HomeMy WebLinkAboutPR 18707: RDI MECHANICAL COMPANY, ANNUAL A/C SYSTEM MAINTENANCE Memorandum
To: John A. Comeaux, P.E., Interim City Manager
From: Chief Blanton, Chief of Police
Date: 11/3/2014
Re: P.R. No. 18707
RECOMMENDATION:
The Police Department recommends that the City Council approve the
contract with RDI Mechanical Company of Houston, Texas, for the
maintenance to the air conditioning system for the Police Department, in the
not-to-exceed amount of$11,613.57.
BACKGROUND:
The Police Department, along with other city departments, contracted with
Siemens to install new air conditioning systems in the police building. The
warranty on this equipment requires the system to be under a maintenance
contract to comply with the warranty requirements. RDI Mechanical is the
company who completed the installation of this equipment and is the sole
vendor in this area for this type of equipment.
BUDGETARY/FISCAL EFFECT:
Funds were budgeted for this service and are available in account # 001-
1101-521.32-00.
STAFFING/EMPLOYEE EFFECT:
None.
SUMMARY:
The Police Department recommends that the City Council approve the
contract with RDI Mechanical Company of Houston, Texas, for the
maintenance to the air conditioning system for the Police Department, in the
not-to-exceed amount of$11,613.57.
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P. R. No. 18707
10/28/14 - sb
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER
INTO A CONTRACT WITH RDI MECHANICAL COMPANY OF
HOUSTON, TEXAS, FOR ANNUAL A/C SYSTEM MAINTENANCE,
IN AN AMOUNT NOT-TO-EXCEED 511,613.57. FUNDS ARE
BUDGETED IN POLICE DEPARTMENT ACCOUNT NO. 001-1101-
521.32-00.
WHEREAS,the Police Department recently contracted with Siemens who installed a
new air conditioning system for the Police building; and
WHEREAS,RDI Mechanical Company of Houston,Texas, installed the system; and
WHEREAS, the warranty for said system must be covered under a maintenance
contract in order to comply with the warranty for the system; and
WHEREAS, the annual cost for this contract is not-to-exceed $11,613.57.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF PORT ARTHUR:
Section 1. That the facts and opinions in the preamble are true and correct.
Section 2. That the City Council hereby authorizes the City Manager to enter into a
contract with RDI Mechanical Company of Houston, Texas, for annual maintenance of the
air conditioning system for the Police Department, in substantially the same form as attached
hereto as Exhibit "A".
Section 3. That the payment shall not exceed Eleven Thousand Six Hundred
Thirteen Dollars and Fifty-seven cents ($11,613.57).
Section 4. That a copy of the caption of this Resolution be spread upon the Minutes
of the City Council.
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READ, ADOPTED AND APPROVED on this day of , A.D.,
2014, at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the
following vote: AYES: Mayor
City Council
NOES:
Delores Prince, Mayor
ATTEST:
Sherri Bellard, City Secretary
APPROV D AS TO FORM:
\(-6d
Val Tizeno, Ci Attorney
APPROVED FOR ADMINISTRATION:
John A. Comeaux, P.E.,
Interim City Manager
APPROVED AS TO AVAILABILITY OF FUNDS:
d2,L 0 C �
Deborah Echols, Director of Finance
(./1—/
Shawna Tubbs, Purchasing Manager
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Exhibit "A"
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MECHANICAL INC,
RDI Mechanical,Inc.
MECHANICAL SERVICE
THE RDI MECHANICAL COMPANY
SCHEDULED MAINTENANCE SERVICE AGREEMENT
This AGREEMENT entered into by and between
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"Irs PArtnership With Our Community"
Port Arthur Police Department
645 4th Street
Port Arthur,Texas 776414089
Hereinafter referred to as"Customer"
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THE RDI MECHANICAL COMPANY
7150 Breen Dr.
Houston,Texas 77086
Hereinafter referred to as"RDI Mechanical"
Equipment Location
Port Arthur Police Department
645 4th Street
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Port Arthur,Texas 77641-1089
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Page 1 of 8
The following major systems shall be included in the service described in this agreement:
* 2 Outside Air Roof Top Units
* 4 Split Condensers
" 19 Fan Coil Units
TYPE OF COVERAGE-The RDI Mechanical Company will provide quarterly inspections and
Scheduled Maintenance on the listed equipment in order to keep the equipment in proper
operating condition. Three Inspections will be routine inspections and one inspection will be
considered the"Annual"inspection. (see attached scope)
REPLACEMENT PARTS—Miscellaneous materials used for the Annual inspection are included in
this proposal.All other materials and parts are excluded from this agreement.
EMERGENCY SERVICE--Emergency service shall be provided on a 24 hour/day basis with
response initiated by owner personnel. Emergency service shall be provided as a supplemental
service.
REPORTS—A detailed report of each inspection shall be issued to the customer. This report will
include equipment log readings taken during inspections,condition of equipment,
recommended repairs,and recommendations in reducing energy consumption,where
applicable.
EQUIPMENT—Under this agreement,the service contractor shall provide maintenance services
on all equipment as specified.
SUPPLEMENTAL SERVICES—Additional services shall be furnished upon request and proper
authorization from the owner. All additional services will be invoiced at the preferred customer
rate.
PERSONNEL—Under this agreement,the contractor shall use specially trained personnel familiar
with both systems and equipment shown are specialists in HVAC, Refrigeration,and Electronic
System Maintenance and Service.
TERMS AND CONDITIONS—This agreement is subject to the Terms and Conditions included In
this agreement.
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Page 2 of 8
Approvals
AGREEMENT TERMS—The initial term of this agreement shall be one(1)year, beginning on the
date of acceptance by the purchaser and seller and shall remain in effect for one(1)years from
such date and shall automatically renew yearly thereafter with a 3%increase unless this
agreement is otherwise terminated or altered as permitted under the general conditions.
PRICE AND PAYMENT—
The services detailed in this agreement will be provided at an annual price of$11,613.57,plus
applicable taxes and annual escalation.
Customer shall pay The RDI Mechanical,inc.$1,935.60 Bi-Monthlv,payable in advance.
Annual escalation and price adjustment will be made to this agreement annually based on
increase/decrease in cost changes in overhead and Local Labor Agreements and materials.
TERMS AND CONDITIONS—This agreement is subject to the Terms and Conditions included in
this agreement.
ACCEPTANCE: APPROVAL:
BY: (Customer Signature) The RDI Mechanical Company
BY:Guy E.Gibson(Operations Manager)
Approval Date: 06/05/2014
Print Name Please
Title Ted Freeman(Account Manager)
RDI Mechanical Company
Acceptance Date: Approval Date: 06/05/2014
Billing Information
Invoices to be sent to: (Please Print)
Company Name:
Address:
City,State,Zip:
Attention:
Phone:
Fax:
Email:
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EQUIPMENT LIST
THREE ROUTINES AND ONE ANNUAL
Unit ID Manufacturer Model number
OARTU#1 AAON RN-015-8-A
OARTU 42 AAON RN-015-8-A
CU#1 LG ELECTRONICS ARUB14413TE4
FCU 1-1 LG ELECTRONICS ARNU243NJA2
FCU 1-2 LG ELECTRONICS ARNU423NKA2
FCU 1-3 LG ELECTRONICS ARNU123NJA2
FCU 1-5 LG ELECTRONICS ARNU243NJA2
FCU 1-6 LG ELECTRONICS ARNU243NJA2
CU#2 LG ELECTRONICS ARUB144BTE4
FCU 1-4 LG ELECTRONICS ARNU243NJA2
FCU 2-1 LG ELECTRONICS ARNU183NJA2
FCU 2-2 LG ELECTRONICS ARNU363NJA2
FCU 2-3 LG ELECTRONICS ARNU243NJA2
FCU 2-4 LG ELECTRONICS ARNU183NJA2
FCU 2-5 LG ELECTRONICS ARNU243NJA2
CU#3 LG ELECTRONICS ARUB144BTE4
FCU 3-1 LG ELECTRONICS ARNU483NKA2
FCU 3-2 LG ELECTRONICS ARNU243N1A2
FCU 3-3 LG ELECTRONICS ARNU363NJA2
FCU 3-4 LG ELECTRONICS ARNU543NKA2
CU#4 LG ELECTRONICS ARUB144BTE4
FCU 4-1 LG ELECTRONICS ARNU363NJA2
FCU 4-2 LG ELECTRONICS ARNU483NKA2
FCU 4-3 LG ELECTRONICS ARNU363NJA2
FCU 4-4 LG ELECTRONICS ARNU483NKA2
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Page 4 of 8
Roof Top Condensers and Fan Coil Units(3)ROUTINES AND(1)ANNUAL
ANNUM MAINTENANCE
1. Inspect,clean and wipe control panels.
2. Leak test refrigerant circuit(s).
3. Inspect operation and refrigerant pressures.
4. Inspect oil level in compressor(s) (If applicable).
5, Inspect oil pressure per specifications and adjust accordingly(if applicable).
6. Visually inspect oil lines for leaks.
7. Inspect crankcase heater.(If applicable).
8. Inspect condition of contacts for wear, pitting,etc.
9. Inspect and calibrate operating controls.
10. Inspect and calibrate safety controls.
11. Inspect condenser fan motor(s)for proper operation.
12. Check-tighten control panel terminals.
13. Check-tighten motor terminals.
14. Inspect starter operation,voltage and current.
15, Complete operating log and record settings.
16. Visually inspect condenser/evaporator coils for leaks,fin deterioration and cleanliness.
17. Inspect operation of condenser fan(s)and inspect blades.
18, Lubricate condenser/evaporator fan bearings (if applicable).
19. Inspect condition and tension of blower belts(if applicable).
20. Inspect damper operation. Lubricate and adjust as required.
21. Inspect/Change air filters.
22. Inspect condensate pumps for operation and cleanliness.
23. Provide Labor and material to rinse clean condenser coils 1 time(s)per contract year.
(Overtime not included)Additional cleanings will be billed to customer on a T&M basis
SCHEDULED ROUTINE MAINTENANCE
1. Adjust operating and safety controls. Record the settings.
2. Complete operating log of temperatures, pressures,voltages and amperages.
3. Inspect operation of control circuit.
4. inspect operation of lubrication system including oil pressure and oil level.
5. Inspect condensate pumps for operation and cleanliness.
6. Inspect operation of crankcase heater(s).
7. Inspect operation of all motors and starters.
8. Visual inspection of condenser and evaporator coil(s).
9. Report to operator any uncorrected deficiencies noted.
10. Inspect/Change air filters.
Written Report(Daily Timesheet)
i. Provide customer or customer's representative with written work order following each
regular inspection or emergency service call.
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Page 5 of 8
TERMS AND CONDITIONS
PAYMENT:
Service agreements are billed in advance and payment Is due within 30 days of Invoice date.If payments are past due,
the company reserves the right to suspend all services and coverage's under this agreement.The Company may
cancel this agreement for delinquency and in the event collection action is taken,the company reserves the right to
add a surcharge of 214%of the principal per month.Should legal action be required to enforce payment for monies
due from the customer,the customer agrees to pay reasonable attorney's fees and court costs.
EXCI,USIONS
It is understood that the following is not included in this agreement.
A. ROI Mechanical is not responsible for any delays due to prisoner activity or Police Station Lock down.
B. Any repairs or service covered under customer's mechanical insurance.
C. Any and all special alterations or provisions necessary to facilitate access to service or repair of unit,
induding,but not limited to,special rigging and/or rental equipment if required.
D. Operation of equipment.
E. Any loss consisting of,caused by,contributed to,or aggravated by rust,mold,mildew,fungus,wet or
dry rot and any resulting loss Is always excluded under this contract,however caused.
F. Repairs for damages due to corrosion,erosion,and deterioration,including but not limited to
corrosion relating to equipment installation in corrosive(marine,Industrial)environments,regardless
of equipment age.
G. Services,repairs or replacement necessitated by misuse,improper operation of covered equipment
against our recommendations,or negligence of customers,customer's employees or guests.
H. Correction or replacement of equipment or components damaged due to corrosion,vibration,
electrolytic action or other causes beyond our control.
I. Inspections,alterations or replacements required by insurance companies,municipal or governmental
authorities.
J. Replacement of major components which cannot be repaired due to age or unavailability of
replacement parts.
K. Replacement or servicing of equipment or components such as pneumatic piping,circuit breakers,
electrical services or wiring,non-moving parts such as pressure vessels,tubes,panels,thermostats,and
decorative casings unless specifically included in the Agreement. Any item not an integral part of the
unit.
L. Remote Monitoring.
M. Where Halon or other Fire Protection Systems exist,RDI Mechanical requests the customer disarm all
Halon Systems and any other systems at all times services are being performed, RDI Mechanical
assumes no responsibility for any Halon or other fire prevention system discharge that may occur at
any time.
N. RDI Mechanical excludes the removal of or disposal of any and all toxic materials. This will be the
responsibility of the Owner.
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O. RDI Mechanical excludes the removal and/or encapsulation of any and all asbestos-containing
materials. The removal and/or encapsulation of all asbestos-containing materials will be the
responsibility of the Owner and all costs of testing will be paid by the Owner. The Owner is to provide
RDI Mechanical Company a safe environment in which to perform the work.
P. RDI Mechanical is not responsible for any additional labor,materials,expenses,or required to comply
with laws or regulations imposed or set forth by Governmental agencies,including but not limited to
the disposal,storage,handling,recovery,and/or recycling of refrigerants,used oil,filter dryers,and
other hazardous materials.
Q. Upon initial inspection or within thirty(30)days of contract acceptance date,if any covered equipment
is found to be in need of repair and/or replacement,we will notify the Customer and provide costs to
make these repairs and/or replacements. It Is further understood that until such repairs and/or
replacements are made by The RDI Mechanical Company,the affected equipment will not be covered
under this agreement.
R. Items not mechanically maintainable such as casings,cabinets,and supports.Non-standard
modifications or enclosures such as explosion-proofing,theft-proofing,etc.may require additional
labor for maintenance and repairs,to be billed at the company's prevailing preferred customer service
rates.
S. Unless specifically listed,all devices not an integral part of the equipment Including but not limited to
any component upstream of unit's starter such as conductors,transformers,fuses,disconnects,circuit
breakers,flow switches,fire/smoke detectors,building automation/temperature control systems,
high-voltage starters and/or switchgear.etc.
T. Unless specifically listed,all control devices not an integral part of the equipment including but not
limited to flow switches,smoke and fire stars,building automation systems,etc,or any damage done
by these devices.
U. Repairs or replacement of combustion chambers,burners,heat exchangers,flues,chimneys,ductwork,
dampers,insulation,steam lines,water lines,gas lines,condensate lines,evaporator and condenser
heat transfer surfaces.
•
V. Repairs for damages caused by the electric utility service.
CUSTOMER RESPONSIBILITIES
In order to permit us to properly perform the services included in the Agreement,Customer agrees to:
1. Provide reasonable and timely access to all equipment covered in this agreement.
2. Allow us to start and stop equipment,as necessary.
3. Where not included in this agreement,to provide water treatment,as appropriate,for the proper
functioning of the equipment covered in this agreement.
LIMITATIONS OF LIABILITY
We shall not be liable for personal injuries or property damage arising from causes reasonably beyond our
control. Nor shall we be liable for any delay or default in performing hereunder if such delay or default is
caused by any condition reasonably beyond our control,such as governmental restrictions,domestic or
international problems,acts of God,interruption or Irregularities in electrical power or telephone services,
embargoes,or the unavailability of material or parts.
Neither party to this agreement shall hold the other responsible for any consequential damages such as,but
not limited to,loss of revenue or loss of any use of equipment.
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Page 7 of 8
TERMINATION
NI Mechanical may terminate this Agreement upon five-{5)days written notice to customer in the event
that. (1)any sums or monies due and payable under this Agreement are not paid when due;or(2)
alterations,additions,or repairs are made to covered equipment by others.
Either party may terminate this agreement upon the anniversary date of this Agreement provided;
however,that written notice of such termination is received by the non-terminating party at least thirty(30)
days prior to the anniversary date. Neither party shall be liable to the other party for any reason because of
such termination at the termination date.
INDEMNIFICATION:
Both parties shall indemnify,defend,and hold each other harmless from any and all claims,actions,costs,
damages,and liabilities resulting from death or bodily injury or damage to property of the other or other
persons,unless such losses result from the sole negligence or misconduct of their respective employees or
agents in connection with their duties pursuant to this agreement.
CONDITIONS:
The customer will provide timely and reasonable means of access to alt equipment covered by this
agreement and will allow the company the right to start and stop all primary equipment incidental to the
mechanical system as necessary to perform its duties.Failure to do so by customer may result in loss of
coverage.
This agreement assumes that the equipment listed has been properly maintained and is in operating
condition at the time of acceptance of this offer.Following the first inspection,The Company shall report to
the customer any deficiencies or repairs necessary to the equipment.If such repairs are not done,The
Company reserves the right to adjust the coverage accordingly.
Either party may cancel the contract by giving the other party at least 30 day written notice of cancellation sent by
email and copied with certified mail.Upon early cancellation by customer,customer agrees to pay The Company for
all expenses incurred to date of cancellation at prevailing non-contract rates and markups or the contract amount due
to date of cancellation,whichever Is greater
All other contract types:Either party may cancel the contract by giving the other party at least 30 day written notice
of cancellation sent by certified mail.Upon early cancellation by customer,customer agrees to pay The Company for
all expenses incurred to date of cancellation at prevailing non-contract rates and markups or the contract amount due
to date of cancellation.
Owner or Owner's Representative may not assign,transfer,or convey this Agreement,or any part hereof,without the
written consent of The Company.
SEVERABILITY:
Should any of the qualifications,terms or conditions set forth heretofore and hereafter,be contrary to,prohibited by,
or be held invalid under applicable laws or court of law having jurisdiction,in that event,such provisions shall be
considered inapplicable and omitted,but shall not invalidate any remaining provisions.
ENTIRE AGREEMENT
When executed by the parties and approved by our authorized representative,this Agreement contains the
entire Agreement between parties with respect to the services covered herein. No other representations,
warranties,or statements(whether expressed or implied),shall be binding upon us unless expressly agreed
to in writing by our authorized representative.
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