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ELECTRICIAN SERVICES INCLUDING REPAIR AND MAINTENANCE

SCOPE:  Contract  for Electrician services including electrical repair and maintenance work as needed by the University.  Single jobs shall not exceed the maximum limits allowed under “projects,” Prevailing Wage and Limited Trades Policies and statutes.  This work falls under the definition of “limited trades work” as defined in Wis. Stats. Ch. 16.70(7). 

This work may be of an emergency nature and therefore the Contractor must have the ability to respond to University calls at any time and respond on site within two hours if the emergency requires. 

The University will designate a staff person, hereinafter referred to as the “Owner Representative”, to coordinate the services of the Contractor.

All work must be performed in accordance with the State of Wisconsin, Department of Administration (DOA), Division of Facilities Development (DFD), Master Specifications, Division 26 – Electrical.

SPECIAL APPROVALS CONTRACT: Other UW Madison Departments: See PPP 4 -- Special Approvals @ http://www.bussvc.wisc.edu/purch/ppp4.html for instructions.

Other UW Campus/State Agencies/Municipalities: Non-restricted.

This contract is limited so no single job shall have a total cost, including all parts and labor, greater than the limits set by the State of Wisconsin Prevailing Wage or Limited Trades Policies and Statute. Where releases are given, each release defines the scope of a job; one release per job.  Material costs shall not exceed 50% of the total labor cost of the job (if the total job is over $1,000.00) without the approval of Purchasing.

No capital equipment shall be purchased on this contract.  A capital equipment item is currently defined as an item which costs more than $5,000.00 AND has a useful life of more than one year.           

Maintenance, Repair and Replacement:  Single jobs shall not exceed a total cost of $30,000.00.  Work falls under the definition of “limited trades work” as defined in Wis. Stats. Ch. 16.70(7).           

Materials:  Cost of materials for a single job shall not exceed 50% of the total labor cost of the job (if the total job is over $5,000.00 without the prior approval of Purchasing.  Where releases are given, each release defines the scope of a job; one release per job.          

Equipment:  No equipment shall be purchased against this Contract.     

Tools:  Contractor shall not invoice the University for any tools needed to perform work under this Contract.

“I”  All services provided on University property and all materials shall be F.O.B. Job site, freight paid by Contractor.
“V” F.O.B.  SERVICE/MAINTENANCE

All workmanship and materials for a period of two years from date of completion as established by date of final approval by the Ordering Department or payment of final invoice, whichever is later.  The Contractor shall, at no cost to the University, provide labor and materials necessary to correct any defects found during the warranty period.

Invoicing Requirements:
1.        The University must meet a statutory mandate to pay or reject invoices within 30 days of receipt by University Accounts Payable.  Before payment is made, it also must verify that all invoiced charges are correct as per this Contract.  Only properly submitted invoices will be officially processed for payment.  Prompt payment requires that your invoices be clear and complete in conformity with the instructions below.  All invoices must be itemized showing:

• Contractor name and remit to address.
• purchase order number.
• release number, if given.
• complete service description including building name (or street address of location of work).
• Day/date of service.
• Location of service (street address, building name, department name, etc.).
• List of workers, by classification, number of hours worked and hourly rate.
• prices per the Contract, itemized so that the service and cost of the service can be identified by an auditor. as being a part of this Contract.
• attachments required for time and material service. 
• Equipment rental charges and markup (if applicable).
• Copy of subcontractor’s invoice (if applicable).  NOTE:  no markup allowed.

2.        The original invoice and two copies must be sent to University Accounts Payable, 21 N Park St, Suite 5301, Madison, WI 53715-1218 unless the customer identifies and establishes a different bill-to location.

3.        Invoices for Purchasing Card:  Orders placed by the University using a purchasing card must reflect current Contract pricing.  All invoices submitted shall contain the same itemization and attachments as required.

4.        An information copy of invoice, with required attachments, must be sent to the Ordering Department contact person who places orders against this Contract, if requested.  That person is not located at 21 N. Park St.  The Contractor must determine the proper mailing address for the information copy.  This information will be available on the Purchase Order document, the contract blanket order or at the time a “purchasing card” order is placed.

5.        Contractor must submit invoices on a “per job” basis or as mutually agreeable with the person placing the order.  Where releases are given, each release defines the scope of the job; one release per job.

6.        If service is provided on a time and material job estimate, Contractor shall provide an itemized invoice showing a breakdown of charges including type of service, hours worked, hourly rates and material purchases.  Invoices shall not exceed the time and material estimate amount unless prior written approval has been granted by the Ordering Department.  For specific orders, any change to the scope of the job that results in a change to the time and material estimate must be in the form of an official written change order.  The following shall be included with the original and all copies of the invoice:

• Labor:  A list of all workers on the job.  List shall include for each Journey Worker Electrician and Apprentice Electrician their full name, classification, date of work, number of hours worked on the job and hourly rate.  If overtime charges were pre-approved by Ordering Department, Contractor’s overtime rates invoiced shall not exceed a maximum of 150% (time and ½) of the single hourly rate identified on the Contract publication.

• Materials:  An itemized list of materials used for the job and their net unit and total prices.  Net unit prices for all materials listed should include the sales tax paid for that material.  Contractor’s sales tax must not be shown as a separate line item on its materials itemization.  Material costs shall not exceed the price shown in the lowest price column in the Monitor Book published by the Trade Service Corporation or the Means CostWorks Electrical Cost Data (most current year) published by the R. S. Means Corporation.  If requested, the Contractor must provide the applicable page, from either publication listed above, supporting the material charges listed on the invoice.

• Equipment Rental:  A list of equipment rented, a copy of the Contractor-paid equipment rental invoice shall accompany the Contractor's invoice and prices billed shall not exceed the most current Tool and Equipment Rental Schedule as published by the National Electrical Contractors Association (NECA).  Contractor’s invoice shall show Contractor-paid rental cost plus quoted percent markup.

• Invoices submitted without this information will be returned for entry of the missing information and will not be paid until properly completed.

• If service is provided as the result of an firm quote (not to exceed the quoted amount), Contractor may invoice the firm quote amount without further itemization.  Invoices shall not exceed the firm quote amount unless prior written approval has been granted by the Ordering Department.  For specific orders, any change to the scope of the job that results in a change to the firm quote must be in the form of an official written change order.

• Costs for pre-approved subcontracting shall be shown on the invoice as a pass through cost without markup or additional charges.  A copy of the subcontractor's invoice shall accompany the Contractor's invoice.

• Contractor must agree that all invoices will reflect the prices established for the services on this Contract for all orders placed by the University even though the Contract number and/or correct prices may not be referenced on each order.

           No capital equipment shall be purchased on this contract.  A capital equipment item is currently defined as an item which costs more than $5,000.00 AND has a useful life of more than one year. 

• Maintenance, Repair and Replacement:  Single jobs shall not exceed a total cost of $30,000.00.  Work falls under the definition of “limited trades work” as defined in Wis. Stats. Ch. 16.70(7).  .
 
• Materials:  Cost of materials for a single job shall not exceed 50% of the total labor cost of the job (if the total job is over $5,000.00 without the prior approval of Purchasing.  Where releases are given, each release defines the scope of a job; one release per job.
 
• Equipment:  No equipment shall be purchased against this Contract.
 
• Tools:  Contractor shall not invoice the University for any tools needed to perform work under this Contract.

2.        Compliance With Laws:  Contractor shall comply with all applicable federal, state and local laws and codes regarding working conditions, hours of employment, overtime regulations, methods and rates of pay and any other regulations regarding employer-employee relationships.  

3.        Post Award Meeting:  The Contractor must attend a Post Award Meeting conducted at a time and place designated by Purchasing, if requested, and/or Owner Representative(s).  All parties in the Contractor’s organization having a supervisory or managerial role in this contract for electrical services including the repair and maintenance shall be in attendance.  At this meeting the Contractor shall be prepared to discuss and provide detailed information concerning, but not limited to, the following:

4.       Regular Hourly Wage Rates:  Only actual hours worked (no minimum billings allowed and portal to portal charges not allowed) of any producing Journey Worker Electrician and Apprentice Electrician engaged in services on the jobs shall be considered in computing the labor hours.  Time of nonproductive workers shall not be included in computing the labor hours. 

5.        Overtime Hourly Wage Rates:  Overtime rates shall be billed only if prior approval from the Ordering Department was granted.

6.        Ordering Work:

• Contractor shall proceed with work only when directed or authorized by receipt of a purchase order or a release number against an existing Contract Blanket Order.

• The Contractor shall provide upon request a written time and material job estimate or firm quote, at no cost to the University, within five (5) days from the site visit or verbal request.

• If the Ordering Department requests service on a time and materials job estimate basis, the service will be provided by the awarded low bidder (primary Contractor) if it can meet the delivery requirements.  The secondary Contractor may be contacted to provide the service if the primary Contractor cannot meet the delivery requirements.

• If the Ordering Department requests service on a firm quote basis, not to exceed the firm quote amount, the Ordering Department may obtain a firm quote from both the primary and secondary awarded Contractor(s) based on furnished specifications.

• Emergency Work:  Work may be of an emergency nature and therefore the Contractor must have the ability to respond to University calls 24 hours a day, seven days a week and must respond verbally to Ordering Department to discuss an emergency problem or critical service need.  If requested by Ordering Department the Contractor must be prepared to place their Journey Worker Electricians and Apprentice Electricians on the job site within two hours or as mutually agreed upon between Ordering Department and Contractor.

7.   Prior Notification of Work Start:

• All University Buildings:  For all jobs, regardless of Ordering Department, the Contractor shall notify Physical Plant’s Central Answering and Response Services (CARS), at 608-263-3333, DAILY prior to starting work in ANY University building and advise of actual physical location (address, building name, room number, etc.) within that building.  Contractor may presume that job site entry is permitted as soon as phone notice is given; no affirmative response by Physical Plant will be made

• University Housing Buildings:

      In addition to notification required in above, the Contractor must notify the appropriate University Housing’s physical facilities offices  a minimum of 48 hours prior to start of work for access to all University Housing buildings or residence halls.  It is a University Housing Policy to notify its residents 24 hours prior to any work being performed.  The University Housing Representative will then give the Contractor instructions on how to gain access to the building or outside area where work needs to be done.

      NO work is permitted prior to 9:00 a.m. within residence halls unless previous arrangements have been made.  All work must come to an end and all keys must be turned back into the office prior to 4:30 p.m. each work day, unless previous arrangements have been made.

      The list of University Housing contacts will be provided to the Contractor upon Contract award.  This list will include phone, fax number and e-mail address for contacts for each residence hall, food service and family residential areas.

• All Other University Buildings (Other than University Housing):

In addition to notification required above, the Contractor must notify the appropriate University representative’s offices a minimum of 48 hours prior to start of work.  All work must come to an end and all keys must be turned back into the office prior to 4:30 p.m. each work day, unless previous arrangements have been made.

The Ordering Department will provide the Contractor with the appropriate University Building Contact upon order placement.

8.        Access To Facilities:

• Contractor shall make arrangements with the Ordering Department for access to University facilities.  The University will provide Contractor with keys required for access to service areas.  NO BUILDING KEYS MAY BE COPIED.  All keys shall remain in the building at all times and must be returned at the end of each day of the job unless previous arrangements have been made.  Contractor's employees shall not admit anyone (except other Contractor employees) to areas controlled by a key in their possession.

• If keys are lost, Contractor shall reimburse the University for the cost of replacement keys, cores and labor.  This means that Contractor’s replacement cost for lost master keys in some buildings could result in replacement costs of $12,000.00 or more. 

9.        Reporting to Job Site:

• Employee Identification:  All Contractor’s employees shall, while performing work on University premises, wear a clearly displayed (at shirt pocket height) photo identification badge, provided by the Contractor at the Contractor’s expense, showing they are employees of the Contractor.

• When a job start date and time has been determined with the Contractor, the Contractor shall be on the job site with adequate tools, be mobilized and ready to perform work at the agreed upon time and date immediately upon arrival.

• Prior to the beginning of any individual job, the Contractor representative(s) shall make their presence known to the Building Contact as well as meeting the requirements outlined.

• Upon request, the Contractor must notify the Building Contact or Ordering Department Contact each day when the Contractor’s staff arrives and departs.

10.      Performance:
Work Standards:  Contractor shall provide all materials and Journey Worker Electrician and Apprentice Electricians shall perform all work in compliance with:

• The State of Wisconsin, Department of Administration (DOA), Division of Facilities Development (DFD) Master Specifications, Division 26 – Electrical.  For more information, refer to the DFD website: www.doa.state.wi.us/dsf/masterspec_view_new.asp?catid=32&locid=4

• The Wisconsin State Electrical Code Volumes 1 and 2,

• The National Electrical Code (American National Standards Institute/National Fire Protection Association) (ANSI/NFPA 70),

• Other applicable National Fire Protection Association codes

• The National Electrical Safety Code, and

• Present manufacturing standards including the National Electrical Manufacturers Association (NEMA).

• Contractor shall have under their employ at all times at least one employee who holds (and maintains) a State of Wisconsin Master Electrician Certificate.  Contractors Journey Worker Electrician and Apprentice Electricians shall perform their work under the direction of a State of Wisconsin Certified Master Electrician.

• Contractor shall have in its employ, or under its control, sufficient qualified and competent Journey Worker Electricians and Apprentice Electricians who will install complete systems, pull wire, install fiber optic and coaxial cable, terminate voice and data cabling with University supplied connectors, install electrical boxes and electric service to work areas, troubleshoot electrical failures in equipment and systems, and perform other work as required. 

• The Contractor shall employ only such workers as are skilled in the tasks to which they are assigned.  The University reserves the right to require the Contractor to remove and/or not to assign any employee including Journey Worker Electricians and Apprentice Electricians the University deems incompetent, careless, insubordinate, or otherwise objectionable to working on University jobs.

• Contractor shall perform work in University buildings and outside areas as directed, and shall perform work promptly and in accordance with a schedule or work program, as approved by the Owner Representative. 

• Contractors shall provide, at Contractor’s expense, all tools of the trade and equipment necessary to perform the work to University specifications.

• Contractor shall ensure that a minimum of one Journey Worker Electrician is on the work site at all times to oversee work.

• Contractor shall maintain a daily time sheet and material list for every job.

• Contractor shall ensure that all installations shall be concealed or surface mounted and be consistent with existing conditions.  Any variations of these conditions must be approved by Owner Representative prior to the work being started.

• Sealing and Firestopping:  The Contractor shall be responsible for all sealing and firestopping of sleeves and openings between conduits, cable trays, wireways, troughs, cablebus, busduct, etc., and structural or partition opening.  The Contractor shall use products that have a rating of not less than the rating of the wall or floor that was penetrated.  Contractor shall use any combination of materials necessary to provide a UL listed system for each firestopping system required under this Contract.  Contractor shall only use workers skilled in such work to do the sealing and firestopping.  Sealant used must be of a material that can be painted where applicable. 

• If required, Contractor shall move equipment and/or furniture to perform work.

• Contractor shall provide data, voice, fiber optic and coaxial cabling test results to meet Electronic Industries Association/Telecommunications Industry Association standards and standards set in the Telecommunications Guidelines for Structured Building Wiring Systems, (State of Wisconsin-DOA/DFD guidelines).

• Any equipment, tools or materials owned by the Contractor left on the job site are the Contractors responsibility.  The University does not take any responsibility for these items and their safety.

11.     Removal of Debris and Hazardous Waste:

• The Contractor shall clean up and remove all non-hazardous debris from the job site, on a daily basis, and dispose of all debris at a State of Wisconsin licensed solid waste landfill.  The Contractor shall not leave debris on University property, in University dumpsters, or in any non-Contractor owned dumpster.  The contractor shall not incinerate debris, and/or dump waste by/in the street or road.

• If debris could be identified as hazardous waste, Contractor must contact THE UNIVERSITY’S Safety Department at 608-262-8769 for proper hazardous waste disposal procedures.

• No item, material or components shall be salvaged by the Contractor or any party.

12.     Site Restoration:  The Contractor shall restore job site to original condition to the satisfaction of the Owner Representative.  Contractor shall repair all surfaces, such as wall patching and painting, when required.  The Contractor shall repair all damage to new and existing equipment resulting from its work.  When the job is complete, the Contractor shall remove all tools, excess material and equipment, etc., from the site.

13.     Completion of Work:

• Contractor shall notify the Ordering Department and Owner Representative when work is completed and they are vacating job site.

• The Ordering Department or an authorized person located at the job site, must sign the work order as an acknowledgment that the work and site restoration has been completed.  After the completion of a job, the Contractor shall leave a work order, which shows the purchase order number and release number, if given, for that job with the Ordering Department or any person authorized by the Ordering Department.  When no authorized person is immediately available to sign the work order, the Contractor shall submit the work order to its own office which will forward it to the Ordering Department. 

14.     Warranty:  Contractor shall warranty all workmanship and materials for a period of two years from date of completion as established by date of final approval by the Ordering Department or payment of final invoice, whichever is later.  The Contractor shall, at no cost to the University, provide labor and materials necessary to correct any defects found during the warranty period.

15.     In the event of a major catastrophic emergency, Contractor must be able to provide the University with items/services on this bid.

16.     Department of Information Technology (DOIT) Specific Requirements: 
In the event that University Owned fiber optic or other cable is damaged or cut at campus locations, University will contact Contractor to provide “Emergency Services’.

         Per contract terms, emergency services will require a site visit by Contractor within 2 hours of initial contact to determine the nature and extent of the damage to the cable.  Once the damage is determined, Contractor will have 24 hours to complete a “temporary” repair to the cable.  This will include, at a minimum, the installation of mechanical splices with waterproof splice cases, testing, and labeling.  Contractor will provide test results to the University within three days after the temporary repair is completed.  The University will then have seven days to accept or reject the results.  If the University does not respond to Contractor within seven days, the work will be deemed acceptable.  Contractor will then have 30 days to return to complete a “permanent” repair which will include fusion splicing and permanent replacement of waterproof casing or housing.  The same testing and labeling procedures as listed for the temporary repair will also apply to the permanent repair.

         Contractor will bill Contract rates for all work done under the terms of this amendment

         In the event that conditions do not allow for the completion of the Permanent repair within the 30 day time frame, (i.e. “Force Majeure “, extreme weather conditions), University will work with Contractor to determine a reasonable timeframe to complete the work in a safe and high quality manner.

         Testing will be completed by Contractor.  Acceptance of the completed work will be done by University.  The telephone numbers and email addresses of the department point-of-contact individuals (and the alternate points-of-contact) will be provided to Contractor.  Contractor will also provide the telephone number of their on-site supervisor to the University points-of-contact.

         University will prepare and make available an “Emergency Repair Kit” that will contain necessary cabling and splicing materials that can be used for the emergency repairs anticipated in this amendment.  Additional information regarding placement or storage of this kit will be worked out between University staff and Contractors personnel.  This kit will be University owned and as inventory is used, University will be responsible for replacing and replenishing the kit.

         Aerial Span Restorals are not part of this contract.

         Purchase Orders for this emergency service work to be performed will be prepared by University.  Any third party insurance claims for damage to University property will be pursued by University and will not be Contractors responsibility.