The URL can be used to link to this page

Home My WebLink AboutPSA - City Electrical Services Contract for Various Departments – Brite Electric, Inc. - TABLED1 CONTRACT DETAILS The City of South Bend (COSB, City) seeks to partner with a qualified firm to provide electrical services for all City facilities. The supplied services are to supplement those currently provided by City maintenance staff. Maintenance services include, but are not limited to: •Troubleshooting and general repair of electrical systems •Replacement of electrical equipment within City procurement limits •Coordination of repairs with COSB staff 1.1 LENGTH OF CONTRACT The final negotiated contract shall be effective for two (2) years beginning January 1, 2022. 1.2 SERVICE REQUIREMENTS •Respondent must demonstrate sufficient capacity to absorb the increased volume of electrical maintenance requests originating from COSB. •Material markup shall not exceed 10%. •Replacement parts should not be proprietary and should be generally available on the general market. •There shall be no additional rate in addition to hourly service rate, e.g. “truck rate”. •The contractor shall coordinate access to facilities with appropriate COSB representatives, as listed in Appendix 2. •All work shall be performed in a professional manner according to industry standard. •All work shall conform to all applicable local, state, and federal codes. •Contractor shall be responsible for all applicable permits necessary to perform work. •All COSB facilities are smoke-free, and the use of tobacco products is not permitted inside of any facility or within 8’ of any facility entrance. •Each vehicle must have the contractor’s name and phone number clearly marked on the vehicle. •Contractor’s personnel shall wear an appropriate uniform that identifies the company performing the work. All personnel must wear a name badge or other form of identification with credentials. •The contractor shall provide service within two (2) hours of the time of the call. If the contractor exceeds this time parameter, the City reserves the right to call another vendor to provide the needed services and bill the contractor for any difference in price. •The provisions of this section shall apply twenty-four (24) hours a day, seven (7) days a week. •All services are subject to City procurement policies. 1.3 REPORTING •Contractor shall report on COSB work orders on a semi-annual basis. Reporting shall include: o Corrective Maintenance ▪All corrective maintenance work orders. ▪Open and close dates for all work orders. o Other Documentation ▪Work history reports shall be supplied and updated on all applicable assets. •All work orders shall break out total cost by labor and material. •Documentation shall be submitted no later than July 30 for the first half of the year (Jan-June) and January 30 for the second half of the year (Jul-Dec). •All reports and work orders shall be sent to the Director of Facilities Management, Adam Parsons, at aparsons@southbendin.gov. 2 MAINTENANCE REQUIREMENTS 2.1 REGULAR CORRECTIVE SERVICE (DURING OPERATIONAL HOURS) The timeframes listed below are suggested by the City. If your company has a different hourly schedule, please include that in your response. 2.1.1 During Operational Hours Repairs performed during regular operational hours shall be paid for on an hourly labor rate basis, according to the final contract negotiation. Regular operational hours are defined as starting at 6:00 am and ending at 5:00 pm. A repair must begin during this timeframe to be defined as a regular repair. 2.1.2 After-Hours Corrective Service After-hours repairs shall be paid for on an hourly labor rate basis, according to the final contract negotiation. After-hours repairs are defined as any repair that begins after 5:00 pm and before 6:00 am on a non-holiday weekday, or work that occurs during any time on weekends or holidays. 2.1.3 Repair Estimate and Approval The contractor shall provide a description of the necessary repairs and a not-to-exceed (NTE) estimate of the cost to the designated departmental COSB representative at the time of the service call. No repair work shall be performed until approval is given by the designated departmental COSB representative. 2.1.4 Call Backs Call backs for any repair for the same problem within a twenty-four (24) hour period shall be at the contractor’s expense. 2.1.5 New Installation Service The contractor shall be required to provide a description and NTE estimate of requested new installations to the designated departmental COSB representative at the time of the service call. No work shall be performed until approval is given by the designated departmental COSB representative. Quotes and bids requested by COSB for new installations shall be provided free of charge. 2.2 SERVICES COST INFORMATION Provide a) the annual fee for the preventive maintenance inspections for the mechanical equipment listed in Appendix 3, by department, and b) the hourly costs of labor in the four categories listed in the table. Non-Emergency Service Fee (if any) Non-Emergency Hourly Rate Emergency Service Fee (if any) Emergency Hourly Rate Labor rates shall increase no more than the Social Security COLA adjustment for that year, as found at https://www.ssa.gov/cola/. Example: 2021 labor rates will be no higher than 1.3% above the 2020 labor rates, per the Social Security COLA calculations. Any labor rate changes for the subsequent year shall be communicated to the Director of Facilities Management, Adam Parsons, at aparsons@southbendin.gov, no later than December 1 of the current year. 2.3 WARRANTY OF REPLACEMENT OR ADDITION OF EQUIPMENT Should any equipment be replaced or newly installed during this contract with a warranty period, maintenance and repair of that equipment will be the responsibility of the warranty company. If the warranty of the newly installed equipment should expire during this contract, responsibility for the maintenance and repair shall fall to the awarded contractor. 3 COMPANY INFORMATION To help COSB choose the best company for this contract, we request the following company information. 3.1 COMPANY BACKGROUND •Briefly summarize your firm’s mission, core lines of business, history, and structure. •Describe your firm’s number of employees and annual volume of projects. •Describe your ability to provide adequate liability insurance and necessary performance bonding. 3.2 COMPANY EXPERIENCE The contractor shall provide the following: •List of all company employees who would perform the services outlined in this RFP; their role in the contract; their professional certifications and/or licensing; and a description of their relevant industry experience. •History of the firm, including the number of customers in business and size of the firm. •Summary of fleet and infrastructure. •Location of the head office and any branch offices. The contractor shall have a minimum of three (3) years’ experience in providing the requested products and/or services. 3.3 REFERENCES The contractor shall provide three (3) references for similar service agreements. Main Office/Garage 4340 Trade Drive Headworks Building 3113 Riverside Drive Administration Building 3113 Riverside Drive Sanitation Office Building 3113 Riverside Drive Sanitation Garage Building 3113 Riverside Drive Main Station 701 West Sample Street Station 1 1222 South Michigan Street Station 2 402 Charles Martin Sr. Drive Station 3 1805 McKinley Avenue Station 4 220 North Olive Street Station 5 2221 Prairie Avenue Station 6 4302 West Western Avenue Station 7 1616 Portage Avenue Station 8 2402 South Twyckenham Drive Station 9 2108 Mishawaka Avenue Station 10 5303 South York Road Station 11 3505 North Bendix Drive Training Center 710 East Sample Street Sample Street Complex 1045 West Sample Street Public Works Service Center 731 South Lafayette Boulevard Animal Resource Center (SBARC)521 Eclipse Place Museum of Art 120 Doctor M.L.K. Jr Blvd Century Center 120 Doctor M.L.K. Jr Blvd Appendix 1 - List of Facilities and Locations Code Enforcement Venues, Parks, and Arts (VPA) Organic Resources Wastewater Solid Waste Police Department Fire Department Central Services Streets & Sewers (Subject to Change) Morris Performing Arts Center 211 North Michigan Street Palais Royale 105 West Colfax Avenue Leighton Garage 109 West Jefferson Boulevard Main & Colfax Parking Garage 126 North Main Street Wayne Garage 121 East Wayne Street Experience Lodge 301 South St. Louis Boulevard High Street Maintenance Complex 1020 High Street Boehm Park 1600 Edison Road Boland Park 2800 Corpus Christi Drive Booth Tarkington Park North Hickory Road Brownfield Park Riverside Drive Byers Softball Complex 1300 Mayflower Road Coquillard Park 1235 Chalfant Street East Race Waterway 126 S Niles Ave Frederickson Park 1300 South Bend Avenue Fremont Park 1800 North Fremont St. Gwen Stiver Memorial Park East Colfax Ave. Helman Park Helman Park Howard Park 219 South St. Louis Boulevard Hunt Plaza 211 N Michigan St. Keller Park 1858 Riverside Drive Kennedy Park 2700 Westmoor Street LaSalle Landing Park 2419 West Washington Street Leeper Park 907 Riverside Drive Marshall Park 1507 Byron Drive Martin Luther King, Jr. Park 1522 West Linden Avenue Muessel Grove Park 1222 Wilber Street Niles Avenue Bark Park 900 N Niles Avenue Nokomis Park 341 Marquette Ave. O'Brien Park 321 East Walter Street Parkovash Park 277 Parkovash Ave. Phil St. Clair Park 1300 South Mayflower Road Pier Park E Colfax Ave. Pinhook Park 2801 Riverside Drive Plaza Park 200 Blk. Riverside Drive Ponader Park 17772 Douglas Rd. Pulaski Park 500 South Walnut Street Randolph Park 1809 Randolph Street Ravina Park 1543 Dale Avenue River Manor Park 3811 Glenview Drive Rum Village Park 2626 South Gertrude Seitz Park St. Joseph River at Washington St. Shetterley Park Riverside Drive and Leland Avenue Sorin Park 3366 Sorin Street Southeast Neighborhood Park Wenger Street Veteran's Memorial Park 1621 Northside Blvd. Voorde Park 3433 Keller Street Walker Field Park 2198 S Walnut Street Westhaven Park Sussex Drive Wheelock Park 20400 Darden Road Potawatomi Park 2105 East Mishawaka Avenue East Bank Trail N/A Northside Boulevard Riverwalk N/A Elbel Park 26595 Auten Road Erskine Park 4200 Miami Street Studebaker Park 718 East Calvert Street Bowman Cemetary 1630 Miami Street City Cemetary 214 Elm Street Charles Black Community Center 3419 W Washington St MLK Community Center 1522 Linden Avenue Department Name Phone E-mail Organic Resources Kevin Ott 574-287-6841 kott@southbendin.gov Wastewater Jared Reed 574-235-5792 jreed@southbendin.gov Wastewater Roger Oakley 574-235-5787 roakley@southbendin.gov Water Works Brad VanOosterum 574-235-5670 bvanoost@southbendin.gov Solid Waste Kelly Smith 574-235-5795 kjsmith@southbendin.gov Police Department Jim Szymanski 574-235-9271 jszymans@southbendin.gov Fire Department Todd Skwarcan 574-235-9257 tskwarcan@southbendin.gov Central Services Phil Marek 574-235-9981 pmarek@southbendin.gov Street Department Pete Kaminski 574-235-7471 pkaminsk@southbendin.gov Animal Resource Center Linsdey Cuellar 574-235-9318 lcuellar@southbendin.gov VPA Nick Gaul 574-235-5597 ngaul@southbendin.gov Morris Performing Arts Center Jim Monroe 574-245-6074 jmonroe@morriscenter.org Century Center Scott Herczeg 574-235-9130 scotth@southbendin.gov Appendix 2 - COSB Department Representatives BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date: 12/7/2021 Name: Adam Parsons Dept. of Admin & Finance – Central Services Division BPW Date: 12/14/2021 Phone Extension: 9302 Required Prior to Submittal to Board BPW Attorney X Attorney Name Clara McDaniels Dept. Attorney Attorney Name Jenna Throw Purchasing Michael Schmidt Check the Appropriate Item Type – Required for All Submissions Professional Services Agreement Contract Proposal Open Market Contract Amendment/Addendum Special Purchase, QPA Bid Opening Bid Award Req. to Advertise Title Sheet Quote Opening Quote Award Reject Bids/Quotes Proposal Opening C/O & PCA No. PCA Chg. Order, No. Traffic Control Resolution Other: Ease./Encroach Required Information Company or Vendor Name Brite Electric, Inc. New Vendor Yes If Yes, Approved by Purchasing No MBE/WBE Contractor MBE WBE Completed E-Verify Form Attached Yes No Project Name City Electrical Contract Project Number Funding Source Department Maintenance Budgets Account No. Various Amount TBD Terms of Contract 2 years Special Contract Provisions Purpose/Description To consolidate the City’s electrical services under one vendor, minimizing cost and miscommunication. For Change Orders Only Amount of Increase Decrease $ ($ ) Previous Amount $ Current Percent of Change: Increase Decrease % ( %) New Amount $ Total Percent of Change: Increase Decrease % ( %) Time Extension Amount: New Completion Date: