the Bidder to make sure that the Bid is delivered by the time and date Bids are Due.) The undersigned bidder, in compliance with the invitation for bid for the above mentioned project, proposes to furnish all supervision, transportation, equipment, labor, materials and supplies and to perform the services for the project in accordance with the Bid documents. A. JANITORIAL AND RELATED SERVICES Cost/ Cost/ Location Frequency Month Year 1. Central Library 7 (Sun.- Sat) $ $. 2. Balboa Library 6 (Mon: Sat) $ $ 3. Mariners Library 6 (Mon.- Sat) $ $ 4. Corona del Mar Library 5 (Tue.- Sat) $ $ 5. Balboa Community Center 3 (M., W. & F.) $ $. 6. Oasis Senior Center 5 (Mon: Fri.) $ $. TOTAL $ $ B. CALL BACK (Emergency) RATE : 1 Hr. Response Time, 7 Days /Week $ /Hr. C. EARLY PAYMENT DISCOUNT The City of Newport Beach will accept early payment discounts of invoices if the term offered is for twenty (20) days or longer. Early payment discount term: % days. For this Bid to be valid, this sheet must be signed Company Name Authorized Signature ! Date 1 • • COMPANY INFORMATION Attachment "A" "Revised -Addendum 1" Each bid shall set forth the full names and residences of all persons and parties interested in the bid. If the bid is by a corporation, state names of the officers who can sign an agreement on behalf of the corporation and whether more than one officer must sign. If the bid is by a partnership or a joint venture, state the names and addressed of all genera partners and joint venturers. If the bidder is a sole proprietorship or another entity that does business under a fictitious name, the bid shall be in the real name of the bidder with a designation following showing "DBA (the fictitious name) ": provided, however, no fictitious name shall be used unless there is a current registration with the Orange County Recorder. In case of corporations, include the names of the President, Secretary, Treasurer, and Manager. The undersigned, as bidder declares that all documents regarding this bid have been examined and that, if awarded, will enter into a price agreement with the City of Newport Beach. The bidder acknowledges that addenda (numeric character) I to _j_ have been received and have been examined as part of the bid document. In submitting the bid response, the bidder agrees that acceptance of this bid by the City of Newport Beach City Council with ninety (90) days after the bid opening constitutes a contract. Firm Name: Address Telephone:(_ ) Fax:(_ )_ Area Code Area Code Federal Tax Number: Signature: Print Above Name: Circle One: Owner Date: Title: Partner Officer CITYbF NEWPORT' $EAbH FISCAL SERVICES - PURCHASING (714) 644 -3118 INVITATION FOR BID (NOT AN ORDER) FOR JANITORIAL AND RELATED SERVICES Bid No. 96 -IFB -003 NOTICE IS HEREBY GIVEN that sealed bids will be received at the Purchasing Office, City of Newport Beach, 592 Superior Avenue, Newport Beach, California 92663 until 9:00 AM on Wednesday the 13th day of November. It shall be the responsibility of the bidder to delive'r his bid to the Purchasing Office by the proper announced time. Bids shall be publicly opened and read aloud at 9:00 AM, or as soon thereafter as practicable on November 13, 1996, in the Purchasing Office for furnishing of JANITORIAL AND RELATED SERVICES for the Central Library, Three (3) Branch Libraries, Balboa Community Center and Oasis Senior Center. Each bid shall specify each and every item as set forth in the specifications. Any and all exceptions to the specifications shall be clearly stated in the submittal, and failure to set forth any item in the.specifications shall be grounds for rejection of the bid. There shall be a Mandatory Pre -Bid meeting and Job -Walk. All bidders must be in attendance in order to continue in the bidding process. Under no circumstances shall an alternative meeting and job -walk be granted. Bid packages may be obtained at the Purchasing Office at 592 Superior Avenue, Newport Beach, California if you call and reserve a package in your company's name, one (1) day prior to picking it up. Call (714) 644 -3118 to reserve your bid package. You may also reserve a copy of your Bid package by Faxing your request to (714) 642 -7072. Bids shall be returned to the attention of Purchasing, within said time limit, in a sealed envelope identified on the outside, with the Bid Number and the Opening Date. Dated: October 23,19% 1 Janitorial and Related Service• Bid No. 96 -IFB -003 I. INTENT It is the intent of the City of Newport Beach to establish an annual contract to provide janitorial and related services as specified herein. H. PROJECT LOCATIC Central Library Balboa Branch Library Mariners Branch Library Corona del Mar Library Balboa Community Centi Oasis Senior Center Nw 1000 Avocado Avenue 100 East Balboa Blvd. 2005 Dover Drive 420 Marigold Avenue .r 1714 West Balboa Blvd. 5th and Marguerite Newport Beach, CA 92660 Newport Beach, CA 92660 Newport Beach, CA 92660 Corona del Mar, CA 92625 Newport Beach, CA 92660 Corona del Mar, CA 92625 1.111 43AtI 11iU &MR1 i , il). A Mandatory Pre -Bid meeting and Job -Walk is required. All bidders must be in attendance at the Pre -Bid Meeting and Job -Walk in order to continue in the bidding process. Under no circumstances shall an alternative meeting and job -walk be granted. The Meeting shall be held at 9:00 AM on Tuesday, November 5, in the "Friends Community Room" located on the first floor in the Central Library. The other sites shall be visited after that a7.a 91 1 I 1 l�C( j A. Late bids shall not be accepted. It is the responsibility of the bidder to deliver bids by the proper announced time and date. If a bidder chooses not to respond, but wishes to remain on the City's bid list, the bidder must submit a "No Bid Response." This document must be returned to the Purchasing Office no later than the announced bid opening. Failure to return such response may result in the bidder's firm to be removed from the City's bidder's list. B. Bids shall be completed in its entirety on the City's Bid form. Incomplete bids shall be rejected. A "No Bid" submittal is not considered incomplete, unless where otherwise stated C. Bid submittal shall include a signed and dated "Certificate of Independent Pri ce Determination" for the Bid to be valid. D. Bids shall be publicly opened and read on the date and time published in the bid document. 2 • • E. The City of Newport Beach reserves the right to accept or reject any or all bids, or to cancel in part or in its entirety'this solicitation, or to waive any informality, technical defect, or clerical error in the bid document False, misleading, incomplete or unresponsive statements in connection with the submittal may be deemed sufficient cause for rejection. The City shall be the sole judge in making such determinations. By participating in this solicitation, bidders agree to accept the decision of the Purchasing Office as final. All opened bids received will be public record. F. If any bidder contemplating submitting a bid is in doubt as to the meaning of any part of the bid documents, or finds discrepancies in, or omissions from the specifications, bidders may request from Purchasing, in writing, an interpretation or correction thereof. The person submitting. such a request shall be responsible for its prompt delivery. All interpretations of the bid document shall be made by addenda only, duly issued, and a copy of each such Addendum will be mailed. or delivered to each bidder receiving a bid document at the submitter's last address of record. The City shall not be responsible for any other explanation or interpretation of the bid document. Whenever a question as to the meaning of any portion of this document, the buyer, Bill West, can be reached at: Phone (714) 644 -3118 Fax (714) 642 -7072. G. Bidder shall submit one (1) original bid response, Attachment "A ", Pages 1 through 4 marked "Original" with original signatures, and two (2) complete copies of the bid response, Attachment "A ", Pages 1 through 4, both marked "Copy ". H. All prices and notations shall be in ink or typewritten. No erasures permitted. Mistakes may be crossed out and corrected, and shall be initialed in ink by person signing the bid. Bidders shall take all responsibility for any errors or omissions in their bid. Any discrepancies in numbers or calculations shall be interpreted to reflect the lowest price to the City of Newport Beach. I. The City of Newport Beach reserves the right to postpone the date and time of the opening of bids by announcing same at any time prior to the date and time announce in this document. J. In submitting the bid, the bidder acknowledges that the bidder has thoroughly and carefully read and understands the bid document and attachments; agrees to furnish the service at the prices, quantities and terms and conditions stated; and certifies that the information contained in the bid is true. and complete to the best of the bidder's knowledge. V. A. Bids shall be reviewed by representatives of client City.: departments and one representative of the Administrative Services department.; , 3 • • B It is the City's objective to obtain the best services at the lowest cost. One bidder shall be awarded the contract for all aspects of this bid. The Following criteria shall be used in determining the award: 1. Cost of Janitorial and Related Services 2. References i ► �_ 1 ' 1 A. Work included in these documents shall be performed on the site locations as specified herein. B. Each bidder shall visit the sites of the project to fully acquaint himself with the conditions and difficulties attending the performance of the Contract. No additional compensation nor relief from any obligation of the Contract shall be granted because of lack of knowledge of the site or the conditions under which the work will be accomplished. C. There shall be a pre -bid meeting and job -walk as stated in Section III above. D. The successful bidder must be in good standing with the City of Newport Beach. The successful bidder shall obtain a City of Newport Beach Business License and all other permits required under the laws governing the State of California, prior to commencement of services and shall maintain them throughout the period of the agreement. E. The successful bidder shall execute and deliver to the Purchasing office all contract documents as outlined in Attachments `B" and "C" prior to commencement of services. A Contractor agrees to supply services shown, as needed by the City, at prices listed upon purchase document. B The Contract awarded shall be in effect for twelve (12) months. If it is mutually agreeable to both the successful contractor and the City of Newport Beach, the price agreement may be renewed in one year increments for up to three (3) additional years. The City does not have to give reason if it elects not to renew. Contractor agrees to supply services shown, as needed by the City, at prices listed upon purchase document. C The City of Newport Beach reserves the right to cancel this price agreement without cause with a thirty (30) day written notice, or with cause, immediately. 4 D. Percentage discountsoll remain the same for the period ooe price agreement . 1::. No price increases will be permitted during the first price agreement year. All decreases will be automatically extended to the City. Requests for price increases in the second, third, or fourth price agreement year will require forty -five day written notice to Purchasing Division and include bona fide proof of cost increases. The basis of the change will be in accordance with the published Consumers Price Index for All Urban Consumers for Los Angeles- Anaheim - Riverside for the year ending April. Annual price changes requests may not exceed this published percent of change. Additionally upon renewal of the second year, price changes may also be requested for price changes corresponding with a County of Orange landfill dump fee price change and may not exceed that change. All price change requests must be made forty-five days in advance of proposed date of effect and have appropriate documentation to establish price change request. All price change requests are subject to the approval of the City of Newport Beach. The percent price change increase shall be applied to the weekly rate per location and the addition services as listed in the bid form. F. The City of Newport Beach reserves the right to accept, negotiate or refuse the increase request, rebid the price agreement, or take any other action it deems appropriate in lieu of granting price agreement price increases. G. In the event of contractor's default, the City of Newport Beach may procure from other sources and hold the original bidder liable for any resulting increased costs. H. Contractor agrees that if there is a change in ownership prior to completion of this price agreement, the new owners will be required under terms of sale to assume this price agreement and complete it to the satisfaction of the City. I. Conflict of Interest: Contractor shall exercise reasonable care and diligence to prevent any actions or conditions that could result in a conflict with the best interest of the City. J. This obligation shall apply to contractor's employees, agents, relatives, subtier contractor's and third parties associated with accomplishing the work hereunder. K. Contractor's efforts shall include, but not be limited to, establishing precautions to prevent its employees or agents from making, receiving, providing, or offering gifts, entertainment, payments, loans, or other considerations which could be deemed to appear to influence individuals to act contrary to the best interest of the City. L. Contractor warrants that he has no blood or marriage relationship, and that he is not in any way associated with, any City officer or employee, or any architect,. engineer, or other puerperal of the ^sp8b1itcations "for this project. Contractor further warrants that it ) 7s I.�;• '- ,. _ hiP; <': J no person in his/her e4loy has been employed by the Cityqkhin one year of the date of this solicitation. M. Any correspondence referring to the terms, prices and conditions of this price agreement must be directed to the Purchasing Division to the attention of the buyer. For further information, contact the buyer, (714) 644 -3118, between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday. Under no circumstances shall the contractor contact the using department without first clearing through the buyer. N. Contractor's books, records, and plans or such part thereof as may be engaged in the performance of this contract, shall at all reasonable times be subject to inspection and audit by any authorized representative of the City. O. This price agreement is subject to an contingent .upon applicable budgetary appropriations being made by the City of Newport Beach's City Council for each fiscal year during the term of this price agreement. If such appropriations are not forthcoming, the price agreement will be terminated without penalty to the City. P. This price agreement shall be construed and interpreted according to the laws of the Sate of California. Q. Any changes beyond this document shall occur only when ordered in writing by the City of Newport Beach Purchasing Division. In absence of such written order, any such product supplied or work done shall be considered unauthorized and will not be R. As applicable, all items furnished on this price agreement shall meet or exceed the standards established by the California Occupational Safety and Health Act of 1473 and current amendments thereto, provided the end use of the item is for the purpose for which the item was intended. S. Contractor shall comply with all air pollution control, water pollution, Safety and Health Ordinances and statues which apply to the work performed or supplies provided pursuant to this contract, including but not limited to, any requirements specified in state government codes. T. Contractor is, for all purposes arising out of this contract, an independent contractor and shall not be deemed an employee of the City of Newport . Beach, It is expressly understood and agreed that. the successful bidder shall in no event,, as a result of this price agreement, be. entitled . to any benefits to which City; employees are entitled including, but not limited ;to; overtime, any retirement benefits, . worker's compensation benefits, and injury leave or other leave benefits. U. Assignment or . Subcontracting: ; No .performance of this : agreement. or any portion thereof may be assignedor aubaontracted by the contractor-.without the express written consent of the City.. Any attempt by the contractor to assign or subcontract any 6 performance of this allement without the express written *sent of the City shall be invalid and shall constitute a breach of this agreement. Whenever the contractor is authorized to subcontract or assign, the terms shall incorporate by reference and not conflict with this agreement. V. The contractor warrants that all persons employed have satisfactory past records indicating their ability to accept the kind of responsibility anticipated in this type of work. All employees shall be required to wear uniforms, badges or other means of identification which are to be furnished by the contractor and must be worn at all times while working on City property. W. Whenever the contractor's operations create a condition hazardous to traffic or to the public, he shall furnish, erect and maintain at his expense and without cost to the City of Newport Beach, flagman and/or control devices as are necessary to prevent accidents or damage or injury to the public. Signs, lights, flags, and other warning and safety devices shall conform to the requirements set forth in the current 1976 Second Edition of Work Area Traffic Control Handbook, published by Building News, Inc., on behalf of the City of Los Angeles. X. The City of Newport Beach's terms and conditions shall take precedence over other terms and conditions. VIII. INDEMNIFICATION A. Contractor shall protect and indemnify the City, the City Council, and all of its or their officers, agents and servants against any claim or liability arising from or based on bidder's violation of any existing or future State, Federal, and local laws, ordinances, regulations, orders or decrees pertaining to bidders submittal. B. All work covered by this price agreement done at the site of maintenance or in preparing or delivering materials to the site shall be at the risk of contractor alone. Contractor agrees to protect, defend, indemnify, save and hold harmless City and its elected and appointed boards, officers, agents, and employees from any and all claims, liabilities, expenses, or damages of any nature, including attorney fees. for injury to or death of any person (contractor's employees, included), and for injury t any property, including consequential damages of any nature resulting therefrom, arising out of or in any way connected with the performance of this price agreement, except that the indemnity obligation of contractor shall. be reduced by an amount proportional to the active negligence of City, if any. C. Contractor shall comply with all of the provisions of the Workers' Compensation insurance laws and Safety in Employment laws of the State of California , including the applicable provisions of Divisions 4 and 5 of the California Labor Code and al amendments thereto and regulations promulgated pursuant thereto, and all similar State, Federal or Local Laws applicable; and contractor shall indemnify and hold 7 harmless City from agagainst all claims, liabilities, expents, damages, sits, actions, proceedings and judgments, or every nature and description including attorney fees, that may be presented, brought ,or recovered against City or on account of any liability under or failure to comply with any of said laws which may be incurred by reason of any work performed under this price agreement by contractor or any subcontractor or others performing on behalf of contractor. D. City does not, and shall not, waive any rights against contractor which it may have by reason of the above hold harmless agreements, because of the acceptance by City or the deposit with City by contractor of any or all of the required insurance policies. E. The hold harmless agreements by contractor shall apply to all liabilities, expenses, claims, and damages of every kind (including but not limited to attorney fees) incurred or alleged to have been incurred, by reason of the operations of contractor or any subcontractor or others performing on behalf of contractor, whether or not such insurance policies are applicable. F. Contractor shall require any and all subcontractors to afford the same degree of indemnification to the City of Newport Beach and its elected and appointed boards, officers, agents, and employees that is required of contractor and shall incorporate identical indemnity provisions in all contracts between contractor and his subcontractors. G. In the event that contractor and City are sued by a third party for damages caused or allegedly caused by negligent or other wrongful conduct of contractor, or by a dangerous condition of City's Property created by contractor or existing while the property was under the control of contractor, contractor shall not a relieved of its indemnity obligation to City by any settlement with any such third party unless that settlement includes a full release and dismissal of all claims by the third party against the City. IX. Insurance See Attachments "B" and "C" Contractor shall not commence work under this price agreement until he has obtained all insurance required under this section and the insurance has been approved by City as to form, amount, and carrier, nor shall contractor allow any subcontractor to commence any work until all similar insurance required of the subcontractor has been obtained and approved. Neither the failure of contractor to supply insurance policies and coverage, nor the failure of City to approve same shall alter or invalidate the provisions of this price agreement. K Prior to award of the price agreement, contractor shall furnish City proof of compliance with the above insurance requirements in a form satisfactory to the City Attorney or Risk Management. See Attachments `B" and "C" Contractor shall furnish, with the execution of this Agreement, the following: (1) a surety bond in an amount equal to one hundred percent (100 %) of the contract price as security for the Faithful Performance of the Agreement, and (2) a separate surety bond in an amount equal to at least one hundred percent (100 %) of the contract price a security for the payment of all persons finishing labor or materials in connection with the work under this Agreement. Both the Surety and Surety Forms must be satisfactory to the City. Such sureties must be authorized to issue bonds in California; sureties must be listed on the latest revision to the U.S. Department of the Treasury Circular 570; and must be shown to have sufficient bonding capacity to provide the bonds required by the contract documents. The rights and remedies available to City pursuant to this paragraph shall be cumulative with all rights and remedies available to City pursuant to statutory and common law. All rights and remedies are expressly reserved, and neither the furnishing of the Bonds, nor acceptance by City, shall constitute a waiver of any other rights or remedies available to City against Contractor. A. Proof of performance and adherence to specifications shall be upon the bidder. Support such as test results, technical data, or other pertinent information shall be supplied by the vendor at no cost to the City. The City shall be the sole judge as to the adequacy of supporting documentation. B. As part of the submittal, bidder shall submit references of similar size and requirements. Each reference shall include the name of the firm/agency, address, contact person(s), and telephone number(s). References shall not be within the bidder's own organization or subsidiary. The City of Newport Beach reserves the right to contact the references. C. Bidder shall provide as part of the submittal, at the time of submission, a copy of any and all warranties. Tests, Inspections, review of the specifications or plans, payment or acceptance by the City of Newport Beach, does not constitute a waiver, modification, or exclusion of any express or implied warranties or any rights under this contract of law. 0 0 • CLEANING SERVICE REQUIREMENTS CENTRAL LIBRARY The Central Library shall be cleaned nightly, seven nights a week, after the library is closed. The library closes at the following times: Monday- Thursday at 9 p.m., Friday- Saturday at 6 p.m. , and Sunday at 5 p.m. 1. Bathrooms and Kitchens: Bathrooms and kitchens shall be cleaned nightly including toilets - urinals, sinks and counters. All bright work shall be polished nightly. Supplies shall be restocked nightly in the staff and public restrooms and the kitchen. Mirrors shall be cleaned and polished nightly. Dust partitions, tops of mirrors and frames nightly. Remove splash marks from walls around basins nightly. Towel and toilet paper dispensers shall be wiped nightly. Wet mop and rinse floors with disinfectant. 2. Carpets and Floors: All carpets shall be thoroughly vacuumed throughout the library nightly. Vacuum all corners, edges, and beneath furniture weekly using special attachments to vacuum to get into the comers All floors shall be swept and dry/wet mopped nightly. 10 • • I►. :► 1 ►I Buff hard surface floor weekly so as to enable them to present the best possible appearance at all times. Wax or coat floors monthly. Strip and wax or coat twice per year. Carpets shall be spot - cleaned when and where appropriate. All carpets shall be shampooed according to specifications set by the manufacturer, Prince St. Carpets. A regular schedule shall be established to shampoo carpets, wax floors, and clean blinds. Main areas shall be shampooed four times per year: Main entry way Popular Library Main entry - second floor Other areas shall be shampooed twice per year: All aisles. not between book stacks Children's Room - Story telling room Staff lounge Conference Room Community Room All study areas Adult reading room - second floor Telephone reference room Staff and stack areas shall be shampooed once per year: All aisles between stacks Administrative and staff work areas Study rooms Blinds shall be cleaned once a year. 3. Dusting: The library shall be thoroughly dusted nightly throughout including all desks, counters, tables, computers, machines, pictures, and window sills. Dust all vertical surfaces of desk, file cabinets, chairs, tables and other furnishings weekly. Dust book stacks and blinds weekly. Dust high shelves on book stacks monthly. 11 4. Trash and trash can areas: All trash shall be removed nightly from receptacles both inside and outside the library, and liners replaced. Trash shall be removed to collection point in building.. Cigarette butts shall be sifted from ash urns. Areas around outside trash receptacles shall be swept, including any gravel on walkway by front door. 5. Other.cleaning: Entry way doors and windows and the door to Library Administration shall be cleaned nightly. Other interior glass doors shall be cleaned weekly. All tables and countertops shall be wiped down nightly and any spills, coffee rings, etc. removed. All chairs, couches, and seats shall be vacuumed /cleaned nightly and returned to their proper location. All telephones and drinking fountains shall be cleaned and disinfected nightly. Drinking fountains shall be dry polished nightly. Remove fingerprints and marks from around light switches and door frames weekly. Other requirements: Provide emergency cleaning during the day, 7 days a week, with person able to respond to call within 1 hour. For plunging and cleaning up toilets or cleaning up after sick customers. (City would pay extra per call) Biweekly scheduled site inspections by supervisor At least one janitor on site that speaks English. No children allowed in library with cleaning crew. 12 0 0 A night manager shall be available and on call if there are problems with closing, locking, and setting the building alarm. Defective or inoperative building equipment shall be brought to the attention of the library the next day. Janitor closets, equipment and materials shall be kept in a neat, clean and orderly condition at all times. City purchases paper supplies (towels and seat covers), and Purell antibacterial lotion soap for the staff restroom. Cleaning company supplies 44 gal trash bags, liquid soap (Superior Hand Soap by Waxie or equal or other brand approved by authorized library personnel), urinal screens, and other cleaning supplies as needed including buffing pads, cleaners, polish, etc. 13 0 BRANCH LIBRARIES Balboa Branch shall be cleaned 6 days a week: Monday and Wednesday after 9 p.m. Tuesday, Thursday - Saturday after 6 p.m. Mariners Branch /Jorgensen Community Center shall be cleaned 6 days a week: Monday - Thursday after 9 p.m. Friday- Saturday after 6 p.m. Corona Del, Mar Branch shall. be cleaned 5 days aweek: Tuesday, Thursday- Saturday after 6 p.m. Wednesday after 9 p.m. 1. Bathrooms and Kitchens: Bathrooms and kitchens shall be cleaned nightly including toilets - urinals, sinks and counters. All bright work shall be polished nightly. Supplies shall be restocked nightly in the staff and public restrooms and the kitchen. Mirrors shall be cleaned and polished nightly. Dust partitions, tops of mirrors and frames nightly. Remove splash marks from walls around basins nightly. Towel and toilet paper dispensers shall be wiped nightly. Wet mop and rinse floors with disinfectant. 2. Carpets and Floors: All carpets shall be thoroughly vacuumed throughout the library nightly. Vacuum all corners, edges, and beneath furniture weekly using special attachments to vacuum to get into the comers and edges. All floors shall be swept and dry/wet mopped nightly. 14 0 Buff hard surface floor biweekly so as to enable them to present the best possible appearance at all times. Wax floors bimonthly, and strip and wax or coat twice per year. Blinds shall be cleaned monthly. Carpets shall be spot - cleaned when and where appropriate. All carpets shall be shampooed according to specifications set down by carpet manufacturer. A regular schedule shall be established to shampoo carpets, wax floors, and clean blinds. Carpets shall be shampooed once per year. 3. Dusting: The library shall be thoroughly dusted nightly throughout including all desks, counters, tables, computers, machines, pictures, and window sills. Dust all vertical surfaces of desk, file cabinets, chairs, tables and other furnishings weekly. Dust book stacks and blinds weekly. Dust high shelves on book stacks monthly. 4. Trash and trash can areas: All trash shall be removed nightly from receptacles both inside and outside the library, and liners replaced. Trash shall be removed to collection point in building. Cigarette butts shall be sifted from ash ums. Areas around outside trash receptacles shall be swept. 5. Other cleaning:. Entry way doors and windows shall be cleaned nightly. Other doors shall be cleaned weekly. All tables and countertops shall be wiped down nightly and any spills, coffee rings, etc. removed. 15 0 0 W►. .►. II: 3 M W.191 1 O Mram All chairs, couches, and seats shall be cleaned nightly and vacuumed weekly. They shall be returned nightly to their proper location. Fabric furniture shall be shampooed once a year. All telephones and drinking fountains shall be cleaned and disinfected nightly. Drinking fountains shall be dry polished nightly. Remove fingerprints and marks from around light switches and door frames weekly. Other requirements: Provide emergency cleaning during the day, 6 days a week, with person able to respond to call within 1 hour. For plunging and cleaning up toilets or cleaning up after sick customers. (City would pay extra per call) Biweekly scheduled site inspections by supervisor No children allowed in library with cleaning crew. A night manager shall be available and on call if there are problems with closing, locking, and securing building. Defective or inoperative building equipment shall be brought to the attention of the library the next day. Janitor closets, equipment and materials shall be kept in a neat, clean and orderly condition at all times. City purchases paper supplies (towels and seat covers), and Purell antibacterial lotion soap for the staff, restroom. Cleaning company supplies 44 gal trash bags, liquid soap (Superior Hand Soap by Waxie or equal or other brand approved by authorized library personnel), urinal screens, and other cleaning supplies as needed including buffing pads, cleaners, polish, etc. Q a 0 BALBOA COMMUNITY CENTER Cleaning required 3 times a week - Monday, Wednesday, and Friday. Must not begin prior to 8:OOpm and be completed prior to 8:OOam. 1. Clean mirrors thoroughly weekly and spot clean as needed. 2. Dry mop wooden floor weekly (either Wednesday or Friday). 3. Clean bathrooms - mop tile floor and disinfect all areas. 4. Dust baseboards. 5. Dust shelves. 6. Vacuum all carpeted areas daily (except Power Squadron classroom and closet. 7. Dust vents and pictures. 8. Wipe down furniture. 9. Clean and disinfect kitchen (counter tops, sink, etc.) 10. Dust/disinfect ballet bar. 11. Supply and stock all paper supplies. 17 0 Ll OASIS SENIOR CENTER Cleaning required Monday- Friday not to begin until after 9:00 p.m. Daily 1. Clean three (3) sets of restrooms. a. Wet mop floor with germicidal solution. b. Empty waste paper cans. C. Polish metals. d. Clean and disinfect basins, toilet bowls and urinals. e. Disinfect underside and tops of toilet seats. f. Spot clean tile walls and toilet partitions. g. Refill soap, towel, tissue, and seat covers. 2. Vacuum all carpeted areas in Lobby and Multipurpose Room. 3. Sweep with chemically treated dust mop Multipurpose Room floor Monday- Thursday (Friday - wet mop with appropriate cleaner). 4. Clean hard surface floor in Lobby with chemically treated dust mop on Monday and Wednesday. Wet mop on Tuesday, Thursday, and Friday. 5. Wet mop Kitchen floor with chemical disinfectant. 6. Empty all trash cans in Lobby, Multipurpose Room and Kitchen and replace liners. 7. Properly position furniture. 8. Dust wood table tops and window sills in Lobby and Multipurpose Room, 9. Spot clean doors, door frames and counters. 10. Spot clean around wall switches. 11. Sweep entry way outside. 12. Check and secure doors and windows upon completion of work assignments. 13. Turn off lights. M • 0 ATTACHMENT "A" Bid Forms NOTE: Bidder must submit one (1) Bid response, Attachment "A ", Pages 1 through 4 marked "Original' with original signatures and two (2) copies of the Bid response, Attachment "A ", Pages 1 through 4, both marked "Copy ". Failure to do so may cause your Bid to be considered "Non- Responsive" and disqualified. • • Attachment "A" BID FORM (NOT AN ORDER) For Janitorial and Related Services 96 -IFB -003 RETURN BIDs BY MAIL TO: Fiscal Services - Purchasing, Citypf;Newp'ort Beach, 3300 Newport Boulevard, Newport Beach, CA 92663 BIDs WILL BE RECEIVED UNTIL: 9:00 AM Wednesday November 13 1996 BIDs WILL BE OPENED AT: Purchasing Office - Central Warehouse 592 Superior Avenue, Bldg. "I3" (This address is not recognized as a mailing Corporation Yard address by the U.S. Postal Service) Newport Beach, CA 92663 (Bids sent by delivery service or hand delivered shall be delivered to the 592 Superior Avenue address. It is the responsibility of the Bidder to make sure that the Bid is delivered by the time and date Bids are Due.) The undersigned bidder, in compliance with the invitation for bid for the above mentioned project, proposes to furnish all supervision, transportation, equipment, labor, materials and supplies and to perform the services for the project in accordance with the Bid documents. A. JANITORIAL AND RELATED SERVICES Cost/ Cost/ a io Frequency Month Year 1. Central Library 7 (Sun.- Sat) $ $ 2. Balboa Library 6 (Mon: Sat) $ $ 3. Mariners Library 6 (Mon.- Sat) $ $ 4. Corona del Mar Library 5 (Tue.- Sat) $ $ 5. Balboa Community Center 3 (M., W. & F.) $ $ 6. Oasis Senior Center 5 (Mon.- Fri.) $ $ TOTAL $ $ B. EARLY PAYMENT DISCOUNT The City of Newport Beach will accept early payment discounts of invoices if the term offered is for twenty (20) days or longer. Early payment discount term: % days. For this Bid to be valid, this sheet must be signed Company Name Authorized Signature / Date Above Name (Print/Type) / Title 111 • • Attachment "A" COMPANY INFORMATION Each bid shall set forth the full names and residences of all persons and parties interested in the bid. If the bid ' is by a corporation, state names of the officers who can sign an agreement on behalf of the corporation and whether more than one officer must sign. If the bid is by a partnership or a joint venture, state the names and addressed of all genera partners and joint venturers. If the bidder is a sole proprietorship or another entity that does business under a fictitious name, the bid shall be in the real name of the bidder with a designation following showing "DBA (the fictitious name) ": provided, however, no fictitious name shall be used unless there is a current registration with the Orange County Recorder. In case of corporations, include the names of the President, Secretary, Treasurer; and Manager. The undersigned, as bidder declares that all documents regarding this bid have been examined and that, if awarded, will enter into a price agreement with the City of Newport Beach. The bidder acknowledges that addenda (alpha character) to have been received and have been examined as part of the bid document. In submitting the bid response, the bidder agrees that acceptance of this bid by the City of Newport Beach City Council with ninety (90) days after the bid opening constitutes a contract. Firm Name: Address: Telephone:_) Area Code Federal Tax Number: Signature: Print Above Name: Circle One: Owner Fax:(_ ) Area Code Date: Title: Partner Officer P 0 • Attachment "A" COMPANY INFORMATION (continued) Awarded contractor shall possess a Newport Beach Business License prior to contract award. All bidders ah u submit the following information with their written bid submittal: (You may use additional sheets if desired) 1. Length of time you firm has been in business: 2. Length of time at current location: 3. Type, number and City business license(s): References: Submit the company names, addresses, telephone numbers, contacts, and a brief contract description of at least three clients in California for whom comparable projects (per proposed price agreement requirements) have been completed: (Company Name) Address: (Street) Brief Description of Project: N (Company Name) Address: (Street) Brief Description of Project: 91 (Company Name) Address: (street) Brief Description of Project: (Contact Person) (Phone # ) (City) (State) (Zip) (Contact Person) (City) (State) (Contact Person) (city) (Phone # ) (Zip) (Phone # ) (State) (Zip) For this Bid to be valid, this sheet must be signed. Signature 3 0 FISCAL SERVICES - PURCHASING (714) 644 -3118 Bid No. 96 -IFB -003 Attachment "A" CERTIFICATE OF INDEPENDENT PRICE DETERMINATION I certify that this bid is made without prior understanding, arrangement, or connection with any corporation, firm or person submitting a bid for the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud. I certify that I have not entered into any arrangement or agreement with any City of Newport Beach public officer. I understand collusive bidding is a violation of State and Federal laws and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of the bid ad certify that I am authorized to sign this bid for the bidder. , Authorized Representative (Signature) Above Name and Title (printed/typed) Company Name Date THIS PAGE MUST BE SIGNED AND RETURNED WITH BID FOR BID TO BE VALID • • ATTACHMENT "B" Notice to Successful Bidder • • Attachment "B" [►[ice [�L�11 IC��YILK�X�a[il_ : : o The following contract documents shall be executed and delivered to the Purchasing office within fifteen (15) days (not including Saturday, Sunday and Federal holidays) after the date of mailing Notice of Award to the successful bidder: CERTIFICATE OF INSURANCE GENERAL LIABILITY INSURANCE ENDORSEMENT AUTOMOBILE LIABILITY INSURANCE ENDORSEMENT WORKERS' COMPENSATION INSURANCE CERTIFICATION PERFORMANCE BOND AND LABOR BOND The City of Newport Beach will not permit a substitute format for these contract documents. Bidders are advised to review their content with bonding, insuring and legal agents prior to submission of bid. Insurance companies affording coverage shall be (1) currently authorized by the Insurance Commissioner to transact business of insurance in the State of California, and (2) assigned Policyholders' Rating A (or higher) and Financial Size Category Class VIII (or larger) in accordance with the latest edition of Best's Key Rating Guide: Property- Casualty. Coverage shall be provided as specified in the Standard Specifications for Public Works Construction, except as modified by Special Provisions. The Workers' Compensation Insurance Certification shall be executed and delivered to the City along with a Certificate of Insurance for workers' compensation, and the Performance Bond prior to City's execution of the Contract. Contractor shall furnish, with the execution of this Agreement, the following: (1) a surety bond in an amount equal to one hundred percent (100 %) of the contract price as security for the Faithful Performance of the Agreement, and (2) a separate surety bond in an amount equal to a] least one hundred percent (100 %) of the contract price as security for the payment of all persons furnishing labor or materials in connection with the work under this Agreement. Both the Surety and Surety Forms must be satisfactory to the City. Such sureties must be authorized to issue bonds in Califomia; sureties must be listed on the latest revision to the U.S. Department of the Treasury Circular 570; and must be shown to have sufficient bonding capacity to provide the bonds required by the contract documents. 1 • ATTACHMENT "C" 0 Insurance Endorsements / Certificates 0 • Attachment "C" It is agreed that: With respect to such insurance as is afforded by the policy for General Liability, the City of Newport Beach, its officers and employees are additional insured, but only with respect to liability arising out of operations performed by or on behalf of the named insured in connection, with the contract designated below or acts and omissions of the additional insured in connection with its general supervision of such operations. The insurance afforded said additional insured(s) shall apply as primary insurance and no other insurance maintained by the City of Newport Beach shall be called upon to contribute with insurance provided by this policy. 2. The policy includes the following provision: "The insurance afforded by the policy applies separately to each insured against whom claim is made or suit is brought, except with respect to the limits of liability of the company affording coverage." 3. The insurance afforded by the policy for Contractual Liability Insurance (subject to the terms, conditions and exclusions applicable to such insurance) includes liability assumed by the named insured under the indemnification or hold harmless provision contained in the written contract designated below, between the named insured and the City of Newport Beach. 4. With respect to such insurance as is afforded by this policy, the exclusions, if any, pertaining to the explosion hazard, collapse hazard and underground property hazard (commonly referred to as "XCU" hazards) are deleted. 5. The limits of liability under this endorsement for the additional insured(s) named in Paragraph 1 of this endorsement shall be the limits indicated below written on an "Occurrence" basis: ( ) Commercial ( ) Comprehensive General Liability $ each occurrence $ aggregate The applicable limit of Contractual Liability for the company affording coverage shall be reduced by any amount paid as damages under this endorsement in behalf of the additional insured(s). 1 0 0 Attachment "C" , The limits of liability as stated in this endorsement shall not increase the total liability of the company affording coverage for all damages as the result of any one occurrence in excess of the limits of liability stated in the policy as applicable to General Liability Insurance. 6. Should the policy be non - renewed, canceled or coverage reduced before the expiration date thereof, the Issuing Company shall provide 30 days' advance notice to the City of Newport Beach by registered mail, Attention: Public Works Department. 7. Designated Contract: Project Title and Contract No. This endorsement is effective 12:01 a.m. and forms a part of Policy No. ---of (Company Affording Coverage) Insured: Endorsement No.: ISSUING COMPANY Authorized Representative at 0 Attachment "C" oue0 ► ::► Lei SIT u_. It is agreed that: 1. With respect to such insurance as is afforded by the policy for Automobile Liability, the City of Newport Beach, its officers and employees are additional insured, but only with respect to liability for damages arising out of ownership, maintenance or use of automobiles (or autos) used by or on behalf of the named insured in connection with the contract designated below. The insurance extended by this endorsement to said additional insured does not apply to bodily injury or property damage arising out of automobiles (1) owned by or registered in the name of an additional insured, or (2) leased or rented by an additional insured, or (3) operated by an additional insured. The insurance afforded said additional insured(s) shall apply as primary insurance and no other insurance maintained by the City of Newport Beach shall be called upon to contribute with insurance provided by this policy. 2. The policy includes the following provision: "The insurance afforded by the policy applies separately to each insured who is seeking coverage or against whom a claim is made or suit is brought, except with respect to the limits of liability of the company affording coverage." 3. The limits of liability under this endorsement for the additional insured named in Paragraph I of this endorsement shall be the limits indicated below for either Multiple Limits or Single Limit: ( ) Multiple Limits ( ) Bodily Injury Liability ( ) Bodily Injury Liability ( ) Property Damage Liability ( ) Combined Single Limit Bodily Injury Liability & Property Damage Liability $ per person $ per accident The limits of liability as stated in this endorsement shall not increase the total liability of the company affording coverage for all damages as the result of any one 3 0 Attachment "C" accident or occurrence in excess of the :limits of liability stated in the policy as applicable to Automobile Liability Insurance. 4. Should the policy be non - renewed, canceled or coverage reduced before the expiration date thereof; the Issuing Company shall provide 30 days' advance notice to.the City of- Newport Beach by registered mail, Attention: Public Works Department. 5. Designated Contract: Project Title and Contract No. This endorsement is effective at 12:01 a.m. and forms a part of Policy No. of Insured: Endorsement ISSUING COMPANY IM Authorized Representative (Company Affording Coverage) 4 0 0 Attachment "C" "T M ILA A 016111 IMA "M Wei 91 IN I 19 MV4 HOW "I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers' compensation or to undertake self - insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract." Date Contract Number Name of Contractor (Principal) Authorized Signature and Title 5 CITY OF NEWPORT BEACH FISCAL OPERATIONS - PURCHASING Phone (949) 644 -3065 Fax # (949) 642 -7072 Westem- Allied Service Attn: Alan Slabodkin 12046 E Florence Ave PO Box 3628 Santa Fe Springs, CA 90670 Telephone 562 -944 -6341 Fax '562 =944 77092 Date 6/30/2005 Vendor Number 2727 FISCAL YEAR 2005 -06 MAINTENANCE AGREEMENT Re: Maintenance Agreement: HVAC Reference Agreement Number on aiidnvoices Agreement # AGO0137 Agreement Dates 07/01/2005 to 06/30/2006 Quote # Renewal 12 Month HVAC Maintenance Central Library $623.00 $7,476.00 na .... I IWI IF Ship to address: Attn:Kim Crawford Central Library 1000 Avocado Ave Newport Beach, CA 92660 Total Amount $7,476.00 Billing address: Attn:IClm Crawford Central Library 1000 Avocado Ave Newport Beach, CA 92660 949- 717 -3804 949 7-.717 -3804 Should you have questions or require any additional information, please feel free to contact Bill West - Senior Buyer at 949.644.3065. .:.. -Sincerely; .. .. -�ois Thompson Fiscal Operations Manager CITY OF NEWPORT BEACH U S 3300 Newport Boulevard, Newport Beach, CA 92663 -3884 C,9EIFpH��r 5/06/97 Michael Gallagher Sales Manager, Western Allied Service Company 12046 E. Florence Avenue Santa Fe Springs, CA 90670 Dear Mr. Gallagher, After reviewing the bid packages. and checking the references, the City has selected your firm to provide air conditioning maintenance and services for the City's Central Library as indicated in Bid No. 964FB -0 -16. We would like your firm to begin providing those services as quickly as possible, preferably by June 1, 1997. Please submit to the Purchasing office within fifteen (15) days, (not including Saturday, Sunday and Federal holidays) the executed documents as shown below: Certificate of Insurance General Liability Insurance Endorsement Automobile Liability Insurance Endorsement Worker's Compensation. Insurance Certification Performance Bond Thank you for your interest in providing these services to the City. We look forward to working with you and your firm. Sincerely, Bill West, CPPB Buyer cc: John Callahan, Assistant City Librarian r 0 R- HVAC.XLS RECAPITULATION For HVAC Maint. + Service C.S. - Central Library - John Callahan / Frank Eastman Bid No. 96 -IFB -016 "REVISED" 4/28/97 Bill West Thirty (30) firms were contacted regarding the need for HVAC Maint./Svc/ at the Central Library. Sixteen (16) picked up copies of the BID Pkg. - Eight (8) firms attended the Mandatory Job -Walk. Prior to the BID opening 4123197 at 9:00 AM, three (3) of those firms bowed out of the BID process. The results are as shown below: Cal - Air F.M. Thomas Inc. Air Condition. Inc. Item Jean Norton Thomas Feyka A Per 114 $29556.00 $3,698.50 Per Year $10,224.00 $14,794.00 B Per 1/4 $6,256.50 $5,691.00 Per Year $25,026.00 $22,764.00 C 1 $70.00 $67.00 C 2 $105.00 $105.50 C 3 $140.00 $134.00 C 4 $20.00 $30.00 See item "B" under Western Allied Svc. Co. Western Allied Svc. Co. Michael Gallagher $1,794.00 $7,176.00 $3,579.00 $14,316.00 $72.00 $108.00 $144.00 $20.00 This revision shows the corrected charge for item "B ". It shows the combined price of "A" and the original amount they entered in "B ". They misunderstood the instructions on the BID Form due to the way they read pg. 15 item 9 [Svc. Call Cover. (alternate add)] This error in no manner disqualifies their response to this BID. Monthly Activities Repo (Item 3) Pale 4 4 • Mey 20,1997 supervisors and dealt with keeping your head above water with increasing circulation and decreasing personnel resources. Kathy felt that it was a very positive experience and has been able to share some of these good customer services suggestions with staff. Library Clerks Pat Walter and Phil Bordeaux, who have joined the circulation staff, are in the process of being fully trained to handle the many aspects of circulation. Fortunately both Pat and Phil have previous library experience and are picking up the process quite easily. The addition of these two people will enable us to fully staff the circulation desk in the evenings and on the weekends where we have had some gaps in the schedule. b. OASIS Presentation — Staff spoke at the Oasis Senior Center Computer Club this month on how to access the library catalog - NEMO - from the home computer using Mndows95. c. Ongoing Activity — As usual, staff will be interviewing, hiring, and training replacement Clerical Assistants in the coming weeks. 6. BUrLDING MAR4TENANCE — FRANK EASTMAN BUILDING MAINTENANCE a. Air Conditionings Contract — The central library's air conditioning maintenance contract went to bid this month. Thirty firms were contacted , sixteen picked up copies of the bid package, and eight attended the Mandatory Job -Walk. Three bids were received at the April 23 bid opening. After careful study of the bids and a reference check, the library has recommended that the lowest bidder, Western Allied Service Company, be awarded the contract Western met all the requirements of the contract and bid $3,000 less per year than the next contractor. b. Air Conditioning — Extensive service was required this month on two of the four fan drive units in the HVAC system. Repairs on the first exceeded $2,700. With a second unit also requiring service, the library contacted the manufacturer, Graham Company in Milwaukee, and established a maintenance agreement for the four drives which included the repair of the second drive. This agreement will include all parts and labor. The fan drives are not usually maintained by 3*d party vendors and staff decided to use the manufacturer's service provider for repairs. c. Rain Update — Materials to repair problems in the library doors were sent to General Services for painting and were installed by Daniel Glass Co. on May 13 -14. d. Restroom Project — T.L.S. Construction completed the restroom project on April 23. They installed four surface mounted towel dispensers in the public restrooms, two surface mounted waste containers, and replaced two existing 6 gallon waste units with 12 gallon units. They also replaced the damaged countertop in the public men's restroom. e. Workroom /Staff Lounge Project — Workroom /staff lounge project was also completed by T.L.S. Construction on April 23, installing 9 Acrovyn bumper 10/17/2002 09:52 15626924720 MJS *LUCY *ANA *TINA PAGE 02 ACORD CERTIF]CME OF LIABILITY INSU 01(09'2002 PRODUCER (562)439 -9731 FAX (562)439 -4453 Hamman- Miller- Beauchamp Dee61e ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE P- , Inc. HOLDER THIS CERTIFICATE DOES NOT AMEND, EXTEND OR 3633 East Broadway ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. P. 0, Box 1520 INSURERS AFFORDING COVERAGE Long Beach, CA 90801 -1520 INSURED NS & ES, Inc. DBA ;i;,. M�jl, #aa INSURERA CCU Insurance 10630 E. Whittier Blvd. INSURER B: State Compensation Ins Fund Whittier, CA 90606 INSURER O: THE POLICIES OF INSURANCE LISTED SELOW HAVE 199N ISSUED TO THE INSURED NAMEOABOVE FOR THE POLICY PERIOD INOICA D ' NOI%MTHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECTTO WHICH THIS CERTIFICATE MAYBE ISSUED OR MAY PERTAIN, TH E INSURANCE AFFORDED BY THE POUCIE$ DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS, L TVPEOPINSURANCE POLICYNUMBER LHA EACH OCCURRENCE OOKRATION DATE THEREOF. THE ISSUING COMPANY WILLENDEAVOR TO MAIL 4 GENERALLIAn1Utt X COMMERCIAL GENERAL LIABILITY CLAIM9 MADE OCCUR LZ X Owners i COntracto AR703865 f 1.00D 000 FIRE DAMAGE (AM Drre Are) S 100,00 AGED EXP(AM Oro pormA) S 5,000 PERSONAL O ADV INJURY 3 1,000,000 OF ANY KIND UPON THE COMPANY, ITS AGENTS OR REPRESENTATIVES. NEWPORT BEACH, CA GENERAL AGGREGATE S 21000,000 OEM AGGREGATE LIMIT APPLIES F571 X POLICY F1 jEa LOG PRODUCTS. COIAPIOP AGG t 2 D00, 000 Todd Miller /GOWENS L AUTOMOBILE LIAMUTY ANY AUTO ALLOYMED AUTOS SCHEDULED AUTOS HUlED AUTOS NON-OWNEDAUTOS AR703865 01/01/2002 01/01 /2003 COMRwED 61NGLE LIMIT (ED S 11000,000 BOOILY INAIRY (PSr pwmrD S X BODILY WAJR7 y (P 4 S X ,Pm= �DPMAGE S GARAGELIOHIUTY ANYAUTO AUTO ONLY. EAAC 1DENT f OTHER THAN EA ACC AUTO ONLY; AGG S f ERCESSLIABILITY OCCUR ❑CLAIMS MADE DEDUCIBLE RETENTION S EACH OCCURRENCE S AOGREGATE S 4 S B R WORKERS COMPENSATION AND EMPLOYERS' LIABILITY 539265 -02 01/01/2002 01/01/2003 X ORY IM16 ER E, I. EACH ACCIDENT f 11000,000 E.L DISEASE• EA EMPLOYEE E 1,000,00 EL DISEASE. POLICY LIMIT $ 1.000.000 A OTHER uILDINO AR70396S 01/01/2002 01/01/2003 $307,800 $1,000 DEDUCTIBLE REPLACEMENT COST, 90% CO -INS DEiCRI ON OP RATWNSM1 .GCATtONSNEWCLESRXGLV40N8Amen BY Bt EN ECIAL PRO IONS ":10 DAYS NOTICE OF CANCELLATION FOR NON - PAYMENT OF PREMIUM OR NON- REPORTING OF PAYROLL. '-- " " "-"• '•" �•` I IRMIYRDNAL IN.TYRED: NSURER LETTER LJ41Y4.6LLq 11VTN SNOULDANY OF THE ABOVE DESCRIBED POU4ES BE CANCELLED BEFORE THE OOKRATION DATE THEREOF. THE ISSUING COMPANY WILLENDEAVOR TO MAIL CITY OF NEWPORT REACH In- DAYS W WTTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, ATTN: PURCHASING OFFICE BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLASATION OR LUABnITY C$52 SUPERIOR AVE. RLDG. 14 ` �/p� / a I W�yV�IC� a`e1,- OF ANY KIND UPON THE COMPANY, ITS AGENTS OR REPRESENTATIVES. NEWPORT BEACH, CA 92663 / J 0. oerT�.Cl. AUTHORIZED aEPRESEwrATIYE Todd Miller /GOWENS 10/17/2002 09:52 15626924720 MJSwLUC`wANAwT1NA Advanced IBui( ling Maintenance Company 10830 E. Whittier Blvd. Whittier, Calif. 90606 Phone (S62) 695 -0711 Fax (562) 692 -4720 FACSIMILE COVER SHEET DATE: 10 -17 -02 COMPANY: CrfY OF NEWPORT ATTENTION: Kim Crawford FAX NUMBER: 949/640 -5681 NO. OF PAGES: it FROM: Ana Pavan Regarding: CERT. OF INSURANCE & SPECIFICATIONS I Kim, :. df you have any further questions, please do not hesitate to contact me Q (562) 695 -0711 ext. 312, i Thank you, PAGE 01 rauc o0 '(8117/2002 09:52 15626924728 MJS *LUCV *ANA *'TINA CLEANING SERVICE REQUIREMENTS CENTRAL LIBRARY The Central Library shall be cleaned nightly, seven nights a week, after the library is closed. The library closes at the following times: Monday - Thursday at g p.m., Friday - Saturday at 6 p.m. , and Sunday at 5 p.m. 1. Bathrooms and Kitchens: Bathrooms and kitchens shall be cleaned nightly including toilets - urinals, sinks and counters. All bright work shall be polished nightly. Supplies shall be restocked nightly in the staff and public restrooms and the kitchen. Mirrors shall be cleaned and polished nightly. Dust partitions, tops of mirrors and frames nightly. Remove splash marks from walls around basins nightly. Towel and toilet paper dispensers shalt be wiped nightly. Wet mop and rinse floors with disinfectant. 2. Carpets and Floors: All carpets shall be thoroughly vacuumed throughout the library nightly. Vacuum all comers, edges, and beneath furniture weekly using special attachments to vacuum to get into: the corners All floors shall be swept and drylwet mopped nightly. to 10/17/2002 xt 09:52 15626924720 MJSXLUCY*ANA)KTINA PAGE 04 0 • SPFCTF.ICAIJONS iAI JIMAL AND RELATED SERVICES. Buff hard surface floor weekly so as to enable them to present the best possible appearance at all times. Wax or coat floors monthly. Strip and wax or coat twice per year. Carpets shall be spot - cleaned when and where appropriate. All carpets shall be shampooed according to specifications set by the manufacturer, Prince St. Carpets. A regular schedule shall be established to shampoo carpets,. wax floors, and clean blinds. Main areas shall be shampooed four times per year Main entry way Popular Library Main entry - second floor Other areas shall be shampooed twice per year: All aisles not between book stacks Children's Room - Story telling room Staff lounge Conference Room Community Room AN study areas Adult reading room - second floor Telephone reference room Staff and stack areas shall be shampooed once per year: AN aisles between stacks Administrative and staff work areas Study rooms Blinds shall be cleaned once a year. 3. Dusting: The library shall be thoroughly'dusted nightly throughout including all desks, counters, tables, computers, machines, pictures, and window silts. Dust all vertical surfaces of desk, fife`cdbinets, chairs, tables and other furnishings weekly. Oust book stacks and blinds weekly. Dust high shelves on book stacks monthly. 11 10/17/2002 09:52 MJS )KLUCY*ANAKTINA PAGE 15626924728 • • 4. Trash and trash can areas: All trash shall be removed nightly from receptacles both inside and outside the library, and liners replaced. Trash shall be removed to collection point in building. Cigarette butts shall be sifted from ash urns. Areas around outside trash receptacles shall be swept, including any gravel on walkway by front door. 5. Other.cleaning: Entry way doors and windows and the door to Library Administration shall be cleaned nightly. Other interior glass doors shall be cleaned weekly. All tables and countertops shall be wiped down nightly and any spills, coffee rings, etc. removed. All chairs, couches, and seats shall be vacuumed /cleaned nightly and returned to their proper location. All telephones and drinking fountains shall be cleaned and disinfected nightly. Drinking fountains shalt be dry polished nightly. Remove fingerprints and marks from around light switches and door frames weekly. Other requirements: Provide emergency cleaning during the day, 7 days a week, with person able to respond to oalFwithin 1 hour: For plunging and cleaning up toilets or cleaning up after,sick customers. (Citywould.payextra per call) Biweekly scheduled site inspections by supervisor At least one janitor on site that speaks English. No children allowed in library with cleaning crew. 05 12 10/17/2002 09:52 X1. 15626924720 MJS*LUCY*ANA*TINA • PAGE 06 A night manager shall be available and on call if there are problems with closing, locking, and setting the buildiog alarm. Defective or inoperative building equipment shall be brought to the attention of the library the next day, Janitor closets, equipment and. materials shall be kept in a neat, clean and orderly condition at all times. City purchases paper supplies (towels and seat covers), and Purell'antibacterial lotion soap for the staff restroom. Cleaning company supplies 44 gal trash bags, liquid soap (Superior Hand Soap by Waxie or equal or other brand approved by authorized library personnel), jurinal screens, and other cleaning supplies as needed including buffing pado, cleaners, polish, etc. 13 ....... 10/17/2002 09:52 15626924720 MJS*LUCY *ANA *TINA PAGE 0 BRANCH LIBRARIES Balboa Branch shall be cleaned 6 days a week: Monday and Wednesday after 9 p.m. Tuesday, Thursday - Saturday after 6 p.m. Mariners.Branch Morgensen Community Center shall be cleaned 6 days a week: Monday - Thursday after 9 p.m. Friday - Saturday after 6 p.m. Corona Del Mar Branch shall,be cleaned 5 days a week: Tuesday, Thursday - Saturday after 6 p.m. Wednesday after 9 p.m. 1, Bathrooms and Kitchens: Bathrooms and kitchens shall be cleaned nightly including toilets - urinals, sinks and counters. All bright work shall be polished nightly. Supplies shall be restocked nightly in the staff and public restrooms and the kitchen. Mirrors shall be cleaned and polished nightly. Dust partitions, tops of mirrors and frames nightly. Remove splash marks from walls around basins nightly. Towel and toilet paper dispensers shall be wiped nightly. Wet mop and rinse floors with disinfectant. 2. Carpets and Floors: All carpets shall be thoroughly vacuumed throughout the library nightly. Vacuum all corners, edges, and beneath furniture weekly using special attachments to vacuum to get into the corners and edges. All floors shall be swept and dry/wet mopped nightly. R i. 10/17/2002 09:52 15626924720 MJS*LUCY *ANA *TINA PAGE 08 X1. SPECIFICATIONS ATIONS - ,LANI'>j'OIRIAL AND REI ATED SERVICES Buff hard surface floor biweekly so as to enable them to present the best possible appearance at all times. Wax floors bimonthly, and strip and wax or coat twice per year. Blinds shall be cleaned monthly. Carpets shall be spot - cleaned when and where appropriate. All carpets.shall be shampooed according to specifications set down by carpet manufacturer. A regular schedule shall be established to shampoo carpets, wax floors, and clean blinds. Carpets shall be shampooed once per year. I Dusting: The library shall be thoroughly dusted nightly throughout including all desks, counters, tables, computers, machines, pictures, and window sills. Dust all vertical surfaces of desk, file cabinets, chairs, tables and other furnishings weekly. Dust book stacks and blinds weekly. Dust high shelves on book stacks monthly. 4, Trash and trash can areas: All trash shall be removed nightly from receptacles both inside and outside the library, and liners replaced. Trash shall be removed to collection point in building. Cigarette butts shall be sifted from ash ums. Areas around outside trash receptacles shall be swept. 5. Other dldaning: Entry way doors and windows shall be cleaned nightly. Other doors shall be cleaned weekly. All tables and countertops shall be wiped down nightly and any spills, coffee rings, etc. removed. 15 10/17/2002 09:52 15626924720 MJS *LUCY *ANA*TINA All chairs, couches, and seats shall be cleaned nightly and vacuumed weekly. They shall be returned nightly to their proper location. Fabric furniture shall be shampooed once a year. All telephones and drinking fountains shall be cleaned and disinfected nightly. Drinking fountains shall be dry polished nightly. Remove fingerprints and marks from around light switches and door frames weekly. Other requirements: PAGE 09 Provide emergency cleaning during the day, 6 days a week, with person able to respond to call within 1 hour. For plunging and cleaning up toilets or cleaning up after sick customers. (City would pay extra per call) Biweekly scheduled site inspections by supervisor No children allowed in library with cleaning crew. A night manager shall be available and on call if there are problems with closing, locking, and securing building. Defective or inoperative building equipment shall be brought to the attention of the library the next day. Janitor closets, equipment and materials shall be kept in a neat, clean and orderly condition at all times. City purchases paper supplies (towels and seat covers), and Purell antibacterial lotion soap for the staff restroom. Cleaning company supplies 44 gal trash bags, liquid soap (Superior Hand Soap by Waxie or equal or other brand approved by authorized library personnel), urinal screens, and other cleaning. supplies as needed including buffing pads, cleaners, polish, etc. W ^tS. 16 10/17/2002 09:52 15626924720 MJ5 *LUCY *ANA *TINA PAGE 10 XI. SFCIFJCATJONS - JANITORIAL AND R .I ATFD SERVICFS BALBOA COMMUNITY CENTER Cleaning required 3 times a week - Monday, Wednesday, and Friday. Must not begin prior to 8:00pm and be completed prior to 8:OOam. 1. Clean mirrors thoroughly weekly and spot clean as needed. 2. Dry mop wooden floor weekly (either Wednesday or Friday). 3. Clean bathrooms - mop file floor and disinfect all areas. 4. Dust baseboards. 5. Dust shelves. 6. Vacuum all carpeted areas daily (except Power Squadron classroom and closet. 7. Dust vents and pictures. 8, Wipe down furniture. 9. Clean and disinfect kitchen (counter tops, sink, etc.) 10. Dusttdisinfect ballet bar. 11. Supply and stock all paper supplies. 17 10117/2002 09:52 1562692 MJS*LUCV *ANA TINA PAGE 11 4 *. ► ► ` ► 1 1 OASIS SENIOR CENTER Cleaning required Monday- Friday not to begin until after 9:00 p.m. Daily Clean three (3) sets of restrooms. a. Wet mop floor with germicidal solution. b. Empty waste paper cans. c. Polish metals. d. Clean and disinfect basins, toilet bowls and urinals. e. Disinfect underside and tops of toilet seats. f. Spot clean file walls and toilet partitions. g. Refill soap, towel, tissue, and seat covers. 2. Vacuum all carpeted areas in Lobby and Multipurpose Room. 3. Sweep with chemically treated dust mop Multipurpose Room floor Monday - Thursday (Friday - wet mop with appropriate cleaner). 4. Clean hard surface floor in lobby with chemically treated dust mop on Monday and Wednesday. Wet mop on Tuesday, Thursday, and Friday. b. Wet mop Kitchen floor with chemical disinfectant. 6. Empty all trash cans in Lobby, Multipurpose Room and Kitchen and replace liners. 7. Properly position furniture. 8, Dust wood table tops and window sills in Lobby and Multipurpose Room. 9. Spot clean doors, door frames and counters. 10. Spot clean around wall switches. 11. Sweep entry way outside. 12. Check and secure doors and windows upon completion of work assignments. 13. Turn off lights. 1.8 Brown, Lellani From: Crawford, Kim Sent: Thursday, October 17, 2002 10:12 AM To: Brown, Leilani Cc: Askey, Travis Subject: FW: Advanced Building Maint. (vendor #2647) Contract I have called ABM to request a copy of our current maint agreement with them as well as their worker's compen insurance policy. They faxed me the insurance policy - do you want a copy? - - - -- Original Message---- - From: Askey, Travis Sent: Thursday, October 17, 2002 9:41 AM To: Brown, Leilani Cc: Crawford, Kim Subject: RE: Advanced Building Maint. (vendor #2647) Contract I don't think I have it on file, but I'll take another look and check WAP. - - - -- Original Message---- - From: Brown, Leilani Sent: Thursday, October 17, 2002 9:39 AM To: Askey, Travis Subject: FW: Advanced Building Maint. (vendor #2647) Contract Could you please provide me with the extension agreement with Advance Building Maintenance for Library Janitorial Services? The contract in our file expired last year and their insurance expired in 1998. Kim Crawford said you are probably the person to get this from (see previous email). Thank you!!! - - - -- Original Message--- - From: Crawford, Kim Sent: Thursday, October 17, 2002 9:25 AM To: Brown, Leilani Subject: Advanced Building Maint. (vendor #2647) Contract Hi Leilani, Travis Askey renewed our annual contract with them (AG00125). Nothing changed from the previous year - we still pay $5,400 year. According to Mike at the State Compensation Insurance Fund, A.B.S. switched from their individual policy #1539285 -02 to a group policy with no lapse in coverage in July. They were to send a notice of the new group policy #. If Travis doesn't have what you need, please let me know. - - -- Original Message---- - From: Brown, Leilani Sent: Thursday, October 17, 2002 7:41 AM To: Kelly, Melissa 9 0 Cc: Crawford, Kim; Gaetano, Darlene Subject: RE: Contract Yes please. The contract started in 1997 and only has a 4 year extension. Plus, their insurance papers expired in 1998. Thanks! - - - -- Original Message---- - From: Kelly, Melissa Sent: Thursday, October 17, 2002 7:31 AM To: Brown, Leilani Cc: Crawford, Kim; Gaetano, Darlene Subject: RE: Contract I think it was simply a renewal of the last contract. If so do you still need a copy? - -- Original Message-- - From: Brown, Leilani Sent: Thursday, October 17, 2002 7:34 AM To: Kelly, Melissa Subject: RE: Contract Can I get a copy of the new contract for the file? Thanks! - - - -- Original Message---- - From: Kelly, Melissa Sent: Thursday, October 17, 2002 7:27 AM To: Gaetano, Darlene; Brown, Leilani; Crawford, Kim Subject: RE: Contract We received a new contract from them in June & they are still cleaning in our buildings every night. Thanks, mjk - - - -- Original Message---- - From: Gaetano, Darlene Sent: Wednesday, October 16, 2002 5:53 PM To: Brown, Leilani; Crawford, Kim Cc: Kelly, Melissa Subject: RE: Contract Yes - -- Original Message - - - -- 9 0 From: Brown, Leilani Sent: Wednesday, October 16, 2002 10:28 AM To: Gaetano, Darlene Subject: Contract Is the contract with Advance Building Maintenance for Library Janitorial Services still active? Thanks for the confirmation. % N6 . � I M:: . .. ...... jk 1:i d. DATE Iv. WDDfYY) ACORD-, 11101! A 4*1 07 1 1998 W I r 111�1:,.:,: x:, I­ PRODUCER (310) 309-2294 FAX (310) 309-2623 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION Sander A. Kessler & Associates, Inc. ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE -HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR 2850 Ocean Park Boulevard ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Santa Monica, CA 90405 COMPANIES AFFORDING COVERAGE ......... I ..... . . ......... - ..... ...... .. Transcontinental Ins. Co. CNA COMPANY Attn: Vera Berger A Ext: 248 4 .. .. .. ..... ..... .. ............ .. .. .. .. ........... - ........ . ........ .... .. . ..................... .. . ........ .. .. .. .. .. INSURED CO Western Allied Service Co. COMPANY Valley Forge Ins. Co./CNA 8 12046 E. Florence Ave. .. .. Ins. portat on Ins. Co. CNA Transportation COMPANY Santa Fe Sprngs, CA 90670 C . ... .. ..... .. Transcontinenta Ins. Co. CNA COMPANY D ERIN THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. . .. .. .. .... ......... .. .. .. .. ................ ................. .. .. I .. .. ... .......... ........ CO LTR TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE :POLICY EXPIRATION: LIMIT$ DATE (MWDDrfY) DATE (MWDDfYY) GENERAL LIABILITY GENERAL AGGREGATE $ 2,000,000 ...................................................................................... X COMMERCIAL GENERAL LIABILITY PRODUCTS -COMPIOPAGG s 1,000,000 .. .. .. .. ...... .. . .. . ........... ...... CLAIMS MADE X OCCUR: PERSONAL& ADV INJURY $ 1,000,000 A 1035999350 :08/01/1998 08/01/1999 .......... OWNER'S&CONTRACTOR'S PROT: EACH OCCURRENCE :s 1,000,000 ............ .... ..... . ........ FIRE DAMAGE (Any one fire) $ 50,000 ......................................... ................................................... ............ ........... MED EXP (Any one Penn) $ 5,000 AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT ANY AUTO 1,000,900 ............ . ... ..... ALLOWNEDALROS BODILY INJURY X SCHEDULED AUTOS B: ....... L163256630 .08/01/1998 08/01/1999 - -- .............. X HIRED AUTOS BODILY INJURY' : $ X NON -OWNED AUTOS (Par acddenQ ............... .. .. .......... ...... . ........ : ....... ............................................ E PROPERTY DAMAGE GARAGE LIABILITY AUTO ONLY - EA ACCIDENT ANY AUTO ..OTHER THAN AU"rO ONLY: . .. .. .......... EACH ACCIDENV $ ..................... ........................................ ........................ ................ ....... AGGREGATE.$ !��qESSUABIUTY EACH OCCURRENCE 5,000,000 ............................. ......................... C X UMBRELLA FORM L129785477 08/01/1998 08/01/1999 AGGREGATE $ 5,000,000 ........... .. .. .. .. .. OTHER THAN UMBRELLA FORM WORKERS COMPENSATION AND EMPLOYERS'LIABILITY EL EACH ACCIDENT $ 1,000,000 D WCL144938796 08/01/1998'.08/01 /1999 ............... .................. ........ .............................. THE PROPRIETOR! NCL EL DISEASE -POLICY LIMIT 1,000,000 PARTNERS/EXECUTIVE ................. L .. ... ............................. OFFICERS ARE: EXCL EL DISEASE - FA EMPLOYEE: $ 1,000,000 OTHER DESCRIPTION OF OPERATIONSOLOCATIONSNEHICLESISPECAL ITEMS e: City's Central Library (Bid No. 96-IFB-016) :ertificate Holder named as Additional insured per endorsements attached #G-17957-B. *Except 10 days for non-payment of premium. > ......... ................ .. SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING COMPANY WILL ENDEAVOR TO MAIL City of Newport Beach *30 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, Attn: Bill West, CPPB BUT FAILURE TO MAIL SUCH NOTICE SKALL IMPOSE NO OBLIGATION OR LIABILITY 3300 Newport Blvd. OF ANY KIND UPON THE COMPANY, ITS AGENTS OR REPRESENTATIVES. AUT11�0 REPRESENTAT`VF A Newport Beach, CA 92663-3884 1#0.000 A • City of Newport Beach Certificate issued to City of Newport Beach 07/10/1998 Insured: Western Allied Service Company Policy Number: L163256630 Policy Dates: 8/01/98 - 8/01/999 Effective Date of Endorsement: 8/1/98 kil(:1401 44 BUSINESS AUTO ADDITIONAL INSURED ENDORSEMENT The following is added as an Additional Insured with respect to any covered auto while being operated in conjunction with work performed by the named insured for the additional insured, for the duration of that work. City of Newport Beach 3300 Newport Blvd. Newport Beach, CA 92663 -3884 ISSUING COMPANY BY: - ✓-, Authorized Representative CNA • rr A11tieC..k�l Mate' • THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. BLANKET ADDITIONAL INSURED ENDORSEMENT This endorsement- modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART WHO IS AN INSURED (Section 11) is amended to include as an insured any person or organization (called additional insured) whom you are required to add as an additional insured on this policy under: t. A written contract or agreement; or 2. An oral agreement or contract whore acertificate of insurance showing that person or organization as an additional insured has been issued; but: the written or oral contract or agreement must be: (a) currently in effect or becoming effective during the term of this policy; and . (b) executed prior to the "bodily injury,' "property damage,' 'personal injury," or "advertising injury." The insurance provided to the additional insured is limited as follows: t. That person or organization is only an additional insured with respect to liability arising out of a. Premises you own, rent, lease, or occupy or b. 'Your work" for that additional insured by or for you. 2. The limits of insurance applicable to the additional insured are those specified in the written contract or agreement or in the Declarations (or this policy whichever are less. These limits of insurance are inclusive of and not in addition to the limits of insurance shown in the Declarations. The insurance provided to the additional insured does not apply to "bodily injury'. "property damage", 'personal injury' or 'advertising injury" arising out of an architect's, engineer's, or surveyor's rendering of or faflure to render. any professional services including: I . The preparing, approving, or failing to prepare or approve maps, drawings, opinions, reports, surveys, change orders, design or specifications; and 2. Supervisory, inspection, or engineering services. Any coverage provided hereunder shall be excess over any other valid and collectible insurance available to the additional insured whether primary, excess, contingent or on any other basis unless a contract specifically requires that this insurance be primary or you request that it apply on a primary basis. THIS ENDORSEMENT IS A PART OF YOUR POLICY AND TAKES EFFECT ON THE EFFECTIVE DATE OF YOUR POLICY UNLESS ANOTHER EFFECTIVE DATE IS SHOWN BELOW. POLICY CHANGE NO. I EFFECTIVE DATE OF THIS POLICY CHANGE 1035999350 1 8/01/98 COUNTERSIGNED DATE G- 17957 -8 ;ED. 09192) TIVE Ines, Leilani From: Callahan, John Sent: Friday, November 06, 1998 4:06 PM To: Ines, Leilani; West, Bill Cc: Askey, Travis Subject: RE: C -3132 We are reasonably satisfied with the services provided by Advanced BUilding Maintenance for janitorial services and wish to continue their services. However the memo mentions Western Allied Service Company and implies it is the same company as Advanced The agreement with Western is a separate contract for the HVAC maintenance at Central Library only. We also wish to continue service with that company. From: West, Bill Sent: Friday, November 06, 1998 1:53 PM To: Ines, Leilani Cc: Callahan, John; Askey, Travis Subject: RE: C -3132 Importance: High Under Section VII. Terms And Conditions Article B of the original BID package it reads, The Contract awarded shall be in effect for twelve (12) months. If it is mutually agreeable to both the successful contractor and the City of Newport Beach, the price agreement may be renewed in one year increments for up to three (3) additional years. The City does not have to give reason if it elects not to renew. Contractor agrees to supply services shown, as needed by the City, at prices listed upon purchase documents. I suspect that since we have not heard to the contrary, that it is the intent of the Library staff to continue the services provided by this particular firm for at least the second year (1 st of 3 additional years allowable). I defer to John Callahan to make that call. From: Ines, Leilani Sent Thursday, November 05, 199812:31 PM To: West Bill Subject: C -3132 Is this contract with Advanced Building Maintenance (Western Allied Service Co.) for Central Library maintenance and 3 branches still active? It was suppose to expire Feb. 10, 1998. Thanks for you help! Page 1 f`1 u Leilani From; West, Bill Sent; Friday, November 06, 1998 4:19 PM To: Ines, Leilani Subject: RE: C -3132 I did find one for Western Allied for the HVAC maintenance. Pll send it to you. From: Ines, Leilani Sent: Friday, November 06, 1998 1:59 PM To: West, Bill Subject: RE: C -3132 By chance have you received the renewal for the Certificate of Liability Insurance? The one in the file expired 8 -1 -98. Thanks again. From: West, Bill Sent: Friday, November 06, 1998 3:53 PM To: Ines, Leilani Cc: Callahan, John; Askey, Travis Subject: RE: C -3132 Importance: High Under Section VII. Terms And Conditions Article B of the original BID package it reads, The Contract awarded shall be in effect for twelve (12) months. If it is mutually agreeable to both the successful contractor and the City of Newport Beach, the price agreement may be renewed in one year increments for up to three (3) additional years. The City does not have to give reason if it elects not to renew. Contractor agrees to supply services shown, as needed by the City, at prices listed upon purchase documents. I suspect that since we have not heard to the contrary, that it is the intent of the Library staff to continue the services provided by this particular firm for at least the second year (1st of 3 additional years allowable). I defer to John Callahan to make that call. From: Ines, Leilani Sent: Thursday, November 05, 199812:31 PIN To: West, Bill Subject: C -3132 Is this contract with Advanced Building Maintenance (Western Allied Service Co.) for Central Library maintenance and 3 branches still active? It was suppose to expire Feb. 10, 1998. Thanks for you help! Page 1 Ines, Leilani From: West, Bill Sent: Friday, November 06, 1998 3:53 PM To: Ines, Leilani Cc: Callahan, John; Askey, Travis Subject: RE: C -3132 Importance: High Under Section VII. Terms And Conditions Article B of the original BID package it reads, The Contract awarded shall be in effect for twelve (12) months. If it is mutually agreeable to both the successful contractor and the City of Newport Beach, the price agreement may be renewed in one year increments for up to three (3) additional years. The City does not have to give reason if it elects not to renew. Contractor agrees to supply services shown, as needed by the City, at prices listed upon purchase documents. I suspect that since we have not heard to the contrary, that it is the intent of the Library staff to continue the services provided by this particular firm for at least the second year (1st of 3 additional years allowable). I defer to John Callahan to make that call. From: Ines, Leilani Sent: Thursday, November 05, 1998 12:31 PM To: West, Bill Subject: C3132 Is this contract with Advanced Building Maintenance (Western Allied Service Co.) for Central Library maintenance and 3 branches still active? It was suppose to expire Feb. 10, 1998. Thanks for you help! Page 1 To: From: Subject: 0 LaVorme Harkless Bill West di z-� C-3�3a� 9/09/97 Certificate of Liability Insurance - HVAC Service - Central Library Here is the original certificate for liability insurance to replace the previous one which expired 8/01/97. Please have it filed with the other information pertaining to this contract. .............. '20 WINS*: ACORD R 07/14/1997 PRODUCER (310)309-2294 FAX (310)309-2623 ... ....... tKIU-K;AIrI*I**UCIJA*AfflA I=KUrIINrUKfflAIIUN ONLY AND CONFERS NO RIGHTS LIMNI THE CERTIFICATE Sander A. Kessler & Associates, Inc. HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR 2950 Ocean Park Boulevard ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Santa Monica, CA 90405 COMPANIES AFFORDING COVERAGE ................................................ __­­ ....... .................... COMPANY Transcontinental Ins. Co./CNA Attn: Vera Berger EXIC 248 A ikSVKb6.... ...... ............. ........... ............ ........ ......... ....... ....... I .................... I .......................................... ....................................... COMPANY Valley Forge Ins. Co./CNA Western Allied Service Co. B 12046 E. Florence Ave. ................. ..................... 11 ............... I ........... ............... ...... COMPANY Transportation Ins. Co./CNA Santa Fe Sprngs, CA 90670 C ............. I ...... __ ...... ...................... - .............. - ........... .............. .............. COMPANY Transcontinental Ins. Co./CNA D THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. ........... -.11.1 ..................... ...... 11 ............ ....... ................... .... ..... .. GO ................................ POLICY EFFECTIVE POLICY EXPIRATION: LTR TYPE OF INSURANCE POLICY NUMBER LIMITS DATE (MWDDffY) DATE (MMADDIYY) GENERAL LIABILITY GENERAL AGGREGATE 2,000,000 X ' COMMERCIAL GENERAL LIABILITY ........... .......................................................................... PRODUCTS - COMPIOP AGO ' $ 11000,000 ........... I-- .................................................. CLAIMS MADE X OCCUR PERSONAL& ADV INJURY $ j 1,000,000 A ...... .... 1035999350 08/01/1997 08/01/1998 .................................................................................. - ..... OWNER'S & CONTRACTOR'S PROT: EACH OCCURRENCE 11000,000 .............................. ............................. ............................... FIRE DAMAGE (Any me fire) $0,000 ................. ............ ...... ......................................... MED EXP (Anyone person) $ 5,000 AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ Z ANY AUTO 1,000,000 ............ ­­­­­­­­­ ....... - ALL OWNED AUTOS BODILY INJURY $ X SCHEDULED AUTOS. ;_ person) 8 6UAI063256630 08/01/1997 08/01/1998 ...................................................... ...... .............. 3 X HIRED AUTOS BODILY INJURY . ...... EX NON-OWNED AUTOS (Per aocident) $ .......................... ......... ...... .................................. ...... ...................... ............................... PROPERTY DAMAGE GARAGE LIABILITY z AUTO ONLY -EA ACCIDENT $ ANY AUTO .................. AUTO ONLY: ............... EACH ACCIDENT. $ .................. .......... ....... ....................................... ........ ­­­ ............................... AGGREGATE, $ EXCESS LIABILITY EACH OCCURRENCE 5,000,000 C X UMBRELLA FORM CUP1029795477 x 08/01/1997 08/01/1998 AGGREGATE $ 5,000,000 ........................... .......... OTHER THAN UMBRELLA FORM WORKERS COMPENSATION AND X i TORY LIMBS IN - B.. EMPLOYERS' LIABILITY ....... I ........ EL EACH ACCIDENT $ 11000,000 D WC1044938796 THE PROPRIETORf 08/01/1997 08/01/1998 : . .................... ............... - ........ - ........... tNCL E L DISEASE POL IC Y LIMIT $ 1 000,00 0 3 PARTNERSfEXECUTIVE . .. .. . . . . 1 OFFICERS ARE EXCL. EL DISEASE -EA EMPLOYEE $ 1,000,000 OTHER DEMP-ncmi OF OPERAMON&fLGCA-nONSNEMICLESISPECIAL ITEMS le: City's Central Library (Bid No. 96-IFB-016) Holder named as Additional Insured per endorsements attached #C-17957-B.. -Except 10 days for non-payment of premium. �11. 01: �T z, nl_ SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE WE EXPIRATION DATE THEREOF, WE ISSUING COMPANY WILL ENDEAVOR TO MAIL *10 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO WE LEFT, City of Newport Beach Attn: Bill West, CPPB BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR LIABILITY 3300 Newport Blvd. OF ANY KIND UPON THE COMPANY, ITS AGENTS OR REPRESENTATIVES, AUTHORIZED REPRESENTATIVE Newport Beach, CA 92663-3884 Xz� 0 0 e3, Sent: Tuesday, June 10, 1997 3:12 PM To: West, Bill Subject: RE: ContractsBlDs: Janitorial Svcs. & HVAC - CS Lib + For the moment, I think you are very thorough, but I'll let you know if there is anything else I need. Thanks for your cooperation. To: Harkless, LaVonne Cc: Butler, Irene; Callahan, John; Askey, Travis Subject: Contracts /BIDs: Janitorial Svcs. & HVAC - CS Lib + Copies of BID Pkgs., Recaps, Recommendation for Award, and all Original Insurance Certificates, /Addt'I Insured, BID Performance Bonds and Labor /Payment Bonds have been sent to your attention via Inter -Office Mail today. Please let me know if you need anything else for your files. ! a To: Callahan, John Cc: Askey, Travis Subject: RE: Janitorial Services - Libraries Thanks much for the concise update --this is what I need for the file and is beneficial to keeping track of the former janitorial maintenance company. Sent: Friday, May 16, 1997 1:22 PM To: Butler, Irene Subject: RE: Janitorial Services - Libraries Importance: High As I indicated on the phone there will be no signed contract with Advanced Building Maint.. The Purchase order along with the bid specifications comprises the agreement to provide service. Bill West will contact you to coordinate whatever you need. The Board of Trustees letter was indicating that the library had used the same vendor since 1994 but was anxious to obtain better service and pricing and therefore went through the bid process. The result was a bid award to Advanced Building Maintenance who are a new contractor for the library. The previous cleaning contract holder was Western Maintenance not to be confused with Western Allied Maintenance who now has the HVAC service agreement. They are two different companies. From: Butler, Irene To: Callahan, John Cc: Askey, Travis Subject: Janitorial Services - Libraries Date: Friday, May 18, 199711:22AM As a followup on: -==was assigned by the Clerk's office following approval on 2/10197 by Council to authorize the Community Services Department to enter into a one year contract with ADVANCE BUILDING MAINTENANCE at $43,260 per annum forjanitorial service for the central library and the three branch libraries. The memorandum from the Board of Library Trustees indicates that the Library has employed the same janitorial services vender since 1994. In reviewing the contracts maintained by the Clerk's Office, I can find no previous record of ADVANCE BUILDING MAINTENANCE so a new contract number was assigned as per the foregoing approval. I understand that the HVAC maintenance is being accomplished through a purchase order by Travis Askey and that this is a separate contract. For contracts/agreements that do not need Council approval the Clerk's office does not keep a contract file. To complete our records, we do need a signed contract between the City and ADVANCE BUILDING MAINTENANCE and ask for your assistance here. Thanks for your cooperation in this matter. 0 0 To: West, Bill Subject: RE: CENTRAL LIBRARY & BRANCH MAINTENANCE Thank you for your response. Am I to assume that the $43,260 is just for the janitorial maintenance or does it include the heating and air conditioning maintenance too. If the $43,260 i5for both, then 1 will be filing all of the paperwork into one contract folder (No. 3132). Please advise if this is okay, or if I need to separate into two (2) contracts and give a different contract number to Western Allied Service Company for the heating /air conditioning services. To: Butler, Irene Cc: Askey, Travis Subject: RE: CENTRAL LIBRARY & BRANCH MAINTENANCE Advance Building Maintenance s/b one (1) separate Contract for Janitorial Services. Western Allied Service Company s/b one (1) separate Contract for HVAC Services. Will send appropriate paperwork when available. Thank you. From: Askey, Travis To: BWEST Subject: FW: CENTRAL LIBRARY & BRANCH MAINTENANCE Date: Tuesday, May 13, 1997 4:22PM Bill ... Please contact Irene at your earliest convenience. Thanks From: Butler, Irene on Tue, May 13, 1997 4:22 PM Subject: CENTRAL LIBRARY & BRANCH MAINTENANCE To: Askey, Travis Cc: CHNET /CITYHALULKIENITZ I need clarification on the following regarding library maintenance: Our records indicate that Advance Building Maintenance has the contract for Janitorial maintenance at the Central Library and the Branches by Council approval on 2 -10 -97 and we have assigned the Contract as No. 3132. On the Quarterly Report (1/13/97 - 3/24/97) LaDonna indicated that this same Contract No. 3132 approved by the Council on 2110/97 will be undertaken with a P.O. by bids submitted, and you have already given me a copy of the City's letter informing Western Allied Service Company to provide air conditioning maintenance and services for the Central Library. Does this mean that the Janitorial Maintenance is being done by Advance Building Maintenance and that the Heating and Air Conditioning Maintenance is being done by Western Allied Service Company? Should all of this information be filed together as one contract? tiW PORT CITY OF NEWPORT BEACH V --- - ; 0) NenvpoiI Kmiu vard, Newport Rcaieh_ CA 026631-388-1 c,�r coaN�r 5106/97 J,aie� iti'lanager. Western Allied Service Company 12046 E. Florence Avenue Santa Fe Springs, CA 90670 Dear Mr. Gallagher, After reviewing the bid packages and checking the references, the City has selected your firm to provide air conditioning maintenance and services for the City's Central Library as indicated in Bid No. 96 -IFB -016. We would like your firm to begin providing those services as quickly as possible, preferably by June 1, 1997. Please submit to the Purchasing office within fifteen (15) days, (not including Saturday, Sunday and Federal holidays) the executed documents as shown below: Certificate of Insurance General Liability Insurance Endorsement Automobile Liability Insurance Endorsement Worker's Compensation Insurance Certification Performance Bond Thank you for your interest in providing these services to the City. We look forward to working with you and your firm. Sincerely, Bill West, CPPB Buyer cc: John Callahan, COPY Assistant City Librarian Y(103 CITY*OF NEWPORT BEACH 3300 Newport Boulevard, Newport Beach, CA 92663 -3884 5/06/97 Les Lewis Sales Manager, Control Air Conditioning Service Corporation 1639 Miraloma Avenue Placentia, CA 92670 Letter of Cancellation: Dear Mr. Lewis, After reviewing the bids submitted for HVAC maintenance and services for the City's Central Library, the City has selected Western Allied Service Company to provide this service. In keeping with the City's policy of providing thirty (30) days written notice, this letter serves you, and your firm with written notice of termination of your services, as of thirty (30) days hence. We would prefer to have your firm continue to provide the services through Saturday, May 31, 1997. We appreciate the services that your firm has provided to the City in maintaining the HVAC system for the Central Library. We also look forward to the future when we may again make additional use of your services. Sincerely, Bill West, CPPB Buyer cc: John Callahan, Assistant City Librarian �� PY1 :1 Y-403 From: Butler, Irene Sent: Monday, May 05,1997 10:26 AM To: Askey, Travis Subject: LIBRARY JANITORIAL CONTRACT #3132 Community Services (LaDonna Kienitz) has indicated that you will be undertaking the subject contract with a P.O. (purchase order). Please forward a signed document to us so that we can complete the contract file when you can. 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R a;g y3- �0CCL yBCD FL ' L' em 3 C) 9 O % 3 Dw, '$3 5E a 3 �y <a am OO -n . 8 � D m � m CD o 32� =3=D (J G�nyzm �o g 3 O D ? cam l (3 CD �m 3 T.6yo�• v (DPa (A3-�z 6 gomo =��0� �: = ' ao CL eye' �v O t3 N = c co z ni CD f�D W N H V •O I= N = f3D ._+ W m n �+ 0m l �v cr go ►"1 --1 5 wn V (A sa w Gi A � _m �m V 3 N -7k 0 Febru P 10, 1997 CITY COUNCIL AGENDA ITEM NO. 8 COMMUNITY SERVICES DEPARTMENT— TO: Mayor and Members of City Council FROM: Board of Library Trustees C313,)- SUBJECT: Library Janitorial Contract RECOMMENDATION Authorize the Community Services Department to enter into a one year contract with Advance Building Maintenance at $43,260 per annum for janitorial service for the central library and the three branch libraries. The contract would be renewable for two additional one year terms, subject to satisfactory performance and price. Funds for janitorial services are currently in the FY 1996 /97 Library Division budget. BACKGROUND The Newport Beach Public Library has employed the same janitorial services vendor since 1994. In November 1996, library staff prepared specifications and solicited bids gft through the Purchasing Division of Administrative Services in an attempt to obtain the best possible janitorial service at the lowest cost. Nineteen prospective bidders indicated an interest in bidding; fifteen vendors picked up bid packages and attended the mandatory Job Walk. Nine formal bids were submitted. Library staff thoroughly reviewed each and every bid submitted, evaluating the competitiveness of price, the quality of service, the call-back rates, etc., and undertook reference interviews with other municipalities and agencies using the respective vendors. The lowest bidder had previously serviced the four library buildings and the contract was terminated for unsatisfactory service. The requirements for cleaning the library facilities are quite specific and demanding due to the high volume of public traffic and the large areas to be maintained. The second lowest bidder, Advance Building Maintenance, has received excellent references from large operations including Pacific Bell and the City of Lakewood. Advance's bid will result in an annual savings of $21,773 versus the current contractor. Using the criteria cited above, the Board of Library Trustees recommended, at their meeting on January 21, 1997, awarding the annual cleaning contract to Advance Building maintenance at $43,260, as the lowest responsive and responsible bidder. 0