Emergency_Procurement_-_After-Hour_Electrician_Services.pdf

EMERGENCY PROCUREMENT

2025-EP-001

EMERGENCY PROCUREMENT - AFTER-HOUR ELECTRICIAN

SERVICES

City of Gallup

110 W Aztec Ave.

Gallup, NM 87305

RELEASE DATE: August 2, 2024

RESPONSE DEADLINE: September 2, 2024, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/gallupnm https://procurement.opengov.com/portal/gallupnm

City of Gallup

EMERGENCY PROCUREMENT

Emergency Procurement - After-Hour Electrician Services

I. Summary II. Scope of Work

III. Vendor Protest Submission

Attachments:

A - Emergency Justification-After Hours Electrician Services

Emergency Procurement #2025-EP-001 Title: Emergency Procurement - After-Hour Electrician Services

1. Summary

THIS IS NOT A COMPETITIVE BID

This emergency procurement is per City of Gallup Procurement Code (Chapter 9, Section 1-9-17.B) and statutes (NMSA 1978, Section 13-1-127).

Requesting Department/Office: Electric Department

Product and/or services to be purchased: After-hour Electrician Services

Prospective Vendor/Contractor Information Name: Justin Time Electrical LLC

Prospective Vendor/Contractor Address: 311 E. Hill Ave., Gallup NM, 87301

Prospective Vendor/Contractor Contact Name, Telephone Number, Email Address: Justin Martinez,

(505) 979-0977

Amount of Prospective Cost: Costs will be job by job based

Term of Prospective Contract: Three (3) Months

Note: Term may not exceed one (1) year

2. Scope of Work

2.1. Emergency Procurement

Emergency Justification for:

After-Hour Electrician Services

The City of Gallup, New Mexico determined that the following emergency exists. Describe emergency:

The City of Gallup, New Mexico, has determined that an emergency situation exists due to a critical shortage of qualified electrician. Due to the unexpected departure of one of our electricians, we currently have only one electrician available to address the city's electrical needs.

The existence of the emergency condition creates an immediate and serious need for services, construction or items of tangible personal property that cannot be met through normal procurement methods and the lack of which would seriously threaten:

1. the functioning of government;

2. the preservation or protection of property; or

3. the health or safety of any person.

I. Contract award details and required statutory information is as follows:

Name of Agency & Contact Information:

City of Gallup

Frances Rodriguez, CPPB

P.O. Box 1270

Gallup, NM 87305

505-863-1334 phone

888-920-0611 fax frodriguez@gallupnm.gov

II. Name of Contractor & Address:

Justin Time Electrical LLC

311 E. Hill Ave., Gallup NM, 87301

Justin Martinez, (505) 979-0977

Amount of prospective contract:

mailto:frodriguez@gallupnm.gov

Costs will be job by job based

Term of prospective contract:

Three (3) Months

III. Please thoroughly list the services (scope of work), construction or items of tangible personal property of the contract:

• Power Restoration: Immediate response to restore power in case of outages or failures

• Fault Diagnosis: Identify and troubleshoot electrical faults or malfunctions.

• Circuit Repair: Repair or replace damaged electrical circuits and components.

• Renovations: Perform electrical work required for building renovations, including rewiring, lighting upgrades, and new installations.

• Temporary Power Solutions: Provide and install temporary power solutions if needed.

• 24/7 Availability: Provide round the clock service for emergencies.

• Customer Communication: Keep clear and open communication with the client regarding the status of repairs and expected timelines.

• Service Record: Maintain detailed records of all service calls, repairs, and inspections.

• Incident Reports: Provide detailed reports on incidents, including causes, solutions and recommendations.

• Diagnostic Tools: Multimeters, oscilloscopes, and other testing equipment.

• Cost Tracking: Provide itemized invoices, labor costs and usage of materials to prepare for east-to-understand invoicing for the city.

• Scheduled Maintenance: Perform scheduled maintenance tasks on electrical equipment, including cleaning, lubrication, and adjustments.

• Code Compliance: Ensure all installations comply with local, state and national electrical codes.

• Coordination: Work with other contractors and city departments to ensure smooth installation processes.

• Documentation: Provide detailed documentation of all new installations including diagrams, manuals, and compliance certificates.

• Event Support: Provide electrical support for special city events, including setup, operations, and teardown of temporary electrical systems.

• Temporary Installations: Install temporary electrical systems as needed for events and ensure they meet safety standards.

• Regulatory Compliance: Ensure all work complies with relevant safety standards and regulations.

• Material Inventory: Maintain an inventory of essential electrical supplies and replacement parts.

IV. Provide an explanation for the justification of the procurement including a description of the emergency condition(s) requiring use of emergency procurement and the practicable competition utilized in compliance with NMSA 1978, Section 13-1-127:

• There may be delays in response times for electrical repairs and maintenance.

• Routine inspections and non-emergency work may be postponed.

V. Please describe what measures are being taken to minimize the duration and effect of this particular emergency procurement (for example: is the emergency only in place until a competitive process can be completed, etc.):

• We are actively seeking additional electricians to fill the staffing gap.

• We are prioritizing emergency and essential electrical services to ensure public safety.

VI. Describe what measures the Agency will take in the future to prevent/mitigate use of an emergency procurement under similar circumstances:

• Establish a Pre-Approved Contracts, for two (2) years with electricians or electrical services that will outline terms for after-hour emergency work. These contracts will be negotiated in advance to include specific response times, rates and scope of work.

Procurement as described is hereby declared an Emergency Procurement by the following:

SEE ATTACHMENT FOR SIGNATURE

Signature Date

SEE ATTACHMENT FOR NAME

Print Name

Any questions regarding award may be submitted via fax, email, or regular mail using the contact information above (I).

This emergency procurement is per City of Gallup Procurement Code and statutes (NMSA 1978, Section

13-1-127).

SEE ATTACHEMENT FOR SIGNATURE

Frances Rodriguez, Purchasing Director Date

3. Vendor Protest Submission

3.1. Emergency Procurement - Vendor Response*

If your firm feels it can provide this type of goods/service, please explain in this field.

*Response required

3.2. Emergency Procurement - File Upload*

Upload any and all documentation that firm demonstrates it can provide this type of goods/service.

Example: Quotes, Literature, Specs, Qualification Statement, etc...

*Response required