RFQ ON CALL Electrician 27-01.pdf

The Maynard Public Schools are committed to high academic standards that encourage students, teachers, and community members to achieve their personal best through lifelong learning.

MAYNARD PUBLIC SCHOOLS

3-R Tiger Drive

Maynard, Massachusetts 01754 Brian Haas

Superintendent of Schools 978-897-2222 https://www.maynard.k12.ma.us/

REQUEST FOR WRITTEN QUOTATIONS 27-01

Electrical, Lighting, and Emergency Electrical ON-CALL Services

Maynard Public Schools

3-R Tiger Drive

Maynard, Massachusetts 01754

Superintendent of Schools

Brian Haas

Director of Facilities

Anthony Savard

Telephone:

978-897-8891

Procurement Pursuant to M.G.L. c.30B, §4

TABLE OF CONTENTS

1. Invitation for Written Quotations

2. Procurement Information

3. Procurement Schedule

4. Instructions to Vendors

5. Scope of Services

6. Contractor Qualifications

7. Response Time Requirements

8. Insurance Requirements

9. CORI/SORI Requirements

10. Prevailing Wage Requirements

11. Pricing Requirements

12. Evaluation and Award

13. General Conditions

14. Required Forms

15. Attachments https://www.maynard.k12.ma.us/

1. INVITATION FOR WRITTEN QUOTATIONS

The Maynard Public Schools ("District"), acting through its Chief Procurement Officer or designee, invites written quotations from qualified electrical contractors to provide on-call electrical maintenance, lighting repairs, emergency electrical services, preventive maintenance, troubleshooting, and related electrical work at all District-owned facilities.

This procurement is conducted in accordance with Massachusetts General Laws Chapter 30B, Section 4.

The District intends to award one contract to the responsive and responsible vendor submitting the lowest-priced quotation meeting the requirements contained in this Request for Written

Quotations (RFQ).

The resulting contract shall be for an initial one-year term with the option to renew for up to two additional one-year periods upon mutual written agreement of both parties and subject to annual appropriation.

The District makes no guarantee regarding the amount or value of work to be performed under this contract.

Nothing contained herein shall be interpreted as a guarantee of work.

2. PROCUREMENT SCHEDULE

Issue Date: July 31, 2026

Questions Due: August 7, 2026

Responses to Questions: Within two business days after receipt

Optional Site Visit: August 6, 2026 1:00 PM

Quote Due: August 14, 2026 1:00 PM

Anticipated Award: August 2026

Contract Start: September 1, 2026

The district reserves the right to modify this schedule through written addenda.

3. INSTRUCTIONS TO VENDORS

• Vendors shall carefully examine this Request for Written Quotations prior to submitting a quotation.

• Submission of a quotation shall constitute acknowledgment that the vendor has reviewed all requirements contained herein.

• Quotations shall remain valid for sixty (60) calendar days following the submission deadline.

• The District reserves the right to reject any or all quotations, waive minor informalities, request clarification of quotations, cancel this procurement, or make no award if determined to be in the best interest of the District.

• Only written addenda issued by the District shall modify this solicitation.

• Verbal interpretations shall not be considered binding.

• Questions regarding this procurement shall be submitted by email to the Director of

Facilities @ Asavard@Maynard.k12.ma.us, no later than the date identified in the

Procurement Schedule.

• Late quotations shall not be accepted.

• Faxed quotations shall not be accepted.

• Electronic quotations submitted prior to the deadline are acceptable.

• The successful contractor shall execute all required contract documents prior to commencing work.

Required Submission Documents

Each quotation shall include the following:

• Completed Quote Form

• Hourly Pricing Schedule

• Material Markup Schedule

• Current Massachusetts Master Electrician License

• Certificate of Insurance

• W-9

• Three References

• Certificate of Non-Collusion

• Tax Compliance Certification

• Vendor Information Form

Failure to submit any required documentation may result in the quotation being deemed non-responsive.

4. SCOPE OF SERVICES

4.1 General Requirements

The Contractor shall provide all labor, supervision, tools, equipment, transportation, materials, permits, testing, and incidentals necessary to perform electrical maintenance, repair, installation, troubleshooting, and emergency electrical services at all Maynard Public Schools facilities.

Services shall be provided on an as-needed basis as directed by the Director of Facilities or their authorized designee.

The District does not guarantee any minimum amount of work under this contract.

The Contractor shall perform all work in accordance with:

• Massachusetts Electrical Code (527 CMR)

• National Electrical Code (NFPA 70)

• OSHA Regulations

• Applicable federal, state, and local laws

• Manufacturer specifications

• Industry best practices

4.2 School Facilities

Work may be required at any facility owned or operated by the Maynard Public Schools, including but not limited to:

• Fowler School

• Green Meadow School

• Maynard High School

• District administrative offices

• Athletic fields

• Maintenance buildings

• Storage facilities

• Other District-owned properties

4.3 Typical Services

Services may include, but are not limited to:

General Electrical Work

• Electrical troubleshooting

• Repair of electrical systems

• Replacement of receptacles

• Replacement of switches

• Breaker replacement

• Panel repairs

• Panel upgrades

• Circuit additions

• Circuit modifications

• Conduit installation

• Wire replacement

• Disconnect installation

• Equipment wiring

• Temporary electrical service

• Code corrections

• Electrical inspections

• Preventive maintenance

Interior Lighting

• Lamp replacement

• Ballast replacement

• LED driver replacement

• Fixture replacement

• Fixture installation

• Lighting troubleshooting

• Lighting control repairs

• Occupancy sensor installation

• Emergency lighting repairs

• Exit sign repairs

• Lighting upgrades

Exterior Lighting

• Parking lot lighting

• Pole lighting

• Building-mounted lighting

• Walkway lighting

• Security lighting

• Athletic field support lighting

• Exterior emergency lighting

Emergency Services

The Contractor shall respond to electrical emergencies including:

• Power outages

• Electrical failures

• Tripped main breakers

• Equipment failures

• Burned electrical components

• Water intrusion affecting electrical systems

• Storm damage

• Hazardous electrical conditions

• Emergency disconnects

• Unsafe exposed wiring

Preventive Maintenance

The District may request preventive maintenance services including:

• Electrical panel inspections

• Infrared scanning (if available)

• Tightening electrical connections

• Testing emergency lighting

• Exit lighting inspections

• Lighting inventories

• Preventive replacement recommendations

Small Installation Projects

Work may include installation of:

• Dedicated circuits

• Additional receptacles

• Data power

• Appliance connections

• Classroom equipment

• Smart boards

• Scoreboards

• Kitchen equipment

• HVAC controls

• Security devices

• Door hardware power

• Exterior receptacles

4.4 Emergency Response

The Contractor shall provide emergency electrical services twenty-four (24) hours per day, seven

(7) days per week, including weekends and holidays, throughout the term of the contract.

The Contractor shall maintain a continuously monitored twenty-four (24) hour emergency telephone number and shall make immediate telephone contact with the District upon receipt of an emergency service request. The Contractor shall provide the District with current emergency contact information and shall notify the District in writing within one (1) business day of any changes to emergency contact personnel or telephone numbers.

For emergency calls, the Contractor shall respond by telephone within thirty (30) minutes and, when requested by the District, have qualified personnel on-site within two (2) hours, unless otherwise authorized by the District.

Emergency services shall include, but are not limited to, power outages, electrical hazards, equipment failures, life safety issues, emergency lighting failures, fire alarm-related electrical issues, and any other condition determined by the District to require an immediate response.

The Contractor shall furnish all labor, supervision, tools, equipment, vehicles, and materials necessary to stabilize the emergency condition and restore service as quickly as practicable. If permanent repairs cannot be completed during the initial response, the Contractor shall implement temporary measures necessary to ensure the safety of occupants and the protection of

District property until permanent repairs can be completed.

4.5 Scheduling of Work

Routine work shall be scheduled through the Director of Facilities.

Whenever practical, work shall be performed during normal business hours.

The District may require work to be completed:

• Before school

• After school

• During school vacations

• Weekends

• Holidays

• Summer recess

The Contractor shall cooperate with the District to minimize disruption to educational programs.

4.6 Work in Occupied Buildings

The Contractor shall recognize that work will frequently occur in occupied educational facilities.

The Contractor shall:

• Coordinate all work with District staff.

• Maintain safe access for students and staff.

• Protect adjacent occupied spaces.

• Minimize noise whenever possible.

• Secure all tools and equipment.

• Maintain continuous housekeeping.

• Remove debris daily.

• Leave all work areas clean upon completion.

No work shall interfere with classroom instruction unless approved by the Director of Facilities.

4.7 Safety Requirements

The Contractor shall be solely responsible for the safety of its employees and subcontractors.

The Contractor shall comply with all applicable OSHA regulations and maintain a safe work environment at all times.

Lockout/Tagout procedures shall be utilized whenever required.

The Contractor shall immediately notify the District of any unsafe conditions discovered during the performance of work.

4.8 Materials

Unless otherwise approved by the District:

• All materials shall be new.

• Used or refurbished materials shall not be permitted.

• Materials shall be commercial-grade.

• Materials shall comply with applicable electrical codes.

• Equivalent manufacturers may be substituted only with prior approval.

4.9 Cleanup

Upon completion of each work order, the Contractor shall:

• Remove all debris.

• Remove packaging materials.

• Dispose of replaced components.

• Vacuum work areas as necessary.

• Restore ceilings and access panels.

• Leave the work area in a clean condition.

The District may require the Contractor to return and correct deficient cleanup at no additional cost.

4.10 Warranty

The Contractor shall warrant workmanship for a minimum period of one (1) year from the date of completion.

Manufacturer warranties shall be transferred to the District whenever applicable.

Defective workmanship identified during the warranty period shall be corrected at no additional cost to the District.

4.11 Documentation

Upon completion of each service call, the Contractor shall provide an invoice or work ticket identifying:

• Date of service

• Building location

• Description of work performed

• Materials used

• Labor hours

• Personnel performing the work

• Equipment utilized (if applicable)

• Recommendations for additional repairs

4.12 District Representative

The Director of Facilities or their designee shall be the District's authorized representative for scheduling work, approving completed services, and authorizing additional work when necessary.

No extra work shall be performed without prior authorization except when immediate action is required to eliminate an imminent threat to life, safety, or District property.

5. CONTRACTOR QUALIFICATIONS

5.1 Minimum Qualifications

To be considered responsive, the Contractor shall meet the following minimum qualifications:

• Be actively engaged in the electrical contracting business.

• Hold a current Massachusetts Master Electrician License.

• Maintain all licenses and registrations required by the Commonwealth of

Massachusetts.

• Have a minimum of five (5) years of experience performing commercial or institutional electrical work.

• Maintain an established business location and telephone number.

• Have sufficient personnel, equipment, and resources to perform the services described in this RFQ.

• Be capable of providing emergency response services twenty-four (24) hours per day, seven (7) days per week.

The District reserves the right to verify any information submitted.

5.2 Personnel

The Contractor shall employ qualified electricians who possess the experience and training necessary to safely perform the work.

The District reserves the right to request the removal of any employee whose conduct, workmanship, or performance is determined to be unacceptable.

5.3 Licensing

The Contractor shall provide a copy of its current Massachusetts Master Electrician License with its quotation.

Any employee performing electrical work requiring licensure shall possess the appropriate

Massachusetts license for the work being performed.

Failure to maintain required licenses throughout the contract term shall constitute grounds for termination.

5.4 References

The Contractor shall provide three (3) references for projects of similar size and scope completed within the past five (5) years.

Preference may be given to contractors with experience performing work for public schools or municipal facilities.

The District reserves the right to contact any reference provided and any other references known to the District.

5.5 Financial Responsibility

The Contractor shall possess sufficient financial resources to successfully perform the work required under this contract.

The District may request additional information demonstrating financial stability if deemed necessary.

5.6 Compliance with Laws

The Contractor shall comply with all applicable federal, state, and local laws, regulations, codes, ordinances, and licensing requirements throughout the term of the contract.

6. RESPONSE TIME REQUIREMENTS

The Contractor shall maintain sufficient personnel to respond to service requests in accordance with the following minimum standards.

Service Request Required Response

Emergency Within one (1) hour

Urgent Within twenty-four (24) hours

Routine Within three (3) business days

"Response" means that a qualified electrician has arrived on site or, if approved by the Director of Facilities, has begun remote troubleshooting and established a mutually agreed-upon arrival time.

Emergency Service

Emergency service includes, but is not limited to:

• Complete or partial loss of electrical power.

• Hazardous electrical conditions.

• Electrical failures affecting life safety systems.

• Sparking or smoking electrical equipment.

• Electrical damage caused by storms, flooding, or other emergencies.

• Conditions posing an immediate threat to persons or property.

Emergency calls shall receive priority over routine service requests.

Routine Service

Routine work shall be scheduled in coordination with the Director of Facilities.

The Contractor shall make reasonable efforts to complete routine work during the same visit whenever practical.

If additional materials are required, the Contractor shall notify the District and provide an estimated completion date.

7. INSURANCE REQUIREMENTS

The successful Contractor shall maintain insurance throughout the term of the contract.

Certificates of Insurance shall be provided prior to contract execution.

Minimum coverage shall include:

Commercial General Liability

• $1,000,000 each occurrence

• $2,000,000 general aggregate

Automobile Liability

• $1,000,000 combined single limit

Workers' Compensation

Coverage as required by Massachusetts law.

Employer's Liability

Coverage as required by Massachusetts law.

The Town of Maynard and the Maynard Public Schools shall be named as Additional Insureds on the Commercial General Liability policy.

The Contractor shall provide updated certificates upon renewal of any policy during the contract term.

Failure to maintain required insurance shall constitute a material breach of contract.

8. CORI/SORI REQUIREMENTS

Because work may occur in occupied school buildings, Contractor personnel may be required to comply with all applicable background check requirements established by Massachusetts law and District policy.

The District reserves the right to require evidence that Contractor employees assigned to District facilities have satisfied all required background screening requirements prior to entering school property.

The Contractor shall be responsible for ensuring that all employees conduct themselves in a professional manner while on District property.

Employees shall:

• Wear appropriate clothing.

• Conduct themselves in a courteous manner.

• Refrain from the use of tobacco, vaping products, alcohol, or illegal drugs on

District property.

• Wear company identification when available.

• Follow all visitor sign-in procedures established by the District.

The District reserves the right to require immediate removal of any Contractor employee whose behavior is determined to be unsafe, disruptive, or otherwise inconsistent with the safe operation of a school environment.

9. PREVAILING WAGE REQUIREMENTS

The Contractor shall comply with all applicable provisions of Massachusetts General Laws

Chapter 149, Sections 26 through 27H.

The District will determine whether Prevailing Wage Rates apply to individual work orders issued under this contract.

When required, the District will issue the applicable Prevailing Wage Rate Sheet with the work order.

For work requiring Prevailing Wage:

• Workers shall be paid not less than the applicable Prevailing Wage Rate.

• Certified payroll records shall be submitted as required by law.

• The Contractor shall comply with all reporting requirements established by the

Massachusetts Department of Labor Standards.

If a work order is not subject to Prevailing Wage requirements, the Contractor shall be compensated in accordance with the hourly rates submitted with its quotation.

10. PRICING REQUIREMENTS

The Contractor shall provide all pricing on the forms included in this RFQ.

Pricing shall remain firm for the initial contract term unless otherwise agreed to in writing by both parties.

Hourly rates shall include all overhead, supervision, transportation, ordinary tools, insurance, profit, and incidental expenses necessary to perform the work.

Travel time within the Town of Maynard shall not be billed separately.

The District will pay only for actual labor hours worked on authorized assignments.

The Contractor shall provide the following pricing:

• Master Electrician Hourly Rate

• Journeyman Electrician Hourly Rate

• Apprentice Hourly Rate (if applicable)

• Overtime Rate

• Weekend Rate

• Holiday Rate

• Emergency Call-Out Fee (if applicable)

• Minimum Billing Increment

• Material Markup Percentage

• Equipment Charges (if applicable)

Material invoices shall be provided upon request by the District.

The District reserves the right to verify material pricing.

11. EVALUATION AND AWARD

The District shall review each quotation to determine whether it is responsive to the requirements of this Request for Written Quotations.

A responsive quotation is one that substantially complies with all material requirements of the solicitation.

The District shall determine whether each vendor is responsible based upon factors including, but not limited to:

• Experience

• Licensing

• References

• Ability to meet response times

• Financial responsibility

• Past performance

• Compliance with applicable laws

Following this review, the District intends to award the contract to the lowest-priced responsive and responsible vendor in accordance with Massachusetts General Laws Chapter 30B.

The District reserves the right to reject any or all quotations if determined to be in the best interest of the District.

The District also reserves the right to waive minor informalities or request clarification of submitted quotations when permitted by law.

12. GENERAL CONDITIONS

12.1 Contract Administration

The Director of Facilities shall administer this contract.

No work shall begin unless authorized by the Director of Facilities or their designee, except in emergencies involving immediate protection of life or property.

12.2 No Guaranteed Work

This contract establishes a source of on-call electrical services only.

The District makes no representation regarding the amount of work to be assigned.

The Contractor shall have no claim against the District for failure to issue work orders.

12.3 Work Orders

Routine work shall be assigned through individual work requests.

Emergency work may be authorized verbally but shall be documented by the District as soon as practical.

12.4 Additional Work

If the Contractor discovers conditions requiring work beyond the original request, the Contractor shall notify the Director of Facilities before proceeding.

Additional work that increases the cost of the project shall not be performed without prior approval from the District unless immediate action is necessary to protect persons or property.

12.5 Workmanship

All work shall be performed in a professional and workmanlike manner consistent with accepted industry standards.

Any defective workmanship identified within one (1) year shall be corrected at no additional cost to the District.

12.6 Damage

The Contractor shall be responsible for repairing damage caused by its employees or subcontractors.

Repairs shall be completed promptly at no cost to the District.

12.7 Cleanup

The Contractor shall remove all debris, excess materials, packaging, and equipment at the completion of each work assignment.

School facilities shall be left in a clean and orderly condition.

12.8 Invoices

Invoices shall include:

• Work order number (if assigned)

• Building location

• Date of service

• Description of work performed

• Labor hours

• Hourly rates

• Materials

• Equipment charges

• Total amount due

Invoices shall be submitted within thirty (30) days of completion of the work.

12.9 Payment

The District shall make payment within thirty (30) days after receipt of a proper invoice and acceptance of the completed work.

12.10 Safety

The Contractor shall comply with all OSHA regulations and maintain a safe work site.

The Contractor shall immediately report unsafe conditions discovered while performing work.

12.11 Subcontractors

No subcontractor shall be utilized without prior written approval of the District.

The Contractor shall remain fully responsible for the work of all approved subcontractors.

12.12 Termination

The District may terminate the contract for cause if the Contractor:

• Fails to perform the required services.

• Fails to maintain required licenses or insurance.

• Repeatedly fails to meet response times.

• Violates applicable laws.

• Otherwise breaches the contract.

The District may also terminate the contract for convenience upon thirty (30) days written notice.

12.13 Appropriation

Continuation of this contract beyond each fiscal year shall be contingent upon the appropriation of sufficient funds.

12.14 Governing Law

This contract shall be governed by the laws of the Commonwealth of Massachusetts.

12.15 Equal Opportunity

The Contractor shall comply with all applicable federal and state laws prohibiting discrimination in employment.

12.16 Public Records

Records relating to this procurement may be subject to the Massachusetts Public Records Law.

12.17 Conflict of Interest

The Contractor shall comply with Massachusetts General Laws Chapter 268A regarding conflicts of interest.

13. REQUIRED FORMS

Each quotation shall include the following completed documents:

• Attachment A – Quote Form

• Attachment B – Hourly Pricing Schedule

• Attachment C – Vendor Information Form

• Attachment D – References

• Attachment E – Certificate of Non-Collusion

• Attachment F – Tax Compliance Certification

• Attachment G – Insurance Requirements Acknowledgement

• Copy of Massachusetts Master Electrician License

• Certificate of Insurance

• IRS Form W-9

ATTACHMENT A

QUOTE FORM

REQUEST FOR WRITTEN QUOTATIONS

Electrical, Lighting, and Emergency Electrical Services

Maynard Public Schools

The undersigned proposes to furnish all labor, materials, equipment, supervision, transportation, and incidentals necessary to provide electrical services in accordance with this Request for Written

Quotations.

Contractor Information

Company Name

Address

City, State, Zip

Contact Person

Telephone

Email

Massachusetts Master Electrician License Number

Federal Tax ID

The undersigned certifies that they have examined the Request for Written Quotations and agree to furnish the requested services in accordance with the requirements contained therein.

Authorized Representative

Title

Signature

Date

ATTACHMENT B

HOURLY PRICING SCHEDULE

Classification Hourly Rate

Master Electrician $________

Journeyman Electrician $________

Apprentice Electrician $________

Additional Rates

Overtime

$________ per hour

Weekend

$________ per hour

Holiday

$________ per hour

Emergency Call-Out Fee

Minimum Billing Increment

Material Markup

Equipment Charges (if applicable)

The above pricing shall remain firm for the contract term unless otherwise agreed in writing.

ATTACHMENT C

VENDOR INFORMATION FORM

Business Name

Business Address

Primary Contact

Years in Business

Number of Employees

Emergency Contact Number (24 Hours)

Massachusetts Master Electrician License Number

Has your company ever failed to complete a contract?

☐ Yes

☐ No

If yes, explain:

ATTACHMENT D

REFERENCES

Provide three references for work of similar size and scope completed within the past five years.

Reference 1

Organization

Contact

Description of Work

Reference 2

Reference 3

ATTACHMENT E

CERTIFICATE OF NON-COLLUSION

The undersigned certifies under penalties of perjury that this quotation has been made and submitted in good faith and without collusion or fraud with any other person.

The undersigned further certifies that the prices contained herein have been independently arrived at without consultation, communication, or agreement for the purpose of restricting competition.

Company

ATTACHMENT F

TAX COMPLIANCE CERTIFICATION

Pursuant to Massachusetts General Laws Chapter 62C, Section 49A, the undersigned certifies under penalties of perjury that the company has complied with all laws of the Commonwealth relating to taxes.

ATTACHMENT G

INSURANCE REQUIREMENTS ACKNOWLEDGEMENT

The undersigned acknowledges the insurance requirements contained in this Request for Written

Quotations and agrees to provide certificates of insurance prior to contract execution.

Minimum Coverage Required

Commercial General Liability

$1,000,000 Each Occurrence

$2,000,000 Aggregate

Automobile Liability

$1,000,000 Combined Single Limit

Workers' Compensation

Statutory Limits

Employer's Liability

As Required by Law

The Town of Maynard and the Maynard Public Schools shall be named as Additional Insureds.

ATTACHMENT H

VENDOR SUBMISSION CHECKLIST

Please confirm the following items are included with your quotation.

☐ Quote Form

☐ Hourly Pricing Schedule

☐ Vendor Information Form

☐ References

☐ Certificate of Non-Collusion

☐ Tax Compliance Certification

☐ Certificate of Insurance

☐ Copy of Massachusetts Master Electrician License

☐ W-9

☐ Emergency Contact Information

☐ Material Markup

☐ Equipment Charges (if applicable)