F2027035 - Technical Specifications.pdf

IFB No. F2027035 Page 1

STATEMENT OF WORK

I. PURPOSE

A. Tarrant County is seeking bids for the annual purchase agreement to provide Preventative Maintenance (PM), Repair services and supply of Uninterruptible Power Supply Equipment (UPS) for various buildings:

1. Corrections Center

2. Green Bay Jail

3. Lon Evans Corrections Center

4. Plaza Building

B. Tarrant County reserves the right to add or delete equipment, services, or locations as needed.

C. It is of vital importance to get Contractors to respond within four (4) hours after contact is made and arrangements made to service the building.

II. PURCHASE TERMS

A. It is the intent of Tarrant County to award to primary, secondary, and alternate Contractors depending on how many bids are received

B. Award(s) will be made to the lowest priced bids that meet specifications. Tarrant County reserves the right to award in the best interest of the County.

C. The initial term of the purchase agreement will be for twelve (12) months, effective the date of award or notice to proceed as determined by the Tarrant County Purchasing Department.

D. At Tarrant County’s option and approval by the Contractor(s) the agreement shall be renewed for two (2) additional twelve (12) month periods.

E. The purchase agreement shall incorporate by reference all documents, terms, and conditions set forth in this Invitation for Bid (IFB), which shall collectively constitute the entire agreement between the parties and take precedence over any other agreements between the parties.

III. PREVENTATIVE MAINTENANCE SPECIFICATIONS.

Contractor shall provide quarterly, six (6) months and annual preventative maintenance inspections. A detailed documentation report shall be left on-site with the Building Manager and a copy sent to Facilities Management at 200 Taylor Street, Suite 344, Fort Worth, TX 76196 at the conclusion of the inspection(s).

A. Contractor shall provide two (2) quarterly preventative maintenance inspections:

The first inspection shall be within the first quarter (1Q) of the calendar year (January – March). The second quarterly inspections shall be within the third quarter (3Q) of the calendar year (July – September).

IFB No. F2027035 Page 2

Services shall include but not limited to:

1. Inspect UPS equipment for loose connections, burned insulation, or any signs of wear.

2. Inspect batteries for cracking, distortion, bad connectors, corrosion, or leakages.

3. Check and measure voltage, current and output frequency of UPS equipment.

4. Check UPS equipment for liquid contamination from batteries and capacitors.

5. Check UPS cooling equipment and performance related to temperature and humidity.

6. Install UPS equipment software updates as needed.

B. Contractor shall provide one Six-month preventative maintenance inspection:

One (1) per year. The inspection shall be in the second quarter (2Q) of the calendar year (April – June)

Services shall include but not limited to all items in the Quarterly inspections plus the additional services listed below:

1. Complete a test of UPS transfer switches, circuit breakers, and maintenance bypasses.

2. Clean UPS equipment batteries.

3. Clean and vacuum all equipment enclosures.

C. Contractor shall provide one preventative maintenance Annual inspection:

One (1) per year. The inspection shall be in the final quarter (4Q) of the calendar year (October – December).

Services shall include but not limited to all items included in the Quarterly and Six-month inspections plus the additional services listed below:

1. Complete a thermal scan on electrical connections to ensure all are tight and not generating heat.

2. Tighten electrical connections as needed.

3. Perform a complete operational test of the UPS system to determine if any battery strings or cells are near the end of their useful life.

4. Complete a monitored battery rundown test of the UPS system to determine if any battery strings or cells are near the end of their useful life.

D. Tarrant County shall request quotes for needed repairs. All quotes shall include the bid number and be itemized and reflect the pricing and structure of this purchase agreement. Lump sum quotes will not be accepted.

E. Contractor shall contact the appropriate Tarrant County Facilities Management personnel and sign-in before work is started and sign-out when work is completed.

When completing services during non-regular working hours, contractors shall make arrangements with Facilities Management personnel to check in before services begin and check out when service is completed. Tarrant County will not sign Contractor’s service work tickets; thereby unknowingly agreeing to any other terms and conditions that shall be listed on their service work tickets.

F. Contractor shall submit for Tarrant County review and approval, on quarterly basis, a report summarizing all repairs executed during the past quarter, the report shall identify the location address of repair, working hours (labor) and parts spent. The report shall be sent to Facilities Management at 200 Taylor Street, Suite 344, Fort Worth, TX 76196.

IFB No. F2027035 Page 3

G. Tarrant County reserves the right to solicit separate bids for all individual projects that shall exceed $25,000.

H. Tarrant County reserves the right to use other Contractors when the response time is not met, the quality of work is seen as unacceptable, the number of hours estimated/being charged is considered excessive, or the number of journeymen and/or helpers required/set to perform the work required on any certain projects is determined to be excessive.

I. PERMIT: Should a particular project require the County’s Contractor to pull a permit from the city having jurisdiction, the contractor shall apply for and secure such permit prior to the start of work on the project requiring the permit. In no case will the contractor submit an invoice for work completed when a permit was required for that particular project and said permit was not first obtained by the contractor.

J. EXAMINATION OF EXISTING PREMISES: It is understood and agreed that the Contractor has by careful examination, satisfied himself as to the nature and location of the work, the character and quality of the materials to be encountered, the character of equipment and facilities needed preliminary to and during the prosecution of the work, the general and local conditions, and all other matters which can in any way affect the work under this agreement. No verbal agreement or conversation with any officer, agent, or employee of the Owner, either before or after the execution of this purchase agreement, shall affect or modify any of the terms or obligations herein contained. The bid shall be based on the specifications, supplemented by the affecting conditions.

K. RISK: The work under this agreement in every respect shall be at the risk of the Contractor until finished and accepted.

L. LABOR: Perform labor in a workmanlike manner by skilled technicians of their respective trades.

M. WORKMEN'S SAFETY: The Contractor shall meet all safety and health regulations required by the Occupational Safety and Health Administration, Department of Labor and all state regulations dealing with occupational safety.

N. SALES TAX: Contracts or subcontracts let on this project are exempt from the "Limited Sales Tax" of the State of Texas, and no provisions should be made in any bid for an amount to be used to pay such tax, either directly or indirectly.

O. CODE REQUIREMENTS: The rules and regulations, ordinances and laws governing the installation of the work and/or equipment shall be in accordance with all regulations and codes of the Federal, State, and Municipal departments having jurisdiction, the National Board of Fire Underwriters, Factory Mutual Insurance, and Texas Engineering and Fire Prevention Bureau, and the local utility companies which are in force at the time of the execution of the work

P. PROTECTION: The Contractor shall provide and maintain all protections required by the governing laws, regulations, and ordinances. The Contractor shall be responsible for any loss or damage caused by him or his workmen to the property of the Owner or to the work or materials installed and shall make good any loss, damage, or injury without cost to the owner.

IFB No. F2027035 Page 4

IV. REQUIREMENTS.

A. Contractor(s) shall be authorized by the manufacturer to sell, install, and service the UPS brand(s) of product(s) in this bid. The Contractor shall submit at the request of Tarrant County Facilities Management representative a letter from the manufacturer indicating this authorization.

B. The Contractor shall submit at the request of Tarrant County Facilities Management representative proof of having a minimum of five (5) years as a locally licensed contractor.

C. The Contractor shall own all equipment needed to service Tarrant County UPS systems and equipment and complete work in a timely and satisfactory manner. A minimum of five (5) years’ experience in the UPS field is required for at least one

(1) technician responding to a call for service.

D. Contractor shall be sufficiently staffed with technicians, plus helpers to respond to a call within four (4) hours after the receipt of a call from a Building Manager or Building Superintendent.

E. Prior to any work being done, every individual who will be working on Tarrant County property will have to have a background check. Contractor shall contact Tarrant County Facilities Management to receive the form that needs to be completed individually. It is best to have all personnel cleared at one time. Background checks are good for one year from approval date.

V. WORK HOURS

A. Regular Business work hours are defined as Monday through Friday from 8:00 am to 5:00 pm.

B. Non-Business work hours are defined as weekdays at 5:01 pm to 7:59 am and all day on Saturdays and Sundays.

C. Holidays are defined as any of the thirteen (13) holidays observed by Tarrant County. A list of these holidays can be found at the following link:

https://www.tarrantcountytx.gov/en/calendar.html.

VI. BONDS

A. Payment Bonds will be required for any job at $25,000 and over threshold.

B. Performance Bonds will be required for any job at $100,000 and over threshold.

VII. SUBCONTRACTING

A. The intent of this annual purchase agreement is to award to Contractor(s) who will be performing most of the work with their own hired staff.

B. There shall be on occasion some portion of the work that will require the need to hire a subcontractor. Should subcontracting be required, the Contractor shall first obtain written approval of Tarrant County Facilities Management representative prior to any work being performed by a subcontractor.

https://www.tarrantcountytx.gov/en/calendar.html

IFB No. F2027035 Page 5

C. If a Subcontractor is approved by Tarrant County Facilities Management, Contractor shall not charge a markup or any fees on the cost of Subcontractor’s materials, equipment or parts.

VIII. ADDING AND DELETING EQUIPMENT, SERVICES, AND LOCATIONS

A. Tarrant County reserves the right to add or delete equipment, services, or locations as needed. If additional services are needed, Tarrant County will request a written quotation from the Contractor for services not listed in this bid. Contractor shall submit, in writing, a fair and reasonable price for the services requested based on current bid prices at the request of Tarrant County Facilities Management or Purchasing. If it is determined the quote is excessive, Tarrant County reserves the right to request quotations from additional sources.

B. Tarrant County also reserves the right to temporarily discontinue services in any particular building or on any particular equipment within a building if it is determined by the County to be in the best interest of the County. At the same time, the County reserves the right to resume those services temporarily halted.

IX. PRICING

A. Quantities listed are estimates based on historical data and not a guarantee of amounts to be ordered. Tarrant County may order more or less than what is listed.

B. Contractor shall price all lines of the Price Form. Failure to provide pricing for all items shall deem bid “non-responsive” and not considered for award.

C. Preventative Maintenance (PM) inspections - as described in Section III herein, PM Specifications.

1. Contractor shall schedule UPS PM service dates (quarterly, 6 months and annual) with Tarrant County Building Manager. Contractor shall not complete PM work without prior written approval to proceed from Tarrant County Building Manager. Changes in schedule for any reason (including inclement weather) shall be previously approved in written by Tarrant County Building Manager.

2. Labor Hourly Rates for UPS Preventative Maintenance in this Annual Purchase shall be “fully loaded”. PM Labor Rates shall include all additional fees including, but not limited to, service or trip fees, delivery fees, installation fees, travel fees, or fuel surcharges. Contractor shall not charge any fees separate from the Labor hourly rates for PM.

3. A detailed documentation report shall be left on-site with the Building Manager and a copy sent to Facilities Management at Facilities Management at 200 Taylor Street, Suite 344, Fort Worth, TX 76196 at the conclusion of the inspection.

IFB No. F2027035 Page 6

D. Repairs

1. For an unexpected repair service call, Contractor shall submit a written quote for Tarrant County Facilities Management, Building Manager approval, and it shall consider in its costs, but not limited to, all labor, labor and material freight charge, handling, disposal of all UPS and associated equipment, containers, parking, and fuel necessary to perform the repair service. These unexpected services shall be requested on an as needed basis.

2. Hourly Rates for Repairs in this Annual Purchase shall be “fully loaded”.

Repair Labor Rates shall include all additional fees including, but not limited to, service or trip fees, delivery fees, installation fees, travel fees, or fuel surcharges. Contractor shall not charge any fees separate from the Labor hourly rates.

3. Materials, equipment, parts for Repairs shall be reimbursed at cost with a markup or any fees on the cost of materials, equipment or parts up to 25%.

4. Contractor shall receive prior to execute any Repair, written approval from Tarrant County Building Manager or Building Superintendent, to charge freight / transportation for any materials, equipment, parts shipped directly to Tarrant County.

a. If the contractor receives this freight / transportation approval, the shipping terms of the approved purchase will be F.O.B. Destination, Prepaid and Add.

5. Any invoice that includes a freight / transportation charge shall include the name of the Tarrant County Building Manager or Building Superintendent employee who approved it.

6. Contractor shall submit for Tarrant County review and approval, on quarterly basis, a report summarizing all UPS repairs executed during the past quarter, the report shall identify the location address of repair, working hours (labor) and parts spent. The report shall be sent to Facilities Management at 200 Taylor Street, Suite 344, Fort Worth, TX 76196.

X. INVOICING

A. All invoices are to be sent to the Tarrant County Auditor’s Office at SAP- Invoices@tarrantcountytx.gov as well as the Tarrant County Facilities Management Office at TCFMInvoices@tarrantcountytx.gov.

B. Invoices will be time/date stamped and will be forwarded to the appropriate building manager to complete the requisition.

C. Invoices shall be itemized to list the position, the numbers of hours worked, the hourly rate, and the extended price. For materials/parts, the Contractor shall include the itemized list of parts purchased. Receipts for purchased parts shall be submitted with invoice. Lump sum invoices will not be accepted.

mailto:SAP-Invoices@tarrantcountytx.gov mailto:SAP-Invoices@tarrantcountytx.gov mailto:TCFMInvoices@tarrantcountytx.gov

IFB No. F2027035 Page 7

D. Invoices submitted shall provide back-up documentation. This documentation includes, but is not limited to:

1. Work Order approved by authorized Tarrant County Facilities Management Personnel indicating that the work has been completed to Tarrant County’s satisfaction.

2. Proof of price for any parts purchased by the Contractor.

E. Tarrant County reserves the right to request additional supporting documents, as necessary. If there are questions or discrepancies about an invoice or some other document that has been submitted with invoice, Contractor will be contacted by a member of the Facilities Management Staff or Purchasing.

F. Priority shall be given to correcting invoices, or providing the additional information, in a timely manner or within one (1) to two (2) days after a request has been made. Payment will be delayed until the deficiency is corrected.

G. All invoices shall be dated for the same month the invoice is being submitted.

Annual billings will not be accepted. All invoices shall specify date of service and be accompanied by a work order or job ticket. Tarrant County Facilities Management will not sign service work tickets; thereby unknowingly agreeing to any other terms and conditions that shall be listed on their service work tickets.

H. Contractor shall not charge Tarrant County a separate “trip charge” or “truck charge” or “service call” on any work performed under this annual purchase agreement. Contractor’s time shall not start until such time as the Contractor has arrived on-site to start the project. Trip charges include trips to retrieve any necessary equipment of parts to perform the work.

I. Contractor shall not charge fuel surcharges.

J. Contractor’s time shall not start until the Contractor has arrived on-site to start the project and shall be billed in quarter (1/4) hour increments. Time spent by the Contractor loading or unloading their trucks to complete services, while not on Tarrant County property, is not billable. Time spent by the Contractor purchasing materials/parts offsite is not billable.

K. The County will not reimburse for parking expenses. There is limited Contractor parking available on a first come first serve basis offered by the County.

XI. INSURANCE REQUIREMENTS

A. Contractor shall take out, pay for and maintain at all times during the prosecution of the work under the purchase agreement, the following forms of insurance, in carriers acceptable to and approved by Tarrant County.

1. Workers' Compensation/Employer’s Liability:

a. Worker’s Compensation — statutory

b. Employer’s Liability — $500,000

2. Commercial General Liability

a. Bodily Injury/Personal Injury/Property Damage — $1,000,00 per occurrence/$2,000,000 aggregate

IFB No. F2027035 Page 8

3. Auto Liability:

a. Combined Single Limit (CSL) — $500,000 per occurrence

4. Tarrant County reserves the right to review the insurance requirements of this section during the effective period of the agreement and to require adjustment of insurance coverage and their limits when deemed necessary and prudent by Tarrant County based upon changes in statutory law, court decisions, or the claims history of the industry as well as the Contractor.

5. Required Provisions:

a. Proof of Carriage of Insurance − All Certificates of Insurance will be required in duplicate and filed with the Tarrant County Purchasing Agent and the Budget and Risk Management Department at 100 East Weatherford Street, Suite 305, Fort Worth, Texas 76196 prior to work commencing.

b. All Certificates shall provide Tarrant County with an unconditional thirty (30) days written notice in case of cancellation or any major change.

c. As to all applicable coverage, policies shall name Tarrant County and its officers, employees, and elected representatives as an additional insured.

d. All copies of the Certificates of Insurance shall reference the project name and solicitation number for which the insurance is being supplied.

e. Contractor agrees to waive subrogation against Tarrant County, its officers, employees, and elected representatives for injuries, including death, property damage, or any other loss to the extent the loss, if any, is covered by the proceeds of insurance.

f. If applicable, the Contractor is responsible for making sure any subcontractor(s) performing work under this agreement has the required insurance coverage(s) and supplies Tarrant County with the proper documents verifying the coverage.

XII. WARRANTY

A. Standard Warranty

1. The Contractor shall promptly provide the services that Tarrant County is entitled to under the terms of the manufacturer’s warranty.

2. All warranty work shall be completed by qualified repair technicians.

3. Any computer technology fixes or upgrades that are issued during the warranty period shall be installed at no charge to the County.

4. Technicians shall travel to Tarrant County Facility, or the job site, if necessary, at no charge to the County, to provide required warranty service unless otherwise arranged.

IFB No. F2027035 Page 9

5. Warranty repairs will require original equipment manufacturer (OEM) parts only.

B. Installation Warranty

1. The contractor warrants that the work has been performed and completed in a good and workmanlike manner in accordance with all applicable building codes.

2. The contractor will correct any work with errors, omissions, or defects without additional cost to Tarrant County.

XIII. BID INTRUCTIONS AND RESPONSE

A. Contractors shall have NO contact regarding this solicitation with any known member of the Tarrant County Commissioners Court or their staff, other Tarrant County elected officials or their staff, or any of Tarrant County’s Architects and Consultants, prior to award. Any contact regarding this solicitation shall result in the Contractors’ disqualification and removal from consideration by the Tarrant County Commissioners Court. Contact shall be initiated by the Tarrant County Purchasing Department for purposes of evaluation and clarification. The only contact should be facilitated by the Tarrant County Purchasing Department.

A. Submission of a Bid indicates Contractor’s acceptance of the evaluation criteria listed herein

B. All responses are due by the close date and time as listed in the IFB.

C. Tarrant County will accept responses in two forms:

1. Submitted in IonWave (preferred)

2. Hard copies delivered to the Tarrant County Purchasing Department in sealed envelopes. The envelopes shall be clearly marked with the IFB number, the name of the company submitting the response, and the date and time of the bid close on the outside of the envelope.

a. Any hard copy response received after the due date and time set in IonWave will not be accepted. Contractor will be notified and will advise the Tarrant County Purchasing Department as to the disposition by either pick up, return at the Contractor’s expense, or destroyed with written authorization of the Contractor.

b. It is the Contractor’s responsibility to ensure that all required documentation is included with the response. This includes all required attributes and signatures. If any required information is not in the Contractor’s submission, Tarrant County will deem the submission as non-responsive.

D. Tarrant County will not accept responses electronically via email or by other electronic means outside of IonWave.

E. Evaluation Criteria

1. Evaluation Criteria will include, but is not limited to the following:

IFB No. F2027035 Page 10

a. Price.

b. Contractor’s past performance record with Tarrant County.

c. Tarrant County's evaluation of Contractor's ability to perform.

d. Tarrant County's experience with services bid.

e. Special needs and requirements of Tarrant County.

f. Contractor’s staff, size, and experience.

g. Results of Tarrant County’s check of Contractor’s references

F. Tarrant County shall award to a Primary, Secondary, and Alternate Contractor, or any combination thereof. The Secondary or Alternate Contractors serve in a backup capacity only. In the event the Primary is unable to honor the terms and conditions of the agreement, the Secondary Contractor(s) shall be called. If the Secondary Contractor is unable to honor the terms and conditions of the purchase agreement the Alternate Contractor(s) shall be called. The Primary Contractor is the first contact. Use of the Secondary or Alternate Contractor(s) shall be approved, in writing, by the Tarrant County Purchasing Agent or his designee in compliance with Texas Local Government Code 262.027(g).

3. In the event the Secondary or Alternate Contractors are called upon, they will offer the materials and services at their awarded price(s), or better. Any attempt to increase their awarded price(s) shall cause the removal of the Contractor from the purchase agreement. Calling upon the Secondary or Alternate Contractors does not necessarily affect the status of any Contractor, including the Primary Contractor.

4. If a Secondary or Alternate Contractor represents themselves as the Primary Contractor without written authorization from the Tarrant County Purchasing Agent, or his designee, the Secondary or Alternate Contractor shall be removed from the agreement.

G. Bids and any other information submitted by Contractor shall become the Property of Tarrant County (the Owner). Bids are to be valid for the Owner’s acceptance for one hundred twenty (120) calendar days from the bid due date to allow time for evaluation and selection. A bid, if accepted, shall remain valid for the life of the annual purchase agreement.