OEV25005125 MPA 41 Scope of Work.pdf

2019-1 Page 1 of 6 Revised 04/02/2020

OEV – AGENCY SOLICITATION SPECIFICATIONS

TITLE: MPA 41 OE Electrical / Electronic Maintenance and Repair

NOTICE TO VENDORS: Current Contract Holders Need not to apply.

SECTION A. BACKGROUND

MPA 41 Open Enrollment will entail the installation and modification of miscellaneous electrical maintenance, repair, and installation projects as well as 24-hour emergency service call response. Task orders will be issued by user agencies. Some of the required services (“Projects”) may be for routinely scheduled maintenance and repair and other services may be in response to emergency situations.

SECTION B: SCOPE OF WORK AND REQUIREMENTS

Service will include all testing, scheduled maintenance, emergency repairs and other work necessary on the State’s electrical primary and secondary distribution systems.

Contractor(s) must have proper PPE for all service calls and address work/services including but not limited to those enumerated herein:

Contractors must perform repairs, fabrication, operations, and maintenance of minimum 600V voltage electrical systems and associated equipment for low voltage services and excess of 600V voltage electrical systems and associated equipment for high voltage services.

Contractors are responsible for testing equipment and troubleshooting complex electrical problems to develop effective resolutions.

Contractors must understand the operation and maintenance of tools and equipment of the trade.

Contractors must establish and maintain effective working relationships with those contacted in the course of the Project such as customers, project managers, inspectors, and other crafts, including assisting others and working cooperatively.

Contractors shall maintain records related to work performed including use of computers.

Contractors must be able to read and interpret plans, diagrams, drawings, instructions, and related technical materials.

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Contractors must be able to plan and direct the work of semi-skilled and apprentice workers.

Contractors shall be responsible for properly disposing of any materials removed or replaced. In addition, any areas disturbed or damaged must be restored to their original condition.

Contractors must respond to service calls if requested by a User Agency and be available 24 hours per day, 7 days per week, and 365 days per year (24x7x365). Response time to emergencies and routine request is expected to be timely, and proposals will be reviewed in part on the Contractor’s ability to provide such “on-call” service and by written commitment to respond timely to both scheduled and emergency situations. Contractors must send a qualified licensed electrician to the User Agency location and supply all necessary tools, equipment, and replacement parts to perform repairs or diagnose the problems. Such supplies, materials and parts shall be of the highest quality and the cost of such shall be billed as reflected in the bid document.

Contractor(s) must respond as requested by the Eligible Entity:

i. Emergency calls – Contractor must respond within two (2) hours or less of initial call as directed by the User Agency.

ii. Service calls – Contractor must respond by phone within one (1) hour and establish a mutually agreed arrival time at the User Agency.

Contractors must be able to make preliminary assessments of the electrical problems based upon the telephone communications with the User Agency.

Failure to arrive at the User Agency location without a qualified licensed electrician may be considered an unacceptable service call. Contractors shall not charge for an unacceptable service call and the User Agency shall not be required to pay for an unacceptable service call.

Contractors must receive prior approval from the User Agency to perform any and all projects including additional repairs and services that are not part of the initial service call. Failure to receive prior approval may constitute unauthorized repair or service, and contractors shall not be compensated for such services. In addition Contractors shall be held accountable for any unauthorized services and responsible for compensating the User Agency if any damage occurs.

User Agencies the contracting authority shall be responsible for requesting Contractor service and compensating Contractors.

Contractors shall be responsible for cleaning the work area after the Project is completed, this includes removal of all package material, sweeping the area of debris, removing all debris (if applicable) and leaving the work area in a safe condition.

Contractors shall be responsible for informing designated User Agency personnel to status of all work in progress on a daily basis including but not limited to estimated completion

2019-1 Page 3 of 6 Revised 04/02/2020 date, parts delivery dates and accrued and project costs. The User Agency must be advised and must approve if more than (1) person is necessary on the project.

Contractors shall be required to complete User Agency “time-in/time-out logs. All Projects related work is to be coordinated through designated User Agency personnel. In addition, a suitable Contractor work order form shall be maintained by the User Agency documenting Contractor personnel on the Project site, together with start and completion times. The Contractor representatives must sign the work order form and retain a copy for his/her files. Work order forms shall be used for verifying billable hours.

All Contractors personnel shall dress appropriately with clear identification of the employee’s name.

Contractors shall maintain a twenty-four (24) hour capability with sufficient manpower, equipment, and vehicles to assure emergency repair response and a two (2) hour response time is expected for emergency service. The Contractors’ response staff should be the individual or individuals most familiar with the distribution system.

Contractors shall receive a copy of the User Agency’s electrical distribution schematic and shall be required to maintain said schematic throughout the duration of the Project.

Contractors must be located within 60 miles of Rhode Island.

Travel time shall not be an allowable expense. All billable time is for on-site services unless approved in writing by the User Agency.

Contractors shall be responsible for supplying all equipment needed to complete Projects including but not limited to voltage testers, line fault testing equipment, drilling equipment, line pulling equipment, safety equipment and all other equipment as needed or required.

All tools and equipment are to be included in the Contractors hourly rate. Charges for additional equipment beyond the scope of a standard service call must be authorized in writing by the User Agency.

All line faults will be tested utilizing both voltage and line fault testing equipment according to the National Electrical Code and NETA standard.

In addition to license requirements, Contractors responding to this RFQ must certify that all work/services performed for User Agencies shall be performed by an individual(s) holding valid Rhode Island electrical licenses.

This proposal shall be itemized to include the various components of work and shall be segregated by labor, materials, and equipment in a format satisfactory to the User Agency.

Any amount in excess of the maximum dollar amount must be reviewed and receive authorized by the Division. The Division reserves the right to solicit quotes from all Contractors for any project regardless of its estimated value. Contractors must conduct a no cost site inspection and issue a no cost written price quote for any project at the request of the User Agency

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Contractor(s) shall be required to complete an agency “time-in/time-out log when on project site. Agencies will provide a designated individual to coordinate and supervise any/all Time and Materials work orders. In addition a vendor work order form shall be maintained by the agency documenting contractor personnel on the job site and start and completion times. The Contractors representative is required to sign the vendor work order form and retain a copy. This document will be used for verifying billable hours.

Occupational Health and Safety Requirements

Contractors shall strictly comply with the current State and Federal occupational safety and health policies/procedures necessary to protect the health and safety of workers and the general public on all project sites.

Contractors must take all necessary precautions and provide all necessary safeguards to prevent personal injury and property damage while performing services under this OE. It is the Contractor's responsibility to ensure that operations are conducted in a safe and secure manner at all times. Contractors must replace/repair, at the User Agency's sole discretion, any property damaged by Contractors during project performance.

Based on applicable security laws, regulations, and policies, User Agencies have the right to require the Contractors to comply with a range of additional requirements or standard operation procedures. Contractors must comply with such security requirements at no additional charge to the User Agencies. User Agencies shall have the right to request background criminal investigations (BCI’s) from any and all Contractor officers, directors, and employees at no additional charge to the User Agency.

Contractors shall ensure that employees are knowledgeable of all the requirements of this RFQ. Contractors shall be responsible for instructing employees in safety measures considered appropriate.

Project work areas shall be secured from public access, clearly marked, and barricaded, if necessary. Project work shall not interfere with ingress or egress of normal operations by tenants, employees, or vehicles. Contractors shall protect all surrounding surfaces and vegetation from damage or destruction. Contractors shall make every effort to maintain a clean, quiet, and orderly work area throughout the term of the Project. No materials or equipment shall be left on the Project site when the Contractor’s workers are not present.

The Contractor is responsible for protecting the work from damage from any source prior to final acceptance by the User Agency. At the completion of work, Contractor shall remove all materials, supplies, debris, and rubbish and leave the Project site in a clean, acceptable condition.

Equipment, Materials and Workmanship

Contractors shall ensure that they are qualified and experienced and have the necessary resources for the successful completion of a Project.

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All equipment, materials and labor utilized, and all workmanship shall comply with all current codes, standards, regulations, and statutes pertaining to the work/services required for a project.

Contractors shall guarantee all workmanship and parts furnished and installed under this OE against defect for (12) months after completion. Equipment provided with manufacturer’s extended warranties shall extend this duration in accordance with manufacturer’s terms and conditions. Defects will be repaired or replaced by Contractors at no expense to the User agency.

Contractors must supply all relevant warranty information and documentation to the user Agency upon Project completion.

All equipment, parts and/or supplies must be new and of the highest quality.

Inspection of Work

All Projects related work/services shall be subject to inspection and approved by the User agency.

Acceptance or rejection of the Project shall be made as promptly as practical, but failure to accept or reject the Project shall not relieve the Contractor from responsibility for the Project related work/services.

User Agencies shall not be deemed to have accepted the Project by virtue of a partial or full payment for it.

Damage and Defects

Contractors shall use due care so that no persons are injured, or no property damaged during a Project. Contractors shall be solely responsible for all loss, damages, costs and expenses in respect of any injury to persons, damage of property, or infringement of the rights of others incurred in the performance of the Project related work/services or caused in any other manner whatsoever by the Contractor or their employees.

User Agencies may repair the loss or damage to property caused by a Contractor during the Project. Contractors shall reimburse User Agencies for any and all costs associated with loss or damage caused by Contractor. Where, in the opinion of the User Agency, it is not practical or desirable to repair the loss or damage the User Agency may estimate the cost of the loss or damage and deduct such estimated amount from the amount owing to the Contractor for the Project.

Contractors shall preserve and protect the rights of the User Agency with respect to any work/services performed under sub-contract and incorporate the terms and conditions of this OE Contract into all sub-contracts as necessary to preserve the rights of the State and User Agencies under this OE. The Contractor shall be fully responsible to the State and User Agencies for acts and omissions of sub-contractors and of persons directly or indirectly employed by them as for acts and omissions of persons directly employed by Contractors.

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SECTION C: PROPOSAL

1. Proposal - Vendor Qualification Assesst

Narrative and format: Vendor responses must address specifically each of the following elements:

Submit the following documents with proposal response:

Copy of Electrical Corp. (AC) or Electrical Contractor (A).

List of certified B Journeymen with license numbers.

SECTION D: EVALUATION AND SELECTION - SOLICITATION SPECIFIC

Proposals shall be reviewed by the Division of Purchases on a “Pass/Fail” basis. All criteria must receive a “Pass” determination for a vendor’s potential inclusion on the resulting OE MPA’s qualified vendor list. Any criteria with a “Fail” determination will not be reviewed further and the vendor will be dropped from consideration.

Proposals shall be reviewed and scored based upon the following criteria:

Criteria

Pass/Fail

Licensing (AC) or (A) Pass/Fail

Journeymen (B) list with license numbers. Pass/Fail

Overall Pass/Fail Pass/Fail

NOTE: See the “Requirements” tab of this solicitation for additional information on the evaluation and selection process in the “OE Standard Specifications- Vendor Qualification Assessment” section.

SECTION D: EVALUATION AND SELECTION - SOLICITATION SPECIFIC