Bid Notice.pdf

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REQUEST FOR BIDS (RFB)

Transformer for Agnew Substation

RFB# 26-27-33

PROCUREMENT TIMELINE:

THE FOLLOWING TIMELINE IS CRITICAL AND TIME SENSITIVE TO MEET THE CITY’S

PROJECT SCHEDULE. THEREFORE, THE CITY DOES NOT ANTICIPATE ALLOWING TIME

EXTENSIONS FOR THIS RFB. IT IS CRUCIAL THAT INTERESTED BIDDERS COMPLY WITH

THE TIMELINE.

Event Key Dates

RFB Released October 29, 2026

Deadline for Questions and Exceptions to the City’s Agreement Term and Conditions

November 9, 2026 at 3:00 P.M. PST

City’s Response to Questions and Exceptions November 16, 2026 at 3:00 P.M. PST

Deadline for Objections November 23, 2026 at 3:00 P.M. PST

Bid Due Date November 30, 2026 before 3:00 P.M. PST

PROCUREMENT CONTACT:

Sylvia Sosa, Contracts Manager City of Santa Clara – Purchasing Division 1500 Warburton Avenue Santa Clara, CA 95050 Email: SSosa@SantaClaraCA.gov

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TABLE OF CONTENTS

TABLE OF CONTENTS

LIST OF ATTACHMENTS

SECTION 1. INTRODUCTION

SECTION 2. BIDDER QUESTIONNAIRE

SECTION 3. DEFINITIONS

SECTION 4. PRE-BID CONFERENCE

SECTION 5. HOW TO OBTAIN THIS RFB

SECTION 6. PREPARATION OF BID

SECTION 7. REQUIRED BID SUBMISSION DOCUMENTS

SECTION 8. REFERENCES

SECTION 9. SUBMITTAL OF REQUEST FOR APPROVED EQUALS

SECTION 10. PAYMENT TERMS

SECTION 11. WAGE REQUIREMENTS

SECTION 12. PAYMENT BOND REQUIREMENTS (for services)

SECTION 13. PERFORMANCE BOND REQUIREMENTS

SECTION 14. INSURANCE

SECTION 15. OBJECTIONS

SECTION 16. PROCEDURE FOR SUBMITTING QUESTIONS AND INQUIRIES

SECTION 17. WITHDRAWAL OF BID

SECTION 18. BID OPENING

SECTION 19. LATE BIDS

SECTION 20. EVALUATION OF BIDS

SECTION 21. DETERMINATION OF LOW BID

SECTION 22. PROTESTS

SECTION 23. GROUNDS FOR DISQUALIFICATION

SECTION 24. TERMS AND CONDITIONS

SECTION 25. WAIVER OF BID DEFECTS

SECTION 26. PUBLIC RECORD

SECTION 27. OTHER PUBLIC AGENCY PURCHASES

SECTION 28. TAXES

SECTION 29. LOCATION AND DELIVERY

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LIST OF ATTACHMENTS

The table below provides a list of additional attachments that together form the entire Request for Bids (RFB) package. Bidders are responsible for ensuring that they possess all of the documents identified below. If a document is missing, please contact the Procurement Contact listed on the cover page.

Attachment Title

A1 Substation Safety Field Training

A2 Substation Access Standard S0080

A3 Substation Access Procedure

A4 Specifications

A5 Data Sheet for Agnew Substation

B Purchase and Sale Agreement

B1 Insurance Requirements

D1 Bid Pricing Form Instructions

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

C Bidder Questionnaire

D2 Bid Pricing Form

E Bidder Certification Form

F Customer Reference Form (five references)

G Payment Terms

H Request for Approved Equals

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SECTION 1. INTRODUCTION

1.1 The City of Santa Clara (hereinafter “City”) is soliciting bids from qualified vendors to provide one (1) power transformer in support of the following substation:

1.1.1 Agnew Substation is located at 2375 Agnew Road, Santa Clara, CA 95054

1.2 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. Any exceptions to the specified RFB requirements, City’s standard terms and conditions shall be submitted in writing in accordance with Section 16 Procedure for Submitting Questions and Inquiries of the RFB.

1.3 The delivery of the Power Transformer according to the specified schedule in the bid package is critical in supporting the above project. The City does not anticipate allowing time extensions for this solicitation.

SECTION 2. BIDDER QUESTIONNAIRE

Bidder must complete and submit the Bidder Questionnaire (Attachment C).

SECTION 3. DEFINITIONS

3.1 “Add Alternate” shall mean optional items that must be priced where indicated on the Bid Pricing Form (Attachment D2) but will not be included in the low bid determination.

3.2 “Agreement for the Purchase and Sale of Transformer” means the binding document “agreement” for the purchase of equipment (Attachment B), consisting of the Terms and Conditions, Attachments and all written amendments thereto. “City” means the City of Santa Clara.

3.3 “Approved Equals” shall mean any manufacturer or product line that has been submitted for consideration as being functionally and technically “equivalent” to specified products.

In order to submit a responsive bid, all such requests shall be included with your bid.

3.4 “City” means the City of Santa Clara.

3.5 “Bidder” means the entity, offeror, supplier, person or corporation submitting a bid in response to this RFB document.

3.6 “Contractor or Seller” means the Bidder awarded a contract or a purchase order a result of this RFB.

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SECTION 4. PRE-BID CONFERENCE

4.1 There is no pre-bid conference for this RFB.

SECTION 5. HOW TO OBTAIN THIS RFB

5.1 This RFB 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 Direct 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.

5.2 All addenda and notices related to this procurement will be posted by the City on BidNet Direct . In the event that this RFB 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 6. PREPARATION OF BID

6.1 All bid pricing shall be submitted online using BidNet Direct. All required forms that must be included with your bid shall be electronically attached and submitted with your bid.

6.2 Bidders shall refer to the instructions provided in Attachment D1 (Bid Pricing Form Instructions) to submit their bid pricing. “Unit Price” is the bid price for each item. “Extended Price” is the extension of the estimated quantities multiplied by the “Unit Price.” Each line item extended price is to be entered in the space provided. Bidders are cautioned to check bid price entries for correctness of unit prices, extended prices, and total prices. In case of an error in the extension of prices in the bid, the unit price shall govern, and the City will re-calculate a corrected total.

6.3 Bidders are to attach a copy of the signed Bidder Certification Form (Attachment E) to the electronic bid submission, including any other required attachments.

6.4 No bid shall be altered, amended, or withdrawn after the specified bid due time and date.

6.5 Periods of time, stated as a number of days, shall be in calendar days (not working days).

6.6 It is the responsibility of all bidders to examine the entire RFB package and seek clarification, if necessary. Negligence in preparing a bid confers no right of withdrawal after the bid closes.

6.7 No plea of ignorance of conditions that exist, or that may exist hereafter, or of conditions or difficulties encountered in execution of work under this contract will be accepted as an excuse for failure of, or omission on the part of contractors to fulfill in every detail all of the requirements of contract, nor will they be accepted as basis for any claims whatsoever for extra compensation.

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6.8 All costs associated with responding to this bid shall be at the bidder’s sole expense. The City shall 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.

6.9 Submission of additional or conflicting terms, conditions or agreements with this bid document will result in the determination that the bid is non-responsive.

6.10 The bid documents are complementary, and what is called for by any one of the documents shall be as binding as if called for by all.

6.11 The City, in its sole discretion, may reject any or all bids received, including separately bid items where a partial bid award is possible under the terms of this RFB and waive any informalities or irregularities in the bids. The City reserves the right to resolicit by issuing a new RFB or cancel the solicitation at any time prior to agreement award and not award an agreement.

SECTION 7. REQUIRED BID SUBMISSION DOCUMENTS

7.1 The documents required to be included in your electronic submission are listed on page 3 of this document (List of Attachments).

7.2 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.

7.3 Your bid 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 bids.

Submittals that are initiated prior to the bid 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.

SECTION 8. REFERENCES

8.1 Bidders are required to provide five (5) customer references that demonstrate the bidder’s ability to provide the products and/or services required by this RFB.

8.2 References are to be submitted on Attachment F, Customer Reference Form. Only one

(1) copy of the form is provided in the RFB package. Bidders are required to copy the form as needed to meet the reference submission requirements.

8.3 References are to be submitted as a part of the bid package. Failure to provide required references will result in the bid being determined to be non-responsive, and will be removed from further consideration.

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SECTION 9. SUBMITTAL OF REQUEST FOR APPROVED

EQUALS

9.1 Brand names and model numbers may be specified in the RFB for reference and descriptive purposes. Unless otherwise indicated, bids for equal items will be considered.

9.2 Bidders wishing to submit request for “approved equals” products must complete and submit Attachment H with their bids. Supporting documentation must be included that demonstrates compliance with the specifications as listed in the Bid Pricing Form.

9.3 When an “or equal” is offered, the City may test and evaluate the product prior to award of the contract. At Bidder’s expense, this full evaluation may require independent testing, including destructive testing, at qualified test facilities.

9.4 Three references must be provided using Attachment F, demonstrating that the requested product or product line is deployed in an environment similar to that of the City. Any specification that cannot be demonstrated or verified to the satisfaction of the City shall result in the rejection of the request.

9.5 Determination of whether an item is equal to the items listed and/or meets the City’s specifications is at the sole discretion of the City and its decision shall be final.

SECTION 10. PAYMENT TERMS

Pricing in the Bid Pricing Form (Attachment D2) shall be fixed for the duration of the contract.

During this period the price may not change. City will make payments to Contractor in accordance with the payment terms outlined in Attachment G.

SECTION 11. WAGE REQUIREMENTS

There are no prevailing wage requirements.

There are prevailing wage requirements (see below).

11.1 Prevailing Wage: The City has determined that the services described in this solicitation constitute a “public work contract”, and are subject to the payment of not less than prevailing wages under California Labor Code Section 1770 et seq. The Director of the Department of Industrial Relations has ascertained the general prevailing rate of per diem wages and the rates for overtime and holiday work in the locality in which the services are to be performed for each craft, classification or type of worker needed to perform the services under the contract. Copies are on file with and available upon request from the Office of the Clerk of the Board of Supervisors or at https://www.dir.ca.gov/OPRL/DPreWageDetermination.htm

11.2 This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations. Further information on Compliance Monitoring Unit requirements can be found at https://www.dir.ca.gov/Public-Works/PublicWorks.html.

11.3 The Bidder (including any subcontractors) shall register with the Department of Industrial Relations prior to submitting its bid, pursuant to California Labor Code Section 1725.5.

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11.4 No contractor or subcontractor may perform work on the project unless registered with the Department of Industrial relations pursuant to Labor Code section 1725.5. Contractor represents and warrants that it is registered with the Department of Industrial Relations.

Contractor shall maintain its registration with the Department of Industrial Relations throughout the course of the project. Contractor is responsible for verifying that each Subcontractor, including any Subcontractor not listed on the bid for the project, is registered with the Department of Industrial Relations at the time the Subcontractor performs work on the project. If any Subcontractor is not registered at the time the Subcontractor is to commence work, Contractor/Seller shall require the Subcontractor to register and may not permit the Subcontractor to commence work until the Subcontractor’s registration is complete.

11.5 Failure to meet the requirements stated above in this section by the time allotted may result in withdrawal of the award and award to the next lowest bidder.

SECTION 12. PAYMENT BOND REQUIREMENTS (FOR

SERVICES)

A payment bond is not required.

A payment bond is required (see below).

SECTION 13. PERFORMANCE BOND REQUIREMENTS

A performance bond is not required.

A performance bond is required (see below).

SECTION 14. INSURANCE

The Bidder selected for award is required to meet all the requirements outlined in the Insurance Requirements (Attachment B1) and shall submit a certificate of insurance within ten (10) days after issuance of notice of the 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 15. OBJECTIONS

Any objections as to the structure, content or distribution of this RFB must be submitted in writing to the Procurement Contact by the deadline indicated on the cover page. Objections must be as specific as possible, and identify the RFB section number and title, as well as a description and rationale for the objection.

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SECTION 16. PROCEDURE FOR SUBMITTING QUESTIONS

AND INQUIRIES

Any questions related to this RFB 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 RFB. 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 RFB. Oral interpretations or clarifications will be without legal effect.

SECTION 17. WITHDRAWAL OF BID

A Bidder may withdraw its bid at any time prior to the bid due date.

SECTION 18. BID OPENING

All bids will be publicly available on BidNet Direct after the bid closes. BidNet Direct will show the apparent lowest bidder. All bids will be verified by the City, and the City will publish a Notice of Intended Award typically within ten (10) days after the bid close date.

SECTION 19. LATE BIDS

Late bids will not be accepted.

SECTION 20. EVALUATION OF BIDS

The City will evaluate bid submittals according with the following general criteria:

20.1 Responsibility: The Bidder has demonstrated the attribute of trustworthiness, as well as quality, fitness, capacity, and experience to satisfactorily perform the contract. A Bidder will be deemed to be responsible if the Bidder:

20.1.1 has the ability, financial capacity, business experience, personnel, resources, and other necessary skills to provide the products and/or services in accordance with the bid specifications;

20.1.2 has the ability to provide the products and/or services promptly or within the time specified without delay;

20.1.3 has equipment, facilities, and resources of such capacity and location to enable it to provide the products and/or services;

20.1.4 is able to provide future maintenance, repair, parts and service for goods, if required by the bid specifications; and

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20.1.5 has a record of performance and integrity, including a record of satisfactory or better performance under prior contracts with the City and other purchasers.

20.2 Responsiveness: A Bidder will be deemed to be responsive if it has submitted a bid that conforms in all material respects to the requirements for this RFB.

SECTION 21. DETERMINATION OF LOW BID

The award will be made to the lowest responsive, responsible Bidder. The City reserves the right to negotiate with the lowest responsive, responsible Bidder.

SECTION 22. PROTESTS

22.1 If an unsuccessful Bidder wishes to protest the award recommendation, the unsuccessful bidder must submit the protest in writing to the Purchasing Officer no later than ten (10) calendar days after announcement of the apparent successful Bidder. Protest must detail the grounds, factual basis and provide all supporting information. Protests will not be considered for disputes of bid specifications.

22.2 The address for submitting a protest is:

City of Santa Clara

1500 Warburton Avenue Santa Clara, CA 95050

Attn: Purchasing Manager

SECTION 23. GROUNDS FOR DISQUALIFICATION

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

23.1 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.

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

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

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

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

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

23.7 Evidence of Bidder’s inability to successfully complete the responsibilities and obligations of the bid.

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

SECTION 24. TERMS AND CONDITIONS

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 Terms and Conditions shall be submitted in writing in accordance with Section 16 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.

The City reserves the right, at its sole discretion, to reject or accept any proposed changes to the Agreement for the Purchase and Sale of Equipment. All responses to exceptions will be in writing in the form of an addendum.

SECTION 25. WAIVER OF BID DEFECTS

Notwithstanding any other provision of the RFB, the City shall have the right to waive any informalities or minor irregularities in bids or bidding.

SECTION 26. PUBLIC RECORD

All bids shall become the property of the City and shall become a matter of public record available for review.

SECTION 27. OTHER PUBLIC AGENCY PURCHASES

27.1 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.

27.2 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.

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SECTION 28. TAXES

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

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

28.3 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 29. LOCATION AND DELIVERY

29.1 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.

29.2 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 Bidder, those incremental freight charges shall be added as a separate line item to the invoice submitted.

29.3 Contractor shall ensure that the products, materials, and equipment are insured against “all risks” from the time the products, materials, and equipment are placed in the possession of the carrier for shipment to/from City until received by the City until final acceptance by the City.

29.4 Contractor will pack and ship all products, materials, and equipment in accordance with good commercial practices.

29.5 The successful Bidder shall authorize immediate replacement of any item that has been damaged in transit.