Electrical Services Contract RFP

Description: STATE OF MAINE COUNTY OF PENOBSCOT COURT OF COUNTY COMMISSIONERS DANIEL J. TREMBLE ANDRE E. CUSHING, III DAVID S. MARSHALL GLENN E. MOWER, TREASURER Courthouse 97 Hammond Street Bangor, ME 04401-4998 (207) 942-8535 Blair Tinkham, County Administrator REQUEST FOR PROPOSALS (RFP) CONTRACTED ELECTRICAL SERVICES Issuing Authority: Penobscot County Commissioners & Administration Location: Penobscot County Complex (Hammond St. & Franklin St., Bangor, ME 04401) Subject: 24/7 Emergency Response, Scheduled Preventative Maintenance & On-Call Electrical Repairs Contract Duration: One (1) Year Initial Term (Jan 1, 2027 -- Dec 31, 2027) with up to Three (3) Annual Renewals SECTION 1: PROJECT OVERVIEW & PURPOSE Penobscot County is seeking competitive, sealed proposals from qualified, licensed electrical contractors to provide comprehensive, high-quality electrical services for all four (4) campus facilities located at the Penobscot County Complex at Hammond Street and Franklin Street in Bangor, Maine. The selected contractor will be responsible for providing 24/7/365 emergency response, routine scheduled preventative maintenance, and on-call electrical repairs and minor improvements across all four campus buildings. The County intends to award a single, master service agreement to a responsive and responsible contractor demonstrating exceptional technical capability, reliability, competitive pricing, and strict adherence to security protocols. SECTION 2: FACILITY COVERAGE & LOCATIONS The scope of this contract encompasses all electrical infrastructure across the four (4) primary buildings located on the Penobscot County Complex campus at Hammond Street and Franklin Street in Bangor, ME: • The Penobscot County Administrative Building (Historic Courthouse): A historic four (4) finished-story facility with an unfinished attic, housing executive county administration, finance, human resources, registry of deeds, judicial courtrooms, administrative offices, and the mission-critical 24/7 911 Communications Dispatch Center. • The Annex: A two (2) story facility housing auxiliary county administrative offices, probate, and operational support functions. • The Sheriff's Office and Correctional Facility: A four (4) story high-security facility housing the Penobscot County Jail, secure cell blocks, holding areas, sally ports, and jail administration. • Hammond St/Franklin St Building (Old District Court): A campus facility located at the intersection of Hammond Street and Franklin Street, housing the Emergency Management Agency (EMA), the Sheriff's Office Patrol Division, the Sheriff's Office Civil Division, and county offices. SECTION 3: DETAILED SCOPE OF SERVICES The contractor shall furnish all skilled labor, supervision, tools, specialized equipment, diagnostic devices, transportation, and materials necessary to perform full-service electrical work across all four campus facilities. Services are structured into three primary operational categories: 1. Emergency Response Services (24/7/365) • Service Level Agreement (SLA): The contractor must maintain a dedicated emergency dispatch capability capable of responding 24 hours a day, 7 days a week, 365 days a year. • On-Site Arrival Time: A qualified State of Maine Licensed Journeyman or Master Electrician must arrive on-site at the Penobscot County Complex within two (2) hours of initial callout by County authorized personnel. • Scope of Emergency Work: Power outages, switchgear failure, generator transfer switch malfunctions, breaker trips affecting critical operations, life-safety electrical hazards, and electrical faults. 2. Routine On-Call Maintenance & Minor Repairs • Service Level Agreement (SLA): For non-emergency, routine service requests, the contractor must schedule and initiate work on-site within forty-eight (48) hours of request notification. • Scope of Routine Work: Repair and replacement of faulty lighting fixtures, ballasts, switches, receptacles, circuit breakers, conduit runs, low-voltage wiring control interfaces, branch circuit troubleshooting, and minor system modifications across all 4 buildings (including attic and mechanical spaces). 3. Scheduled Preventative Maintenance • The contractor shall execute periodic, comprehensive preventative maintenance inspections and testing on critical electrical systems according to a fixed schedule agreed upon with County Facilities Management. • Scope of Preventative Work: - Thermal imaging/infrared inspection of main distribution panels, switchgear, and critical sub-panels across all 4 campus facilities. - Visual inspection, torque checking, cleaning, and testing of electrical panels and disconnect switches. - Testing and maintenance support for emergency lighting, exit signage, and battery backup units in all multi-story buildings. - Coordination with generator service vendors for Automatic Transfer Switch (ATS) maintenance and operational testing. SECTION 4: CONTRACT TERM & RENEWAL OPTIONS The initial contract term shall be for a period of one (1) year, commencing on January 1, 2027 and running through December 31, 2027. The County reserves the sole option and right to extend the agreement for up to three (3) additional one-year terms (for a maximum total contract duration through December 31, 2030), subject to satisfactory contractor performance, mutual agreement on rate adjustments, and annual budget appropriation by the Penobscot County Commissioners. SECTION 5: SECURITY, BACKGROUND CHECKS & LICENSING REQUIREMENTS Due to the high-security nature of County operations---specifically the Sheriff's Office & Correctional Facility, the 911 Dispatch Center in the Historic Courthouse, and EMA/Sheriff's Divisions in the Old District Court---contractors must strictly comply with all security and licensing mandates: 1. Licensing & Trade Certification • All electrical work must be performed by electricians holding valid, current State of Maine Master or Journeyman Electrician licenses. • Apprentices may assist on-site only under the direct, physical supervision of a licensed Master or Journeyman Electrician in full accordance with Maine state regulations. • All work must strictly adhere to the latest adopted editions of the National Electrical Code (NEC/NFPA 70), Maine State Electrical Code, and local municipal building/safety codes. 2. Security Clearances & CJIS Compliance (Due Diligence Phase) • First-Round Submission Exemption: Background checks are NOT required during the initial proposal submission (First Round). Bidders must only submit an attestation confirming their agreement to submit personnel for vetting if selected to advance in the process (Appendix B). • Due Diligence Background Check Execution: Background checks (including CJIS and State/Federal Criminal Background Checks administered by the Penobscot County Sheriff's Office) will be completed during the due diligence phase once a vendor is determined to move forward in the selection process. • Disqualification Criteria: Any individual with felony convictions, active warrants, or severe misdemeanor records involving theft, violence, or security breaches will be permanently barred from working on county property. • Identification Badges & Escorts: Approved contractor personnel must display county-issued photo identification at all times while on County property and adhere to strict security escort protocols inside secure correctional or dispatch areas. SECTION 6: MINIMUM QUALIFICATIONS & INSURANCE REQUIREMENTS Bidders must demonstrate that they meet or exceed the following mandatory minimum qualification criteria: • Experience: A minimum of five (5) consecutive years of documented experience providing commercial and institutional electrical maintenance and emergency repair services for multi-story government, correctional, healthcare, or high-security facilities. • Financial Stability & Capacity: Demonstrated financial stability and sufficient staffing capacity to ensure guaranteed 2-hour emergency response times year-round across all 4 campus buildings. Mandatory Insurance Coverage Prior to contract execution, the selected contractor must provide Certificates of Insurance naming Penobscot County as an additional insured, maintaining the following minimum liability limits throughout the contract duration: Insurance Coverage Type Minimum Required Limit Commercial General Liability (CGL) $1,000,000 per Occurrence / $2,000,000 Aggregate Commercial Automobile Liability $1,000,000 Combined Single Limit (Owned, Hired, Non-Owned) Workers' Compensation Insurance Statutory Limits (State of Maine) Employer's Liability $500,000 Each Accident / $500,000 Disease Policy Limit SECTION 7: PROPOSAL FORMAT & FINANCIAL STRUCTURE Proposals must include a fully itemized price schedule using the standard financial format outlined below and in Appendix D. Bidders must submit all labor rates, markups, and fixed maintenance fees as specified: 1. Hourly Labor Rates Labor Classification Standard Hours Hourly Rate (Mon--Fri, 7:00 AM -- 5:00 PM) Overtime & Emergency Hourly Rate (Nights, Weekends, Holidays) Master Electrician $ / hr $ / hr Journeyman Electrician $ / hr $ / hr Apprentice / Helper $ / hr $ / hr 2. Material & Parts Markup Percentage markup over contractor's wholesale cost for electrical parts, components, and materials supplied under this contract (Invoices must include wholesale supplier receipts upon request): Material Markup Percentage: % 3. Fixed Fee for Scheduled Preventative Maintenance Fixed annual fee for conducting routine, scheduled preventative maintenance inspections as detailed in Section 3.3 across all four (4) campus facilities: Annual Preventative Maintenance Fixed Fee: $ / Year SECTION 8: PRE-BID INFORMATION, PROCUREMENT SCHEDULE & SUBMISSION INSTRUCTIONS 1. Procurement Schedule Procurement Milestone / Event Target Date & Time RFP Official Issuance Date Monday, October 26, 2026 Deadline for Written Vendor Questions Friday, November 6, 2026, by 5:00 PM EST County Answers / Addenda Issued Thursday, November 12, 2026 Sealed Proposal Submission Deadline Friday, November 20, 2026, by 2:00 PM EST Proposal Evaluation & Reference Checks November 23, 2026 -- December 4, 2026 Contract Award Announcement Tuesday, December 8, 2026 Contract Effective Start Date Friday, January 1, 2027 2. Pre-Bid Walkthrough & Submission Details • Pre-Bid Walkthrough: Please note that there will be NO mandatory pre-bid walkthrough for this procurement. Bidders are expected to submit proposals based on the facility descriptions and scope defined within this document. • Submission Instructions: Bidders must submit one (1) signed original and three (3) copies of their proposal in a sealed envelope clearly marked "RFP -- Penobscot County Complex Electrical Services" to the Penobscot County Commissioners' Office no later than November 20, 2026, at 2:00 PM EST. • Required Attachments & Forms: 2. Completed & Signed Proposal Cover Sheet (Appendix A). 3. Signed Security & Background Check Compliance Attestation Form (Appendix B). 4. Completed Client Reference Form with 3 commercial/institutional contacts (Appendix C). 5. Completed Financial Proposal Form (Appendix D). 6. Proof of active State of Maine Master/Journeyman Electrician Licenses. 7. Certificates of Insurance meeting Section 6 mandatory limits. SECTION 9: PROPOSAL EVALUATION & AWARD CRITERIA Proposals will be reviewed and evaluated by an evaluation committee designated by the Penobscot County Commissioners. Awards will be made to the bidder whose proposal represents the best overall value to Penobscot County, based on the following weighted criteria: 1. Pricing & Rate Structure 40% Competitiveness of hourly standard/overtime rates, material markup percentage, and fixed preventative maintenance fees across all 4 buildings. 2. Contractor Experience & References 30% Documented track record (min. 5 years) in commercial/institutional multi-story settings, client reference evaluations, and financial stability. 3. SLA & Emergency Response Capabilities 20% Demonstrated capability to consistently fulfill 2-hour emergency and 48-hour routine SLAs across all 4 campus facilities; dispatch staffing depth and 24/7 availability. 4. Technical Approach & Security Compliance 10% Quality of preventative maintenance methodology, safety protocols, trade licensure, and commitment to comply with CJIS/background check requirements during due diligence. SECTION 10: RESERVATION OF RIGHTS & GENERAL TERMS Penobscot County reserves the right to accept or reject any or all proposals, to waive informalities or minor irregularities in proposals received, and to award the contract in whole or in part as deemed in the best interest of Penobscot County. This RFP does not commit the County to pay any costs incurred in the preparation or submission of proposals. APPENDIX A: PROPOSAL SUBMISSION COVER SHEET & AUTHORIZED SIGNATURE PAGE Instructions: This cover sheet must be completed, signed by an authorized corporate officer, and placed on top of the bidder's proposal submission package. Legal Business Name: Doing Business As (DBA, if applicable): Federal Tax ID Number (FEIN/EIN): Corporate Headquarters Address: Local Office Address (Maine): Primary Contact Name & Title: Contact Telephone Number: Contact Email Address: 24/7 Dispatch Phone Number: State of Maine Master Electrician License #: Bidder Certification & Authorized Signature By signing below, the undersigned representative certifies that they are an authorized officer of the bidding organization legally empowered to submit this proposal. The undersigned further certifies that: 1. This proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a proposal for the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud. 2. The bidder has carefully examined and understands all terms, conditions, specifications, SLAs, and security requirements set forth in this RFP for Contracted Electrical Services. 3. The prices, rates, and markups submitted in Appendix D shall remain firm and valid for a period of ninety (90) days from the proposal submission deadline. Authorized Representative Name: Authorized Representative Title: Signature of Authorized Representative: Date Signed: , 2026 APPENDIX B: SECURITY CLEARANCES & CJIS BACKGROUND CHECK COMPLIANCE ATTESTATION FORM Instructions: All bidders must complete and sign this attestation form. Physical background checks are NOT required during the first round of proposal submission. This form confirms your firm's commitment to comply with security background checks during the post-selection due diligence phase. Vendor Security Attestation I, the undersigned authorized representative of (Company Name), hereby certify and attest to Penobscot County as follows: 1. First-Round Exemption Understanding: I understand that complete criminal background checks and CJIS security screening forms are not required to be submitted with this initial proposal. 2. Due Diligence Commitment: If selected to advance to the due diligence phase or awarded this contract, our firm agrees to submit all employees, technicians, subcontractors, and supervisors assigned to the Penobscot County Complex to background check screening administered by the Penobscot County Sheriff's Office prior to entering County facilities. 3. Disqualification Criteria Acceptance: We acknowledge and accept that any individual with a felony conviction, active warrant, or severe misdemeanor record involving theft, violence, or security breaches will be permanently barred from entering or working within Penobscot County facilities. 4. Identification & Security Protocol Compliance: Our personnel will strictly abide by all escort, badge, and physical security protocols established by the Penobscot County Sheriff's Office and Facilities Management while on campus. Company / Firm Name: Authorized Representative Name: Title: Signature: Date: , 2026 APPENDIX C: COMMERCIAL & INSTITUTIONAL CLIENT REFERENCE FORM Instructions: Provide contact details for three (3) professional commercial, government, correctional, healthcare, or institutional clients for whom your company has provided electrical maintenance, troubleshooting, and emergency response services within the past five (5) years. Reference 1 (Primary Reference) Client / Organization Name: Facility Type (e.g. County, Hospital, School): Contact Person Name & Title: Telephone Number: Email Address: Contract Duration & Dates: Brief Description of Services Provided: Reference 2 Client / Organization Name: Facility Type: Contact Person Name & Title: Telephone Number: Email Address: Contract Duration & Dates: Brief Description of Services Provided: Reference 3 Client / Organization Name: Facility Type: Contact Person Name & Title: Telephone Number: Email Address: Contract Duration & Dates: Brief Description of Services Provided: APPENDIX D: ELECTRICAL PRICING & FINANCIAL PROPOSAL FORM Instructions: Bidders must complete all sections of this form. Labor rates, material markups, and fixed fees shall remain binding for the initial 1-year contract term. 1. Hourly Labor Rates Labor Classification Standard Hours Hourly Rate (Mon--Fri, 7:00 AM -- 5:00 PM) Overtime & Emergency Hourly Rate (Nights, Weekends, Holidays) Master Electrician $ / hr $ / hr Journeyman Electrician $ / hr $ / hr Apprentice / Helper $ / hr $ / hr 2. Material & Parts Markup Percentage Markup over Contractor Wholesale Cost for Electrical Parts & Materials: % 3. Fixed Annual Preventative Maintenance Fee Fixed Annual Fee for Scheduled Preventative Maintenance Inspections across all 4 Campus Buildings (Section 3.3): $ / Year Submission Signature Bidding Firm Name: Authorized Signature & Title: Date: , 2026