CITY OF CHINO HILLS Request for Proposals (RFP) for On-call Electrical Repair Service March 30, 2016 Department: Project Name: Public Works On-call Electrical Repair including Water and Wastewater Proposal Due: April 21, 2016 Time: 2:00 P.M. Proposals must be submitted to the: Proposal Information Format: City of Chino Hills Attn: City Clerk s Office 14000 City Center Drive Chino Hills, CA 91709 Proposals will be received by the City of Chino Hills, hereinafter called the City, at the office of the City Clerk, 14000 City Center Drive, Chino Hills, California 91709, until 2:00 p.m., Thursday, April 21, 2016. Proposals must be submitted in a sealed envelope, addressed to the City at the abovereferenced address. Each sealed envelope containing a Proposal must be plainly marked on the outside as Proposal for: On-call Electrical Repair including Water and Wastewater, and Contractor s name and address, if applicable. If forwarded by mail, the sealed envelope containing the Proposal must be enclosed in another envelope addressed to the City of Chino Hills, c\o City Clerk, 14000 City Center Drive, Chino Hills, California 91709. Submittal of two copies of the proposal is required. The Contractor s fee schedule, in the format provided, is to be submitted in a separate sealed envelope clearly marked Cost Proposal at the time of submission of the proposal. Only one copy of the fee proposal is required. Copies of the Request for Proposal may be obtained at the Public Works Department of the City of Chino Hills, 15091 La Palma Drive, Chino, CA 91710. Questions regarding the Request for Proposal should be directed to Cheryl Yeamans via email at cyeamans@chinohills.org.
The Proposal shall include, as a minimum: 1. A statement that this RFP shall be incorporated in its entirety as a part of the Contractor s quote. 2. A Statement of Qualifications applicable to this project including the names, qualifications, and proposed duties of the Contractor s staff to be assigned to this project; a listing of recent, similar projects completed including the names, titles, addresses, and telephone numbers of the appropriate persons which the City can contact. 3. A statement that all charges for services will be a Not-To-Exceed fee, as submitted with and made part of said Contractor s quote. 4. A written statement that the submitted fee schedule is part of the Contractor s quote for use in invoicing for progress payments and for extra work incurred that is not part of this RFP. 5. A written statement by the Contractor that all federal laws and regulations shall be adhered to notwithstanding any state or local laws and regulations. In case of conflict between federal, state, or local laws or regulations, the strictest shall be adhered to. 6. A written statement by the Contractor shall allow all authorized federal, state, county, and the City of Chino Hills official s access to place of work, books, documents, papers, fiscal, payroll materials, and other relevant contract records pertinent to this project upon request. All relevant records shall be retained for at least three years. 7. A written statement that the Contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. 8. A written statement that the Contractor shall comply with the California Labor Code. Pursuant to said regulations entitled: Federal Labor Standards provisions; Federal Prevailing Wage Decision; and State of California Prevailing Wage Rates, respectively. 9. A written statement that the Contractor shall comply with the Copeland Antikickback Act (18 USC 874 C) and the implementation regulation (29 CFR 3) issued pursuant thereto, and any amendments thereof. 10. A description of Contractor s approach to the work and a complete analysis of staff hours required of each individual to be assigned to the project. The estimated hours shall identify each task to be done and the assigned individual s level of effort. Page 2
11. A written statement that all motor rewinds will use Nomex brand or equivalent with Supervisor approval. 12. A sample of the City s Agreement is provided for your review. As part of the proposal, please provide the City a written statement of your firm s willingness to accept the terms of the agreement. Description/Background The City desires a multi-year agreement for the services of a contractor to perform miscellaneous repairs for the water and wastewater facilities. The City of Chino Hills Water and Wastewater System consists of 12 wells, 19 reservoirs, 7 liftstations and 20 hydropneumatic pumps and booster stations that occasionally require electrical repairs. Scope of Work The City of Chino Hills is seeking qualifications for providing electrical maintenance and repair services at City water and waste water facilities. Respondents will be expected to provide new electrical installations, as well as scheduled and unscheduled electrical maintenance repairs on an as needed basis for the following types of facilities: Waste Water Lift Station Sites Water Pump Station Sites Water Storage Tank Sites Water Treatment Plant Pressure Reducing Stations Flow Control Stations Hydro Pneumatic Tanks The Contractor shall furnish all labor, equipment, tools, parts, materials, and supplies required to repair, replace and install existing and new electrical systems as required. This includes the provision of all replacement parts and component systems for existing building electrical systems in accordance with all original equipment manufacturer specifications, California Electric Code, California Building Code, and applicable County and City Building and Fire Codes. The services shall additionally include, but not be limited to: Expediting Services Regular Service Calls Emergency Service Calls City staff regularly preforms efficiency tests on the system to identify components in need of evaluation. The Contractor would be contacted to perform the evaluation and repair the system to achieve proper efficiency levels. The intent of this proposal is to identify a qualified firm to perform electrical services. Labor prices will be established as a part of this RFP process, along with costs for materials typically required for the work to be performed. A General Contractor Class C-10 license shall be required for this work. Page 3
All work shall be warranted for a minimum of one year for parts and labor. The Contractor shall also list all areas of electrical work for which the Contractor will not provide services. Repair, replacement, removal, and installation services provided by the bidder shall comply with and conform to all applicable Federal, State and local regulations, laws and codes. Examples of on-call electrical services may include, but not be limited to the following: All electrical work would be low voltage (480 volts or less) Repair/replace exterior or interior wiring, soft starters, variable-frequency drives (VFD s), motor controls, switch gears, fuses, electrical circuit boxes, etc. Trouble shooting existing electrical wiring and appurtenance New install or electrical wiring and appurtenances Provide technical support to City staff when requested The Contractor shall respond to individual calls for service within one working day. The work will then be scheduled by mutual agreement and be completed within the time agreed upon for each specific item of work. Failure to promptly respond or to complete the work in a timely manner would give cause for termination of the agreement. The Contractor must have the ability to start emergency work (as requested by City) within 45 minutes. In case of conflict between the current version of the Standard Specifications for Public Works Construction (Green Book) and the Special Provisions, the Special Provisions shall take precedence over, and be used in lieu of, such conflicting portions. All work must comply with City Standards, AWWA or Public Works Construction Book. The successful proposer will be awarded contract with an annual not to exceed amount and established prices for labor, equipment, and typical materials. Contractor will be asked to provide estimates for individual small maintenance projects based upon these established fees. Upon occasion, materials required will not be specifically established in the fee schedule. For those materials, the contractor will submit actual costs and be allowed a set mark up as established in the basic contract. The contract duration shall be for a period of one year from the date of award and may be renewed on an annual basis subject to the written consent of both parties. In the event of contract renewal, the fee schedule may be renegotiated, subject to City Council approval. Page 4
Elements of the Proposal 1. Approach to Work Contractor should outline how he/she plans to respond to Service Calls. Items include typical response time, staffing, task breakdown typical crew size with respect to range of work identified (i.e., how many personnel and their trade skills for various service calls use two examples). 2. Current References Minimum of 5 maximum of 10. Three of the references shall include work with a Government agency. 3. Project Staff identify key personnel such as job site foreman. 4. Warranty period specify warranty period for parts and for labor. Proposals shall be prepared and submitted at the respondent s sole expense. All proposals will become the property of the City of Chino Hills and will not be returned. There will be no public bid opening The City reserves the right to negotiate mutually acceptable project-related conditions, including cost. Administrative Elements 1. The Contractor shall assign a responsible representative and an alternate to coordinate with City staff. Any other changes in responsible representative must be approved, in advance, by the City. The City will have the right to reject other proposed changes in personnel and may consider any other changes in responsible personnel a breach of contract. 2. The Contractor shall provide all necessary personnel, instruments, equipment, and materials to perform the described services. 3. Evaluation Criteria: The information submitted will be evaluated by the City of Chino Hills. The evaluation will consider the following criteria when reviewing each proposal. a. Recent relevant experience and warranty period, (30%) b. Approach to the work including, but not limited to, task breakdown and staffing, (30%). c. Reports of references, experience and technical competence of the firm and key people on similar projects of equal complexity, (20%). d. Qualifications and experience of the project team that will be assigned to perform various electrical services on as as-needed basis, (20%). Page 5
The City of Chino Hills reserves the right to accept or reject any or all proposals or to waive any defects or irregularities in the proposals or selection process. Format for Resources The format for submitting resource staff should be similar to the following and is not meant to replace Exhibit A (pricing) nor the statement of qualifications of the Contractor s staff to be assigned. Manpower/year of experience Years of experience License/Certifications Location after hours Master Electrician 15 years Class 10 Diamond Bar Journeyman 2 years Ontario Hypothetical Situation: The City has developed the following hypothetical situations in order to more accurately assess the ability of the proposer to respond to a situation that may be encountered within the scope of service. The successful proposer will provide the level of detail required to evaluate the ability of the contactor to respond with the proper planning and resources to complete the task as needed. Response must include a timeline to start from the moment the company representative is notified by City Staff through the final completion. SCENARIO 1: The City calls the electrician at 11:30 pm to report a domestic water booster station has an electrical failure. The booster is not working and 100 water customers are no longer receiving water. SCENARIO 2: The City calls the electrician at 10:00 am to report a failed pump at a wastewater lift station which has three pumps. The other two pumps are still working at the lift station. The response to each scenario must include a timeline in a separate, clearly marked section of the proposal. Please be as detailed as possible, noting any assumptions. Proposals received without this section will be considered as non-responsive. Standard Agreement The City has provided a copy of the Standard Agreement (attached). Please review this agreement and provide the City with a written statement of your firm s willingness to accept the terms of the Agreement including any insurance requirements. Page 6
Prevailing Wages The successful Contractor agrees to abide by the requirements under Section 1773 of the Labor Code of the State of California for general prevailing wages where it is applicable. Insurance: See attached Sample Agreement for insurance and bond requirements. Subcontracting The Proposer may utilize the services of specialty Subcontractors on those parts of the Work that, under normal contracting practices, are performed by specialty Subcontractor. It is understood that at least 50% of the work to be performed shall be performed by the successful Contractor. Any subcontractor used must adhere to the same terms and conditions as the successful Contractor. The Proposer is representing to City that Proposer has all appropriate licenses, certifications, and registrations to perform the work hereunder. The Proposer shall be fully responsible to the City for the performance of his/her Subcontractors, and of persons either directly or indirectly employed by them. Nothing contained herein shall create any contractual relation between any Subcontractor and the City. Should you have any questions regarding this Request for Proposals, please contact Cheryl Yeamans, Management Analyst II at cyeamans@chinohills.org. Page 7
Exhibit A CITY OF CHINO HILLS ON CALL WATER AND WASTEWATER ELECTRICIAN SERVICES Scope of Work The contract provides electrical maintenance and repair services at City water and waste water facilities. Work is to include new electrical installations, as well as scheduled and unscheduled electrical maintenance repairs on an as needed basis for the following types of facilities: Waste Water Lift Station Sites Water Pump Station Sites Water Storage Tank Sites Water Treatment Plant Pressure Reducing Stations Flow Control Stations Hydro Pneumatic Tanks The Contractor shall furnish all labor, equipment, tools, parts, materials, and supplies required to repair, replace and install existing and new electrical systems as required. This includes the provision of all replacement parts and component systems for existing building electrical systems in accordance with all original equipment manufacturer specifications, California Electric Code, California Building Code, and applicable County and City Building and Fire Codes. The services shall additionally include, but not be limited to: Expediting Services Regular Service Calls Emergency Service Calls The Contractor will perform the evaluation and repair of electrical systems to achieve proper efficiency levels. A Class C-10 license shall be required for this work. All work shall be warranted for a minimum of one year for parts and labor. Repair, replacement, removal, and installation services provided shall comply with and conform to all applicable Federal, State and local regulations, laws and codes. Examples of on-call electrical services may include, but not be limited to the following: All electrical work would be low voltage (480 Volts or less) Repair/replace exterior or interior wiring, soft starters, variable-frequency drives (VFD s), motor controls, switch gears, fuses, electrical circuit boxes, etc.
Trouble shooting existing electrical wiring and appurtenance All motor rewinds will use NOMEX brand products or equivalent New install or electrical wiring and appurtenances Repairs to electrical systems in City facilities Provide technical support to City staff when requested The Contractor shall respond to individual calls for service within one working day. The work will then be scheduled by mutual agreement and be completed within the time agreed upon for each specific item of work. Failure to promptly respond or to complete the work in a timely manner would give cause for termination of the agreement. The Contractor must start emergency work (as requested by City) within 45 minutes. In case of conflict between the current version of the Standard Specifications for Public Works Construction (Green Book) and the Special Provisions, the Special Provisions shall take precedence over, and be used in lieu of, such conflicting portions. All work must comply with City Standards, AWWA or Public Works Construction Book. Contractor will be asked to provide estimates for individual small maintenance projects based upon established fees. Upon occasion, materials required will not be specifically established in the fee schedule. For those materials, the contractor will submit actual costs and be allowed a set mark up as established in the basic contract. The contract duration shall be for a period of one year from the date of award and may be renewed on an annual basis subject to the written consent of both parties. In the event of contract renewal, the fee schedule may be renegotiated, subject to City Council approval.