837663electCfield.pdf

CHESTERFIELD COUNTY

PROCUREMENT DEPARTMENT

CHESTERFIELD, VIRGINIA

Request for Proposals

RFP Number: .......................................................................................................................... RFP26000305

Title: ................................................................................... Arc Flash Studies and Breaker Testing Services

Issue Date: ................................................................................................................................ July 31, 2026

Proposals Due No Later Than: ....................................................................... August 27, 2026, 4:00 P.M.

Location for Receipt of Proposals: ................................... Chesterfield County, Lane B. Ramsey Building c/o Procurement Department

9901 Lori Road Chesterfield, VA 23832

Inquiries: Questions which may arise as a result of this solicitation may be addressed to Chris Flowers, Senior Contract Officer, at (804) 617-6307, or by email to procurement@chesterfield.gov. Inquiries must be received no later than August 14, 2026, at 4:00 p.m. in order to be considered. Contact initiated by an offeror concerning this solicitation with any other County representative, not expressly authorized elsewhere in this document, is prohibited. Any such unauthorized contact may result in disqualification of the offeror from this transaction.

My signature below certifies that:

I agree to abide by all conditions of this Request for Proposal (RFP) and that I am authorized to sign this proposal;

the accompanying proposal is not the result of, or affected by, any unlawful act of collusion with another person or company engaged in the same line of business or commerce, or any act of fraud punishable under § 18.2-498.1, et. seq. of the Code of Virginia. Furthermore, I understand that fraud and unlawful collusion are crimes under the Virginia Governmental Frauds Act, the Virginia Government Bid Rigging Act, the Virginia Antitrust Act, and Federal Law, and can result in fines, prison sentences, and civil damage awards;

that the accompanying proposal is in compliance with applicable provisions of the State and Local Government Conflict of Interests Act (§ 2.2-3100, et. seq. of the Code of Virginia). Specifically, without limitation, no County/School Board employee or a member of the employee’s immediate family shall have a proscribed personal interest in a contract; and that the accompanying proposal is in accordance with applicable provisions of the Virginia Public Procurement Act, Art. 6 Ethics in Public Contracting (§ 2.2-4367, et. seq. of the Code of Virginia), and any other applicable law as set forth therein.

Complete Legal Name of Firm: ________________________________________________________

Address: ________________________________________________________

Remit To Address: ________________________________________________________

Signature: __________________________________ Email:_____________________________

Name (type/print): ___________________________ Title: _____________________________

Fed ID No.: _____________________ Phone: (____)_______________ Fax: (____)______________

Proposal Dated: ___________________________

Please refer to Clause 6 of the General Terms and Conditions:

Minority-Owned Business: Yes No Chesterfield Business: Yes No

Women-Owned Business: Yes No Small Business Yes No

Service-Disabled Veteran-Owned Business Yes No

Military Family-Owned Business Yes No

TABLE OF CONTENTS

I. PURPOSE

II. BACKGROUND

III. SCOPE OF WORK/SPECIFICATIONS

IV. INSTRUCTIONS

V. TERMS AND CONDITIONS

VI. EVALUATION CRITERIA

VII. AWARD PROCEDURE

ATTACHMENT A - Virginia State Corporation Commission (SCC) Registration Information ATTACHMENT B – Sample Service Agreement ATTACHMENT C – Proprietary/Confidential Information Identification

I. PURPOSE

The purpose of this Request for Proposals (RFP) is to solicit qualified and experienced firms to submit proposals for providing Professional Arc Flash Studies and Breaker Testing Services.

Services are to include conducting and furnishing Short Circuit Studies, Electrical Equipment Protective Device Evaluation Studies, Interrupt Rating Analyses, Time Current Protective Device Coordination Studies and Arc Flash Hazard Analyses (Study/Studies) and to use this information to develop an effective Electrical Safety Program and to provide associated training services to all designated personnel at Chesterfield County and Chesterfield County Public Schools. To facilitate its needs, the County and Schools (as used herein, County shall refer to either County or Schools) desire to establish contracts under which individual projects can be assigned on an as-needed basis. The County reserves the right to award to multiple firms.

II. BACKGROUND

The County anticipates conducting a County-wide assessment of all facilities not previously assessed in order to determine the exact depth of the Studies and then to complete Breaker Testing and Adjusting Services as necessary and affix arc-flash rating labeling as required by NFPA and OSHA.

III. SCOPE OF WORK/SPECIFICATIONS

1. The contractor should conduct and furnish to the County short-circuit, electrical equipment protective device evaluation, interrupt rating analyses, time current protective device coordination and arc flash hazard analysis studies for electrical distribution equipment in the buildings, facilities and other locations. The contractor should fully coordinate with the electric-power provider to effect shutdowns as necessary. Additionally, the contractor should be responsible for electrical testing and implementation of recommended protective device setting changes (Refer to 1.11). If necessary, the contractor should provide electrical engineering design for replacement of electrical components as required to meet County safety requirements as recommended in the coordination and arc flash hazard analysis studies. Electrical engineering design services may include calculations, preparation of technical specifications, bidding services, construction administration and observation. The specific services for electrical engineering design services should be determined by Task Order on a case-by-case basis. The limits of the Study begin at the Utility Primary Source of Connection and end at (including but not limited to) all Three-Phase Panelboards, Switchboards, Fused Switches, Motor Starters and Serviceable Enclosures/Equipment containing exposed live electrical parts. Standby power generators and associated equipment should also be included in the Study.

1.2 These studies should be conducted under the supervision and approval of a

Registered Professional Electrical Engineer skilled in performing and interpreting these power system studies.

1.2.1 The Registered Professional Electrical Engineer should be a full-time employee of the Firm and registered to do business in the Commonwealth of Virginia, having requisite experience in performing electrical system studies and arc flash hazard analyses.

1.2.2 The Contractor should demonstrate specific experience with Arc Flash Hazard

Analysis by submitting the names of at least five arc flash hazard analysis studies it has performed in the past three (3) years.

1.3 Project Phases – The Study and subsequent training should be performed in five phases as follows:

1.3.1 Phase I – Consists of a site visit and field data collection and verification process.

1.3.2 Phase II – Consists of analysis of the data and comprises the Study. There are four distinct analyses that should be conducted under the requirements outlined in the following sections:

1.3.2.1 Section 1.4 – Short-Circuit and Equipment Protective Device Evaluation Study

1.3.2.2 Section 1.5 – Interrupt Rating Analysis

1.3.2.3 Section 1.6 – Time Current Protective Device Coordination Study

1.3.2.4 Section 1.7 – Arc Flash Hazard Analysis

1.3.3 Phase III – Upon completion of the Study and analysis of the data, a comprehensive report should be written and submitted to the County by the Contractor pursuant to the requirements described in section 1.8 of this RFP. This report should outline the findings of the Study and provide accompanying information to mitigate hazards that are identified.

1.3.4 Phase IV – Consists of the Contractor providing and installing all required labeling to appropriate panels, cabinets and/or electrical equipment pursuant to the requirements described in section 1.7.9 of this RFP.

1.3.5 Phase V – Consists of the development and implementation of the electrical safety program and associated training of personnel pursuant to the requirements described in section 1.13 of this RFP.

1.4 Short-Circuit and Equipment Protective Device Evaluation Study should at a minimum include the following information and data:

1.4.1 Calculation methods and assumptions.

1.4.2 Selected base per unit quantities.

1.4.3 One-line electrical diagram of the system being evaluated.

1.4.4 Source impedance data, including electric utility system and motor fault contribution characteristics.

1.4.5 Tabulations of calculated quantities.

1.4.6 Results, conclusions and recommendations.

1.4.7 Calculated short-circuit momentary and interrupting duties for a three-phase bolted fault at each of the following locations as applicable:

1.4.7.1 Electric utility’s supply termination point.

1.4.7.2 Incoming switchgear.

1.4.7.3 Unit substation primary and secondary terminals.

1.4.7.4 Low voltage switchgear.

1.4.7.5 Motor control centers.

1.4.7.6 Standby generators and automatic transfer switches.

1.4.7.7 Branch circuit and distribution paperboards.

1.4.7.8 Other significant locations throughout the system.

1.4.8 For grounded systems, a bolted line-to-ground fault current study should be provided for areas as defined for the three-phase bolted fault short-circuit study above.

1.4.9 Short-circuit calculations should include fault contribution from all connected motors.

1.4.10 Equipment and protective devices should be evaluated for proper short-circuit ratings.

1.4.11 Switchgear, motor control centers and panelboard bus bars should be evaluated to withstand short-circuit stresses.

1.4.12 Cable and busway sizes should be evaluated for the ability to withstand short-circuit heating and stresses.

1.4.13 Circuit protective devices improperly rated for the calculated available fault current should be identified.

1.5 Interrupt Rating Analysis should be performed to identify any protective devices in the facilities that have inadequate interrupting capacity. Protective devices determined to have a calculated fault current that exceeds ninety percent (90%) of the rated interrupting capacity should be identified and suitable replacement devices, to correct each inadequate interrupting capacity, are to be recommended in the report.

1.6 Time Current Protective Device Coordination Study should provide Time-Current

Curves (TCC) displayed on log-log scale graphs. A complete title and one-line diagram with legend identifying the specific portion of the system covered should be included on each curve sheet.

1.6.1 Device characteristic curves should be terminated at a point reflecting maximum symmetrical or asymmetrical fault current to which device is exposed.

1.6.2 Devices associated with each curve should be identified by manufacturer, type, function and, if applicable, tap, time delay and instantaneous settings recommended.

1.6.3 The following characteristics should be plotted on the curve sheets, where applicable:

1.6.3.1 Electric utility’s over-current protective device.

1.6.3.2 Medium voltage equipment over-current relays.

1.6.3.3 Medium and low voltage fuses including manufacturer’s minimum melt, total clearing, tolerance and damage bands.

1.6.3.4 Low voltage equipment circuit breaker trip devices, including manufacturer’s tolerance bands.

1.6.3.5 Transformer full-load current, magnetizing inrush current and ANSI transformer through-fault protection parameters.

1.6.3.6 Conductor damage curves.

1.6.3.7 Ground fault protective devices, as applicable.

1.6.3.8 Pertinent motor starting characteristics and motor damage points, where applicable.

1.6.3.9 Pertinent generator short-circuit decrement curve and generator damage points.

1.6.3.10 Other system load protective devices for the largest branch circuit and the largest feeder circuit breaker in each motor control center or applicable panelboard.

1.6.4 All attempts should be made to fully coordinate the system being studied.

However, the County understands, due to certain circuit breaker characteristics, some systems may not coordinate.

1.6.4.1 Adequate time margins should be provided between device characteristics such that selective operation is provided, to the extent possible, while still meeting all life safety requirements and providing proper equipment protection.

1.6.4.2 Life safety, and then equipment protection should take precedence over coordination for all cases.

1.7 Arc Flash Hazard Analyses should be performed to ensure County’s compliance with Occupational Safety and Health Administration (OSHA) 29CFR1910 Subpart S Appendix A and VOSH (Virginia Occupational Safety and Health). The Contractor should utilize the procedures for analysis as set forth in the current versions of the NFPA (National Fire Protection Association) 70E Standard for Electrical Safety in the Workplace, IEEE (Institute of Electrical and Electronics Engineers, Inc.) Standard 1584-2002 and NFPA 70.

1.7.1 The flash protection boundary and the incident energy should be calculated at all significant locations in the electrical distribution system switchboards, switchgear, panelboards, busway and splitters where work could be performed on energized parts.

1.7.2 The Arc Flash Hazard Analysis should include all locations in 480-volt, 240-volt and 208-volt systems fed from transformers equal to or greater than 125 kVA where work could be performed on energized parts. The Contractor should utilize the most recent NFPA Standard 70E as the guiding document for equipment rating.

1.7.3 Safe working distances should be based upon the calculated arc flash boundary considering an incident energy of 1.2 cal/cm².

1.7.4 When appropriate, the short circuit calculations and the clearing times of the phase over-current devices should be retrieved from the short-circuit and coordination study model. Ground over-current relays should not be taken into consideration when determining the clearing time while performing incident energy calculations.

1.7.5 The short-circuit calculations and the corresponding incident energy calculations for multiple system scenarios should be compared and the greatest incident energy should be uniquely reported for each equipment location. Calculations should be performed to represent the maximum and minimum contributions of fault current magnitude for all normal and emergency operating conditions. The minimum calculation should assume that the utility contribution is at a minimum and should assume a minimum motor contribution (all motors off). Conversely, the maximum calculation should assume a maximum contribution from the utility and should assume the maximum amount of motors to be operating. Calculations should take into consideration the parallel operation of synchronous generators with the electric utility, where applicable.

1.7.6 The incident energy calculations should consider the accumulation of energy over time when performing arc flash calculations on fuses with multiple sources.

Iterative calculations should take into account the changing current contributions, as the sources are interrupted or decremented with time. Fault contribution from motors and generators should be decremented as follows:

1.7.6.1 Fault contribution from induction motors should not be considered beyond 3-5 cycles.

1.7.6.2 Fault contribution from synchronous motors and generators should be decayed to match the actual decrement of each as closely as possible (e.g. contributions from permanent magnet generators will typically decay from 10 per unit to 3 per unit after 10 cycles).

1.7.6.3 For each equipment location with a separately enclosed main device (where there is adequate separation between the line side and load side terminals of the main protective device and the work location), calculations for incident energy and flash protection boundary should include both the line and load side of the main breaker.

1.7.6.4 When performing incident energy calculations on the line side of a main breaker

(as required per above), the line side and load side contributions should be included in the fault calculation.

1.7.6.5 Miss-coordination will be checked amongst all devices within the branch containing the immediate protective device upstream of the calculation location and the calculation should utilize the fastest device to compute the incident energy for the corresponding location.

1.7.6.6 Arc flash calculations should be based on actual over-current protective device clearing time. Maximum clearing time will be capped at 2 seconds based on IEEE 1584-2002 section B.1.2. Where it is not physically possible to move outside of the flash protection boundary in less than 2 seconds during an arc flash event, a maximum clearing time based on the specific location should be utilized.

1.7.7 The Contractor should ensure that the process utilized to conduct the Study includes each of the following tasks and methods for data collection and analysis:

1.7.7.1 The Contractor should collect all necessary data to carry out the tasks required to develop the Study. At no time should the Contractor be able to rely solely on data provided by the County.

1.7.7.2 All data used in conducting the study and evaluation should be gathered and verified by the Contractor. The Contractor should provide all necessary materials, equipment, labor and technical supervision to safely perform the arc flash hazard analyses as described herein.

1.7.7.3 The Contractor should utilize engineers and technicians with experience in conducting arc flash hazard analyses, familiarity with working safely around energized electrical equipment and who regularly perform electrical power system testing. Electrical engineers should be licensed in the Commonwealth of Virginia.

1.7.7.4 The County will provide an experienced person to assist the Contractor in the field. This assistance will be limited to providing building entry for the Contractor and providing general building layout and electrical system information. The County representative will not assist the Contractor in collection of data, nor will he/she seek to violate flash boundaries during data collection.

1.7.7.5 The Contractor should take all precautions necessary to protect the safety of its personnel, comply with all applicable OSHA and VOSH occupational health and safety requirements, maintain the safety of the building and the personnel within and provide written documentation supporting that all contractor personnel working on County’s premises are qualified and have been properly trained to safely perform the work. Training should include, but not be limited to, the use and application of personal protective equipment (PPE) and the hazards of working on or near energized equipment and circuits.

1.7.7.6 The Contractor should provide and ensure the use of appropriate Personal

Protective Equipment (PPE) by all of its personnel conducting data collection, whenever necessary and in full compliance with OSHA and VOSH requirements.

1.7.8 The Contractor should be expected to provide an outline for their findings and of the study, provide information to mitigate hazards identified as Category 2 or higher, make an oral presentation to the County outlining the findings of the report, and provide up-to-date one-line drawings with identification of all electrical panels in each facility. The drawings should be made available in both blueprint and electronic format. The electronic version should be compatible with AutoCAD.

1.7.8.1 The Contractor should identify any electrical components that are recommended for replacement and provide an opinion of probable construction cost.

1.7.9 The Contractor should provide and install NFPA 70E compliant labeling with all required information printed on the labels and affix them to equipment identified in the Study. The labels should, at a minimum, contain the following information:

nominal system voltage, available incident energy & distance, arc flash PPE category level, arc flash protection boundary distance, contract number and date installed.

1.7.9.1 The labels should be a pre-printed thermal transfer type of high adhesion polyester.

1.7.9.2 Floor standing equipment labels should be placed on the front of each individual section. Equipment requiring rear or side access should have labels placed on each individual section access area. Equipment with multiple incident energies and flash protection boundaries should be labeled appropriately, communicating the most hazardous scenario.

1.7.9.3 Wall mounted equipment labels should be placed on the front cover of the equipment or a nearby adjacent surface.

1.7.9.4 Label configuration should be approved by the County prior to printing and placement.

1.8 The Final Report should be provided at the conclusion of the Study for each building system evaluated. This report should be provided in electronic format, summarizing the results of the short circuit evaluation study, protective device coordination study, interrupt rating analysis and arc flash hazard analysis. This report should include the following sections and information:

1.8.1 The Executive Summary should include a comprehensive statement of the document’s purpose, scope, methods, results, conclusions, findings and recommendations. Areas of importance that are addressed in the recommendations should include actions to reduce potential arc flash hazards to personnel with incident energies over 40 cal/cm². Additionally, specific recommendations to enhance the protection of personnel life safety, improve equipment protection and ensure regulatory compliance should be included in this section.

1.8.2 The Building System Description section should define the limits of the Study and specific electrical system and/or equipment that was studied and evaluated.

1.8.3 The One-Line Diagram section should include all equipment and devices identified in the Study from the Electrical Source to the Load.

1.8.4 The Short-Circuit Study section should include results in table format. For each device, the table should include the following information:

1.8.4.1 PASS or FAIL status.

1.8.4.2 Description.

1.8.4.3 Voltage.

1.8.4.4 Interrupting Duty calculation.

1.8.4.5 Close and Latch calculated duty.

1.8.4.6 Fault rating percentage.

1.8.5 The Time Current Coordination Study should provide a brief description of the logic employed in the solutions and the following:

1.8.5.1 Time current coordination curves of each major device, illustrating the degree of coordination for the various parts of the system being studied.

1.8.5.2 A discussion page, with the same title as the graph, should be included with each graph.

1.8.5.3 Tables of study results and the recommended protective device settings should be provided as follows:

1.8.5.3.1 Phase and Ground Relays

1.8.5.3.1.1 Current transformer ratio.

1.8.5.3.1.2 Current setting.

1.8.5.3.1.3 Time setting.

1.8.5.3.1.4 Instantaneous setting.

1.8.5.3.1.5 Specialty non-over-current device setting.

1.8.5.3.1.6 Recommendations on improved relaying systems, if applicable.

1.8.5.3.2 Circuit Breakers

1.8.5.3.2.1 Adjustable pickups and time delays (long time, short time, ground).

1.8.5.3.2.2 Adjustable time-current characteristic.

1.8.5.3.2.3 Adjustable instantaneous pickup.

1.8.5.3.2.4 Recommended trip setting, if applicable.

1.8.6 The Interrupt Rating Analysis section should identify any protective device that appears to have inadequate interrupting capacity.

1.8.6.1 Protective devices determined to have a calculated fault current that exceeds ninety percent (90%) of the rated interrupting capacity should be identified, and suitable replacement devices, to correct each inadequate interrupting capacity, should be recommended in the report.

1.8.7 The Arc Flash Hazard Analysis should include the following information for the building system:

1.8.7.1 Personal Protective Equipment (PPE) requirements and/or recommendations presented in tabular form.

1.8.7.2 Tabular results of arc flash boundaries and working distances.

1.8.7.3 Tabular results of Incident Energy (IE) levels.

1.8.7.4 Arc Flash evaluation showing the bus name, protective device name, bus kV, bus faulted (kA), protective device arching fault (kA), trip/delay time (sec.), duration of arc (sec.), arc type, arc flash boundary in inches, working distance in inches, incident energy (cal/cm²) and required Flame Retardant (FR) clothing class (PPE category).

1.8.7.5 A written Summary of Findings with recommendations to reduce arc flash incident energy levels where appropriate and economically feasible.

1.8.7.6 The analysis should include specific recommendations to reduce arc flash hazards for equipment with incident energies greater than 40 cal/cm2.

1.8.7.7 Protective device testing failures should be documented in the Arc Flash Analysis report as recommendations.

1.8.8 The Assumptions and Backup Data section should include but not be limited to the following:

1.8.8.1 All assumptions utilized for the study should be identified and documented.

1.8.8.2 Backup data used for calculations and documentation of calculations and/or software used should be provided electronically for reference.

1.8.9 References used as a basis for performing the Study, making calculations and making determinations and recommendations regarding safety and compliance, should be listed in the report. The Study should be performed in accordance with the latest published versions of the following Codes, Regulations, Standards and Industry recommendations:

1.8.9.1 National Fire Protection Association (NFPA).

1.8.9.1.1 NFPA 70 - National Fire Protection Electrical Code.

1.8.9.1.2 NFPA 70E - Standard for Electrical Safety Requirements for Employee

Workplaces.

1.8.9.1.3 NFPA 70B - Recommended Practice for Electrical Equipment Maintenance.

1.8.9.2 Institute of Electrical and Electronics Engineers, Inc. (IEEE)

1.8.9.2.1 IEEE 141 - Recommended Practice for Electric Power Distribution and

Coordination of Industrial and Commercial Power Systems (Red Book).

1.8.9.2.2 IEEE 242 - Recommended Practice for Protection and Coordination of Industrial and Commercial Power Systems (Buff Book).

1.8.9.2.3 IEEE 399 - Recommended Practice for Industrial and Commercial Power System

Analysis.

1.8.9.2.4 IEEE 241 - Recommended Practice for Electric Power Systems in Commercial

Buildings.

1.8.9.2.5 IEEE 1015 - Recommended Practice for Applying Low-Voltage Circuit Breakers used in Industrial and Commercial Power Systems (Blue Book).

1.8.9.2.6 IEEE 1584 - Guide for Performing Arc-Flash Hazard Calculations.

1.8.9.3 Occupational Safety and Health Administration (OSHA).

1.8.9.3.1 Code of Federal Regulations, 29 CFR 1910 Subpart S Appendix A.

1.8.9.3.2 Code of Federal Regulations, 29 CFR 1910. 333.

1.8.9.4 American National Standards Institute (ANSI).

1.8.9.4.1 ANSI C57.12.00 - Standard General Requirements for Liquid-Immersed

Distribution, Power and Regulating Transformers.

1.8.9.4.2 ANSI C37.13 - Standard for Low Voltage AC Power Circuit Breakers Used in Enclosures.

1.8.9.4.3 ANSI C37.010 - Standard Application Guide for AC High Voltage Circuit Breakers

Rated on a Symmetrical Current Basis.

1.8.9.4.4 ANSI C37.41 - Standard Design Tests for High Voltage Fuses, Distribution Enclosed Single-Pole Air Switches, Fuse Disconnecting Switches and Accessories.

1.8.9.4.5 ANSI Z535.4 - Standard for Product Safety Signs and Labels.

1.8.9.5 Virginia Occupational and Safety Health (VOSH)

1.9 A Draft Report Submittal in electronic format should be provided to the County by the Contractor for review prior to formal completion and submittal of the Study.

The Draft copy should include sufficient data to allow the County to make comments, seek clarification and request or make revisions prior to the completed submittal.

1.10 The Final Report Submittal for each building system should summarize the results of the Study and should be submitted to the County in electronic format (pdf).

Submittal date will be determined for each building.

1.11 To authenticate the ARC Flash Hazard Analysis as being representative of actual building system conditions, all adjustable protective devices rated at 250 Amps or greater should be tested by the Contractor by visual test and thermal scan. If the results of the visual and thermal scans show evidence of problems, a follow up test utilizing primary injection testing to the requirements of the latest edition of the NETA Standard for Maintenance Testing Specifications for Electrical Power Equipment and Systems should be performed. The criticality and redundancy of the equipment being powered should be a consideration when determining if primary injection test is necessary. All existing circuit breakers 400 Amps and larger should be tested by primary injection test unless directed otherwise by the County.

1.11.1 The Contractor should be responsible for field adjustments of any County approved changes to the protective device settings.

1.11.2 Protective device setting change recommendations, as a result of the analysis in the Protective Device Coordination Study or the Arc Flash Hazard Analysis, should be approved by the County prior to implementation in the field by the Contractor.

1.11.3 All testing and settings adjustments should be completed under the supervision of a Level IV NETA or Electrical Power Testing NICET-certified technician.

1.11.4 Test reports detailing ‘as found’ and ‘as left’ settings for each protective device, along with results of all required tests, should be provided to the County for review and approval.

1.11.5 Protective device testing failures should be noted in the Arc Flash Analysis report as recommendations.

1.11.6 Field Adjustment of any relay and protective device settings based on any recommendations included in the Protective Device Coordination Study should be the responsibility of the Contractor.

1.11.7 The Contractor should notify the County of any required minor modifications to equipment that will accomplish conformance with the Short-Circuit and Protective Device Coordination Study.

1.11.8 The Contractor should notify the County of any required major equipment modifications identified in the Study.

1.11.9 The County will make all efforts to expedite system modifications to assure timely completion of the Study as required to meet contractual deadlines. If the County elects not to make any replacements or adjustments, the Contractor should furnish and install equipment arc flash warning labels based on actual existing equipment configuration and settings.

1.12 Confidentiality and Ownership of Work Product including any reports, information, intellectual property, data, drawings, specifications, estimates and summaries given to or prepared or assembled by the Contractor under the scope of work of the contract, should not be made available to any individual or organization by the contractor without prior written approval of the County. All of these will become the property of the County upon payment of fees as required by the contract.

1.13 Electrical Safety Program and Training Services should consist of the development and implementation of a written electrical safety procedure (template) that is specifically based upon the information developed during the Study and an accompanying Electrical Safety Training program covering Lock Out/Tag-Out/Try-Out (LOTO), Arc Flash Hazard, PPE and electrical safety fundamentals. The services should include:

1.13.1 Provision of all equipment, materials and labor to develop and perform training for two different employee categories (Qualified and Non-qualified) pursuant to the OSHA requirements and NFPA 70E safe work practices.

1.13.1.1 The Qualified personnel training session should be comprehensive in nature and provide the knowledge required to ensure that personnel are aware of the appropriate electrical safe work practices when working on or near energized electrical circuits or equipment with energies of 50 volts or greater and ensure that they are aware of the hazards of arc flash and blast.

1.13.1.1.1 The curriculum should cover the proper selection, use and maintenance of personal protective equipment (PPE) in accordance with the guidelines required in arc flash hazards category 1 through arc flash hazards category 4.

1.13.1.1.2 Qualified personnel training should be designed to accommodate a two (2) day training session. Training curriculum should also include Lock-Out/Tag-Out/Try-

Out training procedures to include the proper use of the LOTO procedure, understanding arc flash warning labels, basic electrical safety principles and program specific requirements.

1.13.1.2 Non-qualified personnel training should at a minimum be designed to accommodate a four (4) hour training session on general awareness of electrical hazards in the workplace and safe electrical work practices including Lock- Out/Tag-Out/Try-Out procedure.

1.13.2 The Contractor should provide hard and electronic copies of the Electrical Safety

Procedure Template in Microsoft Word document format, Safety Training Materials (Preferably in Microsoft PowerPoint) and Arc Flash Warning label data for use by County.

1.14 Deliverables – the following items should be provided at the conclusion of the project:

1.14.1 The Final Report and Analysis.

1.14.2 Blueprint and Electronic copies of One-Line diagrams.

1.14.3 Electronic copies of the Short-Circuit Study and data.

1.14.4 Electronic copies of the Coordination Study and data.

1.14.5 Electronic copies of the coordination curves for each major electrical equipment/circuit/ breaker/fuse/cable, etc.

1.14.6 Electronic copies of the Arc Flash Analysis showing the bus name, protective device name, bus kV, bus bolted fault (kA), protective device arcing fault (kA), trip/delay time (sec.), duration of arc (sec.), arc type, arc flash boundary (in.), working distance (in.), incident energy (cal/cm²) and required personal protective clothing (PPE) class.

1.14.7 Electronic copies of the Electrical Safety Program.

1.14.8 Hard and electronic copies of the Safety Training materials.

1.14.9 Hard and electronic copies of the Arc Flash Warning labels.

1.14.10 Recommendations to reduce arc flash hazards for equipment with incident energies over 40 cal/cm².

IV. INSTRUCTIONS

A. Submission and Receipt of Proposals

1. Offerors must submit proposals to the County either electronically or in hard copy.

If submitted electronically, proposals must be submitted via the County’s eProcurement system.

If submitted in hard copy, proposals must be delivered to:

Chesterfield County, Lane B. Ramsey Building c/o Procurement Department 9901 Lori Road P.O. Box 51 Chesterfield, Virginia 23832-0001 Monday-Friday 8:30 a.m. – 5:00 p.m.

All proposals, whether submitted electronically or in hard copy, must be received by the County no later than the date and time specified on the cover sheet.

2. If a proposal is submitted electronically and the offeror is invoking Code of Virginia § 2.2-4342F and providing Attachment D, the offeror must include both an unredacted copy and a redacted copy of the proposal with the submission.

3. If a proposal is submitted in hard copy, the offeror must submit one (1) original hard copy and one (1) electronic copy on USB Drive, and if the offeror is invoking Code of Virginia § 2.2-4342F and providing Attachment D, the offeror must also submit one

(1) redacted hard copy and one (1) redacted electronic copy on USB. Proposals that are submitted in hard copy will be digitized by the County, and the County’s digital file will become the permanent record of the proposal.

4. NOTE: If the proposal is submitted in hard copy, the electronic copy of the proposal on the USB drive must be an exact match of the paper copy, including signatures on all required forms, pamphlets, charts, promotional material, etc. There should be no deviation between the hard copy and the electronic copy.

5. Except as provided in Section IV.A.3, above, an offeror should not submit a proposal in both hard copy and electronically, but instead should choose only one method of submitting a proposal.

6. Should the offeror decide to utilize an express delivery service or hand deliver, please note that the Lane B. Ramsey Building is located at the intersection of Ironbridge Road (State Route 10) and Lori Road. All hard copy proposals shall be delivered to the Lobby. Hours for the Lane B. Ramsey Building are Monday – Friday 8:30 a.m. – 5:00 p.m.

7. For hard copy submissions, the offeror must mark the outside of the envelope with RFP# RFP26000305 and proposal subject, Arc Flash Studies and Breaker Testing Services.

8. It is the sole responsibility of each offeror for ensuring that their hard copy proposal is stamped by Procurement Department personnel or a Procurement Department designee before the deadline indicated in Paragraph A of these instructions or that their electronic proposal is accepted through the County’s eProcurement system before the deadline indicated in Paragraph A of these instructions; acceptance of an electronic submission may be verified through the offeror’s supplier account in the eProcurement system. Proposals and/or any addenda pertaining thereto that are received after the date and time indicated in Paragraph A of these instructions, whether by mail, electronically, or otherwise, will not be considered and will be returned to the offeror. However, nothing in this RFP precludes the County from requesting additional information at any time during the procurement process from any offeror.

9. In the event that Chesterfield County government offices are not operating under normal staffing levels or if the location for pre-proposal meetings or receipt of proposals is inaccessible due to inclement weather or other emergency situations at the published time, the proposal submission or pre-proposal meeting will default to the next regular business day at the same time.

10. If you are an individual with a disability and require a reasonable accommodation, please notify the Procurement Department at (804) 748-1617, three working days prior to need.

11. Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. On the contrary, all responsible firms are encouraged to submit proposals. Any requirements listed herein are intended to describe qualifications, certifications and/or experience considered to be vital and should be used as guidelines for proposal submission. Firms not meeting specific requirements listed herein are encouraged to list and/or demonstrate alternate qualifications, certifications and/or experience for consideration.

12. Any proposal submitted MUST include the cover sheet which has been signed by an individual authorized to bind the offeror. All proposals submitted without such signature will not be considered. Proposals submitted electronically may be executed by electronic signatures.

a. If the offeror is a corporation, the offeror shall show the title of the individual signing the proposal, and if the individual is not the president, vice president, or chief executive officer of the corporation, if requested, the offeror shall submit proof that the individual has the authority to bind the corporation.

b. If the offeror is a partnership, the offeror shall show the title of the individual signing the proposal, and if the individual is not the general partner of the partnership, if requested, the offeror shall submit proof that the individual has the authority to bind the partnership.

c. If the offeror is a limited liability company, the offeror shall show the title of the individual signing the proposal, and if the individual is not a member or manager of the limited liability company, if requested, the offeror shall submit proof that the individual has the authority to bind the limited liability company.

13. Proposals shall not be accepted via fax or email.

14. For information pertaining to the decision to award and/or award on this procurement transaction, offerors may access public notification electronically at www.chesterfield.gov/procurement.

B. Submittal Format

In order to facilitate the analysis of responses to this RFP, offerors should prepare the proposal in accordance with the instructions outlined in this section and should structure the proposal so that it contains individual tabs/sections detailing proposed services.

1. Offeror’s responses should be prepared as simply as possible with straightforward, concise descriptions of their capabilities to satisfy the requirements of this RFP.

2. Expensive bindings, color displays, promotional materials, demo CDs, etc., are not needed. Emphasis should be concentrated on accuracy, completeness, and clarity of content. All information should be presented in a non-technical format to ensure understanding. All responses should be tailored specifically for the County.

3. The County encourages proposals that provide innovative alternatives to addressing the County’s existing needs as described in the solicitation. Information which the offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. The County is under no obligation to consider or negotiate information or documentation that is submitted not in compliance with the requirements herein or that is submitted by an offeror after the deadline for submission of the proposal identified in Section IV(A)(1) above. Notwithstanding the preceding sentence, the County may, in its sole discretion, consider and/or negotiate such submissions.

4. Detailed Submittal Format

a. Introduction letter signed cover sheet, completed Attachment A – Virginia State Corporation Commission (SCC) Registration Information form, and addenda acknowledgement, if applicable.

b. Executive summary – Provide a narrative, prepared in non-technical terms, summarizing the offeror’s proposal. The executive summary should identify the primary contact for the offeror including name, address, telephone number and email address.

c. A detailed description of the services to be provided which addresses each of the topics listed in the Scope of Work/Specifications. Clearly state the offeror’s ability to meet or exceed the requested services.

d. Statement of qualifications and capacity of firm to provide services required in the RFP. The offeror should include a description of the organizational and staff experience as it relates to meeting the County’s needs, including experience administering similar contracts for governmental entities. The response should address the offeror’s size, structure, and number of years in business.

e. Key Individuals – The offeror should provide a list of key individuals to be assigned to the County’s contract, specify their role in administering the contract, and provide a current biography/resume for each individual.

f. References - All offerors should include a list of a minimum of three references, from similar projects/contracts, who could attest to the offeror’s knowledge, quality of work, timeliness, diligence, flexibility, and ability to meet budget constraints. Include names and addresses, contact persons, phone numbers and e-mail addresses of all references. The County reserves the right to contact references other than, and/or in addition to those furnished by an offeror.

References may or may not be reviewed or contacted at the discretion of the County.

V. TERMS AND CONDITIONS

The following terms and conditions are applicable to, and incorporated by reference in, any governmental procurement from a nongovernmental source conducted by the Chesterfield County Procurement Department (or pursuant to delegated purchasing authority) on behalf of all Chesterfield County public bodies, as public bodies are defined in Code of Virginia Section 2.2-4301, as amended, including any agencies, boards, authorities, or other entities for which the Chesterfield County Procurement Department acts as purchasing agent. The term “County” as used herein, or in any general or special terms and conditions means the applicable entity or entities listed above that is/are procuring goods and/or services from a nongovernmental source.

“Contractor” means the nongovernmental entity entering into an agreement with the County to provide goods and/or services to the County. “Contract” means the agreement between the County and the Contractor for the provision of goods and/or services to the County.

NOTE: Certain terms and conditions may not be applicable based on the method of procurement and the good/service being procured.

GENERAL TERMS AND CONDITIONS: SOLICITATION PROCESS

The following terms and conditions in this section describe certain aspects of the solicitation process. Additional aspects of the solicitation process may be described in other sections of the IFB. The terms and conditions in this Section A form part of the contract.

1. Addenda: No changes or supplemental instructions to a solicitation shall be applicable unless in the form of written addenda. Most addenda are downloadable from the Procurement Department web site at: www.chesterfield.gov/ping. Each bidder/offeror is responsible for obtaining all addenda posted at the Procurement Department website or by calling (804) 748-1617. Acknowledgement of receipt of all addenda shall be in the space provided within the solicitation or by returning a copy of each signed addendum. Failure to do so may result in rejection of the bid/proposal. All addenda issued shall become part of the solicitation and all resulting contract documents.

Prior Defaulted Contracts: The County may, in its sole discretion, choose not to make an award to a bidder/offeror who has previously had a contract with the County terminated for the bidder’s/offeror’s default or has been debarred by another public entity. This provision also applies if any parent company, principal, officer, or wholly owned subsidiary of the bidder/offeror has had a contract with the County terminated for default.

3. Proprietary Information: Code of Virginia Section 2.2-4342(F), as amended, states: "Trade secrets or proprietary information submitted by a bidder, offeror, or Contractor in connection with a procurement transaction or prequalification application submitted pursuant to subsection B of §2.2‐4317 shall not be subject to the Virginia Freedom of Information Act (2.2‐3700 et seq.); however, the bidder, offeror or Contractor shall (i) invoke the protections of this section prior to or upon submission of the data or other materials, (ii) identify the data or other materials to be protected, and (iii) state the reasons why protection is necessary.” If the exemption from disclosure provided by Code of Virginia Section 2.2‐4342(F), as amended, is not properly invoked then the bids/proposals will be subject to disclosure pursuant to applicable law.

4. References: If requested, the bidder/offeror shall provide references which document past work performance and experience in the type of work required for the Contract. The County may contact all references furnished by bidders/offerors. The right is further reserved by the County to contact references other than, and/or in addition to, those furnished by the bidder/offeror.

5. Technology Agreements: Offerors must submit with their proposal any terms of service, term of use, end user license agreements, software license agreements, or any other term and conditions that are required to use or support the product or service being provided. The provisions of any such terms and conditions that are submitted with a proposal will be negotiated with the offeror if the offeror is selected for an award of the Contract.

6. Vendor Rewards/Gift Programs: It is the policy of the County not to participate in any rewards programs offered by vendors and not to accept any gifts or gift cards, or other rewards from vendors for purchases made by the County. Any bidder/offer who provides rewards programs, gifts or gift cards, or other rewards to its customers for purchases made by such customers, must identify this fact in its bid/proposal and demonstrate in the bid/proposal how it has applied the value of such rewards to a reduction in the price of the goods and/or services being offered to the County.

B. GENERAL TERMS AND CONDITIONS: CONTRACT TERMS

The terms and conditions in this Section B form part of the Contract.

7. Appropriation of Funds: The continuation of the terms, conditions, and provisions of the Contract beyond the end of the County’s fiscal year on June 30 of any year is subject to approval and ratification by the Chesterfield County Board of Supervisors, and the School Board of Chesterfield County, as applicable, and appropriation by them of the necessary money to fund the Contract for each succeeding year. In the event of non-appropriation of funds, the Contract shall be automatically terminated with no recourse for the Contractor.

8. Assignment of Contract: The County and Contractor bind themselves and any successors, and assigns to the Contract. The employees of the Contractor shall perform the work necessary to fulfill the Contract. The Contractor shall not assign or transfer any of its interest in the Contract without the prior written consent of the County. Nothing herein shall be construed as creating any personal liability on the part of any officer or agent of the County, nor shall it be construed as giving any rights or benefits hereunder to anyone other than the County and Contractor.

9. Audit of Vendor Records: Contractor shall maintain full and accurate records with respect to all matters covered under the Contract including, without limitation, accounting records, written policies and…