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HomeMy WebLinkAboutRFP - OnCallEllectrical 1252016 Call for Bid for On-Call Electrical Contractor Services Kittitas County, through the Kittitas County Maintenance Department, is seeking proposals for on-call Electrical Contractor services. These services are to be provided consistent with RCW 19.28, WAC 296-45, and WAC 296-45B and the provider must be properly licensed as a general electrical contractor as defined in RCW 19.28.041. The contractor, directly or by use of qualified employees, is to provide an electrician that can be at the location in need of service and ready to commence such work as is required within 4 hours of being called out in case of an emergency. Non-emergency responses require an electrician that can be at the location in need of service and ready to commence such work as is required within 48 hours of being called out for non- emergent circumstances. In order to be considered for this service contract, any contractor or employee whose services may be used must be able to pass such background investigation as may be required by the Kittitas County Sheriff in order to enter and work within the Kittitas County Corrections Center (KCCC). Such background investigation may include a polygraph test. This will be conducted by whomever the Sheriff’s Office deems qualified. Request for proposal packets may be examined at the Kittitas County Commissioners’ Office, 205 W. Fifth Ave. #108, Ellensburg, WA 98926. RFP packets may be obtained via the Kittitas County website, www.co.kittitas.wa.us. Technical questions regarding this RFP may be directed to Patti Johnson at 509-962-7542. Sealed responses will be received by the office staff at the Kittitas County Commissioners’ Office up to the hour of 1:00pm , on February 22, 2016. Responses delivered later will not be accepted. Kittitas County is not responsible for delays in delivery. All responses to this request that are mailed through the United States Postal Service shall be addressed to the Patti Johnson, Solid Waste and Maintenance Director, c/o Kittitas County Commissioners’ Office, 205 W. Fifth Ave. #108, Ellensburg WA 98926. Hand-delivered responses, or responses not sent through USPS shall be delivered to the same address. NOTICE: Kittitas County reserves the right to cancel this request or reject any and all responses submitted with no penalty or to waive immaterial defects and minor irregularities in proposals. The County shall not be responsible for any costs incurred by a respondent in preparing, submitting, or presenting its response to this request for proposals. Kittitas County is an equal opportunity employer. The County encourages minority and women- owned firms to submit qualifications consistent with the County’s policy to insure that minority and women-owned firms are afforded the maximum practicable opportunity to compete for and obtain public contracts for services. The County respects the confidentiality of information submitted by respondents. However, the submissions may be subject to public disclosure requirements. The submissions will become the property of Kittitas County and thus public information. As such, to the extent required by law, any information contained in the submissions may be reviewed by anyone upon request at the conclusion of the evaluation process. The County assumes no contractual obligation to enforce any exemption to the public disclosure requirements. INTRODUCTION Kittitas County Maintenance is responsible for the upkeep of multiple facilities that used by County employees for a variety of functions needed to service the citizens of the County. Some of these facilities must be able to operate without interruption 24 hours per day throughout the year. Kittitas County Maintenance is seeking a contractor with the appropriate qualifications to ensure that electrical service needed to operate is available to the greatest extent possible. SCOPE OF WORK/DUTIES Work under this contract will include, but may not be limited to: 1. The Contractor or their assigned employee will provide assessment and repair or replacement of components of electrical systems and/or components as needed according to established protocols and within their licensed capabilities and appropriate professional standards. 2. The Contractor or their assigned employee will be available to provide such service within four (4) hours of notification in emergency cases. 3. The Contractor or their assigned employee will be available to provide such service within forty-eight (48) hours of notification in non-emergency cases. 4. The Contractor or their assigned employee shall be available via telephone at all times needed to fulfill the time standards described above. 5. The Contractor or their assigned employee shall promptly notify Patti Johnson, Solid Waste and Maintenance Director or her designee of any preventive maintenance needs perceived in the course of performing other services. 6. The Contractor or their assigned employee shall be responsible for completion of appropriate documentation of all work performed, parts used, and any other information needed to support the Contractor’s charges for service. 7. Travel time is not included in the calculation of billable time. 9. Due to the sensitive nature of the working environment, a background investigation and clearance will be required, and may include a polygraph examination. 10. The Contractor will be an independent contractor, and nothing in this RFP or subsequent offer to contract or entry into such contract shall create an employer – employee relationship. 11. The Contractor is responsible for obtaining all necessary permits, licenses, and insurance, and all related regulatory compliance, including those specific requirements of the Washington Department of Labor and Industries pertaining to that portion of this work that may be conducted within a correctional facility. PROPOSAL SUBMITTAL FORMAT The General Information form, on the next page, is designed to serve as the cover sheet. Do not attach cover letters, title pages, or blank sheets ahead of this form, nor substitute letterhead paper for it. This form must be signed by a person authorized to make proposals and enter into contract negotiations. Failure to submit this form will result in your proposal being deemed non-responsive. Kittitas County On-Call Electrical Contractor Proposal: Bid Items: 1) Electrical work between 8:00 am and 5:00pm. _______________ cost per hour 2) Electrical work needed after hours normal business hours. _____________ cost per hour. 3) Electrical work inside of Jail facility: _______________________ cost per hour 4) Overhead and profit on materials:__________________________. This form must be signed by a person authorized to make proposals and enter into contract negotiations. To be considered for this project, the submittals must be completed in accordance with this RFP and this cover sheet must be attached. Failure to submit this form will result in your proposal being deemed non-responsive. Authorized Official (Signature) _______________________________________________ Date _______________________________________________ Print Name of Authorized Official _______________________________________________ Title of Authorized Official ________________________________________________ Company/Individual Name: ________________________________________________ Contact Person ________________________________________________ Address ________________________________________________ City, State, Zip ________________________________________________ Phone Number ________________________________________________ Fax Number ________________________________________________ Email Address ________________________________________________ Federal Tax ID # ________________________________________________ SUBMITTAL PROCEDURE Please submit one (1) original and two (2) copies of the proposal for services in an 8-1/2” x 11” format. Sealed responses will be received by the Kittitas County Solid Waste and Maintenance Director up to the hour of 1:00pm., on February 21, 2016. Reponses delivered later will not be accepted. Kittitas County is not responsible for delays in delivery. All responses shall be placed in a sealed envelope, which is clearly marked “Kittitas County On- Call Electrical Contractor Proposal.” Responses by fax or email will not be accepted. All responses to this request shall be addressed to the attention of the Solid Waste and Maintenance Director: Delivery and Mail Address: Patti Johnson Kittitas County Solid Waste and Maintenance Director c/o Commissioners’ Office 205 W. 5th Ave. #108 Ellensburg, WA 98926 SUBMITTAL CRITERIA These instructions were developed to aid in proposal development. They also provide for a structured format so reviewers can systematically evaluate proposals. Each copy of the proposal package must include all of the sections in the order indicated. Attachments should be clearly referenced and identified to facilitate the review process. Each proposal shall include: 1) Credentials Include information demonstrating your credentials relevant to the services to be provided, such as current licensure as required by this RFP. If you are submitting this proposal as an organization rather than an individual, demonstrate your ability to provide individuals able to fulfill the requirements. 2) Relevant Experience Describe your experience (or that of your employees, if an organization rather than an individual) with the needs of 24 hour operations. 3) Project Team If you are an organization rather than an individual, include information about any anticipated employees who will provide the services. 4) References Provide references, including contact information of persons or entities familiar with your ability meet these criteria. EVALUTION CRITERIA Each proposal received in response to the RFP will be evaluated based on:  Qualifications  References  Price The County reserves the right to conduct interviews of a short list of proposers, however interviews are not required at this time. Should the county decide to conduct interviews, the interview sessions will be evaluated in a manner similar to the proposal evaluations. Topics covered in the interview session shall include the topics listed hereinbefore under the “Submittal Criteria” section plus any additional relevant topics which may arise during both the formal presentation and the question and answer portions of the interview. If interviews are conducted, and if you are selected for an interview, you will obtain more information on the interview process.