Building Maintenance Electrical Products UTC

BIDDER GUIDE - RFQ033664
The following information is provided by the City of Columbus to assist you in navigating the formal bid
procedures. This information is not to supersede or replace any of the actual bid specifications or
requirements; its sole purpose is to provide information on the process. If you have any questions regarding
the process, please contact the appropriate City of Columbus representative listed on the bid solicitation (for
specification questions see instructions below).
Any addenda issued by the City of Columbus will be posted on this site. The City of Columbus will send
notification of addenda to Bidders that have an active login id and password with Columbus Vendor Services
and are registered for the commodity code(s) associated with this solicitation.
Though the notification methods above will be utilized to notify bidders of addenda it is ultimately the Bidder's
responsibility to check this site for verification of any issued addenda.
IN ORDER FOR YOUR BID TO BE CONSIDERED:
Pricing is to be entered into the attachment of the RFQ. Please print, complete, and attach your price
listing to your bid response.
The following documents must be completed and attached to your response. Complete this checklist to
confirm the items required in your bid. Failure to submit the listed documents may be cause for rejection of
your bid:
Reference Pages
Subcontractor Information
Proposal Pages (Excel format - pages 1-8)
Experience Documentation
Literature
Warranty
Please refer to the Vendor Services User Guide for guidance using the Attachment feature to attach references,
literature, warranty information and any other documentation as needed.
PLEASE NOTE - ALL ATTACHMENTS MUST BE IN PDF FORMAT TO ATTACH
PLEASE NOTE - Per ORC Chapter 1703, to be awarded this bid you must show proof your company is
registered and in good standing to do business in the State of Ohio through the Secretary of State or provide a
certified statement that your company falls within one of the exemptions in the Ohio Revised Code Chapter
1703.02. To register or check the status of your company go to https://www.ohiosos.gov/businesses/
PLEASE NOTE - ANY QUOTE OR DOCUMENTATION SHOWING THE BID IS VALID FOR ANYTHING
LESS THAN 180 DAYS WILL RENDER THE BID NON-RESPONSIVE
1

EQUAL OPPORTUNITY CLAUSE
(1) The contractor/vendor/bidder will not discriminate against any employee or applicant for
employment because of race, sex, sexual orientation, gender identity or expression, color,
religion, ancestry, national origin, age, disability, familial status or military status. The contractor
will take affirmative action to ensure that applicants are employed, and that employees are
treated during employment without regard to their race, sex, sexual orientation, gender identity
or expression, color, religion, ancestry, national origin, age, disability, familial status or military
status. Such action shall include, but not be limited to, the following: employment up-grading,
demotion, or termination; rates of pay or other forms of compensation; and selection for training.
The contractor agrees to post in conspicuous places, available to employees and applicants for
employment, notices summarizing the provisions of this Equal Opportunity Clause.
(2) The contractor will, in all solicitations or advertisements for employees placed by or on behalf of
the contractor, state that the contractor is an equal opportunity employer.
(3) It is the policy of the City of Columbus that business concerns owned and operated by M/WBEs
shall have the maximum practicable opportunity to participate in the performance of contracts
awarded by the city.
(4) The contractor shall permit access to any relevant and pertinent reports and documents by the
ODI director for the sole purpose of verifying compliance with this Title and ODI regulations. All
such materials provided to the ODI director by the contractor shall be considered confidential.
(5) The contractor will not obstruct or hinder the ODI director or his/her deputies, staff and assistants
in the fulfillment of the duties and responsibilities imposed by Title 39 of the Columbus City Codes.
(6) The contractor and each subcontractor will include a summary of this Equal Opportunity Clause in
every subcontract. The contractor will take such action with respect to any subcontractor as is
necessary as a means of enforcing the provisions of the Equal Opportunity Clause.
(7) The contractor agrees to refrain from subcontracting any part of this contract or contract
modification thereto to a contractor not holding a valid certification number as provided for in
Title 39.
(8) Failure or refusal of a contractor or subcontractor to comply with the provisions of Title 39 may
result in cancellation of this contract.
ALL CONTRACTORS MUST HOLD A VALID CONTRACT COMPLIANCE CERTIFICATION
NUMBER ISSUED BY THE OFFICE OF DIVERSITY AND INCLUSION.
To obtain a Contract Compliance number register at the City of Columbus Vendor
Services website: http://vendors.columbus.gov/sites/public
1.Login to the City of Columbus Vendor Services Site and register with the city of
Columbus. Once that is completed and approved by the purchasing office, log back in and
do the following:
2.Select Questionnaires from the Common menu located on the left navigation bar.
3.Next select EBO Quest. (this is the contract compliance application)
4.Question 1 will be displayed; Answer question 1 and select Forward.
5.Proceed through the questionnaire answering each question and selecting Forward to
continue. Once you have reached and answered the last question select End to submit.
6.Then the questionnaire will be received by the ODI Office, reviewed and process within
2 business days or less. For additional questions regarding this process, contact the Office
of Diversity Inclusion at 614-645-4764.
City of Columbus Home Page: www.columbus.gov
CCDOC 1-2017
2

INFORMATION FOR BIDDERS
SPECIAL CONDITIONS or sureties to the satisfaction of the said Director, within ten (10) days
Special conditions included in the specifications, if inconsistent with after notice. In default thereof the default provision herein shall apply.
provisions included in "Information for Bidders", shall take precedence
over any provisions in "Information for Bidders" to the extent inconsistent. LIABILITY, INSURANCE, LICENSES AND PERMITS
Where bidders are required to enter or go onto City of Columbus
SUBMISSION OF PROPOSAL property to deliver materials or perform work or services as a result of bid
Responses must be entered and submitted electronically in the body of award, the bidder will assume full duty, obligation and expense of
the RFQ. Some RFQs require pricing lists or additional documents to be obtaining all necessary licenses, permits, and insurance when required.
attached to the RFQ response electronically. In rare instances The bidder shall be liable for any damages or loss to the City occasioned
documents require submission via regular mail delivery. Refer to the by negligence of the bidder (or his agent) or any person the bidder has
"Proposal Information" section of the specifications for instructions for designated in the completion of his contract as a result of his bid.
submission. Any unauthorized conditions, limitations or provisions
attached to the proposal may render the bid nonresponsive and result in Particular attention is directed to the statutory requirements of the State
its rejection. of Ohio relative to the licensing of corporation organized under the Laws
of any other State.
ACCEPTANCE AND REJECTION
This proposal submitted by the bidder to the City of Columbus will be TAXES
accepted or rejected within a period of 180 days from bid opening date. Federal and/or State Taxes are not to be included in prices quoted. The
The City reserves the right to waive technicalities, and to request a rebid successful bidder will be furnished an exemption certificate if needed.
on the required material. If more than one item, prices shall be quoted on
the units requested. However, each item shall be considered a separate SAMPLES
bid and the City reserves the right to award a contract on each item Samples, when requested, must be furnished free of expense to the City
separately or on all items as a whole or any combination thereof. Bidders and if not destroyed, will upon request be returned at the bidder's
whose proposal is made on an "All or None" basis must clearly state expense.
such fact in the proposals.
DELIVERY
Each RFQ issued by the City shall state that the RFQ may be cancelled Time will be of the essence for any orders placed as a result of this bid.
and that any RFQ response may be rejected in whole or in part when it is Purchaser reserves the right to cancel such orders or any part thereof,
for good cause and in the best interests of the City. without obligations if delivery is not made within the time(s) specified.
Delivery shall be made during normal working hours and to the
WITHDRAWAL OF PROPOSALS destination shown on the proposal.
Bidders may withdraw their RFQ response at any time prior to the time
specified in the advertisement as the closing time for the receipt of bids. QUALITY
However, no bidder shall withdraw or cancel his response for a period of Unless otherwise stated by the bidder, the RFQ response will be
180 calendar days after said advertised closing time for the receipt of considered as being in strict accordance with the specifications outlined
proposals. in the Bid Document.
DEFAULT PROVISION References to a particular trade, manufacturer's catalog or model
In case of default by the bidder or the contractor, the City of Columbus number are made for descriptive purposes to guide the bidder in
may terminate and may procure the articles or services from other interpreting the requirements of the City. They should not be construed
sources and hold the bidder or contractor responsible for any excess as excluding proposals on other types of materials, equipment and
costs occasioned or incurred thereby. supplies. However, the bidder, if awarded the contract, will be required
to furnish the particular item referred to in the specifications or
SIGNATURE REQUIRED description unless a departure or substitution is clearly noted and
By submitting this response electronically, bidder/proposer is affixing an described in the proposal.
electronic signature as defined by the Ohio Uniform Transactions Act.
Said signature represents that he/she has the authority to bind the entity CHANGES AND ADDENDA TO BID DOCUMENTS
to the terms and conditions contained herein. Each change or addenda issued in relation to this bid document will be
published on the City's Vendor Services website no less than five (5)
APPLICABLE LAWS working days prior to the scheduled bid opening date. In addition, to the
The Revised Code of the State of Ohio, the Charter of the City of extent possible, notice will be e-mailed to each person registered as
Columbus, and all City ordinances insofar as they apply to the laws of having interest in the commodities selected for this bid. Total bid inquiry
competitive bidding, contracts, and purchases, and wage theft or specific item cancellations may be issued later than that time specified
prevention, are made a part hereof. above.
PRICING WITHHOLDING OF INCOME TAX
Bidders are to quote firm or fixed prices for the duration of any contract All bidders are advised that in order for a contract to bind the City,
which may be a result of this proposal unless otherwise noted in the each contract must contain the provisions found in Chapter 362 C.C.C.
specifications. In case of discrepancy in computing the amount of the bid, with regard to income taxes due or payable to the City of Columbus for
the UNIT PRICE quoted will govern. wages, salaries and commissions paid to the contractor's employees
as well as requiring those contractors to ensure that subcontractors
Quotations are requested F.O.B. destination. If quoted F.O.B. Shipping withhold in a like manner.
Point include freight estimate and full value insurance cost.
CAMPAIGN CONTRIBUTIONS
CONTRACT AND BOND
Contractor hereby certifies the following: that it is familiar with Ohio
The bidder to whom an award is made will be required to execute a
Revised Code ("O.R.C.") Section 3517.13; that all applicable parties
written contract with the City of Columbus, Ohio within ten days after
listed in Subsection (I) or (J) of O.R.C. Section 3517.13 are in full
receiving such contract for execution, and if specified in the legal notice,
compliance with Subsection (I) and (J) of that Section; that it is eligible
furnish a good and approved bond conditioned upon the faithful
for this contract under the law and will remain in compliance with
performance of the same. The proposal, contract, proposal bond, (if
O.R.C. Section 3517.13 for the duration of this contract and for one
applicable), and performance bond (if applicable) shall be in the form
year thereafter.
herein specified.
PUBLIC RECORDS REQUESTS
If, at any time during the continuance of the Contract, any surety shall, in
The City of Columbus, as a political subdivision of the State of Ohio, is
the opinion of the Finance & Management Director, become
subject to Ohio Revised Code Chapter 149, known as the Ohio Public
irresponsible, then said Director shall have the right to require additional
Records Law. Consequently, the Offeror understands that ALL
and sufficient surety or sureties. The Contractor shall furnish the surety
documents submitted in response to this solicitation are considered
public records and WILL be released when a public records request is
-3A- (INFORMATION FOR BIDDERS continued)

INFORMATION FOR BIDDERS
made by news media, competitors, or other interested parties, in
accordance with the law. If you contend that certain CLEARLY
MARKED portions of your response constitute an exception to Ohio's
public records law, you MUST submit your legal basis in support of that
assertion with your response.
If a public records request is made for any portion of the documents that
you have submitted and you have NOT clearly marked such documents
as information constituting an exception to Ohio's public records law,
your information will be released immediately.
If a public records request is made for such information and you HAVE
clearly marked portions of your response as information constituting an
exception to Ohio's public records law, AND you have submitted the
legal basis supporting such claim, the City will release a redacted version
of your information to the requestor and notify you that a request was
made and that a redacted version of your response was released.
Should the requestor indicate that the redacted version is not sufficient
for their purposes, you then will be IMMEDIATELY responsible for
obtaining an order from a Court of competent jurisdiction in Franklin
County, Ohio enjoining release of your clearly marked information
constituting an exception to Ohio's public records law.
If a public records request is made for such information and you HAVE
clearly marked portions of your response as information constituting an
exception to Ohio's public records law, but you have NOT submitted the
legal basis supporting such claim, the City WILL RELEASE your
information to the requestor and notify you that a request was made and
that your response was released.
DO NOT mark your entire response/submittal as information constituting
an exception to Ohio's public records law. If your entire
response/submittal is so marked, the City of Columbus will not consider
your offer.
-3B- (INFORMATION FOR BIDDERS continued)

INFORMATION FOR BIDDERS (Continued)
IN THE EVENT OF A CONTRACT willful or negligent acts or omissions of Contractor, its officers,
employees, agents, or Subcontractors.
1. Where applicable according to the specifications successful seller 14. The City will not indemnify the contractor and is prohibited from
shall transfer and deliver to City goods which conform to the doing so.
specifications. 15. This Contract may not be assigned or otherwise transferred to
2. The City shall accept from seller goods that conform to the others by the Contractor without the prior written consent of the City.
specifications, and shall pay for the goods in accordance with the If this Contract is so assigned, it shall inure to the benefit of and be
terms of an agreement, which may result from this proposal. binding upon any respective successors and assigns (including
3. The risk of loss from any causality to the goods regardless of the successive, as well as immediate, successors and assignees) of
cause of the casualty shall be on seller until the goods have been the Contractor.
delivered at the address designated in the order and are approved 16. The signatories to this Contract represent that they have the
after inspection by the City. authority to bind themselves and their respective organizations to
4. Seller warrants and represents that seller has absolute and good this Contract.
title to and full right to dispose of the goods, and that there are no 17. In the event either party is unable to perform its obligations under
liens, claims, or encumbrances of any kind against the goods, and the terms of this Agreement because of acts of God, strikes,
at the time of delivery shall be free from any security interests or equipment or transmission failure or damage reasonably beyond
other lien or encumbrance. its control, epidemics, pandemics, or other causes reasonably
5. If there is a breach by seller of the warranty against encumbrances beyond its control, such party shall not be liable for damages to
granted by seller in an agreement, which may result from this the other for any damages resulting from such failure to perform or
proposal, the City shall have the option to cancel an agreement, otherwise from such causes.
which may result from this proposal.
6. Seller shall defend any action brought against the City so far as the
action is based on a claim that the goods, or any part of the goods, LOCAL CREDIT
furnished under an agreement which may result from this proposal Pursuant to City of Columbus Ordinance # 2607-2012, in determining
constitutes an infringement of any patent of the United States or a the lowest bid for a contract the local bidder credit will not be applied.
trademark. Seller shall be notified promptly in writing of the action
and be given authority, information, and assistance, at the expense WAGE THEFT PREVENTION
of seller, for the defense of the action. Seller shall pay all damages Chapter 377 of the Columbus City Codes is hereby incorporated into
and costs awarded in the action. In case the goods or a part thereof the contract and seller is required to comply with said chapter. This
are held to constitute infringement and the use of the goods or part includes, but is not limited to reporting requirements and the obligation
thereof is enjoined, seller shall, at the expense of the seller, either to review the commission list of contractors and subcontractors that
procure for the City the rights to continue using the goods, replace received an adverse determination. Penalties for failure to comply with
the goods or a part hereof with non-infringing goods of equal or the wage theft prevention code include suspension for three years, up
better quality, modify the goods so that the goods become non- to permanent disbarment.
infringing while continuing to meet or exceed the original
specifications, or retake the goods and refund the purchase prices CERTIFICATE OF TITLE ON EQUIPMENT
and the transportation and installation costs of the goods at the If applicable to this purchase, all documents required to obtain a State of
option of the City. Ohio Certificate of Title must be delivered to:
7. Seller warrants that (1) the goods to be supplied pursuant to an
agreement which result from this proposal are fit and sufficient for Fleet Management Administrator
the purpose intended, (2) the goods are merchantable, of a good City of Columbus/Fleet Management Div.
quality, and free from defects, whether patent or latent, in material or 4211 Groves Road
workmanship and (3) the goods sold to the City pursuant to an Columbus, Ohio 43232
agreement which may result from this proposal conform to the
specifications. The particular purpose of which the goods are After signature by the Fleet Management Administrator, an original title is
required may be set forth in the specifications. to be delivered to the above address within three (3) days. No payment
8. The benefit of any warranty made in an agreement which may result for vehicles requiring a title will be authorized by the Fleet Management
from this proposal by seller shall extend to the City and to the Administrator until a valid title is received.
employees of the City, any employee of the City may bring an action
directly against seller for damages or injuries sustained by the REMEDIES
employee resulting from any breach of warranty by seller. All claims, counterclaims, disputes and other matters in question
9. All goods ordered shall be subject to final inspection and approval at between the City, its agents and employees, and the Contractor arising
the facility of the City designated for delivery. Any goods, which do out of or relating to this agreement or its breach will be decided in a court
not conform to the order of the City, may be rejected by the City. of competent jurisdiction within the County of Franklin, State of Ohio.
The City may hold any goods rejected pending instructions from the
seller or the City may return goods to seller at seller's expense. OFFERORS TERMS AND CONDITIONS
10. If any tender or delivery by seller is rejected by the City for Terms and conditions, submitted with this proposal, which are contrary to
nonconformity, no notice of intention to cure can be effective unless City Code or Charter shall be disregarded for the purpose of any
it is received by the City agency within five (5) days after notice of subsequent contract. The successful bidder shall be notified as to which
rejection is sent to seller. terms and conditions, if any, have been deleted.
11. The liability of the City for either non-acceptance of conforming
goods or repudiation of the agreement which might result from this PUBLICATIONS
proposal shall be limited to the difference between the market price The Contractor agrees to submit to the City's Contract Administrator all
at the time and place for tender of the goods and the unpaid sales advertising, sales promotion, and other publicity matters relating to this
price together with any incidental damages, but less expenses paid Contract wherein the City's name is mentioned or language used from
in consequence of the breach by the City. which the connection of the City's name therewith may, in the City's
12. An agreement which may result from this proposal shall not be judgment, be inferred or implied. The Contractor further agrees not to
modified or altered by any subsequent course of performance publish, or use such advertising, sales promotion, or publicity matter
between parties or by additional terms contained in any subsequent without the prior written consent of the City except that may be required
documents unless said additional or differing terms are incorporated under law.
by contract modification authorized to be entered into by ordinance.
13. Contractor shall protect, indemnify and save the City harmless
from and against any damage, cost, or liability, including
reasonable attorneys' fees, resulting from claims for any or all
injuries to persons or damage to property arising from intentional,
-3C-
Revised 09-07-21

City of Columbus, Department of Finance and Management
Building Maintenance Electrical Parts
Detailed Specifications
RFQ033664
1.0 SCOPE AND CLASSIFICATION
1.1 Scope: This proposal is to provide the City of Columbus with a Universal Term Contract
(UTC) to purchase from a catalogue(s) of electrical supplies including, conduit, wiring,
electricians' tools, power distribution, and computerized components to maintain building
electrical systems. This list is representative of products required to maintain building
electrical systems. This contract will be used city wide by various city agencies. The
proposed contract will be in effect through November 30, 2028.
1.2 Classification: The successful bidder will provide and deliver electrical parts. Bidders
are required to show experience in providing this type of material and/or services as
detailed in these specifications.
1.2.1 Bidder Experience: The offeror must submit an outline of its experience and work
history in these types of materials and/or warranty service for the past five years.
1.2.2 Bidder References: The offeror shall have documented proven successful
contracts from at least four customers that the offeror supports that are similar in
scope, complexity, and cost to the requirements of this specification.
1.3 Specification Questions: Questions regarding this bid must be submitted on the Vendor
Services portal by 11:00 am Monday, September 28, 2026. Responses will be posted on
the RFQ on Vendor Services no later than Thursday, October 1, 2026, at 11:00 am.
1.4 For additional information concerning this bid, including procedures on how to submit a
proposal, you must go to the City of Columbus Vendor Services web site at
https://columbusvendorservices.powerappsportals.com/ and view this bid number:
RFQ033664.
2.0 APPLICABLE PUBLICATIONS AND STANDARDS
2.1 Must meet or exceed all City, State, Federal safety guidelines and standards.
2.2 All OSHA applicable guidelines and standards.
2.3 References to a particular trade or manufacturer's model number are made for descriptive
purposes to guide the bidder in interpreting the requirements of the City. They should not
be construed as excluding proposals on other types of materials, equipment and supplies.
3.0 REQUIREMENTS
3.1 General Information:
3.1.1 Term: The proposed contract shall be in effect from execution of the contract up
to and including November 30, 2028.
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City of Columbus, Department of Finance and Management
Building Maintenance Electrical Parts
Detailed Specifications
RFQ033664
3.1.1.1 Annual Extension: Subject to mutual agreement, the period covered by
the ensuing contract, under the same terms and conditions stated therein
can be extended for one additional year, or portion thereof, at the same
pricing and the same escalator clause.
3.1.2 Pricing: Bidders are to bid firm or fixed prices, FOB Destination, Freight Prepaid
and Allowed. All pricing must include manufacturer warranty. All manufacturer
warranties will be passed on to the City of Columbus. Unless otherwise stated all
bids will be considered to contain the following escalator/de-escalator cause:
3.1.2.1 Escalator Clause: No price adjustment shall be granted during the first
six (6) months duration of an awarded contract. Thereafter no more than
two such increases may occur within any year of the contract. In the event
the supplier receives a general price increase in the cost of the finished
product contracted for, due to increase in the cost of raw materials, labor,
freight, etc., upon giving thirty (30) days prior notice and proper
documentation as proof, said increase in addition to the unit price quoted
herein, may be permitted, subject to the sole discretion of the City of
Columbus Finance and Management Director. In the event any such
increase is granted, no price adjustment shall be permitted on orders
received by supplier which are in process or filled but awaiting shipment
prior to the increase. All price decreases inure to the benefit of the City of
Columbus. The written notice and following documentation shall be sent
to: City of Columbus Purchasing Office, 5th Floor, 77 N. Front St.,
Columbus, Ohio 43215.
3.1.2.2 Price Documentation: The supplier shall submit the following
documentation with each request for a price increase:
1) Copies of the old and the current price lists or similar documents which
indicate the original base cost of the product to the supplier and the
corresponding increase; and
2) Copies of correspondence sent by the supplier's supplier explaining the
source of the increase in such areas of raw materials, freight, fuel or labor,
etc.; and
3) Copies of excerpts from business publications, market quotations or
trade journals recognized as being representative of their particular trade
or industry, that indicate a trend toward an increase in the current market
for the commodities under the awarded contract.
3.1.2.3 Right of Cancellation: If at any time during the term of the contract the
supplier's total request(s) for a price increase(s) are greater than fifteen
percent (15%), the City of Columbus may cancel this agreement with thirty
(30) days written notification.
3.1.3 Quantity Estimate: The City of Columbus of estimates spending approximately
$370,000 in accordance with this contract. This is an estimate of the annual needs
of the City under this contract and are for bidding purposes only. This estimate is
not to be construed as representing an actual order for that amount, or a guarantee
5

City of Columbus, Department of Finance and Management
Building Maintenance Electrical Parts
Detailed Specifications
RFQ033664
that any minimum amount will actually be purchased. The City reserves the right
to purchase up to twice the estimated quantity.
3.1.4 Quality Standards: The City intends to purchase new, unused and the most
current model. The specifications describe a minimum acceptable requirement
which a bidder has to meet. However, the bidder is allowed to exceed a minimum
requirement where the excess enhances the function of the unit and which the City
can accept. It is not acceptable for a bidder to exceed a maximum desired limit.
3.2 Bidder Requirements: The City will use the requirements of this section to determine if
each bidder meets the minimum standards to be considered a responsible bidder. Please
print, complete and attach Reference pages and attach any supplemental pages as may
be necessary to meet these requirements. For instructions on how to attach a
document to your bid, refer to the Vendor Services User Guide:
https://columbusvendorservices.powerappsportals.com/Help/
3.2.1 Experience Required: Documentation shall include (at a minimum) information
meeting the following criteria.
3.2.1.1 Equipment and Warranty Capabilities: Bidders must document, and
submit in a letter attached to the bid, their capability of providing the
equipment and warranty service specified herein.
3.2.1.2 Manufacturer Relationship: The offeror shall provide the history of their
relationship with manufacturer(s) that will potentially be providing these
types of equipment/parts and warranty service for the past five years,
including but not limited to the following:
a) Length of the relationship
b) Level of the relationship
c) A brief history of the relationship
3.2.2 References: The offeror shall have documented proven successful contracts from
at least four customers that the offeror supports that are similar in scope,
complexity, and cost to the requirements of this specification.
3.2.2.1 Contact Information Required: The reference contact information shall
include the customer name, customer e-mail address, street address,
telephone number, fax number, contact name and equipment purchase
date.
3.2.2.2 Equipment / Warranty Service Information: A description of the
equipment/parts provided and type of warranty service that was provided.
3.2.3 Subcontractor Information Required: If subcontractor(s) are to be used, please
list names, addresses, telephone numbers and a contact person for each
subcontractor. All subcontractors must have valid contract compliance
certification.
3.2.3.1 Subcontractor Contact: Should the offeror use subcontractors, the City
shall use the offeror as the primary contact point.
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City of Columbus, Department of Finance and Management
Building Maintenance Electrical Parts
Detailed Specifications
RFQ033664
3.2.4 Specification Questions: Questions regarding this bid including any exceptions
and/or suggested changes to the requirements must be submitted on the vendor
services portal by 11:00 am (local time) on Monday, September 28, 2026.
Responses and any necessary addenda will be posted as an amendment to this
RFQ on the City's Vendor Services portal no later than 11:00 a.m. (local time) on
Thursday, October 1, 2026. The City strongly encourages bidders to submit
exceptions and/or changes during this stage of the process. Bidders submitting
exceptions and/or changes before this date will greatly reduce the likelihood of
their bid being rejected as non-responsive to the specifications. Bidders whom
have not registered and created a new user on the City's portal
https://columbusvendorservices.powerappsportals.com/ are strongly encouraged
to do so. Notice of any pre-bid notes and addenda will only be sent to Bidders
whom have registered at the site.
3.2.4.1 For further instructions on how to submit "Vendor Questions" through the
Vendor Portal, please see Section "Add Vendor Questions" provided in the
City of Columbus Vendor Services User Guide.
3.2.4.2 The City has instructional videos to assist bidders at the portal. Tutorial
videos are available to be viewed through YouTube or by clicking the
following link:
https://www.youtube.com/channel/UCTIkkGNM7GHIITzoqQVNJlA/videos
?shelf_id=0&view=0&sort=dd
3.3 Product Requirement Specifications:
3.3.1 The following list of manufacturers represents electrical components and accessories
frequently purchased by the City of Columbus:
3M Hoffman
Acuity Brands/ Holophane Hubbell
Allied Tube and Conduit Ideal Industries, Inc.
Amprobe Ipex Inc.
ANAMET Electrical, Inc. Johnson Controls
Appleton Electric Leviton
Arlington Industries, Inc. Lithonia
Belden MacLean Power Systems
Bolt Electrical Products Marshall Wolf Automation
Bridgeport Fittings, Inc. NSI Industries
Burndy LLC OZ Gedney
Cantex Industries Pass & Seymour
Chromalox Philips
Cooper Power Systems Philips Advance Transformer
Easy Heat Schneider Electric
Eaton Cutler Hammer Siemens
Emerson Electric Square D
Erico Cadweld Thomas & Betts
Ericson Manufacturing Co. Uraseal, Inc.
General Electric Wiremold
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City of Columbus, Department of Finance and Management
Building Maintenance Electrical Parts
Detailed Specifications
RFQ033664
3.3.1.1 Alternates: Bids will be considered on units complying with the specifications. All
alternates must be detailed in an attached letter to bid and the Manufacturer and
Model clearly identified. Explanations must fully state what is to be furnished. All
alternates must meet or exceed specifications. The City of Columbus reserves the right
to determine whether any proposed alternates are within the specifications.
3.4 Multiple Awards: The City intends to award multiple contracts to the lowest, responsive,
responsible, and best bidders, in the best interest of the City.
4.0 SAMPLING, INSPECTION AND TEST PROCEDURES
4.1 Inspection: All parts shall be thoroughly, physically inspected upon delivery by an
authorized City representative for verification of conformance to the specifications. Any
damaged, defective, or substandard item shall be promptly removed by the supplier, and
replaced at no cost to the City of Columbus. The supplier will be responsible for all
shipping costs.
4.2 Testing: The City reserves the right to conduct testing on supplies provided by the
ensuing contract before acceptance for specification compliance at any time during the
duration of the contract. Any product not meeting the above-described specifications shall
be rejected and returned to the supplier.
5.0 ORDERING, DELIVERY and INVOICING
5.1 Ordering Procedure: A written purchase order will be established by the Director of
Finance and Management. The Purchase Order will have the delivery information and
invoice information.
5.2 Delivery days after Order: Bidder shall insert in the "Discount" tab of the bid the Lead
Time expressed as the number of calendar days after receipt of order that delivery will be
made. Vendors shall state actual delivery time in calendar days in the space provided
under Delivery/Payment Terms. Delivery time may be a factor in determining award of bid.
Failure to deliver in the days proposed may lead the City to consider the contract holder
in partial or full breach of the contract. In the case of such breach, the City reserves the
right to pursue all remedies and actions available under this contract and relevant law.
5.2.1 Delivery Instructions: Each delivery location may have specific requirements for
delivery specified on the purchase order. If no instructions are listed please
contact the City agency listed on the purchase order to determine specific delivery
instructions.
5.3 Packaging: All items must be packaged in the minimum standard packing material
designed to protect against damage during shipment. Note the use of Environmentally
Friendly materials is encouraged.
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