01 - Specifications (4).pdf

CITY OF LEWISVILLE

RFB #26-52-A

ANNUAL CONTRACT FOR ELECTRICAL SERVICES AT THE WATER &

WASTEWATER TREATMENT PLANTS

It is the intent of the City to establish an annual contract for electrical services at the Water & Wastewater Treatment Plants, and City of Frisco Utility Sites.

The pricing shall be submitted as UNIT PRICE per item and shall include the cost to inspect, test, and certify all systems. The City reserves the right to add or remove locations as needed.

Electrical maintenance service shall include scheduled preventative maintenance and emergency electrical maintenance services. The preventative maintenance shall include inspecting, cleaning, refurbishing or replacing electrical parts, connections, or electrical systems, and all other components as required. The awarded contractor will be providing electrical services for the Water and Wastewater Plants as described below.

ELECTRICAL MAINTENANCE SERVICES ARE TO INCLUDE:

Electrical systems at all Lift Stations, Wastewater Treatment Plant and other wastewater facilities.

Electrical systems at all Booster Stations, Pump Stations, Metering Stations, Elevated Storage Tanks, Intake Structures, Water Treatment Plant, and other water facilities.

TYPES OF SERVICES REQUIRED

Preventative Maintenance of Electrical Systems less than 600 A/C Volts. Service shall include inspecting, refurbishing, and cleaning of electrical parts, connections and components as requested by designated authority. Services shall include, but are not limited to:

A. Installation of electrical parts, connections, and components. Refurbishing damaged or malfunctioning electrical parts, connections, or electrical systems.

B. Inspecting fuses and wired connections, phase monitors, alternators, motor starters, motors, relays, contractors, and overloads.

C. Cleaning of Breaker Panels, contacts, and other electrical units.

D. Diagnostic Testing of Equipment E. Inspection of Motor Control Center, Electrical Service Panels and various other apparatus and components.

Preventative Maintenance of Electrical Systems greater than 600 A/C Volts. Service will take approximately 40 hours each, annually at Water and Wastewater Facilities for electrical systems greater than 600 volts A/C. Services shall include preventative maintenance inspections, refurbishing and cleaning of electrical parts, connections and components of transformers and switchgear and other electrical systems greater than 600 volts as scheduled by the designated authorities. Services shall include, but are not limited to the following:

A. Heat tracing, oil inspection/testing of transformers B. Cleaning of transformers and electrical components C. Repair, reconditioning, replacement of electrical appurtenances

SPECIFIC BIDDING REQUIREMENTS

Each contractor is recommended to visit each service site for The City of Lewisville to ensure that all areas are inspected for equipment and electrical needs. The contractor must call Wastewater Plant Superintendent Cedric West at 972-219-3545 and Water Treatment Plant Superintendent Eric Martinez at 972-219-8448, to set up appointments for site inspections. There is no site visit required for The City of Frisco. If a contractor would like to visit the Frisco sites please contact Steven Cone , Purchasing Manager at 972-292-5542.

Bidders are to state firm price per man-hour on straight time and overtime. Designate hours and days for straight time and overtime. Time begins when the Contractor reaches the job site and begins work. No separate payment shall be made for mileage or travel time; this cost should be included in the cost of service in the price per man-hour.

Contractors must show by letter proof of qualifications or actual experience with equipment and/or motors; a minimum of one representative municipal reference is required. Proof of proper licensing, Master Electrician, within the Cities of Lewisville and Frisco are also required.

The purpose of the Contractor's proposal is to establish agreed prices with the Cities of Lewisville and Frisco. Contractors must quote firm prices that will prevail throughout the entire term of the agreement. The successful contractor will be considered by the Cities of Lewisville and Frisco as duly obligated to perform work to the completion of this agreement, and they will function as an independent contractor.

At completion of each job performed, a Work Order that states: starting time, ending time, all work performed, and time and materials used, must be signed by a representative of the City. A copy of the Work Order must be left with the City representative upon receiving a signature.

Work Orders must be numbered for accounting purposes in a manner that will not allow duplicate Work Order numbers. A copy of the signed Work Order along with an original invoice referencing a City purchase order number should be submitted to Accounts Payable for payment per City Policy.

Emergency and scheduled work assignments shall commence upon arrival at the work site, as requested by the using department. Contractor services must be available nights, weekends, and holidays. All work shall be considered routine work and performed on straight time, unless overtime is authorized by the using department. All work deemed an EMERGENCY must be responded to by the contractor within two hours.

Upon bid award, the contractor shall provide a list of all electricians authorized to perform electrical work and a copy of required electrician's license as well as work phone and emergency phone numbers.

The City may terminate the contract if the contractor consistently fails to perform the work in accordance with the contract documents including, but not limited to, failure to supply sufficient skilled workers, suitable materials, equipment, or otherwise violates in any substantial way any provisions of the contract documents. The City may, after giving the contractor seven days written notice and to the extent permitted by law and regulations, terminate the services of the contractor from the site and take possession of the work.

All work must be performed in accordance with THE CITY OF LEWISVILLE’S OR THE CITY OF FRISCO’S ELECTRICAL CODES AND ORDINANCES dependent upon which city the work is being performed within. The CITY OF LEWISVILLE AND THE CITY OF FRISCO reserves the right of refusal on any and all parts and service.

WARRANTY & BONDS

All work performed under this contract shall be warranted against defects in workmanship and materials for a period of two (2) calendar years from the acceptance date. If within two years after acceptance of work, any of the work is found to be defective or not in accordance with the contract documents, the contractor shall correct it promptly after receipt of notice from the City.

Payment, performance, and two (2) year maintenance bonds shall be required with this contract.

It shall be made out for the total amount of the contract, and enforceable for two (2) years from final acceptance of the project.

INSURANCE REQUIREMENTS

Insurance shall be supplied by the awarded contractor within ten (10) days of notification of award, as detailed in 06 - Insurance Requirements, located on Bonfire. Insurance must be approved by the City prior to the commencement of work and shall remain in effect throughout the entire duration of this project.

CONTRACT PERIOD

The contract term will be twelve (12) months, with an option to extend up to three (3) additional twelve (12) month periods, subject to the approval of the supplier and the City.

REQUEST FOR BIDS

Bids are to be submitted based on the specifications contained herein. Alternate bids will also be considered, provided the alternatives are clearly explained. All deviations from the specifications must be clearly identified and explained.

No telephone, email, or fax bids will be accepted. Bids may be accepted if delivered in person or by U.S. Postal Service, Federal Express, UPS, etc. or uploaded to Bonfire. The City is not responsible for missing, lost, or late delivery. Any RFB responses received after the time set for opening will be returned to the bidder unopened.

The preparation of the bid will be at the total expense of the bidder. There is no expressed or implied obligation for the City of Lewisville to reimburse responding bidders for any expense incurred in the preparation of bids in response to this request.

The City reserves the right to reject all bids, to consider alternatives, to waive any formalities and irregularities, and to re-solicit bids. In addition, during the evaluation period, the City may, where it may serve the City’s best interest, request additional information or clarifications from bidders, or allow corrections of errors or omissions.

Each bidder shall guarantee and honor its response to these specifications for a period of ninety

(90) days, or until the City enters a contract with one of the bidders, whichever occurs first.

The RFB will be available to interested parties on Bonfire or may be picked up in person at the Purchasing office.

All questions pertaining to this bid must be submitted in writing via Bonfire.

Bids may be uploaded to Bonfire or delivered to the City of Lewisville Purchasing Division Office at the address, in a sealed envelope or box, clearly marked:

RFB: #26-52-A ANNUAL CONTRACT FOR ELECTRICAL SERVICES AT THE

WATER & WASTEWATER TREATMENT PLANTS

Delivery address:

City of Lewisville

Finance Administration – Purchasing Division Attn: Nicole Haney, Buyer

151 W. Church St Lewisville, TX 75057

PRE-BID

A pre-bid conference will be held at the date and time specified on Bonfire. While attendance of the pre-bid conference is not mandatory, it is recommended due to the nature of the project.

MISCELLANEOUS

All forms requiring either a signature or information to be filled in are to be returned with your bid. In addition, the language contained in the attached form entitled Purchase Order Terms and Conditions is made part of this request for bid through reference herein.