OEV27007081 MPA 331 FY27 OEV Scope of Work.pdf

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OEV27007081– AGENCY SOLICITATION

SPECIFICATIONS TITLE: MPA 331 FY 27 OE LOCKSMITH SERVICES

SECTION A. BACKGROUND

MPA 331 Open Enrollment to provide labor, materials, services, skills, supervision and necessary tools and equipment for installation, repair, service parts and hardware for Locksmith Service projects as well as 24-hour emergency service.

SECTION B: SCOPE OF WORK AND REQUIREMENTS

The Work will entail the repair, maintenance and installation of various locking systems and associated hardware 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.

Services shall be provided by Contractors on an “as needed, when requested” basis. This request for quote does not guarantee that the State will utilize any contractor for a minimum/maximum amount of time or for a minimum/maximum dollar value over the term of the MPA contract.

The prices/rates provided in this Master Price Agreement (MPA) represent the maximum price/rate that may be charged by Contractors to User Agencies. The User Agencies reserves the right to negotiate a lower price/rate from one or more of the MPA Contractors or request lump sum fixed fee quotes based on specific requirements.

The bidder must have and maintain a valid certificate of registration issued by the Contractors’ Registration Board throughout the term of the contract awarded pursuant to this solicitation and ensure that its subcontractors, unless exempt from registration, also obtain and maintain valid certificates of registration.

DESCRIPTION OF WORK:

Contractor will provide locksmith services, including labor and equipment, for all State agencies, facilities buildings owned or occupied by the State of Rhode Island including all State Educational Facilities as needed.

Services include but are not limited to the following:

• Troubleshooting, maintenance, repair and replacement and installation of locks/keys

• Repair, replace, re-key cylinders as requested

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• Maintain and covert when requested all interior and exterior door locks, padlocks, safes, deadbolt and alarm systems keys

• Repair and change codes or replace push button locks

• Cut all keys as requested by the User Agency. Replacement by the Contractor, at no extra charge, of any copy of a key that fails to operate the respective lock.

• Perform maintenance and repairs on door locks, crash-bars, files, desks, padlocks, latches and other related items.

• Re-keying master keying and rebuilding cylinders.

PARTS:

Bidders must be able to supply locking hardware and associated parts in conjunction with a repair or otherwise needed by the User Agency.

HOURS OF WORK:

Regular hourly rate: Monday-Friday 6:00 AM – 6:00 PM Overtime hourly rate: Monday-Friday, 6:01 PM – 5:59 AM, all day Saturday, Sundays. and State Legal Holidays.

Emergency services: 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.

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

The User Agency must be advised and must approve if more than (1) person is necessary on the project. Contractor must not send two (2) people as a matter of routine. If more than one person is necessary, hourly rates to reflect the net cost of labor.

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

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PREVENTATIVE MAINTENANCE:

All preventative maintenance will be performed during regular working hours only. The contractor will provide a written report to the Using Agency as to the condition of the locks (hardware) and/or door closures of which PM was performed, along with recommendations for any necessary repair(s).

WARRANTY:

Contractors shall guarantee all workmanship and parts furnished and installed under this RFQ 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.

If the Using Agency provides the parts/locking hardware to the repair contractor for installation, any defects in the parts will be the responsibility of the Using Agency. However, if repairs provided by the contractor are deemed to be unsatisfactory as determined by the Using Agency, the contractor will have seven (7) working days to rectify the problem at no additional cost to the State.

CONTRACTOR SERVICES:

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.

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 required to complete User Agency “time-in/time-out logs. All Project 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.

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PRICE AND RELATED FACTORS:

Contractors shall submit an itemized proposal to User Agencies which will include the various components of work/services for a project segregated by labor, materials and equipment in a format satisfactory to User Agencies. Contractors may charge a one (1) hour minimum fee for service calls which do not exceed sixty (60) minutes. The Owner shall be entitled to any and all material or trade discounts (off list prices) that the vendor receives. Material quotes or invoices shall provide the discounted rate.

The State reserves the right to make multiple awards.

SECTION C: PROPOSAL

1. Proposal - Vendor Qualification Assessment

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

A. RI Contractor registration number B. Qualifications - Please provide a detailed description of the Vendor’s experience as locksmith C. Three references

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

RI Contractor Registration Pass/Fail

Qualifications Pass/Fail

References 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.