Bid Notice.pdf

REQUEST FOR QUOTATION

27-005

WRRF WEST SUBSTATION TRANSFORMER REPAIR

City of Hayward

777 B Street

Hayward, CA 94541

RELEASE DATE: October 9, 2026

DEADLINE FOR QUESTIONS: October 15, 2026

RESPONSE DEADLINE: October 28, 2026, 12:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/hayward-ca

City of Hayward

REQUEST FOR QUOTATION

WRRF West Substation Transformer Repair

I. Introduction II. General

III. Scope of Work IV. Vendor Questionnaire V. Submission Format

Attachments:

A - General Provisions

B - Forms_to_be_Submitted

Request For Quotation #27-005 Title: WRRF West Substation Transformer Repair

1. Introduction

1.1. Summary

The City of Hayward is seeking an experienced and qualified contractor who is specially trained, experienced, and competent to perform the repair of the West Substation Transformer at the Water

Resource Recovery Facility (WRRF) in accordance with the terms, conditions, and specifications contained in this Request for Quote (RFQ).

The City of Hayward is accepting electronic bid submissions. Bidders shall create a FREE account with

OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

https://procurement.opengov.com/portal/hayward-ca

1.2. Background

The City of Hayward (City) owns and operates the Water Resources Recovery Facility (WRRF), located at

3700 Enterprise Avenue, Hayward, CA 94545. The West Substation transformer serves the entire recycled water system and other wastewater treatment processes. The transformer is in poor condition and requires repair to maintain reliable operations at the WRRF.

The existing transformer is a Square D Schneider Electric S/N 20261134-011-01, S.O PC20374-001.

Additional details are included in section 3.1 of this RFQ.

1.3. Contact Information

Kevin Kaveh

Assistant Civil Engineer

3700 Enterprise Ave

Hayward, CA 94545

Email: kevin.kaveh@hayward-ca.gov

Phone: (215) 298-8184

Department:

Public Works

Department Head:

Alex Ameri

Director of Public Works

1.4. Timeline

Release Project Date October 9, 2026

Question Submission Deadline October 15, 2026, 4:00pm

Question Response Deadline October 21, 2026, 5:00pm

Proposal Submission Deadline October 28, 2026, 12:00pm

2. General

2.1. Important Instructions for Electronic Submittal

The City of Hayward is accepting electronic bid submissions. Bidders shall create a FREE account with

OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

2.2. Communication Regarding this RFQ

All communication from prospective proposers regarding this RFP must be submitted in the Question &

Answer portal within the City's project posting. Communication by telephone or in person will not be accepted. Attempts by or on behalf of a prospective or existing vendor to contact or to influence any member of the selection committee, any member of the City Council, or any employee of the City of

Hayward with regard to the acceptance of a proposal may lead to elimination of that vendor from further consideration. All questions must be submitted by the deadline listed in the RFQ timeline.

2.3. Protest

Should any proposer question or protest the award of the contract, such question or protest must be furnished in writing to the Purchasing Manager within three (3) calendar days after the City notifies all proposers of its intent to award. Such submittal must fully explain the basis of the objection supported by all relevant information facts and details. Letter must be signed by an authorized representative stating specific reason(s) for the protest including all relevant facts (law, rule, regulation, and criteria). Questions or protests not furnished in writing as prescribed will not be accepted.

3. Scope of Work

Provide a complete repair of the existing West Substation transformer and return it to full service. The transformer shall receive new windings, new insulation, 466 gallons of new FR3 fluid, and a light-gray paint finish.

3.1. General

Provide a complete repair of the existing West Substation transformer and return it to full service. The transformer shall receive new windings, new insulation, 466 gallons of new FR3 fluid, and a light-gray paint finish.

The City reserves the right to reject personnel, materials, methods, or work found to be unsafe, unqualified, defective, or substandard. All corrective work required because of improper installation, defective materials, or failure to meet the Contract Documents shall be performed at no additional cost to the City. The work shall be completed within 20 weeks of issuance of an agreement or purchase order.

3.2. Existing transformer data (per nameplate)

• Manufacturer: Square D / Schneider Electric, S/N 20261134-011-01, S.O. PC20374-001

• Insulating fluid: Envirotemp FR3 natural ester fluid, 466 gallons

• Windings: previously upgraded from aluminum to copper, including internal bus connections

• Rating: 1500/1680/1932 kVA, 3-phase, 60 Hz, KNAN/KNAF, 55/65°C rise, 105°C insulation system

• Voltage: 12,000 V primary to 480Y/277 V secondary

• HV taps: two above and two below nominal, in 2½% steps

• BIL: 95 kV (HV) / 30 kV (LV)

• Impedance: 5.67%

• Total weight: 11,320 lbs

3.3. Scope of Work

• The City will manage the outage, including scheduling, switching, and lockout/tagout. The

Contractor shall coordinate all removal, transportation, repair, delivery, installation, and startup activities.

• The City will de-energize and disconnect the transformer before rigging and shipping by the

Contractor.

• Provide a detailed work plan before beginning work, including the anticipated time the transformer will be out of service, lifting/rigging plan, transportation plan, safety procedures, and sequence for removal and reinstallation.

• After the City has disconnected the transformer, rig, remove, transport, repair, return, reinstall, reconnect, test, and place the transformer into service. The Contractor shall protect the transformer and surrounding equipment from damage throughout the work. Include insurance coverage during transit.

• Replace the transformer windings with new copper windings and provide new insulation materials appropriate for the transformer’s voltage, kVA rating, cooling class, and service conditions.

• Restore the transformer to its specified ratings, including 12,000-480Y/277 V operation, 1,500/1,680/1,932 kVA rating, KNAN/KNAF cooling, and 5.67% impedance.

• Supply and install new Envirotemp FR3 dielectric fluid (approximately 466 gallons).

• Process, vacuum-fill, and test the transformer fluid in accordance with the fluid manufacturer’s recommendations and applicable industry standards.

• Clean, prepare, and paint the transformer exterior with a durable light-gray finish (ANSI 70 or

City approved equal) suitable for outdoor industrial service. Repair or replace damaged labels, warning signs, and nameplates as necessary.

• Inspect, test, and document the condition of the existing gauges, tap changer, cooling fans, control box, bushings, and associated accessories.

• Components found to be in acceptable working condition may be reused.

• Components found to be defective or unsuitable for reuse shall be identified promptly. The

Contractor shall provide the City with the proposed replacement cost for review and written authorization prior to replacement.

• Replace authorized defective components with new components compatible with the transformer and suitable for its voltage, cooling, and operating conditions.

• Ensure all work conforms to the transformer manufacturer’s requirements, applicable IEEE standards, NETA acceptance-testing requirements, NFPA 70, and the California Electrical Code.

• Provide all required lifting, rigging, crane support, temporary protection, and traffic/site control necessary to complete the work safely.

3.2.A. Before return to service, the Contractor shall perform and document, at minimum, the following tests as applicable to the repair:

• Turns-ratio and polarity tests

• Winding-resistance test

• Insulation-resistance and polarization-index tests

• Power-factor/dissipation-factor testing of windings and bushings

• Transformer oil/fluid dielectric-strength and moisture testing

• Verification of tap-changer operation and tap settings

• Functional testing of gauges, alarms, cooling fans, controls, and associated protective devices

• Temperature rise test, or document equivalent, if required by the City

• Phase rotation and voltage verification

• No-load energization and operational startup testing

• Verification that the completed transformer impedance is 5.67%, within applicable manufacturing tolerances

• Dissolved gas test 30 days after the transformer is back in service

• Prior to completion of work:

o Thoroughly clean the transformer and work area o Repair damage to finishes with products recommended by the manufacturer o Remove all debris

• Provide a walkthrough and training for City staff on the refurbished transformer's gauges, alarms, fans, and maintenance.

3.2.B. Before the work begins the Contractor shall provide the following:

• Detailed work plan, including the requested outage window and duration for the City-managed outage

• Lifting/rigging and transportation plan

• Repair procedure and quality-control plan

• List of proposed materials and replacement components

• Schedule

• Safety plan

• Shop/facility testing plan

3.2.C. Before final acceptance, the Contractor shall provide:

• Complete test reports and test data

• Repair summary identifying all replaced and reused components

• Fluid certification and test results

• Final transformer nameplate data, if revised

• Warranty information: minimum one-year warranty on parts and workmanship from the date of acceptance

• Operations and maintenance information for new or replaced components

• Startup report and recommended maintenance requirements

3.4. Contractor Qualifications

The Contractor shall hold a valid California C-10 Electrical Contractor license if performing transformer removal, installation, field connection, or electrical work at the WRRF. The Contractor or its approved transformer-repair subcontractor shall be regularly engaged in the inspection, repair, rewinding, testing, and refurbishment of liquid-filled power transformers.

The Contractor shall demonstrate at least five years of documented experience performing comparable repair, rewinding, or replacement work on liquid-filled power transformers of similar voltage class, kVA rating, cooling type, and industrial service conditions.

Before award, the Contractor shall provide:

• Qualifications and location of the proposed transformer repair facility.

• Qualifications and relevant experience of key personnel who will perform the repair, testing, field installation, and startup.

• Description of testing equipment, capabilities, quality-control procedures, and applicable certifications or accreditations.

• Evidence that its repair facility has the capability to handle, lift, process, vacuum-fill, test, and transport a transformer of approximately 11,320 pounds.

• At least three references for similar transformer repair, rewinding, refurbishment, or replacement projects completed within the past five years.

o Each reference shall include the owner’s name, contact person, telephone number, email address, project description, transformer rating, voltage class, scope of work, contract amount, and completion date.

4. Vendor Questionnaire

4.1. Submission Requirements*

Did you read through and confirm that you met all of the RFQ requirements including the sections:

A. Scope of Work

B. Attachments, if applicable

C. Submission Format

D. Cost Proposal (Pricing Table, if applicable)

E. Automated Addenda & Vendor Acknowledgement, if applicable

☐ Yes

☐ No

*Response required

4.2. Discretion & Liability Waiver*

The City reserves the right to exercise discretion and apply its judgment with respect to any qualifications submitted.

The City reserves the right to reject any or all submittals, either in part or in their entirety, or to request and obtain, from one or more of the businesses submitting, supplementary information as may be necessary for City staff to analyze the qualifications pursuant to the contractor/consultant selection criteria contained herein.

The City may require contractors/consultants to participate in additional rounds of discussions, negotiations, or more refined submittals before the ultimate selection of a contractor/consultant is made. These rounds could encompass revisions of the submittal criteria in response to the nature and scope of the initial qualifications.

☐ Please confirm

*Response required

4.3. Bid Documents (including Attachment B) and Cover Letter* Please Upload your COMPLETE Proposal here.

*Response required

4.4. Proof of Insurance*

The proposal will include confirmation that the consultant has insurance for:

A. Commercial General Liability, B. Automobile Liability, C. Workers' Compensation and Employer's Liability, and

D. Professional Liability, and provide the policy limits where applicable.

*Response required

4.5. Certifications*

The contractor selected for this project shall obtain or provide proof of having a valid City of Hayward business license.

*Response required

5. Submission Format

To ensure the fair and accurate consideration of all submissions, proposals must contain the following information.

5.1. Cover Letter

The cover letter should be on company letterhead and include the following:

A. Company name, address, phone and fax numbers.

B. Designation of primary contact within the company who is authorized to answer questions regarding the assigned work, including their name, contact phone number and e-mail.

C. Signature of an officer of the prime contractor. In case of joint venture or other joint-prime relationship, an officer of each venture partner shall sign.

5.2. Reference and Experience

A Iist of three (3) references of current or past contracts for which the Contractor has performed or is performing work of similar type, scope, and complexity within the past five years. This list shall include the names, addresses, email addresses, and phone numbers of the contracting party as well as a description of services performed and the dollar amount of the contract. Upon further consideration of the Proposal, the City may request additional vendors.

5.3. Capacity to Perform the Work

Describe other major work commitments and/or capacity to perform the requested services. Projects completed within the past three years, particularly in Alameda, Contra Costa, Santa Clara or San Mateo

Counties, are of particular interest.

5.4. Prices and Timeline

Prices for provision of services that are "all-inclusive" of all costs, including but not limited to removal, transportation, repair, delivery, installation, and startup and all required insurances as specified in this

RFQ. Include an estimated timeline for the project’s completion.

5.5. Insurance

The proposal will include confirmation that the consultant has insurance for:

A. Commercial General Liability, B. Automobile Liability, C. Workers' Compensation and Employer's Liability, and

D. Professional Liability, and provide the policy limits where applicable. Insurance coverage shall be provided to the City prior to issuance of an agreement or Purchase Order.

5.6. Current City Business License

The contractor selected for this project shall obtain or provide proof of having a valid City of Hayward business license.

5.7. Required Forms

Attach the following required forms:

• Attachment B- Forms to be Submitted with Bid