This is a service / maintenance or supply contract in Thousand Oaks, California. Contact the soliciting agency for additional information.

The City of Thousand Oaks desires to establish On-Call HVAC Repair and Maintenance Services agreements with able, qualified, and responsible Contractors for essential and emergency service needs. The Contractors can be expected to be cycled through for the duration of the three year agreement. There is no guaranteed minimum work for the duration of the agreement. The City of Thousand Oaks is located in eastern Ventura County and consists of 56 square miles. The City population is approximately 127,000. The City is a general law city operating under the Council/Manager form of government. The City Council is comprised of five elected members, with one member serving as Mayor on an annual basis. On July 18, 2023, the City Council adopted an ordinance which will move the City to district-based elections starting in November 2024. Provide on-call HVAC repair and maintenance services which include but are not limited to: public works projects and maintenance work as defined by the CA Public Contract Code. Purpose: The City of Thousand Oaks desires to establish On-Call HVAC Repair and Maintenance Services agreements with Contractors to be available to provide on-call services for essential and time-sensitive projects as they may occur. The contract total will be set at a not to exceed amount of $75,000. Specific projects will be awarded through individual Task Orders throughout the term of the Agreement, not to exceed $60,000 (the maximum allowed task order limit set by the State of California for Public Works projects which do not require a formal bid) per Task Order. The on-call services may be performed by a negotiated lump sum cost which shall include all labor, materials, parts, tools, equipment, and any other items deemed necessary to perform a scope of work and/or provide a complete project. Contractors acknowledge that they understand these conditions upon signing of any on-call agreement with the City. On-call work may also be performed on an hourly basis per approved and agreed upon rates (rates shall be no less than prevailing wage). DESCRIPTION The Contractor shall provide Heating, Ventilation and Air Conditioning (HVAC) repair and maintenance services consisting of a variety of tasks, including, but not limited to, inspection, as-needed repair and replacement of all failed, worn, stationary or moving components and/or parts. Contractor can be called upon to replace HVAC systems in part or in whole. Parts include, but are not limited to refrigerant, oil, bearings, motor systems, gears, burners, actuators and switches. Included in this category are critical components and parts of the City's HVAC systems, which include, but are not limited to: Cooling Towers, Air Handling Units, Boilers, Chillers, Pumps, Compressors, Motor Mounts, Curbs, Sheet Metal and Ducting. Contractor shall follow all industry-recognized standard practices for inspection and maintenance of commercial building HVAC Systems. All services shall be performed by a Qualified Journeyperson, exceptions to this shall be approved by the Facilities Maintenance Supervisor or a designee in writing. Contractor shall hold and maintain all required licenses and certificates to perform the contracted scope of work. Contractor shall have all employees on a City-owned site complete and turn in a Contractor Safety Form. Contractor shall exercise and maintain all applicable Federal, State, County and Municipal regulatory requirements as it pertains to health and safety. Regulators include but are not limited to OSHA, Ventura County Air Pollution Control District, Department of Environmental Health and California Air Resources Board. Where there is a conflict between applicable regulations, the most stringent will apply. This includes removal and disposal of any hazardous waste. ON-CALL REPAIR SERVICES Provide on-call, as-needed repair of the City's HVAC equipment when requested by the City's Facilities Maintenance Supervisor, Contract Administrator or a designee. Provide emergency, time-critical repair of HVAC equipment when requested by the City's Facilities Maintenance Supervisor, Contract Administrator or a designee. Provide an appropriate level of staffing and tools necessary to support all City maintenance and repair functions during hours of operation and after normal working hours. Hours of operation are 8am - 4pm. Contractors may work outside normal operating hours if explicitly approved by Facilities Maintenance Supervisor. Furnish and install all new parts, oils, fluids, components and materials which are commercial grade and meet or exceed the original equipment manufacturers (OEM) specifications. Any use of parts other than those manufactured by the OEM shall be approved by the City's Facilities Maintenance Supervisor, Contract Administrator or a designee prior to utilization in specific work tasks. Maintain a supply of available parts and a supply system for acquisition of additional parts either immediately or with minimal delay. Check in with the City's Facilities Maintenance Supervisor, Contract Administrator or a designee upon each site visit. Work professionally and cooperatively with City staff or personnel when working onsite during assigned projects. Troubleshoot, diagnose, and develop a Scope of Work for the material and labor required to complete repairs or replacements: Develop a cost estimate based on the Scope of Work and submit to the City's Facilities Maintenance Supervisor, Contract Administrator and/or designee. Develop potential alternatives, with costs, in cases of repairs versus replacements. Emergency HVAC equipment work may be authorized by the City's Facilities Maintenance Supervisor, Contract Administrator and/or designee prior to submission of a cost estimate for the work. Submit estimates to the City's Facilities Maintenance Supervisor and/or the Contract Administrator for approval. Proceed with the work only after authorization by City's Facilities Maintenance Supervisor, Contract Administrator and/or designee and complete all work in accordance with the approved cost estimate. Advise the City's Facilities Maintenance Supervisor and/or Contract Administrator if any additional work is required and when a technician will return to perform said work. Additional work exceeding the approved cost estimate by 10% must be approved by the City's Contract Administrator Contractor shall ensure that work areas are appropriately contained and kept in an orderly condition. Contractor is responsible for cleaning all spills and disposing of all waste generated throughout assigned work in an appropriate manner. Disposal in City facilities or containers is not allowed. Have and maintain a thorough knowledge of standard practices for inspection and maintenance of commercial building HVAC Systems. All maintenance and repairs shall be provided in accordance with the highest standards of the industry, skill, workmanship, applicable trade practices, shall meet warranties and be in conformance to all applicable laws, codes and regulations. Provide vehicles and tools needed to complete the work. Contractor shall not charge the City for use of tools/equipment typically found on service truck. The Contractor shall maintain the appropriate licenses and comply with all other license, insurance, and permit requirements of the City, State, and Federal governments as well as all other requirements of the law. ON-CALL REPAIR SERVICE REQUIRED RESPONSE TIME Possess and maintain a service request reporting system, such as a designated phone contact with 24 hours, 7 days per week service, capable of dispatching service personnel. The reporting system and telephone number shall be provided to the City's Facilities Maintenance Supervisor and Contract Administrator upon commencement of this contract. Respond to, mobilize, and be onsite ready to start work for all emergency requests within two (2) hours of initial contact, unless a longer response time is agreed to by the City's Facilities Maintenance Supervisor, Contract Administrator and/or designee. Respond to, mobilize, and be onsite ready to start work for non-emergency requests within 24 hours, unless a longer response time is agreed to by City's Facilities Supervisor, Contract Administrator and/or designee. Time to respond shall start when the City reports the problem to the Contractor's designated emergency phone number. The Contractor shall provide a call back to the City designee within thirty (30) minutes of the initial call if unanswered by the Contractor. If repairs cannot be completed upon arrival, the facility and areas of work shall be left in a secured manner to ensure the safety of City employees and citizens Contact Information Project Contact: Alexander Wallsten Assistant Analyst 2100 Thousand Oaks Blvd Thousand Oaks, CA 91362 Email: awallsten@toaks.org Phone: (805) 449-2223 Procurement Contact: Grace Ng Purchasing Supervisor 2100 Thousand Oaks Blvd Thousand Oaks, CA 91362 Email: gng@toaks.org Phone: (805) 449-2239 No Pre-Proposal Meeting Proposals will not be opened publicly, and the City will endeavor to keep such confidential until a preferred service provider is recommended. Proposals must be submitted by Proposer's authorized representative. Proposals must bear original signatures and figures prior to being scanned/uploaded. Question Deadline 09/20/2024 at 5:00 PM PT Questions and comments regarding this solicitation must be submitted in writing via electronically. Any response will be answered in the Question and Answer section of the project and/or in a form of an addendum and will be sent as promptly as is practical to all parties registered with the City pursuant to the Registration Section. All such addenda shall become a part of the Request for Proposal/Qualifications (RFP/Q). Complete proposal evaluation: September 2024 Award Agreement: October 2024 Execute contract: October 2024 City also reserves the right to waive non-substantial irregularities in any Statement of Qualifications, to reject any or all Statement of Qualificationss, to reject or delete one part of a Statement of Qualifications and accept the other, except to the extent that Statement of Qualificationss are qualified by specific limitations. The City reserves the right to reject the Statement of Qualifications of any Proposer who previously failed to perform adequately for the City or any other governmental agency. The City expressly reserves the right to reject the Statement of Qualifications of any Proposer who is in default on the payment of taxes, licenses or other monies due the City of Thousand Oaks.