01 - RFP - NWCPUD Skov Substation Transformer Purchase.pdf

TRANSFORMER PURCHASE - REQUEST FOR PROPOSAL

Issued: 7/18/2024 Qualified organizations are invited to submit an electronic copy of the proposal that meets the requirements described herein no later than September 18, 2024, by 2:00 p.m. PST to the following email address:

purchasing@nwascopud.org

OR

Hardcopy documents can also be submitted to:

SKOV SUBSTATION TRANSFORMER PURCHASE: REQUEST FOR PROPOSAL

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 the purchase of transformers. Bid documents can be found on the NWCPUD website. All documents and changes will be uploaded to the NWCPUD website and is the responsibility of the Bidder to periodically check the website for updated bid documents.

https://www.nwascopud.org/operations-safety/bids/

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

Milestone Date RFP Release 7/18/2024 Respondents Questions Due 9/4/2024 Answers to Respondents Questions on or before 9/11/2024 Proposals / Bids due 9/18/2024 @ 2:00 pm Recommendation of award reviewed by Board 10/1/2024 Contract Executed 10/10/2024

Project Description and Scope of Work

Northern Wasco County PUD is seeking proposals for (2) 32/36/40 transformers to be furnished and installed at a location to be determined within the City limits of The Dalles, OR 97058. Submissions must meet all the requirements listed in Exhibit A. Upon award, the Successful Bidder will be referred to as “Contractor”.

Proposal Contents Summary

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

• Complete Exhibit B Bid Form.

• Provide Bid Bond using Exhibit E.

• Upon award Contractor will be required to provide payment and performance bonds using

Exhibits F & G.

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

• Provide full product specifications.

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

Pricing: Bidder shall submit pricing that includes all taxes, fees, shipping, and any other costs necessary for a complete installation per Exhibit A requirements and those outline in this RFP.

Contract: By submitting pricing for this bid, Bidder agrees to the sample terms and conditions outlined in Exhibit C.

Insurance and Responsibility: Freight shall be Delivered Duty Paid (DDP). All equipment shall be insured and remain the responsibility of the Contractor until the transformer is successfully turned over and accepted by the District.

Evaluation Process

District staff will evaluate all the proposals based on product specifications and proven functionality, cost competitiveness, lead times, etc per Exhibit D. 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.

All materials in proposals are to meet the minimum requirements listed in Exhibit A. Any products that do not meet or exceed these specifications will not be considered.

Only new Copper Core transformers will be considered. Aluminum core and refurbished transformers will be rejected.

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 contractors 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 contractor and the

District;

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

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

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

Submission

Submit questions via email to:

purchasing@nwascopud.org

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. Contractor 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.