MAINTENANCE_OF_STREET_LIGHTS_FOR_24_MONTHS.pdf

INVITATION TO BID

2022-ITB-035

MAINTENANCE OF STREET LIGHTS FOR 24 MONTHS

City of Scranton

340 N Washington Ave

Scranton, PA 18503

RELEASE DATE: August 26, 2022

DEADLINE FOR QUESTIONS: September 15, 2022

RESPONSE DEADLINE: September 19, 2022, 10:00 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/scrantonpa https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Scranton

INVITATION TO BID

MAINTENANCE OF STREET LIGHTS FOR 24 MONTHS

I. INTRODUCTION

II. SUBMISSION REQUIREMENTS

III. BID SPECIFICATIONS

IV. BID PRICING SHEET

Invitation To Bid #2022-ITB-035 Title: MAINTENANCE OF STREET LIGHTS FOR 24 MONTHS

1. INTRODUCTION

1.1. Summary

Separate sealed bids will be received online by the Office of the City Controller for the City of

Scranton (“City”) via the City’s e-Procurement Portal until Monday, September 19, 2022 at

10:00 am at which time they will be read aloud in City Hall Chambers by the Business

Administrator (Or his Designee) located on the 2nd floor in City Hall and made available for public viewing at: www.youtube.com/user/electriccitytv570 for the following:

MAINTENANCE OF STREET LIGHTS FOR 24 MONTHS

FOR THE PERIOD OF

SEPTEMBER 22, 2022 THRU SEPTEMBER 22, 2024

AS PER SPECIFICATIONS

All Bids shall be in accordance with the specifications which may be obtained from the City’s e-

Procurement Portal at https://secure.procurenow.com/portal/scrantonpa. If you intend to submit a

Bid, you shall register on the City’s e-Procurement Portal. Once registered, Companies may view and click "Follow" to be a prospective Bidder for this solicitation and will appear on the

Follower’s list. Bidders that fail to Follow this project will not receive automatic addenda notifications, nor will they be able to draft a response in the City’s e-Procurement Portal, and therefore will be unable to participate or be considered for this ITB.

Each bidder shall submit a cashier’s check, certified check, and/or bid bond in the amount of

$500.00, as a guarantee to keep its offer open until the City accepts or rejects same and as to the successful bidder until the required surety bond is furnished. The successful bidder, within ten

(10) days of the notification of the award shall be required to furnish a surety bond in the amount of $1,000.00 of the contract price as a guarantee to furnish services as specified. The contract shall be awarded to the lowest, most responsible bidder; however, the City reserves the right to reject any or all bids of any bids submitted.

All bid documents and supplementary documents must be uploaded and submitted using the

City’s e-Procurement Portal prior to 10:00 am on Monday, September 19, 2022, as instructed in this solicitation. Once file(s) have been uploaded and the Submission Status shows as

“Submitted” the submission is complete. At that point, the Respondent representative who is registered with the City will receive an email confirmation from the City’s e-Procurement Portal.

All bids must be accompanied by signed affirmative action, non-segregated facilities, non-collusion affidavit and disclosure forms.

All communications regarding this ITB, product related questions and requests for clarifications, changes, exceptions, and deviations to the terms and conditions set forth in this ITB shall be submitted via “Q&A” through the City’s e-Procurement Portal, before the deadline of 2:00 pm on Thursday, September 15, 2022 and according to these specifications herein.

https://secure.procurenow.com/portal/scrantonpa

If a Respondent encounters any technical difficulties utilizing the City's e-Procurement Portal, a representative may contact, OpenGov, the Software Administrator, using the real-time chat function on the website (located in lower right-hand corner of the screen), or via email at support@procurenow.com. It is still the Respondent's responsibility to ensure that their response is submitted before the deadline.

Lawrence D. West

Business Administrator

1.2. Timeline

ITB Release Date August 26, 2022

Question Submission Deadline September 15, 2022, 2:00pm

Bid Submission Deadline September 19, 2022, 10:00am

City Hall Chambers

340 North Washington Ave.

2nd Floor

Scranton, Pa.18503

2. SUBMISSION REQUIREMENTS

2.1. Bid Certification*

THE UNDERSIGNED DOES HEREBY DECLARE THAT THEY HAVE CAREFULLY

EXAMINED THE ATTACHED BIDDING DOCUMENTS, AND HEREBY PROPOSES TO

FURNISH THE CITY OF SCRANTON WITH THE FOLLOWING AS SPECIFIED AND

DELINEATED WITHIN THESE DOCUMENTS:

MAINTENANCE OF STREET LIGHTS FOR 24 MONTHS

FOR THE PERIOD OF

SEPTEMBER 22, 2022 THRU SEPTEMBER 22, 2024

AS PER SPECIFICATIONS

ACCOMPANYING THIS BID IS A CERTIFIED CHECK, CASHIER'S CHECK AND/OR BID

BOND NUMBER FOR THE AMOUNT OF $500.00, AND WILL SERVE AS A

GUARANTEE TO KEEP ITS OFFER OPEN UNTIL THE CITY ACCEPTS OR REJECTS

THE SAME, AND AS TO THE SUCCESSFUL BIDDER, UNTIL THE REQUIRED SURETY

BOND (PERFORMANCE) IS FURNISHED.

IF THE UNDERSIGNED IS AWARDED THE AFOREMENTIONED CONTRACT, IT WILL

FURNISH (WITHIN TEN (10) DAYS OF AWARD), A SURETY BOND IN FAVOR OF THE

CITY OF SCRANTON FOR THE AMOUNT OF $1,000.00.

IT IS THE UNDERSTANDING OF THE UNDERSIGNED THAT THE CITY OF

SCRANTON MAY REJECT ANY OR ALL BIDS, OR ANY PORTION OF ANY BID FOR

THE ABOVE CONTRACT.

THE UNDERSIGNED GUARANTEES THAT IF IT IS THE SUCCESSFUL BIDDER, AND

IS AWARDED THE AFOREMENTIONED CONTRACT, IT WILL DELIVER THE GOODS

OR SERVICES AS SPECIFIED ON THE BID SPECIFICATION SHEET.

☐ Please confirm

*Response required

2.2. Bid Bond*

Bidder shall upload the fully executed Bid Bond in the amount of $500.00 here.

*Response required

2.3. Affirmative Action Certification*

During the term of this contract, Bidder agrees as follows:

Bidder shall not discriminate against any employee, applicant for employment, independent contractor or any other person because of race, color, religious creed, ancestry, national origin, age, sex or handicap. Bidder shall take affirmative action to insure that applicants are employed, and that employees or agents are treated during employment, without regard to their race, color, religious creed, ancestry, national origin, age, sex or handicap. Such affirmative action shall include, but is not limited to the following: employment, upgrading, demotion or transfer;

recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training. Bidder shall post in conspicuous places, available to employees, agents, applicants for employment, and other persons, a notice to be provided by the contracting agency setting forth the provision of this affirmative action certification.

Bidder shall, in advertisements or requests for employment placed by it or on its behalf, state all qualified applicants will receive consideration for employment without regard to race, color, religious creed, ancestry, national origin, age, sex or handicap. Bidder shall send each labor union or workers' representative with which it has a collective bargaining agreement to other contract or understanding, a notice advising said labor union or worker's representative of its commitment to this affirmative action certification, Similar notice shall be sent to every other source of recruitment regularly utilized by bidder.

It shall be no defense to a finding of noncompliance with this affirmative actions certification that bidder has delegated some of its employment practices to any union, training program, or other source of recruitment which prevents it from meeting its obligations. However, if the evidence indicates that the bidder was not on notice of the third-party discrimination or made a good faith effort to correct it; such factor shall be considered in mitigation in determining appropriate sanctions.

Where the practices of a union or of any training program or other source of recruitment will result in the exclusion of minority group persons, so that bidder will be unable to meet its obligations under this affirmative action certification, bidder shall then employ and fill vacancies through other affirmative action employment procedures. Bidder shall comply with all state and federal laws prohibiting discrimination in hiring or employment opportunities. In the event of bidder's noncompliance with the affirmative action certification of this contract or with any such laws, this contract may be terminated or suspended, in whole or in part, and bidder may be declared temporarily ineligible for further City of Scranton contracts, and other sanctions may be imposed and remedies invoked.

Bidder shall furnish all necessary employment documents and records to, and permit access to its books, records, and accounts by, the City of Scranton Department of Business Administration, for purposes of investigation to ascertain Compliance with the provision of this certification. If bidder does not possess documents or records reflecting the necessary information requested, it shall furnish such information on reporting forms supplied by the City of Scranton Department of Business Administration.

Bidder shall actively recruit minority subcontractors or subcontractor' with substantial minority representation among their employees.

Bidder shall include the provisions of this affirmative action certification in every subcontract, so that such provisions will be binding upon each subcontractor.

Bidder's obligations under this clause are limited to the bidder's facilities within Pennsylvania, or where the contract is for purchase of goods manufactured outside of Pennsylvania, the facilities at which such goods are actually produced.

☐ Please confirm

*Response required

2.4. Certificate of Non-Segregated Facilities*

The Bidder certifies that he does not maintain or provide for his employees any segregated facilities at any of his establishments, and that he does not permit his employees to perform their services at any location under his control where segregated facilities are maintained. The Bidder certifies further that he will not maintain or provide for his employees any segregated facilities at any of his establishments, and that he does not permit his employees to perform their services at any location under his control where segregated facilities are maintained. The Bidder agrees that a breach of this certification will be a violation of the Equal Opportunity Clause in any contract resulting from acceptance of his bid. As used in this certification, the term " segregated facilities" means any waiting rooms, work areas, restrooms and washrooms, restaurants and other eating areas, time clocks, locker rooms and other storage or dressing areas, parking lots, drinking fountains, recreation or entertainment areas, transportation, and housing directive or are in fact segregated on the basis of race, color, religion, or national origin, because of habit, local custom, or otherwise. The Bidder agrees that ( except where he has obtained identical certifications from proposal sub-contractors for specific time periods) he will obtain identical certifications from proposed sub- contractors prior to the award of sub-contracts exceeding $10,000 which are not exempt from the provisions of the Equal Opportunity clause, and that he will retain such certifications in his files.

NOTE: The penalty for making false statements in offers is prescribed in 18 U.S.C. 1001.

☐ Please confirm

*Response required

2.5. Non-Collusion Affidavit*

Please download, complete, and upload the below document.

• Non-Collusion_Affidavit.pdf

*Response required

2.6. Disclosures by Respondent*

Please download, complete, and upload the below document.

• Disclosures_by_Respondent.pdf

*Response required https://government-project.s3.us-west-2.amazonaws.com/20500/097bca45-1518-49bf-9197-609b8b8b022c_Non-Collusion_Affidavit.pdf?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1661612401&Signature=K1%2FWo6EhedwjqjN%2Bjwe2aTt0PyI%3D&response-content-disposition=attachment%3B%20filename%3D%22Non-Collusion_Affidavit.pdf%22 https://government-project.s3.us-west-2.amazonaws.com/20500/c0f4fe9d-43f6-4b20-bed1-d937a8ff2dd1_Disclosures_by_Respondent.pdf?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1661612401&Signature=Ra49sMzDXLf87685%2BsOyTP9J5mE%3D&response-content-disposition=attachment%3B%20filename%3D%22Disclosures_by_Respondent.pdf%22

3. BID SPECIFICATIONS

3.1. SPECIFICATIONS

Work to Be Performed:

The work to be performed shall include scheduled and emergency maintenance items to the City owned street lights on a time and materials basis as directed by the City, in accordance with specifications and the bid hourly rates.

Work by the City and Additional Awards of Contracts:

The Municipality may undertake or award other contracts of additional work. The Contractor shall cooperate fully with such other contractors and Municipal employees and fit his own work to such additional work as may be directed by the Director of Public Works. The Contractor shall not commit or permit any act which will interfere with the performance of work by any other contractor or my Municipal employees. Contractor agrees work pursuant to these specifications is at the demand and convenience of the City Contractor.

The Municipality also reserves the right to solicit and award contracts for the purchase of materials to be used by the contractor, when determined to be in the best interest of the

Municipality. The Contractor shall be allowed one (1) hour at the lowest Hourly Repair Charge rate for obtaining and transporting the materials from the municipal shop if directed by the City.

Inspection:

The Municipality reserves the right to assign an inspector to the Contractor's operation for the purpose of determining the compliance with the specification and maintaining records, including the time records for service charges. Any work or materials found to be substandard or not in accordance with the provision of this contract, shall be prepared or replaced to the satisfaction of the Municipality at the sole expense of the Contractor. Contractor is solely responsible for notifications and coordination with PPL and compliance with PPL requirements.

Work Performance:

It shall be the contractor's responsibility to insure that he does not damage any material, equipment or structure during his operations. If the contractor damages any materials, equipment and structure, he shall repair or replace it to the satisfaction of and at no expense to the

Municipality.

All electrical work shall meet the electrical regulations of all state and local codes, PPL and utility regulations, and otherwise as contained in the latest edition of the Nation Electrical Code of the National Board of Fire Underwriters.

All work shall be performed in a neat and workmanlike manner. All material or equipment replaces, shall be held available for inspection by the Municipality prior to disposal by the

Contractor. Work shall be in complete conformance with PPL's regulations, except as modified herein in terms of agreement and scope, and any and all state and federal specifications, regulations and requirements.

Maintenance and Protection of Traffic:

Any necessary maintenance and protection of traffic during operation shall be the responsibility of the Contractor in accordance with the Pennsylvania Department of Transportation Publication

203, Work Zone Traffic Control. The contractor will be allowed to close one (1) lane of traffic, when necessary to provide the service required under the proposal, between the hours of 9:30 am and 3:30pm Monday through Friday, except holidays and as directed by the Director of Public

Works.

Damaged Parts, Materials and Equipment:

Surplus or damaged parts, materials, light heads and arms, or other equipment which are salvageable shall be taken by the Contractor to a place designated by the Municipality unless indicated otherwise. Any damaged poles, broken concrete or other such materials that cannot be repaired shall be disposed of by the Contractor.

Transportation:

The Contractor shall be responsible for providing transportation. There shall be no additional charge for transportation.

Test Equipment and Tools:

The Contractor shall provide all the necessary test equipment and tools.

Union Labor:

The Contractor is referred to the City's wage and union requirements.

Materials:

The Contractor is ultimately responsible for furnishing material, tools, and equipment necessary for the performance of the work.

3.2. DESCRIPTION OF WORK

The Contractor shall designate in writing a telephone number where he may be contacted concerning service. The Contractor shall be on-call twenty four (24) hours seven (7) days a week including holidays, for the purpose of making repairs. Work shall be categorized as emergency or service.

A. Emergency Service:

For emergency service an authorized person (Director of Public Works, Chief of Police, etc.)

will notify the Contractor of need for emergency response. The Contractor shall respond and be on site to correct the failure within the response times defined below. Shall arise when as described above and when an emergency or dangerous situation exists, in which case the

Contractor shall immediately dispatch qualified personnel to eliminate such conditions. When notification is received between 7 am and 6 pm Monday thru Friday the response time shall be no more than one (1) hour. When notification is received any other time or day the response time shall be no more than one and a half (1 1/2) hours.

B. Selective Service:

Non-emergency maintenance and repairs shall be scheduled by the Contractor at the convenience of Public Works. Scheduled service shall be performed when in coordination with the Director of

Public Works, sufficient maintenance or repair activities exist to reduce the number of deployments. Sole discretion regarding the need to mobilize rests with the Director of Public

Works.

Work Includes:

*Replace damaged pole (furnish and install)

*Burned out bulbs I fixture

*Ballast

*Relocation of poles

*Removal of poles I rerouting wiring

*Broken wiring

*Control of light types (City)

The Contractor shall restore normal operation in the field within 24 hours. In the event, the

Contractor is unable to restore normal operation in the field, substitute equipment shall be supplied at no additional cost to the Municipality until repairs to the existing equipment can be made. The existing equipment shall be repaired and returned to the field in no more than fifteen

(15) days.

All repairs and testing of the failed equipment shall be done by the Contractor.

Complete record of the work performed and log-in sheet of the intersection shall be completed.

Contractor warrants as a basis for submitting a bid he has familiarized himself with the light types owned by the City.

Contractor shall maintain a database and map of the City's lights, including dates and records of service performed. Contractor shall establish and operate a telephone and website public hotline for reporting outages and needs for service. Contractor shall report such calls and notices thusly received to the Director of Public Works and shall coordinate service schedule for said items.

Materials:

The Contractor is ultimately responsible for furnishing material, tools, and equipment necessary for the performance of the work.

3.3. METHOD OF PAYMENT

The method of payment shall be based on a bid hourly rate for a truck and an hourly rate for manpower in accordance with the categories listed below. Compensation shall further be in accordance with any agreement offered by the City.

Payment shall be made at the contract price per unit/hour for the respective item.

In addition there shall be a minimum service charge per call of one (1) hour regardless of the actual time spent.

The service charge time shall include only that time spent in repairing or restoring the installation. The Contractor agrees the decision by the Director of Public Works for the actual time spent will be final. No compensation will be paid for break periods or down time.

A detailed description of the work performed and a separate invoice detailing the material shall be submitted to the Municipality. Payment may not be made without above written description.

Penalties & Agreements:

If the Contractor response time exceeds the time as outlined in the previous section, a penalty of

$100 per each additional hour will be charged. If the Contractor response time exceeds by 8 hours of the agreed upon limit, another Contractor will be notified to repair the failed intersection at the expense of the original contractor. The Municipality shall deduct this amount from the

Contractor's latest invoice.

Contractor agrees to execute any agreement offered by the City conforming to City's requirements.

4. BID PRICING SHEET

BASIS OF BID:

Emergency and Scheduled Service Monday-Friday 6:00 am to 7:00 pm

Line Item Description Unit of Measure Unit Cost

1. Man Hour Per Hour

2. Truck Per Hour

BASIS OF BID

Emergency Service Any Other Time

Line Item Description Unit of Measure Unit Cost

1. Man Hour Per Hour

2. Truck Per Hour