Specifications_RFP # 26-0006_On-Call Electrical Services.pdf

WARWICK PUBLIC SCHOOLS

REQUEST FOR PROPOSALS

RFP # 26-0006: On-Call Electrical Services and/or Projects

Warwick Public Schools is committed to the concept of performance bids. All vendors are encouraged to submit bids that conform to the stated specifications, as well as suggest deviations from the specifications, which, in the vendor's opinion, would be beneficial to the District in terms of price and performance. The District reserves the right to accept or reject any bid under these terms.

I. INSTRUCTIONS TO BIDDERS

Bids must be typed or clearly printed in ink and signed by a duly authorized representative of the firm submitting the bid.

All bids should be submitted electronically through BidNet Direct, and the file should be named “Company Name_Bid # 26-0006”.

Bids must be received by Warwick Public Schools no later than 1:00 PM on Tuesday, November 4th, 2025.

II. PROJECT OVERVIEW AND TIMELINE

Warwick Public Schools is seeking bids for on-call electricians for repairs needed throughout the District and/or project-related electrical services needed throughout the District.

RFP Release Date: Tuesday, October 21st, 2025

Question Deadline: Tuesday, October 28th, 2025 at 3:00 PM

Bid Opening: Tuesday, November 4th, 2025 at 1:00 PM

III. PROJECT SPECIFICATIONS

● Vendors must be able to make preliminary assessments of the electrical problems or necessary projects to be performed.

● Failure to arrive at the location requiring repair without a qualified licensed electrician may be considered an unacceptable service call. Vendors shall not charge for an unacceptable service call, and Warwick Public Schools shall not be required to pay for an unacceptable service call.

● Vendors must receive prior approval from Warwick Public Schools to perform all projects, including additional repairs and services that are not part of the initial service call. Failure to receive prior approval may constitute unauthorized repair or service, and vendors shall not be compensated for such services. In addition, vendors shall be held accountable for any unauthorized services and responsible for compensating Warwick Public Schools if any damage occurs.

● Vendors shall be responsible for cleaning the work area after the work is completed. This includes removal of all package material, sweeping the area of debris, removing all debris (if applicable), and leaving the work area in a safe condition.

● For time and materials projects, Warwick Public Schools must be advised and must approve if more than one person is necessary on the project.

● All project-related work is to be coordinated through Warwick Public Schools and the appropriate personnel.

● Work order forms shall be used for verifying billable hours and should be attached to the invoice.

● Emergency Calls - A two (2) hour response time is expected. The vendor’s response staff should be the individual or individuals most familiar with the distribution system.

● Service Calls – Contractors must respond by phone within one (1) hour and establish a mutually agreed arrival time at the repair location.

● Travel time shall not be an allowable expense. All billable time is for on-site services.

● Vendors shall be responsible for supplying all equipment needed to complete projects or repairs.

● The awarded vendor will supply names and RIDLT license numbers for each electrician who may be reporting to any District locations for service.

IV. PROPOSAL REQUIREMENTS

1. Bid Form - Completed Bid Form with all required signatures and references.

2. Cost Proposal - The Bid Form (Section II) will include the Cost Proposal Form for the total bid prices.

This should include your hourly rates and overtime rates for items 1-3. Item #4 is optional, but preferred, if you can offer any discount percentage off of parts needed during service calls.

3. W-9 - Please include an updated W-9 form with your submission. Blank forms will be provided in the bid documents.

4. Required licenses and certifications to complete all work requested in this solicitation. Including, but not limited to, Liability Insurance and Workers’ Compensation.

5. Prevailing Wages are required. Current rates may be viewed on the Department of Labor and Training website. Please see the attached Notice for Bidders for more information.

https://dlt.ri.gov/regulation-and-safety/prevailing-wage

V. PAYMENT & CONTRACT TERMS

Invoices are accepted upon delivery inspection and acceptance of all materials.

Final invoices are accepted upon completion and acceptance of all work.

Payments may take up to 45 days to process from the date of the invoice.

The contractor shall begin contractual work only after receiving a Warwick Public School Purchase Order and acknowledgment from District Staff that the Contractor may begin.

VI. QUESTIONS

Please submit all questions related to the specifications outlined through the BidNet Direct platform. All vendor questions will have answers posted publicly on the solicitation page for all bidders to review.

Questions related to this solicitation will be accepted on the BidNet Direct bidding platform until 3:00 PM on Tuesday, October 28th, 2025.

VII. CONDITIONS APPLICABLE TO BIDS

Applicable Laws: The Ordinances and Charter of the City and laws of the State of Rhode Island concerning competitive bidding, contracts, and purchases will be employed.

Taxes: Warwick Public Schools is exempt from the State of Rhode Island Sales Tax. Prices should not include tax.

Tariffs: Changes in price (increase or decrease) resulting directly from a new or updated federal tariff, excise tax, or duty, must be noted in your proposal. Any tariffs imposed after contract award may be adjusted during the contract period or before delivery into the United States via a contract amendment.

If the bidder elects to deviate from the specifications stated, all exceptions or other changes must be clearly noted.

The District reserves the right to reject any and all bids, waive informalities or defects in bids, or accept such bids as it deems to be in the best interest of Warwick Public Schools.

The District does not discriminate on the basis of race, color, national origin, sex, religion, age, or disability in employment or the provision of services.