3-01- Specifications for Electric Switchgear Repair Services 2026.doc

City of Dallas

Request for Bids (RFB) Project Title: Electric Switchgear Repair Service Buyer Solicitation Number: BU26-00030081 I. Introduction, Purpose and Intent The purpose of this solicitation is to establish a thirty-six (36) month Indefinite Delivery/ Indefinite Quantity (ID/IQ) master agreement for service contract to provide maintenance, repair, emergency inspections, testing and trouble- shooting for Electric Switchgear (power systems) Repair Services. These services shall include predictive and preventive maintenance, inspecting, testing, troubleshooting, repair and/or possible replacement of electrical equipment. The major user departments will be Water Utilities Flood and Control District for the City of Dallas. ID/IQ agreement is established when quantities of goods and/or services and delivery schedules cannot be determined. Goods and services under this agreement will be ordered on an as needed basis for the term of the agreement.

II. Pre-Bid Meeting Schedule, Questions, and Inquiries During the solicitation process bidders are required to limit their communication regarding this project to the Buyer referenced herein. A pre-bid meeting will be held by the City whereby the bidders will have an opportunity to ask the requesting department(s) questions and/or obtain clarification. The pre-bid meeting will be the only time when bidder and requesting department(s) will communicate directly, thereafter, all communication associated with this project shall be address to the assigned Buyer. Bidders may submit their questions electronically through the City solicitation portal, https://dallascityhall.bonfirehub.com/login. All questions shall be submitted electronically. The City will respond to all questions by way of addendum which will be posted as part of the solicitation. The City, its agents, and employees shall not be responsible for any information given by way of verbal communication.

The deadline for the submission of questions is (time): _1:00PM___ on Date:_May 1, 2026.

III. Bid Submittal Requirements To be considered responsive, bid response must be submitted electronically (https://dallascityhall.bonfirehub.com/login.) by the due date and time indicated in the solicitation. All bidders submitting bids through the electronic bidding system shall scan and upload a copy of their $100.00 bid security (sealed bid bond, certified check or cashier’s check) as an attachment to their electronic bid. Original document(s) for the bid security shall be required from the recommended vendor(s) to be delivered to the city’s purchasing agent upon request. The bid security of recommended bidders will be retained until such time as the awarded bidder has executed the contract. If the awarded bidder fails to execute and deliver the contract within ten (10) days after the notice of award, City may annul the notice of award and shall be entitled to make a claim against the bid security. The bid security of recommended bidders will be retained until the contract is awarded and the contract becomes effective, or all bids are rejected, whereupon bid security furnished by all recommended bidders will be returned.

The following documents should be submitted with your bid:

· Copy of Bid Security ($100.00) IV. Local Preference

The City’s Local Preference Program values the participation of companies who have their principal place of business in the City of Dallas and who hire City of Dallas residents.

Request for Bids

A local firm whose bids are within the following percentages may be considered for award over the lowest bidder (City Council ultimately decides):

· 3% of the lowest bid for a contract valued at greater than $500,000 for goods.

· 5% of the lowest bid for a contract valued at less than $500,000 for goods or services.

· 5% of the lowest bid for a contract valued at less than $100,000 for construction services.

V. Specifications or Scope of Work The Contractor shall submit written quotes for parts per project to the requesting department authorized personnel for approval prior to replacement of defective parts. Parts included on the written submittals are considered an Estimated Parts List.

With all invoices the Contractor shall provide proof of cost (copy of receipt), for all list parts and materials charged to the City by the Contract with the Contractor’s cost-plus percentage discount/mark-up.

Time for repair labor will be the actual time worked on the City’s jobsite or Contractor’s shop to the nearest ¼ hour. Time will not be charged to the City for breakdowns, Contractor’s delays, servicing delays or parts procurement. No travel charges will be accepted unless specified within the specifications

Labor Rates per hour are for normal working hours for machine work, shop balancing, field balancing and other work as required where work is not covered elsewhere in this contract.

Overtime Rates per hour are for emergency repairs that cannot be completed in the time requested during normal working hours. Overtime rates cannot be used without the specific authorization of the City. Overtime Rates on the bid sheet are also intended to include work performed on Sundays and holidays.

None of the bid markup percentages (%) will apply to labor rates. Discount/Markup percentage shall apply to parts and materials only.

Parts purchased under this master agreement shall be for repair services only. Parts shall not be purchased for stock items or general maintenance repairs performed by the City.

Contractor shall maintain current files on all services by equipment serial number, purchase order number, equipment identification number and shall furnish copies to the City upon request. Files shall specify repairs made, tests performed with results, parts used, and cost breakdown on each job.

Contractor shall provide an estimate for repair work or replacement of any unit, for review and approval by the City, prior to beginning repairs or replacement. Contractor shall not start repair or replacement work until the City provides an authorization number

DEFINITIONS FOR ELECTRIC SWITCHGEAR REPAIR

Owner: The City of Dallas authorized representative

Contractor: Primary Contractor

Awardee: Contractor that has been officially awarded by council.

Distribution System – includes the main feeds between the electrical substations and the motor control centers and/or transformers.

Repairs or installations may consist of repair or replacement of electrical components, cable, duct bank, and manholes inlets and cover in the event they are damaged, or rerouting is required.

The system consists of multiple 5kV and 15KV 3-phase runs in duct banks (cable includes up to 750 MCM); switchgear located in distribution substations and all primary switches at transformers.

GENERAL REQUIREMENTS FOR ELECTRIC SWITCHGEAR REPAIR

Electric Overhaul shall mean the removal, inspection, evaluation, repair, installation, and start-up of unit including all labor, parts, materials, etc., required to return the failed unit back to manufacturers’ original specifications.

The City departments will determine schedules and scopes of projects based on equipment needs and notify the Contractor when services are necessary.

The Primary Contractor(s) shall have all permits and/or licenses required from the local, state, and federal authorities at the time the bid is submitted.

The Contractor shall be responsible for all charges for these permits, licenses and inspections. All permits should and/or licenses are to be turned in with bid packet.

Bidders shall upon request by the City, furnish a list of subcontractors that may be used for work that may fall directly out of their area of expertise.

This may include services such as vibration analysis, infrared photography, and concrete work for duct bank installation, etc. All subcontractors must have all permits and/or licenses required from the local, state and federal authorities before authorization to work.

The City reserves the right to inspect each primary bidders’ shop, and other facilities they deem necessary as a part of the award process.

The primary contractor is responsible for any work done by the subcontractor. If the City deems the subcontractors work unsatisfactory, the primary contractor will have 30 days to replace said subcontractor.

All work performed on Flood Control motors shall be performed by the Contractor, subcontractors will not be permitted to work on these motors.

The Contractor shall furnish all items, articles, materials, and supplies, etc. necessary to perform the contracted services mentioned in this specification. This shall include, but not be limited to personal protective devices (such as gloves, goggles, safety shoes, etc.), voltage ohm meter tester, current monitors, other miscellaneous test equipment, tools, vehicles, ladders, etc. the City of Dallas shall not provide any equipment necessary to complete the job, this includes company owned transportation equipment.

The awarded contractor will be required to provide a list with their bid packet of the transportation equipment they have. The City understands that there may be situations in which additional equipment may be required that the Contractor does not own. In those cases, the Contractor shall confer with the user division/department being serviced and state what additional equipment is required.

If the department is in agreement the “Equipment Rental” line may be used. If it is discovered that the Contractor did have the equipment at the time of service for that job, then Contractor shall reimburse the City for the cost of that rental. If it happens repeatedly, it may be grounds for cancellation of the contract.

For standard repairs/overhauls and troubleshooting, the Contractor shall be on site and ready to begin work within three (3) calendar days or less from receiving work order. The standard working days for City personnel is Monday through Thursday, 7:30 am to 5:30 pm, different divisions and departments may require different hours.

The Contractor shall inquire at the time of work request what the standard work hours are for that division. The Contractor shall not work any normal off day, including weekends and holidays without prior approval of authorized personnel.

All requests shall be submitted at least two (2) working days in advance. If out-of-service equipment is deemed critical by the City of Dallas and presents an emergency, the Primary Contractor shall have a crew on-site within two (2) hours of receiving verbal notification to evaluate the situation and start work if applicable.

Work started on any component shall progress toward completion at a steady rate without undue interruptions until the problem is identified and resolved. Repairs, if authorized, shall be expedited to minimize equipment downtime.

Any repair not completed by the stated delivery date will require a weekly status report to the department representative; the report can be submitted by e-mail. The report shall include specifics as to work accomplished, communications that have occurred, steps taken, explanations/justification of delays, plans to expedite the repairs, etc.

If the repaired switchgear requires an additional removal after the initial removal and re-installation/testing of repairs due to faulty parts, materials being installed and/or unacceptable workmanship, the Contractor shall bear costs incurred for lifting equipment, labor time spent acquiring lifting equipment and removing and reinstalling the motor switchgear (if required).

The Contractor will be responsible for all needed repairs and associated costs, including onsite repairs and the transportation to the shop, performing approved repairs at their shop, and delivery/return of the switchgear from them shop facilities.

The Contractor shall not sell, sublet, assign or re-assign any portion of the contract to any other person or persons, without prior written approval of the City of Dallas.

Contractor shall not use subcontractors to perform work within Contractor’s area of expertise without express written consent of the City.

The requesting departments will determine schedules and repair projects based on equipment needs. The department’s authorized personnel will notify the Contractor when services are necessary. It is anticipated that most of the electric switchgear work will be performed on-site with the exception of major repair projects, these repairs will be performed at the Contractor’s facilities.

The Contractor shall have in place an existing proactive safety program that meets or exceeds industry standards and shall also comply with 49CFR40 regulations, including the Alcohol and Drug Program.

The Contractor’s safety rating as expressed by the Experienced Modifier Rate shall be less than 1.0 (information is available from your workers’ compensation insurance carrier).

The awarded Contractor shall have the ability to simultaneously service multiple electric switchgear (power systems) units from various divisions or departments within the listed time frame.

Except for emergency or urgent situations, a request shall be made by the department at least 48 hours in advance and written authorization received prior to removing any equipment from the work site.

Written authorization may include and is not limited to electronic mail, fax, letter, etc. The Contractor shall be held responsible for material and/or property damages while the equipment is in the Contractor’s care, custody or control, whether in transport, at a City facility, or in the Contractor’s shop facilities.

All damage caused by misuse, carelessness, neglect, abuse or work performed by unqualified and/or unlicensed personnel shall be the responsibility of the Contractor to correct and repair/replace the damaged unit at the Contractor’s expense, to the satisfaction of the City.

The Contractor is not relieved of any liability for any corrective measures that the representative may have missed that should have been performed or taken that would have prevented any malfunction, damage to the equipment or personal injuries.

All repair and parts replacements must meet or exceed the manufacturers’ original specifications and comply with all agencies and codes with standards applicable to electrical and or motor repair

GENERAL SCOPE OF WORK FOR ELECTRIC SWITCHGEAR REPAIR

This specification shall cover the requirements for routine and emergency inspections, testing, troubleshooting, evaluating and the recommendations for repair of electric switchgear (power systems) and Motor (electrical rotating apparatus) Repair Services under this agreement. The City departments will determine schedules and scopes of projects based on equipment needs. The department will notify the Contractor when services are necessary.

Electric Switchgear:

The City of Dallas Maintenance Section Supervisors or authorized personnel will notify the Contractor of any equipment that requires maintenance or repair. It is anticipated that most switchgear work will be performed on-site with the exception of major repair projects that will require electrical repair to be performed in the Contractor’s shop.

The Contractor will be responsible for picking-up and delivering all equipment to and from City facilities during scheduled maintenance.

All deliveries shall be FOB Dallas (Facility Site) unless the division or department gives a different preference.

Please Note: Flood Control motors will be removed and reinstalled by Flood Contro personnel, unless requested differently by Flood Controls District Manager during scheduled maintenance. All deliveries shall be FOB Dallas (Facility Site).

Electric Switchgear Repair:

The Contractor shall execute all work in strict accordance with all local, state, and national codes, ordinances and regulations governing the work involved.

The Contractor is responsible for obtaining any and all permits required by the City of Dallas, State of Texas, or any other entity or governing body. All primary and sub-contractors’ personnel working on any City of Dallas project/equipment shall be certified and qualified to perform the services requested by the City.

The City reserves the right to request copies of assigned personnel certification (if applicable), but the primary responsibility shall lie with the Contractor to provide proof of a documented certification and the level of training attained by each employee. This shall include both engineering and shop and field technical and labor staff.

Electric Switchgear Replacement:

If it is deemed by the Contractor and concurred by the City’s user departments authorized personnel that the repairs are at least 70% or more of the replacement cost or the useful life of the unit.

The replacement unit for standard service or emergency service can be purchased through the awarded Contractor (last line in each group on bid sheet by the City’s standard bid process or from a current master agreement, whichever is most advantageous to the City will be utilized.

The listed discount (-) or markup (+) purchase price of a new electrical switchgear unit shall include the cost of a replacement cabinet also. As stated above the purchase of this unit is optional for the City of Dallas

ELECTRICAL SWITHGEAR GENERAL REQUIREMENTS

The Contractor shall furnish certified and qualified trained and competent professionals to perform inspection, testing, and troubleshooting in the field.

Please note not all shop personnel are required to have an electrical license.

The certification/ training program(s) attended by Contractors personnel were applicable shall cover the following areas of expertise as a minimum for electrical switchgear:

NETA MTS-2001 or most current standard, ANSI/NETA ETT-2000 or most current standard, EASA AR-100 or most current standard, PEARL Reconditioning Standard or most current standard, EPRI-GEP or other nationally recognized and approved agencies.

ANSI/NETA ETT-2000, “Standard for Certification of Electrical Testing Personnel or most current standard”.

ELECTRICAL SWITHGEAR QUALITY ASSURANCE

A written report, including an original and one copy, for inspections and testing including recommendations for corrections shall be submitted to the Maintenance Supervisor or authorized personnel upon completion of each inspection.

The report should consist of troubleshooting/inspection findings, recommended repairs or replacement parts, estimated cost breaks down, and an estimated completion date.

Report should be in a Microsoft Excel spreadsheet or Word document, or any similar programs compatible with Microsoft that can be sent electronically.

ELECTRICAL SWITCHGEAR EXECUTION REQUIREMENTS

The Contractor shall be responsible for verifying that power is disconnected from electrical equipment prior to removal and/or beginning work.

The City of Dallas shall assist the Contractor in locating the breakers and/or switches feeding the equipment.

The Contractor is responsible for testing the feeds to ensure power is properly and completely disconnected.

The City and the Contractor will establish and use a “Lock-out/Tag-out” procedure in disconnecting electrical equipment.

After clarifying with the Operations Section Supervisor or authorized personnel, the Contractor and a City representative shall test the repaired equipment for proper phasing and rotation prior to placing units in service.

Any damage to equipment or electrical components due to insufficient verification procedures shall be repaired or replaced, to the Owner’s satisfaction, at the Contractor’s expense.

The Maintenance Supervisor or authorized personnel shall approve any modification to electrical components before modifications are made.

The Contractor shall submit written quotes for parts per project to the Maintenance Supervisor for approval prior to replacement of defective parts. Parts included on the written submittals are considered an estimated parts list. See 4.2 of these specifications for documentation for purchase of parts.

ELECTRIC SWITCHGEAR REPAIR REQUIREMENT

Troubleshooting:

If the initial request for services (work order) requires the Contractor to perform troubleshooting of equipment, the Contractor must send the Maintenance Supervisor or authorized personnel a written preliminary report within three (3) working days of completion listing the following:

Troubleshooting and inspection findings (including photographs, graphs, charts, etc.)

Recommended repairs or replacement parts

Estimated Charges – This includes an itemized breakdown of labor and parts/materials costs with subtotals for each.

Estimated completion date.

Specify lead times to obtain equipment, major electrical components, sub-contract services, etc. (if applicable).

After reviewing the preliminary report, the Maintenance Supervisor or authorized personnel may provide the Contractor with authorization to perform the repair.

The Contractor shall not perform the repair without proper written authorization (e-mail, and fax may be used as written forms) from the City of Dallas, which includes a delivery order number.

This does not include emergency repairs. A City of Dallas staff member may give emergency authorization verbally.

Repair or Testing:

If the initial work order is for the repair or testing of equipment, the Contractor shall provide a quote including the scope of services and cost. Upon approval of the scope of services and cost, the City will issue a delivery order to the Contractor.

Repair of equipment shall be scheduled immediately after parts are received.

Upon completion of testing or repair jobs, the Contractor shall provide the Maintenance Supervisor or authorized personnel with a final report within 7 calendar days listing; the report should consist of the following:

Detailed work performed in the testing, troubleshooting, evaluating, and/or repairing or replacing of the electrical component.

Final parameters measured (e.g., current, voltage, meg-ohms, resistance, and any other values as applicable)

Invoice that includes labor and material/parts cost breakdown

Actual work completion date.

All work specified must be completed to the satisfaction of the Maintenance Supervisor or authorized personnel requesting the repairs. All parts, equipment and/or components replaced shall become the property of the City of Dallas.

The Contractor shall be responsible for all deliveries to and from shop facilities. The Contractor will notify the Maintenance Supervisor or authorized personnel at least two (2) working days in advance whenever a delivery will be made.

ELECTRIC SWITCHGEAR TRAINING REQUIREMENT

The certification/training program shall cover areas of expertise for electric switchgear repair.

The trainer must be State certified and have their lesson plan evaluated and approved by the State.

The certification/training program may take place at one to the following locations

a. The awarded Contractors Facility, or

b. At a designated City Facility by the requesting user department

Contractors bidding on this group shall be able to provide the following services:

a. Infrared camera training

b. Maintenance requirements and procedures in accordance with NETA, ANSI, NEMA and NFPA standards

c. Cubicle maintenance and testing, racking mechanisms, and control devices

d. Construction and operation of common medium-voltage metal-clad switchgear and draw out circuit breakers rated from 2.3 kV through 38 kV

e. Electrical hazard awareness (Shock, arc flash and associated hazards and arc blast)

f. Safe work practices for work on or near metal-clad switchgear, substations, motor control centers, medium-voltage motor starters and facility electrical systems

g. Proper selection, maintenance, use, storage and testing of PPE

h. Placing equipment in an electrically safe work condition and lockout/tag out (LOTO) requirements

i. Must be designed to meet OSHA’s minimum electrical safety training requirements 1.

Megger Training

2.

Grounded Training

3.

Continuing Education – License Renewal

4.

General Safety Training

RESPONSIBILITY OF THE CITY

The City of Dallas shall provide assistance to the Contractor in locating the work areas authorized in the work order, isolating the equipment to be worked on and assist with shutdown and startup of equipment.

The City’s locks will be installed on all equipment for lockout/tag out procedures.

If available, the City shall provide electrical schematics and line diagrams for the equipment authorized in the work order.

Such schematics and line diagrams may or may not be current and/or correct.

Therefore, it is the Contractor’s responsibility for verifying power removal prior to commencing work on any and all projects.

VI.

Communication

In order to provide customer service required for this bid, bidders shall respond quickly and clearly, this is essential for the City. The successful bidder shall be responsible for all direct correspondence with the City and shall not delegate communication responsibilities to anyone including sub-contractor, consultant, or manufacturer. All information submitted shall be the direct responsibility of the bidder. Bidder must answer written correspondence from the City within three (3) business days. Bidder must have a company employee (not an answering service or machine) answer the phone during normal business hours and provide either a cell phone number or a contact number. The awarded vendor shall be able to respond to any call(s) within one (1) hour of notification, seven (7) days a week, twenty-four (24) hours a day.

VII. Commencement Date The proposed master agreement will become effective upon City Council approval and contract execution.

VIII. Award Method The City’s intent is to award this solicitation by Group to the lowest responsive and responsible bidder, demonstrating compliance with the set specifications. However, the City reserves the right to award in the method that is most advantageous to the City of Dallas. A request for bid does not commit the City to award any contract. The City reserves the right to reject any and all bids or waive irregularities.

The City reserves the sole discretion to determine whether a solicitation response is responsive. City reserves the right to reject any or all bids and to waive minor irregularities or discrepancies in any solicitation response as may be in the best interest of City. Late bids will not be considered for award.

IX. Location and Invoicing The City shall pay invoices in thirty (30) days. For the City to pay invoices in those thirty (30) days, the vendor’s invoice must be correct, and reflect the work or goods delivered to the City. The thirty (30) days shall begin when the City has received a correct invoice reflecting the work or goods delivered. If the City receives an invoice that is not correct and/or reflective of work or goods that have been delivered, the City will request a corrected invoice, and the thirty (30) day period will begin once the correct invoice has been received. All work described in the vendor invoice must have been delivered in compliance with the terms of the contract.

Invoices shall be submitted monthly to the City for payment, unless both parties agree to alternative arrangement based on project milestones. Each invoice submitted for payment shall include, at a minimum, the following information:

· Name and address of the department for which services were provided

· Contact information of City staff who placed order (name, phone number, department)

· Date of order or Service

· Detailed description of each service

· Price goods or services (charges for all services covered by this contract are to be separately stated and explained

· Total cost of goods/services In compliance with these specifications, awarded vendor shall have received a hard copy or number of a City of Dallas delivery order prior to performing any service unless stated otherwise by authorized personnel in writing. The delivery shall reflect the price(s) on the vendor’s bid sheet. The City of Dallas is not liable for any service performed in which a delivery order was not obtained first. Payment shall be processed material has been delivered, inspected and accepted. Payment shall be made only for items of goods or services indicated on the bid sheet.

Submitting invoices without the above information may cause delays in payment processing. Incorrect invoices or invoices sent to the wrong address will delay payment. Vendors who fail to follow these instructions risk having the contract with the City cancelled.

Machine shop usage shall be on an as required basis. Payment shall be made based on actual hours, multiplied by the hourly rate bid.

All reasonable costs for labor, materials, parts, travel time, vehicle(s), mileage, fuel, lodging, meals, tools, equipment, tolls, parking fees, freight and other reasonable and necessary cost, including overhead and profit, required to service this contract as stated in the Specification shall be included in the bid quotation for that particular unit per the bid sheet. Cost not included or calculated in the applicable bid unit price will not be paid by the City regardless of the intentions of the contractor when the bid was submitted and regardless that the cost actually incurred

ELECTRIC SWITCHGEAR AND FLOOD CONTROL LOCATIONS

DWU PUMP STATION LIST:

230-volt stations

Station Name

Address

City Manufacture Mains Motors

Whispering Hills 12800 Whispering Hills Dal

GE

120/208

460-volt stations

Alta Mesa

6540 Teague Dr.

Dal Westinghouse

Balch Springs

Seagx Pioneer

Bal Spr. Allen Bradley

Camp wisdom

7017 American Way Dal

GE

Cosa Crest

7040 La Cosa

Dal

GE

Doran

8105 Doran Cir.

Dal Allen Bradley

460-volt stations (Continued)

Station Name

Address

City Manufacture Mains Motors

Lone Star 1902 N. Westmoreland Dal Cutler Hammer 1 3

Parkway

17670 Parkway

Sq. D

1 4

Red Bird

3537 Bronze way

Gould

Walnut Hill

3820 Walnut Hill Ln Dal Sq. D/Cut Ham

Elm Fork 1

1440 Whitlock Lane Carrolton Westinghouse

Elm Fork 3

1440 Whitlock Ln.

Carr Westinghouse

Greenville

4214 Greenville Ave

GE

2300-volt stations

Bachman

2525 Shorecrest Dal Allis Chalmers

Beltwood

4799 Beltline

Dal Allis Chalmers

Greenville

4214 Greenville Ave Dal Allis Chalmers

Greenville North 4211 Matilda Bridge Dal Westinghouse

Sunset

303 Chalmers

Allis Chalmers

Walcrest

9830 Hillcrest

Dal Westinghouse

1 7

4160-volt stations

Abrams

9241 Forest Lane Dal Westinghouse

Bachman

2525 Shorecrest Dal Allen Bradley

Cedar Crest

1850 E. Illinois

ABB

Elm fork 1

1500 Whitlock Ln Carrol Westinghouse

Elm fork 3

1500 Whitlock Ln Carrol Westinghouse

Jim Miller

5200 N. Jim Miller Dal Westinghouse

Lake June

1031 Algonquin Dal Siemens

Sorcey

7569 Mountain Creek

Westinghouse

South Cliff

7700 Houston School Rd Dal General Electric

Sunset

303 Chalmers

Siemens

WATER TREATMENT PLANTS LIST

230-volt stations

Station Name

Address

City Manufacturer Mains Motors

Iron Bridge

4777 Hunt Co. Willis Point Allis Chalmers

Rd. # 3706

Forney

314 Gloria Rd.

Sunnyvale General Electric

East Side

405 Long Creek Sunnyvale General Electric 4

Westinghouse 2

Allis Chalmers

480-volt stations

Interim (TBR)

Rt. 4 Box 104 Terrell General Electric

Iron Bridge

4777 Hunt Co. Willis Point Allis Chalmers

Westinghouse

East Side

405 Long Creek Sunnyvale General Electric 39

Bachman WTP 2605 Shorecrest Dallas Eton-Cutler Hammer

Bachman WTP 2605 Shorecrest Dallas Square D

Bachman WTP 2605 Shorecrest Dallas General Electric 3 12

Elm Fork WTP 1440 Whitlock Ln. Carrolton Westinghouse

Elm Fork WTP 1440 Whitlock Ln. Carrolton

Square D 1 40

Elm Fork WTP 1440 Whitlock Ln. Carrolton Square D 2

Elm Fork WTP 1440 Whitlock Ln. Carrolton Square D 1

4160-volt stations

Iron Bridge 4777 Hunt Co. Willis Point Allis Chalmers

Forney

314 Gloria Rd.

Sunnyvale General Electric 6

East Side

405 Long Creek Sunnyvale General Electric 36

Allis Chalmers

Bachman Low 9501 Harry Hines Dallas Siemens

11 6

Service P.S.

Elm Fork 1

1440 Whitlock Lane Carrolton Westinghouse

Elm Fork 2

1440 Whitlock Lane Carrolton Westinghouse

Elm Fork Ozone 1440 Whitlock Lane Carrolton Square D

13,200-volt station

Bachman WTP

Power Distribution 2605 Shorecrest Dallas Cutler-Hammer 22

WASTEWATER TREATMENT PLANTS - MCC/ELECTRIC SWITCHGEAR DATA

480 Volt Switchgear

Station Name

Type

Building Manufacturer Motors

MCC 25

Activated Sludge A Complex

ITE

MCC 26

Activated Sludge A Complex

ITE

MCC 27

Activated Sludge A Complex

ITE

MCC 28

Activated Sludge A Complex

ITE

MCC 36

Activated Sludge A Complex

ITE

MCC 37

Activated Sludge A Complex

ITE

MCC 41

Activated Sludge Blower Bldg.

ITE

MCC 48

Activated Sludge Blower Bldg.

Westinghouse

MCC 49

Activated Sludge A Complex Sludge Westinghouse

MCC (no #) Dallas Plant New Recirc Bldg. Westinghouse

MCC 10,

Dallas Plant

Misc.

Westinghouse

10A, 10B, 9B

MCC 12

Dallas Plant Headwork's Westinghouse

MCC 39

Dallas Plant Peak Flow P.S. Siemens

MCC 46

Dallas Plant C & D Primaries Square D

480 Volt Switchgear (Continued)

Station Name

Type

Building Manufacturer Motors

MCC 51

Dallas Plant Headworks Westinghouse

MCC 60

Dallas Plant Peak Flow P.S. Siemens

MCC 7, 7A

Dallas Plant Heater Bldg.

Westinghouse

MCC 78

Dallas Plant Digester Westinghouse

MCC 9

Dallas Plant Old Recirc Bldg. Siemens

MCC A & B

Dallas Plant Heater Bldg.

Cutler Hammer

MCC 13, 13A

Misc.

Sludge Transfer Siemens

MCC 18

Misc.

ASIPS

Westinghouse

MCC 19

Misc.

ASIPS Westinghouse

MCC 42, 43

Misc.

Administration General Electric

MCC 44

Misc.

Maintenance Bldg. General Electric

MCC 64

Misc.

Stormwater P.S. Westinghouse

MCC 65

Misc.

Stormwater P.S. Westinghouse

MCC 29

Tertiary Mixed Media Bldg. ITE

MCC 38

Tertiary Non-Potable P.S. Westinghouse

MCC 71

Tertiary Sulfur Dioxide Westinghouse

MCC (no #) White Rock Mechanical Equipment General Electric 7

MCC 1

White Rock Raw Sewage P.S. Westinghouse

MCC 13B

White Rock Digester Westinghouse

MCC 3

White Rock Settled Sewage Westinghouse

MCC 45

White Rock Headworks Square D

MCC 45N

White Rock Headworks Square D

MCC 5E

White Rock Settled Sewage Westinghouse

MCC 5W

White Rock Settled Sewage Westinghouse

MCC 61

White Rock Peak Flow P.S. Siemens

MCC 8

White Rock

Primaries Westinghouse

2400 Volt Switchgear

Station Name Plant Site Location Manufacturer Mains Main Switchgear Dallas Plant Effluent P.S.

Siemens

Main Switchgear Dallas Plant Cadiz Street P.S. Westinghouse

Main Switchgear Misc.

ASIPS

Westinghouse

Main Switchgear Tertiary Plant Effluent P.S. Westinghouse

Main Switchgear Tertiary Non-Potable Westinghouse

Main Switchgear White Rock Settled Sewage Westinghouse

Main Switchgear White Rock Pump Station Allis Chalmers

4160 Volt Switchgear

Activated Sludge Blowers

3.2 kVA Switchgear

Misc.

SS-1

ITE

Misc.

SS-2

Siemens

Special Testing

In the above groups need to be done to switchgear to determine its condition and possible areas that have faulted or could fault. i.e. (DLRO testing, Dielectric Strength testing, Insulation Resistance testing, vibration analysis, infrared photography, concrete work and duct bank installation) etc.

X. Total Cost of Goods and/or Services

The quantity listed on the bid sheet is the City’s best estimate. Actual quantities could be less or more than the listed amount during the contract term. The City will not be responsible for any anticipated profit or losses, by any bidder based on these estimated quantities. There is no set amount of orders to be placed. The user departments will place their orders as needed. Payments to the successful bidder will be based on actual products supplied.

The unit bid price shall remain firm for the term of the contract from the date of the award by council. This is to include all costs incurred, real and foreseen, related to the manufacture, shipping and delivery of the materials including insurance, freight and all direct costs.

XI. Performance Measures and Contract Management Payment & Performance Bonds:

The successful bidder will be required to post Payment & Performance Bonds each

In the amount of 25% of the annual value of the contract. The bidder must absorb the cost of these bonds. All bonding documents must reference the bid number and the title. Complete “Bonding Requirements” document and return with your bid.

XII. Special Requirements The Bidder/ sub-contractor, and designated personnel shall have a minimum of five (5) years’ experience with this type of equipment. The bidder shall provide proof of experience with this type of equipment upon request the successful bidder shall be a factory certified technician and provide proof of NETA certifications upon request by the City of Dallas. The bidder and their technical personnel must have all licenses and permits required by City of Dallas, State of Texas and Federal agencies, and all other applicable codes and standards, to provide the services on which they are bidding.

Price List:

During the recommendation phase of the award process, vendors shall provide the City with a price sheet for hourly rates and the percentage markup or discount on material/parts per job. All City purchases will be discounted or markup per the quotes listed in the RFB from the awarded vendor.

XIII. Compliance & Regulatory Requirements Developing Regional & Inclusive Vendor Enterprises (DRIVE) Policy

It is the policy of the City of Dallas to involve certified small business enterprises (SBEs) to the greatest extent feasible in the City’s contracting opportunities. The City further seeks to encourage the growth and development of SBEs, promoting local economic growth and increased competition. In alignment with this commitment the City has adopted the Developing Regional & Inclusive Vendor Enterprises (DRIVE) Policy for City of Dallas contracts.

The SBE participation goal for this contract is 11.52%.

As a prerequisite for City Council award, the contractor must demonstrate and document its good faith effort (GFE) to meet the established participation goal. Any apparent Bidder who fails to adequately document GFE or meet the participation goal may be denied award of the contract by the City based on the contractor’s failure to be “responsive” and/or “responsible.”

Assistance in preparing the DRIVE forms may be obtained by sending an email to businessenterprisehub@dallas.gov

XIV. Audit Requirements No bid shall be awarded to, any person, firm, or corporation that is in arrears or in default to the City for delinquent taxes or assessments or on any debt or agreement, whether as defaulter or bondsman, or who has defaulted upon any obligation to the City by failing to perform satisfactorily any previous agreement within the past seven (7) years. Bidders may be disqualified for prior poor performance on similar agreements with the other City entities.

XV. Service Completion Schedule The vendor must deliver orders placed within fourteen (14) working days. Prices quoted must include any delivery, shipping or freight charges. The City will not pay or be responsible for these types of charges. All quotations must be FOB City of Dallas and included in unit cost unless it is an emergency. In emergencies, the City of Dallas may need to expedited deliveries orders within twenty-four (24) hours of notification. All verbal orders will require acknowledgement within twenty-four (24) hours.

XVI. Closeout Procedures and Requirements All material/products provided shall be new and warranted to be free from defects in workmanship, design and materials. Warranty shall be for the manufacturer’s customary warranty period or a period of one (1) year whichever is greater. The warranty will begin upon the City of Dallas acceptance of the product, installation or service.

Defective product shall be replaced with new materials when it has been determined that the failure(s) is product related. The warranty period will start over upon the City’s final acceptance of the repaired unit. Vendor will be responsible for any shipping charges for returns during the warranty period. If determined that the product must be replaced, the product will be returned for full credit, including any shipping charges.

If the service provided for a unit/equipment fails and is believed to be the awarded contractor’s responsibility, the City of Dallas shall give a written notice for additional service. The contractor shall make corrections at the contractor’s expense in a manner mutually agreed upon by the City and the contractor. The warranty period will start over upon the City’s final acceptance of the repaired unit.

XVII. Documents Submitted with Bid or upon Request

1. Business Information Form

OPS-02

2. Conflict of Interest Policy & Questionnaire OPS-07 and State Form CIQ

3. Local Preference Affidavit

OPS-31

4. Living Wage Affidavit

OPS-3

5. SBE Affidavit

BEH-FRM-602.SAW

6. Local Participation & Workforce Impact Form

BEH-FRM-604.SAW

7. SBE Utilization Plan & Commitment to Local Economic Impact

BEH-FRM-605.SAW

8. Engagement Score & Past Commitment Form

BEH-FRM-606.SAW

9. SBE Good Faith Effort Documentation Form (if applicable)

BEH-FRM-607.SAW

10. Prime Self-Performance Declaration (if applicable)

BEH-FRM-609.SAW

11. Subcontractor Intent Form

BEH-FRM-610.SAW

Any other City Documents as Required

XVIII. Opening of Bids The City will open bids during the bid reading. Bid readings take place at 2:00 p.m. on Friday and can be viewed on the City’s website.

XIX. Review of Bids

1. The City will review bids for compliance to determine whether bids are responsive and responsible and whether the bid meets minimum requirements.

2. The City may conduct all necessary inquiries or investigations, including but not limited to, contacting references to verify the statements, documents, and information submitted in connection with the bid.

XX. Bid Pricing

1. Bid pricing shall be firm for the entire contract unless otherwise stated herein. The Contract shall commence on the date of award by the Dallas City Council and upon the execution of the Contract.

2. Costs not included or calculated in the applicable unit prices as bid will not be paid by the City, regardless of the intentions of the bidder when the bid was submitted and regardless that those costs were actually incurred.

XXI. Rejection or Acceptance of Bids

1. This RFB does not commit the City to award a Contract. The City reserves the right to reject any or all bids, to waive technicalities or irregularities, and to accept any bid it deems to be in the best interest of the City. The City shall not be liable for any costs incurred by any company responding to this RFB.

2. The City will require the recommended bidder to sign the necessary Contract documents prepared by the City Attorney's Office, if applicable. If applicable, a sample Contract is included as an attachment. Bidders must take exception to any term of the Contract to which it will not agree in its bid.

XXII. Late and Withdrawn Bids Bids are required to be submitted electronically using the City procurement website https://dallascityhall.bonfirehub.com/login. The system will not accept submittals after the due date and time and hard copy submittals are not permissible.

XXIII. Confidentiality Any information deemed confidential, shall be clearly noted as such on each page of the solicitation response. City cannot guarantee it will not be compelled to disclose all or part of any public record under the Texas Open Record Act. Bidders will be opened by the City to avoid disclosure of contents to competing Respondents and kept secret and confidential during the solicitation process and prior to award. Respondents who include information in a bid that is legally protected as trade secret or confidential shall clearly indicate the information which constitutes a trade secret or confidential information by marking that part of the bid “trade secret” or “confidential” at the appropriate place. If a request is made under the Texas Open Records Act to inspect information designated as trade secret or confidential in a bid, the bidder shall, upon request, immediately furnish sufficient written reasons and information as to why the information designated as a trade secret or confidential should be protected from disclosure, for the City Attorney to present the matter to the Attorney General of Texas for final determination.

XXIV. Disqualification of Bidders Bidders may be disqualified for, but not limited to, the following reasons:

· Reason to believe collusion exists among the bidders

· The bidder is involved in any litigation against the City of Dallas

· The bidder is in arrears on an existing contract or has failed to perform on a previous contract with the City of Dallas

XXV. Permits Required by Law

Contractor shall comply with all requirements of federal, state, and local statutory requirements and regulations pertinent to or affecting any phase of this contract.

XXVI. Records and Audit

The Contractor shall keep accurate records of all components of invoices to the City, including but not limited to times and payroll receipts for hourly personnel utilized by this Contract. These records shall be retained for a minimum of two years after the conclusion of the Contract. The City reserves the right to audit any records it deems necessary for the execution of this Contract.

XXVII. Assignment of Contract

The Contractor shall not assign, transfer, sublet, convey or otherwise dispose of the Contract of any part therein or its right, title or interest therein or its power to execute the same to any other persons, firm, partnership, company or corporation without the prior written consent of the City. Should the Contractor assign, transfer, sublet, convey or otherwise dispose of its right, title or interest or any part thereof in violation of this section, the City may, at its discretion, cancel the Contract and all rights, title and interest of the Contractor shall therein cease and terminate, and the Contractor shall be declared in default.

XXVIII. Default by Contractor

The following events shall be deemed to be events of default by Contractor under the Contract:

· Contractor shall become insolvent, or shall make a transfer in fraud of creditors, or shall make an assignment for the benefit of creditors;

· Contractor attempts to assign the Contract without the prior written consent of the City;

· Contractor shall fail to perform, keep or observe any term, provision or covenant of the Contract; or

· Contractor fails to properly and timely pay Contractor personnel, suppliers or other contractors and the failure impacts the City in any manner.

In the event a default occurs, the Director shall give the Contractor written notice of the default. If the default is not corrected to the satisfaction and approval of the Director within the time specified in such notice, the City may immediately cancel the Contract. At the direction of the Director, the Contractor shall vacate the facility, if applicable, and shall have no right to further operate under the Contract.

The Contractor, in accepting the Contract, agrees that the City shall not be liable to prosecution for damages or lost anticipated profits if the City cancels or terminates the Contract.

No Waiver: No waiver by the City of any default or breach of any covenant, condition, or stipulation shall be treated as a waiver of any subsequent default or breach of the same or any other covenant, condition, or stipulation.

XXIX. Termination

The City may terminate this agreement in whole or in part by giving thirty days written notice thereof to Contractor. The City will compensate Contractor in accordance with the terms of the agreement for all goods and services delivered and accepted prior to the effective date of such termination notice.

XXX. Miscellaneous

1. After executing the Contract, no consideration will be given to any claim of misunderstanding.

2. Bidders shall submit with their bid, the required Contractor’s qualification statement with supporting information as stated herein along with all other supporting documentation requested.

3. Bidders shall thoroughly familiarize themselves with the provisions of these Specifications.

4. The City reserves the right to reject all bids and to waive any minor irregularities.

5. A bid may be disqualified if the corporation or individual bidder is in arrears or in default to the City for delinquent taxes or assessments or on any debt or Contract, whether as defaulter or bondsman; or who has defaulted upon any obligation to the City by failing to perform satisfactorily any previous agreement or Contract within the past seven years. Also, bidders may be disqualified for poor prior performance on similar Contracts with other entities.

6. The Contract with the Contractor will be drawn by the City and may contain such other provisions as are deemed necessary to protect the interests of the City.

7. The Contractor agrees to abide by the rules and regulations as prescribed herein. The Contractor will, in all solicitations or advertisements for personnel to perform services under the Contract, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, or national origin.

8. If either party hereto is prevented from completing its obligations under the Contract by act of God, strike, lockout, material or labor restrictions by any governmental authority, civil riot, flood, or any other cause beyond the control of the parties hereto, then such party shall be excused from such performance for such period of time as is reasonably necessary after such occurrence to remedy the effects thereof.

9. The section headings in these Specifications are for convenience in reference and are not intended to define or limit the scope of any of the conditions, terms or provisions of these specifications.

10. Should any question arise as to the proper interpretation of the terms and conditions of these specifications, the decision of the City Attorney or his authorized representative shall be final.

XXXI. Conflict of Interest CHARTER XXII Sec. 11 FINANCIAL INTEREST OF EMPLOYEE OR OFFICER PROHIBITED

(a) No city official or employee shall have any financial interest, direct or indirect, in any contract with the city, or be financially interested, directly or indirectly, in the sale to the city of any land, materials, supplies or services, except on behalf of the city as a city official or employee. Any violation of this section shall constitute malfeasance in office, and any city official or employee guilty thereof shall there by forfeit the city official’s or employee’s office or position with the city.