ARFQ DEP2100000029 Electrical Maintenance and Repair Specs.pdf

REQUEST FOR QUOTATION

Maintain and Service Electrical Fiber Optic Cable Work Open-End

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SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Department of Environmental Protection is soliciting bids on behalf of the Office of Special Reclamation to establish an Open-End

Contract for the Troubleshooting, and Repair of Electrical and Fiber Optic Treatment

Systems installed in the northern counties of West Virginia. Work will be in the following counties of the state of West Virginia: Monongalia, Preston, Harrison, Marion, Upshur, Barbour, Tucker, Gilmer, Grant, Lewis, Randolph, and Mineral. Work may be in remote locations and as such vendor will be required to access equipment as is and where is.

PRE-BID MEETING: A pre-bid meeting will be held at the West Virginia Department of Environmental Protection / Office of Special Reclamation’s

ERP Environmental Fund Facility, Formally Martinka Acid

Mine Drainage Facility.

DIRECTIONS: From I-79 take Exit 137, go onto WV 310 South for 3.5 miles, turn right onto Levels Road go 1.7 miles, make a slight right onto Goose Creek/Levels Road, go 0.9 miles to facility entrance.

From entrance follow signs to pre-bid location.

ADDRESS: 750 Levels Road

Fairmont, WV 26554

2. DEFINITIONS: The terms listed below shall have the meanings assigned as given below.

Additional definitions can be found in Section 2 of the General Terms and Conditions.

2.1 “Agency” West Virginia Department of Environmental Protection Office of

Special Reclamation.

2.2 “Apprentice” means a person with an interest in and an aptitude for performing electrical work. All work shall be directed and/or supervised by at a minimum an

Electrical Service Technician.

2.3 "Bucket Truck” means a truck equipped with an extendable arm attached to a lift bucket.

2.4 “Contract Services” means supplying all equipment, labor, materials, transportation, supplies for inspections, maintenance, and repair of Electrical

Equipment and Fiber Optic Cable Work on the Agency’s sites.

2.5 "Electrical Contractor" means a person, firm or corporation who engages in the business of electrical work and employs electrical service analyst(s), master service technicians(s), electrical service technicians, apprentice(s) or other related workers for the construction, alteration or repair of any electrical wiring, equipment or systems as defined in the scope of the National Electric Code (NEC) and Licensed as an Electrical Contractor by the West Virginia Division of Labor.

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2.6 “Electrical Contractor License” means a valid and current certificate of competency issued by the West Virginia Division of Labor.

2.7 Electrical Service Analyst" means a person with at least five (5) years of electrical work experience, qualified to assemble, evaluate, troubleshoot and maintain automated controls systems, wiring, equipment, Variable Frequency Drive (VFD), Programmable Logic Controller (PLC) and apparatuses. Troubleshoot and perform fault diagnostics. Electrical Service Analyst must possess a High School Diploma, Bachelor of Science Degree in Electrical Engineering, from an ABET accredited institution.

2.8 "Electrical Service Technician" means a person qualified to assemble, evaluate, test, and maintain electrical components, electronic wiring, and equipment.

Troubleshoot and repair malfunctioning equipment, and apparatuses. Constructing and fabricating parts, using hand tools and specifications. Technicians must possess

High School Diploma or Equivalent; associate degree in electrical technology preferred, Valid Journeyman license in good standing, 2+ years of experience working as an Electrical Service Technician.

2.9 "Electrical Work" means the installation and repair of wires, conduits, apparatuses, fixtures, other appliances, equipment or systems for transmitting, carrying, controlling or using electricity as defined in the scope of the NEC.

2.10 “Equipment” means all parts and assemblies that constitutes all work defined in this Contract at the Agency sites.

2.11 “Fiber Optic Cable Work” means the installation and repair of cable, conduits apparatus, fixtures, other appliances or equipment or systems containing tiny glass or plastic filaments that carry light beams or digital data.

2.12 "Holidays" means:

• New Year's Day (January 1)

• Memorial Day (Last Monday in May)

• Independence Day (July 4)

• Labor Day (First Monday in September)

• Thanksgiving (Fourth Thursday in November)

• Christmas Day (December 25)

2.13 "Individual License" means a valid and current certificate of competency issued by the West Virginia State Fire Marshal.

2.14 “Master Service Technician” means a person with at least five (5) years of electrical work experience, including experience in all phases of electrical wiring and installation, that is competent to instruct and supervise the electrical work of

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Electrical Service Technician(s) and Apprentice(s). A Master Electrician must have a comprehensive knowledge and understanding of the NEC, and the ability to read electrical plans, drawings and designs to calculate demand loads in compliance with the NEC.

2.15 “Response Fee” means a single fee a Vendor charges the Agency per service call to cover expenses associated with hourly staff mobilizing and demobilizing to and from an Agency site.

2.16 “Solicitation” means the official notice of an opportunity to supply the State with goods or services that is published by the Purchasing Division.

2.17 “Weekend” means Saturday and Sunday.

2.18 “Work Order” means interactive document between the Agency and the Vendor describing work to be complete.

2.19 “Work Week” means Monday through Friday.

3. MANDATORY REQUIREMENTS: Vendor shall provide Agency with Service and

Repair of Electrical Equipment and Fiber Optic Cable Work on an open-end and continuing basis as outlined in this Contract.

3.1 Bucket Truck

3.1.1 Vendor shall provide a bid for the use of the Bucket Truck. The bid shall be on a per day basis.

3.1.1 The rate for the use of the truck is for the Bucket Truck only. The Bucket

Truck operation shall be covered under the appropriate Technical

Personnel hourly rate.

3.1.2 Lift bucket shall have a minimal weight capacity of three hundred pounds.

3.1.3 Truck’s arm shall be capable to extend the bucket to a minimum vertical reach of fifty-five feet high and a horizontal reach of twenty-five feet.

3.2 Electrical and Fiber Optic Cable Work

3.2.1 Vendor shall provide Electrical and Fiber Optic Cable Work in accordance with all national, state and local electrical codes, manufacturer’s recommendations and specifications, as well as industry best practices.

3.2.2 Vendor shall furnish all equipment, tools, and parts necessary for the repair of Electrical and Fiber Optic Cable Work.

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3.2.3 Vendor shall provide expendable materials used in the scope of performing under this Contract at no cost to the Agency. Such items may include, but are not limited to, Zip Tie, Wire Nuts, Rubber Tape, Glass Tape, Vinyl

Electrical Tape, Contact Cleaner, etc.

3.2.4 Vendor may only remove equipment from service for a period of 24 hours or more with written permission from the Agency. Any request to remove equipment for 24 hours or more must include a description of the work required and an estimate of the time the equipment will be out of service.

3.2.5 Vendor shall maintain a continuous 24-hour emergency telephone service where the Vendor can be reached every day of the week, including Sundays and Holidays.

3.2.6 Vendor shall not perform any work under this contract without prior approval from Agency.

3.2.7 Vendor shall honor warranties for repair parts, equipment, and components given by the manufacturer.

3.2.8 Vendor shall troubleshoot all Electrical Equipment and Fiber Optic Cable

Work related assemblies.

3.2.9 For each repair or service the Vendor is to ensure that the system is functioning properly prior to leaving the site.

3.2.10 Vendor must have the ability to supply all equipment, labor, and materials on multiple individual projects either concurrently or consecutively when requested by the Agency. The Vendor would not be expected to provide service at more than three sites at any given time.

3.2.11 FIBER OPTIC TOOLS: Vendor shall provide a bid for Fiber Optic Tools.

The bid shall be on a per day basis.

3.3 RESPONSE FEE: Vendor shall provide a bid for responding to a service call. The fee is per service call.

3.4 Standard Hourly Electrical and Fiber Optic Cable Work:

3.4.1 Vendor shall perform work on an hourly basis.

3.4.2 Vendor shall respond to Standard calls from the Agency by phone or in person within two hours and must arrive on site to begin performance as

(5) soon as possible, but no later than four hours after Vendor is notified of the request. Vendor may only deviate from the required four-hour response time with permission from the Agency.

3.4.3 Vendor shall be compensated for work activities through an hourly fee.

3.3.4.1 Vendor shall permanently employ on a full-time basis an Electrical

Service Analyst, Master Service Electrician, Electrical Service

Technician, and an Apprentice.

3.4.4 Hourly rates begin when the vendor arrives on site and ends when the vendor leaves the site.

3.4.5 The hours worked shall be rounded to the nearest quarter hour.

3.5 Holiday and Weekend Work:

3.5.1 Vendor shall perform Holiday and Weekend work at the request of the

Agency. Vendor shall bill for Holiday and Weekend work 1.5 times the

Standard Hourly Rate.

3.5.2 Vendor shall respond to Holiday and Weekend calls from the Agency by phone or in person within two hours and must arrive on site to begin performance as soon as possible, but no later than four hours after Vendor is notified of the request. Vendor may only deviate from the required four-hour response time with permission from the Agency.

3.5.3 All Holiday and Weekend hours must be preapproved in writing by the

Agency prior to work commencing and must be eligible to be billed to the

Agency.

3.6 Parts:

3.6.1 Vendor is responsible for procuring all necessary parts needed to perform work under this Contract within the required time frames established herein.

Vendor must, however, obtain advanced approval from Agency prior to purchasing any part in excess of $1,000.00. Freight charges for parts will only be reimbursed provided vendor submits ORIGINAL freight bill with invoice.

3.6.2 All repairs shall use parts authorized by the manufacturer of the equipment.

Any equipment or parts that must be replaced, shall be Original Equipment

Manufacturer (OEM). Exceptions to this Section may be authorized by

Agency on a case by case basis.

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3.6.3 Disposal: Vendor is responsible of disposal of all replaced parts, oils, or anything relating to the work performed Such disposal shall comply with all applicable national, local, state laws standards.

3.6.4 Parts Warranty: The Contractor shall provide a copy of the manufacturer’s warranty on parts with the invoice.

3.6.5 Parts for Electrical Equipment and Fiber Optic Cable Work repair may be billed using the multiplier bid as described below in Section 6.2.

4. FACILITIES ACCESS: The facilities identified in this contract may require access cards and/or keys to gain entrance.

4.1 Vendor must identify principal service personnel which will be issued access cards and/or keys to perform service.

4.2 Vendor will be responsible for controlling cards and keys and will pay replacement fee, if the cards or keys become lost or stolen.

4.3 Vendor shall notify Agency immediately of any lost, stolen, or missing card or key.

4.4 Anyone performing under this Contract will be subject to Agency’s security protocol and procedures.

4.5 Vendor shall inform all staff of Agency’s security protocol and procedures.

5. QUALIFICATIONS: Vendor, or Vendor’s staff if requirements are inherently limited to individuals rather than corporate entities, shall have the following minimum qualifications:

5.1 Vendor shall possess a current Electrical Contractor License issued by the West

Virginia Department of Labor.

5.1.1 Vendor shall be required to submit a copy of Electrical Contractors License as part of the bid package.

5.2 Vendor shall have a current Statement of Good Standing issued by the West

Virginia State Tax Department.

5.3 The Vendor’s Master and Electrical Service Technicians shall possess the following certifications.

5.3.1 Current Journeyman Master Electrician license issued by the WV State Fire

Marshal.

5.4 Vendor shall have a Electrical Service Technician(s) that possesses the following certification(s).

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5.4.1 Fiber Optic Certification from a Building Industry Consulting Service

International (BICSI) recognized training program.

5.5 Vendor shall always have fiber optic termination tools for both single mode and multimode fiber cable, an operating fiber optic Optical Time-Domain

Reflectometer (OTDR) and an operating core aligning fusion splicer.

5.6 The Vendor’s Apprentice shall possess the following certification(s).

5.6.1 Current Apprentice license issued by the WV State Fire Marshal.

5.7 Vendor shall be listed as a Rockwell Automation “Recognized System Integrator” on the Rockwell Automation Web Page.

5.8 Vendor shall have the ability to work on single or three phase electric with voltages greater than 600v including but not limited to 4160v.

5.9 Vendor shall supply a list of employees that will perform services under this contract and the License each have been issued upon award of the contract.

5.9.1 Vendor shall update this list and Licenses throughout the life of the contract should the list need to be amended.

6. CONTRACT AWARD:

6.1 Contract Award: The Contract is intended to provide the Agency with a purchase price for the Contract Services. The Contract shall be awarded to the Vendor that provides the Contract Services meeting the required specifications for the lowest overall total cost.

6.1.1 Vendors should provide a single hourly labor rate for each Standard

Hourly Labor Rate category to cover equipment service calls and repairs during regular work week. The Quantity provided as an estimate only, used only for evaluating bids, for regular work week. No guaranteed quantity of requested hours is assumed, provided, or implied.

Vendor should multiply bid rate by the Estimated Quantity of hours to calculate the Total Labor Cost.

6.2 PARTS MARKUP

6.2.1 Vendor shall provide a bid for parts markup (a charge that is allowed per these specifications). Price shall NOT include shipping. Shipping shall be paid for actual shipping amount and not subject to the parts mark

up. Vendors should provide the markup in terms of a decimal multiplier, as per the following example:

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Example Markup bid = 15%

Place decimal point in front of percentage digits to add to 1. Example multiplier would be 1.15. Vendors should then multiply the multiplier

(1.15) by the Estimated Cost for parts of $50,000 to arrive at the Total for Parts which would equal $57,500. Vendor should enter $57,500 as total parts as the bid in Oasis.

The $50,000 is only an estimate used for evaluating bids. No guaranteed quantity of requested parts is assumed, provided, or implied.

Multiplier

Example Meaning

1.0 Vendor sells parts to Agency at Vendor’s cost

1.25 Vendor sells parts to Agency at Vendor’s cost plus a 25% markup.

1.5 Vendor sells parts to Agency at its cost plus a 50% markup.

Any equipment or parts delivery charges from the manufacturer to the vendor shall be included with the invoice. The Agency shall pay no more than the actual delivery charges.

7. ORDERING OF WORK:

7.1 Contract Services shall be ordered by issuance of a work order by the Agency

7.1.1 Work Order Form shall include the following information.

7.1.1.1 Site Name

7.1.1.2 Site Location

7.1.1.3 Permit Number (if applicable)

7.1.1.4 Description of Electrical Problem

7.1.1.5 Vendor’s Initial Assessment

7.1.1.6 Required Repair Parts

7.1.1.7 Personnel Required to Repair the Electrical Problem

7.2 If the Vendor’s Initial Assessment is satisfactory to the Agency, then the Agency will issue a work order allowing Vendor to commence work. This work order shall have a unique number, reference the master contract number, and detail the scope of work. Issuance of the work order to the Contractor shall be considered authorization to begin work. If the Agency determines that the Initial Assessment is not satisfactory, then the Agency and Vendor shall work to obtain a satisfactory

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Work Order by re-evaluating the scope of work. This may include requesting different parts, and/or other repair methods that Agency and Vendor deem appropriate.

8. BILLING / PAYMENT: Agency shall pay unit price per task, as shown on the Pricing

Pages, for all Contract Services performed and accepted under this Contract.

8.1 Payment: Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

8.2 Invoicing: Original parts cost must be submitted with the invoice for verification of appropriate markup. Invoices are to be submitted upon completion of each event.

Invoices must be submitted electronically to:

DEPSpecialRec@wv.gov

8.2.1 The Vendor shall submit with the invoice an itemized list of employees with position title, hours worked to the nearest quarter hour, and a description of work performed.

8.2.2 The date(s) when work was performed.

9. VENDOR DEFAULT:

9.1 The following shall be considered a vendor default under this Contract.

9.1.1 Failure to perform Contract Services in accordance with the requirements contained herein.

9.1.2 Failure to comply with other specifications and requirements contained herein.

9.1.3 Failure to comply with any laws, rules, and ordinances applicable to the

Contract Services provided under this Contract.

9.1.4 Failure to remedy deficient performance upon request.

9.1.5 Failure to maintain Electrical Contractor’s License with the West Virginia

Division of Labor.

9.1.6 Performing any work without License from the West Virginia State Fire

Marshal’s office.

9.2 The following remedies shall be available to Agency upon default.

9.2.1 Immediate cancellation of the Contract.

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9.2.2 Immediate cancellation of one or more work orders issued under this

Contract.

9.2.3 Any other remedies available in law or equity.

9.3 Agency reserves the right to inspect the work to ensure that Vendor’s performance complies with this Contract. If the Agency determines that Vendor has failed to perform in accordance with this Contract, Agency may demand that the Vendor immediately remedy the failure or consider the failure to be a default. Vendor’s failure to remedy the deficient performance, if given the opportunity to do so, shall be considered a default.

10. MISCELLANEOUS:

10.1 Contract Manager: During the performance of this contract, Vendor must designate and maintain a primary Contract Manager responsible for overseeing

Vendor’s responsibilities under this contract. The Contract Manager must be available during normal business hours to address any customer service or other issues related to this contract. Vendor shall list Contract Manager and his/her contact information below.

Contract Manager:

Telephone Number:

Fax Number:

Email Address: