RFB-26-341 Specifications.pdf

Procurement Division

Request For Bid (RFB)

Project: Electrical Services Ref #: RFB-26-341

August 2023

SPECIFICATIONS

It is the City of Yuma’s intent of these specifications to set the minimum standards to be used for the bidding of the products/services. Any references to Make, Model and Manufacturer are only to indicate minimum specifications for quality and performance. They are not intended to be restrictive in nature or to eliminate use of any manufacture’s products.

1. SCOPE OF WORK

The Contractor shall provide as-needed repair, and installation services for all City electrical systems, power distribution equipment, lighting, emergency power, and related infrastructure under an indefinite delivery/indefinite quantity (IDIQ) contract. Services include diagnostic and corrective repairs; component replacements (circuit breakers, panels, transformers, wiring, conduit, motors, VFDs, lighting fixtures, receptacles, switches, surge protection, UPS units); new installations and upgrades; integration with building automation systems; emergency response; arc flash compliance support; site safety and housekeeping; and full documentation of work performed, in accordance with City requirements and applicable codes/standards.

All work shall comply with manufacturer specifications and the following industry standards, as applicable: NFPA 70 (National Electrical Code), NFPA 70E (Standard for Electrical Safety in the Workplace), OSHA 29 CFR 1910 Subpart S (Electrical Safety-Related Work Practices), UL standards for electrical equipment, NETA Acceptance Testing Specifications, and applicable IBC/IFC and local amendments adopted by the City.

1.1. General Electrical Installation Requirements

1.1.1. General

Install all electrical equipment, systems, and components strictly per manufacturer instructions, NFPA 70 (NEC), and City of Yuma standards; ensure proper conductor sizing, overcurrent protection, grounding/bonding, and working clearances. Verify all labels, arc-flash hazard markings, and equipment identification. Provide listed components and proper disconnecting means lockable in the open position where required by code.

All electrical work shall conform to NFPA 70 (NEC) and NFPA 70E for safe installation and maintenance practices (rated ≤1000 V, ordinary and hazardous locations as applicable). Provide UL-listed components, proper disconnects, and GFCI protection where required by code. All work shall be performed by qualified electricians working under the Contractor’s Arizona ROC C-11 or CR-11 license.

1.1.2. Power Distribution Systems

A. Panelboards, switchboards, transformers, and motor control centers shall be installed per manufacturer requirements for proper ventilation, seismic bracing (if applicable), and minimum working clearances per NEC Article 110. Ensure correct bus connections, torque to manufacturer specifications, proper phase sequencing, and neutral/ground bonding.

B. Verify load calculations, demand factors, and available fault current; test ground-fault protection, coordination of protective devices, and automatic transfer switch operation for emergency and standby power systems. Confirm proper operation of interlocks and monitoring systems.

1.1.3. Lighting and Control Systems

A. Install luminaires, LED drivers/ballasts, and lighting controls listed to applicable UL standards; align occupancy sensors, photocells, and daylight harvesting systems; test dimming, demand response, and integration with building automation systems.

B. Where emergency lighting or exit signage is required, install and test per NFPA 101 Life Safety Code and UL 924; verify battery backup duration, self-testing diagnostics, and remote monitoring capabilities.

C. Conform to applicable energy conservation codes (IECC or ASHRAE 90.1 as adopted), City outdoor lighting ordinances, and dark-sky requirements for exterior lighting applications.

1.2. Service Levels & Response Times: Contractor shall maintain 24/7 availability. On‑site response to routine service requests shall occur within 48 hours of the City’s request.

Emergency service requests shall be addressed on‑site within 2 hours during regular business hours and within 2 hours for after‑hours, weekend, or holiday emergencies.

1.2.1. Hours of Service:

A. Regular Service Hours: 7:00am to 6:00pm Monday through Friday B. After-hour Service Hours: 6:01pm to 6:59am Monday through Friday C. Weekend and Holiday Service Hours: 12:00am to 11:59pm

1.3. Project Assessment: Each project will be individually assessed and quoted by the contractor in collaboration with the Facilities Management Supervisor or designee. The contractor and City personnel shall meet at the worksite where the electrical services are to be performed for a Project Assessment Meeting. During this meeting, both the contractor and City representatives will conduct a thorough site walk to identify and assess the need/issue. The City and contractor will align on the estimated hours to complete the project.

1.4. Project Commencement: After receiving the Contractor’s Estimate, the Facilities Management Supervisor will determine, based on the scope and complexity of the requested Services, whether a requisition and purchase order (PO) are required. For larger or more complex projects, the Supervisor may prepare a requisition that includes the Contractor’s line‑item Estimate, anticipated start date, and estimated completion date for issuance of a PO by the Procurement Division. For routine or lower‑complexity maintenance and repair services, the Supervisor may authorize the Contractor to proceed without a PO when appropriate.

The Contractor shall not begin work until receiving direction from the Facilities Management Supervisor.

1.5. Project Execution: The work for this project shall be executed in the best and most workmanlike manner and certified efficient mechanics/tradesmen, skilled in their respective trade. Work to be performed under this project shall be in accordance with all applicable codes, regulations, standards, and criteria. All work to be performed by Contractor under the general supervision of the city’s Facilities Management Supervisor.

1.6. Final Inspection: Upon project completion, a final inspection shall be conducted by the contractor and the Facilities Management Supervisor to assess the compliance of the work with the agreed specifications, safety standards, and applicable building codes. The contractor shall cooperate fully during the inspection process and promptly address any identified deficiencies or outstanding items to ensure a satisfactory outcome. Final acceptance of the project will be granted upon the Facilities Management Supervisor approval of the completed work.

1.7. Manufacturer’s Instruction: All Services to be performed must strictly follow the product manufacturer's instructions as a primary guideline and ensure that all specifications or code requirements relevant to the project are adhered to. Any deviations from the manufacturer's instructions or specifications should be documented and presented to the Facilities Management Supervisor for approval before proceeding with the work.

1.8. Quality Assurance and Control:

1.8.1. Materials and Workmanship: The Contractor shall ensure that all materials used under this contract conform to relevant industry standards and are of satisfactory quality.

Workmanship shall be executed in a professional and skillful manner, meeting or exceeding prescribed performance and safety criteria.

1.8.2. Inspections and Testing: Prior to installation or usage, all materials shall be subject to inspection and testing to verify compliance with specifications. The Contractor shall conduct regular inspections and tests during the course of the project to maintain quality standards.

1.8.3. Non-Conformance: In the event of identifying non-conforming materials, work, or processes, the Contractor shall take immediate corrective action to rectify the issue.

The City may request supplementary inspections or tests to verify compliance with specified requirements.

1.8.4. Records and Documentation: If applicable, the Contractor shall maintain accurate records of quality control inspections, test results, and any corrective actions taken.

These records shall be made available to the City upon request and shall be retained for a specified period after the completion of the project.

2. LABOR RATE

Provide requested hourly rate on the “Rate BidTable” – Document BT-46EG.

Due to the nature of some City facilities operating on a 24/7 schedule, Bidder shall make available to City services 365 days per year, 24 hours per day. Labor rate provided on the BidTable shall be per hour, per man. The quantities on the Rate BidTable are the total labor hours from the three Project Scenarios, and the rates must match those entered on the Project Scenario BidTable.

2.1. Regular (Standard) Rate: work performed by a qualified electrician between 7:00 a.m. and 6:00 p.m., Monday through Friday, excluding City-recognized holidays.

2.2. After Hours (Overtime) Rate: work performed by a qualified electrician between 6:01 p.m. and 6:59 a.m., Monday through Friday, excluding City-recognized holidays.

2.3. Weekend and Holiday Rate: work performed by a qualified electrician at any time on weekends or on City-recognized holidays.

2.4. Helper/Apprentice Rate: work performed by a helper or apprentice working under a qualified electrician, at any time of day, on any day. Helpers and apprentices shall be billed only at the Helper/Apprentice Rate, never at a journeyman electrician rate.

3. MATERIALS and SUPPLIES Provide the requested information on the “Materials BidTable.” – Document BT-29GK. Its quantities are the parts and materials from the three Project Scenarios. The markup submitted on the Materials BidTable shall be applied to all components, parts, materials, and supplies purchased under this contract, and the costs and markup must match those entered on the Project Scenario BidTable.

3.1 Cost Plus Percentage: The Vendor shall provide their percentage markup above actual cost for all components, parts, materials, and supplies. The markup must be submitted as a decimal (for example, 5% shall be entered as .05) in the “Upcharge (% as a decimal number)” column of the Materials BidTable. This upcharge shall be uniform across all materials and components for the life of the contract. All electrical materials and components shall be new, first-quality, UL-listed, and sourced from authorized distributors.

4. PROJECT SCENARIOS

In an effort to gather more pricing information, the City is asking for the three different scenarios listed on the “Project Scenario BidTable” – Document #BT-17AB. Price each project as if you were being asked to price them for the actual work. Project scenario pricing will be part of the overall low bid criteria. The hourly rate must match the price submitted on the “Rate BidTable” – Document BT-46EG. The material price must match the price submitted on the “Materials BidTable” – Document BT-29GK.

4.1. Scenario 1: Emergency Power Circuit Relocation – City Fire Station: The medication cabinet receptacle and the room lighting at a City fire station are fed from the building's normal-power panel and lose power during a utility outage. Both circuits shall be moved to the station's existing emergency (generator-backed) panel. The station is staffed 24 hours a day; the work shall be performed during regular hours and each shutdown coordinated with station staff. For pricing purposes, the City has set the labor at twelve (12) hours at the Regular (Standard) Rate.

For pricing purposes, assume the following site conditions:

4.1.1. Single-story masonry building. All work is interior, and ceiling heights do not exceed twelve (12) feet.

4.1.2. The emergency panel has two (2) spare 20-amp, single-pole breakers. No new breakers are required.

4.1.3. New exposed conduit runs approximately 200 feet from an existing junction box to the new receptacle locations.

The contractor is responsible for the following:

4.1.4. Secure the work area, perform lockout/tagout per OSHA 1910.147 and NFPA 70E, and coordinate each power shutdown with station staff.

4.1.5. Trace the existing raceway to locate an access path to the emergency panel.

4.1.6. Disconnect the lighting circuit and the medication cabinet receptacle from the normal-power panel and label the freed breakers as spares.

4.1.7. Pull new #12 copper conductors (two separate circuits: two hots, two neutrals, and two equipment grounds; 1,200 LF for pricing) through the new 200 feet of EMT and the existing raceway to the emergency panel, and terminate them on the two (2) spare 20-amp breakers. The 1,200 LF is the pricing quantity for the new EMT run. The pull through existing raceway from the junction box to the emergency panel is included in the 12 labor hours.

4.1.8. Run approximately 200 feet of new exposed ½-inch EMT conduit from the existing junction box to the new receptacle locations, with four (4) 4-inch square boxes.

4.1.9. Install one (1) red 20-amp hospital-grade receptacle (Hubbell HBL8300RED or equal) for the medication cabinet, two (2) 20-amp hospital-grade receptacles, and one (1) 20-amp duplex receptacle, with the covers listed on the Project Scenario BidTable.

4.1.10. Update the circuit directories on both panels, then test each circuit and confirm it is powered from the emergency panel.

4.1.11. Clean up the work area and remove all debris.

The price submitted for Scenario 1 shall include all materials listed on the Project Scenario BidTable at the Bidder's actual cost plus the Bidder's markup, twelve (12) labor hours at the Regular (Standard) Rate, and all tools, ladders and equipment. No separate equipment rental, trip charges, mobilization fees, or markups on labor are permitted.

4.2. Scenario 2: After-Hours Parking Lot Lighting Outage – City Park: At 8:00 p.m. on a weekday, City staff report that all parking lot lights at a City park are out and the lighting breaker trips when reset. The Contractor responds within the after-hours emergency response time. The cause is a failed lighting contactor and damaged underground conductors between the outdoor electrical cabinet and the first light pole. For pricing purposes, the work is performed by a two-person crew, and the City has set the labor at six (6) hours at the After- Hours (Overtime) Rate for the journeyman electrician and six (6) hours at the Helper/Apprentice Rate for the helper.

For pricing purposes, assume the following site conditions:

4.2.1. The lighting circuit is fed from an outdoor electrical cabinet through an existing underground conduit approximately 150 feet long to the first light pole.

4.2.2. The conduit is intact. The damaged conductors can be pulled out and replaced without trenching or boring.

4.2.3. All work is at ground level, at the electrical cabinet and the pole-base handhole. No aerial work or bucket truck is required, and the light fixtures are in working order.

The Contractor is responsible for the following:

4.2.4. Secure the work area and perform lockout/tagout per OSHA 1910.147 and NFPA 70E.

4.2.5. Troubleshoot the circuit and confirm the failed contactor and the damaged conductors, including an insulation-resistance test of the underground run.

4.2.6. Replace the lighting contactor (30-amp, 2-pole, 120-volt coil; Square D Class 8903 or equal) and the photocell (twist-lock, 120–277 volt).

4.2.7. Pull out the damaged conductors and pull new #10 copper conductors (two conductors and a ground, approximately 150 feet each) through the existing conduit.

4.2.8. Install two (2) new waterproof in-line fuse holders with fuses at the pole base, and make all underground connections with waterproof splice kits.

4.2.9. Restore power, confirm all lights on the circuit operate, and verify photocell control.

4.2.10. Provide a written service report describing the cause of the outage and the repairs made.

The price submitted for Scenario 2 shall include all materials listed on the Project Scenario BidTable at the Bidder's actual cost plus the Bidder's markup, six (6) journeyman labor hours at the After-Hours (Overtime) Rate, six (6) helper labor hours at the Helper/Apprentice Rate, and all tools and equipment. No separate trip charges, mobilization fees, emergency call-out fees, or markups on labor are permitted.

4.3. Scenario 3: Weekend Storm Damage – Light Pole Make-Safe – City Park: On a Saturday afternoon following a monsoon storm, City staff report that a parking lot light pole at a City park has been knocked down and is lying in the parking area with its wiring exposed at the base.

The Contractor responds within the after-hours/weekend emergency response time. This call is only to make the site safe; replacement of the pole will be requested separately. For pricing purposes, the City has set the labor at three (3) hours at the Weekend and Holiday Rate.

For pricing purposes, assume the following site conditions:

4.3.1. The pole carries a single light fixture and is fed by an underground circuit that enters at the pole base. The lighting circuit breaker is in an outdoor electrical cabinet on site.

4.3.2. City staff will remove the fallen pole after the Contractor has made the circuit safe. No pole removal, lifting, or aerial equipment is required of the Contractor.

4.3.3. The remaining light poles on the circuit are undamaged.

The Contractor is responsible for the following:

4.3.4. Secure the area around the fallen pole and exposed conductors, and perform lockout/tagout on the lighting circuit per OSHA 1910.147 and NFPA 70E.

4.3.5. Disconnect the conductors at the pole base, then insulate and cap each conductor with waterproof, direct-burial rated connectors.

4.3.6. Restore power to the circuit and confirm that the remaining lights operate.

4.3.7. Provide a written service report, with photographs, describing the damage and the work performed.

The price submitted for Scenario 3 shall include all materials listed on the Project Scenario BidTable at the Bidder's actual cost plus the Bidder's markup, three (3) labor hours at the Weekend and Holiday Rate, and all tools and equipment. No separate trip charges, mobilization fees, emergency call-out fees, or markups on labor are permitted.

END OF SPECIFICATIONS

1. SCOPE OF WORK