HomeMy WebLinkAboutAgenda Report - May 4, 2011 C-06AGENDA ITEM C'010
goo CITY OF LODI
P COUNCIL
COMMUNICATION
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AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute Contract for Purchase and
Installation of Energy Management System with Sole Supplier L & H Airco, of
Roseville ($137,000) and Execute Customer Support Agreement (CSA) for
Maintenance of City Heating, Ventilation and Air Conditioning (HVAC) Systems at
Multiple City Facilitieswith L & H Airco, of Roseville ($14,255)
MEETING DATE: May 4,2011
PREPARED BY: Public Works Director
RECOMMENDED ACTION: Adopt resolution authorizing City Manager to execute contract for
purchase and installation of energy management system with sole
supplier L & H Airco, of Roseville ($137,000) and execute customer
support agreement (CSA) for maintenance of City heating,
ventilation and air conditioning (HVAC) systems at multiple City facilities with L & H Airco, of Roseville
($14,255).
BACKGROUND INFORMATION: The HVAC controls system in City Hall was installed during the
remodel project of 1996, and operational problems have been
experienced since installation. Parts are no longer available for the
existing Novar controls system, and limitationswith the HVAC
design and controls have created office and work spaces that are not properly nor efficiently heated or
cooled. The existing controls system needs to be replaced.
Fundingfor this projectwas included in the Fiscal Year 2010/11 budget as part of the one-time sales tax
revenues from the Lodi Energy Center Project. Additional funding is provided by Electric Utility Public
Benefits Fund related to the cost savings associated with the elimination of heating/cooling extremes
resulting from the existing controls system.
Other recently constructed and/or remodeled City buildings (most notably the Police Facility, Fire Station
No. 4, Lodi Multi -Modal Station, Library and Finance Department) are individuallyand centrally controlled
by a digitally -controlled energy management system (EMS) manufactured by Alerton Technologies, Inc.
The Alerton system is the only system that can be tied to our central EMS system and software. Staff
recommends installing the Alerton EMS at City Hall for reasons including consistency of operations
amongst multiple City facilities, staffs familiarity with parts and maintenance, and to leverage staffs
previous training and operations experience. The Alerton EMS includes features that allow L & H Airco,
the sole supplier of Alerton systems for northern California, to remotely monitor our systems for trouble
shooting or problem solving.
It is recommended that a contract be awarded to L & H Airco, the sole supplier and maintenance firm for
Alerton EMS equipment and software. The contract includes a standard L & H Airco form contract with
Addendum No. 1 adding specific additional City contract provisions. The addendum includes an option to
extend the contractfor up to three additional years.
Following an engineering analysis of the existing system and in the course of selecting the new HVAC
controls system for City Hall, it was determined the systems operation could be improved by modifying
some ductwork and adding two additional thermostat controls. The contract cost for installing the new
controls and modifying the existing ductwork is $103,181, plus minor additional costs for plan
preparation, plan check, and inspection.
APPROVED:_`
Konradt Barham, City Manager
KAWPTROJECTSWIISMCity Hall HVAMCEMS.doc 4/20/2011
Adopt Resolution Authorizing City Manager to Execute Contract for Purchase and Installation of Energy
Management System with Sole Supplier L & H Airco, of Roseville ($137,000); Execute Customer Support
Agreement (CSA) for Maintenance of City Heating, Ventilation and Air Conditioning (HVAC) Systems at
Multiple City Facilities with L & H Airco, of Roseville ($14,255)
May4,2011
Page 2
As mentioned above, improved system performance may be achieved by increasing the air volume
moving through the building, which involves changing the blower and motor. Additional engineering
inspection is required to determine if this is possible with the existing blower housing and duct work. In
the interest of advancing the HVAC controls replacement project, a contingency contract authorization in
the amount of $33,819 is included to cover the additional work, including a limited mechanical
engineering study and replacement of the blower and motor.
Whereas, Lodi Municipal Code Section 3.20.070 authorizes dispensing with bids for purchase of supplies,
services or equipmentwhen it is in the best interest of the City to do so, staff recommends that Council
authorize the City Managerto execute a one-year CSA for maintenance of City HVAC systems at multiple
City facilities, with options to renew, and to execute contractsfor the purchase and installation of the
Alerton EMS controls system and related modificationsto City Hall with the local area manufacturer's
representative, L & H Airco. The estimated total cost to purchase and install the EMS system and make
related modificationsto improve performance of the City Hall HVAC system is $137,000.
Staff recommends approval of a customer service agreement (CSA) in the amount of $14,255with L & H
Airco that would cover the Lodi Police Facility (including San Joaquin County Court spaces), Fire Station
No. 4, Lodi Multi -Modal Station, Library, and Civic Center (Carnegie Forum, City Hall, and Finance
Department). The CSA provisions include a discounted labor rate of 15 to 25 percent below standard
rates, guaranteed faster emergency responsetimes for on-site technicians, discounts on parts, technical
support and account management for the life of the contract.
The total project is estimated to cost $166,255 and includes the City Hall HVAC controls replacement
contract, annual customer support agreement, and the purchase and installation of equipment, air balancing,
permit fees, construction administration, construction contingencies and other project -related expenses.
FISCAL IMPACT: Replacing the existing HVAC controls with state-of-the-art equipment and
EMS will save operational and energy costs currently associated with the
outdated, failing HVAC controls. Having the EMS provided and installed by
the area manufacturer's representative will expedite the installation schedule.
Entering into a CSA with L & H Airco for all City facilities equipped with Alerton EMS will provide better
management and maintenance of City HVAC systems.
FUNDING AVAILABLE: Facilities Services Operations (103511): $14,255
Capital Outlay Fund, City Hall HVAC Controls
Replacement Project (FY 10/11 Budget) (1211027): $105,000
Capital Outlay Fund, Contingency (1211027): $9,000
Public Benefits Fund (164605): $38,000
TOTAL $166,255
Jordan Ayers
Deputy City Manager/Internal Se ices Director
A ja a"
a
l' beth A. Kirkley F. Wally San in
Electric Utility Director Public Works Director
Prepared by Dennis J. Callahan, Fleet and Facilities Manager
FWS/DJC/pmf
cc: John Munoz, Facilities Supervisor
Rob Lechner, Manager of Customer Services and Programs
K:1W12TROJECTSWISC1City Hall HVACICEMS.doc 4/20/2011
ADDENDUM NO. 1 TO CUSTOMER SUPPORT AGREEMENT
ENERGY MANAGEMENT SYSTEM (EMS) SUPPORT
SERVICES FOR
CITY OF LODI FACILITIES
THIS ADDENDUM NO. 1 TO THE CUSTOMER SUPPORT AGREEMENT (CSA), made and
effective this day of , 2011, by and between the CITY OF LODI, a
municipal corporation, hereinafter called "Owner", and L & H AIRCO, hereinafter called
"Contractor."
WITNESSEIH:
AGREEMENT: Contractor and Owner, entered into a Customer Support Agreement
(CSA) for the provision of Energy Management System (EMS) support services for City
of Lodi facilities on , 2011. Article 1.2 of the Terms and Conditions,
providing that the CSA shall automatically renew for successive one ( I0ear periods, is
hereby replaced by this Addendum providing that the CSA can be extended by mutual
agreement of the parties.
2. TERM AND TERMS: The initial term shall be for a period of one (I) year, commencing
on , 2011, and terminating , 2052. The CSA may be
extended by mutual agreement of the parties, for up to an additional three one-year
terms. All other terms and conditions will remain as set forth in the Customer Support
Agreement for Energy Management System Support for City Facilities attached hereto
as Exhibit A and made a part hereof as though fully set forth herein.
3. INSURANCE: The Contractor must meet and maintain all of the City of Lodi's insurance
requirements for Property Damage, Public Liability, Automobile, and Worker's
Compensation for the duration of the CSA.
IN WITNESS WHEREOF, Owner and Contractor have executed this Addendum No. 1 to
Customer Support Agreement on ,2011.
CITY OF LODI, a municipal corporation
hereinabove called "Owner'
KONRADT BARTLAM
City Manager
Attest:
RANDI JOHL, City Clerk
Approved as to Form:
L & H AIRCO,
hereinabove called "Contractor" ,
Name: Jeff Lamson
Title: Controller
D. STEPHEN SCHWABAUER, Attorney
KAWPIPROJECTSIMISCICity Hall HVACIAD AIRCO doc
EMS Support Agreement
pit
L H AIRCO
By and Between:
L&H Airco
1376 Lead Hill Blvd., Suite 100
Roseville, CA 95661
Customer (known as):
City of Lodi
For Buildings:
Lodi Police Facility
Lodi Civic Center,(City Hall, Carnegie Forum, Finance Dept.)
Lodi Fire Station #4
Lodi Multi Modal Station
Lodi City Library
Term:
Date: to
Prepared By:
Kevin Bender
Customer Service Representative
Date: 4/14/2011
Ph#: (916) 259-6934
Fax: (916) 677-1111
Cell: (916) 997-0042
L&H Airco Customer Support Agreement Worksheet
Following is a list of the Support Services we will perform to maximize the value of your investment in your Building Control
System. Immediately following the list of Support Services, is a detailed description of each service. EMS support services
provided by L&H Airco are backed by Factory certified training and each technician that supports your facility is a qualified
product representative.
®1. General Services; Included in All Support Agreements
• Dedicated Account Team
✓ Account Manager
✓ Primary & Secondary Service Technician
• Documentation ofAll Services Provided
• Quality Assurance Program
• Discounted Material & Labor Rates
® 2. Technical Support: On -Line: Included in All Support Agreements
• Troubleshooting and Diagnostics (During normal working Hrs)
Dial-up Services
3. Site Monitoring: On-line Monthly
• Troubleshooting and Diagnostics
• Automatic Response by Technical Support Personnel
4. 24 Hr Alarm Monitoring
• Initial Alarm set-up. # of alarms ?
• Troubleshooting and Diagnostics
• Automatic Response by Technical Support Personnel
• Monthly Review and EMS System Report
❑ S. Tenant Override Logging
• Maintain and provide billing reports for all after hours Tenant activity.
Quarterly On -Site Services:
6. EMS Technology Updates
• EMS Software Updates
7. Quarterly System Performance
• Building Control System Database Protection
• Building Control System Analysis
• DDC Data Communication Performance Optimization
• Flex -Hours Support (anytime)
F-18. Central Equipment Performance Testing
• Air Handler Performance Testing
• Chiller/Chilled Water System Performance Testing
• Boiler/Hot Water System Performance Testing
❑9. Air Quality Testing
• Using state-of-the-art testing devices
• Record # of spaces per quarter.
• Report prepared and delivered.
Other Services:
10. Customer Training
• On -Site Informal Operator Training/Software Consultation
• L&H Formal Classroom Training
• Alerton Formal Classroom Factory Certified Training
a W4 A*C0
11. Emergency Response Services (Standard or Premium)
• On-Line Response (Direct Connect or via Telephone)
• On-Site Response
L&H Airco Customer Support Agreement Details
Included In all Support Agreements:
1. General L&H Airco Customer Support Agreement Features
Dedicated Account Team - Your Account Manager will be responsible for your total service satisfaction.
They will provide the designated services, monitor equipment performance, track equipment service history, and
consult with you to meet your objectives. You will also be assigned a primary and a secondary Service
Technician.
Dedicated Service Team - Our Service Team knows EMS systems. All of our service technicians are
factory trained and are specialists in maintaining and troubleshooting your system.
Documentation - All service visits will be documented by a work order detailing the service performed,
materials used, and hours spent.
System and Service Log — L&H Airco will provide you with a log for documentation of concerns, system
problems, and other related items requiring our attention. Each scheduled service visit shall begin with a review
of the log.
Price Advantage- Discounted Labor and Material - As a Support Agreement customer; you will
receive a discount off the normal labor and equipment prices. Please note that manufacturer equipment prices
are subject to change.
2. Technical Support: On -Line
Troubleshooting and Diagnostics Assistance (norma/ working hours). We will provide
troubleshooting and diagnostics assistance via telephone, modem and/or Internet during normal working hours.
You simply need to supply the necessary equipment to enable our local office to remotely log -on to your system
via regular voice grade dial up phone line or Internet (voice grade phone line and/or internet access to be
provided and maintained by the customer).
This includes the cost of all service that can be provided by remote access for the location specified. Services
such as: scheduling, trendlog set-up techniques and usage, troubleshooting, question and answers about system
performance, etc. We will sign -on to your system as a first step to troubleshoot an owner or owner
representatives' request or inquiry. Our operations personnel will try to fix the problem or at a minimum scope
the problem down to a specific item or group of items. The Technical Support representative will contact you
when the sign -on is completed and conclusions have been reached. This service does not included after-hours
support. For after hours support, please seethe Emergency Response Services section below.
Dial-up Services:
3. Daily or Weekly Site Monitoring: On -Line
Our personnel at L&H AIRCO will provide your facility with daily or weekly monitoring. Dial up the site on a daily
and/or weekly basis to ensure that the system is functioning properly. The technical support representative will
make a report to the customer of any problems that were found. We will look at each site and check for alarms,
non-functioning controls, abnormal readings, or rooms that are not at designated temperatures. When we have
determined the cause any problems or course of action, we will call and advise designated personal of the action
needed to be taken. In many instances, we can solve the problem entirely or in some cases "Band-Aid" the
system until a site visit can be made.
4. 24HR Alarm Monitoring
Our dedicated Alarm Logging Pagers and E-mail PC's will be on call and waiting for your alarms 24 hours a day,
everyday. We will most likely know about your alarms before you do. When you sign up we will come to your site
and setup your system to dial out the alarms that you want us to know about and respond to. Our personnel will
work directly with you to determine your exact needs. After receiving an alarm, we will dialup your system and
troubleshoot the problem. When we have determined the cause of the problem, we will call and advise you of
the action to be taken. In many instances we can either solve the problem entirely or "Band-Aid" the system until
a site visit can be made. You will receive a written monthly report of your system which will detail alarms, logs
and critical points as well as unusual activity or problems found.
S. Tenant Override Logging: On -Line
Alerton provides a Tenant Override Logging feature integrated into the software allowing the owner to view
tenant override hours. This feature is a very useful tool for monthly tenant billing. Your L&H Airco Service
representative will provide you with building override documentation each month for use in the billing of building
Tenants for HVAC usage after normal working hours. The largest benefit tenant billing provides is that it keeps
L&H Airco in touch with your building, allowing us to make changes to tenant information as changes occur,
which helps maintain system accuracy as needed, rather than once every couple of years. Year round system
accuracy for tenant billing is very important to insure you receive proper payment for any after hours HVAC
usage and to maintain your tenant's confidence in the fact that the monthly billing they receive is valid and true.
L&H Airco will do this by maintaining all tenant billing logs and data displays to list all current occupants.
Monitor and record total override hours for each tenant. Provide via facsimile, detailed printouts of total override
hours for each tenant, monthly.
Quarterly On -Site Services:
6.
Technology Updates
EMS manufacturers periodically release software updates that provide added features, increase
communications and processing speed for your Control System. L&H Airco will provide these
updates as they become available, always keeping your system software state-of-the-art.
Please note: This service includes updates to the Control System software only. No hardware,
operating system or other 3rd -party software updates or upgrades are included with this service.
7. Quarterly System Performance: On -Site Services
Building Control System Database Protection- EMs workstation Database and Graphics backups
safeguard your HVAC Control System's vital databases of business information from unforeseen and costly
catastrophic events (lightning strike, electrical power surge, flood, physical damage, etc.). We will back-up your
HVAC Control System database, software and graphics a minimum of four (4) time(s) per year, and provide safe
storage of this critical business information. Should a catastrophic event occur, we will respond onsite (or online
if such service is included in this Agreement) to reload the databases and system files from our stored backup
copy and to ensure proper operation and performance. Repair costs and the costs to reload the databases and
system file will be at the preferred materia/ and labor rate stated below
Building Control System Analysis - Your DDC control system is a very dynamic and interactive
system. As such its operations, graphics and programming intentionally and unintentionally change over time.
With Control System Analysis we will analyze the current status of your system's operations, graphics, &
programming and compare them to the prior status report. We will then meet with you to discuss the changes
and the effects of the changes on the operation of your Alerton building control system.
DDC Data Communication Performance Analysis- In order for all HVAC equipment in your
facility to work seamlessly and quickly together you must know that the DDC data communication network is
fully operational and its performance is optimal. We will analyze the physical condition of your DDC data
network and the performance of the data communications. We will then meet with you to discuss the network
condition & performance and make recommendations for improvement.
Flex- Hours Support Services - Flex -hours support, as you need it, whether it is online support from
our office, or for an on-site visit from a service technician. Prepaying for these hours allows you to budget for
emergency calls or special projects, and spread the payments on your terms. We will provide an agreed upon
number hours of Flex -Hours Support per year.
EJ
Central Equipment Functional Performance Testing
Air Handler Functional Performance Testing- Using our software tools (receiver
controller for IBEX, PID for BACtalk) we will analyze the performance of your HVAC air handling
systems. This service is delivered two (2) times per year, Spring & Fall. During the spring service
we will focus on the operation of the air handler cooling system control loops: outside air dampers,
mixed air dampers, chilled water valve actuators, temperature sensors. During the fall service will
focus on the operation of the air handler heating system control loops: outside air dampers, mixed
air dampers, heating valve actuators, temperature sensors, water coil freeze -protection sensors
and temperature alarms.
Chiller/Chilled Water System Functional Performance Testing- Reliable and
Optimized performance of your chiller plant is critical to the operations of your facility. As part of this
performance service one (1) time per year we will run an operational controls sequence to test the full range of
the chiller and chilled water distribution system. We will analyze the chilled water supply temperatures at low
and full -load conditions; verify temperature set point reset operations, chiller alarm interface to the DDC system,
and the lead/lag operations of the chilled water system.
Boiler/Hot Water System Functional Performance Testing- Reliable and Optimized
performance of your heating plant is also critical to the operations of your facility. As part of this performance
service one (1) time per year we will run an operational controls sequence to test the full range of the boiler and
hot water distribution system. We will analyze the hot water supply temperatures at low and full -fire conditions;
verify temperature set point reset operations, boiler alarm interface to the DDC system, and the lead/lag
operations of the hot water system.
9. Air Quality Monitoring- We now offer a scheduled program to monitor and evaluate key
environmental parameters, including mold, within your building. We utilize an advanced state-of-the-art building
performance evaluation system to bring you a cost effective method of understanding and documenting the
dynamics of your building's environment. Our program is designed to maintain the highest quality indoor
environment by regularly monitoring designated locations throughout your building. It is important to properly
respond to indoor environmental issues. Before planning the necessary fixes to the problem, the problem must
first be documented and analyzed. The final reports are designed to be comprehensive, easy to understand, and
most importantly meaningful to those responsible for building operations. The Building Performance report
summarizes all the data collected and graphs all measured parameters, and provides specific recommendations
based on that data. Our technical staff will work with you using these reports to optimize the performance of
your building. As part of your team, you can be confident we will work with you to maintain your building's
indoor environment to a high standard.
Other Services:
10. Customer Training
❑L&H Airco Certified Classroom Training- We provide classroom -format,
training courses. The training courses are conducted at the L&H Airco training facility in
Roseville. You can select from any of the training courses listed in the local training
• • directory. Classes provided by our full- time Director of Training are tailored to your needs
and your specific EMS system, but are classified in 3 standard categories:
a Basic Operator Training ........... for _i_ People
❑ Advanced Operator Training.... for People
❑ Programmer Training...............for People
rt-
A -k
�f
❑ Factory Certified Classroom Training- These training classes are conducted at the Alerton
Corporate training facility in Redmond, Washington. You can select from any of the training classes listed in the
local training directory or on the Alerton Website...... for People
On -Site Training/Operator Coaching- Through our individual On -Site Training/Operator Coaching,
we will introduce, review and reinforce skills, leading to greater utilization of HVAC Control System applications
implemented in your facility. We will provide _16_ hours per year of coaching for your facility staff, Monday
through Friday 8:00 a.m. to 5:00 p.m. Our systems experts assist your operators in identifying, verifying and
resolving problems found in executing tasks. During the training/coaching sessions, we can address logbook
issues; assist your operators in becoming more self sufficient, and tailor HVAC Control System applications to the
needs of your facility and to your operators' specific job responsibilities.
11. Emergency Response Services
On-line Emergency Response - To quickly respond to emergency service
requests and to reduce the costs and disruptions of downtime we will use our Direct
Connect technology and/or the telephone as our first action to a request for emergency
response. You simply need to supply the necessary modem equipment to enable our local
office to remotely log -on to your system via regular voice grade dial up phone line or
Internet (voice grade phone line and/or internet access to be provided and maintained by
the customer).
We will sign -on to your system as a first step to your request or inquiry. Our operations
personnel will try to fix the problem or at a minimum scope the problem down to a specific
item or group of items. The operations group contacts you when the sign -on is completed and conclusions have
been reached. Emergencies will be determined by your staff and L&H Airco.
Standard Emergency On-line Response Time (Included with all Customer
Support Agreements) - - - within 2 business hours; Monday through Friday; 8:00 AM to
5:OOPM, excluding holidays
❑ Premium Emergency On-line Response Time — within 1 business hour; 24 hours/day,
7 days/week, including holidays
Note: Our first action to a request for emergency response will be to attempt to resolve the situation on-
line via direct -connect modem. There may be a one (I) hour minimum charged for each on-line service. If
on-line diagnosis determines a site visit is required to complete troubleshooting and problem resolution
procedures, we will be on-site based on the level of Emergency Onsite Response selected (described
below).
On-site Emergency Response. - If during our On-line Emergency response we are unable to resolve
the situation we will dispatch a Service Engineer to your facility. Non -emergency calls, as determined by your
staff and L&H Airco will be incorporated into the next scheduled service call.
❑ Standard Emergency On-site Response Time (Included with all Customer
Support Agreements) - We will be on site by the end of the next business day; Monday
through Friday; 8:00 AM to 5:OOPM, excluding holidays
Or
Premium Emergency On-site Response Time - We will be on site within four (4)
hours, 24 hours/day, 7 days/week, including holidays (after the completion of the telephone and
dial-up response).
Note: Emergency Response Services listed above guarantee L&H Airco's response time to an emergency
situation only. The use of on-line and/or on-site emergency service is not included in the scope of this
contract and will be billed at the applicable time & material rates. The labor and material rates for 2010 are
listed below. Prices are subject to change.
After -Hours Support: Emergencies can and usually happen when you least expect it and many times on
the weekends or after 5:00 PM. It is very important to L&H Airco to provide support in all emergency situations
for all of our customers. We have available a 24-7 emergency office line. You can utilize this service in an after-
hours emergency situation by calling 916-677-1010 and following the prompts. After receiving the call we
will first attempt to solve the issue on-line as described in the On-line Emergency Response section of this
proposal. If the problem persists we will discuss it with you and upon your approval dispatch a service
technician to your site.
As a Standard Emergency Response customer we do not guarantee the after-hours response time in an
emergency situation. Any/all after-hours labor will be billed as listed in the GeneraiL&HAirco Customer Support
ApreementFeatures section of this proposal.
Labor Rates
Equipment Discount
You will receive a discount on all Alerton and Novar controls. For any Alerton components purchased from L&H
Airco, you will receive a 60% off list price. Novar components will receive 10% off list price.
On Line Monthly Monitoring X X X X X X X X X X X X
Tenant Override Logging
Technology Updates X X X X
Database Protection
Control System Analysis X X X X
Communications Network Analysis
Central Equipment Performance Testing
Air Quality Testing
On Site Training X X X X
Other
Other Services:
XX Phone Technical Support
XX Account Management
XX Emergency Response Services
XX Material & Labor Discounts
24 Hr Alarm Monitoring
u
Goals Summary
As required
Included
Included Premium
Included
As required
Your Operations Staff is responsible for critical equipment that is sensitive to temperature and other
environmental influences. Your staff is experienced in all areas of HVAC and temperature controls and may not
require a high level of support from vendors, but uses support plans to augment their current knowledge and
protect their equipment investment over the long term.
The goals with this proposal:
1. Provide the Technical knowledge you need to maintain your building
2. Develop a regular maintenance relationship with you to promote automated operation of controls and
maximum facility uptime
Contained in this proposal:
1. Wide range of L&H Airco Custom Service Plan Features (based on customer request and input)
2. Tentative Schedule of Services.
Standard Time
Preferred Time
Standard
Preferred
lk Material Rate
& Material Rate
Overtime Rate
Overtime Rate
(M -F 8 AM to 5 PM)
(M -F 8 AM to 5 PM)
(M -F 5 PM to 8 AM, Sat,
(M -F 5 PM to 8 AM, Sat, Sun
excl. Holidays
excl. Holidays
Sun & Holidays)
& Holidays)
Service Tech
$ 105.00
$ 80.00
$ 135.00
$ 115.00
Travel
1 $ 45.00
1 $ .00
1 $ 45.00
1 $ .00
Equipment Discount
You will receive a discount on all Alerton and Novar controls. For any Alerton components purchased from L&H
Airco, you will receive a 60% off list price. Novar components will receive 10% off list price.
On Line Monthly Monitoring X X X X X X X X X X X X
Tenant Override Logging
Technology Updates X X X X
Database Protection
Control System Analysis X X X X
Communications Network Analysis
Central Equipment Performance Testing
Air Quality Testing
On Site Training X X X X
Other
Other Services:
XX Phone Technical Support
XX Account Management
XX Emergency Response Services
XX Material & Labor Discounts
24 Hr Alarm Monitoring
u
Goals Summary
As required
Included
Included Premium
Included
As required
Your Operations Staff is responsible for critical equipment that is sensitive to temperature and other
environmental influences. Your staff is experienced in all areas of HVAC and temperature controls and may not
require a high level of support from vendors, but uses support plans to augment their current knowledge and
protect their equipment investment over the long term.
The goals with this proposal:
1. Provide the Technical knowledge you need to maintain your building
2. Develop a regular maintenance relationship with you to promote automated operation of controls and
maximum facility uptime
Contained in this proposal:
1. Wide range of L&H Airco Custom Service Plan Features (based on customer request and input)
2. Tentative Schedule of Services.
L AA
3. Support Plan Pricing Summary and terms and conditions.
Support Plan Summary and Pricing
Included Custom Service Plan Features in this agreement as detailed in the previous section:
Included in all agreements:
Quarterly On -Site Services:
General Services
EMS Updates minus Key Upgrade
Technical Support
System Performance
Dial- up Services:
❑
Central Equipment Performance Test
Monthly Site Monitoring
❑
Air Quality Testing
❑
24hr Alarm Monitoring
❑
Flex Hrs Support (anytime) hrs
❑
Tenant Override Logging
Training:
Other:
L&H Classroom Training people
Standard Emergency Response
❑
Alerton Factory Training people
Premium Emergency Response
On -Site Operator Training _ hrs
By and Between: L&H Airco
1376 Lead Hill Blvd., Suite 100
Roseville, CA 95661
Customer (known as): City of Lodi
Term: Date: to
Cancellation conditions are detailed in the "Terms and Conditions" section.
For these services, Customer agrees to pay L&H AIRCO the sum of Fourteen thousand two hundred and fifty five
dollars for the year of 2011 through the year of 2012, upon presentation of a quarterly invoice of $3563.75.
L&H Airco believes that this proposal includes the best interests of The City of Lodi's Buildings, and is based on your
input. Please feel free to contact me if you have any changes. If accepted, sign and date below and return to L&H
Airco with purchase order information. The other copy is for your records.
Presented by: _Kevin Bender,
Title Customer Service Rep
Accepted by:
Title
Date 4.14.2011 Date
L&H Airco
TERMS AND CONDITIONS
The following terms and conditions are attached to and form an integral part of Sacramento Cooling Systems (referred to herein as "L&H Airco")
Customer Support Agreement Proposal ("Proposal"). The portions of such Proposal relating to "Scope of Work" or any "Proposed Solution" (in
either case, referred to herein as the "Proposed Solution"), together with these terms and conditions, are collectively referred to as the "CSA
Agreement".
Article 1: General
1.1 a) The CSA Agreement, when accepted in writing by the Customer
and approved by an authorized representative of L&H Airco shall
constitute the entire, complete and exclusive agreement between the
parties relating to a technical support program ("Services") for the
equipment and software identified in the List of Equipment or the Service
Coverage Report attached to the CSA Agreement ("Equipment") and
shall supersede and cancel all prior agreements and understandings,
written or oral, relating to the subject matter of the CSA Agreement. The
CSA Agreement and any rights or obligations thereunder may not be
assigned by either party without the advance written consent of the other.
(b) The terms and conditions of this CSA Agreement shall not be
modified or rescinded except in writing, signed by a corporate officer of
L&H Airco. L&H Airco's performance under this CSA Agreement is
expressly conditioned on Customer's assenting to all of the terms of this
CSA Agreement, notwithstanding any different or additional terms
contained in any writing at any time submitted or to be submitted to L&H
Airco by Customer relating to this subject matter.
c) The terms and conditions set forth herein shall supersede, govern and
control any conflicting terms of the Proposed Solution or the Proposal.
1.2 This. GSA Aereernent shall autemetically renew for suGoessive one
(1) year nerieds beginning OR the a Fy date of the GINgiRal term as
set forth in the Proposal unless stated ethenum, in the GSA Agreement
1.3 Either party may terminate or amend this CSA Agreement by giving
the other party at least thirty (30) days prior written notice of such
amendments or intent not to renew.
1.4 This CSA Agreement shall be governed by and enforced in
accordance with the laws of the State of California.
1.5 Customer will at all times designate a contact person with authority to
make decisions for Customer regarding the Services. Customer will
provide L&H Airco with information sufficient to contact such person in an
emergency. If such representative cannot be reached, any request for
Service received from a person located at Customer's premises will be
deemed authorized by Customer, and L&H Airco will, in its discretion, act
accordingly.
1.6 L&H Airco will be permitted to control and/or operate all Equipment
necessary to perform the Services.
Article 2: Equipment Testing, Inspection and Maintenance
2.1 The Customer represents that all Equipment is in satisfactory working
condition. By the latter of the first thirty (30) days of this CSA Agreement
or the first scheduled inspection, L&H Airco will have inspected all the
Equipment.
2.2 If the Proposed Solution provides for maintenance, any repairs and
replacements of Equipment are limited to restoring the proper working
condition of such Equipment. L&H Airco will not be obligated to provide
replacement Equipment that represents significant capital improvement
compared to the original. Exchanged components become the property
of L&H Airco.
Article 3: Charges, Fees and Invoices
3.1 Payments to be made under this CSA Agreement will provide for,
and be in consideration of, only Services specifically included under the
Proposed Solution. All other Services, including but not limited to the
following, shall be separately billed or surcharged on a time and
materials basis: (a) emergency Services performed at Customer's
request, if inspection does not reveal any deficiency covered by this CSA
Agreement; (b) Services performed other than during L&H Airco's normal
working hours; and (c) Service performed on equipment not covered by
this CSA Agreement.
3.2 Invoices are due upon receipt or otherwise as may be set forth
therein. If any payment is not received when due, L&H Airco may deem
Customer to be in breach hereof and may enforce any remedies
available to it hereunder or at law, including without limitation suspension
or termination of Services and acceleration of payments.
Article 4: Allocation of Risk
4.1 (a) Until one year from either the date hereof or the date the Equipment is
installed, whichever first occurs, all equipment manufactured by L&H Airco or
bearing its nameplate will be free from defects in material and workmanship
arising from normal use and service. (b) Labor for all Services under this CSA
Agreement is warranted for 90 days after the work is performed.
4.2 The limited warranties set forth in Section 4.1 will be void as to, and shall not
apply to, any Equipment (i) repaired, altered or improperly installed by any person
other than L&H Airco or its authorized representative; (ii) subjected to
unreasonable or improper use or storage, used beyond rated conditions,
operated other than per L&H Airco's or the manufacturer's instructions, or
otherwise subjected to improper maintenance, negligence or accident; (iii)
damaged because of any use of the Equipment after Customer has, or should
have, knowledge of any defect in the Equipment; or (iv) not manufactured,
fabricated and assembled by L&H Airco or not bearing L&H Airco's nameplate.
4.3 L&H Airco will indemnify Customer from and against losses, claims, expenses
and damages (including reasonable attorney's fees) for personal injury or
physical damage to property, but not loss of use of the property resulting from
such damage or from damage to any work performed hereunder. Such
indemnification shall be solely to the extent caused by or arising directly from
L&H Airco's or its employees', consultants' or agents' negligent acts or omissions
or willful misconduct in connection with its performance of Services hereunder.
L&H Airco's obligations under this indemnity provision shall not extend to claims,
losses, expenses and damages arising out of or in any way attributable to the
negligence of Customer or its agents, consultants or employees other than L&H
Airco.
Article 5: Customer Responsibilities
5.1 Customer will operate and maintain all Equipment in accordance with
applicable manufacturer's specifications, including those set forth in the
manufacturer's operating manuals or instructions, as well as all requirements of
applicable law or of authorities having jurisdiction.
5.2 Customer will promptly notify L&H Airco of any unusual operating conditions,
system malfunctions or building changes that may affect the Equipment or any
Services.
5.3 Customer will provide L&H Airco with reasonable means of access to the
Equipment and shall make any necessary provisions to reach the Equipment and
peripheral devices. Customer will be solely responsible for any removal,
replacement or refinishing of the building structure or finishes that may be
required to gain access to such Equipment.
Article 6: Limitations of Maintenance or Service Obligations
6.1 L&H Airco will not be responsible for the maintenance, repair or replacement
of, or Services necessitated by reason of: (a) non -maintainable, non -replaceable,
or obsolete parts of the Equipment, including but not limited to ductwork, shell
and tubes, heat exchangers, coils, unit cabinets, casings, refractory material,
electrical wiring, water and pneumatic piping, structural supports, cooling tower
fill, slats and basins, etc. unless otherwise specifically stated herein; or (b)
negligence, abuse, misuse, improper or inadequate repairs or modifications,
improper operation, lack of operator maintenance or skill, failure to comply with
manufacturer's operating and environmental requirements, Acts of God, or other
reasons beyond its control. L&H Airco assumes no responsibility for any service
performed on any Equipment other than by L&H Airco or its agents.
6.2 L&H Airco shall not be responsible for loss, delay, injury or damage that may
be caused by circumstances beyond its control, including but not restricted to
acts or omissions by Customer or its employees or agents, Acts of God, war, civil
commotion, acts of government, fire, theft, corrosion, flood, water damage,
lightning, freeze -ups, strikes, lockouts, differences with workmen, riots,
explosions, fuel, labor or materials.
6.3 L&H Airco is not responsible for repairs, replacements or services to
Equipment due to corrosion, erosion, improper or inadequate water treatment by
others, electrolytic action, chemical action or other reasons beyond its reasonable
control.
6.4 L&H Airco shall not be responsible for the removal or reinstallation of
replacement valves, dampers, waterflow and tamper switches required from
pipes and duct work including any venting or draining systems.
RESOLUTION NO. 2011-67
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING
CITY MANAGER TO EXECUTE CONTRACT FOR PURCHASE
AND INSTALLATION OF ENERGY MANAGEMENT SYSTEM
WITH SOLE SUPPLIERAND TO EXECUTE CUSTOMER
SUPPORT AGREEMENT FOR MAINTENANCE OF CITY
HEATING, VENTILATION, AND AIR CONDITIONING
SYSTEMS AT MULTIPLE CITY FACILITIES
WHEREAS, the heating, ventilation, and air conditioning (HVAC) controls system
in City Hall was installed during the remodel project of 1996 and operational problems
have been experienced since installation. Parts are no longer available for the existing
Novar controls system, and limitations with the HVAC design and controls have created
office and work spaces that are not properly nor efficiently heated or cooled. The
existing controls system needs to be replaced; and
WHEREAS, other recently constructed and/or remodeled City buildings are
individually and centrally controlled by a digitally -controlled energy management system
(EMS) manufactured by Alerton Technologies, Inc., the only system that can be tied to
the City's central EMS system and software; and
WHEREAS, staff recommends installing the Alerton EMS at City Hall for reasons
including consistency of operations amongst multiple City facilities, staffs familiarity with
parts and maintenance, and to leverage staffs previous training and operations
experience; and
WHEREAS, a Customer Support Agreement (CSA) with L & H Airco, of
Roseville, will cover the Lodi Police Facility (including San Joaquin County Court
spaces), Fire Station No. 4, Lodi Multi -Modal Station, Library, and Civic Center
(Carnegie Forum, City Hall, and Finance Department) and provide a discounted labor
rate of 15 to 25 percent below standard rates, guaranteed faster emergency response
times for on-site technicians, discounts on parts, technical support, and account
managementfor the life of the contract; and
WHEREAS, Lodi Municipal Code Section 3.20.070 authorizes dispensing with
bids for purchase of supplies, services, or equipment when it is in the best interest of the
City to do so, and staff recommends that Council authorize the City Manager to execute
a one-year CSA for maintenance of City HVAC systems at multiple City facilities, with
options to renew, at an annual cost of $14,255, and to execute contracts for the
purchase and installation of the Alerton EMS controls system and related modifications
to City Hall with the local area manufacturer's representative, L & H Airco, at the
estimated cost of $137,000.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the City Manager to execute a contract for the purchase and installation of an
Energy Management System with the sole supplier, L & H Airco, of Roseville, California,
in an amount not to exceed $137,000; and
BE IT FURTHER RESOLVED that the Lodi City Council does hereby authorize
the City Manager to execute a one-year Customer Support Agreement with options to
renew with L & H Airco, of Roseville, California, for maintenance of City heating,
ventilation, and air conditioning (HVAC) systems at multiple City facilities in the amount
of $14,255.
Dated: May 4, 2011
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hereby certify that Resolution No. 2011-67 was passed and adopted by the City
Council cf the City cf Lodi in a regular meeting held May 4, 2011, by the following vote:
AYES: COUNCIL MEMBERS — Hansen, Katzakian, Mounce, Nakanishi,
and MayorJohnson
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
2011-67