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HomeMy WebLinkAbout8960 SOWRFP # 8960 – Uninterrupted Power Supplies (Backup Batteries) SCOPE OF WORK The City of Denton is seeking a vendor to supply, integrate, repair, service, and maintain Uninterrupted Power Supplies (Backup Batteries) of various sizes and capacities in City facilities to support IT servers, Computer-Aided Dispatch Computers, Radio Tower TX/RX stacks, etc. The quantities are estimated to vary according to the city's needs. Pricing shall include all costs of fieldwork, integration, and maintenance throughout this contract. The proposal shall include all the following information: Failure to include all the required information may result in a Contractor's disqualification. I. PURPOSE The intent of this document is to provide interested Contractors with sufficient information to enable them to prepare and submit proposals for consideration by the City of Denton to furnish all labor, materials, tools, equipment, supervision, and staff training for Uninterrupted Power Supplies (Backup Batteries) located at City properties for the City of Denton. All work shall be provided professionally in accordance with all applicable laws, regulations, and policies, including, but not limited to, all Federal, State, and Local safety rules and regulations. The scope of services is to include but is not limited to site surveys, materials, integration, repair, service, and maintain Uninterrupted Power Supplies (Backup Batteries) II. SCOPE OF SERVICES A. Work Hours for on-site services 1. Regular Business Hours: Monday through Friday, 7:00 a.m. – 5:00 p.m. a. Normally scheduled day hours. Paid for by the hour. The hourly rate shall include all items of cost, overhead, and profit. Work time on the job only. 2. Outside Business Hour Labor: After Regular Business Hours, Saturday and Sunday, any hour, day or night. a. Extra time beyond regular day work hours needed to finish tasks in progress. Paid for by the hour. The hourly rate shall include all costs, overhead, and profit items. Work time on the job only. 3. Emergency Service Labor: Any time the City deems an emergency is warranted, during Regular Business Hours or Outside Business Hours, including holidays. 4. Holidays: any hour day or night per this listing: a. New Year’s Day (observed) b. MLK Day c. Memorial Day d. Juneteenth e. 4th of July f. Labor Day g. Veterans Day h. Thanksgiving Day i. Day After Thanksgiving j. Christmas Eve (observed) k. Christmas Day (observed) If a Legal Holiday falls on Saturday, it will be observed on the preceding Friday. If a Legal Holiday falls on Sunday, it will be observed the following Monday. Holiday hours are extra time beyond normal day work hours needed to finish tasks in progress. They are paid for by the hour. The hourly rate shall include all items of cost, overhead, and profit. Work time is on the job only. 5. List of assets and estimated asset size of currently owned and deployed Uninterrupted Power Supplies, but not limited to the following. This shall be used as a reference for the scale of services and material needs. Mitsubishi UPS Model #UP2033D-D803DU-4; Serial #06-7M71464-01 Mitsubishi UPS Model #UP2033D-A503DU-4; Serial #02-GJW8Q1-02 Mitsubishi UPS Model #UP2033C-A403SU-2; Serial #00-BU06Q1-05 GE UPS Model #LP 33; Serial #Q1060-2711-B204B Toshiba UPS Model #UE3G2L140C61T; Serial #080800603 PDI STS Model #STS-FO-STD-2480-150-60; Serial #411-0009 PDI PDU Model #PPI12-0-050-E-641; Serial #440-0005 PDI STS Model #STSSBR-STD-2-480-100-60; Serial #440-0005-1A PDI PDU Model #RPP-02-1-441-D3; Serial #180-1672 Mitsubishi UPS Model #UP2033D-D803DU-4; Serial #06-7M71464-01 (80kva) Mitsubishi UPS Model #UP2033D-A503DU-4; Serial #02-GJW8Q1-02 (50kva) Mitsubishi UPS Model #UP2033D-A403SU-2 Serial #00-BU06Q1-05 (40kva) GE UPS Model #LP 33 Serial #Q1060-2711-B204B (60kva) Toshiba UPS Model #UE3G2L140C61T; Serial #080800603 (14kva) Best UPS Model #FE18KVA; Serial #BD043FN001 Best UPS Model #FE18KVA; Serial #BD043FN001 (15KVA) Best UPS Model #FE18KVA; Serial #BD043FN001 (15KVA) Eaton Powerware serial #BD043FN001 Emerson/Liebert/Vertiv serial #1821100992AU073 1. GENERAL a. Project and service plannings. i. Review the existing materials, drawing reports, etc. prepared by City staff on the proposed project. ii. Review the proposed scope. iii. Review the existing infrastructure in the facility. 2. PROJECT, SERVICE AND MAINTENANCE ESTIMATES a. The contractor shall provide written “not to exceed” estimates for all scoped items. This estimate shall include the estimated that is reflective and aligned with the contracted price sheet. 3. WORK IN PROGRESS a. The Contractor will meet with selected representatives on a regular basis or as determined necessary by the Facilities Management Department staff/project manager to review progress and provide necessary guidance to the contractor in solving problems that may arise. b. Facilities Management Department project managers will meet as often as required with the Contractor’s project manager to review progress and provide necessary guidance. c. The Contractor will regularly submit brief written summaries of the work accomplished during the reporting period, work to be accomplished during the subsequent reporting period, real or anticipated problems, and notification of any significant deviation from previously agreed-upon work plans. d. It shall be the responsibility of the Contractor performing services for this contract to safeguard their own materials, tools, and equipment. The City shall not be responsible for vandalism and/or theft of materials, tools, and/or equipment. e. The Contractor shall obtain permission from a Facilities representative regarding any materials and equipment that must be stored. Such storage shall be done so as not to interfere with the schedule for that building. The City shall not accept responsibility for losses of material or equipment regardless of approval to store in any of the City’s facilities or grounds. f. All work areas shall be kept in orderly condition, free of unnecessary material and equipment. All debris will be picked up and hauled away by the Contractor. No additional charge for hauling away debris shall be permitted under the contract. g. The contractor shall allocate labor resources at the lowest bided option for the proposed work. The city shall review invoices to ensure compliance with the lowest labor option applicable to complete all associated work. At no point shall the contract charge more labor than necessary to complete the specific task. The contractor shall not charge the City any labor or markup on material for training, job shadowing, or lack of technical competency resulting in additional resources needed at the bided labor level. 4. INVOICES 1. Due to the volume of potential service demands, the City will pay the contractor by invoices listed by defined facilities with an associated address from tracking purposes. 2. The statement should include invoice numbers, purchase order numbers, dates of service, and the facility address. 3. The contractor’s invoice shall clearly state the actual work completed and at the rate contracted and terms with a complete description of the work performed. 4. All invoices shall be sent within 30 days of work being completed. D. PROJECT CONTROLS 1. SINGLE POINT OF CONTACT (SPOC) a. Provide a SPOC, who can communicate with the Department Contract Manager and is skilled, knowledgeable, and experienced in providing the types of services listed in this Scope of Work. The SPOC shall be available and on-call hours a day while the Vendor is performing services on City property. b. When the SPOC is unavailable (due to vacation, travel, etc., for example), the Vendor may provide a designee. The designee shall meet the same requirements as specified for the SPOC within this SOW. c. Provide all equipment, materials, furniture moving, labor, tools, permits, incidentals, expendable items, personal protective equipment, and d. Transportation is necessary, including electricity and water, if unavailable on- site, for proper execution and completion of the service request. The materials and services provided by the Vendor shall comply with all Federal, State and local laws, City ordinances, rules and regulations. e. Understand that storage of apparatus, materials, supplies and equipment shall be in an orderly fashion at the worksite in a manner that will not interfere with the progress of the Vendor’s work or any other vendor’s work. 2. General Controls a. The contractor shall meet with designated City representatives on a regular basis or as determined necessary by the Facilities Management Department staff/project manager to review progress and provide necessary guidance to the contractor in solving problems that may arise. b. Have and operate a full-time, permanent business address that can be reached by email and telephone. c. Although there will be continuous liaison with the maintenance or project team, the Facilities Management Department staff will meet as often as required with the Contractor’s project manager to review progress and provide necessary guidance. d. The Contractor will, on a regular basis, submit brief written summaries of the work accomplished during the reporting period, work to be accomplished during the subsequent reporting period, real or anticipated problems and notification of any significant deviation from previously agreed upon work plans. 3. Safety a. The vendor shall provide their service personnel with all required personal safety gear and instruct them to adhere to all safety practices, policies, procedures, rules, and requirements, that are common to the industry, always, while performing service work under this contract. b. The vendor shall provide all tools and equipment necessary for the performance of this service, and ensure the items are appropriate for the assigned task, well maintained, calibrated, and in proper working order before conducting any inspections or initiating any repair work under the contract. c. The vendor shall thoroughly examine and become familiar with the systems and associated facilities to ensure the service can be completed in an orderly and safe manner prior to commencing any work. d. The vendor shall always maintain a safe work environment. The vendor shall immediately report to the designated City representative the existence of any unsafe conditions, which may compromise the safety of personnel in the performance of this service. e. Comply with all provisions of the Occupational Health and Safety Act (OSHA) to protect the life and health of employees and other persons; to prevent damage to property, materials, supplies and equipment; ad to avoid work interruptions. f. Vendor shall comply with the latest version of the 29 CFR 1910, Occupational Safety and Health Standards. g. Compliance with OSHA and other applicable laws and regulations for the protection of employees is exclusively the obligation of the Vendor, and the City assumes no liability or responsibility for the Vendor’s compliance or noncompliance with such responsibilities. h. Vendor shall comply with all OSHA reporting requirements for record-keeping and reporting of Vendor shall provide a verbal report to the City immediately, and no later than once (1) business day, of the occurrence. The Vendor shall cooperate with the City and provide any written documentation and information required for record-keeping purposes. i. The vendor shall properly dispose of all hazardous materials generated from this service (i.e., waste oil, used oil/fuel filters, contaminated fuel, lubricants, etc.) in accordance with Federal, State, and local laws and regulations. E. EMPLOYEES 1. All employees of the Contractor shall be in a company uniform that clearly identifies the name of the company and the name of the employee. The uniforms shall be clean and neat in appearance. All employees working at City facilities must obtain and display a visitor’s pass from the Facilities Department. 2. Contractors shall complete background checks and maintain an active policy on drugs and alcohol in the workplace that supports a drug-free environment. They shall be prepared to submit such policy upon City request. 3. Contractors shall complete background checks and perform criminal background checks on all Assigned Employees before the assigned employee is eligible to perform duties for the City. a. Contractors shall follow all the most current EEOC guidelines regarding the process for performing criminal background checks. b. Accordingly, Contractors shall exclude any possible Assigned Employee from working for the City based on job-related functions of the position and consistent with the City’s business necessity. 4. If any person employed on a project by the Contractor shall appear to the City to be incompetent or act in a disorderly or improper manner, such person shall be removed immediately on the request of the City and shall not be re-employed on the same project except on written consent of the City. 5. All work shall be done safely and comply with all governing regulations concerning safety. This shall include, but not be limited to, OSHA, MOSHA, etc. Adequate barricades shall be erected and maintained around all areas where equipment and materials are stored and used. All work performed for and/or on City property shall fully conform to all local, state, and federal safety regulations. III. MINIMUM QUALIFICATIONS 1. Staffing a. Account Manager i. Account Manager must have at least 5-years of experience. b. Project Manager i. Project Manager must have at least 3-years of experience. c. Integration SME i. Must have at least 5-years of experience in applicable environment. 2. Company a. Commercial experience in uninterrupted power supply servicing and integration for at least 5 years. b. The company must have a controlled substance testing policy for their technicians and Assistants. c. Staff must pass background checks as required for secure City areas. This must be done at: i. Vendor’s expense and verification of a clear background must be given to the contract administrator before the Vendor’s employee(s) is allowed to work in a building that falls under this requirement. ii. Under no circumstances shall any Vendor personnel having any convictions or pending criminal hearings be assigned to the City contract. d. Require vendor employees to wear a uniform or, at a minimum, for a company to issue an identification badge. e. Provide the number of staff members per position, years of experience per member, and acquired licenses/certifications/registrations from government agencies. IV. EVALUATION CRITERIA Proposals will be evaluated based on detailed criteria, including, but not limited to, the following: EXPERIENCE, QUALIFICATIONS & PERFORMANCE (Weight – 30%) COST PROPOSAL (Weight – 40%) COMPLIANCE WITH SPECIFICATIONS (Weight – 30%) V. PROPOSAL REQUIREMENTS 1. Technical Requirements will be evaluated. a. Provide references of past clients with similar needs. b. The qualifications of the technicians, including certifications and industry experience, should be highlighted to show proficiency in UPS Service and Maintenance and adherence to technical standards. 2. Cost Proposal a. The cost proposal should include a detailed breakdown of all associated costs, including hourly labor rates, travel fees, parts % discount, and any potential additional charges. b. The financial component will be highly weighted, so vendors are encouraged to provide transparent and comprehensive pricing with consideration for the technical requirements listed in the price sheet. 3. Compliance with Scope a. The vendor must demonstrate compliance with the stated specification(s) in sections II of this Scope of Work, including providing detailed responses that meet or exceed the Owner's expectations. b. Provide a timeline and response process when service is requested. c. Provide the types of UPS units the vendor can service in accordance with this scope. d. Provide an example invoice. e. Provide a single point of contact for service requests and invoicing. f. Demonstrate the vendor’s safety standards and controls. The City of Denton is seeking a purchase, service, and repair solution forUPS Service and Maintenance for the Facilities Management Department. The selected vendor must meet all outlined requirements, ensure smooth implementation, and provide long-term support. Proposals should address all aspects of this SOW and include a clear breakdown of pricing, implementation methodology, and timelines. The City reserves the right to disqualify proposals that fail to meet the outlined requirements.