B2626592 Invitation and Bid.pdf

Ronald Hovey

Procurement Commissioner Page 1

Repair, Maintenance, and/or Engineering Services for Electrical Equipment and Systems

B2626592

Issued by: City of Philadelphia Procurement Department

Required by: Water Department

Pre-Bid Meeting: NOT APPLICABLE

Bid Opening Date: Wednesday, April 8, 2026

Bid Opening Time: 10:30 AM Philadelphia Local Time

Location for Bid Opening: Held via Video Conference

Buyer: Name

Quotations must be submitted through PHLContracts no later than the above cited bid opening date and time.

Bid Questions

All questions concerning this Invitation and Bid (I&B) Solicitation, including specifications and conditions, must be presented through PHLContracts within the prescribed time stipulated in the

I&B’s Questions Tab.

Bidder agrees to comply with all conditions of this bid.

Invitation and Bid

City of Philadelphia

Procurement Department

Philadelphia, PA 19102-1685

Bid Number: B2626592 Page 2

Table of Contents

Section 1 General Bid Submission

1.2 Contract Term:

1.3 Contract Type

1.4 Methodology of Acquisition:

1.5 Statement of Direction

1.6 Quotation Information

1.7 Bid Security

1.8 Bid Information

1.9 Bid Submission

1.10 Seller Qualification

1.11 Virtual Pre-Bid/Pre-Proposal Meeting

1.12 Site Inspection

Section 2 Specifications Section 3 Bid Evaluation and Award

3.1 Bid Evaluation

3.2 Evaluation and Award

Section 4 Contract Management

4.1 City of Philadelphia Responsibility

4.2 Vendor Responsibility

4.3 Price Increase or Decrease:

4.4 Vendor Acceptances:

Section 5 Pricing

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Section 1 General Bid Submission

1.1 TITLE: Repair, Maintenance, and/or Engineering Services for Electrical Equipment and Systems

1.2 Contract Term: Date of award through twelve (12) months (“Initial Term”), with an option to renew for up to four (4) additional one (1) year periods, (“the Renewal Term”) exercisable, at the City’s sole discretion, as of the expiration of the Initial Term or the current Renewal term.

The City may, at its sole discretion, renew the contract for up to three (3) months at the beginning of each renewal period(s) (the “Additional Performance Period”), if a decision has been made not to renew the contract for an entire year.

1.2.1 The City shall exercise such sole option to renew the Contract Term by issuing a change order

“Renewal Notice” through www.phlcontracts.phila.gov (“PHLContracts”) notifying the successful seller that the Contract is renewed for the Renewal Term or Additional Performance

Period (identified by commencement and termination dates) that is specified in the Renewal

Notice. The Contract shall be deemed to be renewed for such Renewal Term or Additional

Performance Period, and successful seller shall be obligated to perform all terms and conditions of the Contract throughout such Renewal Term or Additional Performance Period, as of the effective date indicated on the City's Renewal Notice, whether or not successful seller has agreed, verbally or in writing, to such renewal of the Contract term.

1.2.2 If an individual Performance Bond and/or Payment Bond is required under this Invitation and

Bid, such bond(s) shall be and remain in full force and effect throughout the Initial Term, all

Renewal Terms, any Additional Performance Period, and the period of any unexpired warranty provided or required under the Contract, without notice of Contract renewal by the City to the surety or the consent of the surety thereto. It is the sole responsibility of the successful bidder to ensure that such bond(s) remain in full force and effect as provided in this Section, and failure to do so shall be an event of default pursuant to Paragraph 19, Default and Termination, of the attached SS&E Terms and Conditions of Bidding and Contract.

http://www.phlcontracts.phila.gov/

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1.3 Contract Type

1.3.1 Requirements Contract

The following items are required as ordered. Exact quantities cannot now be determined but estimates thereof are listed herein.

Quantities listed may be increased or decreased to meet the requirements of the City during the period of this contract. A minimum is not guaranteed. Purchase orders issued as a result of this bid will be for materials or services to be delivered generally on an as-needed basis. Successful seller(s) are cautioned not to deliver any materials or services without first being advised to do so by the ordering agency through a purchase order or other authorized document from the

Procurement Department.

1.3.2 It is the intent of the Procurement Department to make an award for the period as stated above subject to the appropriation of funds in the succeeding fiscal year(s) by City Council. The City’s fiscal year is from July 1st to June 30th, inclusive.

Materials or services to be ordered after the end of the fiscal year are subject to the issuance of purchase orders for the following fiscal years. The City is not liable for the award involving following fiscal years' funds until such orders are issued.

The obligation to deliver on such purchase orders shall not take effect until the orders are issued.

To simplify the contract procedure, however, the successful seller(s) will be required to furnish an Individual Performance Bond or Performance Security Fee to cover units awarded to them.

1.4 Methodology of Acquisition: Purchase only.

1.5 Statement of Direction

It is the intent of the City of Philadelphia to make an award for Repair, Maintenance, and/or

Engineering Services for Electrical Equipment and Systems for the Water department specified herein during the contract period.

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1.6 Quotation Information

1.6.1 All information concerning this quote will be contained in this response document as issued or amended.

1.6.2 Information provided verbally by any City official shall not be binding, relevant, or in any way considered to be a commitment by the City. The City will provide, in writing, any clarifications, changes, and/or other information deemed to be necessary.

1.6.3 Any questions or concerns about this Bid Solicitation should be directed to the Procurement employee listed on the cover letter. Please address all questions to him/her prior to returning the document, so all questions may be addressed and answered.

1.6.4 Estimated expenditures for contract period: $ NOT APPLICABLE

1.7 Bid Security

In order to be eligible to sell Services, Supplies and Equipment, all vendors must be enrolled in the City's Annual Bid Security Program. The program covers the City’s fiscal year from July 1, 2025 – June 30, 2026. All sellers must pay the non-refundable Annual Bid Security Program fee of one hundred dollars ($100.00). The fee must be paid through the Revenue Department payment center at: https://www.phila.gov/make-a-payment/

Completed application should be submitted to: PHLcontracts@phila.gov

The fee should be submitted, under separate cover, to the attention of “FY26 Annual Bid

Security Program” prior to the first opening date that the seller wants to submit a quote and be covered under the program. Enrollment and payment of the Annual Bid Security Program must be completed in order to be eligible for award in accordance with Paragraph 2 of the

“Services, Supplies, and Equipment (SS&E) Terms and Conditions of Bidding and

Contract”.

Fees can be paid by:

(a) Electronic check

(b) Credit or debit card, incurring an additional $2.25 processing fee

Please upload or note the payment confirmation to your bid response.

1.8 Bid Information

1.8.1 All information related to this bid will be contained in the Bid Solicitation as issued or amended in PHLContracts.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.phila.gov%2Fmake-a-payment%2F&data=05%7C02%7CKameron.Stopfer%40Phila.gov%7C150c9806ee114cffb9a708de4d5f36f7%7C2046864f68ea497daf34a6629a6cd700%7C0%7C0%7C639033268513588874%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=QywNmjsSiH8HyMf5n0TRh3F2dt2W7jg7q8mEoNf3PtQ%3D&reserved=0 mailto:PHLcontracts@phila.gov

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1.8.2 Information provided verbally by any City official shall not be binding, relevant, or in any way considered to be a commitment by the City. The City will provide, in writing, any clarifications, changes, and/or other information deemed to be necessary.

1.9 Bid Submission

1.9.1 All quotes submitted to the City of Philadelphia must adhere to all bid submission requirements.

It is the seller's responsibility to ensure all bid submission requirements are met. Failure to adhere to these instructions may result in the quote being disqualified.

1.9.2 All quotes must be electronically submitted to PHLContracts by a seller with legal authority to bind the seller's Company as that authority is more fully described in the “Consent and

Authorization Agreement,” which Company has completed, signed and submitted to the City at the time of vendor registration or as an attachment to the first submitted quote; in no event will the City accept a quote from seller unless City has received a duly completed and signed Consent and Authorization Agreement by the time of bid opening. The Contract shall not be legally binding upon the City of Philadelphia unless and until it is executed in accordance with

Paragraph 13 of the attached Terms and Conditions.

1.9.3 Quotes to advertised sealed bids shall be submitted through PHLContracts and opened publicly at 10:30 AM Philadelphia local time via online video conference on the bid opening date.

1.9.4 Sellers must submit their electronic quote to the City of Philadelphia through PHLContracts no later than 10:30 AM on the date that the bid opens.

1.9.5 It is the seller's responsibility to ensure that the quote is submitted in a timely manner prior to the bid opening date and time in accordance with Paragraph 1 of attached Terms and Conditions. All quotes must be submitted electronically to the correct bid opportunity established for this Bid, through the PHLContracts online application process at: www.phlcontracts.phila.gov. Sellers who have failed to file complete applications through the PHLContracts online application process will not be considered for the contract. Be advised that the unavailability of timely help through our Customer Service will not extend an advertised deadline for electronic submission of your quote on PHLContracts. Please allow sufficient time prior to any application deadline for an adequate response to your inquiry or request for assistance.

1.9.6 Seller's quote should be complete and include all information required as described in the various sections of the bid solicitation, including but not limited to, specifications, Terms and

Conditions of Bidding and Contract, pricing, and all amendments. All pricing must be completed as specified in the bid solicitation. Every submitted quote the seller must fully accept the terms and conditions contained in the bid solicitation. Failure to accept all of the terms and conditions is a matter of responsiveness in accordance with Paragraph 8 of the attached Terms and

Conditions.

http://www.phlcontracts.phila.gov/

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1.9.7 Processing Fee

In addition to enrollment in the City's Annual Bid Security Program, sellers must pay, for each submitted quote, a non-refundable Bid Processing Fee of $25.00. Sellers can pay this fee electronically through the Revenue Department payment center at: https://www.phila.gov/make-a-payment/

Receipt of payment must be uploaded to the quote on PHLContracts.

Failure to submit the bid processing fee may result in the seller's disqualification from bidding.

In addition, if an award is made pursuant to the Bid Solicitation, any unpaid processing fees owed by the seller to the City must be paid prior to the City's release of any payments to the seller under the Contract.

1.9.8 Local Bidding Preference

In accordance with Chapter 17-109 of The Philadelphia Code relating to Local Bidding

Preferences this bid may be subject to a local bid preference1. In order to determine eligibility to receive the preference, if applicable, the seller must be certified as a Local Business Entity

(“LBE”) at the time of the bid opening.

Further, through submission of a quote in response to this bid, seller makes the following certification in connection with the grant of any local bidding preference which certification is incorporated into any contract resulting from this bid:

“Throughout the entirety of the contract, my company or my LBE certified subcontractor(s)2 will perform the majority of any work on the subject contract within the geographic limits of the City of Philadelphia and my company or my LBE certified subcontractor(s) will maintain within the City a majority of the inventory or equipment that will be used on the contract or the amount of inventory that is customary for that industry.”

If the Procurement Commissioner determines that the awarded seller fails to comply with its certification at any time during the term of its contract, the awarded seller's LBE certification will be revoked and the awarded seller shall be deemed in substantial breach of such contract, shall be required to pay liquidated damages as outlined in 4.2.5 and may be debarred by the

1 For applicable bids of One Million Dollars or less, the preference is ten percent (10%); for all other applicable bids the preference is five percent (5%).

2 If the Seller relies upon LBE subcontractor(s) to perform the majority of the work and maintain the majority of the inventory or equipment within the City, the subcontractor(s)’ LBE Certification Number and most recent annual affidavit of continuing eligibility must be submitted to the Procurement Department.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.phila.gov%2Fmake-a-payment%2F&data=05%7C02%7CKameron.Stopfer%40Phila.gov%7C150c9806ee114cffb9a708de4d5f36f7%7C2046864f68ea497daf34a6629a6cd700%7C0%7C0%7C639033268513588874%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=QywNmjsSiH8HyMf5n0TRh3F2dt2W7jg7q8mEoNf3PtQ%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.phila.gov%2Fmake-a-payment%2F&data=05%7C02%7CKameron.Stopfer%40Phila.gov%7C150c9806ee114cffb9a708de4d5f36f7%7C2046864f68ea497daf34a6629a6cd700%7C0%7C0%7C639033268513588874%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=QywNmjsSiH8HyMf5n0TRh3F2dt2W7jg7q8mEoNf3PtQ%3D&reserved=0

Philadelphia, PA 19102-1685

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Procurement Commissioner in accordance with the Procurement Department Debarment

Regulation for a period up to three years.

To apply for Local Business Entity (LBE) certification, go to:

https://www.phila.gov/services/business-self-employment/bidding-on-a-city-contract/get-certified-as-a-local-business-entity/

Please provide sufficient time prior to bidding for the processing of the LBE application. The

Procurement Commissioner reserves the right to request any additional or clarifying information at any time prior to the award of the contract, and during the performance of the contract.

1.9.9 Price List

A price list is not required for this bid.

1.9.10 Questions or Problems

In preparing the bid response, should any seller need clarification on the bid requirements, identify a discrepancy in the specifications, determine that a specified product has been discontinued or an alternate procedure is advised, etc.; then the seller is strongly encouraged to bring these issues to the attention of the Procurement Department prior to the bid opening by submitting questions on the Q&A tab of the applicable bid posted through PHLContracts.

Questions must be received no later than seven (7) calendar days prior to the scheduled opening date of the bid. The City reserves the right to only respond to those questions submitted prior to the stated deadline. The City will respond to questions it considers appropriate to this Bid Solicitation and of interest to all sellers, but reserves the right, in its discretion, not to respond to any question. The City reserves the right, in its discretion, to revise questions. No oral response to any seller question by any City employee or agent shall be binding on the City or in any way considered to be a commitment by the City.

If it is in the City's best interest to do so, the bid may be amended to reflect the proposed changes/modifications. Exceptions taken do not obligate the City to change the specifications.

The City of Philadelphia Procurement Department will post all amendments to the Bid on

PHLContracts regarding any interpretations/changes made to specifications or instructions. The

City will not accept responsibility for oral instructions, suggestions, or changes by any City agency.

Otherwise, the successful seller will have to provide the product or service exactly as defined in the Bid Solicitation including any and all specifications and requirements listed.

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1.10 Seller Qualification

1.10.1 All sellers must be a bona fide manufacturer of, or dealer in, the article or service specified within the bid and shall have at least 2 years of experience in satisfactorily executing the jobs, similar in nature and scope to those specified in this bid document. All contractor personnel providing on-site service must be at Electrician Journeyman Level.

1.10.2 An Electrician’s apprentice working under the supervision of a Journeyman Electrician will be permitted to provide service under the terms of this contract if requested by the contractor and approved the by City’s Maintenance Supervisor or his/her designate.

1.9.3 All Engineering services specified under this bid document shall be conducted under the supervision and approval of a Registered Professional Electrical Engineer with a power background and experienced in all phases of testing, calibrating and setting electrical power distribution equipment protective and control devices. The Registered Professional Electrical

Engineer shall be a full-time employee of the successful seller.

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1.11 Virtual Pre-Bid/Pre-Proposal Meeting

No Pre-Bid Meeting

There is no pre-bid meeting scheduled for this Bid.

1.12 Site Inspection

A site inspection is not applicable to this bid.

Section 2 Specifications

2.1 Successful seller(s) shall be required to supply the City of Philadelphia Water Department with

Repair, Preventive Maintenance Services, and/or Engineering Services for Electrical

Equipment as specified in Section 2 and 5 of this Bid Solicitation.

2.2 SCOPE OF WORK

Furnish all labor, tools, equipment, transportation, materials and all necessary appurtenances to perform preventive maintenance services and/or repairs, maintain electrical equipment and/or provide engineering services including test, Calibration of Electrical Equipment at Philadelphia

Water Department (PWD) facilities during the period of the contract and any subsequent renewal periods. Required services must be made available seven (7) days a week/ 24 hours a day

(Except Preventive Maintenance Services which are not needed on Sundays and holidays).

When necessary, emergency repair service will also be provided.

2.3 PERFORMANCE PERIOD

2.3.1 Regular service hours shall be provided Monday through Friday, 8:00 AM to 5:00 PM.

2.3.2 Overtime service hours shall be provided after 5:00 PM, Monday to Friday and

Saturdays.

2.3.3 Premium service hours shall be Sundays and Holidays. (Holidays to include:

New Year's Day, Martin Luther King Day, Presidents’ Day, Good Friday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving and

Christmas Day.

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2.4 RESPONSE TIME FOR EMERGENCY REPAIR SERVICE

Emergency Service are services required beyond the regular work hours specified in paragraph

2.3. Under emergency conditions, the contractor shall arrive at the job site within four (4) hours after being notified. Each occurrence of failure to meet this response time shall (may) subject contractor to liquidated damages as specified in paragraph 4.2.4.1 below.

2.5 SPECIFICS OF REQUIRED WORK

Repair, Maintenance, Electrical Testing and Calibration and Engineering Services as listed hereinafter:

2.5.1 Furnish all labor, tools, equipment, transportation, materials and all appurtenances to perform, preventive maintenance and/or repairs, and/or supply engineering services including Testing and Calibration of Electrical Equipment at the PWD

Facilities listed in Paragraph 2.5.6 and other Water Department Facilities, with similar requirements, as may be required.

2.5.2 The successful seller(s) must be able to perform the following tasks at a minimum.

2.5.2.1 Repairs and/or Preventive maintenance and/or complete calibration, testing on high voltage motors and transformers, high voltage and medium voltage circuit breakers, switch gear, protective relays, meters, instrumentation, sub-stations, all types of circuit transformers, cables and meters.

2.5.3 Engineering services shall include but be not limited to testing, calibration, system analysis, load studies, coordination studies, short circuit studies, power factor, and cable fault locating, D.C. high potential testing and energy studies.

2.5.4 ENGINEERING TEST REPORT

Test reports shall include a summary of the project, a description of the device tested, the test performed and the equipment used. The test results shall include

“as found” and “as left” conditions with conclusions and recommendations. Test

Reports shall be submitted to the Maintenance Supervisor or his/her designate.

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2.5.5 PARTS AND MATERIAL

Successful seller(s) shall be required to provide all parts and labor necessary to repair electrical equipment, in addition to the calibration, preventive maintenance, electrical testing and emergency services described. All repair service performed must be pre-authorized by the using agency before making repairs. All parts and materials supplied by successful seller under the contract resulting from this Bid

Solicitation shall be new, first quality products meeting original equipment manufacturer (OEM) specifications, but are not required to be provided by the

OEM.

2.5.5.1 The parts that are necessary are components of electrical systems but not limited to the following:

30-year old contactors, high voltage switchgear parts (springs, levers, contacts, coils, insulators, wiring harnesses, sensor boards).

2.5.5.2 Generic List of Parts:

A. Manufacturers to include but not limited to the following:

Westinghouse, Federal Pacific, GE, Toshiba, Siemens, Cutler Hammer, etc.

B. Parts to include but not limited to:

High/Medium voltage breaker parts (Springs, Levers, Coils, insulators, circuit boards, wheels, contacts, relays, pins, housings).

Transformer parts (gauges, gaskets, windings, bus bars, thermocouples, switches).

Variable frequency drive parts (coils, circuit boards, wiring harness, fans, contactors, switches, relays, meters, sensors, insulators, pushbuttons, indicating lamp assemblies, bus bars, terminal blocks).

Switchgear parts (coils, insulators, circuit boards, contacts, relays, pushbuttons, indicating lamp assemblies, bus bars, fans, contactors, switches, relays, meters.

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2.5.5.3 Materials

When parts and materials are required to perform a repair job under this contract, the contractor will furnish all parts and materials not supplied by the City, at seller's actual Acquisition cost from their supplier (as shown on supplier's invoices) + 5%

Mark-up (to be supported by supplier's invoices). Seller must submit original supplier's invoice with their invoice to the City. In no case shall parts cost exceed the actual cost from the supplier +

5%. No overhead, expenses, etc. shall apply to these parts costs.

Any overhead, expenses, etc. must be factored into the seller's quoted labor rates. No additional charges will be paid by the City.

2.5.5.4 Old Parts : All old parts shall be inspected by the Water

Department prior to disposal. The Water Department at its option may elect to retain certain old parts. The Contractor shall deliver any old parts to be retained by the Water Department to a location within the plant site designated by the Water Department.

2.5.6 DELIVERY LOCATIONS

Philadelphia Water Department

Flow Control Northeast WPC

5202 Pennypack St. 3900 Richmond St.

Phila., PA

Schuylkill Pumping Southwest WPC

Ridge & Schoolhouse Lane 8200 Enterprise

Phila., PA 19129

Southeast WPC Delaware Pumping

25 Pattison Ave 8601 State Road

Phila., PA 19136

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Biosolids Recycling Center

7800 Penrose Ave

Facilities Management Queen Lane WTP

29th & Cambria 3110 W. Queen Lane

Machine Shop Baxter WTP

29th & Cambria 9001 State Road

Belmont WTP Water Pumping

4300 Ford Road Various locations

8601 Torresdale Ave.

Material Management

Various locations

2.5.7 STANDARDS COMPLIANCE

The workmanship shall be of high caliber, and performed in a first class manner.

Work shall comply with standards of the Electrical Apparatus Service

Association, National Electrical Code, NEMA and National Electrical Installation

Standards.

2.5.8 SUPERVISION OF PERSONNEL

2.5.8.1 The City reserves the right to deny access to any employee of the successful seller when advance notice is not received.

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2.5.8.2 The successful seller shall supervise all service personnel so that at all times they present a neat appearance and their movement in the buildings are within the requirements of their work.

2.5.8.3 The City may assign a representative to accompany the service personnel.

2.5.8.4 Contractor’s Personnel

2.5.8.4.1 All personnel shall be physically able to do their assigned work and shall be free from any communicable disease.

2.5.8.4.2 All personnel shall be capable employees, thoroughly trained and qualified in the work assigned to them. Throughout the life of the contract, all contractor’s personnel providing on-site service must be Journeyman level Electricians or Electrician Apprentices working under the supervision of Journeyman Level Electrician as specified in section 1.10.

2.5.8.4.3 Contractor must agree to assign only personnel with the qualifications as specified in paragraph 1.10 to any one location or locations specified in the bid document, and to maintain the continuity of the personnel qualifications throughout the contract.

2.5.8.5 CONSTRUCTION METHODS & PLANS TO BE APPROVED

Before commencing work, the contractor shall, when required by the Plant’s Maintenance Supervisor or his/her designate, submit for approval his proposed methods of prosecuting the work and an estimated time schedule and a cost breakdown. Such approval is reserved in order to safeguard the City's interest, but it will in no way relieve the contractor of his obligation or responsibility for the safe and proper conduct of his work. Competent supervision shall be given at any or all times as the work demands for immediate uninterrupted and prompt prosecution of such.

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2.5.8.6 PORTABLE POWER DRIVEN MACHINE TOOLS

The contractor must possess for use when required an assortment of appropriate portable power driven machine tools. These tools and pumps are required to perform certain field repairs and work on site.

2.5.8.7 CRANES

The City will permit the use (when they are available) of electric cranes in the respective pumping stations. The City will furnish operators on electric cranes, but only at such time as they are not being used for station operation.

2.5.8.8 WORKMANSHIP

The workmanship shall be of high grade, and the employees supplied for the service shall be skilled commensurate with the requirements of the class of work found in the maintenance, repair, overhaul, testing of switch gear, transformers, cable, circuit breakers, protective relays motor control centers rotating machinery battery systems, etc., of Water Department power distribution equipment and other electrically operated equipment.

2.5.8.9 POWER AND LIGHT

All power and light required for the work shall be provided and maintained by the contractor at his expense. All temporary connections for electrical portable equipment or lighting units shall be furnished, installed, connected and maintained by the contractor, and shall be disconnected and removed by him prior to completion of the work.

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2.6 Reports Required

2.6.1 Malfunction Report

The successful seller(s) shall furnish a malfunction incident report to the City upon completion of each service call. The report shall include, at a minimum, the following:

• date and time notified

• date and time of commencement of work

• type and model number(s) of equipment

• time expended for repair

• description of repair necessity

• (list of parts replaced)

2.6.2 Preventive Maintenance Reports

Preventive maintenance work orders will be issued by the Plant’s maintenance supervisor or his/her designate, detailing the tasks to be completed. PM work order reports shall be submitted to the City’s maintenance supervisor at the end of each work day and shall include a summary of the findings, time incurred in carrying out the task, name of technicians, any parts requiring replacement and any additional recommendations to restore equipment to good operating order.

2.6.2.1 Additionally, if prior to, or during the course of carrying out the work, items are discovered which are unsafe, or which may cause unsatisfactory operation, the successful seller shall bring such matters to the attention of the Maintenance Supervisor without delay.

2.7 SAFETY

The contractor shall, in the performance of his work, follow all standard safety practices of the trades. He/she shall at all times comply with requirements of the Occupational Safety and

Health Act of 1970 OSHA).

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2.8 WARRANTY

All work performed shall be subject to a repair warranty of not less than ninety (90) days against defects in materials and workmanship. All repair parts shall have the standard manufacturer’s warranty for that part enforced. During the warranty period, there shall be no additional charges to the City for labor or parts on the specific equipment repaired.

2.9 CONTRACTOR’S REPAIR AND/OR WARRANTY RESPONSIBILITIES SHALL NOT

INCLUDE

Work external to the equipment, changes or alterations to the physical environment of the City’s site, moving or reinstallation of equipment except when required by the contract provisions or as an integral part of the repair, maintenance or repair of accessories or equipment not specifically covered under the contract without written request and approval by the plant supervisor (or City designee), and the Procurement Dept. prior to commencement of work, or repair made necessary by misuse or negligence of the City, its employees, agents, contractors or invitees.

2.10 WORK SITE MAINTENANCE

Upon completion of work, seller shall remove from the site all tools, equipment, surplus and discarded materials, including debris, dirt, existing materials and rubbish accumulated as a result of the repair service. The seller shall leave site in a neat and presentable condition.

2.11 PRICING

Sellers shall submit a pricing in the PHL Contracts Items Tab. Seller must bid all items within a

Section to be eligible for award of that Section. Prices shall be firm for the Initial Term of the

Contract. If subsequent Renewal Terms are exercised by the City, the seller may increase prices as per paragraph 4.4 "Price Increase or Decrease."

Labor rates shall include all labor, tools, materials and equipment necessary to perform all routine tests, repair and maintenance and calibration of equipment and Engineering Services at the Pumping Stations or other Water Department Facilities. It is understood that travel time to and from the job will not be allowed as a separate payable charge.

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2.11.1 Part A - Engineering Services:

Seller shall provide labor and parts for Engineering Services required by the various

Water Department Facilities. Please refer to PHL Contracts Items Tab.

26016 043

Parts used in supplying Engineering services:

PARTS SHALL BE REIMBURSED BY THE CITY AT SELLER’S

ACTUAL PURCHASE COST FROM THEIR SUPPLIER (as shown on supplier's invoice) + 5% MARK-UP (TO BE SUPPORTED BY SUPPLIER'S INVOICES).

Seller must submit a copy of original supplier's invoice with their invoice to the

City. In no case shall parts cost exceed the actual cost from the supplier + 5%. No overhead, expenses, etc. shall apply to these parts costs. Any overhead, expenses, etc.

must be factored into the seller’s quoted labor rates. No additional charges will be paid by the City.

Contractor MUST purchase all parts directly from the manufacturer or an authorized dealer of the manufacturer, then supplier can NOT mark-up part/material cost by a percentage greater than 5 percent.

Seller shall supply all expendable materials necessary to perform routine repair services to the equipment owned by the City.

The City of Philadelphia reserves the right, solely and in its best interests, NOT to purchase the part/material in question if the City finds the pricing cost prohibitive.

The City of Philadelphia reserves the right, solely and in its best interests, to purchase the part/item in the open, competitive market.

ESTIMATED EXPENDITURES FOR PARTS: $10,000.00

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2.11.2 Part B - Repair of Electrical Equipment:

Seller shall provide labor and parts for Repair of Electrical Equipment and systems required by the various Water Department Facilities. Please refer to PHL Contracts Items

Tab.

26016 057

Parts used in Electrical Repair services:

PARTS SHALL BE REIMBURSED BY THE CITY AT SELLER’S

ACTUAL PURCHASE COST FROM THEIR SUPPLIER (as shown on supplier's invoice) + 5% MARK-UP (TO BE SUPPORTED BY SUPPLIER'S INVOICES).

Seller must submit a copy of original supplier's invoice with their invoice to the

City. In no case shall parts cost exceed the actual cost from the supplier + 5%. No overhead, expenses, etc. shall apply to these parts costs. Any overhead, expenses, etc.

percentage greater than 5 percent.

ESTIMATED EXPENDITURES FOR PARTS: $30,000.00

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2.11.3 Part C - Preventive Maintenance Services:

Seller shall provide labor and parts for Preventive Maintenance Services required by the various Water Department Facilities. The seller will provide services on an as needed basis to disassemble, clean, grease, etc. electrical equipment and devices as per the PM work orders which will be issued by the maintenance supervisor). Please refer to PHL

Contracts Items Tab.

26016 046

Parts used in Preventive Maintenance services:

PARTS SHALL BE REIMBURSED BY THE CITY AT SELLER’S

ACTUAL PURCHASE COST FROM THEIR SUPPLIER (as shown on supplier's invoice) + 5% MARK-UP (TO BE SUPPORTED BY SUPPLIER'S INVOICES).

Seller must submit a copy of original supplier's invoice with their invoice to the

City. In no case shall parts cost exceed the actual cost from the supplier + 5%. No overhead, expenses, etc. shall apply to these parts costs. Any overhead, expenses, etc.

percentage greater than 5 percent.

ESTIMATED EXPENDITURES FOR PARTS: $10,000.00

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2.11.4 WORK REQUIREMENTS BEYOND CONTRACTOR’S CAPABILITY:

2.11.4.1 (26016-060 & 26016-061)

When special requirements or repairs are beyond the seller’s scope, facilities and/or capability, the seller will be responsible for obtaining the required services from an Accredited

Organization. The seller will submit a quotation with detailed costs for approval of the maintenance supervisor or his/her designate prior to contracting out any work.

Detailed Costs may include the Installation, Repair, and/or Maintenance beyond the capabilities of the original Seller to service existing equipment and systems in PWD facilities. And the use of specific manufacturer repair services or maintenance services to repair, replace, or install existing equipment and systems in PWD facilities.

26016-060 (ESTIMATED EXPENDITURES FOR PARTS: $20,000.00)

Engineering services beyond the scope of the original Seller to fabricate, repair, install, and/or maintain existing equipment installed in PWD facilities may also be required.

26016-061 (ESTIMATED EXPENDITURES FOR PARTS: $80,000.00)

Electrical Equipment and Systems Repair Services beyond the scope of the original Seller to fabricate, repair, install, and/or maintain existing equipment installed in PWD facilities may also be required.

Subsequently, the City will reimburse the incumbent seller on a cost plus “handling charge” basis to include a profit.

2.11.4.2 Original invoices or certified copies of invoices, billing the incumbent seller for service rendered by the third party contractor, will be submitted to the serviced City agency in triplicate.

2.11.4.3 Mark-up to Seller’s cost, when billing the City for handling and profit, will in no case ever exceed 10% above contractor’s actual cost.

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2.12 DEFINITIONS

2.12.1 Department Representative: For purpose of this contract, Department

Representative is defined to be the Building Maintenance Supervisor person designated by the ordering Department to be a responsible City representative at a particular location covered under this contract. The successful bidder shall request and receive from the Department a listing by location of the Department

Representative prior to the start of any work under this contract.

Section 3 Bid Evaluation and Award

3.1 Bid Evaluation

3.1.1 Bids will be evaluated by the Procurement Department.

3.1.2 Bids will be evaluated for responsiveness to the bid specifications and the responsibility of the sellers.

3.1.3 Bids may be disqualified if they are deemed to be non-responsive without notice. All decisions regarding responsiveness are final and are not appealable.

A bid may be deemed non-responsive for any of the following:

(a) improper bid security

(b) improper bid execution

(c) incompleteness

(d) offering counter terms and conditions

3.1.4 Sellers whose bids are determined to be non-responsible for reasons of seller qualification shall be notified by the City of the reasons for the determination and may contest the finding of non-responsibility through the prescribed procedures described in paragraph 9 of “SS&E Terms and

Conditions of Bidding and Contract”.

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3.2 Evaluation and Award

3.2.1 The Procurement Commissioner reserves the right to award this bid as a whole or by Section, whichever he/she deems to be in the best interest of the City. Seller must bid all items in a

Section to be eligible for award.

3.2.2 Application of LBE Preference

In applying the 10% preference, if applicable, the bid price of the LBE will be multiplied by .90 and rounded to the second decimal place. In applying the 5% preference, if applicable, the bid price of the LBE will be multiplied by .95 and rounded to the second decimal place. The adjusted bid price of the LBE will then be used in determining the lowest responsive and responsible seller. If the bid is awarded as a whole or by section, the local bid preference may be applicable.

If the bid is awarded by line item, the local bid preference is not applicable.

Unless the Procurement Commissioner determines to waive the preference for the reasons stated in subsection 7b. of the LBE Regulation, an LBE, whose bid is otherwise responsive and responsible and who has submitted the required information, shall be granted the applicable bid preference on competitive bid(s) awards that are awarded as a whole or by section.

3.2.3 Performance Security and Bond

In this bid, Performance Security in the amount of $25.00 is required as outlined in paragraph 13 of “SS&E Terms and Conditions of Bidding and Contract”. Any applicable, performance security shall be required for any subsequent renewal periods.

or

If the total award amount exceeds $500,000, the Performance Security does not apply. Upon notification of award, the City will require the successful seller to provide an individual

Performance Bond in the amount of 100% of the contract award as specified in the Letter of

Award. For any subsequent renewal periods, sections 1.2.1 and 1.2.2 shall apply.

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Fees are paid electronically through the Revenue Department payment center at:

https://www.phila.gov/make-a-payment/

Type of Fee Fee Amount

Bid Processing Fee $25.00

Annual Master Bid Security Fee $100.00

Performance Security Fee $25.00

3.2.4 Required Disclosures

In accordance with Philadelphia Code Section 17-104, the successful seller, after award of the

Contract, is required to disclose the following:

(a) Slavery Era Records. The seller will complete an affidavit certifying and representing that the seller (including any parent company, subsidiary, exclusive distributor or company affiliated with seller) has searched any and all records of the seller or any predecessor business entity regarding records of investments or profits from slavery or slaveholder insurance policies during the slavery era. The names of any slaves or slaveholders described in those records must be disclosed in the affidavit. The seller expressly understands and agrees that any false certification or representation in connection with this disclosure and/or any failure to comply with these requirements shall constitute a substantial breach of this

Contract entitling the City to all rights and remedies provided in this Contract or otherwise available in law (including, but not limited to, Section 17-104 of The Philadelphia Code) or equity and the Contract will be deemed voidable. In addition, it is understood that false certification or representation is subject to prosecution under Title 18 Pa.C.S.A. Section

4904.

(b) Female Executives and Board Members. The seller must provide the following information:

i. the current percentage of female executive officers in the company and the current percentage of females on the company's executive and full boards;

(c) Demographic Data Disclosures. The seller agrees to provide the following information before formally accepting the Contract:

i. Seller’s and each subcontractor’s prior years of experience performing on City contracts in any capacity during the five calendar years prior to the date of the opening of bids for the Contract;

ii. Demographic data on the workforce of the seller (race, ethnicity, gender identity, salary range, Philadelphia residence, and other categories that may be established by regulation), as of the Report Date (June 30th immediately preceding the date the bid is filed); and https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.phila.gov%2Fmake-a-payment%2F&data=05%7C02%7CKameron.Stopfer%40Phila.gov%7C150c9806ee114cffb9a708de4d5f36f7%7C2046864f68ea497daf34a6629a6cd700%7C0%7C0%7C639033268513588874%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=QywNmjsSiH8HyMf5n0TRh3F2dt2W7jg7q8mEoNf3PtQ%3D&reserved=0

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iii. Demographic data on the board of the seller

The above disclosure requirements can be fulfilled via electronic form:

https://www.phila.gov/services/business-self-employment/bidding-on-a-city-contract/file-transparency-in-business-act-disclosure-forms/

For Sole Source contracts, the seller is subject to additional disclosure requirements established under Chapter 17-1400 of The Philadelphia Code.

The seller expressly understands and agrees that any false certification or representation in connection with this disclosure and/or any failure to comply with these requirements shall constitute a substantial breach of this Contract entitling the City to all rights and remedies provided in this Contract or otherwise available in law (including, but not limited to, the “City of

Philadelphia Policy and Procedures for Debarment and Suspension of Vendors and

Contractors”) or equity and the Contract will be deemed voidable. In addition, it is understood that false certification or representation is subject to prosecution under Title 18 Pa.C.S.A.

Section 4904.

3.2.5 Anti-discrimination and Equal Opportunity in Contracting

The City, acting through its Office of Economic Opportunity (“OEO”), works to ensure that all businesses desiring to do business with the City have an equal opportunity to compete under the City’s procurement process free from unlawful discrimination. In furtherance of this goal, the City will track the participation of small and local businesses at all tiers of City contracting. In accordance with City requirements and all applicable law, seller agrees to comply with the City’s requirements for the collection, retention, and reporting of data relating to contracting at any tier, including subcontracts.

Nothing in this Section shall be interpreted as (i) imposing mandatory quotas or percentages tied to protected group status, (ii) limiting the City's ability to periodically review, amend, or update its contracting policies consistent with applicable law and evolving policy objectives, or (iii) limiting the

City’s ability to issue additional guidance on the collection, retention, and reporting of contracting data pursuant to this Section.

Seller agrees that the City may, in its sole discretion, conduct periodic reviews to monitor seller’s compliance with the collection of data relating to contracting at any tier, including subcontracts.

Seller agrees that in the event the City determines that seller has failed to comply with any of the requirements of this Section, the City may exercise any rights and remedies it may have under this Contract which includes withholding payment, suspension or termination.

https://www.phila.gov/services/business-self-employment/bidding-on-a-city-contract/file-transparency-in-business-act-disclosure-forms/ https://www.phila.gov/services/business-self-employment/bidding-on-a-city-contract/file-transparency-in-business-act-disclosure-forms/

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The City has no direct contractual relationship with any subcontractor, and the Contract does not give any subcontractor any legal rights or remedies pursuant to this Section except the rights or remedies such subcontractor may be entitled to under its contract with seller. The remedies outlined in this Contract are for the City’s benefit only. The failure of the City to enforce or the indulgence of any non-compliance with this Section shall not constitute a waiver of the City’s rights nor give rise to actions by any third parties, including subcontractors.

Seller hereby verifies that all information submitted to the City in connection with this Section is true and correct and is notified that the submission of false information is subject to the penalties of

18 Pa.C.S. § 4904 relating to unsworn falsification to authorities, which may include payment of a fine of at least $1,000 and a term of imprisonment of not more than two (2) years.”

3.2.6 Insurance:

Insurance is a requirement for this bid in accordance with Paragraph 15 of the “SS&E Terms and

Conditions of Bidding and Contract”. No contract will be executed nor purchase order issued unless and until all required insurance certificates, in the required amount, are received.

All insurance must meet the following requirements:

• Insured must be in the same name and address as the successful seller.

• The insurance carrier must be rated “A” or better by AM Best.

• The certificate holder must be the City of Philadelphia, and specifically named as an additional insured on the certificate in the "Description of Operations section".

• Certificate must be signed by an authorized representative of the insurance company/carrier.

All certificates are to be uploaded to PHLContracts or sent to Proc.Contracts@phila.gov mailto:Proc.Contracts@phila.gov

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Section 4 Contract Management

4.1 City of Philadelphia Responsibility

4.1.1 Order Against Contracts

Upon contract conformance, purchase order(s) will be issued at such time that the product and/or service is needed and will show if delivery is to be made upon receipt of order, or only after notification by the using department.

(a) For Requirements contract types, products or services will be ordered and delivered on an as-needed basis during the contract term. A minimum quantity is not guaranteed.

4.1.2 Invoices

Invoices shall be submitted after delivery and acceptance of the product or service by the City.

The City makes all efforts to process invoices in a timely manner. Incomplete or inaccurate information may result in invoice processing delays.

Invoices must contain the information specified in section 4.2.13 in order for the City to process payments as quickly as possible.

Payments will only be made to the entity name as shown on the purchase order; the invoice must reflect this same entity name as the entity to “pay to”. Before any City payments are made, the awarded entity will be required to enroll in ACH and submit invoices through the City’s vendor payment portal at: https://vendor-payments.phila.gov/login

4.1.3 The using agencies and departments are responsible for monitoring the services and/or products delivered as described in the contract. If any problems arise, a letter should be sent to the vendor requesting resolution by a specified date. A copy should be sent to the buyer. If vendor does not resolve the breach of contract by the requested date the matter should be turned over to the buyer.

https://vendor-payments.phila.gov/login

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4.1.4 Add-ons

The City reserves the right to add, delete and/or acquire products/services that the…