Attachment_B_-_Scope_of_Services.pdf

Attachment B –Scope of Services

Electrical Support Services

SCOPE OF SERVICES

1.0. SERVICES. Contractor shall provide all labor, supervision, equipment, materials, and supplies needed for electrical support services, as designated and/or required by the City of Napa. Contractor shall be responsible for the method, type of material, and equipment used successfully under the conditions encountered in the performance of the work described herein. The electrical services would be as typically required in (drinking) water treatment plants, pump stations and storage tanks. The electrical services to be performed may include, but are not limited to the following:

1.1 Troubleshooting and Corrective Repairs on:

1.1.1 Power Distribution and Wiring: Panels, switchgear, feeders, transformers, grounding/bonding, and surge protection.

1.1.2 Motor Control: MCC buckets, contactors, starters, overloads, soft starters, and

VFDs (harmonics, wiring)

1.1.3 Motors: Megger testing, insulation checks, repairs/replacements (electrical scope)

1.1.4 Motorized actuators

1.1.5 Standby and Backup Power: ATS testing and transfer issues. Inverter/chargers and

UPS

1.1.6 Lighting & General Power: Plant/process areas, HVAC electrical, receptacles, GFCI/AFCI

1.2 Preventative Maintenance Support

1.2.1 Electrical PM tasks per OEM or City PMs (e.g., tighten terminations, thermal scans, clean/inspect panels, filter replacements in MCC and VFD cabinets)

1.2.2 Periodic testing of protection devices (GFCI, ground fault detection, relays)

1.2.3 UPS and inverter/charger battery checks, panel labeling updates, cable management

1.3 Testing and Documentation

1.3.1 Testing: Continuity, voltage/current, power quality/harmonics, and functional tests.

1.3.2 Reports: Work order closeout, findings, photos, test results, corrective actions, and recommendations.

1.3.3 After emergency call out: provide a report within 48 hours that documents the problem statement, diagnostics, root cause, corrective actions, parts used, test results, and photos.

1.3.4 LOTO logs

1.3.5 If requested provide updated or new electrical drawings or panel schedules.

1.4 Coordination

1.4.1 Coordination with operations, maintenance, and controls.

1.4.2 Obtain permits for energized work and follow site access protocols.

1.4.3 All work shall follow City standards. If a City standard does not exist, then work shall follow industry standards.

1.4.4 All work shall be reviewed and approved by the City’s Authorized Representative.

1.4.5 The Contractor shall follow all City safety procedures. Any lockout/tag-out must be coordinated with the control systems and operations groups.

1.5 Emergency callout

1.5.1 Provide a single point of contact dispatch phone number that is available 24/7 for emergency callouts.

1.5.2 Escalation: in the event that the individual(s) can’t resolve the callout issue after 4 hours of being onsite then the contractor shall escalate to a senior electrician.

2.0 MATERIALS, TOOLS, EQUIPMENT, AND WORKMANSHIP. All materials, equipment utilized, and work performed by Contractor shall be subject to inspection and approval by the City. All materials used by Contractor shall be formulated for electrical support service purposes and approved by the City’s Authorized Representative. A complete list of product specifications and safety data sheets shall be available upon request.

2.1 Unless otherwise specified, Contractor shall guarantee the materials used are within the specified guidelines and recommendations of the manufacturer.

2.2 Materials and fixtures furnished shall be new and shall be of commercial quality material.

Used, reconditioned, or discontinued models and materials are not acceptable. The warranty period for Contractor provided materials shall be for a period of one (1) year, or within the manufacturer's warranty, whichever is longer. Such warranty shall commence upon the date of acceptance of Contractor’s work by the City.

2.3 Contractor shall supply all required test equipment including calibrated multimeters, clamp meters, megger, thermal camera, and power quality analyzers.

2.4 Contractor shall supply their own lockout/tagout kits and required signage.

2.5 Contractor shall provide common parts such as wire, conduit, fittings, fuses, breakers, terminals, labels and terminals.

2.6 For more specialty parts the City will provide from their inventory. If the City doesn’t have a specific part, the City may request if the Contractor can assist with the sourcing of parts.

2.7 NEC compliant installations that are neat and clean; labeled conductors and terminals.

2.8 Maintain clean work areas; protect panels/instruments from dust/moisture; capture debris.

2.9 Handle/dispose of hazardous materials (e.g., batteries) per regulations.

2.10 Restore site to pre-work condition; remove scrap and temporary materials.

2.11 Contractor must equip their staff with PPE, safety gear, and equipment per NFPA

70E/OSHA.

3.0. SCHEDULE.

3.1. All work schedules must be approved in writing by the City’s Authorized Representative prior to commencement of work. All work performed shall meet the latest revision of all applicable federal, state, and local regulations, laws, and codes.

3.2. The electrical contractor shall provide electrical services in unscheduled emergency repair and troubleshooting of equipment within the electrical scope. The contractor shall be able to meet the emergency response time of responding to site within 4 hours from receipt of notification.

4.0. LIQUIDATED DAMAGES FOR FAILURE TO MEET REQUIRED RESPONSE TIMES.

4.1. Purpose: Timely response to electrical service requests is critical to ensure the continuous and safe operation of the City’s water treatment plant(s), pump stations, reservoirs, and distribution assets. Because delays can result in operational disruptions, regulatory compliance risks, and increased costs, the actual damages incurred by the City due to late responses would be difficult to quantify. Therefore, liquidated damages shall be as described below as a reasonable estimate of anticipated loss.

4.2. Applicability: Liquidated damages shall apply when the contractor fails to meet the response time for emergency calls.

Contractor shall pay liquidated damages at a rate of $100 per hour for any delay or downtime caused by the Contractor’s failure to respond to an emergency callout for electrical services.

Liquidated damages shall begin to accrue if the contractor is not onsite within 4 hours after receipt of notification of an emergency callout.

Liquidated damages shall cease accruing upon the electrician’s arrival onsite. Time will be rounded to the nearest full hour.

The total liquidated damages for any single incident shall not exceed $10,000.

5.0. PREVAILING WAGE COMPLIANCE. Contractor shall comply with “Prevailing Wage Laws”

(as set forth in the California Labor Code, including section 1720 et seq.), including all applicable requirements of Chapter 1 of Part 7 of Division 2 of the Labor Code, and all related regulations, including requirements pertaining to wages, working hours, and workers’ compensation insurance, and provisions. Subconsultants performing “public works” are also subject to all of the requirements of this Section.

6.0. RESERVED RIGHTS. City retains the right to award a job to another contractor, to use City forces, or not to do the job at all. No work shall be performed without being approved by the City’s designated Project Manager. There is no Maximum nor Minimum amount guaranteed for each individual Agreement.

7.0. PRICING STRUCTURE. The Contractor shall provide services under a hybrid pricing model consisting of time and materials (T&M) or not to exceed task order work. The anticipated contract will be three (3) years with a not to exceed amount of $200,000 per fiscal year.

7.1. T&M work

Shall apply for the following type of tasks:

Emergency electrical troubleshooting and restoration Routine service calls Investigations, diagnostics, testing, and field support not covered by task orders Minor repairs, adjustments, or corrective actions Work required to determine scope for a future task order

Invoices shall include Actor labor hours by classification with hourly rates as established in the Contractors rate schedule Materials at cost plus approved markup Equipment or rental charges, if applicable Travel or mobilization charges if applicable

7.2. Task order work

Shall be used for well-defined, repeatable, or scoped work items where fixed pricing is appropriate. Tasks orders must be accepted by the City before commencement.

Examples of such tasks include:

Conduit and conductor installation based on standard unit pricing Electrical upgrades with a pre-defined bill of materials Replacement of like for like electrical hardware components

Each task order shall contain A written scope of work including materials, equipment and deliverables Itemized unit/task or a lump-sum amount A schedule

7.3. Relationship between T&M and Task Orders

If the scope is unclear, the City may authorize T&M to diagnose the issue and after the problem is identified the City may transition the work to a task order. Additionally, if task order work is in process and an unforeseen condition arises the City may authorize additional T&M to mitigate the unforeseen condition or ask for a revised task order. The City will determine which pricing method would apply to any given service request. Each invoice shall indicate whether the work was billed under T&M or a task order number or combination of both.

7.4. Rate Schedule

The Contractor shall provide the following in a rate schedule that shall remain firm for the contract term unless otherwise authorized by the City:

Hourly labor rates (regular, overtime, holiday, emergency) Material markup percentage Fee for monthly emergency services

8.0. PROJECT MANAGER. Designated City representative or Project Manager will determine satisfactory work performance. Contractors will clean facilities, stations, roadways, and any other areas littered or soiled by their maintenance/repair operations and/or equipment.

9.0. CITY OF NAPA’S STANDARD SPECIFICATIONS. To the extent applicable, all projects shall adhere to the City of Napa’s Standard Specifications which can be accessed at:

www.cityofnapa.org. The purpose of these Specifications is to provide minimum standards for materials used of construction for the City’s public infrastructure.

10.0. PERMITS. Contractor will be responsible to obtain all necessary permits to perform work

(encroachment, building, etc.), if necessary, and a scheduled of inspection, Underground Service Alerts, and a current Cal-OSHA excavation permit.

11.0. IDENTIFICATION. Contractor’s crews shall be identified at all times either by a Company uniform, or by a safety vest worn outside other clothing with the Company name clearly displayed. Vehicles will have a Company sign clearly displayed.

12.0. MINIMUM QUALIFICATIONS.

12.1. Valid C-10 license.

12.2. All on-site personnel should have a valid general electrician license and must be at least of Journeyman level.

12.3. A minimum of ten (10) full-time electricians on staff.

12.4. All field staff should have up-to-date OSHA 10 or 30 certifications, NFPA 70E electrical safety training, and First Aid/CPR certifications.

12.5. Knowledge and experience with MCCs, VFDs, soft starters, motor control circuits and protection systems, backup and standby power systems, and automatic transfer switches.

12.6. Ability to troubleshoot and repair 480 volt three-phase systems and lower voltage circuits.

12.7. Prior work experience in water, wastewater, or industrial process facilities.

12.8. Understanding of lockout/tagout.

12.9. 24/7 emergency response capability.

12.10. Ability to provide job hazard analyses (JHAs)

12.11. A local office within a 50-mile radius of the City’s EIB Jamieson Canyon Water

Treatment Plant (EIB JCWTP) location at 270 Kirkland Ranch Road, American Canyon, CA 94503.

13.0. KEY STAFF QUALIFICATIONS, EXPERIENCES, LOCATION AND AVAILABILITY.

13.1. For all staff proposed, the firm is to provide an overall services organization chart.

The firm should identify the roles/positions/responsibilities of each proposed team member.

14.0. OTHER REQUIREMENTS.

14.1. Use in-house staff personnel for the completion of any services performed for the City. No part-time staff or sub-contractors shall be used except with prior City approval.