On_Call_Electrical_Svc_Specifications.docx

City of New Haven Facilities Bid Specifications for the Following:

On Call Electrical Services

SECTION A – SPECIFICATIONS - GENERAL

The City of New Haven is seeking formal bids for the titled project from qualified contractors. The Contractor shall provide full Services for the titled project, at the location(s) listed within this specification.

1. CONTRACT AMOUNT

2. HOURLY OPERATIONAL GUIDELINES

3. SCOPE OF WORK

a. The work to be performed by the Contractor under these specifications shall consist of furnishing all material, labor, supervision, tools, supplies and other expenses necessary to provide for the titled project as outlined in SECTION C and/or the BID TABLE.

b. It is the Contractor’s responsibility to bring the necessary labor, tools, materials, etc., to the work location. The Contractor must have all the tools necessary to perform its trade daily. The security and protection of all materials, tools and equipment stored at any work location are the sole responsibility of the Contractor.

c. Only items listed on the BID TABLE may be invoiced. Appropriate line items relating to equipment shall be stated by the Contractor in the BID TABLE. If the price is not filled in, in the appropriate line item on the BID TABLE, it will not be eligible for compensation. No specialized equipment may be billed without the expressed prior authorization of the City of New Haven.

d. Implied Requirements – All services and or supplies not specifically mentioned in this solicitation which are necessary to provide the functional capabilities of the bid shall be included in the unit bid pricing. Contractor shall provide all material and equipment usually furnished with such service, in accordance with Industry Standards.

e. All material and equipment furnished shall be new and in excellent condition (refurbished items may be accepted only with prior written authorization from the City).

f. The City of New Haven’s interpretation of the General Conditions and Specifications shall be final and binding upon the Contractor.

4. COMPETENCY AND QUALIFICATIONS OF CONTRACTOR

The importance of maintaining the titled project, shall prove to the satisfaction of the City of New Haven that the Contractor has:

a. Actively and normally been engaged, for at least the past five (5) years in the Testing, Inspection, Preventive Maintenance, On-Call Repairs and/or Emergency Services of a similar capacity and function as those covered by this bid. Each bidder shall submit with their Bid all documentation required to demonstrate minimum time requirements of the operation, experience with contracts similar in size (including name, address and telephone number of previous and current clients), availability of spare parts and possession of all recommended tools and equipment.

b. Each bidder must possess all tools, equipment, and special devices to ensure complete service, section 3(b)

c. Each bidder must have in stock, or guarantee, 24-hour delivery time for all components and repair/replacement parts required under the contract, when and as applicable.

d. Each bidder must be capable of responding to on-call and emergency calls within the prescribed time as indicated in the Hourly Operational Guidelines above. The City of New Haven will notify you via phone, fax, email or any other mutually agreed upon method.

e. Bidder must NOT have received an OSHA repeat, willful or serious violations pending in the last five years. Only those qualified contractors will receive consideration for this contract.

f. All Bidder’s vehicles and/or technicians must have portable communications devices for the purposes of emergency dispatch and real-time status reporting.

5. ASSIGNMENTS AND SUB-CONTRACTING

The City of New Haven and Bureau of Purchases must give written approval before a subcontractor or assignee can commence work.

6. SCHEDULING PERFORMANCE

All work, except that which is deemed disruptive to the normal operation of the school, shall be conducted during normal hours. Alternate arrangements for disruptive work shall be scheduled through the City of New Haven. No work shall be performed unless prior authorized by the City of New Haven or its authorized representative. Prior authorization requires notification to the City of New Haven before the closing of the business day prior to the day work is to be scheduled.

7. EMERGENCY CONTACT INFORMATION

The Contractor shall furnish emergency telephone numbers to the City of New Haven to provide 24/7 access to the Contractor’s staff responsible for emergency dispatch of service technicians. Hourly Operational Guidelines above detail emergency hours.

8. HOURLY BILLING

The Contractor shall bill at the hourly rate submitted in the BID TABLE. Overtime shall be billed at the rate as indicated in the Hourly Operational Guidelines above.

9. RECORD KEEPING, INVOICING AND PAYMENT POLICIES

a. A Work Order issued by the City of New Haven must be returned to the City marked “Completed” along with the date of such completion. The approved Completed Work order will be returned to the Contractor and must be submitted with the electronic invoice as additional supporting documentation. NOTE: THIS IS NOT THE PURCHASE ORDER NUMBER for billing purposes.

b. Upon arriving at any building or facility said Contractor shall record arrival, and departure time on a service ticket. Both arrival and departure times will be verified and signed for by an authorized representative of said facility. The City of New Haven and its representatives require the Contractor to keep accurate timesheets for all employees assigned to perform any project, task or assignment pursuant to this Contract.

c. Unit Pricing in the BID TABLE should be inclusive of all Contractor’s associated expenses, such as travel and fuel expenses. The contractor will only be allowed to invoice for TIME SPENT ON SITE and said time shall be noted on a service ticket.

d. The City of New Haven and its representatives require the Contractor to keep an accurate record of supplies and materials used in the performance of any project, task or assignment pursuant to this Contract.

e. Refer to Section 26 & 27 of the Bid Documents regarding invoicing and payment policies and procedures.

f. One or more Purchase Order(s) will be issued to you for the contract. A Work Order is NOT a Purchase Order.

10. WARRANTY

All workmanship and materials performed and installed pursuant to these specifications and the contract shall be fully warranted for a period of one (1) year from the date of approval by the City of New Haven of the Contractor’s final invoice.

SECTION B - GENERAL CONDITIONS

1. GENERAL

a. Where General Conditions clauses are repeated herein it shall be understood as calling special attention to them or as a further qualification and shall not be construed as omitting any other part of the General Conditions clause.

b. The Contractor shall be subject to the City of New Haven building use rules and shall contact a City of New Haven representative upon arrival at facility/building. At all times, the contractor shall keep the City of New Haven or its authorized representative informed as to its planned schedule for completing the work and changes or deviations from the planned schedule.

c. The City of New Haven reserves the right to award more than one bidder if it chooses.

2. CONTRACTOR’S RESPONSIBILITY – See Bid Document - Sections 5 & 6

The Contractor may schedule walk-throughs of the City of New Haven Facilities/Buildings (weather and time permitting) by contacting the City of New Haven, Engineering Department at 203-946-6417.

3. LAWS AND PERMITS

a. Contractor shall comply with all Federal, State and Municipal Laws, Statutes, Ordinances and Regulations, prepare all required documents, give all notices, obtain all permits necessary for the work, pay all costs and fees for permits and inspections and obtain all certificates of inspections and approval for the work and deliver same to the City of New Haven.

b. All works and materials shall be in full accordance with the rules and regulations of all other departments or boards having jurisdiction over the work or a portion thereof.

c. The Contractor shall immediately inform the City of New Haven of any work or materials which violate any Federal, State and Municipal Laws, Statutes, Ordinances and Regulations and of any work performed by the Contractor causing such violations shall be corrected by the Contractor at its own expense.

4. INSPECTION

The quality of the Contractor’s shall be subject to inspection by the City of New Haven or its representatives at any time.

SECTION C – PROJECT SPECIFICS-DETAILED

SCOPE OF WORK –

a. The work to be performed by the On-Call Electrical Services Contractor under these Specifications shall consist of furnishing all material, labor, supervision, tools, supplies and other expenses necessary to fulfill all the details of Electrical related work orders issued by the City of New Haven, including but not limited to the following; All electrical emergencies in any City of New Haven Building/Facility. All routine maintenance such as replacing light bulbs, ballasts, switches, outlets, breakers, wires, etc… as directed by the City of New Haven. IT/Technology work such as running cable (Cat 5 and Cat 6 etc…), installing, connecting, disconnecting computers, TV’s, monitors etc. Replace all types of lighting fixtures both inside the buildings and any type of fixtures outside the building.