IFB 2 AMD 2027 HIGH AND LOW VOLTAGE ELECTRICAL SERVICES.docx

STATE OF HAWAII

DEPARTMENT OF ACCOUNTING AND GENERAL SERVICES

AUTOMOTIVE MANAGEMENT DIVISION

INVITATION FOR BIDS (IFB)

IFB-2-AMD-2027

HIGH AND LOW VOLTAGE ELECTRICAL SERVICES

REPAIR, MAINTENANCE, INSTALLATION, TROUBLESHOOTING, PROGRAMMING, AND HIGH AND LOW VOLTAGE ELECTRICAL SERVICES FOR VENTEK PARKING EQUIPMENT, PREMISYS ACCESS CONTROL SYSTEMS, AND AMD FACILITIES

1. PURPOSE AND SCOPE OF WORK

The State of Hawaii Department of Accounting and General Services (DAGS), Automotive Management Division (AMD), is requesting bids from qualified contractors to provide Electric Vehicle Service Equipment (EVSE) installation, repair, maintenance, troubleshooting, programming, replacement, and emergency services for Ventek parking equipment, Premisys access control systems, grill gate operators, and high and low voltage electrical equipment located at AMD parking garages and facilities.

The awarded contractor shall furnish all supervision, labor, tools, equipment, transportation, materials, replacement parts, programming, troubleshooting, installation services, maintenance services, emergency services, and all other items necessary to complete work authorized by AMD.

All services shall be performed in accordance with applicable federal, State, and county laws, regulations, electrical codes, and safety requirements.

2. CONTRACTOR QUALIFICATIONS AND MANUFACTURER AUTHORIZATION

All bidders shall possess and maintain all applicable State of Hawaii contractor licenses, certifications, and qualifications necessary to perform the high and low voltage electrical services specified in this solicitation.

In addition, bidders shall possess current manufacturer authorization or certification to service, maintain, repair, install, troubleshoot, and program both Ventek parking equipment and Premisys access control systems.

Bidders shall provide documentation verifying their authorization or certification from Ventek and Premisys, or their respective authorized manufacturers or representatives.

Documentation shall be submitted with the bid and shall be subject to verification by AMD.

All required licenses, manufacturer authorizations, and certifications shall remain valid throughout the contract period.

Failure to provide the required documentation may result in the bid being deemed nonresponsive, subject to applicable procurement requirements.

The contractor shall ensure that all work is performed by appropriately licensed, certified, and qualified personnel.

3. CONTRACT TERM

The contract shall be effective for twelve (12) months from the date specified in the Notice to Proceed or Purchase Order, unless otherwise terminated or extended in writing by the State.

Any contract extension shall be subject to mutual agreement, availability of funds, and applicable State procurement requirements.

4. DESCRIPTION OF SERVICES

Services may include, but are not limited to, the following:

1. EV chargers

2. Ventek pay stations and associated electrical equipment.

3. Barrier gate arms and electrical boxes.

4. Electrical panels and electrical distribution systems.

5. Lighting systems.

6. Switches, motors, relays, and electrical contactors.

7. High and low voltage electrical equipment.

8. Grill gate operators of all manufacturers.

9. Premisys access control equipment.

10. Parking garage electrical infrastructure.

11. Troubleshooting and emergency repairs.

12. Equipment installation and programming.

13. Preventive maintenance services.

14. Replacement of defective components and equipment.

15. Electrical wiring, connections, and associated components.

16. Testing and diagnosis of electrical equipment.

17. Other related electrical services authorized by AMD.

All work shall be performed only as authorized by the AMD Contract Administrator.

Repair scheduling, project coordination, replacement equipment, troubleshooting, and installations shall be coordinated with and approved by AMD before work begins.

5. EMERGENCY SERVICE AND RESPONSE REQUIREMENTS

The awarded contractor shall be available twenty-four (24) hours per day, seven (7) days per week, including weekends and State holidays.

The contractor shall acknowledge emergency service requests within one (1) hour after notification by AMD.

The contractor shall dispatch qualified personnel to the affected location as directed by the AMD Contract Administrator.

The contractor shall immediately notify AMD of any circumstances preventing timely response.

6. AUTHORIZATION OF WORK

All work shall require prior authorization from the AMD Contract Administrator.

Before beginning any repair, maintenance, installation, or project, the contractor shall provide an estimate when requested by AMD.

The estimate shall identify anticipated labor hours, parts, materials, equipment, and other applicable costs.

No additional work, substitutions, or charges shall be permitted without prior authorization from AMD.

Emergency work should also require authorization from AMD before commencement.

AMD shall not be responsible for unauthorized work performed by the contractor.

7. PARTS, MATERIALS, AND EQUIPMENT

The contractor shall furnish parts, materials, and equipment necessary to complete authorized repairs, maintenance, and installations.

All parts, materials, and equipment shall be suitable for their intended use and compatible with existing equipment and systems.

The contractor provides an itemized estimate identifying labor, parts, materials, and equipment costs before commencing work, unless otherwise authorized by AMD.

No substitutions or additional charges shall be permitted without prior approval from AMD.

The contractor shall provide supporting documentation for parts, materials, and equipment costs upon request by AMD.

8. LABOR RATES AND CHARGES

The awarded contractor shall perform authorized work at the hourly labor rate established under the contract.

The contractor shall not charge additional labor rates, overtime premiums, holiday premiums, emergency response fees, travel charges, or other service-related fees unless specifically authorized under the contract.

All charges shall be itemized and supported by the contractor's service documentation.

9. BID PRICING

For HIePRO bidding purposes, vendors shall submit their hourly labor rate as the Total Bid Amount.

Hourly Rate / Total Bid Amount for HIePRO Submission:

$________________ per hour The submitted hourly rate shall be used to evaluate bids and determine the lowest responsive and responsible bidder, after application of any applicable statutory preferences.

The awarded contract shall be an on-call service contract for repair, maintenance, installation, troubleshooting, programming, and emergency services for AMD parking facilities and equipment.

No minimum amount of work or number of labor hours is guaranteed.

10. MAXIMUM CONTRACT AMOUNT

The total cumulative contract amount for parts, materials, equipment, services, repairs, installations, maintenance, troubleshooting, programming, and emergency work shall not exceed $250,000.00 during the contract term unless amended in writing by the State.

The maximum contract amount does not guarantee that AMD will request or authorize work totaling $250,000.00.

All expenditures shall be subject to the availability of funds and authorization by AMD.

11. CONTRACT BALANCE AND FUNDING REQUIREMENTS

The awarded contractor shall be responsible for tracking and maintaining an accurate record of the remaining contract balance, including all completed work, pending invoices, and authorized projects.

Before starting any new work, repair, service, or project, the contractor shall verify with the AMD Contract Administrator that sufficient authorized funds are available under the contract to cover the estimated cost.

No work shall commence if sufficient authorized funds are unavailable.

The contractor shall notify the AMD Contract Administrator when the remaining contract balance is insufficient to cover proposed work.

The contractor shall not proceed with any work that would exceed the remaining authorized contract balance without prior written authorization and confirmation of additional funding by AMD.

All work must receive prior authorization from AMD.

The contractor shall maintain accurate financial records and provide the remaining contract balance upon request.

AMD reserves the right to suspend or discontinue work when sufficient funds are unavailable.

12. INVOICING AND PAYMENT REQUIREMENTS

The contractor shall submit itemized invoices for all completed and authorized work.

Each invoice shall identify:

1. Date and location of service.

2. Description of work performed.

3. Labor hours and applicable contract rate.

4. Parts, materials, and equipment supplied.

5. Applicable approved charges.

6. Total amount billed.

7. Purchase Order or other applicable authorization reference.

All invoices shall be subject to review and approval by AMD.

Payment shall be made by State of Hawaii Purchase Order or State Purchasing Card (P-Card), as authorized by AMD and permitted under applicable State requirements.

No payment shall be made for unauthorized work.

13. WORKMANSHIP AND WARRANTY

The contractor shall perform all work in a professional and workmanlike manner using qualified personnel.

All installations, repairs, and replacements shall comply with applicable codes, safety standards, and manufacturer requirements.

The contractor shall correct defective workmanship attributable to its performance at no additional cost to AMD during the applicable warranty period.

Parts and equipment warranties shall be provided in accordance with the applicable manufacturer warranty.

14. SAFETY AND PROPERTY PROTECTION

The contractor shall be responsible for maintaining safe working conditions during all authorized work.

The contractor shall comply with applicable occupational safety requirements and electrical safety standards.

The contractor shall take reasonable precautions to protect State property, parking equipment, vehicles, employees, and the public from damage or injury arising from its operations.

The contractor shall promptly notify AMD of any damage, unsafe conditions, or incidents occurring during the performance of work.

15. INSURANCE REQUIREMENTS

The awarded contractor shall maintain insurance coverage required by the State for the services performed under this contract.

Evidence of required coverage shall be submitted before commencement of work and maintained throughout the contract term.

The contractor shall comply with all applicable insurance requirements established by the State.

16. SUBCONTRACTORS

The contractor shall be responsible for ensuring that any subcontractors performing work under this contract possess the licenses, certifications, and qualifications required for their assigned work.

The contractor remains responsible for the performance and quality of all work completed by its subcontractors.

Subcontracting shall be subject to applicable State procurement and licensing requirements.

17. PREFERENCES — HAWAII BIDDER PREFERENCE

Pursuant to Hawaii Revised Statutes (HRS) §103D-302, a five percent (5%) Hawaii bidder preference shall apply to eligible bidders for bid evaluation purposes only.

Bidders requesting this preference shall submit a completed Hawaii Bidder/Offeror Preference Certification Form (SPO-081) at or before the deadline established for receipt of bids.

The preference shall be used solely for bid evaluation purposes and shall not affect the actual contract price.

Certifications submitted for previous or other solicitations will not be accepted.

18. AWARD OF CONTRACT

Award shall be made to the lowest responsive and responsible bidder based on the evaluated hourly rate, after application of all applicable statutory preferences.

The State reserves the right to reject bids in accordance with applicable State procurement laws and regulations.

The awarded contractor shall perform services in accordance with the requirements established in this solicitation and the resulting contract.

19. CONTRACT CANCELLATION AND TERMINATION

AMD reserves the right to cancel or terminate the contract due to the availability of funds, operational needs, contractor performance, or other grounds permitted under applicable State procurement laws and contract provisions.

Any cancellation or termination shall be conducted in accordance with applicable State requirements.

20. NO GUARANTEE OF WORK

The awarded contract shall be an on-call service contract.

Actual work shall be performed only upon authorization by the AMD Contract Administrator.

No minimum amount of work, labor hours, service calls, or projects is guaranteed.

AMD reserves the right to determine when services are required and the extent of authorized work.

21. CONTRACT ADMINISTRATOR

Bryn L. Hamada Automotive Management Division State of Hawaii Department of Accounting and General Services