01 - On-Call Transformer Services RFP.pdf

REQUEST FOR PROPOSAL

Issued: 5/6/2025

Qualified organizations are invited to submit an electronic copy of the proposal that meets the requirements described herein no later than May 22, 2025, by 2:00 p.m. PDT to the following email address:

purchasing@nwascopud.org

OR

Hardcopy documents can also be submitted to:

ON CALL TRANSFORMER REPAIR/REFURBISHMENT SERVICES.

ATTN: PURCHASING DEPARTMENT

NORTHERN WASCO COUNTY PEOPLE’S UTILITY DISTRICT

2345 RIVER ROAD

THE DALLES, OR 97058

This Request for Proposals (RFP) does not commit Northern Wasco County People’s Utility District, “the District” to award a contract or pay any costs incurred in the preparation of a proposal responsive to this request. The District reserves the right to accept all or part of any proposal or to cancel in part or in its entirety this Request for Proposals. The District further reserves the right to accept the proposal that it considers to be in the best interest of the District.

Summary

Northern Wasco County People's Utility District (hereinafter called "District") issues this Request for

Proposals soliciting On Call Transformer Repair/Refurbishment Services.

Timeline The following table outlines the expected solicitation and selection timeline:

Milestone Date

RFP / ITB Release 5/6/2025

Site Visit or Pre-Bid Meeting N/A

Respondents Questions Due 5/14/2025 @ 2:00 pm

Answers to Respondents Questions on or before 5/19/2025

Proposals / Bids due 5/22/2025 @ 2:00 pm

Contract Executed 5/29/2025

Project Description and Scope of Work

Scope of Work

The Northern Wasco County People’s Utility District (District) is seeking proposals from qualified

Vendors to provide on-call services for the pickup, testing, refurbishment, repair, and/or recycling of used electrical transformers. The selected Vendor must be able to perform all of the services outlined below on an as-needed basis throughout the term of the contract. The contract will be issued on an annual basis for up to 5 consecutive years at the option of the District.

1. General Requirements

a. Provide all labor, equipment, materials, and transportation necessary to safely handle, process, and manage District-owned transformers.

b. Be capable of servicing a range of transformer sizes and types, including but not limited to pole-mounted and pad-mounted units.

c. Adhere to all federal, state, and local environmental and safety regulations, including those pertaining to PCB handling, transportation, and disposal.

2. Services to Be Provided

a. Pickup and Transportation

i. Coordinate and arrange timely pickup of transformers from various District facilities or job sites.

ii. Transport units in compliance with applicable DOT and DEQ regulations.

b. Inspection and Testing

c. Perform electrical and physical testing to assess the condition of transformers.

d. Refurbishment and Repair

i. Refurbish and repair transformers determined to be reusable. This includes replacement of bushings, gaskets, oil processing, painting, and minor component repairs.

ii. Provide certification that all refurbished equipment meets applicable ANSI and

IEEE standards.

e. Recycling and Disposal

i. Properly decommission and recycle units that are deemed non-repairable.

ii. Provide documentation of material recycling and disposal, including PCB destruction certificates when applicable.

3. Response Time and Availability

a. Vendor must be available for on-call service requests and respond within 7 days of notification.

4. Reporting and Documentation

a. Provide clear and timely documentation for each transformer processed, including:

b. Serial number and District asset ID

c. Description of services performed

d. Test results and repair summary (if applicable)

e. Recycling and disposal certificates (if applicable)

5. Qualifications

a. Vendor must have documented experience in the handling, repair, and disposal of electrical distribution transformers.

b. Provide references from public utility clients or similar entities.

c. Demonstrate knowledge and compliance with applicable environmental regulations, including EPA and Oregon DEQ standards.

6. Specifications and Contract Terms

a. All services must be completed in accordance with the specifications listed in Exhibits C, D, and E.

b. By submitting a proposal, Vendor agrees to the terms of Exhibit A and B.

Proposal Contents Summary

In summary, each proposal must meet all of the following to be considered for acceptance by the

District:

• Complete Exhibit B with Vendor’s Pricing Table.

• Outline the Vendor’s relevant experience in the last two years.

• Provide relevant certifications Vendor has applicable to this scope of work.

• Provide a list of previous clients that may be used as references.

• Include the name, address, and telephone number of the primary person from the Vendor who will coordinate the services with the District.

• Provide name and email address of primary contact on this submission.

• See Evaluation Criteria below and include necessary items to determine scoring and evaluation of Vendor.

Evaluation Criteria

Qualifications

Demonstration of proposed project team members:

• Qualifications to perform work in applicable discipline(s).

• Knowledge of technical criteria and administrative requirements for projects of similar scope.

• Current and projected workload of each proposed project personnel and proportion of time available for this contract.

Vendor Experience

Demonstration of Vendor’s:

• Qualifications to perform work in applicable disciplines.

• Past performance in completing projects of similar size and scope.

• Demonstration of past experience in providing construction services to governmental agencies in the electric industry by both the Vendor and the project team.

Availability and Commitment of Resources

• Proposed Timeline

• Proposed Staff for project

• Resource Availability

Demonstration of the Vendor’s ability to commit the resources required to complete the project within the established time frames, including responsiveness to specific project technical requirements.

Evaluation Process

District staff will evaluate all the proposals based on the criteria listed above and on cost competitiveness. The District’s staff may also request clarifications or additional information, if needed.

A selection may be based on the cost alone or any combination of the Evaluation Criteria, references and interviews. The District’s Contract Review Board will review staff’s selection and make the determination whether to authorize staff to execute the contract with the selected bidder.

The District reserves the right to reject any or all bids and to waive any informality or technicality in any bid in the interest of the District. All submissions become public records unless labeled ‘confidential’ or a Trade Secret exemption under Oregon’s Public Records Laws, ORS 192.345(2) or ORS 192.355(4).

Disqualification

Factors, such as, but not limited to, any of the following, may disqualify bids without further consideration:

• Evidence of collusion, directly or indirectly, among Vendors in regard to the amount, terms or conditions of this invitation to bid;

• Any attempt to improperly influence any member of the evaluation team;

• Existence of any lawsuit, unresolved contractual claim or dispute between Vendor and the

District;

• Evidence of incorrect information submitted as part of the bid;

• Evidence of the Vendor’s inability to successfully complete the responsibilities and obligations described in the invitation to bid; and

• Vendor’s default under any previous agreement with the District.

Submission

Submit questions via email to:

purchasing@nwascopud.org

NWCPUD will not host a pre-proposal meeting.

The District may reject any or all submissions if the District deems doing so would be in the public’s interest.

Once a submittal is selected, the District will determine if they desire to enter into negotiations for a final Contract with the most competitive and qualified bidder. Final project related matters will be negotiated during this period to the satisfaction of the District. Vendor shall provide certificates of insurance listing NWCPUD as additionally insured on liability coverages, except professional liability if included, with respect to activities performed under the contract.

Any entity responding to this solicitation shall do so at its sole expense.

This solicitation is being conducted pursuant to procedures set forth in the District’s Procurement

Policies; the Oregon Revised Statutes, Chapter 279B Public Contracting - Public Procurements; and OAR

137-047. Bidders must be active and in good standing with Oregon CCB to be considered.

Public Records Disclosure

All materials submitted in response to this Request for Proposals (RFP) become the property of the

District and are subject to disclosure in accordance with applicable public records laws, including Oregon

Public Records Law, ORS 192 and ORS 279C.

1. Public Record Status o Proposals, communications, and supporting materials submitted in response to this RFP may be subject to public disclosure upon request.

o The District will not be responsible for determining the applicability of any disclosure exemptions but may rely on the Offeror’s written designation of exempt materials.

2. Confidential or Proprietary Information o If an Offeror believes that any portion of its proposal contains trade secrets, proprietary, or otherwise exempt information under state law, the Offeror must:

Clearly mark each page containing such information as “CONFIDENTIAL.”

Provide a written explanation of the legal basis for the exemption.

o Blanket designations, such as marking an entire proposal as “Confidential” or

“Proprietary,” will not be honored.

3. Handling of Public Records Requests o If the District receives a public records request for any portion of a proposal that has been marked as confidential, the District will:

Notify the Offeror of the request and provide a reasonable time for the Offeror to seek legal protection.

Not be obligated to withhold disclosure if the District determines the records are not exempt under applicable law.

Not be liable for any damages resulting from the release of materials deemed non-exempt.

4. Responsibility of Offeror o Offerors are advised to seek legal counsel regarding the protection of confidential materials before submission.

o The District reserves the right to disclose pricing and contract terms, as these are generally not considered confidential under public records laws.

By submitting a proposal, Offerors waive any claim against the District for the disclosure of any materials not properly marked or supported with a legal basis for exemption.