RFP - Wastewater Utility System - Pump Maintenance and Repair Services (083012)

CITYOFREDWOODCITY,CALIFORNIA
REQUESTFORPROPOSAL(RFP)
FOR
WASTEWATERUTILITYSYSTEMPUMPMAINTENANCEANDREPAIRSSERVICES
ISSUEDON:
TBD,2012
PROPOSALSDUE:
TBD,2012,AT3:00PM
DELIVERPROPOSALSTO:
PublicWorksDivision
1400Broadway
RedwoodCity,CA940632505
CONTACT:
RussellNarahara,ManagementAnalyst
(650)7807475
RNarahara@redwoodcity.org
SECTIONI.NOTICEINVITINGPROPOSALS
The City of Redwood City is seeking proposals from firms experienced and certified to provide
preventative maintenance, repair, and replacement services for I.T.T. Flygt pumps. It is the Citys
intenttoenterintoathreeyearsolesourcerepairservicesagreementwiththeselectedfirmwithan
optiontoextendthecontractfortwoadditionaloneyearperiodsprovidedthatserviceandpricing
remainacceptabletotheCity.
SECTIONII.BACKGROUND
Overtheyears,theCityofRedwoodCitysPublicWorksDivisionhasstandardizeditsfleetofpumps
forthesanitarysewersystemusingITTFlygtsubmersiblepumps.Thesepumpshaveproventobe
themostdurableandreliablepumpsfortheCityssewersystem.Astandardizedsystemallowsfora
small,dedicatedinventoryofpartsforthepumps,ratherthanstockingpartsforavarietyofpump
manufacturers,andallowstheUtilitySpecialistassignedtothesanitarysewersystemtobefamiliar
withtheworkingsanduniquecharacteristicsofthesepumps.
The City of Redwood Citys sewer collection system serves approximately 25,600 customers and
includes280milesofsewermainlineand31sewerliftstations.All31sewerliftstationsuseI.T.T
Flygtpumpswithavarietyofages,sizes,andtypesinoperation.
TypesofI.T.T.FlygtSewerSystemPumpscurrentlyinserviceinclude:
CPFlygtSubmersiblePump3085
TheCityofRedwoodCitysstormwaterdrainagesystemconsistsof17pumpstations,2,685storm
drain catch basins, inlets, and siphons, over 100 miles of storm drain pipe, 150 acres of storm
retention basin in Redwood Shores (lagoons), 82 open culverts and over 10 miles of creeks, drain
ditchesandcanals.TheCitysstormwaterdrainagesystemismovingtowardstandardizingitsfleet
ofpumpsusingITTFlygtsubmersiblepumps.Currently,thereare8stormsystempumpstationsthat
useI.T.T.Flygtpumpswithavarietyofages,sizes,andtypesinoperation.
TypesofI.T.T.FlygtStormSystemPumpscurrentlyinserviceinclude:
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SECTIONIII.TIMELINE
Action
Date
RFPIssued
Tuesday,TBD
Deadlineforquestions/clarifications
Monday,TBDat1:00pmPST
Answerstoquestionsreleased
ByTBD
RFPSubmittalDeadline,i.e.DueDate
Wednesday,TBDat3:00pmPST
ContractAward
MonthofTBD2012
NoticetoProceed
MonthofTBD2012
SECTIONIV.SCOPEOFSERVICES
A. PreventativeMaintenance
Preventativemaintenancewillbeconductedconsistentwithgoodindustrialpracticestominimize
the likelihood of equipment failure and maximize the reliability of the I.T.T. Flygt pumps.
Preventativemaintenanceshallinclude,butnotbelimitedto:
Checkoillevels
Inspectvolute
Inspectforwaterinoil
Inspectcableentry
Changeoil
InspectORings
Inspectbearingsfornoiseandvibration
Inspectmechanicalseals
Inspectfordamagedcable
Inspectbearings
Inspectimpeller
Inspectrotor/stator
Inspectwearrings
Preventative maintenance will be conducted on an annual basis at the 31 sewer system pump
stationsand8stormsystempumpstations.
B. RepairandReplacementofPartsorEquipment
i. Contractor is responsible for removing / pulling pumps. Contractor to supply all needed
equipmentforremoving/pullingpumps,transportofpumpsforrepair,andreturndelivery/
installationofpumps.
ii. Complete disassemble and inspection of pumps within 8 business days, or a reasonable
timeframeagreedtobytheCity,ofpullingpumpfromservice.
iii. Afterremovingandinspectingthepump,theContractorwillprovideaninspectionreportto
the City representative (usually the Utilities Specialist assigned to the sewer system or the
UtilitiesSpecialistassignedtothestormsystem).Theinspectionreportwillincludeadetailed
justification of the proposed repair or replacement and an itemized summary of all costs
involved.
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iv. ThePublicWorksDivisionspolicyregardingpumprepair/rebuildversuspumpreplacement
istoreplacethepumpiftherepair/rebuildis50%ormoreofthereplacementcost.
v. AllworkperformedbytheContractormustconformtothefollowingrequirements:
a. Straightenandbalanceimpeller
b. Sandblastandepoxycoatinsideandoutsideofcolumnpump
c. Reassemblepump
d. Polish and straighten shafting to .0005 per foot / total indicated run out not to exceed
.002perinch
e. Checkallaligningregisters
f. Dynamicbalanceimpeller
g. Replacebearingsandseals
vi. Whenrequired,replacethefollowingparts:
a. 416SSLine
b. 416SSLineShaft
c. 416SSHeadShaft
d. BronzeSuctionBowlBearing
e. BronzeLowerBowlBearing
f. BronzeUpperBowlBearing
g. OilTubeLineShaftBearing
h. TopOilTubeTensionBearings
i. ShaftLipSeal
vii. Allreplacementpartsmustmeetmanufacturersspecifications.
viii.Majorpartssuchasbowlsandimpellersmustbesameaspumpmanufacturer.
ix. Allnutsandboltstobe316SS(stainlesssteel).
x. TheCityretainstherighttoinspectpumpsduringdisassembleandinspection,andtoinspect
anyandallreplacedparts.
xi. DisposalofpartsorequipmentshallbeincludedintherateslistedinthesubmittedProposal.
C. EmergencyResponse
The Contractor will provide emergency response for the Citys sewer and storm system pump
stationsona24houraday,7daysperweek(includingholiday)24/7basis.
TheContractorwillmaintainasingle,localtelephonewhereanoncalltechniciancanbereached
atalltimes(24/7).Thetelephonenumberwillbemadeavailabletoallpersonsdesignatedbythe
City.
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The Contractor will be required to respond within 3 hours of being notified of the emergency.
Uponarrivalatthelocationoftheemergency,theContractorwillproceedatthedirectionofthe
City.
Compensationforemergencyresponsewillbepaidonatimeandmaterialsbasisinaccordance
withthequotedcostsinthesubmittedProposal.
TheCitywillrequirea24hourreplacementupondemandforanyI.T.T.Flygtsubmersiblepump.
Allreplacementpartsmustmeetmanufacturersspecifications.Majorpartssuchasvolutesand
impellersmustbethoseofthepumpmanufacturer.
D. AnnualPreventativeMaintenanceReport
Uponcompletionoftheannualpreventativemaintenanceatallofthesewerandstormsystem
pumpstationswithI.T.T.Flygtpumps,theContractorwillsubmitacomputergeneratedreportto
theCity.Thereportwilldetailthenameofeachpumpstation,dateofvisit,starttime,endtime,
maintenanceactivitiesperformed,thenatureofproblemsdiscovered,andrecommendedactions.
AnelectroniccopyofthereportwillbeemailedtoCitystaff.Ahardcopywillbemailedto:Public
WorksDivision,Attn:ManagementAnalyst,1400Broadway,RedwoodCity,CA94063.
After submitting the report, the Contractor will schedule a date and time to review the report
withtheCity.
E. Term
The initial contract period for the Wastewater Utility System Pump Maintenance and Repair
Services contract will be 3 years from the date the agreement is signed. The contract may be
extendedbytheCityforupto2consecutive,1yearincrementsaftertheinitialcontractperiod;at
thediscretionandapprovaloftheCity.TheCityshallnotifytheContractorinwritingoftheintent
toextendthecontract.
F. Invoicing
Contractor will submit invoices to: Public Works Division, Attn: Tramane Soberanes, 1400
Broadway,RedwoodCity,CA94063.AsampleinvoicewillbeincludedinthesubmittedProposal.
G. Payment
Paymentwillbemadewithin30daysofreceiptofanaccurateinvoice.Copiesofallinvoicesfor
supplies,materials,andotherequipmentwillbeattachedtothesentinvoice. Paymentwillbe
madenomorefrequentlythanmonthly.

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H. RedwoodCityBusinessLicense
The successful Proposer must either possess a current, valid Redwood City business license or
musthavesubmittedaRedwoodCitybusinesslicenseapplicationandfeeatthetimeofcontract
award.
I. Pricing
The Contractor must complete all 5 of the fee schedules included in this RFP and include them
withthesubmittedproposal.ThefeescheduleswilllisttheContractorspricingfor:
i. Labor,equipment,andemergencyservicescharges
ii. Purchaseofnewpumps
iii. Pumprebuild
iv. Materials
v. PreventativeMaintenance
TheContractorwillalsosignadocumentthatbindstheContractorsproposedpricingfor90days
aftertheproposaldate.
J. ConfinedSpaceEntryCertification
The Contractor must submit a copy of proof of current certification for Confined Space Entry
proceduresforeachemployeeand/orContractor/subcontractorwiththesubmittedProposal.
K. IndependentContractor,SubcontractororSubConsultant,i.e.OtherContractor
TheContractorwillidentifyallIndependentContractors,SubcontractorsorSubConsultants,i.e.
OtherContractoressentialtotheexecutionofthescopeofservicesrequestedbythisRFPinthe
submittedProposal.
L. References
The Contractor will list 3 public agency clients, along with a very brief description of the work
completed,whichtheCitymaycontactregardingtheContractorsworkperformance.
M. PiggyBackingOption
The City intends that other public agencies (county, special district, public authority, public
agency,schooldistrictorotherpoliticalsubdivisionofthestateofCalifornia)shallhavetheoption
toparticipateinanyagreementcreatedbecauseofthisRFP.TheCityofRedwoodCityshallincur
no financial responsibility in connection with a purchase order from another public entity.
Contractorsagreementorfailuretoagreetothe"piggyback"agreementwillnotbeafactorin
theaward.ThispiggybackwillremainavailableforoneyearfromthedatetheBidaward.The
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Contractor will indicate whether they will allow other Contractors to piggyback by checking
theappropriateboxonthePiggyBackingNoticeform.
SECTIONV.TERMSANDCONDITIONS
A. Nomenclature
i. AsusedthroughoutthisRFPanditsattachmentsthefollowingtermsaresynonymous:
a. Supplier,vendor,contractor,proposer,successfulbidderandselectedbidder
b. Contract,purchaseorderandagreement
c. Services,workandproject
d. IndependentContractor,subcontractor,subconsultant,othercontractor
ii. TheCityreferstotheCityofRedwoodCity,California
iii. Public Works Division or PW refers to theCityofRedwoodCity, CaliforniaPublicWorks

DivisionoftheCommunityDevelopmentDepartment
iv. CityCouncilreferstotheRedwoodCity,CaliforniaCityCouncil
B. TermsandConditions
The terms and conditions for the Redwood City General Services Agreement apply to this
contract.
C. Pricing
Pricing shall remain firm throughout the first year term of the contract. Price increases will be
considered only at the contract anniversary date. Such price increases will be tied to the
ConsumerPriceIndexandapprovedatthediscretionoftheCity.Ifaccepted,thepriceincrease
willremainfirmthroughoutthesubsequentoneyearperiod.Intheeventpricesarereduced,the
reduced price shall apply to all subsequent purchases following the date of the price decrease
throughthefollowingcontractanniversarydate.
SECTIONVI.PROPOSALCONTENT
A. A description of the Proposers company including organizational structure, names, titles, and
resumesforstaffthatwillbeassignedtotheprojectaswellascontactinformation.
B. Anarrativewhichincludesthefollowinginformation:
i. ProposersoverallapproachtoprovidingtheservicesdescribedinthisRFP
ii. Proposerspreventativemaintenancechecklist
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iii. Contactinformationandresponseprocedureincaseofemergencysituation(s)
iv. How Proposer determines that equipment/material should be replaced, the process for
accomplishing replacement, and Proposers criteria for determining when the City will be
chargedforreplacement
v. HowProposerwillkeeptrackofthepumpslocatedwithinthesewerandstormpumpstations
vi. Proposersprocessforadding/suggestingnewequipmentormaterials
vii. Sample annual preventative maintenance report showing the name of each pump station,
dateofvisit,starttime,endtime,maintenanceactivitiesperformed,thenatureofproblems
discovered,andrecommendedactions
viii. DescriptionofProposersinvoicingprocessincludingasampleinvoice
C. SignedProposalPricingForm.
D. All5FeeSchedules.
E. List of Independent Contractors, Subcontractors or SubConsultants, i.e. Other Contractor

essentialtotheexecutionofthescopeofservicesrequestedbytheRFP.
F. Listof3References.
G. SignedPiggyBackingNoticewithpreferredoptioncheckedoff.
H. Proof of current certification for Confined Space Entry procedures for each employee and/or
Contractor/subcontractor.
I. AnyotherinformationtheProposerbelieveswillassisttheCityinevaluatingitsproposal.
SECTIONVII.CONTRACTAWARD
The Public Works Division will recommend to City Council the award of a contract to the Proposer
whoseproposalisdeterminedtoofferthebestvaluetotheCity.
Contract documents will consist of the General Services Agreement, this RFP, the successful
Proposerswrittenproposal,andaBlanketPurchaseOrderissuedbyCitysFinanceDepartment.
SECTIONVIII.DISCLAIMERS
ThisRFPdoesnotcommittheCitytoawardacontractortopayanycostsincurredinthepreparation
ofaproposalinresponsetothisRFP.
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TheCitymayrequireProposerstosubmitadditionaldataorinformationtheCitydeemsnecessaryto
substantiatethecostspresentedbyProposers.TheCitymayalsorequireProposerstoreviseoneor
moreelementsofitsproposalinaccordancewithcontractnegotiations.
The City reserves the right to evaluate proposals for a period of 90 days before deciding which
proposal,ifany,toaccept.
Proposalpricealonewillnotbethesoledeterminingfactorintheevaluationprocess.Otherfactors
in the evaluation process include quality and completeness of the proposal; quality, performance,
and effectiveness of services to be provided by the Proposer; Proposers experience, including the
experienceofstafftobeassignedtotheproject,theengagementsofsimilarscopeandcomplexity;
ProposerspriorrecordofperformancewithCityorother;andProposerscompliancewithapplicable
laws, regulations, policies (including City Council policies), guidelines and orders governing prior or
existingcontractsperformedbytheProposer.
TheCityreservestherighttorejectanyorallProposalsandtodeterminewhichProposalis,inthe
City'sjudgment,themostresponsive.
TheCityalsoreservestherighttowaiveanyinformalityinanyProposalandtodeletecertainitems
listedintheProposalassetforththerein.
The City also reserves the right to postpone contract start date for its own convenience; remedy
technical errors in the RFP process; approve or disapprove the use of particular Other
Contractor(s); accept other than the lowest offer; make the selection based on the Citys sole
discretion;canceltheRFPandanyandallquotationsinwholeorinpartwhenitisinthebestinterest
of the City; enter into an agreement with another Proposer in the event the originally selected
ProposerdefaultsorfailstoexecuteanagreementwiththeCity.
AnagreementshallnotbebindingorvalidwiththeCityunlessanduntilitisexecutedbyauthorized
representativesoftheCityandoftheProposer.
SECTIONIX.PUBLICNATUREOFPROPOSALMATERIAL
ResponsestothisRFPbecometheexclusivepropertyoftheCityofRedwoodCity.Atsuchtimeas
the Public Works Division recommends the firm to the City Manager or to the City Council, as
applicable,allProposalsreceivedinresponsetothisRFPbecomeamatterofpublicrecordandshall
be regarded as public records, with the exception of those elements in each proposal which are
defined by the Proposer as business or trade secrets and plainly marked as Confidential, Trade
Secret,orProprietary.TheCityshallnotinanywaybeliableorresponsibleforthedisclosureof
any such proposal or portions thereof, if they are not plainly marked as Confidential, Trade
Secret,orProprietaryofifdisclosureisrequiredunderthePublicRecordsAct.AnyProposalwhich
contains language purporting to render all or significant portions of the Proposal Confidential,
TradeSecret,orProprietaryshallberegardedasnonresponsive.
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Although the California Public Records Act recognizes that certain confidential trade secret
informationmaybeprotectedfromdisclosure,theCityofRedwoodCitymaynotacceptorapprove
thattheinformationthataProposersubmitsisatradesecret.Ifarequestismadeforinformation
markedasConfidential,TradeSecret,orProprietary,theCityshallprovidetheProposerwho
submitted the information with reasonable notice to allow the Proposer to seek protection from
disclosurebyacourtofcompetentjurisdiction.
SECTIONX.NONCONFORMINGPROPOSAL
A proposal shall be prepared and submitted in accordance with the provisions of these RFP
instructionsandspecifications.Anyalteration,omission,addition,variance,orlimitationof,fromor
toaProposalmaybesufficientgroundsfornonacceptanceoftheProposal,atthesolediscretionof
theCity.
SECTIONXI.DEADLINEANDLOCATIONFORSUBMISSIONOFPROPOSALS
ByWednesday,TBDat3:00pmPST,Proposerwillsubmit5copiesofitsproposalinsealedenvelope(s)
to:
CityofRedwoodCity
PublicWorksDivision
Attn:RussellNarahara
1400Broadway
RedwoodCity,CA94063
Lateproposalswillnotbeconsidered.Proposerwillalsoemailapdfversionoftheirproposaltothe
contactpersonnamedinSectionIV(ContactPerson).
SECTIONXIII.CONTACTPERSON
InquiriesrelatingtothisRFPand/ortherequiredservicesshouldbedirectedto:
RussellNarahara
ManagementAnalyst
1400Broadway
RedwoodCity,CA94063
Phone:6507807477
Email:RNarahara@redwoodcity.org
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PROPOSALPRICINGFORM
WASTEWATERUTILITYSYSTEMPUMPMAINTENANCEANDREPAIRSERVICESRFP
CITYOFREDWOODCITY,CA
ISSUEDONTUESDAY,TBD
Thisproposalisbindingupontheundersignedfor90daysaftertheproposaldate.
COMPANY:
ADDRESS:

CONTACTPERSON:
TELEPHONE:
FAX:
SIGNATUREOFCONTACTPERSON*
DATE
*ORIGINALSIGNATUREMUSTBESUBMITTEDWITHPROPOSAL
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FEESCHEDULE#1
*LABORCHARGES
RATESPERHOUR
ONSITE
$_________________
SHOPRATE
$_________________
FOREMANORCREWLEADER
*OVERTIMELABORCHARGES
$_________________
ONSITE
$_________________
SHOPRATE
$_________________
FOREMANORCREWLEADER
EQUIPMENTCHARGES
$_________________
UTILITYTRUCK
$_________________
TRUCKWITHHOIST
$_________________
CRANETRUCK
$_________________
OTHER(specify)_________________________
WORKAVAILABILITYFOREMERGENCYSERVICES
$_________________
Pleaseindicateavailabilitytoprovideservices
YES
AFTER5:00P.M.
WEEKENDS
HOLIDAYS
NO
ESTIMATEDRESPONSETIMETOCITYINEMERGENCYSITUATION(#OFHOURS)
DISTANCEFROMCONTRACTORSPLACEOFBUSINESS(#OFMILES)TOCITY
*Traveltimetobeincludedinthehourlyrate,ifapplicable
THISFORMMUSTBERETURNEDWITHSUBMITTEDPROPOSAL
FEESCHEDULE#2
Page12of24
PURCHASEOFNEWPUMPS
IMPELLER
CODE
HP
APPROX
#
UNIT
PRICE
436
3.0
434
2.4
436
5.0
437
5.0
432
10.0
484
10.0
485
7.4
436
20.0
434
14.8
454
20.0
TOTAL
PRICE
CPFLYGTSUBMERSIBLEPUMP#3085
SUBTOTAL
FEESCHEDULE#3
Page13of24
PUMPREBUILD
QTYOF
PUMPS
HP
3.0
2.4
5.0
7.5
10.0
14.8
20.0
30.0
148.0
SUBTOTAL
NEW
STATOR/
INCL
PARTS
REPLACE
BOWL&
IMPLELLER
INCLWEAR
RING
TOTAL
PRICE
MARKUPONPARTSANDMATERIALS:_______%
FEESCHEDULE#4
Page14of24
MATERIALS
UNITPRICE
416SSLINE
416SSLINESHAFT
416SSHEADSHAFT
BRONZESUCTIONBOWLBEARING
BRONZELOWERBOWLBEARING
BRONZEUPPERBOWLBEARING
OILTUBESHAFTBEARING
TOPOILTUBETENSIONBEARINGS
SHAFTLIPSEAL
MARKUPONPARTSANDMATERIALS:_______%
FEESCHEDULE#5
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PREVENTATIVEMAINTENANCE
PerSectionIV(ScopeofServices),SectionA(PreventativeMaintenance):
Preventativemaintenancewillbeconductedonanannualbasisatthe31sewersystempump
stationsand8stormsystempumpstations.
PREVENTATIVEMAINTENANCE(PM)TYPE
PRICEPERYEAR
31SewerSystemPumpStations(AnnualPM)
8StormSystemPumpStations(AnnualPM)
LISTOFINDEPENDENTCONTRACTOR(S),SUBCONTRACTOR(S)ORSUBCONSULTANT(S),I.E.OTHER
CONTRACTOR
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Thefollowingaretheindependentcontractor(s),subcontractor(s)orsubconsultant(s)weproposeto
engageforthefollowingtypesofwork.Anytypeofworknotdesignatedbelowwillbedonebythe
maincontractorlistedontheagreementwiththeCityofRedwoodCity.
NameandAddressofOther
DollarValueof
WorktobePerformedbyOther
Contractor
Contractor
Agreement
CONTRACTORCOMPANYNAME:
CONTRACTORADDRESS:
*BY:
PRINTEDNAME:
TITLE:
*GROUPA
CHAIRMAN
PRESIDENT
VICEPRESIDENT
LISTOFREFERENCES
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Pleaselist3publicagencyclients,alongwithaverybriefdescriptionofthework,whichtheCitymay
contactregardingtheContractorsworkperformance.
REFERENCE#1
AGENCY/CITYNAME:
DEPARTMENT:
CONTACTPERSON:
TELEPHONE:
EMAILADDRESS:
DOLLARVALUEOFAGREEMENT:
DATERANGEOFAGREEMENT:
NATUREOFWORKPERFORMED:
REFERENCE#2
AGENCY/CITYNAME:
DEPARTMENT:
CONTACTPERSON:
TELEPHONE:
EMAILADDRESS:
REFERENCE#3
AGENCY/CITYNAME:
DEPARTMENT:
CONTACTPERSON:
TELEPHONE:
EMAILADDRESS:
PIGGYBACKINGNOTICE
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TheCityintendsthatotherpublicagencies(county,specialdistrict,publicauthority,publicagency,
school district or other political subdivision of the state of California) shall have the option to
participateinanyagreementcreatedbecauseofthisRequestforProposal.TheCityofRedwoodCity
shallincurnofinancialresponsibilityinconnectionwithapurchaseorderfromanotherpublicentity.
Vendors agreement or failure to agree to the "piggyback" agreement will not be a factor in the
award.ThispiggybackwillremainavailableforoneyearfromthedatetheBidaward.
Checkoneofthefollowing:
Agreetoextendallprices,terms,andconditionsofmyproposaltoanyotherpublicagency
locatedintheStateofCaliforniawithnoexceptions.
Agreetoextendallprices,terms,andcondi onsofmyproposaltoanyotherpublicagency
locatedintheStateofCaliforniawiththefollowingexceptionsnoted,asattached.
TheVendordoesnotagreetoextendpricing,termsandcondi onsinourBidtoanyother
agency.
CONTRACTORCOMPANYNAME:
CONTRACTORADDRESS:
*BY:
PRINTEDNAME:
TITLE:
*GROUPA
CHAIRMAN
PRESIDENT
VICEPRESIDENT
GENERALSERVICESAGREEMENT
(insertnameofconsultant)
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This Agreement is made and entered into between the City of Redwood City ("City"), a
municipal corporation, and _____________ [insert form of company: corporation of ____, limited
liability company, sole proprietor] (Contractor) as of [date] (the Effective Date). In
considerationoftheirmutualcovenants,thepartiesheretoagreeasfollows:
1.
Scope of Work. Subject to the terms and conditions of this Agreement, Contractor shall
providethoseservicesdescribedinExhibitAandincorporatedhereinbyreference.Insummary,the
scopeofservicesincludesbutitnotlimitedto________.
2.
PaymentTerms.FortheservicesdescribedinExhibitA,theCityagreestopayContractora
totalamountthatshallnotexceed____________________,whichamountshallincludeallexpenses.
Contractor shall submit progress billings on a monthly basis, if applicable. Contractors bill shall
includethefollowinginformationfortheproject:abriefdescriptionofservicesperformed,thedate
the services were performed, the number of hours spent and by whom, a brief description of any
costsincurred,percentcompletiontodateofeachtaskandsubtask,totalofpriorbillings,amountfor
billingperiod,totalbillingtodate.InnoeventshallContractorsubmitanybillingforanamountin
excessofthemaximumamountofcompensationprovidedforinthissection.
3.
TermofPerformance.ContractorshallbeginperformingtheservicessetforthinExhibitAas
soon as he or she is notified by the City. Contractor shall thereafter perform and complete all
servicesbynolaterthan_______(insertdate).
4.
IndependentContractor.AtalltimesduringthetermofthisAgreement,Contractor,
itsemployeesandagentsshallbeindependentcontractorsandnotemployeesoragentsoftheCity.
Contractor,itsemployeesandagentsshallhavenoauthority,expressorimplied,tobindtheCityto
anyobligationwhatsoever.
5.
Assignment and Subcontracting. It is recognized by the parties hereto that a
substantial inducement to City for entering into this agreement was, and is, the qualifications and
competence of Contractor. Therefore, Contractor shall not subcontract, assign or transfer any
portionoftheperformancecontemplatedandprovidedforinthisAgreementwithouttheapproval
oftheCityManager.Contractorshallnotsubcontractanyportionoftheperformancecontemplated
andprovidedforhereinwithoutpriorwrittenapprovaloftheCity.
6.
Indemnification.Contractoragreestodefend,indemnifyandholdharmlesstheCity,
its officers and employees, from and against all claims, demands, damages or costs arising from
Contractors negligent errors, acts or omissions or willful misconduct with respect to Contractor's
workperformedpursuanttothisAgreement.TheforegoingobligationofContractorshallnotapply
totheextenttheclaims,demands,damagesorcostsariseoutofthenegligenceofCity.
7.
Insurance. Throughout the term of this Agreement, Contractor shall obtain and
maintain, at its own expense, the minimum insurance coverage set forth below. The City and its
electedofficials,officers,andemployeesshallbenamedasadditionalinsuredsonallpolicies.This
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Agreementisexpresslycontingentupontheinsurancerequirementsbeingmet,andthisAgreement
shallnotbecompleteandnoworkmaycommenceuntilContractorhasprovidedadequateproofof
insurance.AllinsurancerequiredbythissectionistobeplacedwithinsurerswithaBests'ratingof
nolessthanA:VII.
(a)
StatutoryWorkersCompensationInsuranceandEmployersLiabilityInsurance
for any and all persons employed directly or indirectly for Contractor with limits not less than
$1,000,000.
(b)
CommercialGeneralandAutomobileLiabilityinsuranceinanamountnotless
than$1,000,000peroccurrence.
If applicable, Contractor shall not allow any subcontractors to commence work on any subcontract
until all insurance required of the Contractor has also been obtained for the subcontractor in the
amountsindicatedherein.
8.
NondiscriminationandEqualOpportunity.DuringtheperformanceofthisAgreement,
Contractorshallnotdiscriminateagainstanyemployeeorapplicantforemploymentbecauseofrace,
religion,creed,color,nationalorigin,sex,sexualorientationorage.
9.
LaborCodePrevailingWage. To the extent applicable, contractor shall comply with
the requirements of the California Labor Code including but not limited to hours of labor,
nondiscrimination, payroll records, apprentices, workers compensation and prevailing wages. No
lessthanthegeneralprevailingrateofperdiemwagesforholidaysandovertimework,foreachcraft,
classificationortypeofworkerneededtoexecutetheworkunderthisAgreementshallbepaidtoall
workers, laborers and mechanics employed in the execution of the work by the Contractor or any
subcontractordoingorcontractingtodoanypartofthework.Theappropriatedeterminationofthe
Director of the California Department of Industrial Relations shall be filed with, and available for
inspectionattheCityofficers.Contractorshallpost,ateachjobsite,acopyoftheprevailingrateof
perdiemwages.TheContractorshallforfeitfiftydollars($50.00)foreachcalendardayorportion
thereofforeachworkerpaidlessthanthestipulatedprevailingratesforanypublicworkdoneunder
theAgreementbyitorbyanysubcontractorunderContractor.
10.
Documents. If applicable, Contractor shall deliver to the City, on request of the City
Manager,copiesofalloriginalpapers,documentsandanyothermaterials,inelectronicoranyother
form,preparedbyContractorpursuanttothisAgreement.
11.
Licenses. If a license of any kind, which term is intended to include evidence of
registration, is required of Contractor, its employees, agents or subcontractors by federal or state
law, Contractor warrants that such license has been obtained, is valid and in good standing, and
Contractor shall keep it in effect at all times during the term of this Agreement, and that any
applicablebondhasbeenpostedinaccordancewithallapplicablelawsandregulations.
12.
Time is of the Essence. Contractor agrees to diligently prosecute the services to be
provided under this Agreement to completion and in accordance with the schedule specified in
ExhibitA.Intheperformanceofthisagreement,timeisoftheessence.
Page21of24
13.
Termination. This Agreement may be terminated or suspended by the City upon
fifteen (15) days written notice. Upon receipt of such notice from the City, Contractor shall
immediatelystopallworkunderthisAgreement.IntheeventofterminationbytheCity,Contractor
shall be entitled to payment on a pro rata basis for the services performed as of the date of
termination,totheextenttheywereperformedinaccordancewiththisAgreement.
14.
Severability.IfanytermorportionofthisAgreementisheldtobeinvalid,illegal,orotherwise
unenforceablebyacourtofcompetentjurisdiction,theremainingprovisionsofthisAgreementshall
continueinfullforceandeffect.
15.
ContractAdministrationandNotice.ThisAgreementshallbeadministeredonbehalfofthe
Citybythe______,(Name&Title).Anywrittennoticebetweenthepartiesshallbesentto:
CityofRedwoodCity
Attention:_____________
Departmentof____________
1017MiddlefieldRoad
RedwoodCity,CA94063
ContractorsName
Attention:_______________
ContractorsAddress
City,State,Zip
16.
Integration. This Agreement, including the scope of work attached hereto and incorporated
herein as Exhibits A, represents the entire and integrated agreement between City and the
Collaborativeandsupersedesallpriornegotiations,representationsoragreements,eitherwrittenor
oral.WherethetermsandconditionssetforthinExhibitAconflictwiththetermsandconditionsof
this Agreement, the terms and conditions of this Agreement shall prevail. This Agreement may be
modifiedoramendedonlybyasubsequentwrittenagreementsignedbybothparties.
17.
Miscellaneous.ThelawsoftheStateofCaliforniashallgovernthisAgreementandallmatters
relatingtoitandvenueforstatecourtshallbeinRedwoodCityandforfederalcourtinSanFrancisco.
In the performance of this Agreement, Contractor shall abide by and conform to any and all
applicablelaws,including,butnotlimitedtotheRedwoodCityMunicipalCode.
Page22of24
INWITNESSHEREOF,thepartieshavecausedtheirauthorizedrepresentativestoexecutethis
Agreement on ____________ ______, 2011. This Contract is not valid until signed by all parties
below.
CITY:
CONTRACTOR
_____________________________
_______________________________
By:RobertB.Bell,CityManager
By:
ATTEST:
Title:___________________________
__________________________________ _______________________________
ContractorsRedwoodCityLicenseNumber
CityClerk
____________________________
ContractorsTaxI.D.Number
APPROVEDASTOFORM:
__________________________________
PamelaThompson,CityAttorney
Page23of24
EXHIBITA
(AttachContractorsProposalorQuoteorFilloutSectionsbelow)
1.
ScopeofWork/Tasks
Deadline
2.
PaymentTerms.(Indicateifhourly,orflatfee)
Page24of24

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CITYOFREDWOODCITY,CALIFORNIA

iii. Public Works Division or PW refers to theCityofRedwoodCity, CaliforniaPublicWorks

E. List of Independent Contractors, Subcontractors or SubConsultants, i.e. Other Contractor

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