The Watershed Conservation Authority (WCA) is requesting proposals from qualified firms to provide facility maintenance services to the WCA offices located at El Encanto/River Wilderness Park and the Duck Farm project sites. The WCA invites submission of proposals that are responsive to the requirements of the request for proposal (RFP), which may be downloaded as a PDF file by clicking here.
To be considered for award of contract, proposal submittals must be received by 3:00pm, April 28, 2015. Further instructions and requirements are outlined in the RFP. Please also note that there will be a site walk at our River Wilderness Park property on April 13, 2015 at 9:30 am and at our Duck Farm property on April 13, 2015 at 11:00 am. This site visit is not mandatory to proposal acceptance. Staff will meet interested parties at the WCA offices located at 100 N. Old San Gabriel Canyon Road Azusa, CA 91702. Please refer to the RFP for further information, including directions.
Questions are welcome and shall be made in writing to me at jthompson@wca.ca.gov. Responses to any and all questions received shall be shared with all other potential proposers through this webpage.
REPONSES TO QUESTIONS AND CLARIFICATIONS - updated 4/14/15.
- Can WCA provide a complete list and quantities of equipment w/manufacturer and model number (electrical, HVAC, plumbing, lights, etc) that needs to be maintained?
The WCA prefers to not furnish an established list of all equipment with manufacturer name and model number. We’d prefer to furnish this overview of necessary maintenance as part of the job walk that will be held. What we can do is provide below a general list of equipment and/or fixtures that may need servicing during the year:
El Encanto (WCA Offices and Tenant Residences)
Duck Farm (Future Park and Tenant Residences)
- Plumbing: Reactive maintenance only, no regular scheduled servicing except for annual septic pumping
- Electrical including lights: Reactive maintenance only, no regular scheduled servicing, bulb replacement as needed
- HVAC: Repair services only as needed, HVAC filter replacement quarterly
- Tenant Residences: potential need for general residence repairs including floor/carpet/fixture replacement, plumbing/electrical repairs, painting/light remodeling
- Other general handyman services may include: pest control (termites, rodentd)
- Irrigation System
- Tenant Residences: potential need for general residence repairs including floor/carpet/fixture replacement, plumbing/electrical repairs, painting/light remodelig
- Is WCA looking for the contractor to establish a preventive maintenance program OR on-call repair services (reactive maintenance) only?
The WCA is looking for a contractor that can be on-call for repair services (reactive maintenance). There are only a few services that we will likely require on an annual or quarterly basis as is mentioned above.
- What are the maximum allowable response times for emergency, urgent, and non emergency trouble/service calls <service level agreement>?
Emergency- Potentially right away up to no more than 8 hours
Urgent- No more than 24 hours
Non-Emergency Trouble/Service Calls- As discussed and settled by both parties, dependent on the type of service, the response time can be up to several weeks.
- Is the contractor required to be on-call on a 24 hour per day 365 day per year basis?
The contractor would potentially need to be on call 24 hours a day, 365 days a year in the event of an extreme emergency such as a major plumbing issue. However, the WCA has a 24 hour ranger on site and an emergency response team for the WCA office water system. In the last several years, there has been little to no emergency responses required.
- If contractor is required to respond on a 24 hour per day 365 day per year basis, are we allowed to submit more than 1 hourly rate per trade in Exhibit D, questions 2 and/or 3?
Proposer is welcome to submit more than 1 hourly rate per trade.
- What does WCA consider as “normal working hours”?
WCA normal working hours are Monday-Thursday 8:00am through 5:30pm. Every other Friday we are closed. The alternating Friday we are open from 8:00am through 4:30 pm. The majority of the properties listed in this RFP with the exception of the River Wilderness Park are closed to the public and thus do not have operating hours.
- Do prevailing wage rates apply to this project?
Yes, prevailing wage rates apply to this project.
- If prevailing wage applies, where can the wage decisions be found and/or what are they?
Prevailing wages can be found on the California Department of Industrial Relations website.
- Is any of the equipment currently under warranty and if so, which equipment?
The WCA does not believe that any of its equipment is still under warranty.
- If equipment is currently under warranty, how will WCA handle that as typically the manufacturer or original installer would be responsible for any issues related to that equipment?
The WCA does not believe that any of its equipment is still under warranty. Anything related to the WCA’s water system will be handled by our system operators, with the exception of electrical modifications/assistance. If the WCA acquires any equipment that’s repairs will covered under warranty, the WCA would not request services to be completed by the contractor.
- If outages are required, what is the protocol for coordinating a system/building shutdown?
That information can be provided at the time a contract is signed.
- Is there an incumbent contractor currently providing these services?
Yes, there is an incumbent contractor providing these services.
- If there is an incumbent contractor, who is it and what is the current value and term of the contract?
Positive Plumbing 7/1/13-6/30/15 $24,000
Please keep in mind that these contract values are for on-call services that are provided on an as needed and as requested basis on all the identified properties. The contract value may or may not be expended fully in any one fiscal year.