ITB 27-005, Appendix C – On-Call Electrical Services

APPENDIX C – ON-CALL ELECTRICAL SERVICES

SPECIAL PROVISIONS (d 09/08/2026)

1.0 GENERAL

PROJECT DESCRIPTION

The primary purpose of the project is for the Contractor(s) to provide on-call electrical services on an “as needed task order basis”. Task orders shall not exceed $100,000.00. The services include electrical system services, maintenance, upgrades, installations, and repair work. Also includes new electrical work during renovations and construction projects. A minimum of five years of business or actively working with Charles County Government and in good standing. Mechanical Services valued over $2,500 are subject to Prevailing Wage rates.

QUANTITY/VALUE NOT GUARANTEED

The quantities of work described in these solicitation documents are the County’s best estimates and are to be utilized for purposes of evaluation only. No quantities are guaranteed and are not to be interpreted as such. Inasmuch as any work under this Contract will be done “as required”, there is no guarantee that work will be on a continual basis.

RESPONSIBILTY AND SAFETY

The Contractor shall assume full responsibility for any work and all damages and/or injury to persons, property, or equipment that result from any work performed by their employees or authorized subcontractors. The Contractor must comply with all local and State and Federal laws, rules, and regulations for an electrician and possess a valid State of Maryland Master Electrician’s License.

PROJECT COORDINATION

The Contractor shall coordinate with all County departments, Municipalities, and State agencies or entity having jurisdiction or a vested stake or interest that could or may be affected by services performed. The Contractor is required to notify the affected parties prior to starting and at the completion of their work affecting the party’s vested interest. The Contractor shall maintain reasonable access to allow these parties to perform their duties as it relates to their respective jurisdiction, facilities, and property.

COUNTY REPRESENTATIVE AND BUSINESS HOURS

The primary and secondary County contacts will be provided to the awarded Contractor. Normal business hours for these services are Monday through Friday from 7:00am – 5:00pm, excluding holidays. All coordination of services will be done in advance coordinated between the County Representative and the Contractor.

REGULATION COMPLIANCE AND RESPONSIBILTY

The Contractor must fully comply with all applicable industry standards and Federal, State, and Local rules and regulations.

The Contractor shall assume full responsibility and liability for the compliance with all applicable laws, regulations, standards, licensing requirements and patented systems pertaining to all work practices. The Contractor shall assume full responsibility and liability for the protection of workers, visitors to the work site and persons occupying areas adjacent to the work site. The Contractor shall have available, copies of all applicable codes, regulations, standards, documents and this specification.

Where conflicts among the requirements of the codes, regulations, standards, documents and this specification exist, the most stringent requirement shall be utilized by the Contractor.

OPEN MARKET PROCUREMENT

Charles County Government reserves the right to obtain service from Contractors or suppliers other than the Contractor if the estimated cost of the service or parts, materials, and equipment appears unreasonable or on any emergency basis. Using other Contractors shall not void the conditions of this Contract, nor shall it hold the Contractor liable for any additional costs assumed by Charles County Government by procuring on the open market except for liquidated damages for emergency response as per the Contractor.

INVOICES

Invoices shall be submitted from the Contractor to Charles County Government (CCG), Chief of Buildings and Trades for approval within thirty (30) days from date services were completed. All labor rates shall be paid in one half (1/2) hour increments. Invoices shall be detailed including the following: PO number, ITB name, ITB number, dates work was performed, location of work, itemized hourly rate pricing per the Contract, and materials, etc. Also, include the project start date and end date. Invoices not containing the required information may not be processed. The invoice can be emailed to James Estevez, Electrical Superintendent. Email estevezj@charlescountymd.gov.

ACCEPTANCE

All goods, services and constructions delivered under this ITB shall be subject to final inspection, test, and acceptance by the County prior to any payment.

BASIC FOR SERVICES

The County may enter into multiple agreement(s) to provide the full range of services requested herein on a task-by-task basis. No monetary award will be made a part of these contracts and Contractors are not guaranteed any portion of work.

Awarded contractors will be issued task order requests for quotes by County representatives and purchase orders will be issued at the task order level under the same terms of the original contract and any additional or special terms and conditions as specified in the request for quotes.

The County may issue requests for quotes to one or multiple contractor(s) at its discretion. The Contractor(s) will be provided with a scope of the project and will be asked to include all materials and labor required to properly complete the project by a specified date. Contractors remain responsible for submitting responses to County requests prior to any deadlines specified by the requesting County representative. Questions shall be submitted in writing to the County representative requesting quotes. Quotes shall be submitted to the County in accordance with the pricing approved in the Contract. The County reserves the right to request Best and Final Offers and/or negotiate pricing with Contractors.

The Contractor(s) shall not purchase materials or begin work on the project until you have received a signed purchase order from the County for work exceeding $2500.00

The County may award tasks based upon price, experience, capacity, key personnel, availability, bonding capability, approach or past performance. The County reserves the right to award tasks at its sole discretion.

PRICE QUOTES FOR TIME AND MATERIAL TASK ORDER PROJECT

When contacted by an authorized representative of the County, the Contractor will be asked to provide a written price quote for a given task order project to include the scheduled start date, the completion date, and a sequence of all work. The Contractor is required to visit the work site(s) to verify the measurements of the area where work will be performed. The Contractor’s written quote must identify the area where the work is to take place. The Contractor’s price shall be itemized based on the contract pricing required to do the project.

REIMBURSEMENT FOR MATERIALS

• All materials shall be new, unused, and approved by the County prior to being installed.

• All expendable materials are reimbursable. However, non-expendable materials such as tools and equipment are not reimbursable.

• All materials, especially paints and solvents, shall be approved for use by the County prior to the Contractor bringing them onto any County property,

• The Contractor shall provide an itemized invoice with the materials listed that have been supplied and installed. The

Contractor shall provide proof of cost by attaching receipts to all invoices submitted to the County.

• The County shall pay the Contractor a ten (10) percent materials markup for any material obtained, but at no time shall the Contractor charge the ten percent (10%) markup on the tax portion. Invoices for parts must be submitted with the final invoice to be credited for payment.

• The Contractor must provide their supplier’s invoice(s) to substantiate the cost of each item. Supplier’s quotes shall not be sufficient. Quotes shall only be allowed from suppliers if said material is truck stock and shall receive prior approval by the appropriate County Representative.

• The Contractor shall not charge a markup on products which are purchased from a government contract. Installation of new or retrofitting of existing equipment approved by the County Representative shall be charged at the established contract price. Environmental surcharges shall be justified and approved by the County Representative prior to payment. At all times during the Contract, the Contractor shall obtain the best possible prices for parts, materials, equipment, and supplies for the County.

• If an OEM part is not available or it is evident that procuring an OEM part will cause excessive downtime, acceptable substitutes may be used with prior written approval by the County Representative. All materials, supplies, and articles furnished shall, wherever it is specified and otherwise practicable, be the standard products of recognized, reputable manufacturers. The standard products of manufacturers other than those specified shall only mailto:estevezj@charlescountymd.gov be accepted when it is proved to the satisfaction of the appropriate authorized County Representative that they are equal or exceed in strength, durability, usefulness, and convenience for the purpose intended.

PARTS

The Contractor must stock a complete inventory of commonly used parts at the location from which the service vehicle(s) are dispatched.

All parts used will be purchased from the original equipment manufacturer (OEM). The County shall pay the Contractor a ten

(10) percent parts/materials markup for any parts obtained, but at no time shall the Contractor charge the ten percent (10%) markup on the tax portion. Invoices for parts must be submitted with the final invoice to be credited for payment.

The Contractor must provide their supplier’s invoice(s) to substantiate the cost of each item. Supplier’s quotes shall not be sufficient. Quotes shall only be allowed from suppliers if said material is truck stock and shall receive prior approval by the appropriate County Representative.

The Contractor shall not charge a markup on products which are purchased off of a government contract. Installation of new or retrofitting of existing equipment approved by the County Representative shall be charged at the established hourly labor rate plus the established markup for parts, materials, and equipment as stated herein. Environmental surcharges shall be justified and approved by the County Representative prior to payment. At all times during the Contract, the Contractor shall obtain the best possible prices for parts, materials, equipment, and supplies for the County.

If an OEM part is not available or it is evident that procuring an OEM part will cause excessive downtime, acceptable substitutes may be used with prior written approval by the County Representative.

SPECIALIZED EQUIPMENT

Whenever the need arises for the Contractor to use specialized equipment such as cranes, lifts, etc., this equipment shall be charged at local rental rates including delivery charges plus ten percent (10%) markup but at no time shall the Contractor charge the ten percent (10%) markup on the tax portion. If the Contractor owns specialized equipment which is considered a rental item, the Contractor is required to send a rental company rate quote with their invoice for said equipment. Invoices for rental equipment must be submitted with the final invoice to be credited for payment. Prior approval by the County Representative is required before renting any specialized equipment.

Trucks, tools, and equipment necessary to perform the work required under this Contract shall be included in the unit price quoted on the Bid Form. The Contractor shall have available modern equipment necessary for the satisfactory execution of any maintenance, emergency, and nonemergency services, including but may not be limited to all gauges and checking tools necessary to make precision adjustments when required and all special repair tools.

2.0 SCOPE OF SERVICES

Services requested are similar to installing new electrical systems, upgrading electrical service systems, electrical maintenance, repairing damaged or inadequate services, repairs to Variable Frequency Drives (VFD), soft starts, etc. Work will be performed on municipal facilities including electrical work, commercial work, and motors and motor controls. A licensed Electrician is required to perform services.

COUNTY APPROVAL TO PERFORM SERVICES

Before performing any services, the Contractor must contact the County representative with a cost estimate of parts and labor required to complete the job. The Contractor may only proceed with repairs after obtaining written approval from the County representative. A purchase order shall be issued for jobs that are equal to or more than $2,500.00

The total prices quoted in any estimate may not be exceeded without advance written approval from the County. If during the course of the originally estimated repairs it is noted that further repairs will be needed, another estimate will be prepared for the additional work and require County written approval.

PARTS

The Contractor must stock a complete inventory of commonly used parts at the location from which the service vehicle(s) are dispatched.

All parts used will be purchased from the original equipment manufacturer (OEM). The County shall pay the Contractor a ten

(10) percent markup for any parts obtained, but at no time shall the Contractor charge the ten percent (10%) markup on the tax portion. Invoices for parts must be submitted with the final invoice to be credited for payment.

The Contractor must provide their supplier’s invoice(s) to substantiate the cost of each item. Supplier’s quotes shall not be sufficient. Quotes shall only be allowed from suppliers if said material is truck stock and shall receive prior approval by the appropriate County Representative.

The Contractor shall not charge a markup on products which are purchased off of a government contract. Installation of new or retrofitting of existing equipment approved by the County Representative shall be charged at the established hourly labor rate plus the established markup for parts, materials, and equipment as stated herein. Environmental surcharges shall be justified and approved by the County Representative prior to payment. At all times during the Contract, the Contractor shall obtain the best possible prices for parts, materials, equipment, and supplies for the County.

If an OEM part is not available or it is evident that procuring an OEM part will cause excessive downtime, acceptable substitutes may be used with prior written approval by the County Representative.

STANDARD PRODUCTS

All materials, supplies, and articles furnished shall, wherever it is specified and otherwise practicable, be the standard products of recognized, reputable manufacturers. The standard products of manufacturers other than those specified shall only be accepted when it is proved to the satisfaction of the appropriate authorized County Representative that they are equal or exceed in strength, durability, usefulness, and convenience for the purpose intended.

RESPONSE TIME

The Contractor shall provide a local phone number of the authorized representative who may be contacted for emergency services. This individual must be available twenty-four (24) hours a day, Monday through Sunday to receive and respond to calls. As the equipment covered by this contract supports mission critical public safety County operations, and may be called into service at any time, response time is extremely important. The County may reject quotes at its sole discretion for failure to meet this requirement. Failure of the Contractor to fulfill this requirement in the service of any Contract resulting from this solicitation may result in immediate termination of the Contract for default at the County’s sole discretion.

The Contractor will possess sufficient resources to provide a response time of two (2) hours from initial contact by the County Representative, 24 hours per day, seven (7) days per week and provide a confirmation phone call to the County Representative when arriving on site. The Contractor must provide the County with a single phone number that can be used 24/7/365 to contact the Contractor.

3.0 SPECIAL PROVISIONS

General: The County Commissioners of Charles County are hereby requesting sealed bids from qualified Contractors to perform on-call Electrical Services in and around County-owned buildings and facilities. This service will be rendered on an as-needed or on-call basis.

Charles County Government reserves the right to make one award to one company that can provide all the services specified in the solicitation or individual awards as the County deems appropriate.

A minimum of five years of business or actively working with Charles County Government and in good standing.

This is an indefinite quantity contract where no minimum quantity is guaranteed. Inasmuch as any work under this agreement will be done “as required”, there is no guarantee that work will be on a continual basis.

A minimum of five years of business or actively working with Charles County Government and in good standing.

These Special Provisions supplement the General Conditions of Contract and establish specific requirements for the provision of Electrical On-Call Maintenance Services. In the event of conflict, these Special Provisions shall prevail.

START OF WORK

The contract does not commence prior to receiving a written notice from the County. This notice will only be in the form of an official Notice of Award letter from the County’s Purchasing Department.

Any work under the Contract shall commence within three (3) business days of notification by the Department of Public Facilities. Should work not commence within ten (10) days after notification, without written justification for the delay that is approved by the Department of Public Facilities in advance, the Contract may be terminated in accordance with Part II – General Provisions.

CONTRACT OBJECTIVE

The purpose of this Contract is to provide qualified personnel, supervision, tools, equipment, transportation, and materials necessary to perform electrical maintenance, repair, troubleshooting, emergency response, testing, and related services on an on-call basis for the Employer's facilities.

SCOPE OF WORK

The Contractor shall perform, upon request, electrical maintenance services including but not limited to:

• Inspection and diagnosis of electrical faults.

• Repair and replacement of defective electrical components.

• Maintenance and/or new installation of switchboards, distribution panels, transformers, circuit breakers, motor control centers, lighting systems, power outlets, and associated equipment.

• Preventive maintenance and routine inspections.

• Emergency breakdown response and restoration of electrical services.

• Testing and commissioning following repairs or modifications.

• Preparation of maintenance reports and recommendations.

• The Contractor shall perform all work in a safe and professional manner and in accordance with applicable regulations and standards.

• Data: Inspection and diagnosis of data wiring, replacement of failed data wiring, and installation of new data wiring when required.

• Cameras: Inspection and diagnosis of cameras and camera wiring, replacement of failed camera and camera wiring, and installation of new cameras and camera wiring when required.

• Emergency Standby Generators and Transfer Switches: Diagnosis of generator and transfer switch power output issues/failures, replacement of failed generators and transfer switches, and installation of new generators and transfer switches when required.

• Perform electrical trade services for new renovation project when required.

SERVICE AVAILABILITY

The Contractor shall provide maintenance services twenty-four (24) hours per day, seven (7) days per week, including weekends and public holidays. The Contractor shall maintain a dedicated contact number and responsible representative available at all times for receipt of service requests.

RESPONSE TIMES

The Contractor shall respond to service requests within the following maximum periods:

Priority Level Description Maximum Response Time Emergency Total power failure, electrical hazard, critical equipment outage 2 Hours Urgent Partial outage affecting operations 4 Hours Routine Non-critical maintenance requests 24 Hours

Response time shall be measured from the time the service request is communicated by the Employer.

PERSONNEL REQUIREMENTS

The Contractor shall:

• Employ licensed and qualified electricians and technicians.

• Ensure personnel possess relevant experience in commercial and industrial electrical systems.

• Provide adequate supervision at all times.

• Replace any personnel deemed unsuitable by the Employer.

• Ensure all personnel comply with site safety and security requirements.

SAFETY REQUIREMENTS

The Contractor shall comply with all applicable occupational health and safety regulations.

The Contractor shall:

• Implement Lockout/Tagout (LOTO) procedures.

• Conduct risk assessments prior to commencing work.

• Provide and utilize appropriate Personal Protective Equipment (PPE).

• Maintain a safe work environment.

• Immediately report accidents, incidents, and near misses to the Employer

STANDARDS AND COMPLIANCE

All work shall comply with:

• Applicable national electrical codes.

• Local authority regulations.

• Occupational health and safety legislation.

• Manufacturer's recommendations.

• Relevant industry standards and best practices.

TOOLS, EQUIPMENT AND TRANSPORTATION

The Contractor shall provide all tools, testing instruments, vehicles, communication devices, and equipment necessary for execution of the Services.

All testing instruments shall be properly maintained and calibrated where required.

MATERIALS AND SPARE PARTS

Unless otherwise specified:

• Minor consumables required for maintenance activities shall be included in the Contract rates.

• Major replacement materials and equipment shall be supplied only after approval by the Department of Public

Facilities – Electrical Superintendent.

• All materials shall be new, genuine, and suitable for the intended application.

• The Contractor shall provide manufacturer warranties where applicable.

WORK ORDERS

Services shall be initiated through verbal or written work orders issued by the Department of Public Works Facilities – Electrical Superintendent.

The Contractor shall not undertake major repair or replacement work without prior authorization except where immediate action is necessary to prevent injury, equipment damage, or service interruption.

REPORTING REQUIREMENTS

Upon completion of each service call, the Contractor shall submit a Service Report containing:

• Date and time of attendance.

• Description of fault.

• Corrective action taken.

• Materials used.

• Test results.

• Recommendations for further action.

PERMITS, LICENSES, AND INSPECTIONS

• The Contractor shall obtain and pay for all permits, licenses, and inspections required for the performance of the work unless otherwise specified by the Department of Public Facilities-Electrical Superintendent.

• All work shall comply with applicable federal, state, and local regulations, electrical codes, building codes, and safety requirements.

QUALITY OF WORK

Work performed must be of an acceptable industry standard level in terms of cost, time, and workmanship. Failure to service and repair the equipment properly, as determined by the County Representative, may be considered grounds for terminating the Contract.

REPLACEMENT EQUIPMENT

Charles County Government reserves the right to utilize this Contract and associated pricing to replace equipment, if necessary. Pricing shall be based upon time and material pricing.

SPECIALIZED EQUIPMENT

Trucks, tools, and equipment necessary to perform the work required under this Contract shall be included in the unit price quoted on the Quotation Form. The Contractor shall have available modern equipment necessary for the satisfactory execution of any maintenance, emergency, and nonemergency services, including but may not be limited to all gauges and checking tools necessary to make precision adjustments when required and all special repair tools.

REGULATION COMPLIANCE

The Contractor must fully comply with all applicable industry standards and Federal, State, and Local rules and regulations.

COUNTY REPRESENTATIVE AND BUSINESS HOURS

The primary and secondary County contacts will be provided to the awarded Contractor. Normal business hours for these services are Monday through Friday from 7:00am – 5:00pm, excluding holidays. All coordination of services will be done in advance coordinated between the County Representative and the Contractor.

4.0 BID ITEM DESCRIPTIONS

All hourly rates shall include all costs such as fuel, tools, etc. There shall be no hidden fees. Costs for services shall begin at the arrival time to the site, unless work is already in progress on site.

C1 – STANDARD HOURS

Standard Hour Rates: Are considered normal workdays, Monday through Friday with work commencing or in progress anytime between 7:00 am until 5:00 pm (Eastern Time).

Items listed in Bid Items C1 establishes the unit price hourly rate work will be performed, which payment will be made by the County to the Contractor.

C2 – AFTER HOURS

After Hour Rates: Are considered normal workdays, Monday through Friday with work commencing or in progress after 5:00 pm through 7:00 a.m. (Eastern Time). All after-hour services must be approved in advance in writing by the County’s authorized representative.

Items listed in Bid Items C2 establishes the unit price hourly rate work will be performed, which payment will be made by the County to the Contractor.

C3 – EMERGENCY RATES

Emergency Rates: Are considered County recognized holidays defined Section 4.15 – Holiday Schedule of the ITB, and anytime on Saturday and Sunday. All emergency services must be approved in advance in writing by the County’s authorized representative. Items listed in Bid Items C3 establishes the unit price hourly rate work will be performed, which payment will be made by the County to the Contractor.

C4 – PARTS/MATERIALS MARK UP

Per this bid item, the Bid certifies acceptance of a 10% markup that the Contractor can charge the County for parts, excluding the taxable portion.