CITY OF CHANDLER

NOTICE OF REQUEST FOR PROPOSAL BF4-910-4768

SOLICITATION TITLE: Electrical Maintenance, Repair, and

Installation Services

SOLICITATION NO.: BF4-910-4768

PROPOSAL DUE DATE: May 24, 2024

PROPOSAL DUE TIME: 4:00 pm local Arizona time

SUBMIT TO: Via email to:

Saranna.Davidson@chandleraz.gov Email and attachments may not exceed 50 MB

PRE-PROPOSAL CONFERENCE: May 7, 2024 2:30 pm local Arizona time

CONFERENCE ATTENDANCE: Dial in number: 1-415-655-0001

Event number: 2660 282 5303

CONTACT: Saranna Davidson Procurement Officer Phone: (480) 782-2406 Email: saranna.davidson@chandleraz.gov

ISSUE DATE: April 24, 2024

Proposals for the commodity or service specified will be received by the Purchasing Division, City of Chandler, via email to saranna.davidson@chandleraz.gov, until the time and date cited above. The City does not accept proposals submitted through the Arizona Procurement Portal. Proposals must be submitted via email to the Procurement Officer.

Proposals must be received in the email inbox of the responsible Procurement Officer on or prior to the exact time and date indicated above.

Instructions for preparing proposals are provided on the following pages.

RFP Summary: The City is requesting proposals from qualified offerors to provide the City with electrical maintenance, repairs and installation services pursuant to the attached agreement.

INFORMATION AND INSTRUCTIONS TO PROPOSERS

1. Vendor Registration. Proposers must register via the on-line vendor registration system to automatically receive notification of addenda to this solicitation or notice of other solicitation opportunities. Visit https://www.chandleraz.gov/business/vendor-services/purchasing, select Vendor Registration and Management.

2. Addendum. This RFP may only be modified by a written addendum. Proposers are responsible for obtaining all addenda. A Proposer must not rely on verbal responses to inquiries. A verbal reply to an inquiry does not constitute a modification of the solicitation.

3. Late Proposals. Late proposals will not be accepted. It is the sole responsibility of the

Proposer to ensure that its proposal is received at or prior to the exact date and time indicated on the Notice Page. The time stamp of the City’s email system will govern timeliness of submission.

4. Cost of Proposal Preparation. The City will not reimburse any Proposer the cost of responding to a solicitation.

5. Duty to Examine. It is the responsibility of each Proposer to examine the entire solicitation, seek clarification and make inquiries, and examine its proposal for accuracy before submitting it. Lack of care in preparing a proposal will not be grounds for modifying or withdrawing the proposal after the due date and time, nor will it give rise to any claim.

6. Inquiries. Any inquiry related to this solicitation, including any requests for or inquiries regarding standards referenced in the solicitation must be directed solely to the Procurement Officer listed on the cover page of the solicitation. Proposers will not contact or direct inquiries concerning this solicitation to any other City employee unless the solicitation specifically identifies a person other than the Procurement Officer as a contact.

All inquiries, except those at the Pre-Proposal Conference, should be submitted in writing and refer to the appropriate solicitation number, page and paragraph. The City will consider the relevancy of all inquiries but is not required to respond in writing.

Any inquiry must be submitted as soon as possible and should be submitted at least ten days before the proposal due date and time for review and determination by City. Failure to do so may result in the inquiry not being addressed in a solicitation addendum.

7. Remote Attendance at Pre-Proposal Conference. The City may offer remote attendance at the Pre-Proposal Conference via a City-hosted dial-in meeting. If remote attendance is offered, meeting details will be provided on the Notice Page. Interested Offerors attending remotely may be required to register and provide, at a minimum, attendee name and company name.

Remote attendance is provided as a courtesy. Attendees are responsible for all aspects of their attendance. The City will not provide technical support for remote attendance.

https://www.chandleraz.gov/business/vendor-services/purchasing

8. Exceptions to the Solicitation. Any exception to the solicitation must be submitted as soon as possible and should be submitted at least ten days before the proposal due date and time for review and determination by City. Failure to do so may result in the exception not being addressed in a solicitation addendum.

9. Proposal Amendment or Withdrawal. A proposal may be withdrawn at any time before the due date and time. A proposal may not be amended or withdrawn after the due date and time except as otherwise provided by applicable law.

10. Unit Price Prevails. In the case of discrepancy between the unit price or rate and the extension of that unit price or rate, the unit price or rate will govern.

11. Non-Collusion and Non-Discrimination. By signing and submitting the proposal, the

Proposer certifies that the Proposer did not engage in collusion or other anti-competitive practices in connection with the preparation or submission of its proposal; and the Proposer does not discriminate against any employee or applicant for employment or person to whom it provides services because of race, color, religion, age, sex, national origin, or disability, and that it complies with all applicable Federal, state and local laws and executive orders regarding employment.

12. Waiver and Rejection Rights. The City reserves the right to waive any immaterial defect or informality; or reject any or all proposals, or portions thereof; or reissue the Request for Proposal; and will be the sole judge of the merits of the proposals received.

13. Proposal Opening. Proposals will be opened as indicated on the Notice Page, unless amended in writing by the Procurement Officer issuing the solicitation. The name of each Proposer will be public information following the proposal opening. No other information will be publicly disclosed at that time.

14. Public Record. All proposals submitted in response to this solicitation and all evaluation related records will become property of City and will become a matter of public record for review, subsequent to publication by the City of the proposed award in the agenda for the City Council Meeting, or upon award by the appropriate approving authority or as otherwise required by law.

15. Confidential Information. A request for nondisclosure of data such as trade secrets or other proprietary information must be submitted with the proposal and must contain the basis for the request. Any information included in the request must be submitted as a separate file. Price is not confidential and will not be withheld. A blanket statement of confidentiality will not be considered. It is the Proposer’s responsibility to identify and segregate the information in the proposal provided to the City.

The City will review all requests for confidentiality and may approve or deny all or portions of the request. Information denied confidentiality will be released as public information. In the event of a public records request for information granted confidentiality, the City will endeavor provide 48-hours’ notice before releasing materials in order for the Proposer to apply for a court order blocking the release of the information.

16. Proposal Acceptance Period. All proposals will remain valid for 120 days after the day of the opening of proposals. The City may, at its sole discretion, release any proposal and return any security (as applicable) prior to that date. No Proposer may withdraw a proposal during this period without written permission from the City. Should any Proposer refuse to enter into an agreement, under the terms and conditions of the procurement, the City may retain any security (as applicable) as liquidated damages.

17. Discussions with Proposers and Revisions to Proposals. Discussions and additional investigations may be conducted with responsible Proposers who submit proposals determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of, and responsiveness to, the solicitation requirements. Proposers will be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals, and such revisions may be permitted after submissions and prior to award for the purpose of obtaining best and final proposals.

In conducting discussions, there will be no disclosure of any information derived from proposals submitted by competing Proposers. The purposes of such discussions will be to:

determine in greater detail such Proposer’s qualifications; explore with the Proposer the scope and nature of the project, the Proposer’s proposed method of performance, and the relative utility of alternate methods of approach; determine that the Proposer will make available the necessary personnel and facilities to perform within the required time; agreeing upon compensation, which is fair and reasonable, taking into account the estimated value of the required services, and the scope, complexity and nature of such services.

18. Clarifications. City reserves the right to obtain Proposer clarifications where necessary to arrive at full and complete understanding of Proposer’s product, service, and solicitation response. Clarification means a communication with a Proposer for the purpose of eliminating ambiguities in the proposal and does not give Proposer an opportunity to revise or modify its proposal.

19. Agreement Negotiations. City reserves the right to conduct exclusive or concurrent negotiations with responsible Proposer(s) for the purpose of agreeing to the conditions, terms and price of the proposed agreement unless prohibited. Proposers will be accorded fair and equal treatment in conducting negotiations and there will be no disclosure of any information derived from proposals submitted by competing Proposers. Exclusive or concurrent negotiations will not constitute an agreement award nor will it confer any property rights to the successful Proposer. In the event the City deems that negotiations are not progressing, the City may formally terminate these negotiations and may enter into subsequent concurrent or exclusive negotiations with the next most qualified Proposer(s).

20. Payment. Proposers may agree to accept the City Procurement Card (Mastercard) for payment. Proposers should indicate on the Proposer Information and Offer Section of this RFP, their willingness to accept City Procurement Card payments. The inability to accept payment by City Procurement Card will not disqualify a Proposer’s response.

Proposers may also agree to accept other traditional payment methods, including automated clearinghouse (ACH). Payment terms for traditional payment methods are Net 30 upon receipt of an accurate invoice. Proposers may propose additional discounts for early payment within their proposal.

21. Local Business Consideration. Where the Chandler Administrative Regulation MS-16 Local Business Consideration is applicable, any applicable Chandler Transaction Privilege Tax will be deducted from the net cost for the purpose of evaluation.

22. Protests. A protest must be in writing and be filed with the Purchasing Division. Filed means delivery to the Procurement Officer or Procurement and Supply Senior Manager, whichever is applicable. A time and date of receipt will be documented in a verifiable manner for purposes of filing.

A protest must include:

a. The name, address, telephone number and email address of the protester;

b. The signature of the protester or its representative;

c. Identification of the solicitation or contract number;

d. A detailed statement of the legal and factual grounds of the protest including copies of relevant documents; and

e. The form of relief requested.

A protest based upon alleged improprieties in a solicitation that are apparent before the solicitation due date must be filed not less than five calendar days before the solicitation due date.

A protest of a proposed award requiring City Council approval must be filed within five calendar days of the first posting of the award recommendation on the Purchasing Division website or the City Clerk’s website, whichever occurs first. If the deadline for filing a protest occurs on a weekend or holiday, the protest must be filed the next business day.

A protest of an award not requiring City Council approval must be filed within ten days after the protester knows or should have known the basis of the protest.

23. Award. Unless otherwise provided in this solicitation, the City reserves the right to make multiple awards, award by item, group or as a total, as is deemed most advantageous to the City.

24. Execution of Agreement. Within ten days of notice that Proposer is the recommended awardee, Proposer will execute and return the Agreement to Purchasing.

25. Persons with Disabilities. Persons with a disability may request a reasonable accommodation, such as a sign language interpreter, by contacting the Procurement Officer.

Requests must be made as early as possible to allow time to arrange the accommodation.

PROPOSAL CONTENT

Proposers must submit one copy of the proposal via email to the responsible Procurement Officer.

The REQUEST FOR PROPOSAL TITLE, NUMBER AND OFFEROR NAME should be in the subject line of the email. Emails and attachments may not exceed 50 MB in size. Attachments should be in .pdf format and named with the RFP number and Offeror name. A single email is preferred, however multiple emails are permissible provided that all are received prior to the due date and time.

Proposals should include the following information in the order listed:

1. Completed Proposer Information and Offer Section. Complete and submit the Proposer Information and Offer Section in the format provided in this solicitation. Failure to do so may result in the proposal being rejected as non-responsive. The Proposer Information and Offer Section within the solicitation must include a signature by a person authorized to sign the proposal. The signature must signify the Proposer’s intent to be bound by its Proposal and the terms of the solicitation and that the information provided is true, accurate and complete.

2. Responses to Proposal Evaluation Criteria. Submit information requested in the Evaluation Criteria Section provided in this solicitation. Forms, such as pricing forms, must be completed in the format provided in the solicitation. Failure to do so may result in the proposal being rejected as non-responsive.

3. Exceptions to Agreement. The City’s standard Agreement is included as a part of this solicitation. By submitting a proposal, the Proposer acknowledges having reviewed the Agreement. Any exceptions to the Scope of Work or Specifications or to Agreement terms and conditions must be included with the proposal and be clearly identified. Exceptions not included in the proposal may not be introduced in the future. Any exceptions to the Scope of Work, Specifications or the Agreement language will be considered and included in City’s evaluation of the proposal. A proposal that takes exception to a material requirement of any part of the Scope of Work, Specifications or Agreement language may be rejected as non-responsive.

4. Disclosure. If the Proposer has been debarred, suspended or otherwise lawfully precluded from participating in any public procurement activity, including being disapproved as a subcontractor with any Federal, state or local government, or if any such preclusion is currently pending, the Proposer must make disclosure. In the proposal, the Proposer must include information including the name and address of the governmental entity, the effective date and duration of this suspension or debarment, and the relevant circumstances. The City reserves the right to reject a proposal received from a Proposer, including each of its principals, who is currently debarred, suspended or otherwise lawfully prohibited from any public procurement activity.

PROPOSER INFORMATION AND OFFER SECTION

Company Name

Business Type (Corporation, Partnership, etc.)

State of Incorporation (if applicable)

Federal Tax I.D. No.

Address

City, State, Zip

Authorized Signature

Name and Title

Contact Name

Title

Telephone

E-mail

Chandler Transaction Privilege Tax (TPT) No. (if applicable) Date of issue:

Is proposed purchase subject to TPT? _______yes _______no

Will you accept a City Procurement Card (MasterCard) for payment of invoices? _______yes _______no

If you accept a MasterCard for payment, do you charge a fee?

_______yes _______no If yes, what is the fee?______

Will you accept automated clearinghouse (ACH) for payment of invoices? _______yes _______no

Prompt Payment Terms Offered _______% Net _________ days

Disclosure of Debarment or Suspension

_______yes _______no

(If yes, please attach description of the circumstances)

Exceptions Taken

_______yes _______no

(If yes, please attach a clearly identified section)

Date Addendum #1 Acknowledged/Received

Date Addendum #2 Acknowledged/Received

Date Addendum #3 Acknowledged/Received

EXHIBIT A

SCOPE OF WORK

1. INTRODUCTION

1.1. The City of Chandler is seeking the services of experienced and qualified licensed

Electrical Contractors with proven expertise in electrical installations and repairs in accordance with the specifications herein. This service shall be provided, on an as-needed, if-needed basis.

1.2. The City of Chandler intends to award to multiple contractors in order to meet the needs of the City and reserves the right to request bids from awarded contractors.

1.3. In general, the scope of work for electrical services may include but not be limited to installation, repairs, upgrades, and routine maintenance to include supervision, labor, equipment, materials, tools, and transportation to complete all work. The scope of work will be divided into two major categories: 1) High Voltage Electrical Services and 2) Low Voltage Electrical Services.

1.4. Offerors are encouraged to submit proposals for single or multiple categories.

1.4.1. High Voltage Electrical Services: Defined as electrical services above 1000 Volts.

Contractors bidding on this service must have the ability to work on overhead/underground wires, substations, transformers, and related equipment while energized. The following high voltage repairs and services are listed as minimum, but not limited to:

1.4.1.1. Group 1: Transformers, Addition and/or removal of oil, perform double test, Turn To Ratio test (TTR), Oil analysis/testing, Hypo testing, Mega-ohm testing, On-site gasket fabrication, Relay and Circuit Breaker testing, Switchgear repair/replacement/testing, Substations, maintenance, and repair.

1.4.1.2. Group 2: Underground and overhead cables repair and maintenance, Pole testing, Hardware and ground wire tightening, Pole, and hardware change-out, Transition inspection and repairs (i.e., arrestors, cutouts, fuses, jumpers, and connectors), Down guy/anchor repair and replacement, switching and grounding, Utility notification and coordination as necessary, Manhole entry, cleaning, repair, and manhole (underground) cable work, Distribution panels, repair, inspection, cleaning, and testing.

1.4.1.3. It is understood some of the services listed above cannot be performed by all high voltage service contractors, and therefore shall be subcontracted to a contractor specializing in that field. All subcontractors used under the scope of this contract shall meet all requirements, terms and conditions set forth herein. All subcontracted services shall be warranted by and be the responsibility of the Contractor.

1.4.2. Low Voltage Electrical Services: Defined as below 1000 Volts.

1.4.2.1. Types of Service Work: Air switches, Wire/cable replacement, transformers, switchgear and switchboard assemblies, distribution panels, circuit breakers, grounding systems, panel boards, disconnects, motor control centers, relay cabinets, variable speed drives (VFD), emergency and normal electrical power systems, lighting and lighting control systems, Lighting Retrofits, LED solutions, daylight harvesting, sports and controls systems, and other associated electrical equipment.

2. GENERAL VENDOR QUALIFICATIONS

2.1. Each Contractor assigned to this contract shall have the licenses, tools, equipment, materials, and technical ability to perform such services. Contractor shall provide all labor, supervision, transportation, equipment (including testing and all personal protection equipment), tools, and all effort necessary to make the required electrical systems repairs/retrofits, complete and operational.

2.2. Machinery/equipment that will be considered as additional cost and used directly to the electrical industry for the performance of normal electrical services, such as, but not limited to: Backhoes, Jackhammers, Concrete cutters, Excavators, Chain hoists, Man lifts (scissor lifts, forklifts, boom lifts, bucket trucks, etc.) These items (and other approved equipment), if rented from a rental contractor, will be allowed the rental charge plus an administrative mark-up cost per the contract awarded percentage of cost. If owned, the equipment shall be charged per the bid rate in the pricing section.

2.3. Contractor will be responsible to source all electrical parts/components/fixtures and equipment necessary in the repair or new installation of electrical and distribution systems. Exceptions may be, if in the best interest of the City, to utilize its own electrical commodity contract to source said supplies.

2.4. Replacement parts/fixtures shall be OEM and warranted for two (2) years unless longer warranties are available from manufacturers. All parts and electrical equipment provided by Contractor shall be new, except as otherwise stated on the drawings or specifications.

All parts and electrical equipment shall be UL listed when such standards exist for the type of equipment. All electrical equipment and materials shall be furnished by the Contractor and shall be commercial quality and grade and be from a warrantied product line.

2.5. All electrical work shall comply with the requirements of the applicable edition of the

National Electric Code and State/Local building codes.

2.6. All lighting and lighting system devices shall be manufactured, tested, and/or approved under the current applicable codes and standards for: ANSI, ASTM, BICSI, CSA, EIA, FCC, ISO, NEC, NEMA, and UL.

2.7. All work performed by the Contractor shall be subject to inspection and approval by the

City.

2.8. Specifications for the work to be performed by Contractor and approved by the City shall be adhered to. Contractor may recommend alternate specifications or additional specifications for work; however, any alternate specification shall comply with all applicable rules, regulations, statutes, ordinances, codes, and standards. Contractor shall obtain approval from the City prior to using any alternate specifications for any work to be performed under the contract.

2.9. Prior to starting any work, the Contractor shall notify the City of any specification that conflicts with applicable rules, regulations, statutes, ordinances, codes, and standards, and offer an alternate solution that is in compliance with said rules.

2.10. When any aspect of a project is not covered by a specification, building code, or standard, the minimum standard for good and workmanlike construction shall be established usage, procedures and acceptable industry standards.

2.11. No products that contain asbestos fibers shall be used.

2.12. All work shall be accomplished in a manner to match adjacent existing work in the same area or on same elevation where practicable. Contractor will not make adjustments to or alter in any manner City’s existing facilities without prior approval from City.

2.13. Upon request from the City, the Contractor shall obtain permits required for a job. The

City shall reimburse the Contractor for actual cost of such permits. No amount for overhead and profit will be allowed for permits.

2.14. Prior to final acceptance of project completion, the Contractor shall provide the City a complete set of “as-built” system drawings and copies of operational manuals for all installed products and/or equipment.

2.15. Safety: Contractor shall be responsible for initiating, maintaining, and supervising all safety programs in connection with this work.

2.16. Contractor shall take all necessary precautions for the safety of, and shall provide all necessary protection to prevent damage, injury, or loss to the following:

2.16.1. All employees on the worksite and all other persons who may be affected thereby.

2.16.2. All the work, materials, and equipment to be incorporated therein.

2.16.3. Other properties at the site of, adjacent thereto, including trees, shrubs, lawns, walks, pavements, roadways, structures, and utilities not designated for removal, relocation, or replacement in the course of construction.

2.16.4. Contractor must keep an acceptable E-Mod Rate determined by the City if requested.

3. REMOVAL AND DISPOSAL

3.1. Contractor shall remove from the worksite and dispose of removed lighting fixtures, ballasts, and lamps as soon as possible in accordance with current applicable federal, state, and local codes.

3.2. Polychlorinated Byphenosis (PCB): Ballasts containing PCB shall be disposed of per current federal, state, and local codes. City’s representative shall be notified immediately of any PCB that has leaked out from the ballast.

3.3. Contaminated Transformer Oils: Contractor shall follow all EPA regulations and ordinances regarding the disposal of contaminated oils from transformers.

4. SOLAR INSTALLATION AND MAINTENANCE

4.1. General requirements include the following:

4.1.1. Contractor shall separate photovoltaic (PV) source circuits and PV output circuits in the same raceway, cable tray, cable outlet box, junction box, or similar fitter as conductors, feeders, or branch circuits of the other non-PV systems. Contractor shall use correct means for identification of conductors, circuits, etc. at all points of termination, connection and splices. Connections to a module panel shall be arranged so that a potential removal does not interrupt a grounded conductor to other PV source circuits. Expansion joints should be utilized as necessary.

4.1.2. Contractor shall provide a detailed commissioning documentation to conclude installation.

5. ENERGY EFFICIENT LIGHTING INSTALLATIONS, PRODUCTS AND SERVICES

5.1. General requirements include the following:

5.1.1. New installations shall include, but not be limited to interior and exterior facility lighting; walkway lighting; parking lot lighting (including poles); street lighting (including poles); gymnasium lighting; indoor pool lighting; emergency lighting; auditorium lighting; stage lighting, traffic signals, airport applications, exterior athletic and sports field lighting and any other lighting applicable.

5.1.2. Energy efficient lighting installations, products, service, and repairs are requested for all lighting systems as listed herein.

5.1.3. Consulting services may include design; lighting and energy assessment;

energy audit for lighting, and an evaluation of existing indoor and outdoor lighting systems. Consulting shall provide a solution to an energy saving solution or retrofit to reduce the overall consumption of energy for lighting systems. Contractor shall provide the information necessary for the City to properly assess the level of quality, construction components, compliance with applicable current state statutes, and/or the overall performance of the solution offered.

5.1.4. Contractor shall, upon request, submit manufacturer’s product information sheets for the energy efficient lighting system and/or products to the City for approval before work begins. The manufacturer’s product information sheet shall include model numbers, type, rating, size, style, and manufacturer’s name.

5.1.5. Contractor shall provide energy efficient lighting system and materials that comply with current and applicable federal, state, local rebate programs for energy efficient lighting upon City’s request.

5.1.6. Federal, state, and/or locally funded projects through grants, utility rebates, etc., shall comply with all requirements under the agreement to meet funding eligibility for the products and services. Contractor shall provide City the necessary documentation, such as lighting specifications, energy audit performed, etc. upon request.

5.1.7. Lamps shall comply as applicable with current Energy Independence and

Security Act of 2007 (EISA) and current federal, state, and local codes if superseded. Contractor shall be responsible for monitoring and compliance with future regulations, codes, and laws.

5.1.8. Except for lamps and ballasts, the Contractor and the lighting system manufacturer(s) guarantee the usability of the lighting system installed is appropriate for the site conditions that exist and for the intended uses as identified in the project’s scope of work for a minimum five (5) year period.

Warranty shall commence on the date of final acceptance by the City’s authorized representative. The warranty coverage shall not be limited to amount of usage.

5.1.9. Delamping services may be offered and shall not void any existing lighting fixture manufactures’ warranties as applicable.

5.1.10. If requested by City, the contract vendor shall provide comprehensive training on the operation, use and testing of the installed products and/or equipment to personnel selected by the City. Any additional charges for training shall be included in the bid cost form.

5.1.11. The lighting system shall be accepted in writing only after a satisfactory test of the entire installed system, lighting components, and/or energy efficient lighting solutions in the presence of City’s authorized representative.

6. RETROFIT/REPAIR OF EXISTING FIXTURES, LAMPS, AND BALLASTS

6.1. General requirements include the following:

6.1.1. Contractor shall offer lines of replacement fluorescent lamps that contain low-level mercury content, LED alternate lighting solutions of the latest design, or other current alternate energy saving fixture and lighting replacements.

6.1.2. Compact fluorescent lamps (CFL) and LEDs shall be available as an alternative for replacement of current lighting. CFL’s shall be UL listed and have a minimum rated average life of 10,000 hours. LEDs shall have a minimum 2-year driver and/or cooling fan and lamp warranty.

6.1.3. Contractor shall provide the City with mounting hardware, and any other components required for energy efficient lighting installations. Contractor shall also provide any manufacturers’ requirements and/or recommendations for the installation and/or retrofit applications.

6.1.4. Electronic ballasts shall be physically interchangeable with standard magnetic core and coil ballasts.

7. EMERGENCY AND EXIT LIGHTING

7.1. General requirements include the following:

7.1.1. Emergency and exit lighting installations, retrofits, and/or repairs shall comply with current applicable CFR, NEC, NFPA, and OSHA requirements. Contractor shall notify City’s authorized representative when existing lighting does not conform to those requirements and requires upgrades per federal, state, or local codes.

7.1.2. All fluorescent emergency ballasts shall meet or exceed all current NEC and

NFPA requirements for emergency operations.

7.1.3. All replacement, repair or retrofit of fixtures, lamps, ballasts or batteries shall meet current applicable federal, state and local codes and CFR, NEC, NFPA, and OSHA requirements for emergency and exit lighting.

8. LIGHTING CONTROLS

8.1. General requirements include the following:

8.1.1. Lighting controls shall include, but not be limited to occupancy, temperature, remote, automatic, dusk-to-dawn, time, astronomical, etc.

8.1.2. Contractor may provide control systems and solutions that allow City to add future expansion and/or functions.

8.1.3. Lighting control systems shall not interfere, disable, disengage, or conflict in any manner with City’s current facility security, burglar, fire (alarm, suppression, and control), or any other integrated system. Contractor shall not conjoin into these systems in any manner without written approval from the City and the presence of an authorized representative’s technician for these systems during the installation and/or system initiation. Failure to comply with this requirement in any manner may be grounds for immediate cancellation of an awarded contract.

8.1.4. Lighting control systems and solutions shall include City training for operation and addition of future expansion and/or functions as applicable.

9. SCHEDULING REQUIREMENTS

9.1. The Contractor shall have the ability to create and manage numerous individual accounts for order placement, billing, and reporting purposes.

9.2. The Contractor shall coordinate all repair/installation schedules with the City’s point of contact before beginning work. All electrical connections requiring a power outage shall be made during an approved time limit and must be coordinated by the City’s point of contact.

9.3. The Contractor shall be prepared with well-maintained equipment inventory/materials and satisfactory transportation for delivery at the work site to meet the customer demand and delivery requirements.

9.4. Services shall be made available to 365 days per year.

9.5. Labor rates bid shall include all direct labor and burden, equipment, small tools, common expendables. Labor rates shall be divided into the following categories:

9.6. Regular Service: work performed between 6:00 AM to 6:00 PM, Monday through Friday, excluding holidays.

9.6.1. After Hours: work performed after 6:00 PM and before 6:00 AM the next morning.

9.6.2. Weekends & Holidays: work performed Saturday, Sunday, or during a holiday.

9.6.3. Due to the nature of public sector agencies, response time for a requested service shall be four (4) hours (on-site) after Contractor receives request from the City for REGULAR SERVICE, and four (4) hour response on-site for calls AFTER HOURS. There shall also be a two (2) hour on-site response for any call during REGULAR or AFTER HOURS, if requested as an EMERGENCY.

9.6.4. Deviations and exceptions to the hours listed above must be disclosed in offeror’s response if offeror is unable to meet these requirements of the contract. Deviations and exceptions may be cause for an offeror to be considered non-responsive and/or rejection of the bid.

10. ORDERING AND JOB COMPLETION PROCESS

10.1. The following is a listing of the requirements the ensuing contractor(s) must comply with when completing work under this contract:

10.2. Request for Service: The City will notify the contractor of the need for electrical services to include but not limited to preventative maintenance, repair, replacement or emergency services. Request for proposal for the provision/installation of a specific scope of work will be issued by the City.

10.2.1. This shall be requested at the sole discretion of the City of Chandler and may be requested of multiple Contractors. This shall not be construed by the Contractor to be a guarantee that the work will be awarded to the Contractor.

10.2.2. At the time of the request, the Contractor shall inform the City of Chandler if the Contractor elects to decline the request. The Contractor shall provide a written statement stating the reasons for declining within 3 business days.

10.2.3. At the time of the request, the City of Chandler and the Contractor shall agree on a date and time to conduct a pre-proposal inspection at the site of the project. The pre-proposal inspection shall occur within 10 business days of the request. While the City of Chandler shall attempt to find a mutually agreeable date and time for the pre-proposal inspection, the date and time of the inspection shall be conducted at the convenience of the City of Chandler.

10.2.4. Correspondences: Please include work order number on all correspondences if provided by the City.

10.2.5. Site Visit: Dependent upon the complexity/nature of the project, a predetermined and/or pre-identified site visit may be held by the City to ensure the contractor(s) are aware of important issues regarding the project site conditions, security procedures, work responsibilities, loading and unloading restrictions, etc. to ensure accurate cost estimates.

10.2.6. Project Proposals: After a site review of the project, contractor shall submit the project proposal to the City within the specified time frame. The submitted project proposal is to be all-inclusive. That is, any cost overruns to be absorbed by the Contractor, or cost savings to be additional profit. Exceptions to this are changes requested by the City that incur higher project cost and longer delays.

All change orders to a project must be in writing, referencing the contract number and approved by the City prior to authorization to proceed. The Contractor who fails to acquire change orders in writing runs the risk of incurring these additional costs without payment.

10.2.7. Purchase Order: Based on the Contractor’s proposal, if acceptable in accordance with contract terms and conditions, a purchase order will be issued by the City.

10.2.8. Delivery and Installation: Contractor will notify the City when material has been received and provide a proposed project completion date. Installation shall start within seven (5) working days after material is received. Installations will not start without prior approval of the City’s authorized representative.

Contractor shall assign a supervisor or contact person for each job who has the ability to communicate with City’s designated point of contact.

10.2.8.1. Secure all materials and equipment on the site.

10.2.8.2. Perform all electrical projects in full compliance with specific Electrical Project Price Proposal, Preventative Maintenance Proposal, Notice to Proceed, emergency repairs estimate, and all relevant technical and applicable manufacturer specifications in a good workmanlike manner.

10.2.8.3. Be fully responsible of the ways, means, methods, techniques, procedures, and for performance and enforcement of safety requirements relating to the project.

10.2.8.4. Comply with the City of Chandler's Hot Work Policy (attached).

Designate one person on each crew to perform a daily fire watch.

The designated crew City shall watch for fires or smoldering materials. Continue the fire watch for 30 minutes after hot work has been suspended for the day.

10.2.8.5. Comply with all relevant standards and code requirements for erection of structurally adequate site, work, street, or other barricading. Where appropriate and needed, provide lighting, including flashing red or amber lights.

10.2.8.6. Conduct work during the hours indicated on the Notice to Proceed.

Work may either be conducted during normal business hours, after hours, weekends, or holidays.

10.2.8.7. Provide a minimum five (5) days’ notice to the City and manufacturer prior to commencing any work and notify both parties on a daily basis of any change in work schedule.

10.2.8.8. Direct and coordinate the work of all subcontractors to create general cooperation between trades and facilitate expeditious progress of work.

10.2.8.9. Confine workers, apparatus, the storage of materials, and operations of his workmen to the limits indicated by law, ordinances, permits, or directions of the City representative, and not unreasonably encumber the premises with materials or equipment.

10.2.8.10. Coordinate and schedule in writing after verbal consultation no less than 3 business days in advance with the City of Chandler or Electricians any required utility outage and switch-over. Include in the advance notice (1) the date and time for the switch over to occur, (2) estimated total time of the outage or switch over, (3) identify systems to be impacted by the switch over, (4) identify the contractor performing the work. Any outages or switchovers of utilities that may cause impact to the Facility being repaired shall be required to be done when the building is not occupied. The City representative will have the final approval of date and time of all outages.

10.2.8.11. Prevent access by the public to materials, tools, and equipment.

10.2.8.12. Complete, to the City’s full satisfaction, all job site clean-up including building interior, exterior and landscaping where affected by the construction. Remove all debris daily from the project site and take to a legal dumping area authorized to receive such materials. At the conclusion of the project, clean the work site of rubbish, litter, and other foreign substances. Sweep paved areas broom clean, remove stains, spills and other foreign deposits.

10.2.8.13. Comply with regulations for safety standards for cleaning. Do not discharge volatile, harmful or dangerous materials into drainage systems. Remove waste materials from the site and dispose of in a lawful manner.

10.2.8.14. Coordinate with the City disposition of any extra, left-over material of value remaining after completion of the work that shall become the City’s property.

10.2.8.15. Ensure the regular and periodic inspection, review, and approval by the City of Chandler and by the appropriate manufacturer representatives of all phases of work requiring such inspection.

10.2.8.16. Correct, upon the direction of the City of Chandler or manufacturer representative, any work or work-related condition, determined by any of the parties to require correction.

10.2.8.17. Deliver, store and handle products in accordance with the manufacturer’s recommendations, using means and methods that will prevent damage, deterioration and loss, including theft.

10.2.8.18. Coordinate delivery with installation time to ensure minimum holding time for items that are flammable, hazardous, easily damaged, or sensitive to deterioration, theft and other losses.

10.2.8.19. Deliver products to the site in the manufacturer’s original sealed container or other packaging system, complete with labels and instructions for handling, storing, unpacking, protecting and installing.

10.2.8.20. Inspect products upon delivery to ensure compliance with the

Manufacturers’ Standards and Requirements, and to ensure that products are undamaged and properly protected.

10.2.8.21. Comply with manufacturer’s instructions and recommendations for installation of products in the applications indicated.

10.2.8.22. Request in advance from the City of Chandler electrical and water service for use during the project for project-related requirements only. Electric and water costs shall be paid by the City; however, the Contractor shall pay for unanticipated or excessive water usage as determined by the City of Chandler.

10.2.9. Completion of Services: After completion of services, the Contractor will email the City’s designated point of contact a photograph copy of completed work along with any required reporting within 24 hours of completing services.

11. INVOICING

11.1. After completion of services, the Contractor shall submit an invoice to the City. All invoicing for Time and Materials shall include:

11.1.1. Purchase Order number.

11.1.2. Work Order number (if supplied by the City)

11.1.3. Terms as per bid

11.1.4. Contract number.

11.1.5. Job site name and location

11.1.6. Description of work performed.

11.1.7. Total labor hours

11.1.8. Labor rate as per bid

11.1.9. Itemized materials

11.1.10. Tax on materials only.

11.1.11. Total

11.2. *Rented equipment charges (submitted with a copy of the invoice from rental firm) shall not add additional sales tax other than what the rental firm has posted.

11.3. All invoicing for Project work shall include:

11.3.1. Purchase order number.

11.3.2. Terms as per bid

11.3.3. Contract number.

11.3.4. Job site name and location

11.3.5. Project description

11.3.6. Project cost

11.3.7. Change order cost (if applicable)

11.3.8. If change orders have been implemented – must be separately line-itemed priced.

11.3.9. Grand total of invoice

11.3.10. Invoicing that does not have all the required information as listed above may be sent back to contractor for corrections, delaying payment to Contractor.

12. PAYMENT AFTER JOB COMPLETION

12.1. Payment shall not be provided until inspection is completed and an approval signature is provided by authorized City representative. In case of non-satisfactory completion of any individual project, the City reserves the right to withhold payment as permissible by law.

12.2. Progress Payments - Contractor may make progress payments under the following conditions:

12.2.1. City and Contractor agree to the terms of the progress payments prior to issuing a purchase order.

12.2.2. Purchase order describes the amounts or percentages and the dates or frequency of payments.

12.2.3. Payments are made in full compliance with City’s local governing entity rules.

13. DELIVERY

13.1. It shall be the Contractor’s responsibility to meet the City’s delivery requirements, as called for in the Technical Specifications.

13.2. Emergency or rush deliveries requested by the City that require special shipping and handling charges may be at the City’s expense, but only with prior written approval from the City. Emergency or rush shipping charges shall be added to an invoice as a separate line item.

13.3. In the event emergency or rush delivery is required as the result of a Contractor’s error, all shipping and handling charges shall be paid by the Contractor.

13.4. The City reserves the right to examine freight cost and route shipments with their own contracted carrier.

13.5. Under no circumstances shall the Contractor increase their profit margin through shipping charges.

14. COMPLIANCE WITH FEDERAL, STATE AND LOCAL REGULATIONS

14.1. All work must comply with EPA, OSHA, and any local regulations in effect at each service occurrence. Contractor shall adhere to all regulations, rules, ordinances, and standards set by Federal, State, County, and Municipal governments. If the Contractor is found to be not in compliance with said Federal, State, County, and/or Municipal safety rules, ordinances, policy, procedure, or codes, the Contractor may be placed on suspension until such non-compliant issues are rectified.

14.2. The Offeror must hold a valid license issued by the State of Arizona Registrar of Contractors prior to submission of a proposal and must maintain same throughout the duration of the contract term and any subsequent contract extensions. Failure to maintain said license may be grounds for default of the contract and subsequent termination.

15. IDENTIFICATION OF FINANCIAL RESOURCES

15.1. Offerors will make the City aware of any financial incentives that may be available as a result of the purchase and installation of electrical equipment (i.e.: rebates, funding, credits, buyback programs, etc.)

15.2. Offerors will assist the City to secure financial incentives when available.

16. CITY’S RESPONSIBILITIES

16.1. The City of Chandler will designate one or more Representatives to oversee Contractor work. These City Representatives may be present during any electrical projects, to perform certain functions, assisting the Contractor as appropriate, monitoring Contractor performance, consult with and be advised by manufacturer representatives, review, accept, or decline to accept the work performed by the Contractor, and ensure overall contract compliance.

16.2. The City of Chandler designated representative(s) shall:

16.2.1. Serve as the primary City contact(s) for electrical projects and repairs for buildings that are the responsibility of their respective department. (Building & Facilities)

16.2.2. Collaborate with the Contractor to develop electrical project specifications.

16.2.3. Coordinate on-site pre-project proposals and meet with the Contractor at the project location/site on the specified date and time scheduled for commencement of project or repair.

16.2.4. Review, decline, or approve Electrical Project proposals.

16.2.5. Develop and submit Notices to Proceed for all work.

16.2.6. Provide or coordinate Contractor access to work sites, buildings, yards, etc. to facilitate the work, and resolve any unanticipated access issues. Assign as necessary facility access keys as needed for access to the electrical rooms and/or building facilities. Contractors will bear a financial burden, should keys be lost during the construction of a job.

16.2.7. Consult with the Contractor in advance and during the course of all electrical projects to ensure the work progresses and is completed to the full satisfaction of the City.

16.2.8. Consult with manufacturer representatives to verify proper product uses and application.

16.2.9. Conduct routine and periodic inspections at their convenience of the work of the contractor at any time during the project.

16.2.10. Consider any recommendations or suggestions made by the Contractor during the project regarding any aspect of the project that may deviate from the approved project specifications or notice to proceed and approve or decline to approve any such recommendations or suggestions.

16.2.11. Review, approve, or decline to accept work at any phase of the electrical project, and direct the Contractor to correct any deficient processes, products, applications, or other Contractor actions.

16.2.12. Act as liaison with primary building contact to inform occupants of the work, minimize disruption to public services or the work of building occupants, resolve problems, respond to building occupant complaints, inform occupants of actions that may disrupt the work of building occupants or interfere with public service (such as electrical shutdown, etc.), and notify occupants of project completion.

16.2.13. Provide other assistance to the Contractor as necessary and appropriate to expedite the project.

17. EMPLOYEE REQUIREMENTS

17.1. The Contractor shall designate a management or supervisory individual to act as Company…