Electrical_Bid_Specs_v2.pdf

SPECIFICATIONS

City of Minneapolis Health Department

Residential Electrical Repair Services Event No. 4230

Overview

The intent of this Request for Bid is to establish one or more pricing contracts for residential electrical repair and maintenance services with qualified contractors (the “Contractor” or “Contractors”) who can provide all labor, equipment, including service trucks with materials and tools, transportation, permits, fees, licenses, etc. for residential electrical repairs, including single and multi-family housing units.

The City of Minneapolis has several Housing and Urban Development (HUD) grant programs assisting residents with carpentry services. The successful contractor may be assigned work of similar scope by the Minneapolis Health Department or other City Departments. Therefore, the Contractor(s) should have a flexible organization capable of performing multiple assignments simultaneously for emergency and non-emergency calls. The successful Contractor(s) shall be available for any and all carpentry-related jobs required for single family homes, rental properties, or other residential housing units.

Contract Term

It is the City’s intent to award up to two (2) contracts to the overall low responsive and responsible bidder(s) meeting all specifications. The initial term shall be a one (1) year contract from approximately August 2026, through approximately August 2027. This contract may be renewed at the expiration of the initial term at the request of the City and the Contractor. The City reserves the right to extend this contract for up to two (2) additional 12-month periods if agreeable to both parties. The total value of all contracts issued under this award shall not exceed $175,000. If the maximum contract value is reached prior to expiration of the agreement, the contract will be terminated early.

Price Escalation Prices shall be firm for the initial contract period. After the initial contract period, an escalation may be allowed for any extensions based upon a demonstrable industry wide, regional and/or operational increase in the contractor’s costs. For documented evidence to be considered, it must be submitted to the City of Minneapolis Procurement Office sixty (60) days prior to the end of the current contract year. The exact amount of escalation, if any, will be governed by the validity of the documentary evidence submitted. No price increase will be effective until approved by the City of

Minneapolis Procurement Office. With the exception of extraordinary circumstances, the amount of any increase shall not exceed the Consumer Price Index (CPI) or five (5) percent, whichever is higher.

Non-Exclusive Any contract(s) resulting from this Request for Bid will not be an exclusive contract and the City reserves the right to hire other contractors, to perform similar work, and seek bids from other vendors.

Rights of the City The City reserves the sole and exclusive right, in accordance with all applicable law, to reject all or any part of any bid, waive informalities, defects, irregularities, variances, technicalities, and award the contract to the lowest responsive and responsible bidder(s) to best serve the interest of the City.

Informality shall mean a minor defect or variation of a bid from the exact requirements of the specifications which does not affect the price, quality, quantity, or delivery schedule for the goods, services or construction being procured.

Insurance Successful bidder will be required to provide a Certificate of Insurance naming the City of Minneapolis as an additional insured for this project before the bid award isfinalized. Certificate shall be issued by an insurer authorized to do business in the State of Minnesota with the at minimum, the following coverage limits:

• Commercial General Liability Insurance: $1,000,000 per occurrence for bodily injury and property damage including coverage for premises/operations and products/completed operations.

• Auto Liability: $1,000,000 combined single limit for bodily injury and property damage. (If no Auto Liability, the Commercial General Liability policy should cover Non-Owned Auto Liability)

• Workers' Compensation Insurance: As required by law.

Work to be Performed

Projects shall include, but not be limited to, properly identifying the presence of and removing knob and tube wiring, adding additional circuits, replacing panels and sub-panels, adding dedicated lines and grounds, replacing motors, and other electrical work as described by the City Project Manager to be performed in residential homes and multi-family or commercial structures.

Work may require the demolition or alteration of existing systems; in which case, all material and debris shall be cleaned up and removed from site by the Contractor.

The Contractor shall provide all materials and labor necessary to perform maintenance, repair, renovations, installation or alteration of the roof, structural elements, walls, floors, stairs, handrails, doors, windows, cabinets, and any and all other components per specifications which will be provided by the authorized City Project Manager or contained in the scope of work. Work may be performed on the exterior or interior of buildings.

Ensure all work complies with the Minneapolis Building Code, Minnesota State Electrical Code, and ADA guidelines. Follow all safety protocols during installation, including use of personal protective equipment (PPE).

Worker Protections Contractor must comply with all standards outlined in OSHA 29 CFR 1926. Workers must wear the required and applicable personal protective equipment (PPE) for all work done under this contract.

Permits & Inspections Contractor shall obtain all construction permits for services required for completion of work.

Quantities The quantities listed in the specifications and/or bid form are estimated only and may not indicate the actual quantity that will be ordered. They may not indicate the actual quantity which will be ordered, since such volume will depend upon requirements which develop during the Contract period and shall not be construed to represent any amount which the City shall be obligated to purchase under the Contract or relieve the Contractor of its obligation to fill all orders placed by the City.

Hours of Operation

All work shall be scheduled at the convenience of the City so as not to interfere with the City’s conduct of business.

Answering machines are unacceptable as point of contact. For emergency calls, outside normal working hours (weekend and/or holidays), the Contractor shall provide a contact person’s name and telephone number or have voicemail paging system service or answering service. Contractors using a voice mail paging system or answering service for emergency calls in lieu of a contact person shall be required to initiate a call back to the sender within 15-25 minutes. Repeated failure to respond within the above timeframe shall, at the option of the City, result in termination of the Contract.

Regular Time (Monday to Friday; 7:00 am – 5:00 pm) The successful contractor shall acknowledge to the City Project Manager the request for service via telephone no later than 30 minutes after a service request is made. At initial phone call, Contractor should coordinate with City Project Manager to schedule a site visit. Contractor shall provide City Project Manager a preliminary written estimate within 48 hours of the initial phone call.

Over Time (Monday to Friday; 5:00pm – 7:00am) and Weekend Time (Saturday and Sunday) The City will call the Contractor as need occurs, which may be at any time (24 hours a day) to furnish services on an immediate response. Contractor shall respond via telephone to the City Project Manager within two (2) hours after notification to develop a response plan. In emergency situations, the Contractor will be expected to quote reasonable time frames for the arrival of equipment to the location specified. During emergency operations, the service may be ordered from the Contractor who can provide for the need in the shortest possible period of time.

In the event the Contractor is required to perform work other than Monday through Friday from 7:00 a.m. to 5:00 p.m., and emergency calls, Contractor shall charge no more than 1½ times the fixed hourly rate for the individual performing the service. This rate shall only be charged with prior authorization from the City Project Manager.

Delays and Delivery Failures

The Contractor must keep the City advised at all times of status of parties’ agreement. If delay is foreseen, the Contractor shall give immediate written notice to the City Project Manager. Should the Contractor fail to deliver the proper item(s)/service(s) at the time and place(s) contracted for, or within a reasonable period of time thereafter as agreed to in writing by the City Project Manager, or should the Contractor fail to make a timely replacement of rejected items/services when so required, the City may purchase items/services of comparable quality and quantity in the open market to replace the undelivered or rejected items/services. The Contractor shall reimburse the City for all costs in excess of the Agreement price when purchases are made in the open market; or, in the event that there is a balance the City owes to the Contractor from prior transactions, an amount equal to the additional expense incurred by the City as a result of the Contractor's nonperformance shall be deducted from the balance as payment.

Equipment & Materials

Contractor shall have in its possession all tools and equipment of the trade necessary to perform the work described in these Specifications and any subsequent addenda per industry standard as well as any tools, and safety equipment that may be required by OSHA, or any other regulating government agencies. Any specialty equipment needed to perform a task that is not covered by the above statement shall be presented to the City for approval and acceptance prior to work commencement. The City will consider reimbursement of approved specialty equipment.

Materials Proposed as Equal Whenever an article or material is defined by describing a proprietary article, or by using the name of the manufacturer, the term "or approved equal", if not inserted, shall be implied.

The specific article or materials mentioned shall be understood as indicating the type, function, minimum standard of design, efficiency, and quality desired, and shall not be construed to exclude other manufacturer's products of comparable quality, design and efficiency.

Makes and models of items which the Contractor alleges to be equal to those named in the specification shall be subject to the approval of the Project Manager. The use of alternate items will not be permitted by the City without written approval of the Project Manager. The contractor shall not be relieved from the responsibility for furnished articles or materials equal in quality, design and efficiency to those specified because of the approval of such alternates.

Responsible Workmanship & Professionalism

It is the City’s intent to hire only those contractors who act in a responsible, careful, and professional manner. Contractor shall maintain in its employ competent, reliable, and qualified persons sufficient in number and in labor hours to satisfactorily carry out said functions, and to fully and satisfactorily perform the duties specified in this agreement. All individuals performing services on behalf of the Contractor must wear clothing always identifying their company.

If any person employed by the Contractor shall appear to the City Project Manager to be incompetent or to act in a disorderly or improper manner, such person shall be removed immediately at the request of the City and shall not again be re-employed on subject project except by written consent of the City.

Contractor is responsible for ensuring that its employees abide by the terms of this Contract while engaged in performances of these services and that they are physically able to perform the work assigned to them by the Contractor. The City reserves the right to require immediate removal of any Contractor employee from City service it deems unfit for service for any reason, not contrary to law. This right is non-negotiable, and the Contractor agrees to this condition by accepting this Agreement.

Quality of Work All work under this Contract shall be performed in a skillful and workmanlike manner. Only first-class work shall be performed, and all materials furnished in carrying out this Contract shall be of character and quality required by the specifications. Where no standard is specified for such work or materials, they shall be the best of their respective kinds. Any unsatisfactory work done, or materials furnished at whatever time they may be discovered shall be immediately removed and satisfactorily replaced by the Contractor when notified to do so by the Project Manager.

Quality of Materials Unless otherwise specified, all materials and equipment incorporated in this project shall be new and of the best quality for the purpose intended. Should the quality of a material be unspecified in the documents, the Contractor must provide the best product for the purpose intended to the satisfaction of the City Project Manager.

Work Execution Timeline The Contractor is required to complete a project within 2 – 4 weeks of receiving notice of the project from the City Project Manager, unless an exception is otherwise granted.

Reference Standards For products specified by association or trade standards, Contractor must comply with the requirements of the standard, except when more rigid requirements are specified or are required by applicable codes.

Date of standard is that in effect as of Bid date, or date of Agreement when there are no Bids, except when specific date is specified.

Subcontracting Subcontracting of any work covered by this contract is NOT permitted except by prior written consent of the City. Contractor agrees to bind any subcontractor, and every subcontractor shall agree to be bound by the terms of the fully executed Agreement, specifications, and drawings.

It is anticipated that the total amount of this award will exceed $50,000. A signed Responsible Contractor form is required from all bidders. When no subcontractors will be used, Bidders should write “none” on the first line of the form before signing, dating, and returning it with your bid.

Drug & Alcohol Use Drug and alcohol use are prohibited while performing work on behalf of the City. Contractor is responsible for ensuring that there is no consumption of alcoholic beverages or use of illegal drugs by its employees or subcontractors during working hours.

Safety Equipment & Warning Devices

Contractor shall have in its possession all tools and equipment of the trade necessary to perform the services requested by the City per industry standard as well as any tools, and safety equipment that may be required by OSHA or any other regulating government agencies. Any specialty equipment needed to perform a task that is not covered by the above statement shall be presented to the City for approval and acceptance prior to work commencement. The City will consider reimbursement of approved specialty equipment.

All vehicles and other equipment used by the Contractor shall be equipped with all safety devices and equipment required by law.

Project Closeout

Approval & Final Acceptance The Contractor will remove all debris and packaging materials after the work is complete and restore the workspace to its original condition. The City Project Manager will schedule the final acceptance inspection with the Contractor.

After final inspection, the Contractor will be notified of final acceptance or of additional or corrective work required before final acceptance. Deficiencies and omissions which become known at any review, or any time prior to final acceptance shall be conveyed to the Contractor in written notice and shall be completed before final acceptance.

Guarantee All materials and workmanship furnished under this specification and contract shall be guaranteed for no less than one (1) year after acceptance. Upon receipt of notice from the City of failure during the guarantee period, the affected part or parts shall be replaced or repaired promptly by and at the expense of the Contractor to the satisfaction of City Project Manager.

Minimum Qualifications

Bidders must demonstrate that they have the resources and capability to provide the materials and services as described herein. All bidders must submit any documentation indicated in this document or in the event bid factors with their bid. Failure to provide any of the required documentation may be cause for bid to be deemed non-responsible and rejected.

The following criteria shall be met to be eligible for this contract:

• Contractor must be a Minnesota licensed contractor or employ a licensed master electrician required to perform the services of this bid.

• The successful bidder must be in business a minimum of one (1) year.

Documentation may be requested of the lowest, responsible, and responsive bidder to verify length of time in business.

• Each job should have a licensed worker on site at all times. Depending on the nature of a job, it may not require two workers onsite.

Licenses, Certifications, and Registrations The Contractor shall meet all other license, certification, registration, and any other requirements of the Federal, State, and local regulations with jurisdiction in such matters as necessary to perform the contractual services requested in this solicitation. Copies of such licenses, certifications, registrations, and any other requirements shall be made available upon request by the City throughout the period of the agreement.

Criminal Background Checks The Contractor shall submit names, social security numbers, and other information when requested in addition to performing their own background check. The information will be used by the City to perform its own nation-wide criminal background checks when it is deemed necessary for reasons of security or confidentiality. When this occurs, the Contractor shall not send any workers to the job site who do not have a background check. If the Contractor needs to have materials delivered to the job site, deliveries from outside vendors must be approved in advance by the City Project Manager.

Invoice & Payment

All work requested under this Contract shall be placed on a City issued Purchase Order. Bidder shall make all reasonable efforts to submit invoices and documentation in an electronic format, such as PDF or other format compatible with City software capabilities, in lieu of paper invoices, and documentation, when so requested by City. Upon delivery and acceptance of the materials, the Bidder shall submit an invoice detailing the appropriate charges.

Invoices shall be submitted to:

City of Minneapolis – Accounts Payable 505 Fourth Ave. S, Room 310 Minneapolis, MN 55415 Email: submitinvoices@minneapolismn.gov

Upon receipt of invoice and final inspection and acceptance of the materials, the City will render payment within thirty (30) days unless any items thereon are questioned, in which event payment will be withheld pending verification of the amount claimed and the validity of the claim. The Supplier shall provide complete cooperation during any such investigation.

Bid Form

Submission Unit prices shall encompass all costs associated with providing the services described herein, including, but not limited to manufacturing and delivery. No additional fees will be paid.

Material Cost (Verifiable Cost)

The City will not pay for any materials mark up. Verifiable cost shall be defined as the actual cost to the Contractor from their supplier.

At any time, the City may require the Contractor to provide proof of actual costs. This verification may include, but not be limited to, actual invoices from the supplier, paid receipts, etc. The City will not be required to pay any invoice until such time as the actual cost to the contractor has been verified.

Labor Rates Labor hours paid under this Contract shall be only for productive hours at the job site. No minimum charge requirements will be accepted. Overhead, inclusive of, but not limited to includes but is not limited to estimates, office support, transportation to/from the job, material acquisition, and supervision, is not billable separately and shall be included in the productive hourly rate.