Item 1.6 - Award of Contract for As-Needed Plumbing Services RFP 14-010�I
City of Poway
COUNCIL AGENDA REPORT
APPROVED
APPROVED AS AMENDED
(SEE MINUTES)
DENIED
REMOVED
CONTINUED
RESOLUTION NO.
DATE: July 15, 2014
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Singer, City Manager
INITIATED BY: Leah Browder, Director of Public Works
Eric Heidemann, Public Works Administrator
SUBJECT: Award of Contract for As- Needed Plumbing. Services, RFP
14 -010
Summary:
A notice inviting proposals for As- Needed Plumbing Services was duly advertised on
June 12 and 19, 2014. Five proposals were received and opened on June 24, 2014.
A.O. Reed & Co. was selected as the vendor best meeting the evaluation criteria. The
first term of the Contract is one (1) year and eleven and one -half (11 -1/2) months
beginning July 16, 2014 through June 30, 2016. The Contract may be extended through
a total of three separate one -year extensions. The maximum length of the Contract
would be up to five (5) years.
Recommended Action:
It is recommended that the City Council award the Contract for As- Needed Plumbing
Services, RFP 14 -010, to A.O. Reed & Co., and authorize the City Manager to execute
the necessary documents.
Background:
This Contract is. intended to cover as- needed plumbing services for all projects assigned
to the Contractor. In addition, any single project that is estimated to exceed $5,000.00
will be bid separately and is not considered to be covered by this Contract.
The Contractor shall furnish all professional services, skilled labor, materials,
equipment, tools, insurance, permits and fees, as necessary, to render the services
according to the specifications set forth in the Request for Proposals.
Findings:
Five proposals were received and opened on June 24, 2014. Staff determined that A.O.
Reed & Co. best meets the City's requirements. Evaluation criteria for the proposals
included overall experience; government agency experience; breadth and duration of
experience; technical expertise; work force coverage capacity; references; and cost of-
service. Also considered within these criteria were Cal /OSHA safety program
compliance, technical training program, and service rates. A.O. Reed is the current
provider of as- needed plumbing services to the City and has met or exceeded all
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1 of 8 July 15, 2014 Item #�
Award of Contract for As- Needed Plumbing Services, RFP 14 -010
July 15, 2014
Page 2
contract requirements- and performance expectations. -Based on -their experience and -
staffing, the City has confidence in A.O. Reed's ability to respond quickly to all plumbing
service needs.
The length of the initial Contract is one (1) year and eleven and one -half (11 -1/2)
months beginning July 16, 2014 .through June 30, 2016. The Contract may be extended
subject to Council appropriation of funds through a total of, three separate one -year
extensions. The maximum length of the Contract would be up to five (5) years.
Fiscal Impact:
Sufficient funds for award of this Contract are budgeted in Fiscal Year 2014/2015
(Account 0419 - 4120).
Environmental Review:
This action is not subject to CEQA review.
Public Notification:
A copy of this report has been sent to A.O. Reed & Co.
Attachment:
A. Contract and Proposal Tables. (The entire Contract and RFP are on file with the
Office of the City Clerk.)
2 of 8 July 15, 2014 Item # /. (o
CONTRACT
AS- NEEDED PLUMBING SERVICES
THIS CONTRACT, made and concluded, this 16th day of July, 2014, between the City of
Poway (hereinafter collectively referred to as "City "), and A. O. Reed & Co., hereinafter
referred to as "Contractor." The initial term of the contract is from July 16, 2014 to June 30,
2016. The Contract may be extended with a total of three (3) separate one -year time
extensions. Each extension will be dependent on the appropriation of funds by the , City
Council. Adjustments to service costs are based on Section II, item 29, Contract Renewal.
ARTICLE I. That for and in consideration of payments and agreements � hereinafter
mentioned, to be made and performed by the City, and under the conditions expressed in
the bonds attached hereto, if any, Contractor. agrees with City at Contractor's cost and
expense, to do all the work and furnish all the materials except such as are mentioned in
the Specifications (attached hereto, at Section 3) necessary to construct and complete in
good, workmanlike and substantial manner, all to the satisfaction of the City of Poway, in
accordance with the Special Provisions for this project as set forth herein.
ARTICLE II. Said Contractor agrees to receive and accept as full compensation for
furnishing all materials and doing all the work contemplated and embraced in the Contract
an amount equal to the sum of the totals for the items of work. The total for each item of
work shall be calculated by determining the actual quantity of each item of work and
multiplying that actual quantity by the unit price proposal by the Contractor for that item of
work. Contractor further agrees to be responsible and hold City harmless from all loss or
damage arising out of the nature of work aforesaid, or from the acts of the elements, or from
any unforeseen difficulties or obstructions which may arise or be encountered in the
prosecution of the work until its acceptance by City. Contractor agrees to be responsible
and hold City harmless from all risks of every description and under the control of
Contractor pursuant to the terms of the Contract, and connected with Contractor's
performance of this Contract. The Contractor is responsible for all expenses incurred by or
in consequence of the suspension or discontinuance of work, and /or faithfully completing
the work, and the whole thereof, in the manner and according to the Plans and
Specifications and requirements of the City.
ARTICLE III. The City hereby agrees and promises the Contractor to employ, and does
hereby employ, said Contractor to provide the materials and to do the work according to the
terms and conditions herein contained and referred to, for the prices stated, and hereby
Contracts to pay the same at the time, in the manner, and upon the conditions above set
forth. Said parties for themselves, to their heirs, executors, administrators, successors and
assigns, do hereby agree to full performance of the Covenants herein contained.
ARTICLE IV. It is further expressly agreed by and between the parties hereto that should
there be any conflict between the terms of this instrument and the bid or proposal of said
Contractor, then this instrument shall control and nothing herein shall be considered as an
acceptance of the said terms of proposal conflicting herewith.
ARTICLE V. Contractor shall defend and otherwise hold City harmless from any and all
claims, complaints, causes of action, of any nature whatsoever, arising from Contractors
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performance of the Contract. In performance of this Provision, Contractor shall name City
as additional insured_on a policy of general liability as required_ per Section II, item 20. The
Covenant contained herein applies to all sums paid as a result of the above claims,
including court costs and reasonable attorney fees whether or not the matter results in
judgment.
ARTICLE VI. Pursuant to Public Contract Code Section 22300, provisions for substitution of
securities for performance retentions will be allowed.
ARTICLE VII. EACH AND EVERY COVENANT, CONDITION AND PROMISE contained in
the Specifications, General Provisions and Special Provisions for said project are herein
incorporated by reference as if fully set forth herein and constitute a material part of the
consideration to the City in entering into this Contract with Contractor.
(All Items in the Contract will be the same as in the Proposal.)
IN WITNESS WHEREOF, the parties to those present have hereunto set their names in the
year and date first above written.
Contractor:
Signature
Title:
Signature
Title:
City Manager of the City of Poway:
ATTEST:
City Clerk:
APPROVED AS TO CONTENT:
Director of Public Works:
APPROVED AS TO FORM:
City Attorney:
4 of 8 July 15, 2014 Item # /• (p
- PROPOSAL TABLE HOURLY RATES
Service Type
Mon -Fri
7:00am- 4:30pm
After Hours &
Saturdays
Sundays/Holidays
1 plumber, 1 vehicle
$103.00
$152.00
$ 201.00
2 plumbers, 1 vehicle
$ 206.00
$ 304.00
$ 402.00
Slab Leak Detection Equipment
$160.00
$ 240.00
$ 320.00
Sewer Camera Equipment
$160.00
$ 240.00
$ 320.00
Router Equipment
$124.00
$186.00
$ 248.00
Mon — Fri 7:00am to 4:30pm: One (1) Plumber and One (1) Vehicle:
TOTAL AMOUNT IN WORDS:
One Hundred Three Dollars DOLLARS and 00
CENTS
After Hours & Saturday: One (1) Plumber and One (1) Vehicle:
TOTAL AMOUNT IN WORDS:
One Hundred Fifty. Two Dollars DOLLARS and 00 CENTS
Sunday and Holidays: One (1) Plumber and One (1) Vehicle:
TOTAL AMOUNT IN WORDS:
Two Hundred One Dollars DOLLARS and 00 CENTS
Mon — Fri 7:00am to 4:30pm: Two (2) Plumbers and One (1) Vehicle:
TOTAL AMOUNT IN WORDS:
Two Hundred Six Dollars DOLLARS and 00 CENTS
After Hours & Saturday: Two (2) Plumbers and One (1) Vehicle:
TOTAL AMOUNT IN WORDS:
Three Hundred Four Dollars DOLLARS and 00 CENTS
Sunday and Holidays: Two (2) Plumbers and One (1) Vehicle:
TOTAL AMOUNT IN WORDS:
Four Hundred Two Dollars DOLLARS and 00 CENTS
Proposing Contractor's Sig
6/24/14
Proposing Contractor's Title: Steven B. Andrade President & CEO
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5 of 8_ July 15, 2014 Item # 1.%
PROPOSAL TABLE HOURLY RATES FOR PREVAILING !MACES
(For work valued.over.$1,000. per occurrence)
Service Type
Mon -Fri
7:00am-- 4:300m
After Hours &
Saturdays,
Sundays/Holidays
1 plumber, 1 vehicle
$124.00
$171.00
$228.00
2 plumbers, 1 vehicle
$248.00
$342.00
$456.00
Slab Leak Detection Equipment
$160.00
$ 240.00
$ 320.00
Sewer Camera Equipment
$160.00
$ 240.00
$ 320.00
Router Equipment
$124.00
$186.00
$ 248.00
Prevailing Wage Mon — Fri 7:00am to 4:30pm: One (1) Plumber and One (1) Vehicle:
TOTAL AMOUNT IN WORDS:
One Hundred Twenty Four Dollars DOLLARS and 00 CENTS
Prevailing Wage After Hours & Saturday: One (1) Plumber and One (1) Vehicle:
TOTAL AMOUNT IN WORDS:
One Hundred Seventy One Dollars DOLLARS and 00
CENTS
Prevailing Wage Sunday and Holidays: One (1) Plumber and One (1) Vehicle:
TOTAL AMOUNT IN WORDS:
Two Hundred Twenty Eight Dollars DOLLARS and 00 CENTS
Prevailing Wage Mon — Fri 7:00am to 4:30pm: Two (2) Plumbers and One (1) Vehicle:
TOTAL AMOUNT IN WORDS:
Two Hundred Fourty Eight Dollars DOLLARS and 00
Prevailing Wage After Hours & Saturday: Two (2) Plumbers and One (1) Vehicle:
TOTAL AMOUNT IN WORDS:
Three Hundred Fourty Two Dollars DOLLARS and 00
Prevailing Wage Sunday and Holidays: Two (2) Plumbers and One (1) Vehicle:
TOTAL AMOUNT IN WORDS:
CENTS
CENTS
Four Hundred Fifty Six Dollars _DM LARS and 00 CENTS
Proposing Contractor's Signature: Date: 6/24/14
Proposing Contractor's Title: Steven B. Andrade President & CEO
24
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Requests for additional information, notice of award artd?Zontracts will be addressed to
- - - - - - - proposing- Contractor with the provided information below. Please note all Contract - - - - - --
documents will be handled through the small address listed here
Business Name/Proposing Contractor Please Print: A.O. Reed & Co.
Authorized Agent or Officer. Jaimi Lomas
Title: General Manaqer Service Department
Address: 4777 Ruffner St. San Diego, CA 92111
Service Address: Same as Above
Telephone No: 858 -565 -4131 Fax No: 858- 292 -6958
Email: ilomas @aoreed.com
City of Poway Business
Certificate No.: Expiration Date:
[Remainder of Page Left Blank Intentionally]
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7 of 8 July 15, 2014 Item #1. (1p
PROPOSALFORMS
To the City of Poway, herein called the "City" for AS- NEEDED PLUMBING
SER!lICES to be provided to said City:
Pursuant to and in compliance with the Request for Proposals (RFP) and In
accordance with the Specifications contained herein, the undersigned proposing contractor,
having become familiarized with the terrns of the contract, plans, specifications, and
addenda, hereby proposes and agrees to perform, within the time stipulated, the contract,
including all of its component parts, and everything required to be performed, all in strict
conformity with the plans and specifications and other contract documents, Including all
addenda for the sums-set for the sites listed herein;
- It is understood and agreed that the contract amount includes all appurtenant
expenses, taxes, royalties, and fees. In the case of discrepancies between numbers of the
bid amount and the words stating the amount, the words shall govern over numbers:
IN COMPLIANCE with the Notice, . Specifications, and special provisions
hereinbefore stipulated, the undersigned, with full comprehension thereof, hereby proposes
to perform the entire work for the prices set forth below upon which award of Contract is
made;
Work not identified in the contract will be billed on a time and materials basis using
the same standard hourly rate (which shall include labor, vehicle use, tools and equipment,
overhead and profit). For the purpose of proposal evaluation, proposing contractors shall
enter on the two proposal tables the hourly rates as requested.
�V Bidder:
Signature:
Print
Name:
Steven B. Andrade President & CEO
Date: , June 24, 2014
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