Automatic_Transfer_Switch_Testing,_Maintenance,_and_Repair_Services_(Addendum_#2_Revision).pdf

INVITATION FOR BID

AVN IFB-26-0125

AUTOMATIC TRANSFER SWITCH TESTING,

MAINTENANCE, AND REPAIR SERVICES

CITY OF PHOENIX

AVIATION

2485 EAST BUCKEYE ROAD

PHOENIX, AZ

85034

RELEASE DATE: January 6, 2026

DEADLINE FOR QUESTIONS: January 19, 2026

RESPONSE DEADLINE: March 12, 2026, 3:00 pm

City of Phoenix

INVITATION FOR BID

AVN IFB-26-0125

Automatic Transfer Switch Testing, Maintenance, and Repair

Services

1. INTRODUCTION

2. INSTRUCTIONS

3. SCOPE OF WORK

4. EVALUATION PROCESS

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. DEFENSE AND INDEMNIFICATION

8. INSURANCE REQUIREMENTS

9. SUBMITTALS

10. PRICING PROPOSAL

Attachments:

A - Aviation Department - Automatic Transfer Switch Equipment List

B - Public Works Department - Automatic Transfer Switch Equipment List

C - Public Works Department - Automatic Transfer Switch PM Checklist

D - Supplemental Terms And Conditions To All Airport Agreements REV. 9.2.25

E - Sensitive Security Information Acknowledgement Form

F - Acceptance of Offer Form 2025

Invitation For Bid #AVN IFB-26-0125 Title: Automatic Transfer Switch Testing, Maintenance, and Repair Services

1. Introduction

1.1. Contact Information

Rachel Fisher

Aviation

Email: rachel.fisher@phoenix.gov

Phone: (602) 273-4082

1.2. Schedule of Events

The City reserves the right to change dates, times, and locations, as necessary. The City does not always hold a Pre-Offer Conference or Site Visit. All times in the Schedule of Events are

Local Phoenix, AZ Time.

To request a reasonable accommodation or alternative format for any public meeting, please contact the Procurement Officer (Rachel Fisher) at (602) 273-4082/Voice or 711/TTY, or rachel.fisher@phoenix.gov, no later than two (2) days prior to the meeting.

Solicitation Issue Date: January 6, 2026

Pre-Offer Conference (Non-Mandatory): January 13, 2026, 10:00am

To RSVP/ Register, please visit:

https://cityofphoenix.webex.com/weblink/reg ister/r8a90b134d7f8e373221de911786566b e

Written Inquiries Due Date: January 19, 2026, 3:00pm

Offer Due Date: March 12, 2026, 3:00pm

Public offer opening will begin at 3:00pm

To attend virtually, please visit:

https://cityofphoenix.webex.com/cityofphoen ix/j.php?MTID=m8e82bf260f1e5931beba35f

5bd763e42

Join by phone

+1-415-655-0001 US Toll

Access code: 2339 154 3680 https://cityofphoenix.webex.com/weblink/register/r8a90b134d7f8e373221de911786566be https://cityofphoenix.webex.com/weblink/register/r8a90b134d7f8e373221de911786566be https://cityofphoenix.webex.com/weblink/register/r8a90b134d7f8e373221de911786566be https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m8e82bf260f1e5931beba35f5bd763e42 https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m8e82bf260f1e5931beba35f5bd763e42

Please note: registration or RSVP to participate in the Pre-Offer Conference is required in order to obtain the Pre-Offer Conference meeting information. An Offeror who wishes to join the Pre-

Offer Conference for this solicitation is required to register using the weblink or access code provided prior to the meeting. Upon completion of registration, the Pre-Offer Conference meeting information will be forwarded to the registered email address.

2. Instructions

2.1. Description – Statement of Need

The City of Phoenix invites sealed offers for automatic transfer switch testing, maintenance, and repair services for the Aviation and Public Works Departments for a three (3)-year term with two

(2) one (1)-year options to extend commencing on or about June 1, 2026, in accordance with the specifications and provisions contained herein or the “Effective Date” which is upon award by City Council, conditioned upon signature and recording by the City Clerk’s department, as required by the Phoenix City Code, whichever is later.

The required services in this IFB are separated into two Groups:

• Group 1 - Aviation Department

• Group 2 - Public Works Department

Each Group will be awarded separately, and the City reserves the right to multiple awards.

Offerors may submit Offers for and be awarded one or both Groups in this IFB.

This solicitation is available through the City’s Procurement Portal. For technical support issues related to the City's Procurement Portal, Offeror may use the support bubble on the bottom right, or email procurement-support@opengov.com for any assistance. For other issues related to this solicitation please contact the procurement officer listed under Contact Information.

Notwithstanding the foregoing, this Agreement will terminate upon the earliest occurrence: by reaching the end of the term including any extensions exercised, or termination pursuant to the provisions of this Agreement.

2.2. Minimum Qualifications

The qualified and responsive Offeror(s) must meet all minimum qualifications listed below.

Should an Offeror fail to meet one of the minimum qualifications identified, the Offer will be disqualified as non-responsive.

A. Business Experience: Offeror must have been in operation a minimum of three (3) years within the last five (5) years, with normal business activity focused on the installation/replacement, inspection, testing, troubleshooting, and repair of emergency systems/automatic transfer switches (ATS).

B. License Requirements: At the time of the offer submission, the Offeror must possess a

C-11 – Electrical license from the Arizona Registrar of Contractors (ROC).

1. The license must be maintained for the life of the Contract. For any questions concerning license application, requirements, and/or reciprocity agreements with other states, please consult the ROC.

2. If the Arizona ROC changes the type(s) of license(s) required to provide this service, the Contractor will be required to obtain said license(s). Failure to obtain and maintain the license(s) required by the ROC throughout the term of the Contract will be deemed a material breach.

mailto:procurement-support@opengov.com

2.3. Preparation of Offer

All forms provided must be completed and submitted with the Offer. The signed and completed

Conflict of Interest and Transparency form must be included or your Offer may be deemed non-responsive.

It is permissible to copy Submittal forms if necessary. Erasures, interlineations, or other modifications of the Offer must be initialed in original ink by the authorized person signing the

Offer. No offer will be altered, amended or withdrawn after the specified offer due date and time.

The City is not responsible for Offeror’s errors or omissions.

All time periods stated as a number of days will be calendar days.

It is the responsibility of all Offerors to examine the entire solicitation and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting an offer. Negligence in preparing an offer confers no right of withdrawal after due date and time. Offerors are strongly encouraged to:

A. Consider applicable laws and/or economic conditions that may affect cost, progress, performance, or furnishing of the products or services.

B. Study and carefully correlate Offeror’s knowledge and observations with the solicitation and other related data.

C. Promptly notify the City of all conflicts, errors, ambiguities, or discrepancies that Offeror has discovered in or between the solicitation and other related documents.

D. The City does not reimburse the cost of developing, presenting or providing any response to this solicitation. Offers submitted for consideration should be prepared simply and economically, providing adequate information in a straightforward and concise manner. The Offeror is responsible for all costs incurred in responding to this solicitation. All materials and documents submitted in response to this solicitation become the property of the City and will not be returned.

E. Offerors are reminded that the specifications stated in the solicitation are the minimum level required and that offers submitted must be for products or services that meet or exceed the minimum level of all features specifically listed in this solicitation. Offers offering less than any minimum specifications or criteria specified are not responsive and should not be submitted.

F. Offer responses submitted for products considered by the seller to be acceptable alternates to the brand names or manufacturer’s catalog references specified herein must be submitted with technical literature and/or detailed product brochures for the

City’s use to evaluate the products offered. Offers submitted without this product information may be considered as non-responsive and rejected. The City will be the sole judge as to the acceptability of alternate products offered.

G. Prices will be submitted on a per unit basis by line item, when applicable. In the event of a disparity between the unit price and extended price, the unit price will prevail unless obviously in error.

2.4. Fixed Offer Price Period

All offers shall be firm and fixed for a period of 180 calendar days from the solicitation opening date.

2.5. Obtaining a Copy of the Solicitation and Addenda

Interested Offerors may download the complete solicitation and addenda from the City's

Procurement Portal: https://procurement.opengov.com/portal/phoenix/projects/202846. Any interested Offerors without internet access may obtain this solicitation by calling the

Procurement Officer or picking up a copy during regular business hours at the City of Phoenix, Aviation Headquarters, 2485 East Buckeye Road, Phoenix, Arizona 85034. It is the Offeror’s responsibility to check the City's Procurement Portal, read the entire solicitation, and verify all required information is submitted with their Offer.

2.6. Exceptions

Offeror must not take any exceptions to any terms, conditions or material requirements of this solicitation. Offers submitted with exceptions may be deemed non-responsive and disqualified from further consideration in the City’s sole discretion. Offerors must conform to all the requirements specified in the solicitation. The City encourages Offerors to send inquiries to the

Procurement Officer rather than including exceptions in their Offer.

2.7. Inquiries

All questions that arise relating to this solicitation should be directed via City’s Procurement

Portal and must be received by the due date indicated in the Schedule of Events. The City will not consider questions received after the deadline.

No informal contact initiated by Offerors on the proposed service will be allowed with members of City’s staff from date of distribution of this solicitation until after city council awards the contract. All questions concerning or issues related to this solicitation must be presented in writing.

The Procurement Officer will answer written inquiries in an addendum and publish any addenda on the City’s Procurement Portal.

2.8. Addenda

The City of Phoenix will not be responsible for any oral instructions made by any employees or officers of the City of Phoenix regarding this solicitation. Any changes will be in the form of an addendum. The Offeror must acknowledge receipt of any/all addenda through the City's

Procurement Portal.

https://procurement.opengov.com/portal/phoenix/projects/202846

2.9. Licenses

If required by law for the operation of the business or work related to this Offer, Offeror must possess all valid certifications and/or licenses as required by federal, state or local laws at the time of submittal.

2.10. Certifications

By signature in the Offer section of the Offer and Acceptance page(s), Offeror certifies:

• The submission of the Offer did not involve collusion or other anti-competitive practices.

• The Offeror must not discriminate against any employee, or applicant for employment in violation of Federal or State Law.

• The Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted Offer.

2.11. Submission of Offer

Offers must be in possession of the Aviation Department on or prior to the exact time and date indicated in the Schedule of Events. Late offers will not be considered. The prevailing clock will be the Aviation Department’s clock.

Offers should be submitted electronically via the City’s Procurement Portal by clicking on “Draft

Response” via https://procurement.opengov.com/portal/phoenix/projects/202846. Offerors that are unable to submit electronically should contact the Procurement Officer to discuss the logistics of hard copy submittals. Offerors must be registered with OpenGov by signing up via https://procurement.opengov.com/signup. Vendor training guides can be found at: https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

Any original documents (such as bonds, guaranties, powers of attorney), if required by the solicitation, must be separately delivered to and received by the City on or prior to the exact time and date indicated in the Schedule of Events, with a clear indication of the Offer for which it is attributed.

It is the responsibility of the Offeror to ensure that the Offer is timely and to confirm that there are no technical reasons that any offer submitted electronically may be delayed. The date and time on the upload as received/stamped by the City’s Procurement Portal will provide proof of submission and verification whether the Offer was received on or prior to the exact time and date indicated in the Schedule of Events.

For assistance with submittals, vendors are welcome to use the OpenGov support chat (blue chat bubble in the bottom right corner) to connect with a member of OpenGov's support team who will be able to assist you with your submission.

Please DO NOT submit links to Google Docs, Dropbox Paper, or similar services. Your offer may be deemed non-responsive if your offer is supplied utilizing these services.

https://procurement.opengov.com/portal/phoenix/projects/202846 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

2.12. Withdrawal of Offer

At any time prior to the solicitation due date and time, an Offeror (or designated representative) may withdraw the Offer by clicking “Unsubmit Response” on the Offer submission via the City’s

Procurement Portal.

2.13. Offer Results

Offer openings will take place on their designated date and time indicated in the Schedule of

Events, through remote video and telephone conference with the link and dial-in phone number below:

Meeting Link https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m8e82bf260f1e5931beba35f5bd763 e42

Join by phone:

+1-415-655-0001 US Toll

Access code:

2339 154 3680

The name of each Offeror, and the price may be read and/or viewed. Offers are not available for public inspection until after the City has posted the award recommendation on the City's

Procurement Portal.

The City will post the Offeror’s name on the City's Procurement

Portal: https://procurement.opengov.com/portal/phoenix/projects/202846 within five business days of the offer opening. Offers are not available for public inspection until after the City has posted the award recommendation on the City's Procurement Portal. Once the City has reviewed the offers, the City will post an award recommendation on the City's Procurement

Portal. The City will not provide any further notification to unsuccessful Offerors.

2.14. Certificates of Insurance

Upon notification of a recommended award, the Offeror will have 30 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the

Insurance Requirements of this solicitation. Insurance requirements are non-negotiable.

2.15. Award of Contract

Unless otherwise indicated, award(s) will be made to responsive, responsible Offeror(s) who are regularly established in the service, or providing the goods, contained in this solicitation and who have demonstrated the ability to perform in an acceptable manner.

A. Factors that may be considered by the City include:

1. Technical capability of the Offeror to accomplish the scope of work required in the

Solicitation. This may include performance history on past and current government or industrial contracts; and, https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m8e82bf260f1e5931beba35f5bd763e42 https://procurement.opengov.com/portal/phoenix/projects/202846

2. Demonstrated availability of the necessary manpower (both supervisory and operational personnel) and necessary equipment to accomplish the scope of work in the Solicitation; and,

3. Safety record; and,

4. Offeror history of complaints and termination for convenience or cause.

B. Notwithstanding any other provision of this solicitation, the City reserves the right to: (1) waive any immaterial defect or informality; or (2) reject any or all offers or portions thereof; or (3) reissue a solicitation.

C. A response to a solicitation is an offer to contract with the City based upon the terms, conditions, and specifications contained in the City’s solicitation. Offers do not become contracts until they are executed by the Chief Procurement Officer or Department

Director. A contract has its inception in the award, eliminating a formal signing of a separate contract. For that reason, all of the terms, conditions and specifications of the procurement contract are contained in the solicitation, and in any addendum or contract amendment.

2.16. Solicitation Transparency Policy

Commencing on the date and time a solicitation is published, potential or actual Offerors or respondents (including their representatives) shall only discuss matters associated with the solicitation with the Mayor, any members of City Council, the City Manager, any Deputy City

Manager, or any department director directly associated with the solicitation (including in each case their assigned staff, except for the designated Procurement Officer) at a public meeting, posted under Arizona Statutes, until the resulting contract(s) are awarded to all offers or responses are rejected and the solicitation is cancelled without any announcement by the

Procurement Officer of the City’s intent to reissue the same or similar solicitation.

As long as the solicitation is not discussed, Offerors may continue to conduct business with the

City and discuss business that is unrelated to the solicitation with the City staff. Offerors may not discuss the solicitation with any City employees or evaluation panel members.

Offerors may discuss their proposal or the solicitation with the Mayor or one or more members of the Phoenix City Council, provided such meetings are scheduled through the Procurement

Officer, and are posted as open meetings with the City Clerk at least 24 hours prior to the scheduled meetings. The City Clerk will be responsible for posting the meetings. The posted notice shall identify the participants and the subject matter, as well as invite the public to participate.

With respect to the selection of the successful Offerors, the City Manager and/or City Manager's

Office will continue the past practice of exerting no undue influence on the process. In all solicitations of bids and proposals, any direction on the selection from the City Manager and/or

City Manager's Office and Department Head (or representative) to the proposal review panel or selecting authority must be provided in writing to all prospective Offerors.

This policy is intended to create a level playing field for all Offerors, assure that contracts are awarded in public, and protect the integrity of the selection process. OFFERORS THAT

VIOLATE THIS POLICY SHALL BE DISQUALIFIED. After official Notice is received by the City for disqualification, the Offeror may follow the Protest process, unless the Solicitation is cancelled without notice of intent to re-issue.

“To discuss” means any contact by the Offeror, regardless of whether the City responds to the contact. Offerors that violate this policy will be disqualified until the resulting contract(s) are awarded, or all offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of the City’s intent to reissue the same or a similar solicitation. The City interprets the policy as continuing through a cancellation of a solicitation until Council award of the contract, as long as the City cancels with a statement that the City will rebid the solicitation.

2.17. Protest Process

Offeror may protest the contents of a solicitation no later than seven days before the solicitation deadline when the protest is based on an apparent alleged mistake, impropriety or defect in the solicitation. Protests filed regarding the solicitation may be addressed by an amendment to the solicitation or denied by the City. If denied, the opening and award will proceed unless the City determines that it is in the City’s best interests to set new deadlines, amend the solicitation, cancel or re-bid.

Therefore, unless otherwise notified by a formal amendment, the Protester must adhere to all solicitation dates and deadlines, including timely filing of an offer, regardless of filing a protest.

Offeror may protest an adverse determination issued by the City regarding responsibility and responsiveness, within seven days of the date the Offeror was notified of the adverse determination.

Offeror may protest an award recommendation if the Offeror can establish that it had a substantial chance of being awarded the contract and will be harmed by the recommended award. The City will post recommendations on the City’s Procurement Portal to award the contract(s) to an Offeror(s). Offeror must submit award protests within seven days after the posting of the award recommendation, with exceptions only for good cause shown, within the

City’s full and final discretion.

All protests will be in writing, filed with the Procurement Officer identified in the solicitation and include the following:

• Identification of the solicitation number;

• The name, address and telephone number of the protester;

• A detailed statement describing the legal and factual grounds for the protest, including copies of relevant documents;

• The form of relief requested; and

• The signature of the protester or its authorized representative.

The Procurement Officer will render a written decision within a reasonable period after the protest is filed. The City will not request City Council authorization to award the contract until the protest process is complete. All protests and appeals must be submitted in accordance with the

City’s Procurement Code, (Phoenix City Code, Ch. 43) and any protests or appeals not submitted within the time requirements will not be considered. Protests must be filed with the

Procurement Officer.

2.18. Public Record

All Offers submitted in response to this solicitation will become the property of the City and become a matter of public record available for review pursuant to Arizona State law. If an

Offeror believes that a specific section of its Offer response is confidential, the Offeror will isolate the pages marked confidential in a specific and clearly labeled section of its Offer response. An Offeror may request specific information contained within its Offer is treated by the

Procurement Officer as confidential provided the Offeror clearly labels the information

“confidential.” To the extent necessary for the evaluation process, information marked as

“confidential” will not be treated as confidential. Once the procurement file becomes available for public inspection, the Procurement Officer will not make any information identified by the

Offerors as “confidential” available to the public unless necessary to support the evaluation process or if specifically requested in accordance with applicable public records law. When a public records request for such information is received, the Procurement Officer will notify the

Offeror in writing of any request to view any portion of its Offer marked “confidential.” The

Offeror will have the time set forth in the notice to obtain a court order enjoining such disclosure.

If the Offeror does not provide the Procurement Officer with a court order enjoining release of the information during the designated time, the Procurement Officer will make the information requested available for inspection.

2.19. Late Offers

Late Offers must be rejected, except for good cause. If a late Offer is submitted, the Department will document the date and time of the submittal of the late Offer, keep the Offer and notify the

Offeror that its Offer was disqualified for being a late Offer.

2.20. Right to Disqualify

The City reserves the right to disqualify any Offeror who fails to provide information or data requested or who provides materially inaccurate or misleading information or data. The City further reserves the right to disqualify any Offeror on the basis of any real or apparent conflict of interest that is disclosed by the Offer submitted or any other data or information available to the

City. This disqualification is at the sole discretion of the City. By submission of a solicitation response, the Offeror waives any right to object now or at any future time, before any agency or body including, but not limited to, the City Council of the City or any court as to the exercise by the City of such right to disqualify or as to any disqualification by reason of real or apparent conflict of interest determined by the City. The City reserves the right to replace the disqualified

Offeror.

2.21. Contract Award

In accordance with the City of Phoenix Code, Chapter 43, Section 43-12, Competitive Sealed

Bidding, award(s) shall be made to the lowest responsive and responsible offeror(s) whose offer conforms in all material respects to the requirements set forth in this solicitation. The City reserves the right to award a contract by individual line items, by group, all or none, or any other combination most advantageous to the City. The City reserves the right to award multiple contracts.

2.22. Determining Responsiveness and Responsibility

Offers will be reviewed for documentation of any required minimum qualifications, and completeness and compliance with the solicitation requirements. The City reserves sole discretion to determine responsiveness and responsibility.

Responsiveness: Nonresponsive Offers will not be considered in the evaluation process. The solicitation states criteria that determine responsiveness, and the solicitation includes terms and conditions that if included or excluded from Offers will render an Offer nonresponsive.

Responsibility: To obtain true economy, the City must conduct solicitations to minimize the possibility of a subsequent default by the Offeror, late deliveries, or other unsatisfactory performance that may result in additional administrative costs. It is important that the Offeror be a responsible Offeror. Responsibility includes the Offeror’s integrity, skill, capacity, experience, and facilities for conducting the work to be performed.

2.23. Equal Low Offer

Contract award will be made by putting the names of the tied vendors in a cup for a blind drawing limited to those bidders with tied offers. If time permits, the offerors involved will be given an opportunity to attend the drawing. The drawing will be witnessed by at least three persons, and the contract file will contain the names and addresses of the witnesses.

3. Scope of Work

3.1. Introduction

A. The City of Phoenix Aviation Department (Aviation) and Public Works Department

(Public Works) invites electronic offers to provide full-service electrical work for the installation, replacement, repair, preventative maintenance, inspection, troubleshooting, and testing of emergency systems/automatic transfer switches (ATS) at Phoenix Sky

Harbor International Airport, Deer Valley Airport, Goodyear Airport (collectively

“Airports”) and surrounding Aviation-maintained City-owned facilities, and various Public

Works Department locations citywide on an as-needed basis for a three (3)-year contract term with two (2) one-year options to extend, commencing on or about June 1, 2026.

The Aviation and Public Works Departments are 24-hour-a-day / 7-day-a-week / 365-day-a-year (24/7/365) operations.

B. Group 1 – Aviation Only: The Aviation Department is subject to Federal Aviation

Administration (FAA) security mandates.

C. Group 1 – Aviation Only: The Contractor and its employees will be required to work and operate a motor vehicle within the secured areas of the Airports. All staff working under this contract must pass a Security Threat Assessment and Criminal Background

Check as well as take the Airfield Driver Training Program and pass an interactive test to obtain the Airfield Driving permit endorsement on their security badge. The Contractor must request “Escort” privileges for their badged employees who will then be responsible for escorting any non-badged technicians when needed.

3.2. City Department Representative

The City Department Representative (CDR) for this contract, or their designee, will coordinate all work and will be the sole judge concerning acceptability and quality of work. The CDR will be consulted on any concerns and issues arising during the performance of this contract.

A. Group 1 - Aviation:Desmond Aponte(602) 515-9297desmond.aponte@phoenix.gov

Alejandro Gutierrez(602) 877-2360alejandro.gutierrez@phoenix.gov

B. Group 2 - Public Works: Joe Nunez(602) 534-5087joe.nunez@phoenix.gov Brandon

Gaines(602) 262-1869brandon.gaines@phoenix.gov

3.3. Locations

The Contractor will provide services in various facilities owned or maintained by the City. This includes, but is not limited to:

A. Group 1 – Aviation Department

1. Phoenix Sky Harbor International Airport and surrounding Aviation-maintained properties.

2. Deer Valley Airport mailto:desmond.aponte@phoenix.gov mailto:alejandro.gutierrez@phoenix.gov mailto:joe.nunez@phoenix.gov mailto:brandon.gaines@phoenix.gov

3. Goodyear Airport

4. See Attachment A – Aviation Department - Automatic Transfer Switch Equipment

List for more information.

B. Group 2 – Public Works Department

1. Various Public Works Department locations city-wide.

2. See Attachment B – Public Works Department - Automatic Transfer Switch

Equipment List for more information.

3.4. Definitions

A. Apprentice/Helper: Supports electricians with tasks that require some skill, carry materials, tools, supplies and labor assistance as needed.

B. Automatic Transfer Switch (ATS): A device that automatically transfers electrical load between primary (utility) and secondary (backup) power sources, compliant with NFPA

110 Chapter 6 and listed for emergency use per NFPA 70 (NEC) Article 700.5(C).

C. Emergency: An emergency is defined by the CDR or designee.

D. Emergency Power Supply (EPS): The source of electric power of the required capacity and quality for an emergency power supply system.

E. Emergency Power Supply System (EPSS): A complete functioning EPS system coupled to a system of conductors, disconnecting means, and over current devices, transfer switches, and all control supervisory, and support devices up to and including the load terminals of the transfer equipment needed for the system to operate as a safe and reliable source of electric power.

F. Cabling: Shall refer to a minimum of 4/0 gauge copper welding cable. The cabling shall be provided with the proper connectors/connections required to connect the EPSS. The

Cam Lock type connectors are the required connection system.

G. Technician/Journeyman: Skilled tradesperson who has completed an apprenticeship and is fully trained in electrical work. Knowledgeable in commercial or industrial emergency electrical systems to install, maintain, or troubleshoot ATS units.

3.5. Applicable Laws and Standards

Contractor must comply with all building codes, accepted industry standards, best workmanship practices, federal, state, and local applicable laws, standards, and regulations that govern all requirements of the work, including, but not limited to, the following:

A. Aviation and Public Works guidelines as they pertain to insurance and security.

B. National Electrical Code (NEC), latest edition.

C. National Fire Protection Association (NFPA) including but not limited to: NFPA 110, NFPA 70, NFPA 70E, latest editions, and NFPA 111 – Stored Electrical Energy

Emergency and Standby Power Systems (where applicable).

D. Occupational Safety and Health Administration (OSHA).

E. International Building Code (IBC), current adopted edition, for installation requirements.

F. Group 1 – Aviation Only: FAA Advisory Circulars, including AC 150/5345-53D (Airport

Lighting Equipment Certification Program) and AC 150/5370-10 (Standards for Airport

Construction), for work in airside areas.

3.6. General Requirements

Contractor must:

A. Provide all labor, supervision, material(s), equipment, tools, transportation, and methods of communication and, if required, any additional miscellaneous services necessary to meet the requirements of the specified services throughout the term of the contract.

Contractor will only be paid for time at the work site. Travel time and mileage charges are not allowed.

B. Be responsible to obtain all licenses necessary to perform all work under this contract.

1. Any contractor or subcontractor performing testing on ATS must have a NETA Level

2 or higher certification.

2. Any contractor or subcontractor providing repair on a piece of equipment that fails

ATS testing must have a C-11 license from the Arizona ROC.

C. Provide services in accordance with the NFPA 110, 70, 70E, and all federal, state, and local applicable laws, standards, and regulations.

D. Be responsible for the transportation of equipment in need of repair to and from the

Contractor's facility.

E. Respond and attend meetings as requested by the CDR or designee.

F. Supply equipment and training for Lock Out/Tag Out procedures, in accordance with

OSHA, NFPA, and NEC regulations. The CDR reserves the right to request documentation of all training records for contract and subcontracted employees.

G. Be responsible to ensure the Contractor’s technicians and subcontractors are properly trained and supplied with personal protective equipment (PPE) and training to remain in compliance with NEC, NFPA 100 and 70E regulations in regard to Arc Flash fault current potential and other safety concerns.

H. Ensure all technicians have ongoing training on current and new technologies throughout the term of the contract, including current training in the latest edition of the

NFPA 70E requirements.

I. Provide an itemized cost estimate detailing necessary parts, materials, including discounts, and labor charges necessary to complete all work. No work is to be performed without the prior written approval of the CDR or designee.

1. The CDR or designee will provide the Contractor with a Purchase Order (PO) or

Shopping Cart (SC) number. This is the approval for the Contractor to begin the repair or commence a project. No work should be done without the receipt of a PO or

SC number. If Contractor has not received a PO or SC number, please contact the

CDR or designee immediately.

2. In the case of an emergency repair, the Contractor may complete the necessary repairs required to place the equipment back in service as soon as possible on the verbal approval from the CDR or designee. The CDR or designee will provide the PO number or SC number as soon as practical.

3. Parts necessary for repair(s) or maintenance shall require written approval from the

CDR or designee prior to purchase and installation. Freight and associated miscellaneous costs are not allowed and will not be paid. In the event that parts are not available locally and need to be obtained from out of the state, or the CDR requests expedited shipping, the Contractor must consult with CDR or designee on the shipping methods prior to ordering. Any expedited shipping must have prior written approval from the CDR or designee.

a. Approved shipping and handling costs will be reimbursed by the City at the actual cost. No markup for shipping and handling is allowed. The Contractor must provide an original invoice including shipping and handling for acquired parts to be reimbursed.

J. Provide a 24-hour phone number for contact personnel that will ensure a response to meet the emergency needs of the City. This shall be a qualified company representative able to respond within the required response times.

K. Maintain detailed records of ATS maintenance, testing, and repairs, including time delays, voltage, frequency, and load transfer data, per NFPA 110 Section 8.3.4. Records must be available for CDR or designee review.

L. Ensure ATS installations comply with NEC Article 700 (Emergency Systems), Article 701

(Legally Required Standby Systems), and Article 702 (Optional Standby Systems), as applicable.

M. Group 1 – Aviation Only: Comply with FAA airfield operational requirements for work in airside areas.

3.7. Service Requirements

A. Generators will be operated only for the purposes of the ATS inspection, testing, troubleshooting, or repairs. This contract does not include generator maintenance, repairs, or replacements.

B. Group 1 – Aviation Only: Before switching stand-by EPSS from the automatic operation position, Contractor must notify and receive approval from CDR or designee.

C. Group 1 – Aviation Only: EPSS must be restored to automatic operation condition before leaving the EPSS. The Contractor must notify the CDR or designee prior to restoring.

D. Response Time:

1. Non-Emergency Service: Upon initial notification by the CDR or designee, Contractor’s initial response shall be within one (1) hour via telephone or email. On-site response (physical presence) shall be within one-hour unless a different response is approved by the CDR.

2. Emergency Service: Upon initial notification by the CDR or designee, the

Contractor’s initial response shall be within thirty (30) minutes via telephone or email.

On-site response (physical presence) shall be within one (1) hour.

a. Emergency work shall be performed during normal working hours whenever possible; however, services shall be performed on a 24-hour, 7-days-per-week, and 365-days-per-year basis.

E. EPSS Rental:

1. Non-Emergency EPSS Rental: Upon initial notification by CDR or designee, Contractor shall respond within thirty (30) minutes via telephone or email. The rental

EPSS shall be connected and operational thirty (30) minutes prior to the scheduled repair time.

2. Emergency EPSS Rental: Upon initial notification by CDR or designee, Contractor shall respond within thirty (30) minutes via telephone or email. The rental EPSS shall be connected and operational in a maximum of four (4) hours after initial notification unless a different response period is approved by the CDR or designee.

3. Rental EPSS charges must include all cabling and pigtails necessary for termination to the load equipment including, transfer switches, distribution panels, generators, and any other associated equipment within 25' of generator placement. For any rental EPSS exceeding 25' distance, additional charges will be allowed for cabling per linear feet times the number of cables required for the load.

4. Rental EPSS must be provided with a full tank of fuel. After the initial delivery with a full fuel tank, the City shall be responsible for the fuel required by the operation of the

EPSS for the duration of the rental. If at any time the City requests, in writing, the

Contractor to provide the fuel, the Contractor will charge the City for the fuel as a separate line item on the rental invoice. The reimbursement for any fuel requested, excluding the initial fuel tank, will be for the actual cost to the Contractor with no additional mark-up permitted. The invoice for fuel purchased must be included as an attachment to the Contractor’s invoice.

5. The rental charge under this Contract shall cover all fees for stand-by EPSS and all required material to connect the EPSS to be operational.

6. Contractor must be responsible for any maintenance and/or repairs of the rental

EPSS. Maintenance and repair costs will not be charged to the City and will be included in the rental price.

F. Labor Hours:

1. Standard Labor Hours: The Aviation and Public Works Departments are 24/7/365 operations. This rate is for work completed 24/7/365, except for during Premium

Labor Hours or Emergency On-Site Response Service.

2. Premium Labor Hours: This rate is for work completed during observed Federal holidays.

3. Travel time to and from the job site is not reimbursable. All mileage, vehicle, and travel costs, including per diem, must be included in the hourly rate quoted for labor in this contract.

4. All Contractor employees must check in/sign in upon arrival and check out/sign out upon departure.

5. Reimbursable labor hour(s) shall begin when the technician arrives on the job site and terminate when the technician departs from the job site. The technician will be required to contact/check in with the CDR or his designee upon arrival and departure.

6. Repairs completed under this contract will be billed and paid for time and materials.

7. Any subcontracted work will be billed to the City as a pass-through cost with no markup. Subcontractor’s invoice must be included as an attachment with the

Contractor’s invoice. Subcontractor’s costs must be included as a line item on the

Contractor’s invoice.

G. Keep all work areas clean during and upon the completion of the project (clear of hazards, i.e., parts, toolboxes, debris, and spilled fluids). The Contractor must also properly dispose of all debris, spilled fluids, and absorbents and leave work area(s) broom-cleaned after each project.

H. The Contractor will not dump or put anything into dry wells or dumpsters at any time.

The Contractor will adequately dispose of all materials or leftover products from the job site according to current applicable federal, state, and local disposal regulations.

I. Hazardous Materials: The Contractor shall properly dispose of all hazardous materials, inclusive of, but not limited to used or contaminated fuels, lubricants, and filters, per federal, state, and local laws and ordinances. The Contractor shall provide CDR or his designee a copy of a standard form of transportation manifest showing that all used or contaminated fuels, lubricants and filters were properly handled and disposed of during each occurrence.

3.8. Qualified Personnel

A. Personnel performing work shall be a certified technician/journeyman or helper. There must never be a helper working on-site without a certified technician/journeyman present. Technicians should have general knowledge of NFPA 110 Section 8.3.5 for

EPSS maintenance and testing, with knowledge of manufacturer’s instructions and specifications for ATS equipment.

B. Technician Certifications: Technicians performing ATS testing and maintenance must hold certifications verifying competency in NFPA 110, NFPA 70, and NFPA 70E standards, with documented training in ATS operation, maintenance, and arc-flash safety. Certifications must be provided to the CDR upon request.

3.9. Additions, Deletions, or Replacements

The City may add or delete equipment/locations. If equipment is added, the Contractor shall perform repairs or maintenance services as requested. The CDR or designee will advise the

Contractor of such addition or deletion of any equipment/location with 30 days’ notice. All fees shall be per the existing fee in effect.

3.10. Specialized Equipment

The Contractor is expected to have tools and/or equipment considered standard to the trade available and at no extra cost to the City. The Contractor may be reimbursed for the rental of any specialized equipment (i.e., lifts) required to complete a job that has been pre-approved in writing by the CDR or designee. The reimbursement will be for the actual cost to the Contractor.

Documentation of the cost must be included with the final invoice and there will be no markup permitted on rental equipment costs.

3.11. Subcontracting

A. Contractor must obtain written approval from the CDR or designee prior to any subcontracting work being performed. The CDR or designee reserves the right to check the subcontractor’s background and decide to approve or reject the use of the submitted subcontractor(s).

B. Contractor may be required to subcontract for proprietary items and/or other services.

Contractor shall be responsible for all payments to the subcontractor including but not limited to labor, parts, and materials incurred from subcontracting the services to other companies/vendors.

C. Subcontractor’s labor rate will not exceed the Contractor’s contracted labor rate. The

City will not pay for subcontracted work at a rate that is higher than the contracted rates of this Contract. All subcontract work will be paid to the Contractor as a pass-through cost with no mark-up. Subcontractor invoice must be included with the Contractor invoice.

D. Subcontractors providing service under this contract shall meet the same service requirements and provide the same quality of service required of the Contractor.

E. No subcontractor under this Contract shall relieve the Contractor of responsibility for service. Contractor shall manage all schedules, quality, performance, and project management for subcontractors. Contractor shall be held solely responsible and accountable for the service and/or repairs for which the Contractor has subcontracted.

F. Contractor will be responsible for escorting the subcontractor when working in the restricted areas of the Airport.

G. The City reserves the right to have the Contractor remove a subcontractor or any of the subcontractor’s staff that the City has deemed unsatisfactory or unsafe.

H. Contractor is responsible for ensuring that any/all subcontractors possess all valid certifications and/or licenses as required by federal, state, or local laws to perform any work related to this contract prior to the start of work.

3.12. Group 1 - Aviation Department: Scheduled Service Requirements

A. Due to facility constraints and coordination requirements with Airport Operations, all ATS shall be inspected and tested quarterly under load per NFPA 110 Section 8.4.6. Annual major maintenance is required per NFPA 110 Section 8.3.5.

B. The inspection and testing will be performed by a qualified technician with all certifications required by OSHA and the NEC. All safety equipment will be supplied by the Contractor and must meet all NFPA 70E requirements.

C. Quarterly Testing (NFPA 110 Section 8.4.6.1, modified for airport operational constraints):

1. Electrically operate ATS from standard to alternate position and back, per NFPA 110

Section 8.4.6.1.

2. Simulate normal power source failure to verify automatic transfer to emergency power within 10 seconds for Level 1 systems (NFPA 110 Section 4.4.1, NEC Article

700.12).

3. Record transfer times, voltage, frequency, and load data.

4. Verify retransfer to normal power after time delay (NFPA 110 Section 6.2.10).

5. Perform Full Functional Testing of Auxiliary Features: Expand quarterly/annual tests to include verification of all auxiliary devices, such as exercise timers, inrush current limiters, remote annunciators, alarms, and indicators (e.g., simulate all fault conditions).

6. If the ATS has DC batteries or chargers, perform required inspections and testing per

NFPA 110 Table 8.3.5 (e.g., electrolyte levels, specific gravity, charger output).

7. Perform thermal imaging under normal load to detect hot spots (NFPA 110 Section

8.3.5).

8. Verify time delays per NFPA 110 Table 6.2.2 (e.g., <10 seconds for engine start).

9. Examine wiring insulation for cracks or discoloration.

10. Inspect main and arcing contacts for excessive erosion, pitting, or discoloration due to excessive heat.

11. Check control relay contacts for excessive erosion.

12. Inspect the complete system for moisture or wetness.

13. Verify cable and control wire connections for tightness at the transfer switch, control, and sensing panels, and other system components.

14. Vacuum and clean any accumulated dust and debris from the switchgear and accessory panels, including the interior of the transfer switches. Reinstall all covers.

15. Ensure all covers are secure and doors are securely closed.

16. Catastrophic failures will be reported to the CDR immediately.

D. Annual Inspections and Maintenance: Annual ATS Inspections and Maintenance will include all services listed under Quarterly Testing in Section 3.12 (C) above plus the additional services as follows:

1. Perform infrared scan before de-energizing, with normal loads applied to the gear and document all findings. Submit findings to the CDR within 24 hours of inspection completion.

2. De-energize the normal and emergency sources to the transfer switch.

3. Insulation Resistance Testing (Megger Test): Megger testing of ATS wiring, insulation, and components at 500–1000V DC to verify integrity and detect degradation (e.g., moisture ingress or insulation breakdown).

4. Contact Resistance Measurement: Micro-ohm testing of main and arcing contacts to measure low-resistance values and identify poor connections.

5. Remove the arc chutes and pole covers.

6. Lubricate mechanical components. Required lubrication of moving parts (e.g., linkages, hinges, operators) per manufacturer instructions.

7. Inspect all control relay contacts for excessive erosion and pitting.

8. Torque all cable and control wire connections at the transfer switch and associated components per manufacturer's specifications and tighten as necessary.

9. If applicable, manually operate the main transfer mechanism to verify proper contact alignment, deflection, gap, and wiping action.

10. Inspect all visible wiring insulation for cracks and discoloration.

11. Re-energize the normal and emergency sources and conduct a test by simulating a normal power source failure, verifying transfer within 10 seconds for Level 1 systems

(NFPA 110, NEC Article 700.12).

12. Perform infrared scan with emergency loads applied, documenting findings.

13. Measure and record time delays for transfer and retransfer per NFPA 110 Table

6.2.2. Recalibrate the relays when necessary for voltage, hertz, and amperage.

14. Observe and record…