Bid Notice.pdf

RFQ #26-27-36, 60 kV Capacitive Voltage Transformer

INSTRUCTIONS AND GENERAL PROVISIONS

REQUEST FOR QUOTES (RFQ) 26-27-36

SECTION 1. INTRODUCTION

1.1 The City of Santa Clara (hereinafter “City”) is soliciting quotes from qualified vendors (“Bidder”) to provide 60 kV Capacitive Voltage Transformers (CVT) to be used for the City’s Northern Receiving Station (NRS) Substation Upgrades and Expansion Project, in support of Silicon Valley Power System Expansion Plan (SEP) Program.

1.1.1 Products submitted by Bidders must meet the specifications in Attachment A1, Capacitive Voltage transformer Data Sheet

1.2 Products shall be delivered to the City by November 6, 2026. If this delivery date cannot be met, please provide the delivery date and reason why the City’s delivery date cannot be met with your bid submittal.

1.3 This bid package contains all of the information and documents necessary to prepare and submit a responsive bid. Bidders are cautioned to read all of the documentation provided.

Bidder will be responsible for complying with all requirements identified herein.

1.4 The City will issue a Purchase Order to the successful Bidder(s) (“Contractor”).

1.5 Pricing shall be firm fixed for the full contract period.

SECTION 2. KEY DATES (SUBJECT TO CHANGE AT THE

DISCRETION OF THE CITY)

Event Date RFQ Release Date September 18, 2026 End of Question & Answer Period Wednesday, September 23, 2026 at 1:00 pm Pacific

Time Due Date Monday, September 28, 2026 at 1:00 pm Pacific Time

SECTION 3. LIST OF ATTACHMENTS

Attachment Title

A Scope of Services

A1 Capacitive Voltage Transformer Data Sheet

B Purchase Order Terms and Conditions

Attachment Title

C Insurance Requirements

The documents required to be included in your electronic submission are listed below:

D Bid Pricing

E Design and Delivery Schedule Form

SECTION 4. PRE-BID CONFERENCE

4.1 ☒ There is no pre-bid conference for this RFQ.

4.2 ☐ There is a non-mandatory pre-bid conference for this RFQ.

4.3 ☐ There is a mandatory pre-bid conference for this RFQ.

SECTION 5. BASIS OF AWARD

5.1 Price-Determinative: The award for this requirement will be based on lowest responsive and responsible quotation that meets all specifications. The City may award by line item, lot, or overall lowest cost. Note if no Bidders can meet the delivery date stated and have provided this information as stated in Section 1.2 herein the award will go the next lowest Bidder that can provide the equipment in the soonest timeline and meets all other specifications.

5.2 The City may designate incomplete quotes as non-responsive

5.3 Purchase Orders may be awarded to multiple Bidders if the City determines it would be in its best interest.

5.4 Final award shall be contingent upon selected firm accepting the Terms and Conditions listed in the City’s Purchase Order. Attachment B titled “Purchase Order Terms and Conditions” outlines the City’s standard terms and conditions the successful Bidder will be expected to comply with. Any exceptions to the City’s Purchase Order Terms and Conditions shall be submitted in writing in accordance with Section 9 Procedure for Submitting Questions and Inquiries, or via email to the Procurement Contact.

Exceptions should be as specific as possible and identify the section number, proposed language, and rationale for the exception. Please do not submit your entire agreement to replace the City’s Purchase Order Terms and Conditions. Instead, you are required to submit your exceptions to the City’s Purchase Order Terms and Condition and propose changes accordingly.

5.4.1 The City reserves the right, at its sole discretion, to reject or accept any proposed changes to the Purchase Order Terms and Conditions. All responses to exceptions will be in writing in the form of an addendum

5.5 The Bidder selected for award is required to submit a “Certificate of Insurance” in accordance with the requirements outlined in Attachment C within ten (10) days after issuance of notice of intended award, unless the City grants an extension in its sole discretion. Failure to do so may result in withdrawal of the award and award to the next lowest bidder.

SECTION 6. REQUIRED SUBMISSION DOCUMENTS

6.1 Bid Pricing: Please submit your pricing using Attachment D. Estimated quantities are for quoting purposes only, and not to be interpreted as a guarantee to purchase any amount.

6.2 Design and Delivery Schedule Form: Please complete the noted sections in Attachment E and submit with your bid submittal.

SECTION 7. SUBMITTING THE QUOTATION

7.1 Bidders can attach documents on BidNet Direct for online bids by clicking on “Upload Attachments”, then browse through your computer to find the document you want to attach.

Click “Browse”, find the document, and click “Open”. The location of the document will be in the browse field. Click on “Submit” to attach the document. Any questions regarding document attachment or uploading should be directed to BidNet Direct at the above-mentioned telephone number.

7.2 Your quote must be received by the due date and time listed in BidNet Direct. Bidders should familiarize themselves with BidNet Direct and allow adequate time to upload their quotes. Submittals that are initiated prior to the quote deadline but not completed by the deadline will not be accepted. The City is not responsible for any late or incomplete submissions due to any technical issues that may be encountered in BidNet Direct.Your quote must be received by the due date and time listed in this document. Late submittals will not be accepted.

SECTION 8. HOW TO OBTAIN THIS RFQ

8.1 This RFQ may be downloaded from the BidNet Direct e-Procurement system located at https://www.bidnetdirect.com/california/cityofsantaclara. Respondents can also find a link at the City of Santa Clara website at www.santaclaraca.gov. At either website, follow the links to register for this online service. You may register for free either online or by calling BidNet Vendor Support at 800-835-4603, Option 2, or via email at support@bidnet.com and telling the support representative that you are registering for City of Santa Clara solicitations.

8.2 All addenda and notices related to this procurement will be posted by the City on BidNet Direct. In the event that this RFQ is obtained through any means other than BidNet Direct, the City will not be responsible for the completeness, accuracy, or timeliness of the final RFB document.

SECTION 9. PROCEDURE FOR SUBMITTING QUESTIONS AND

INQUIRIES

Any questions related to this RFQ shall be directed to the Procurement Contact identified on the cover page by the deadline specified. Bidders shall not contact any other City employee or individual that may have been involved with the development of this RFQ. All questions are to be submitted in writing through the BidNet Direct Question and Answer utility. All responses to questions will be in writing in the form of an addendum. Questions answered on BidNet Direct shall be considered addenda to the RFQ. Oral interpretations or clarifications will be without legal effect.

SECTION 10. PAYMENT BOND REQUIREMENTS (FOR SERVICES)

A payment bond is not required.

A payment bond is required.

SECTION 11. PERFORMANCE BOND REQUIREMENTS

A performance bond is not required.

A performance bond is required.

SECTION 12. OBJECTIONS

Any objections as to the structure, content or distribution of this RFQ must be submitted in writing to the Procurement Contact by one week prior to the quote deadline. Objections must be as specific as possible, and identify the RFQ section number and title, as well as a description and rationale for the objection.

SECTION 13. GROUNDS FOR DISQUALIFICATION

Factors, such as, but not limited to, any of the following, may disqualify a quotation without further consideration:

13.1 Contact regarding this procurement with any City official or employee or evaluation team member other than the Procurement Contact from the time of issuance of this solicitation until the end of the protest period.

13.2 Evidence of collusion, directly or indirectly, among Bidders regarding the amount, terms, or conditions of this solicitation.

13.3 Influencing any City staff member or evaluation team member throughout the solicitation process, including the development of specifications.

13.4 Evidence of submitting incorrect information in the response to a solicitation or misrepresent or fail to disclose material facts during the evaluation process.

13.5 Offering gifts or souvenirs, even of minimal value, to City officers or employees.

13.6 Existence of any lawsuit, unresolved contractual claim or dispute between Bidder and the City.

13.7 Evidence of Bidder’s inability to successfully complete the responsibilities and obligations of this solicitation.

13.8 Bidder’s default under any City agreement, resulting in termination of such Agreement.

SECTION 14. PUBLIC RECORD

14.1 All material submitted in response to the RFQ becomes the property of the City. Quotes submitted may be reviewed and evaluated by any persons at the discretion of the City.

SECTION 15. TAXES

15.1 Do not include California retail sales tax in your bid price.

15.2 The City of Santa Clara is exempt from federal excise tax, including federal transportation tax. The City will provide an exemption certificate as appropriate.

15.3 Contractors conducting business in the City of Santa Clara or using their own trucks to deliver merchandise must pay a City of Santa Clara Business Tax. To apply for a business license, Contractors must complete the business license application at https://www.santaclaraca.gov/home/showdocument?id=65820.

SECTION 16. LOCATION AND DELIVERY

16.1 The Contractor agrees to make deliveries to City location(s) only upon receipt of a duly signed and approved purchase order/release issued by the City. Delivery made without such documentation shall be at the Contractor’s risk.

16.2 The Contractor will be responsible for all costs associated with shipping, and delivery. All items delivered shall be Free On Board (F.O.B.) Destination, full freight prepaid except for special or expedited orders. In the event of special or expedited orders where incremental transportation or shipping fees are incurred by the Contractor, those incremental freight charges shall be added as a separate line item to the invoice submitted.

16.3 The Contractor shall authorize immediate replacement of any item that has been damaged in transit.

SECTION 17. ENVIRONMENTALLY PREFERABLE PRODUCTS AND

SERVICES

17.1 Where applicable, Bidders are encouraged to offer Energy Star, Green Seal, EcoLogo, or EPEAT certified products. The City also encourages Bidders to offer products and services that are produced or delivered with minimal use of virgin materials and maximum use of recycled materials and reduce waste, energy usage, water utilization, and toxicity in the manufacture and use of products.

17.2 Bidders are encouraged to offer Energy Star certified products or products that meet FEMP (Federal Energy Management Program) standards for energy consumption. City also encourages Bidders to offer products that are produced with recycled materials, where appropriate, unless otherwise requested in this RFQ.

SECTION 18. EXECUTIVE ORDER N-6-22

18.1 In order to comply with the Governor's Executive Order, the following information is provided which will be included in City bids and agreements until such time that the EO is rescinded.

18.2 On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (EO) regarding sanctions in response to Russian aggression in Ukraine. The EO is located at https://www.gov.ca.gov/wp-content/uploads/2022/03/3.4.22-Russia-Ukraine-Executive- Order.pdf.

18.3 The EO directs the City of Santa Clara to take certain immediate steps, including notifying all contractors and grantees of their obligations to comply with existing economic sanctions imposed by the U.S. government in response to Russia's actions in Ukraine, as well as any sanctions imposed under state law.

18.4 This correspondence serves as a notice under the EO that as a contractor or grantee, compliance with the economic sanctions imposed in response to Russia’s actions in Ukraine is required, including with respect to, but not limited to, the federal executive orders identified in the EO and the sanctions identified on the U.S. Department of the Treasury website (https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions). Failure to comply may result in the termination of contracts or grants, as applicable.

SECTION 19. OTHER PUBLIC AGENCY PURCHASES

19.1 It is intended that any other public agency be permitted to purchase under the terms submitted in response to this procurement. Any participating public agency shall accept sole responsibility for the placing of orders, arranging for delivery and/or services, and making payments to the Contractor. The City of Santa Clara will not be liable or responsible for any obligations, including but not limited to financial responsibility, in connection with participation by other public agencies.

19.2 If other agencies participate, the contractor shall furnish the City of Santa Clara an annual report showing the name of the agencies, contact person, and phone number for each agency, and details of items supplied, including quantities. This report shall be furnished to the City on the anniversary date of the commencement of the contract