OEV26006522 MPA 41 FY27 SOW.pdf

OEV: MPA-41 Electrical/Electronic Maintenance/Repair Page 1 of 4

OEV26006522 – AGENCY SOLICITATION SPECIFICATIONS

TITLE: MPA-41 FY27 OE Electrical / Electronic Maintenance and Repair

SECTION A: BACKGROUND

The State of Rhode Island is seeking vendors for inclusion on the qualified vendor list for State Master Price Agreement (“MPA”) 41, to provide services including the installation and modification of miscellaneous electrical maintenance, repair, and installation projects as well as 24-hour emergency service call response. In addition, awarded vendors must provide services required for the proper functioning of the system according to standard industry practices and usage for the best value.

SECTION B: SCOPE OF WORK AND REQUIREMENTS

Covered services under MPA-41 will include testing, scheduled maintenance, emergency repairs and other necessary work on the State’s electrical primary and secondary distribution systems.

In addition to license requirements, bidders responding to this solicitation must certify that all work/services performed for user agencies shall be performed by individual(s) holding valid and current Rhode Island electrical licenses.

Failure to arrive at the designated user agency location as directed 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 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 bidder’s ability to provide such “on-call” service and by written commitment to respond timely to both scheduled and emergency situations. The Contractors’ response staff should be the individual or individuals most familiar with the distribution system.

Contractor(s) must respond as requested by the user agency:

- Emergency calls – Contractor must respond within two (2) hours or less of initial call as directed by the user agency.

- 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 telephone communications with the user agency.

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Contractors must receive prior approval from the user agency to perform any and all work including additional repairs and services that are not part of the initial service call. Failure to receive prior written approval may constitute unauthorized repair or service may result in Contractors not being compensated for such unauthorized 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 for individual engagements solicited under this MPA, shall be responsible for requesting Contractor service and compensating Contractors.

Contractors shall be responsible for informing designated user agency personnel of the status of all work in progress daily, including but not limited to estimated completion 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 and related work are 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, including documentation of all 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.

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.

Travel time shall not be an allowable expense. All billable time is for on-site services, and corresponding rates must be fully loaded and inclusive of overhead costs.

When work is solicited by user agencies under the MPA, quotes/proposals 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 written authorization.

The State 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.

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 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 shall be responsible for cleaning the work area after the Project is completed.

Electrical Permit Requirements

For all work awarded under this MPA in or adjacent to State-owned buildings, the awarded Contractor is responsible for pulling the necessary/appropriate electrical permit with the State Electrical Inspection Department prior to commencing work. For leased agency locations, the required electrical permit must be pulled by the Contractor from the applicable city/town inspector.

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Occupational Health and Safety Requirements

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

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 (including but not limited to BCIs) from any and all Contractor officers, directors, and employees at no additional charge to the user agency.

For all engagements solicited under this MPA, 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.

Equipment, Materials and Workmanship

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 solicited under this MPA.

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 Contractor’s 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 applicable National Electrical Code and NETA standards.

Contractor(s) must have proper PPE for all service calls and address work/services including personnel shall dress appropriately with clear identification of the employee’s name.

Contractors shall guarantee all workmanship and parts furnished and installed under this solicitation against defect for twelve (12) months after completion. Equipment provided with manufacturers’ 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.

Inspection of Work

All projects solicited under this MPA and related work/services shall be subject to inspection and approved by the user agency.

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Contractors shall always exercise appropriate due diligence and care so that no persons are injured, and/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.

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 solicitation.

SECTION C: PROPOSAL

Proposal - Vendor Qualification

Bidders must submit the following documentation with proposal response:

- Copies of Electrical Corp. (AC) or Electrical Contractor (A) Licenses for all entity principals and employees; and

- List of Certified B Journeymen (with license numbers and current copies of licensure).

SECTION D: EVALUATION AND SELECTION

Proposals shall be reviewed by the Division of Purchases on a “Pass/Fail” basis. All criteria must receive “Pass” determinations for a vendor’s potential inclusion on the resulting OE MPA’s qualified vendor list. Any proposals/submissions resulting in one or more “Fail” determinations will not be reviewed further, and the bidder will be dropped from further consideration.

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

CRITERIA PASS/FAIL

Licensing (AC) or (A) Pass/Fail

Journeymen (B) List (License Numbers) & License Copies 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