HomeMy WebLinkAbout092412-3068-Air-and-Lube-Systems-for-In-Ground-Vehicles-at-MSC-CIP-VR-12001
City of Palo Alto (ID # 3068)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 9/24/2012
Summary Title: Contract for Bldg B Hoist Pit Repair Air & Lube Systems, Inc.
Title: Approval of a Contract with Air & Lube Systems, Inc., in the Amount of
$318,031.78 for Repair of In-Ground Vehicle Lifts at the Municipal Services
Center, Capital Improvement Program Project VR-12001
From: City Manager
Lead Department: Public Works
Recommendation
Staff recommends that Council:
1. Authorize the City Manager or his designee to execute the attached contract
with Air & Lube Systems, Inc. (Attachment A) in the amount of $318,031.78 to
perform necessary repairs to the hydraulic/pneumatic equipment hoisting
systems at the City's Municipal Service Center, to make minor concrete
repairs, and to permanently waterproof up to seven concrete hoist pits from
groundwater intrusion for the Capital Improvement Program project VR-12001
(Evaluation and Replacement of In-ground Vehicle Lifts at the Municipal
Service Center); and
2. Authorize the City Manager or his designee to negotiate and execute one or
more change orders to the contract with Air & Lube Systems, Inc. for related,
additional services as specified in the contract, the total value of which shall
not exceed $31,803.
Executive Summary
The attached contract with Air & Lube Systems, Inc. is to repair an existing
hydraulic leak in one of the hydraulic equipment maintenance lifts, repair any
potential mechanical and/or hydraulic/pneumatic problems that may be
uncovered during the removal of the existing lifts from their pits (utilizing the
included $25,000 repair allowance), install seven isolation valves, perform minor
concrete repairs, and permanently waterproof up to seven concrete lifts pits from
groundwater intrusion.
Background
Equipment Maintenance, a section of the Public Works Public Services Division,
utilizes seven in-ground lifts for equipment maintenance purposes. When not in
use, these lifts reside within in-ground pits to maximize the limited floor space
available on the premises. These concrete pits were constructed many years ago
and are showing signs of deterioration. Groundwater intrusion into these pits was
first detected approximately a year ago, via the many joints, cracks, and openings
that have developed within the concrete walls and floors of these pits. Water
accumulation within these pits can be damaging to the hoisting equipment, and
may create other hazards.
Public Works staff has reviewed the options available to manage this problem.
One option involves filling in the in-ground pits and installing new above-ground
lifts. This option is not practical and was disregarded due to the limited floor
space and the narrow existing width of vehicle bays. Furthermore, replacing all
existing lifts with new above-ground lifts could cost upwards of $1,000,000. The
most viable and economical option is to seal and waterproof the existing concrete
pits, and perform minor necessary repairs to the existing lifts.
Discussion
The scope of work to be performed under this contract provides for minor repair
of the pneumatic and hydraulic lifts, minor concrete repairs, installation of
isolation valves, and waterproofing up to seven hoist pits located at the City’s
Municipal Service Center.
The goal of the project is two-fold. The primary goal is to eliminate water
intrusion that is seeping into the lift pits and potentially damaging the mechanical
equipment. The second goal is to remove, inspect and repair the lifts to extend
their service life. The entire Municipal Services Center (MSC) will soon undergo
an extensive study that may result in a relocation or complete rebuild of the
facility. Due to this uncertainty regarding the fate of the MSC, staff selected this
project as most prudent. It maintains the existing facility and functionality with
the minimum cost. Staff expects to release an RFP for the MSC Feasibility Study
by the end of December 2012. It will likely take multiple years before the next
course of action for the MSC is known.
Similarly staff is bringing on a consulting firm to look at the overall equipment
maintenance operation to evaluate the most cost effective approach to
performing City-wide equipment maintenance. One option would be to contract-
out part or all of the operation. Even if Palo Alto were to contract out equipment
maintenance it is likely that the contractor would utilize the current City
equipment maintenance facility as is done in other cities that have outside
equipment maintenance contract services.
This project will be executed in two separate phases. Phase 1 involves the
installation of seven isolation valves, repair of a known hydraulic leak in one of
the hydraulic lifts, removal of three pneumatic lifts from their pits, performance
of any necessary repairs to the lifts, cleaning of these lifts and their respective
concrete pits, minor concrete repair work, waterproofing to permanently seal the
pits from future water intrusion, and final reassembly of the pneumatic lifts back
into their respective pits. Phase 2 will consist of similar work, but will be pursued
only if water intrusion is evident into the remaining four hoist pits containing the
four hydraulic lifts. If Phase 2 is not required, the contract total will be reduced
by $164,000.
The total base contract award amount also includes a $25,000 allowance for other
mechanical repairs that may discovered during the dissassembly of the lifts. This
allowance will be authorized through the standard additional services process for
time and materials.
Summary of Solicitation Process
Proposals were solicited from several firms. Three firms visited the job site, but
only one proposal for the Request for Proposal (RFP) was received. The proposal
amount is $318,031.78. An evaluation committee consisting of staff from the
Public Works Engineering and Public Services Divisions reviewed the proposal.
The committee carefully reviewed the firm's qualifications and experience in
response to the criteria identified in the RFP. Air & Lube Systems, Inc. was
selected for its thorough understanding of the City’s requested services presented
in the RFP. They have completed similar projects and communicated with City
staff that they are well qualified to perform the work. The proposed cost from Air
& Lube Systems appears reasonable considering the complex work involved.
Resource Impact
Funding for this contract is available in Vehicle Replacement FY 2012 Capital
Improvement Program Project VR-12001.
Policy Implications
This project is in conformance with City of Palo Alto’s Comprehensive Plan and
does not represent any changes to existing City policies.
Environmental Review
The proposed project is a minor alteration and repair to existing facilities and is
categorically exempt under the California Environmental Quality Act (CEQA)
section 15301 guidelines.
Attachments:
Description Number
Proposed Length of Project: 70 days
Total Days to Respond to Proposal: 14 days
Number of Proposals Received: 1
Company Name Location (City, State)
1. Air & Lube Systems, Inc. Sacramento, CA
Range of Proposal Amounts Submitted $318,031.78.
Contract S13146457_Air-Lube Sys_MSC Hoist Leak Repair (PDF)
Prepared By: Matt Raschke, Senior Engineer
Department Head: J. Michael Sartor, Director
City Manager Approval: ____________________________________
James Keene, City Manager
CITY OF PALO ALTO CONTRACT NO. S13146457
GENERAL SERVICES AGREEMENT
THIS AGREEMENT made and entered into on the day of September, 2012, by and between the CITY OF
PALO ALTO, a California Chartered Municipal Corporation ("CITY"), and AIR & LUBE SYSTEMS, INC.,
a California corporation, located at 8530 Fruitridge Road, Suite I, Sacramento, CA 95826-4808, Telephone
Number: 800-400-1934 ("CONTRACTOR"). In consideration of their mutual covenants, the parties hereto agree
as follows:
1. SERVICES. CONTRACTOR shall provide or furnish the services ("Services") described in the Scope of
Services, attached as Exhibit A.
2. EXHIBITS. The following exhibits are attached to and made a part of this Agreement:
I:8J "A" -Scope of Services
I:8J "B" -Schedule of Performance
I:8J "C" -Compensation
I:8J "D" -Insurance Requirements
I:8J "E" -Performance andlor Payment Bond o "F" -Liquidated Damages
CONTRACT IS NOT COMPLETE UNLESS ALL EXHIBITS ARE ATTACHED.
3. TERM.
The term of this Agreement is from 9101 /2012 to 12/31 /2012 inclusive, subject to the provisions of Sections
Q and V of the General Terms and Conditions.
4. SCHEDULE OF PERFORMANCE. CONTRACTOR shall complete the Services within the term of this
Agreement in a reasonably prompt and timely manner based upon the circumstances and direction
communicated to CONTRACTOR, and if applicable, in accordance with the schedule set forth in the
Schedule of Performance, attached as Exhibit B. Time is of the essence in this Agreement.
5. COMPENSATION FOR ORIGINAL TERM. CITY shall pay and CONTRACTOR agrees to accept as
not to exceed compensation for the full performance of the Services and reimbursable expenses, if any:
r
r
The total maximum lump sum compensation of dollars ($ ); OR
The sum of
amount of
dollars ($
dollars ($
) per hour, not to exceed a total maximum compensation
);OR
A sum calculated in accordance with the fee schedule set forth in Exhibit C, not to exceed a total
maximum compensation amount of two hundred ninety-three thousand thirty-two dollars
($293,032).
CONTRACTOR agrees that it can perform the Services for an amount not to exceed the total maximum
compensation set forth above. Any hours worked or services performed by CONTRACTOR for which
payment would result in a total exceeding the maximum amount of compensation set forth above for
performance of the Services shall be at no cost to CITY.
r The City has set aside the sum of dollars ($ ) for Additional Services.
CONTRACTOR shall provide Additional Services only by advanced, written authorization from
the City Manager or designee. CONTRACTOR, at the CITY's request, shall submit a detailed
written proposal including a description of the scope of services, schedule, level of effort, and
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CONTRACTOR's proposed maximum compensation, including reimbursable expense, for such
services. Compensation shall be based on the hourly rates set forth above or in Exhibit C
(whichever is applicable), or if such rates are not applicable, a negotiated lump sum. CITY shall
not authorize and CONTRACTOR shall not perform any Additional Services for which payment
would exceed the amount set forth above for Additional Services. Payment for Additional
Services is subject to all requirements and restrictions in this Agreement.
6. COMPENSATION DURING ADDITIONAL TERMS.
r
CONTRACTOR'S compensation rates for each additional term shall be the same as the original
term; OR
CONTRACTOR's compensation rates shall be adjusted effective on the commencement of each
Additional Term. The lump sum compensation amount, hourly rates, or fees, whichever is
applicable as set forth in section 5 above, shall be adjusted by a percentage equal to the change in
the Consumer Price Index for Urban Wage Earners and Clerical Workers for the San Francisco
Oakland-San Jose area, published by the United States Department of Labor Statistics (CPI)
which is published most immediately preceding the commencement of the applicable Additional
Term, which shall be compared with the CPI published most immediately preceding the
commencement date of the then expiring term. Notwithstanding the foregoing, in no event shall
CONTRACTOR's compensation rates be increased by an amount exceeding five percent of the
rates effective during the immediately preceding term. Any adjustment to CONTRACTOR's
compensation rates shall be reflected in a written amendment to this Agreement.
7. INVOICING. Send all invoices to the CITY, Attention: Project Manager. The Project Manager is: Roger
Nguy, Dept.: Public Works, Telephone: (650) 496-6913. Invoices shall be submitted in arrears for Services
performed. Invoices shall not be submitted more frequently than monthly. Invoices shall provide a
detailed statement of Services performed during the invoice period and are subject to verification by CITY.
CITY shall pay the undisputed amount of invoices within 30 days of receipt.
GENERAL TERMS AND CONDITIONS
A. ACCEPTANCE. CONTRACTOR accepts and agrees to all terms and conditions of this Agreement. This
Agreement includes and is limited to the terms and conditions set forth in sections I through 6 above, these
general terms and conditions and the attached exhibits.
B. QUALIFICATIONS. CONTRACTOR represents and warrants that it has the expertise and qualifications
to complete the services described in Section I of this Agreement, entitled "SERVICES," and that every
individual charged with the performance of the services under this Agreement has sufficient skill and
experience and is duly licensed or certified, to the extent such licensing or certification is required by law,
to perform the Services. CITY expressly relies on CONTRACTOR's representations regarding its skills,
knowledge, and certifications. CONTRACTOR shall perform all work in accordance with generally
accepted business practices and performance standards of the industry, including all federal, state, and local
operation and safety regulations.
C. INDEPENDENT CONTRACTOR. It is understood and agreed that in the performance of this
Agreement, CONTRACTOR and any person employed by CONTRACTOR shall at all times be considered
an independent CONTRACTOR and not an agent or employee of CITY. CONTRACTOR shall be
responsible for employing or engaging all persons necessary to complete the work required under this
Agreement.
D. SUBCONTRACTORS. CONTRACTOR may not use subcontractors to perform any Services under this
Agreement unless CONTRACTOR obtains prior written consent of CITY. CONTRACTOR shall be solely
responsible for directing the work of approved subcontractors and for any compensation due to
subcontractors.
E. TAXES AND CHARGES. CONTRACTOR shall be responsible for payment of all taxes, fees,
contributions or charges applicable to the conduct of CONTRACTOR's business.
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F. COMPLIANCE WITH LAWS. CONTRACTOR shall in the performance of the Services comply with
all applicable federal, state and local laws, ordinances, regulations, and orders.
G. DAMAGE TO PUBLIC OR PRIVATE PROPERTY. CONTRACTOR shall, at its sole expense, repair
in kind, or as the City Manager or designee shall direct, any damage to public or private property that
occurs in connection with CONTRACTOR's performance of the Services.
CITY may decline to approve and may withhold payment in whole or in part to such extent as may be
necessary to protect CITY from loss because of defective work not remedied or other damage to the CITY
occurring in connection with CONTRACTOR's performance of the Services. CITY shall submit written
documentation in support of such withholding upon CONTRACTOR's request. When the grounds
described above are removed, payment shall be made for amounts withheld because of them.
H. WARRANTIES. CONTRACTOR expressly warrants that all services provided under this Agreement shall
be performed in a professional and workmanlike manner in accordance with generally accepted business
practices and performance standards of the industry and the requirements of this Agreement.
CONTRACTOR expressly warrants that all materials, goods and equipment provided by CONTRACTOR
under this Agreement shall be fit for the particular purpose intended, shall be free from defects, and shall
conform to the requirements of this Agreement. CONTRACTOR agrees to promptly replace or correct any
material or service not in compliance with these warranties, including incomplete, inaccurate, or defective
material or service, at no further cost to CITY. The warranties set forth in this section shall be in effect for
a period of one year from completion of the Services and shall survive the completion of the Services or
termination of this Agreement.
I. MONITORING OF SERVICES. CITY may monitor the Services performed under this Agreement to
determine whether CONTRACTOR's work is completed in a satisfactory manner and complies with the
provisions of this Agreement.
J. CITY'S PROPERTY. Any reports, information, data or other material (including copyright interests)
developed, collected, assembled, prepared, or caused to be prepared under this Agreement will become the
property of CITY without restriction or limitation upon their use and will not be made available to any
individual or organization by CONTRACTOR or its subcontractors, if any, without the prior written
approval of the City Manager.
K. AUDITS. CONTRACTOR agrees to permit CITY and its authorized representatives to audit, at any
reasonable time during the term of this Agreement and for three (3) years from the date of final payment,
CONTRACTOR's records pertaining to matters covered by this Agreement. CONTRACTOR agrees to
maintain accurate books and records in accordance with generally accepted accounting principles for at
least three (3) following the terms of this Agreement.
L. NO IMPLIED WAIVER. No payment, partial payment, acceptance, or partial acceptance by CITY shall
operate as a waiver on the part of CITY of any of its rights under this Agreement.
M. INSURANCE. CONTRACTOR, at its sole cost, shall purchase and maintain in full force during the term
of this Agreement, the insurance coverage described in Exhibit D. Insurance must be provided by
companies with a Best's Key rating of A-:VII or higher and which are otherwise acceptable to the City's
Risk Manager. The City's Risk Manager must approve deductibles and self-insured retentions. In addition,
all policies, endorsements, certificates and/or binders are subject to approval by the Risk Manager as to
form and content. CONTRACTOR shall obtain a policy endorsement naming the City of Palo Alto as an
additional insured under any general liability or automobile policy. CONTRACTOR shall obtain an
endorsement stating that the insurance is primary coverage and will not be canceled or materially reduced
in coverage or limits until after providing 30 days prior written notice of the cancellation or modification to
the City's Risk Manager. CONTRACTOR shall provide certificates of such policies or other evidence of
coverage satisfactory to CITY's Risk Manager, together with the required endorsements and evidence of
payment of premiums, to CITY concurrently with the execution of this Agreement and shall throughout the
term of this Agreement provide current certificates evidencing the required insurance coverages and
endorsements to the CITY's Risk Manager. CONTRACTOR shall include all subcontractors as insured
under its policies or shall obtain and provide to CITY separate certificates and endorsements for each
subcontractor that meet all the requirements of this section . The procuring of such required policies of
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insurance shall not operate to limit CONTRACTOR's liability or obligation to indemnify CITY under this
Agreement.
N. HOLD HARMLESS. To the fullest extent permitted by law and without limitation by the provisions of
section M relating to insurance, CONTRACTOR shall indemnify, defend and hold harmless CITY, its
Council members, officers, employees and agents from and against any and all demands, claims, injuries,
losses, or liabilities of any nature, including death or injury to any person, property damage or any other
loss and including without limitation all damages, penalties, fines and judgments, associated investigation
and administrative expenses and defense costs, including, but not limited to reasonable attorney's fees,
courts costs and costs of alternative dispute resolution), arising out of, or resulting in any way from or in
connection with the performance of this Agreement. The CONTRACTOR's obligations under this Section
apply regardless of whether or not a liability is caused or contributed to by any negligent (passive or active)
act or omission of CITY, except that the CONTRACTOR shall not be obligated to indemnify for liability
arising from the sole negligence or willful misconduct of the CITY . The acceptance of the Services by
CITY shall not operate as a waiver of the right of indemnification. The provisions of this Section survive
the completion of the Services or termination of this Contract.
O. NON-DISCRIMINATION. As set forth in Palo Alto Municipal Code section 2.30.510, CONTRACTOR
certifies that in the performance of this Agreement, it shall not discriminate in the employment of any
person because of the race, skin color, gender, age, religion, disability, national origin, ancestry, sexual
orientation, housing status, marital status, familial status, weight or height of such person. CONTRACTOR
acknowledges that it has read and understands the provisions of Section 2.30.510 of the Palo Alto
Municipal Code relating to Nondiscrimination Requirements and the penalties for violation thereof, and
agrees to meet all requirements of Section 2.30.510 pertaining to nondiscrimination in employment.
P. WORKERS' COMPENSATION. CONTRACTOR, by executing this Agreement, certifies that it is aware
of the provisions of the Labor Code of the State of California 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 certifies that it will comply with such provisions, as applicable, before commencing and
during the performance of the Services.
Q. TERMINATION. The City Manager may terminate this Agreement without cause by giving ten (\ 0)
days' prior written notice thereof to CONTRACTOR. If CONTRACTOR fails to perform any of its
material obligations under this Agreement, in addition to all other remedies provided by law, the City
Manager may terminate this Agreement immediately upon written notice of termination. Upon receipt of
such notice of termination, CONTRACTOR shall immediately discontinue performance. CITY, CITY
shall pay CONTRACTOR for services satisfactorily performed up to the effective date of termination. If
the termination if for cause, CITY may deduct from such payment the amount of actual damage, if any,
sustained by CITY due to Contractor's failure to perform its material obligations under this Agreement.
Upon termination, CONTRACTOR shall immediately deliver to the City Manager any and all copies of
studies, sketches, drawings, computations, and other material or products, whether or not completed,
prepared by CONTRACTOR or given to CONTRACTOR, in connection with this Agreement. Such
materials shall become the property of CITY.
R. ASSIGNMENTS/CHANGES. This Agreement binds the parties and their successors and assigns to all
covenants of this Agreement. This Agreement shall not be assigned or transferred without the prior written
consent of the CITY. No amendments, changes or variations of any kind are authorized without the written
consent of the CITY.
S. CONFLICT OF INTEREST. In accepting this Agreement, CONTRACTOR covenants that it presently
has no interest, and will not acquire any interest, direct or indirect, financial or otherwise, which would
conflict in any manner or degree with the performance of this Contract. CONTRACTOR further covenants
that, in the performance of this Contract, it will not employ any person having such an interest.
CONTRACTOR certifies that no City Officer, employee, or authorized representative has any financial
interest in the business of CONTRACTOR and that no person associated with contractor has any interest,
direct or indirect, which could conflict with the faithful performance of this Contract. CONTRACTOR
agrees to advise CITY if any conflict arises.
T. GOVERNING LAW. This contract shall be governed and interpreted by the laws of the State of
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California.
U. ENTIRE AGREEMENT. This Agreement, including all exhibits, represents the entire agreement
between the parties with respect to the services that may be the subject of this Agreement. Any variance in
the exhibits does not affect the validity of the Agreement and the Agreement itself controls over any
conflicting provisions in the exhibits. This Agreement supersedes all prior agreements, representations,
statements, negotiations and undertakings whether oral or written.
V. NON-APPROPRIATION. This Agreement is subject to the fiscal provisions of the Charter of the City of
Palo Alto and the Palo Alto Municipal Code. This Agreement will terminate without any penalty (a) at the
end of any fiscal year in the event that funds are not appropriated for the following fiscal year, or (b) at any
time within a fiscal year in the event that funds are only appropriated for a portion of the fiscal year and
funds for this Contract are no longer available. This Section shall take precedence in the event of a conflict
with any other covenant, term, condition, or provision of this Contract.
W. ENVIRONMENTALLY PREFERRED PURCHASING AND ZERO WASTE REQUIREMENTS.
CONTRACTOR shall comply with the City's Environmentally Preferred Purchasing policies which are
available at the City's Purchasing Department which are incorporated by reference and may be amended
from time to time. CONTRACTOR shall comply with waste reduction, reuse, recycling and disposal
requirements of the City's Zero Waste Program. Zero Waste best practices include first minimizing and
reducing waste; second, reusing waste and third, recycling or composting waste. In particular, Contractor
shall comply with the following zero waste requirements:
• All printed materials provided by Contractor to City generated from a personal computer and
printer including but not limited to, proposals, quotes, invoices, reports, and public education
~ materials, shall be double-sided and printed on a minimum of 30% or greater post-consumer
content paper, unless otherwise approved by the City's Project Manager. Any submitted materials
printed by a professional printing company shall be a minimum of 30% or greater post-consumer
material and printed with vegetable based inks.
• Goods purchased by Contractor on behalf of the City shall be purchased in accordance with the
City's Environmental Purchasing Policy including but not limited to Extended Producer
Responsibility requirements for products and packaging. A copy of this policy is on file at the
Purchasing Office.
• Reusable/returnable pallets shall be taken back by the Contractor, at no additional cost to the City,
for reuse or recycling. Contractor shall provide documentation from the facility accepting the
pallets to verifY that pallets are not being disposed.
X. AUTHORITY. The individual(s) executing this Agreement represent and warrant that they have the legal
capacity and authority to do so on behalf of their respective legal entities.
Y. CONTRACT TERMS: All unchecked boxes do not apply to this Contract.
IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives executed this Agreement
on the date first above written.
CITY OF PALO ALTO
City Manager or Designee
Purchasing Manager or Designee
Approved as to form:
EXHIBIT A
AIR & LUBE SYSTEMS, INC.
<::. 0 By t'\A ~. U,~ __
Name Wl ("cteee , f)EW0 tC 'Y
Title P ib Y::;S i K) c \"'-.J T
Telephone: Q) 119 ~ 0S 7 -% \?')~ '0
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SCOPE OF WORK
PROJECT TITLE: MSC Hoist Pits Water Leak Repair
PROJECT MANAGERS:
PROJECT TECHNICIAN:
Matt Raschke
John Moran
Roger Nguy
INTRODUCTION
Ph:
Ph:
Ph:
Cell:
Fax:
(650)496-5937
(650)496-6935
(650)496-6913
(650)833-8165
(650)852-9289
The City of Palo Alto is soliciting proposals to repair, seal, and waterproof all
openings/joints/cracks in the concrete vehicle hoist pits located in the fleet maintenance
shop (Building B) in the Municipal Service Center (MSC) at 3201 East Bayshore Road,
Palo Alto, CA 94303. Water is currently entering these pits via cracks and joint openings in
the walls and bottoms of the pits. The work performed shall include the development of a
plan to stop the current water leaks and offer a permanent solution to prevent all future
water leakage into these pits. Water accumulation within these hoist pits can be both
damaging to the hoisting equipment, and present a hazardous working environment.
The City's Fleet Services division utilizes seven vehicle hoists for maintenance purposes.
Four of the hoists are hydraulically powered , and the remaining three are pneumatically
powered. When not in use, components of these hydraulic/pneumatic hoists reside mostly
within underground concrete pits. These pits have openings that are approximately 1 foot 5
inches wide by 10 feet 3 inches long, and approximately 8 feet in depth . Work performed
within the pits would be classified as "permit-required confined space entry".
The concrete walls and floors of these hoist pits have deteriorated over the years due to
age and other environmental factors . As a result, water can be seen entering into these pits
from cracks and openings that have developed within the concrete . Water penetrates these
pits at various rates , some pits can be full of water within 24 hours after drainage, while
others may take weeks. Water levels in the various pits have always remained
approximately one foot below grade at its highest point and have never overflowed. It's
unknown if water penetration is isolated to crack(s) developed within the concrete of just
one pit, and then migrates to other adjacent pits through various channels , or if multiple
cracks in mulpitle pits are contributing to the problem . The source of water penetration is
likely groundwater. Various tests performed on the water within the pits have found no
traceable elements normally present in the City's water distribution system.
SCOPE OF WORK:
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Design a suitable solution to make the existing pits watertight and furnish all labor,
materials, equipment, and transportation necessary to implement the design.
Proposers shall verify all data supplied in this RFP. By responding to this RFP, the
successful proposer certifies that he/she (or a company representative) has attended the
mandatory Pre-proposal meeting, has verified and resolved any and all discrepancies
between the data provided and the worksite, and thereby agrees to accept field conditions
as is.
The work plans developed shall minimize disruption to ongoing vehicle and equipment
maintenance operations. The successful proposer's workspace shall be confined to areas
immediately adjacent to the pits with active repair work, and barriers such as curtains shall
be erected to clearly signify and shield this work zone to minimize hazard to pedestrian
traffic and minimize disruption/distraction to City crew(s). The successful proposer's
vehicles and equipment shall not block vehicular traffic or access to other stalls where no
active repair work is being performed.
The City will provide the necessary equipment and operators for initial drainage of the bulk
of the water within each pit. Once the pits have been sufficiently drained, the successful
proposer shall be responsible for supplying the necessary equipment, including, but not
limited to pumps, hoses, and water storage containers, to keep the pit(s) sufficiently dry (if
necessary) for the remaining duration of the work or until all leaks are sealed. The City will
provide a disposal site for emptying full water storage containers at a nearby location.
Fluid leak is apparent in one of the four hydraulic lifts. As part of Phase I, the successful
proposer shall coordinate and repair the leak(s) at a time that is least disruptive to fleet
operations prior to the pit sealing work.
At the appropriate interval, the successful proposer shall provide the necessary equipment,
labor, and appropriate materials to degrease/clean the lifting components and concrete
pits. This step is expected to both prevent contaminants from getting into the newly applied
sealant(s), and to expose the concrete pores for bonding agents.
Due to deterioration of the concrete in some areas of the pits , some minor concrete repair
work may be necessary prior to sealant application. The successful proposer shall provide
all labor, equipment, and appropriate materials needed to complete the task.
If it is necessary to remove the tanks, casings, hoses, and all other components of the
pneumatic and hydraulic lift systems from within each pit in order to perform the repairs
properly, the successful proposer shall provide all necessary tools, equipment, labor, and
common parts (such as new hoses and seals) typically necessary to remove and
reassemble the components.
If the lifting components from within the pits need to be removed for proper repair, new
isolation valves will need to be installed. As part of Phase I, the successful proposer shall
provide all necessary equipment, parts, tools, and labor necessary to complete the
installation of these seven new valves. The compressed air system is a critical component
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of fleet maintenance operations; therefore, if the system needs to be taken offline for valve
installation, installation of valves at each pit shall be limited to an hour or less.
During the removal and reinstallation process, if components of the vehicle hoisting
systems are discovered to be in need of repair or replacement, the successful proposer
shall provide all necessary labor, equipment, and materials/parts to complete the task . For
the purpose of this task, a contract line item budget allowance shall be set at $25,000. As
part of the proposal, the successful proposer shall indicate that they will itemize fees based
on actual Time and Materials for the stated task.
PLEASE NOTE: Fleet Services operating hours are Monday-Thursday 6:15am-3:45pm,
and Friday 6:15am-2:45pm. Unless prior arrangement can be made with the City, the
successful proposer shall adjust their work schedule accordingly and operate within the
specified operating days and hours.
All chemicals requiring respirators are strictly prohibited on the worksite during Fleet
Services operating hours mentioned above . If the use of such chemicals is unavoidable
and necessary to complete the tasks, prior arrangement shall be made with the City to
allow for the application of such chemicals in the after hours.
The repair proposal shall be written so that the work may be done in two phases. Phase I
consists of all necessary work for sealing water leaks in the three concrete pits housing the
pneumatic hoists, installation of seven isolation valves, and repairing the leak(s) in one of
the hydraulic hoists . Phase II consists of repair work in the four remaining concrete pits
housing the hydraulic hoists . Notice to Proceed for Phase II will only be issued if water
continues to enter into the four hydraulic hoist pits after Phase I has been completed
successfully. In addition to the contract line item budget allowance of $25,000, Phase I and
Phase II shall each be quoted on a lump sum per phase basis.
The repaired hoist pit bottoms and walls shall be guaranteed to be free of water leakage
(i.e. groundwater intrusion) for a mimimum of three years from date of project completion.
All other repair work not directly related to groundwater instrusion into the concrete pits
(such as the hydraulic leak repair), and materials (such as replacement parts and new
valves) shall have a minimum one year warranty against defects in materials and
workmanship.
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EXHIBITB
SCHEDULE OF PERFORMANCE
CHOOSE ONE OF THESE AL TERl'JA TIVES TO DESCRIBE SCHEDULE:
CONTRACTOR shall perform the Services so as to complete each task within the time period specified
below. The time to complete each task may be increased or decreased by mutual written agreement of the
project managers for CONTRACTOR and CITY so long as all work is completed within the term of the
Agreement. Upon request CONTRACTOR shall provide a detailed schedule of work consistent with the
schedule below.
Task
(Describe task)
1. Phase 1 -Pneumatic Hoist Pit Repair
2. Phase 2 -Hydraulic Hoist Pit Repair
9
Complete
Days
From NTP
30
70
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EXHIBIT C
COMPENSATION
Compensation based upon task: CONTRACTOR shall perform the tasks as described and budgeted below. The
CITY's Project Manager may approve in writing the transfer of budget amounts between any of the tasks or categories listed
below provided the total compensation for the Services including reimbursable expenses, does not exceed $360,000.00 . Any
services provided or hours worked for which payment would result in a total exceeding the maximum amount of
compensation set forth herein shall be at no cost to City.
• PHASE 1
• Provide and install PHASE 1 Hoist pit water leak repair per plans and
specifications with the following clarifications.
• Clarifications: Permitting not included.
• Isolation valves for all 7 lifts are included in Phase 1
• Hyd. Hoist seal leak from Phase 2 group is included in Phase 1
• Air and Lube Systems will comply with all Bonding, Insurance and
Prevailing wage requirements.
• TOTAL PRICE: $129,046.53
INCLUDES:
• RATE I HR:$110
• HOURS REQUIRED: 976
• MATERIALS: $ 13,218.25
• BONDING: $ 3,777.78
• RENTAL EQUIPMENT: $ 3,600
• TAX: $ 1,090.51
• PHASE 2
• Provide & install PHASE 2 Hoist pit water leak repair per plans and
specifications with the following clarifications.
• Clarifications: Permitting not included.
• Air and Lube Systems will comply with all Bonding, Insurance and
Prevailing wage requirements
• TOTAL PRICE: $ 163,985.25
INCLUDES:
• RATE / HR: $110
• HOURS REQUIRED: 1,264
• MATERIALS: $ 15,997.67
• BONDING: $ 4,027.78
• RENTAL EQUIPMENT: $ 3,600
• TAX: $ 1,319.81
COMBINED TOTALS FOR PHASE 1 AND PHASE 2:
• TOTAL PRICE FOR PHASE 1 AND PHASE 2 COMBINED.
$ 293,031.78
• LIFT REPAIR ALLOWANCE: $ 25,000 (not included in totals).
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EXHIBITD
INSURANCE REQUIREMENTS
CONTRACTORS TO THE CITY OF PALO ALTO (CITY), AT THEIR SOLE EXPENSE, SHALL FOR THE TERM
OF THE CONTRACT OBTAIN AND MAINTAIN INSURANCE IN THE AMOUNTS FOR THE COVERAGE
SPECIFIED BELOW, AFFORDED BY COMPANIES WITH AM BEST'S KEY RATING OF A-:VII, OR
HIGHER, LICENSED OR AUTHORIZED TO TRANSACT INSURANCE BUSINESS IN THE STATE OF
CALIFORNIA.
A WARD IS CONTINGENT ON COMPLIANCE WITH CITY'S INSURANCE REQUIREMENTS, AS SPECIFIED,
BELOW'
MINIMUM LIMITS
REQUIRED TYPE OF COVERAGE REQUIREMENT EACH
YES
YES
YES
YES
NO
YES
OCCURRENCE AGGREGATE
WORKER'S COMPENSATION STATUTORY
EMPLOYER'S LIABILITY STATUTORY
BODILY INJURY $1,000,000 $1,000,000
GENERAL LIABILITY, INCLUDING
PERSONAL INJURY, BROAD FORM PROPERTY DAMAGE $1,000,000 $1,000,000
PROPERTY DAMAGE BLANKET
CONTRACTUAL, AND FIRE LEGAL BODIL Y INJURY & PROPERTY $1,000,000 $1,000,000
LIABILITY DAMAGE COMBINED.
BODIL Y INJURY $1,000,000 $1,000,000
-EACH PERSON $1,000,000 $1,000,000
AUTOMOBILE LIABILITY, -EACH OCCURRENCE $1 ,000,000 $1,000,000
INCLUDING ALL OWNED, HIRED, PROPERTY DAMAGE $1 ,000,000 $1,000,000 NON-OWNED
BODILY INJURY AND PROPERTY $1,000,000 $1,000,000
DAMAGE, COMBINED
PROFESSIONAL LIABILITY,
INCLUDING, ERRORS AND
OMISSIONS, MALPRACTICE (WHEN
APPLICABLE), AND NEGLIGENT
PERFORMANCE ALL DAMAGES $1,000,000
THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADD ITIONAL INSURED: CONTRACTOR, AT
ITS SOLE COST AND EXPENSE, SHALL OBTAIN AND MAINTAIN, IN FULL FORCE AND
EFFECT THROUGHOUT THE ENTIRE TERM OF ANY RESULTANT AGREEMENT, THE
INSURANCE COVERAGE HEREIN DESCRIBED, INSURING NOT ONLY CONTRACTOR AND
ITS SUBCONSULTANTS, IF ANY, BUT ALSO, WITH THE EXCEPTION OF WORKERS'
COMPENSATION, EMPLOYER'S LIABILITY AND PROFESSIONAL INSURANCE, NAMING AS
ADDITIONAL INSUREDS CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS, AND EMPLOYEES.
I. INSURANCE COVERAGE MUST INCLUDE:
A. A PROVISION FOR A WRITTEN THIRTY DAY ADVANCE NOTICE TO CITY OF CHANGE
IN COVERAGE OR OF COVERAGE CANCELLATION; AND
B. A CONTRACTUAL LIABILITY ENDORSEMENT PROVIDING INSURANCE COVERAGE
FOR CONTRACTOR'S AGREEMENT TO INDEMNIFY CITY.
C. DEDUCTIBLE AMOUNTS IN EXCESS OF $5,000 REQUIRE CITY'S PRIOR APPROVAL.
II. CONTACTOR MUST SUBMIT CERTIFICATES(S) OF INSURANCE EVIDENCING REQUIRED
COVERAGE.
III. ENDORSEMENT PROVISIONS, WITH RESPECT TO THE Il'ISURANCE AFFORDED TO
"ADDITIONAL INSUREDS"
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A. PRIMARY COVERAGE
WITH RESPECT TO CLAIMS ARISING OUT OF THE OPERATIONS OF THE NAMED [NSURED,
INSURANCE AS AFFORDED BY THIS POLICY IS PRIMARY AND IS NOT ADDlTIONAL TO OR
CONTRIBUTING WITH ANY OTHER INSURANCE CARRJED BY OR FOR THE BENEFIT OF THE
ADDlTIONAL INSUREDS.
B. CROSS LlAB[LlTY
THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CORPORATION AS INSUREDS UNDER THE
POLICY SHALL NOT, FOR THAT REASON ALONE, EXTINGUISH ANY RIGHTS OF THE [NSURED
AGA[NST ANOTHER, BUT THlS ENDORSEMENT, AND THE NAMING OF MULTIPLE [NSUREDS,
SHALL NOT INCREASE THE TOTAL LlAB[LITY OF THE COMPANY UNDER T[-{[S POLICY.
C. NOTICE OF CANCELLATION
I. [F THE POLICY [S CANCELED BEFORE ITS EXPIRAT[ON DATE FOR ANY
REASON OTHER THAN THE NON-PAYMENT OF PREMIUM, THE [SSUING
COMPANY SHALL PROVIDE CITY AT LEAST A THIRTY (30) DAY WRITTEN
NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION.
2. [F THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR THE NON
PAYMENT OF PREM[UM, THE ISSUING COMPANY SHALL PROVIDE CITY AT
LEAST A TEN (I 0) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF
CANCELLA TION.
NOTICES SHALL BE MAILED TO:
PURCHASING AND
CONTRACT ADMINISTRATION
CITY OF PALO ALTO
P.O. BOX 10250
PALO ALTO, CA 94303
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