2025-PS-016 Electrical bid.pdf

CITY OF NEWPORT, RHODE ISLAND

PURCHASING DIVISION

NOTICE TO BIDDERS

SEALED BID/PROPOSAL

RFP # 2025-PS-016

Sealed Bids/Proposals are being requested to provide Citywide Electrical Contract Services, in accordance with all terms and specifications contained herein, will be received in the Purchasing Office, City Hall, 43 Broadway, Newport, R. I., until:

One o’clock (1:00) P.M., Local Time Monday March 17, 2025

THIS IS A PUBLIC OPENING

If additional information is needed, please contact the technical point of contact listed in the package.

Bids/Proposals must be submitted in sealed envelopes addressed to the Purchasing Office, City Hall, 43 Broadway, Newport, R. I. 02840, and must be plainly marked in the lower left hand corner, “Citywide Electrical Contract Services RFP#2025-PS-016”.

Note: Bid Tabulations will be posted on the City of Newport website generally within twenty-four (24) hours of the closing date. The bid tabulation area is located at www.cityofnewport.com under “Purchasing”. The tabs are listed by bid number.

It is the bidder’s responsibility to see that the bid is delivered within the time and at the place prescribed. Bids received prior to the time of opening will be securely kept, unopened. Bids may be withdrawn on written request (on the letterhead of the bidder and signed by the person signing the bid) which must be received prior to the time fixed for opening. Bids may be modified in the same manner. No bid or modification thereof received after the time set for opening will be considered, even if it is determined by the City that such non-arrival before the time set for opening was due solely to the delay in the mails for which the bidder is not responsible.

Any bidder taking exception to, or questioning any of the provisions, procedures, conditions or specifications herein stated should make such exceptions known to the undersigned, in writing, not less than five (5) days before the bid opening.

Any change or interpretation made as a result thereof will be published in an addendum and mailed to all prospective bidders. Should a bidder still not be satisfied, he may, in the bid, set out and stipulate the exception, with enough explanation to be understood by the City and, within the stipulation, the INCREASE or DECREASE in the bid price because of the exception shall be stated. The City may, at its discretion, accept or reject any or all exceptions.

Federal Excise Taxes and/or Rhode Island Use Taxes are not to be included in the bid. The City will execute exemption certificates if furnished by the bidder when submitting his invoice.

http://www.cityofnewport.com/

The bidder will state the approximate delivery date in the bid, or the time required to make delivery after notification of award.

The right is reserved, as the interest of the City may require, to reject any or all bid proposals, to waive any technical defect or informality in bids received, and to accept or reject any bid or portion thereof.

The City of Newport reserves the right to reject any or all proposals or to accept any proposals deemed to be for the best interest of the City.

The technical point of contact for this package is David Janiesch at (401) 341-0435.

Email: djaniesch@cityofnewport.com.

Note: All bidders are responsible for insuring that no addenda have been added to the original bid package. All bid packages and addenda are located at www.cityofnewport.com under (Active Bids) within the Purchasing webpage using the above bid/proposal number or you can contact the Purchasing Department.

Prevailing Wage - Any construction over $ 1,000.00 is required by state law to pay. A current copy of the most recent Prevailing Wage scale is obtained from the State of Rhode Island, Department of Labor and Training, Division of Professional Regulation or at the Davis-Bacon Wage Determination link. It is also by request for each construction bid document. All vendors supplying construction services must submit certified payrolls from any contractor and sub-contractor who work on the project. No payments are made until all payrolls are up to date, and correct.

Prevailing Wages also applies to ALL other (Non-Construction) Requirements. If the City's requirement is sealed bid, the DAVIS-BACON Wage Determination applies.

mailto:tharrop@cityofnewport.com http://www.ci.newport.ri.us/

GENERAL CONDITIONS

1. The City reserves the right to reject any and all proposals, to waive any informality, to request interviews of Service Providers prior to award and to select and negotiate the Service Provider services in the best interest of the City.

2. The Service Provider shall guarantee to perform the services offered and the total price of the proposal for a period of not less than 60 days from the deadline for submission of proposals.

3. The City reserves the right to accept all or part of any proposal, and to negotiate a contract for services and cost with the selected Service Provider.

4. The Service Provider shall provide all necessary personnel, materials and equipment to perform and complete all work under this proposal.

5. All original documents and drawings shall become the property of the City after completion of the Service Provider’s work.

6. The City of Newport intends to recommend award of a contract to the City Council for the requested services within one (1) month of receipt of the proposals. The Service Provider shall be prepared to commence work immediately upon execution of a contract with the City.

7. Awards will not be made to any person, firm or company in default of a contract with the City, the State of Rhode Island or the Federal Government.

8. The Service Provider hereby agrees that it will assign to the City of Newport all cause of action that it may acquire under the anti-trust laws of Rhode Island and the United States as the result of conspiracies, combination of contracts in restraint of trade which affect the price of goods or services obtained by the City under this contract if so requested by the City of Newport.

9. Unless otherwise stated, invoices are to be submitted (to Accounting Office) in duplicate upon delivery of service to the City. The invoice must include an itemization of all services provided, including unit list price, net price, extensions and total amount(s) due.

10. Unless otherwise stated, payment will be made within thirty (30) days of the completion of the service, in an acceptable fashion, to the City and receipt of invoice, whichever is later.

11. City is exempt from all sales and Federal excise taxes. Our exemption number is 05-6000-

260. Please bill less these taxes.

12. The City of Newport’s obligations to pay any amount due under a contract are contingent upon availability and continuation of funds for the purpose. The City may terminate the contract, for non-appropriation of funds, and all payment obligations of the City cease on the date of termination.

13. None of the services covered by the contract shall be assigned in full or in part, or sub-contracted without the prior approval of the City.

14. This contract will be for the services described above; however, this agreement should not be considered exclusive. As deemed necessary, the City reserves the right to obtain these services from any other vendor.

15. Unless otherwise specified all costs listed are firm for the term of the contract.

16. Neither party shall be liable for any inability to perform its’ obligations under any subsequent agreement due to war, riot, insurrection, civil commotion, fire, flood, earthquake, storm or other act of God.

17. Notification of the parties shall be considered to have been constructively received when it is mailed via the United States Postal Service or delivered in hand to the parties as stated in the contract.

18. If any of the GENERAL TERMS AND CONDITIONS is held to be invalid or unenforceable, it will be construed to have the broadest interpretation which would make it valid and enforceable under such holding. Invalidity or unenforceability of a term or condition will not affect any of the other GENERAL TERMS AND CONDITIONS.

19. Each and every provision and clause required by law to be inserted in any subsequent Contract shall be deemed to be inserted herein and the Contract shall be read and enforced as though it were included herein, and if through mistake or otherwise any such provision is not inserted, or is not correctly inserted, then upon the application of either party, the Contract shall forthwith be physically amended to make such insertion or correction.

20. Proposal shall also mean quotation, bid, offer, qualification/experience statement, and services. Proposers shall also mean vendors, offerors, bidders, or any person or firm responding to a Request for Proposals.

21. All contracts entered into by the City of Newport shall be governed by the Laws of the State of Rhode Island. Any disputes shall be resolved within the venue of the State of Rhode Island and Newport County.

22. The Service Provider selected for this project shall procure and maintain the following types of insurance:

• Statutory Workers Compensation and Employer’s Liability Insurance

• Professional Services Liability Insurance for errors and omissions ($1,000,000.00 minimum)

• Liability and Property Damage Insurance (a) Bodily injury liability: $500,000 each person, $1,000,000 each occurrence; (b) Property damage liability: $500,000 each occurrence, $1,000,000 aggregate.

CITY OF NEWPORT, RHODE ISLAND

Alex Casagrande, Acting Purchasing

Agent

(401) 845-5414

SPECIFICATIONS

RFP# 2025-PS-016

1. The City of Newport and Newport Public Schools are seeking bids on Electrical Contract Services for maintenance/repairs and upgrades for facilities.

2. The candidate is to be a licensed RI Master Electrician Contractor, Class “A” engaged primarily in the electrical trade to provide the City of Newport, Rhode Island for routine maintenance/repairs, emergency service, and improvement projects as required.

3. The contract period shall be in effect for one (1) year, starting at award date through June 30, 2025, with two (2) option years at the same rate, at the discretion of the City. Option year one (1) will run from July 1, 2026 – June 30, 2027, and Option year two (2) from July 1, 2027 – June 30, 2028.

4. Award will be made to the lowest responsible bidder meeting all terms and specifications deemed to be in the interest of the City of Newport and Newport Public School. Evaluation criteria will be based on the responses to the attached questionnaire, references, regular rate, overtime rate, and overall ability to perform.

5. The following are considered normal working hours: Monday–Friday 7:00AM- 3:30PM Work performed outside of these hours shall only be permitted in the case of emergencies, or as specifically directed by City personnel. This work shall be billed at the Emergency/Off-hours/Holiday rate.

6. Insurance – Contractor is required to provide evidence of auto liability, general liability and workman’s’ compensation coverage as required within. The City of Newport and the Newport Public School reserves the right to reject a proposal if coverage is deemed to be insufficient.

7. Have sufficient manpower to provide emergency service response 24 hour, 7 day coverage.

Maximum expected response time will be one (1) hour in emergencies during regular business hours 7:00AM – 3:30PM Monday – Friday, and two (2) hours in emergencies during off- hours, and 36 hours for routine calls during regular business hours, barring delays for delivery of other than normally maintained or stocked material.

Determination of emergency work will be identified by the City of Newport upon each occurrence for billing purposes. Emergency rates will not be permitted without this notification. Failure to respond within one hour during regular business hours and two hours during off-hours, will result in the City reverting to the standard hourly rate for work performed and may result in termination by the City.

8. When responding to calls, the contractor must provide justification for using additional staff.

This applies to both the standard rate and the emergency rate.

9. Provide a list of at least three (3) client references.

10. Provide documented proof of experience in the following areas: (documented proof to be understood as a verifiable list of clients and specific details of experience for the areas listed)

a. Institutional and commercial wiring, installation, repair and maintenance.

b. Motor and motor control systems (including pneumatic electric controls) up to and including 25 HP, three phase motors.

c. Exterior lighting systems – parking lots, building security lighting, including low voltage lighting.

11. Contractor will have his/her own tools and equipment to perform above listed work (including bucket truck, cable puller high voltage insulation testers, charts recorders for both voltage and current).

12. Provide the same hourly rate schedule for work outside of the above referenced normal working hours. Call out compensation of a minimum of two (2) hours will be provided at this rate.

13. The contractor will agree to work with City of Newport and Newport Public School supplied materials and equipment when requested.

14. List any additional certifications or special training.

Note: The successful candidate will be “on call” 24 hour, 7day per week, 365 days per year.

CITY OF NEWPORT, RI

Citywide Electrical Contract Services – RFP #2025-PS-016

PROPOSAL FORM

(This Proposal Form shall not be detached from the Contract Documents and the entire booklet shall be included with each signed proposal.)

The undersigned, as bidder, declares that no person or persons other than those named herein are interested in this proposal; that this proposal is made without collusion with any other person, firm or corporation; that he has carefully examined the location of the proposed work, the proposed form of contract, and the plans therein referred to; that no person or persons acting in any official capacity for the City is directly or indirectly interested therein or in any portion of the profit thereof; and that he proposes and agrees, if this proposal is accepted, to execute the form of contract with the City, to provide all necessary equipment, tools, and other means of construction, and to do all work and furnish all the materials shown and specified in the Contract Documents, and according to the requirements of the Director of Public Services as therein set forth, and that he will take in full payment therefore, the following sums to wit:

All prices must be written in words and figures. In case of discrepancy, the amount shown in words will govern.

Bidder acknowledges receipt of the following addendum:

(Signature)

(Title)

(Name of Firm or Corporation)

Bid/Proposal Sheet # 2025-PS-016

Date: ____________________

I/We ______________________________________, the undersigned do hereby propose to furnish the City of Newport, Rhode Island, Citywide Electrical Contract Services, in accordance with all terms and specifications contained herein:

1. Regular hourly rate* - award date through June 30, 2025

(Per Hour Rate in words) (Per Hour Rate in figures)

2.) Emergency/Off-hour/Holiday rate* - award date through June 30, 2025

(Per Hour Rate in words) (Per Hour Rate in figures)

*Please Note: Travel time will not be paid by the City.

NAME OF FIRM SIGNATURE & TITLE

ADDRESS, CITY, ZIP CODE

TELEPHONE NUMBER FAX NUMBER

E-MAIL ADDRESS

All bidders are responsible for insuring that no addendas have been made to the original bid package.

All bid packages and addenda are located at www.cityofnewport.com or you can contact the Purchasing Department.

Questionnaire

The undersigned guarantees the accuracy of all statements and answers herein contained.

1. How many years has your corporation been in business as a general contractor?

years.

2. List up to three (3) contract of this nature that you have completed and give the name, address and telephone number of a reference from each. Also give the completed cost of each project listed.

3. List all employees that currently hold RI Master Electrician licenses.

4. Have you ever performed work for a municipality previously? (If municipalities are listed under 2, this question need not be completed.)

5. Have you ever failed to complete work awarded to you; if so, state where and why?

6. Does your company have sufficient manpower to provide emergency service response within one hour during regular business hours and two hours during off-hours.

7. Do you plan to sublet any part of this work? If so, give details.

8. Does your company have the equipment reference herein to complete all required work, including a bucket truck, cable puller, high voltage insulation testers, and charts recorders for both voltage and current?

Corporate Information

RFP# 2025-PS-016

List the Officers of your Corporation or Principals of your LLC. Award can not be done without the attachment.

Complete Company Name

Name Title/Officer/Position

NOTE: Please provide any literature you feel may be necessary.