26-005-G Spare 33 mVa Transformers~1.pdf

Eugene Water & Electric Board

REQUEST FOR PROPOSALS

for

33 MVA Transformers for EWEB Substations

RFP No.: 26-005-G Closing Date: Thursday, January 29, 2026 Time: 2:00 PM PT

Description: EWEB wishes to procure eight 33 MVA transformers for future use in its substations located in Eugene, Oregon. The Contract will be a multi-unit, multi-year agreement that will require a bond ability letter from Bidder’s surety for Contract execution.

Purchasing Contact: Sandra Hahn (541) 685-7163 sandra.hahn @eweb.org

This is a COMPETITIVE SEALED PROCUREMENT.

ELECTRONIC PROPOSALS SUBMITTED VIA THE OREGONBUYS BID SITE ARE REQUIRED. Emailed submittals will not be accepted.

To ensure your submission is received prior to the closing date and time, it is recommended that you begin the submittal process on the OregonBuys website at least 72-hours prior to the closing date and time listed above.

SINGLE POINT OF CONTACT: There will be only one point of contact for the entire Request for Proposal process. The contact point is the EWEB Purchasing Office, and the contact person is the Purchasing Contact listed above, unless otherwise stated. Any questions or issues that may arise regarding the specifications, bidding process, and/or the award process, shall be directed via email to the Purchasing Contact listed above. EWEB’s official response to any questions or requests will be in writing via the Addendum process.

FOR MORE INFORMATION please refer to Part 1 “Instructions to Proposers”

TABLE OF CONTENTS

Section Description

Legal Advertisement

1 Instructions to Proposers

2 Schedule of Goods

3 Minimum Qualifications and Requirements

4 Evaluation Process & Contractor Selection

5 Evaluation Criteria

6 Proposal Form (Additional Word version available on Bid Site)

ATTACHMENTS

1 Material Specifications (including drawings)

EXHIBITS

1 Sample Contract (Additional Word version available on Bid Site)

LEGAL ADVERTISEMENT

RFP #26-005-G

33 MVA Transformers for EWEB Substations

EWEB wishes to procure eight 33 MVA transformers for future use in its substations located in Eugene, Oregon. The Contract will be a multi-unit, multi-year agreement that will require a bond ability letter from Bidder’s surety for Contract execution.

Proposals shall be submitted on the State of Oregon – OregonBuys website (https://oregonbuys.gov/bso/), before, 2:00 pm PST, January 29, 2026. (Emailed responses will not be accepted.) Proposals will not be accepted after this hour and date.

RFP documents may be obtained by downloading the RFP documents from the State of Oregon's bid site ("OregonBuys"): https://oregonbuys.gov/bso/. (On OregonBuys home page, Search Field/Solicitations/type: bid #S-P00140-00015641. For navigation help, please call 1-855-800-5046.)

All proposals shall be submitted as set forth in Section 1 - Instructions to Proposers. EWEB is not responsible for proposals submitted in any manner, format or to any delivery point other than as required by the Solicitation Document.

No proposal may be withdrawn after the hour set for the opening thereof until the elapse of thirty (30) days from the date and time set for opening.

EWEB reserves the right to waive any or all informalities and irregularities (EWEB Rule 3-0470) and may cancel the Request for Proposals or reject any or all proposals pursuant to EWEB Rule 3-0640.

Date: December 23, 2025

Sandra Hahn, Purchasing Contact https://oregonbuys.gov/bso/

1. INSTRUCTIONS TO PROPOSERS

All proposals and contracts are subject to the provisions and requirements of the Oregon Revised Statutes 279A and 279B and EWEB Public Contracting Rules Divisions 1, 2, 3 and 6.

INFORMATION OF RECORD

The official source of information for this project until the Intent to Award is posted is located at the State of Oregon's bid site, located at: https://oregonbuys.gov/bso/. IT IS THE SOLE RESPONSIBILITY OF THE PROPOSER TO

CHECK THE WEBSITE ON A TIMELY BASIS.

PROPOSAL PREPARATION

1.1 PROPOSAL FORMAT AND COST

Proposals shall be typewritten or prepared in ink and shall be submitted electronically, on the form provided in the Request for Proposals. Proposals shall conform to the requirements of the Request for Proposals. All necessary attachments shall be submitted with the proposal and in the required format.

Proposer is responsible for all costs incurred in connection with its Proposal, including, but not limited to, the costs to prepare and submit the Proposal, costs of samples and other supporting materials, costs to participate in demonstrations, and costs associated with protests.

1.2 PROTEST OF SPECIFICATIONS / REQUIREMENTS

A Proposer who believes that the procurement process is contrary to law, or that the solicitation is unnecessarily restrictive in that specifications limit competition arbitrarily, without reasonably promoting the fulfillment of the procurement needs of EWEB, or that the solicitation document is legally flawed in that it contains terms or conditions that are contrary to law, or that the solicitation improperly specifies a brand name as defined in ORS 279B.200, may submit a protest via email to sandra.hahn@eweb.org.

Insert the following in the subject header:

RFP SPECIFICATION PROTEST, RFP # 26-005-G

To be considered, protests shall be received no less than 5 business days before the RFP closing date (per

EW-3-0700(2)).

Protest of specifications shall include the reason for protest, any and all evidence and documented factual information that supports Proposer’s protest, and any proposed changes to the requirements. The EWEB Purchasing department shall promptly respond to each written protest, and where appropriate, issue all revisions, substitutions, or clarifications via Addenda to all Proposers. Proposers must exhaust all administrative remedies before seeking judicial review.

1.3 PROPOSER'S PROPOSED TERMS AND CONDITIONS Rule 3-0230(7)(b)

Proposers may not protest or make a request to change the entire terms and conditions of the solicitation.

For example, you may not seek to replace EWEB’s terms and conditions in whole with your company’s terms and conditions, standard contract, master services agreement, etc. Company standard terms and agreements documents will not be reviewed or considered. Proposers have the opportunity to propose changes to EWEB’s terms as part of the scored evaluation but must submit them per the RFP instructions in Section 5. EWEB reserves the right to negotiate the proposed terms and/or conditions with the Finalist, and either accept or reject the proposed terms and/or conditions.

NO PROPOSED TERMS OR CONDITIONS SHALL BECOME A PART OF THE AWARDED CONTRACT UNLESS

ACCEPTED BY EWEB AND INCORPORATED INTO THE CONTRACT, IN WRITING.

mailto:sandra.hahn@eweb.org

1.4 SIGNATURE ON PROPOSAL

Proposals shall be signed by an authorized representative of the Proposer. Signature on a proposal certifies that the proposal is made without connection with any person, firm or corporation making a proposal for the same goods and/or services and is in all respects fair and made without collusion or fraud. Signature on a proposal also certifies that the Proposer has read, fully understands, and agrees with all solicitation requirements, terms, and conditions. No consideration will be given to any claim resulting from proposing without fully comprehending all requirements of the Request for Proposals.

Proposers shall only enter information within the proposal document where it is requested or required.

Proposers shall NOT make any alterations to the original solicitation document. Any proposal that has been altered may be rejected.

1.5 CANCELLATION, REJECTION, DELAY OF RFP

Pursuant to Rule 3-0640, EWEB may cancel, reject in whole or in any part of any proposals, without liability incurred by EWEB at any time after issuing an RFP, if EWEB believes it is in EWEB’s interest to do so.

1.6 RESERVED

PROPOSAL SUBMISSION

1.7 PROPOSAL SUBMISSION

(a) OregonBuys Electronic Response

Be sure to combine all documents into one pdf file before attempting to submit your bid into the OregonBuys bid site.

In order to submit an electronic proposal on the OregonBuys website, Proposer must be registered with OregonBuys and able to submit an electronic proposal. For instructions to register on OregonBuys, visit the following site: OrBuysSupplierRegistrationSteps.pdf (oregon.gov)

If you experience any issues registering, please contact OregonBuys at:

Phone: 1-855-800-5046 Email: support.oregonbuys@das.oregon.gov

When Proposer is submitting their proposal electronically, Proposer should follow the procedures outlined in any of the following:

https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20R esponse.pdf for electronic submission.

A video presentation on submitting an electronic proposal may be found at: Supplier - Submitting a Quote - Overview (periscopeholdings.com)

Terminology specific to the OregonBuys system may be found at:

https://www.oregon.gov/das/ORBuys/Documents/Phase1TerminologyCrosswalk.pdf

Proposals received in a manner other than through the OregonBuys website and/or after the closing date and time will not be considered and will be rejected. EWEB is not responsible for proposals submitted in any manner format or to any delivery point other than as required by the Solicitation document.

https://www.oregon.gov/das/ORBuys/Documents/OrBuysSupplierRegistrationSteps.pdf mailto:support.oregonbuys@das.oregon.gov https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://www.periscopeholdings.com/courses/suppliersubmittingaquote/#/lessons/-IJ5uftCSaLqTjitSezQGrNh9dTNGqaA https://www.periscopeholdings.com/courses/suppliersubmittingaquote/#/lessons/-IJ5uftCSaLqTjitSezQGrNh9dTNGqaA https://www.oregon.gov/das/ORBuys/Documents/Phase1TerminologyCrosswalk.pdf

(b) REQUIRED PROPOSAL PACKAGE Complete, sign, and return the following documents in one pdf file as RFP response. Failing to include these documents could lead to rejection of Proposal.

• Cover Letter, with introduction of firm and the following:

Contractual Acceptance: Statement accepting ALL terms and conditions contained in this solicitation and the Sample Contract (Exhibit 1). Statement may also include intention to request revisions to the terms and conditions of the Sample Contract per Section 1.3.

• Proposal Form (Section 6)

• All posted addenda acknowledged

• Response to Minimum Qualifications (Section 3)

• Response to All Evaluation Criteria (Section 5)

• Bond Ability Letter from Bidder’s Surety Firm (see Section 1.16)

(c) RESPONSIVENESS / RESPONSIBILTIY A “Responsive” proposal is a proposal that substantially complies with the Request for Proposals instructions and requirements.

A “Responsible” Proposer can demonstrate ability to meet the requirements of the Scope of Work, has the appropriate experience, is legally qualified to do the Work, has the required certifications required, has a satisfactory record of integrity and can meet the other requirements described in

ORS 279B.110(2).

1.8 ADDENDA

Any VERBAL communication cannot and shall not be construed as approval of the acceptability of any deviation to any requirement. All changes to requirements and/or the solicitation documents will be made in the form of Addenda. The Proposer is responsible for ensuring that all Addenda have been downloaded and are acknowledged in their RFP Response.

All Addenda can be obtained electronically at the state of Oregon's bid site ("OregonBuys"):

https://oregonbuys.gov/bso/.

1.9 PROPOSAL MODIFICATION

If a Proposer wishes to make modifications to a submitted Proposal, Proposer must do so through OregonBuys prior to the Proposal Due Date and Time stated on the Cover Page for this RFP.

1.10 PROPOSAL WITHDRAWALS:

If a Proposer wishes to withdraw a submitted Proposal, Proposer must do so through OregonBuys, using the “Withdraw Quote” button prior to the Proposal Due Date and Time stated on the Cover Page for this RFP.

1.11 EXCEPTIONS

Any exceptions to the requirements of this solicitation MUST be submitted in accordance with Section 1.2

Protest of Specifications/Requirements. Exceptions submitted with your proposal, or in any manner other than the process provided herein, may cause your proposal to be ruled non-Responsive and rejected.

https://oregonbuys.gov/bso/

1.12 PROPOSAL OPENING: Unless otherwise provided by Law or Rule, proposals received in response to this Request for Proposals shall be opened at the scheduled closing date and time at the EWEB Purchasing department located at 4200 Roosevelt Blvd, Eugene, Oregon 97402. Enquiring Proposers shall be informed only of the names of Proposers submitting proposals. No other information shall be available at that time.

Award decisions will NOT be made at the opening.

1.13 ALTERNATE PROPOSALS

Proposers may submit more than one proposal. All proposals must comply with the requirements of the RFP except that additional proposals may incorporate, by reference, repetitive information which is provided in the complete proposal.

1.14 PROPRIETARY DATA/PUBLIC RECORD

This Request for Proposal, together with copies of all documents pertaining to the award of a contract, shall be kept by EWEB and made a part of a file or record which shall be open to public inspection. If a proposal contains any information that is considered a trade secret under ORS 192.345(2), each sheet of such information shall be marked with the following legend:

“This data constitutes a trade secret under ORS 192.345(2), and shall not be disclosed, except in accordance with the Oregon Public Records Law, ORS Chapter 192”.

The Oregon Public Records Law exempts from disclosures only bona fide trade secrets, and the exemption from disclosure applies only "unless the public interest requires disclosure in the particular instance" ORS 192.345(2). Therefore, non-disclosure of documents or any portion of a document submitted as part of a proposal may depend upon official or judicial determinations made pursuant to the Public Records Law. The above restriction may not include cost or price information, which shall be open to public inspection.

1.15 SOCIAL EQUITY

EWEB supports the use of Minority, Women, Emerging Small Businesses (M/W/ESB), local businesses, Disadvantaged Business Enterprises and Qualified Rehabilitation Facilities (QRF). EWEB encourages the awarded offeror to use the following voluntary practices to promote open competitive opportunities for disadvantaged businesses as applicable:

a. Access lists of certified minority, women, emerging small business or disadvantaged business enterprises from the Oregon State Office of Minority, Women and Emerging Small Business (OMWESB) by visiting their website at:

b. Visit the Oregon State Qualified Rehabilitation Facilities Program website to search for Qualified Rehabilitation Facilities from whom to procure products or services.

1.16 REQUIRED PERFORMANCE BOND

This Contract contemplates a multi-unit, multi-year procurement, and transformers will be ordered and fulfilled through individual purchase orders over a period of app. 4.5 to 5 years.

Required Bond Ability Letter to Submit Bid - Each Bidder shall submit with its bid a bond ability letter from its proposed Surety confirming

a) the Contractor’s bonding capacity

b) the Surety’s willingness to issue separate Performance Bonds for each purchase order

c) that each bond issued by Surety will guarantee Contractor’s performance in delivering the required transformers in accordance with the requirements of the Contract, including coverage of all warranty obligations

d) that the term for each Performance Bond will begin upon Purchase order issuance and will not expire before the term of the warranty for the purchased transformers has terminated.

Failure to provide acceptable bonding documentation may result in the Owner declining to consider Proposer’s proposal or to award or execute the Contract.

Required Performance Bond before Issuance of Each Purchase Order

Before each purchase order can be issued under the Contract to authorize the manufacture and delivery of specific units, the Contractor must furnish the Performance Bond for that purchase order that includes written confirmation from the surety verifying the information listed below.

Each Performance Bond:

shall be in the amount of 100% of the corresponding purchase order value, shall guarantee the completion of and compliance with the terms under the awarded Contract for the manufacture, factory testing, and delivery of all power transformer(s) specified in the purchase order, and shall expressly extend to and cover all warranty obligations for each unit supplied, as specified in the Contract documents, shall be issued by a surety licensed in the state of Oregon and acceptable to the Owner, and shall become active upon Purchase Order issuance and remain in effect throughout the entire term of the warranty for the transformer(s) delivered under the corresponding Purchase Order.

SCHEDULE OF EVENTS

1.17

The schedule of events set out herein represent Eugene Water & Electric Board’s best estimate of the schedule that will be followed.

Last day for EWEB to receive questions from Proposers January 22, 2026

Last day EWEB will post Addenda on Bid Site January 26, 2026

Closing date (last day to submit proposals to EWEB) January 29, 2026

Responses evaluated February 12, 2026

Intent to Award Announcement Posted on Bid Site February 12, 2026

Optional to EWEB: Factory Tour TBD

Board Approval April 7, 2026

Contract Award April 9, 2026

ANTICIPATED PROJECT SCHEDULE

1ST PO: Delivery to Eugene – Four Units December 31, 2027

Final Acceptance (weather permitting) March 31, 2028

2ND PO: Delivery to Eugene – At least Two Units December 31, 2028

Final Acceptance TBD

3rd PO: Delivery to Eugene – Remaining Units (probably two) December 31, 2029

Final Acceptance TBD

2. SCHEDULE OF GOODS

2.1 BACKGROUND /OBJECTIVES

EWEB anticipates the procurement of eight (8) 33 MVA transformers for future use in EWEB’s electric system. Natural ester oil will be required for each delivered transformer. The Contractor shall provide all transformers in strict accordance with the contract specifications. All transformers shall be new, unused, current production model. No prototype components shall be used. Each transformer shall include all inspection coupons and warranty identifications cards furnished to general trade.

EWEB shall comply with the White House Executive Order 13920, “Securing the United States Bulk-Power

System”, that prohibits the acquisition or installation of 69 kV (low side voltage) and higher rated bulk power system equipment, where that transaction has a nexus to a federally-designated foreign adversary and poses an unacceptable risk to the BPS or national security.

2.2 LENGTH OF CONTRACT.

The length of the CONTRACT covering an anticipated 3 purchase orders will be from the date of award and will last until Final Acceptance of all transformers within 5 years of contract signing (or less).

2.3 PRIMARY DELIVERY DATE OF EQUIPMENT

The first 4 units will be due for delivery by December 31, 2027.

2.3 SPECIFICATIONS AND REQUIREMENT SCHEDULE

All transformers furnished under the resulting Contract shall comply with Attachment #1 – Material Specifications. Contractor is responsible for constructing and providing all transformers in accordance with the specifications. Any deviations from the specifications provided in this Contract must be requested by Contractor in writing and agreed to by EWEB in the form of an Amendment to this Contract before executing. Any errors, confusion, or alterations in Contractor’s drawings that differ from the material specifications of this Contract shall NOT be considered accepted by EWEB, whether-or-not EWEB signs-off on the drawing, unless an Amendment acknowledging and accepting the change has been executed by

EWEB.

2.4 DELIVERY

Contractor shall deliver the initial 4 transformers to EWEB Coburg Substation – Eugene, Oregon (full address provided at time of award) and Manufacturer will be expected to arrive in Eugene to offload the transformer parts for storage at the Coburg Substation. (The remaining transformers will be delivered to Eugene; exact destinations to be determined at a later date.)

2.5 EWEB ACCEPTANCE TESTS

Refer to Exhibit A – Sample Contract, Section 10 Inspections for greater detail to the following:

a. Upon receipt in Eugene, Oregon, and offloading by Manufacturer, the transformer will be inspected by EWEB for compliance with specifications and the general condition of the equipment/shipping damage. The transformers will be Accepted or Rejected no later than 5 business days after offloading is complete (or as soon as possible.)

b. Manufacturer will arrive in Eugene a second time at a later scheduled date to assemble, test, and help inspect the transformers at the offloading site. The transformers will be Accepted or Rejected after inspections and tests. Although EWEB will do its best to deliver written notice of Acceptance or Rejection no later than 2 calendar weeks after Manufacturer’s submittal of the final field test report, after 30 calendar days from such submittal, Goods shall be deemed as Accepted.

c. Contractor must complete Final Testing and Inspection no later than 150 calendar days from date of

Initial Acceptance. Failure to meet the 150-day deadline from time of successful Initial Inspection will constitute a Breach of Contract per Sections 13.b.4 and 14.c of the Contract. (Please see Exhibit #1- Sample Contract for detail.)

2.6 COORDINATION

Contract activity coordination shall be through EWEB Engineering, including drawing submittal and review, shipping scheduling, submittals during manufacture, witness testing scheduling, and shipping coordination. Contractor will be given the name and phone number of the Engineering contact person at the time of the award of the Contract.

EWEB Engineering shall be notified a minimum of 14 calendar days before the start of factory testing to allow time for EWEB Staff to arrange travel and attend portions or all this testing.

EWEB Engineering shall be notified a minimum of 14 calendar days before delivery day to allow time for coordination with EWEB Staff to be present for delivery.

3. MINIMUM QUALIFICATIONS (PASS/FAIL)

Following are the “Minimum Requirements” that shall be met by all Proposers. Response to this section will be considered on a pass or fail basis. (Certain information will be evaluated in the scored section if Proposer meets Minimum Requirements.) Response to each and all requirements must pass before a proposal will be reviewed and scored by the evaluation team.

Proposers shall respond to each of the Minimum Requirements in writing in a brief and concise manner. (See Submittal section following.) EWEB does not pre-qualify Proposers; your proposal must show that your firm meets the requirements. EWEB will attempt to answer questions or clarify the requirements if needed.

1. Country of Origin

Besides American product and in general, proposals will also be accepted for product imported from the following:

o Mexico and Canada, if product is USMCA compliant, o South Korean and European, companies that:

have factories in the western hemisphere with a translator well-versed in English readily available during FAT. (Not applicable if EWEB has conducted a successful non-western factory visit in the past) have repair facilities in North America are not currently subject to tariffs over 15% as of bid close date.

EWEB reserves the right to consider companies that do not meet these requirements if EWEB feels it is in its best interest to do so. Such prospective Proposers must email the Purchasing Contact with their justifications for exception no later than January 12, 2026 and shall entitle the Subject Line in the email as “QUERY RE RFP 26-005-G TRANSFORMERS”. Inquiries received later than this date will not be considered.

2. Company Experience and Information

a. Contractor shall have minimum of 10 years of experience in the design, manufacturer, and testing of power transformers with specifications similar to those in Attachment #1 Material Specifications.

b. Contractor shall have at least 5 years of experience in the design, manufacturer and testing of FR3 filled power transformers.

c. Termination for Default: Ideally, Proposers have no contracts terminated for default in the last five years. Termination for default is defined as notice to stop performance that was delivered to the Proposer due to the Proposer’s non-performance or poor performance and the issue of performance was either (a) not litigated due to inaction on the part of the Proposer, or (b) litigated and determined that the Proposer was in default.

NOTE: If a Proposer has had a contract terminated for default in this period, then the Proposer shall have an opportunity to submit full details regarding the termination. EWEB will evaluate the facts and may, at its sole discretion, reject the proposal on the grounds of Proposer’s past performance.

3. Client References

Provide, at a minimum, a list of three North American utilities for whom your company has provided 33 MVA power transformers within the past 5 years. At least two of the references must be for an FR3 filled transformer. EWEB may be used for one of the client references, if applicable.

For each reference, provide the following:

a. Name of customer (Company/entity)

b. Name, email, & telephone number of contact person

c. Description of product(s) delivered

d. Whether delivered on-time and if not, reasons

e. Ratings of transformers provided

f. Location of shipping point and delivery point

Please ensure your client representatives are aware of a possible call from EWEB and that they are willing to speak with EWEB regarding your cited contract.

4. Service and Repair Facilities

Contractor must have service and repair facilities in North America capable of complete overhaul of power transformers.

Minimum Qualifications Submittal Form

Please provide the following information on the MS Word document found on the bid site entitled “Minimum Qualifications Submittal Form”.

1. Country of Origin

a. Provide the location of your company’s headquarters:

b. Provide the location of the factory your company proposes to utilize to manufacturer EWEB’s transformers:

c. Provide the full address of the design staff, if different from the manufacturing location.

d. If factory is located in Mexico or Canada, indicate whether deliveries will be USMCA compliant.

Otherwise, respond with “N/A”:

e. Provide locations of any repair facilities in North America owned or contracted with your company that you propose to use to help repair defects before Final Acceptance or within the warranty period:

f. Indicate any Executive Order/Reciprocal tariffs that your origin country is currently subject to:

2. Company Experience and Information:

a. Indicate whether Proposer is a sole proprietor, partnership, LLC, corporation or other (specify).

b. Indicate how many years Proposer has continuously been in business designing, manufacturing, and testing FR-3 filled power transformers comparable to those required by the Contract documents.

Number of years:_____

c. Please state whether your company uses vapor phase processing for drying core and coil assemblies prior to tanking, as described in the specification.

d. Indicate how many years Proposer has continuously been in business designing, manufacturing, and testing FR3-filled power transformers.

Number of years:_____

e. Termination for Default: Proposers shall indicate if they have had a contract terminated for default in the last five years. Termination for default is defined as notice to stop performance that was delivered to the Proposer due to the Proposer’s non-performance or poor performance and the issue of performance was either (a) not litigated due to inaction on the part of the Proposer, or (b) litigated and determined that the Proposer was in default.

NOTE: If a Proposer has had a contract terminated for default in this period, then the Proposer shall submit full details including the other party’s name, address and phone number. EWEB will evaluate the facts and may, at its sole discretion, reject the proposal on the grounds of Proposer’s past performance.

Provide information here:

3. Client References

Provide the following information regarding three North American utilities for whom your company has provided 33 MVA power transformers for within the past 5 years. At least two of the references must be for an FR3-filled power transformer.

PLEASE NOTE: Complete information in this section is especially important to provide as EWEB will be contacting the Clients.

You may include EWEB as one of the 3 clients, if applicable.

Client #1

a. Name (Company name/ Parent company name):

b. Client’s Contact Person o Name:

o Email:

o Direct phone:

c. Description of Product Delivered:

d. Was Product Delivered On-Time? (Yes/No):_____

If not, provide reason here:

e. Provide ratings of transformers provided here:

f. Provide location of shipping point and delivery point here:

g. Has this Client Contact been notified that EWEB may be calling them and confirmed that they are willing to speak with EWEB?:

Client #2

a. Name (Company name/ Parent company name):

b. Client’s Contact Person o Name:

o Email:

o Direct phone:

c. Description of Product Delivered:

d. Was Product Delivered On-Time? (Yes/No):_____

If not, provide reason here:

e. Provide ratings of transformers here:

f. Provide location of shipping point and delivery point here:

g. Has this Client Contact been notified that EWEB may be calling them and confirmed that they are willing to speak with EWEB?:

Client #3

a. Name (Company name/ Parent company name):

b. Client’s Contact Person o Name:

o Email:

o Direct phone:

c. Description of Product Delivered:

d. Was Product Delivered On-Time? (Yes/No):_____

If not, provide reason here:

e. Provide ratings of transformers provided here:

f. Provide location of shipping point and delivery point here:

g. Has this Client Contact been notified that EWEB may be calling them and confirmed that they are willing to speak with EWEB?:

4. Service and Repair Facilities (in North America)

Contractor must have service and repair facilities capable of complete overhaul of power transformers.

a. What is the address of the facility?

b. Is it owned by your company, by the manufacturer, or contracted with another party?

c. Please describe capabilities.

d. How many years of experience does the repair facility have with handling FR3 filled transformers?

4. EVALUATION PROCESS & CONTRACTOR SELECTION

EWEB intends to use a Single-Tier evaluation process where award is based on written evaluation response, price, and successful negotiations of contract terms. Interviews will not be held but Contract execution may be dependent on a successful factory inspection, if EWEB decides to conduct one, as well as an acceptable letter from Contractor’s Surety meeting requirements stated in Section 1.16.

The total number of points possible for written proposals is 200 .

Points are assigned as follows:

Criteria Total Possible Points

Tier One

Minimum Qualifications Pass/No Pass only Compliance w/ EWEB’s Specifications 60 Ability to Meet EWEB Terms 50 Client References/Past Performance 30 Pricing Proposal 60 (including possible bonus points)

TOTAL POSSIBLE SCORE 200

a. Review and Acknowledgment of Defective Proposals Due to limited resources, EWEB generally will not completely review or analyze proposals that on their faces fail to comply with the minimum mandatory requirements of the solicitation documents nor will EWEB generally investigate the references or qualifications of such proposals. Therefore, EWEB will not acknowledge whether or not an unsuccessful proposal was complete, responsive, responsible, sufficient, or lawful in any respect. This is a public solicitation, the processes and procedures which are established and required by Oregon law and EWEB adopted rules. Proposers are advised to strictly follow the process, procedures, and requirements as set forth in the RFP documents and not anticipate or rely on any opportunity to negotiate, beyond such limitations that are identified herein.

b. Right of Rejection Proposers must comply with all of the terms of the RFP, EWEB Rules, and all applicable local, state, and federal laws, administrative rules, and regulations. The Purchasing Contact may reject any proposal that does not comply with all of the material and substantial terms, conditions, and performance requirements of the RFP.

Proposers may not make stipulations or restrict the rights of EWEB. If an Proposer does so, the Purchasing Contact may determine the proposal to be a non-responsive counter-offer and the proposal may be rejected.

The Purchasing Contact may waive minor informalities that:

• do not affect responsiveness,

• are merely a matter of form or format,

• do not change the relative standing or otherwise prejudice other offers,

• do not change the meaning or scope of the RFQ/RFP,

• are trivial, negligible, or immaterial in nature,

• do not reflect a material change in the work, or,

• do not constitute a substantial reservation against a requirement or provision, EWEB reserves the right to refrain from making an award if it determines that to be in its best interest.

A proposal from a debarred or suspended Proposer shall be rejected.

c. References EWEB reserves the right to request and investigate any and all references and the past performance information provided in the proposal with respect to Respondent’s successful performance of similar projects, compliance with specifications and contractual obligations, completion or delivery of a project on schedule, and lawful payment of employees and workers.

EWEB reserves the right to check any and all sources for information and to include sources other than the references provided in the Proposer’s proposal. EWEB may consider information available from any such source including government bodies and regulatory authorities in evaluating respondents, including past experience EWEB has had with the Proposer.

d. Responsibility EWEB reserves the right to investigate and evaluate, at any time prior to award and execution of the Contract, the apparent successful Proposer’s responsibility for performing the Contract, as defined in Rule 3-0500. Submission of a signed proposal shall constitute approval for EWEB to obtain any information EWEB deems necessary to conduct the evaluation. EWEB reserves the right to request additional information or documentation from the successful Proposer prior to award of a contract. Such information may include, but is not limited to, current and recent balance sheets, income statements, cash flow statements, or a performance bond from an acceptable surety. Failure to provide this information will result in the rescission of EWEB’s Intent to Award.

EWEB may postpone the award of the Contract after announcement of the apparent successful Proposer in order to complete its investigation and evaluation. Failure of the apparent successful Proposer to demonstrate responsibility shall render the Proposer non-responsible and shall constitute grounds for rejection of the proposal.

e. Clarification of Response EWEB reserves the right to request clarification of any item in any proposal, or to request additional information necessary to properly evaluate a particular proposal. All requests for clarification and responses shall be in writing.

During the evaluation of Proposals, Proposers must respond to any request for clarification from the Evaluation Committee within 24 hours of request (Monday through Friday). Inability of the Evaluation Committee to reach a Proposer for clarification and/or failure of a Proposer to respond within the time stated may result in rejection of that Proposer’s Proposal.

f. Evaluation Process A single-tiered process will be used for this RFP. Written proposals will be evaluated; scoring and Finalist determination will be based on Proposers qualifications, experience, and pricing.

Pursuant to Rule 3-0230(14)(d), EWEB may employ methods of Contractor selection that include without limitation:

(A) An award or awards based solely on the ranking of proposals;

(B) Discussions leading to best and final offers, in which EWEB may not disclose private discussions leading to best and final offers;

(C) Discussions leading to best and final offers, in which EWEB may not disclose information derived from proposals submitted by competing Proposers;

(D) Serial negotiations, beginning with the highest ranked Proposer;

(E) Multiple-tiered competition designed to identify, at each level, a class of Proposers that fall within a competitive range or to otherwise eliminate from consideration a class of lower ranked Proposers;

(G) Any combination of methods described in this section.

g. Reserved

h. Notice of Intent to Award After the completion of the evaluation and final ranking, the Purchasing Contact will issue a written notice of Intent to Award to all Proposers. The notice will set out the names and ranks of all Proposers and identify the Contractor selected for award (“Highest Ranked Proposer” or “Finalist”). A notice will be posted on the OregonBuys website identifying the Finalist.

i. Factory Tour of Finalist (Optional to EWEB) EWEB may opt to visit and inspect the factory of the Finalist, especially if EWEB has never conducted business with them. EWEB reserves the right to forego such inspection if in EWEB’s best interest to do so. If conducted, the final Contract award will be based on a Pass/Fail basis of the inspection.

j. Contract Negotiation Upon announcement of Intent to Award, EWEB will begin negotiating a Contract with the Highest Ranked Proposer and shall conduct negotiations toward obtaining written agreement on:

a) The Statement of Work;

b) The Contract price as it is affected by negotiating the Statement of Work; and

c) Any other terms and conditions resulting in the final Contract.

A sample contract (Exhibit #1) is attached on the bid site in MS Word for Proposer reference.

At any time during discussions or negotiations, EWEB may terminate such discussions or negotiations with the highest-ranked Proposer if it reasonably believes that:

a) The Proposer is not discussing or negotiating in good faith; or

b) Further discussions or negotiations with the Proposer will not result in the parties agreeing to the terms and conditions of a final Contract in a timely manner.

If EWEB terminates negotiations, EWEB may then commence negotiations with the next highest ranked Proposer and continue the process until EWEB has determined to award the Contract to the Proposer with whom it is currently discussing or negotiating. If negotiations with any Proposer does not result in a Contract within a reasonable amount of time, as determined solely by EWEB, EWEB may reject all proposals and cancel the RFP. Nothing in the rule precludes EWEB from proceeding with a new formal solicitation for the same Work described in the RFP that failed to result in a Contract.

k. Contractor Award If a Contract is awarded, EWEB shall award the Contract to the responsible Proposer whose proposal EWEB determines in writing to be the most advantageous to EWEB based on:

a) The evaluation process and evaluation factors described in this Request for Proposals;

b) Any applicable preferences allowed by EWEB Rules, Division 2; and when applicable,

c) The outcome of any negotiations authorized by this Request for Proposals

The firm with the highest total score as a result of written proposal/pricing scoring, a successful factory inspection (if EWEB opts to conduct one with the Finalist), negotiated terms and pricing, and submission of an acceptable bonding letter from the firm’s surety will be awarded the Contract.

l. Protests and Judicial Review of Competitive Bidding and Proposals Pursuant to Rule 3-0740, a bidder or proposer may protest the award of a public contract or a notice of intent to award a public contract, whichever occurs first, if the bidder or proposer is adversely affected because the bidder or proposer would be eligible to be awarded the public contract in the event that the protest were successful; and the reason for the protest is that all higher ranked proposals are nonresponsive; EWEB has failed to conduct the evaluation of proposals in accordance with the criteria or processes described in the solicitation materials; EWEB has abused its discretion in rejecting the protestor’s proposal or proposal as nonresponsive; or EWEB's evaluation of proposals or EWEB's subsequent determination of award is otherwise in violation of EWEB Rules.

Eligible Proposers protesting award shall follow the procedures described herein. Protests that do not follow these procedures will not be considered. This protest procedure constitutes the sole administrative remedy available to Proposers.

a) Protests must be emailed to the Purchasing Contact and received within seven (7) days after the notice of intent to award the Contract has been posted on the bid site. “Protest of RFP XXX-XXX-X” shall be entered in the subject header of the email. The Purchasing Contact will email a reply acknowledging receipt of the notice. EWEB will not consider late protests.

b) All protests must be in writing, signed by the protesting party or an authorized Agent and submitted to the EWEB Purchasing Contact listed on page 1. The protest must state all facts and arguments on which the protesting party is basing the protest.

c) Only protests stipulating an issue of fact concerning a matter of bias, discrimination or conflict of interest, non-compliance with procedures described in the procurement documents, or EWEB policy shall be considered. Protests based on procedural matters will not be considered.

d) EWEB’s Purchasing Supervisor will review the protest and will email the protesting party a written response within three (3) business days of receipt of the written protest to the email provided in Proposer’s proposal. Any written response may be comprised of a determination of the protest, a notice to the protesting party of the need for additional time in which to evaluate the matter, or other notice to the protesting party.

e) If the Purchasing Supervisor’s determination (response) is adverse to the protester, any further appeal of the Purchasing Supervisor’s determination (response) by the party must be submitted via email to EWEB’s General Manager within three (3) business days of issuance of the Purchasing Supervisor’s determination (response).

f) EWEB’s General Manager will review any appeal of the Purchasing Supervisor’s determination and shall email the protesting party a written response within three (3) business days of receipt of written appeal to the email provided in Proposer’s RFP response,

g) If the determination of the General Manager is adverse to the protesting party’s interest, the protesting party may only appeal to EWEB’s Board of Commissioners by filing an emailed notice of appeal to the Board with the General Manager within two (2) business days of issuance of the General Manager’s written determination.

h) The Contract Review Board, in considering the protest, shall review the documentation presented to the Purchasing Supervisor and the General Manager on or before the next regularly scheduled Board Meeting, but in no event shall they be required to review in less than ten (10) business days, and thereafter, base their decision on such material. The Board review will be limited to the evaluation of compliance with EWEB’s policies and procedures, requirements of the RFP and the equal and fair application of EWEB’s contracting rules. The Contract Review Board's determination shall be EWEB's final decision.

An adversely affected or aggrieved Proposer must exhaust all avenues of administrative review procedures and relief before seeking judicial review of EWEB's Contractor selection or Contract award decision.

5. EVALUATION CRITERIA

Instructions - Include in your proposal package a response to the following questions, listing the question first and the response directly beneath. Failure to respond to one or more questions could lower total score or cause the response to be deemed Non-Responsive and rejected.

5.1 Compliance with EWEB Specifications (60 points possible)

a. Provide information requested in the referenced specifications: Pages 38-42.

b. Provide the following information:

i. Preliminary layout drawings [Specification ES3-9.130 REV 16, Section 3.27]

ii. Short circuit compliance report [Specification ES3-9.130 REV 16, Section 3.28]

iii. Complete listing of short circuit tested transformers [Specification ES3-9.130 REV 16, Section 3.28]

iv. Supporting evidence to support guaranteed sound levels below NEMA standards [Specification ES3-

9.130 REV 16, Section 5.2]

v. Written list of exceptions taken to specification and/or bid documents with stated issues taken and proposed exceptions [Specification ES3-9.130 REV 16, Section 5.3]

vi. Documentation explaining the manufacturer’s manufacturing process, Quality Assurance measures/checkpoints, testing process, and other elements relative to the manufacture of the units as related to this specification [Specification ES3-9.130 REV 16, Section 5.4]

vii. Please describe how your company is equipped with the proper tooling to handle natural ester (FR3) oil for the manufacture of transformers. Discuss the known limitations of the oil and how it is mitigated by your company. Identify any process which do not follow the FR3 guideline documents in ES3-9.130 REV 16, Section 3.17.

5.2 ABILITY TO MEET EWEB’S TERMS (50 points Possible)

A. Please review Exhibit #1 - EWEB’s Sample Contract. Using the extra Word version of this document found on the bid site, utilize MS Track Changes to red-line ALL proposed changes to the CLAUSES IN RED FONT IN THE SAMPLE CONTRACT. You may also use the Comments tool to provide explanation for a revision request.

Please note: Points will be deducted for amount of changes and/or degree of changes that increase risk to EWEB.

Clauses for review include:

SAMPLE CONTRACT

SECTIONS:

3a. Invoicing & Payment – Progress Payments 3b. Invoicing & Payment – Tariffs

Rev 09-24 RFP 26-005-G

9b. Deliveries

10. Inspections and Acceptance

11. Deficiencies and Remedies 13b(4). Early Termination – Contractor Breach of Contract 14a. Payment Upon Early Contract Termination – EWEB Cancellation 14d. Termination by Contractor - Fees 15h. Insurance and Bonding – Performance Bond

17. Indemnification

48. Purchase Orders

ATTACHMENT A – SCHEDULE OF GOODS

SECTIONS:

g. Lead Time / Guaranteed Delivery

n. Pricing – Total Price

r. Warranty

s. Schedule for First Four Transformers

B. State whether your company can supply a warranty of 60 months or more from the date EWEB issues Final Acceptance.

C. Provide a bullet-point list of the key items that the warranty will cover OR a copy of the warranty.

5.3 Client References / Past Performance (30 points possible) Your submittal for this Section 5.3 will have been provided under the Section 3 - Minimum Qualifications.

Client references provided by Contractor in the Minimum Qualifications section will be used to evaluate bidder past performance. Clients’ opinions regarding the offeror's past performance on related contracts will be evaluated to determine, as appropriate, successful performance of contract requirements, quality and timeliness of delivery of goods, cost management, level of communication between the contracting parties, proactive management and customer satisfaction.

Bidder is welcome to provide any additional information regarding performance under the cited contracts.

5.4 Pricing Proposals (50 points, plus potential 10 additional bonus points) Provide the proposed pricing for transformer (scored) and origin of components (not scored) as requested in the Bid Schedule below.

Please note: Estimates are NOT binding. While EWEB intent to purchase 8 units is firm, EWEB makes no guarantee of the actual number of goods that will be purchased due to any unforeseen circumstances in the future. The Bidder shall not rely upon those numbers as a guarantee of the purchases from the resulting Contract.

a. Bid Price

Qty Description Unit Price Extended 8 20/27 /33 MVA 117.875 kV-12.47 kV Power Transformer $

Freight/Delivery to Eugene, Oregon – FOB Destination For first four transformers only

Freight/Delivery to Eugene, Oregon – FOB Destination For transformers 5, 6, 7, and 8

TOTAL PRICE $

Total Price shall include:

1. Costs of natural ester oil

2. Handling

3. Freight/delivery to Eugene, Oregon – FOB Destination

4. Regular taxes and base tariffs

5. Offloading unit onto the transformer foundation in the substation, assembly

6. Field testing of the unit on the transformer foundation

7. All expenses for all 8 transformers, including travel to Eugene two times per delivery.

Contractor understands that in submitting a proposal, the resulting Contract price, if awarded, will include all of these components.

Terms are FOB Destination and freight cost for the first purchase order of four transformers MUST be included in the Total Price bid. If Contractor is offering a fixed price, freight cost must be firm.

b. Bid Price Calculation Transformer cost shall be based on total lifecycle cost which includes factors for No Load Losses and Load Losses. The following loss values will be used for calculating transformer loss costs. Please provide green highlighted values.

1. Guaranteed No Load Losses = $5,785/kW

2. No Load Loss Cost (from 5.1.a above) = $__________

3. Load Losses = $4,596/kW

4. Load Loss Cost (from 5.1.a above) = $_________

Total Lifecycle Cost = Bid Cost + [Guaranteed No Load Losses * No Load Loss Cost] + [Guaranteed Load Losses * Load Loss Cost]

c. Pricing Structure

1. Will the pricing proposed in the BID SCHEDULE above be a fixed, contracted price? (Yes or No)

2. If your company will be submitting a base bid that will be subject to indexed pricing as delivery date approaches, please identify the following:

a) The index used and where it is located on the worldwide web

b) The formula used to calculate each component of the price and an explanation of formula, if…