Electrical System, Maintenance and Repair Services For the PennDOT District 6-0 Office and Lab Buildings Statement of Work

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1 Provisions - Governing Specifications - Publication 408 Requirements - Contract Validity Period - Option To Extend - Estimated Quantities - Experience Requirements - Subcontracting - Work Performance Requirement - Notification - Permits - Non-Compliance - Character Of Workers And Equipment - Safety And Environmental - Site Visits - Mobilization /Demobilization - Special Invoice And Billing Instructions - Pre-Service Meeting - Response Time - Regular Hours Work - Premium Hours Work - On Site Work Performance Inspection - Strategic Environmental Management Program (SEMP) Requirements - Miscellaneous Materials - Miscellaneous Equipment - Generator Service Service Line Item Index Item # 1 Journeyman Electrician Regular Hours Work Item # 2 Journeyman Electrician Premium Hours Work Item # 3 Master Electrician Regular Hours Work Item # 4 Master Electrician Premium Hours Work Item # 5 Lineman Regular Hours Work Item # 6 Lineman Premium Hours Work Attachments Attachment 1 Confirmation of Service Form (OS-501) Attachment 2 Contractor/Subcontractor Personnel Form Attachment 3 Contractor Information Form Page 1 of 12

2 GOVERNING SPECIFICATIONS The purpose of this Invitation for Bid is to procure a Contractor for the maintenance and repair services of the electrical systems and generator, at the following two (2) Pennsylvania Department of Transportation (hereinafter referred to as PennDOT or The Department) buildings: Engineering District 6-0 Office Building located at 7000 Geerdes Boulevard in King of Prussia, Pa a) This is a five story commercial office building estimated to be built in It is four-sided steel-framed structure with a reflective glass facade. The interior is open office space with offices and conference rooms on each floor. The floors are concrete slabs on metal deck on steel I-beams. The ceilings are suspended with 18 to 24 inches of clear space that hold the various HVAC units, ductwork, cable trays, etc. b) The main electrical distribution room is in the lower level; each floor has an electrical control room with service panels and step down transformers. The rooms are connected floor-to-floor with bus duct and several large conduits that feed the service panels. c) The electrical system is a combination of 480/277/120 volt circuits that feed the various building electrical components. d) 150kW ONAN back-up generator (Model# 150DGFAL36203A, Serial# A ) with Cummins diesel engine (Model# 6CTA8.3, Serial# ) e) High Voltage Switch Gear and Transformer District Materials Lab Building located at Swede Road and Johnson Highway in East Norriton Township adjacent to the Department s District 6-4 Montgomery County Maintenance Office. a) This is single story brick and block building, built in the early 1960 s, comprised of several small offices and materials lab. b) The electrical system is 120/208-volt circuit. All work will be in accordance with all National Electric Code and all Township Codes, as well as any specifications and attachments as herein specified. This work will consist of responding to all calls from PennDOT to service, maintain and troubleshoot electrical problems in both buildings. This also includes the outside building Page 2 of 12

3 lights and parking lot lights at the Engineering District 6-0 Office Building. Work also will include, but will not be limited to the repairing and maintaining of switches, lights, circuits, motors, transformers, UPS system, and low voltage wiring circuits, service panels, and underground conduit system for our parking lot and garage lights and switch gear. Also the repair of all surfaces and finishes modified during electrical repairs to both the interior building systems and exterior property. This work also includes the maintenance and repair of the generator electrical and mechanical systems. The project manager will be Building Maintenance Supervisor or his/her designee. PUBLICATION 408 REQUIREMENTS Applicable references to the current Publication 408 also will govern the performance of work under this contract. Current Publication 408, specifications can be viewed on PennDOT s home page ( by selecting publications CONTRACT VALIDITY PERIOD This service is for a one (1) year period. Refer to the Terms and Conditions for renewal options. OPTION TO EXTEND Refer to the Terms and Conditions for extension options. ESTIMATED QUANTITIES All quantities are estimated and the Department reserves the right to increase or decrease these quantities based upon need. The Department reserves the right to perform work and purchase materials covered under this contract utilizing Department resources whenever the Department deems it to be in its best interest. EXPERIENCE REQUIREMENTS Contractors bidding on this contract must have a minimum of three (3) years of experience in electrical repair work and have been in business a minimum of one (1) year. The contractor is required to submit a list (Attachment 2) of his qualified personnel experienced in electrical work to the PennDOT Purchasing Agent within 3 business days of notice of apparent low bidder status. All personnel must have experience in commercial electrical work and perform all work in accordance with National Electric Code and all Township Codes. Employees must have a minimum of 3 years experience for Journeyman Electrician and Lineman and 5 years experience for Master Electrician in commercial electric work. Page 3 of 12

4 SUBCONTRACTING Subcontracting will only be permitted for the mechanical portion of the generator maintenance and repair and rental equipment only. All other work will be completed by the main contractor. If generator and equipment rental is to be subcontracted, the contractor is required to get PennDOT approval in accordance with the Terms and Conditions. The contractor is required to submit a list (Attachment 2) of his subcontracted material/service for the generator work to the Purchasing Agent within 3 business days of notice of apparent low bidder status. WORK PERFORMANCE REQUIREMENT The Prime Contractor shall perform a minimum of 75% of the total value of the Contract work (the 75% Prime Contractor minimum ). The 75% Prime Contractor minimum shall be determined by dollar value. More specifically, the total value of the Prime Contractor s Work divided by the total value of the entire Contract shall equal or exceed The Prime Contractor shall submit the Contractor-Subcontractor Form (Attachment 2) to the PennDOT Purchasing Agent within 3 business days of notice of apparent low bidder status and Attachment 2 shall set forth specific dollar amounts so that PennDOT can determine whether the total value of the Prime Contractor s Work divided by the total value of the entire Contract equals or exceeds The failure to submit this form within 3 business days of notice of apparent low bidder status; meet the experience requirements; or demonstrate that it complies with the 75% Prime Contractor minimum shall result in rejection of a bid as nonresponsive or support a determination that a prospective contractor is not responsible. If after contract award it is learned that the Prime Contractor knowingly submitted false information to the Department on this form or any other form, the Department may terminate the Agreement and seek other available legal remedies. If at any time after Contract award, the Prime Contractor expects to perform less than the 75% Prime Contractor minimum under the Contract or there is a change in personnel with the Prime Contractor or its Subcontractor(s) that impacts compliance with the experience requirements under the Contract, the Prime Contractor shall immediately notify the Department in writing and submit an amended Request for Contractor and Subcontractor Information form. The Department shall review the amended Request for Contractor and Subcontractor Information form. The Department may request additional information for its review. The Department may reject or accept, at its own discretion, the Prime Contractors request to amend the Request for Contractor and Subcontractor Information form. The Prime Contractor may not change its allocation of subcontracted work without Department approval. If the Prime Contractor fails to notify the Department in writing during the life of the Agreement, the Department may again terminate the Contract. NOTIFICATION The Contractor shall assign one of its employees to serve as the Contract Representative. The Page 4 of 12

5 Contractor's Contract Representative will be the Contractor s sole contact person designated to interact and communicate with the Building Maintenance Supervisor or designee on all contractrelated activities and issues. The assigned Contractor Representative must be proficient in the English language. The Contractor shall provide the Department with its Contract Representative's contact information including name, title, cell phone number, and address. The Contractor's Contract Representative shall have the authority to make all contract-related decisions. The Contractor shall notify the Department immediately, in writing, of any change involving the individual serving in this position. The Contractor must complete and submit the attached Contractor Information Form (Attachment 3) to the PennDOT Purchasing Agent within 3 business days of notice of apparent low bidder status. PERMITS It will be the Contractor s responsibility to acquire building permits for work that requires such permitting. Contractor will comply with all current building codes in accordance Department of Labor and Industry, and in accordance with all State and Local Laws. NON-COMPLIANCE If, for any reason, the contractor fails to comply with the requirements of the contract, Section of PennDOT Pub 408 will prevail, which said specifications are incorporated herein by reference hereto. In the event that any materials furnished by the contractor are found to be deficient or otherwise unacceptable, the materials will be removed by the contractor and replaced with acceptable materials and installed anew to the satisfaction and approval of the project manager at the cost and expense to the contractor. CHARACTER OF WORKERS AND EQUIPMENT Whenever, in the Project Manager's opinion, any Contractor employee is unfit to perform the task, does the work contrary to instructions, or exhibits improper conduct, the Contractor shall remove the person from the worksite and not employ the person again for work on this project without written permission of the Project Manager or his/her designee. The Contractor is responsible for supplying all materials and equipment, in order to complete all work within any of the specified locations. PennDOT will not purchase or supply any materials needed to complete any work located within the specified locations. Contractor will leave all replaced parts with the Building Maintenance Supervisor or designee as Page 5 of 12

6 each job is completed. SAFETY AND ENVIRONMENTAL The Contractor shall be well-informed of the latest Department of Environmental Protection (DEP) safety regulations and OSHA regulations when entering confined areas. When working in confined areas Contractor will insure that all precautions are taken as required by these regulations. All traffic control, if needed, will be supplied by the Department. All work will be in conformance with National Electric Code and Township code requirements. All necessary precautions are the responsibility of the contractor. SITE VISITS An inspection of the PennDOT District 6-0 facilities at 7000 Geerdes Boulevard, King of Prussia, PA will occur immediately after the pre-bid meeting. All other site visits will be arranged upon request; contact the PennDOT Purchasing Agent to schedule all site visits. No site visits will be scheduled less than 72 hours prior to bid due date. MOBILIZATION /DEMOBILIZATION All cost associated with mobilization/demobilization such as travel, required licenses, permits, insurance, and communication devices for the duration of this service will be considered incidental to the items of work and no additional payment will be made. SPECIAL INVOICE AND BILLING INSTRUCTIONS Upon completion of each service each month job, the contractor will complete a Confirmation of Services Form (OS-501 Attachment 1), and the contractor shall a copy of the OS- 501 (including corresponding invoice number) to the District Building Maintenance Supervisor or designee. Contractor will also mail the original OS-501 to the project manager s attention at the following address: PENNDOT District 6-0 Attn: District Building Maintenance Supervisor 7000 Geerdes Blvd. King of Prussia, PA An electronic version of the OS-501 form will be supplied upon request. Upon receipt of the OS-501 the project manager will confirm the work performed, hours Page 6 of 12

7 worked, materials used and will call the vendor to correct mistakes. PRE-SERVICE MEETING After the Contract is issued the Department Representative will contact the Contractor to notify the Contractor of the time and location of the Pre-Service Meeting. The Contractor s Representative is required to attend this meeting. RESPONSE TIME Emergency Work Contractor will provide a qualified Master Electrician or Journeyman Electrician, appropriate for the type of work required as outlined in the item number section of these specifications, who will arrive at the PennDOT facility within one (1) hour of notification by PennDOT to troubleshoot and repair all breakdowns of the Electrical System or components at the PennDOT District 6-0 Office and the Lab Building. The Contractor's qualified Master Electrician or Journeyman Electrician will begin work immediately upon arrival at the PennDOT facility. Contractor shall be required to respond to emergency service calls as required without limitation during the contract period. The contractor will provide the staff required to respond to PennDOT calls for Emergency Work on 24 hours a day, seven days a week basis, including all holidays. Non-emergency Work Contractor will provide a qualified Master Electrician, Journeyman Electrician or Lineman, appropriate f o r t h e type of work required as outlined in the item number section of these specifications, to review requested work within one business day of notification from PennDOT. Contractor will have five 5 working days to begin work from the date their representative reviews the work. REGULAR HOURS WORK The Regular Work Hours for scheduled work are from 7:30 AM through 4:30 PM Monday through Friday, excluding holidays. No work shall be scheduled to occur on the following holidays unless written permission to do so is provided by the project manager: 1. New Year s Day 2. Dr. Martin Luther King Jr. Day 3. President s Day 4. Memorial Day 5. Independence Day 6. Labor Day 7. Columbus Day 8. Veteran s Day 9. Thanksgiving Day 10. Day after Thanksgiving Day 11. Christmas Day Page 7 of 12

8 The following Monday will be recognized as the day when no work is to be scheduled for all holidays occurring on a Sunday, and the Friday before will be recognized as the day when no work is to be scheduled for all holidays occurring on a Saturday. PREMIUM HOURS WORK Premium work hours for scheduled work are defined as all required work hours excluding the Regular Work Hours. The premium time scheduled work must be approved by the project manager prior to the start of work. ON SITE WORK PERFORMANCE INSPECTION Upon arrival, all contractor/subcontractor personnel are required to sign in at the front desk, obtain a contractor s badge and have the Building Maintenance Supervisor or designee paged. All work will be subject to inspection by the Building Maintenance Supervisor or designee during the term of this contract. Failure to satisfactorily meet all the requirements of this contract or the refusal to promptly correct all deficiencies within 24 hours of notification by phone, fax or written (including ) may be cause to assess liquidated damages and or cancellation of services. If the contractor s employee s work reflects poor workmanship, or the contractor's employee demonstrates poor character, PennDOT may instruct the contractor to remove the employee from the worksite, and may ban the employee from future work at our site. STRATEGIC ENVIRONMENTAL MANAGEMENT PROGRAM (SEMP) REQUIREMENTS: PennDOT has implemented a Strategic Environmental Management Program (SEMP) which complies with the ISO 14001:2004 standard. As part of SEMP, the Commonwealth of Pennsylvania has established a Green Plan Policy that can be found at: To access program requirements on the website: Type in 'SEMP' in search field, and select the magnifying glass. Then select Pollution Prevention' and review site. The Green Plan Policy is designed protect the environment, conserve resources and comply with environmental laws and regulations. The Contractor shall ensure that its personnel are aware of the Commonwealth of Pennsylvania s commitment to protecting the environment, are properly trained about the environmental impacts of their work and are competent (through appropriate work experience, job training or classroom education) to perform the work that they do. Page 8 of 12

9 MISCELLANEOUS MATERIALS DESCRIPTION This work is furnishing all materials required to repair any electrical system, circuit, component or equipment and mechanical parts for generator for the District or the Lab. The project manager must give approval prior to work. MATERIAL AND SERVICE All electrical material will be new, UL approved and meet all National Electric Code and Township code requirements. All generator related material will be new and will meet all federal, state, and local code requirements. MEASUREMENT AND PAYMENT PDA A predetermined amount of money (PDA) is indicated in the Invitation for Bid (IFB) Tendering Text for this item. All material not specified in the contract will be paid under this item. Common hand tools such as hammers, screw drivers, fish tapes, pliers, measuring tapes, power hand saws, or drills, etc., are considered incidental to the service and are to be supplied by the contractor and are not covered under the PDA. The cost of material will be paid at the actual cost plus markup. The markup shall not exceed 5% for material and rented equipment. Include equipment/material supplier invoice with your Confirmation of Services Form (OS-501 Attachment 1), Submit separate documentation for each site and occurrence. The subcontractor/supplier invoice should include the following: Subcontractor/supplier Name Federal ID Number Telephone Number Description of the materials, equipment and services provided. MISCELLANEOUS EQUIPMENT DESCRIPTION This work is furnishing specialized equipment required to repair any electrical system, circuit, component, generator, or equipment for the District or the Lab. This includes rented or contractor owned specialized equipment, lift truck, scissors lift, or other mechanized lifting equipment to allow the Contractor to make required repairs where ladders or scaffolding are not practical. The type of lift equipment to be used must be capable of reaching parking lot lights and any interior and exterior building lights. The project manager must give approval before using rented equipment and the duration of the rental period, prior to renting or providing the equipment. MATERIAL AND SERVICE All equipment must have the required state licenses and inspections. MEASUREMENT AND PAYMENT PDA A predetermined amount of money (PDA) is indicated in the Invitation for Bid (IFB) Tendering Text for this item. Common hand tools Page 9 of 12

10 utilized for electrical repairs, are considered incidental to the service and are to be supplied by the contractor and are not covered under the PDA. The Contractor will be reimbursed an hourly rate based on the Rental Blue Book Rate plus markup for the equipment used whether it is rented or contractor owned. The markup shall not exceed 5% for equipment. Include equipment supplier invoice with your Confirmation of Services Form (OS-501 Attachment 1), Submit separate documentation for each site and occurrence. The subcontractor/supplier invoice should include the following: Subcontractor/supplier Name Federal ID Number Telephone Number Description of the materials, equipment and services provided. GENERATOR MECHANICAL SERVICE DESCRIPTION This work is furnishing all labor required for preventative maintenance and/or repair associated with the mechanical systems of the existing diesel generator at the Engineering District 6-0 Office Building location. The project manager must give approval before any work is to be done. This includes, but is not limited to, two separate preventative maintenance services: semi-annual (Spring) and annual services (Fall) (to include a 4 hour load test and fuel polishing). MATERIAL AND SERVICE All generator repair and maintenance work will meet all federal, state, and local code requirements. All electrical work is to be paid under Items 1 to 6. All generator related material will be paid under the Miscellaneous Materials allowance item. MEASUREMENT AND PAYMENT PDA A predetermined amount of money (PDA) is indicated in the Invitation for Bid (IFB) Tendering Text for this item. All labor for mechanical repairs of the diesel generator will be paid under this item. Common hand tools such as hammers, screw drivers, fish tapes, pliers, measuring tapes, power hand saws, or drills, etc., are considered incidental to the service and are to be supplied by the contractor and are not covered under the PDA. The cost of subcontractor services will be paid at the actual cost plus markup. The markups shall not exceed 5% for subcontractor services. Include the subcontractor invoice with your Confirmation of Services Form (OS-501 Attachment 1), Submit separate documentation for each site and occurrence. The subcontractor/supplier invoice should include the following: Subcontractor/supplier Name Page 10 of 12

11 Federal ID Number Telephone Number Description of the materials, equipment and services provided. SERVICE LINE ITEM INDEX Item # (1) Journeyman Electrician Regular Hours Work Item # (2) Journeyman Electrician Premium Hours Work DESCRIPTION - This work is the servicing, maintaining, troubleshooting and/or repairing of all existing electrical systems and equipment as directed. MATERIAL - Supply all materials and specialized equipment in accordance with the Special Provision titled Miscellaneous Electrical Materials and Equipment. Supply all hand tools and equipment required to make repairs. SERVICE - Supply personnel who are qualified to perform electrical work on all systems and appurtenances at the locations identified in these specifications. Be prepared to perform work upon notification by the Building Maintenance Supervisor or designee in accordance with the Special Previsions sections titled Premium Hours Work and/or Regular Hours Work. Travel time to the job site is considered incidental to the cost of the item and no additional payment will be made. The hourly charges for this item will start upon arrival of the personnel at the District 6 Office and/or the District Materials Lab Building and checking in with the Building Maintenance Supervisor or designee. MEASUREMENT AND PAYMENT - Hour Item # (3) Master Electrician Regular Hours Work Item # (4) Master Electrician Premium Hours Work DESCRIPTION - This work is the servicing, maintaining, troubleshooting and/or repairing of all existing electrical systems and equipment as directed. MATERIAL - Supply all materials and specialized equipment in accordance with the Special Provision titled Miscellaneous Electrical Materials and Equipment. Supply all hand tools and equipment required to make repairs. SERVICE - Supply personnel who are qualified to perform electrical work on all systems and appurtenances at the locations identified in this contract. Be prepared to perform work upon notification by the Building Maintenance Supervisor or designee in accordance with the Special Previsions sections titled Premium Hours Work Page 11 of 12

12 and/or Regular Hours Work. Travel time to the job site is considered incidental to the cost of the item and no additional payment will be made. The hourly charges for this item will start upon arrival of the personnel at the District 6 Office and/or the District Materials Lab Building and checking in with the Building Maintenance Supervisor or designee. MEASUREMENT AND PAYMENT - Hour Item # (5) Lineman Regular Hours Work Item # (6) Lineman Premium Hours Work DESCRIPTION - This work is the providing of a qualified lineman fully trained in the operation, maintenance and repair of electrical power generation, control panels, transformer, transmission, and distribution lines and equipment for high voltages. MATERIAL - Supply all materials and specialized equipment for the lineman in accordance with the Special Provision titled Miscellaneous Electrical Materials and Equipment. Supply all hand tools and equipment required to make repairs. SERVICE - Supply personnel who are qualified to perform electrical work on all systems and appurtenances at the locations identified in this contract. Be prepared to perform work upon notification by the Building Maintenance Supervisor or designee in accordance with the Special Previsions sections titled Premium Hours Work and/or Regular Hours Work. Travel time to the job site is considered incidental to the cost of the item and no additional payment will be made. The hourly charges for this item will start upon arrival of the personnel at the District 6 Office and/or the District Materials Lab Building and checking in with the Building Maintenance Supervisor or designee. MEASUREMENT AND PAYMENT - Hour Page 12 of 12

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