Bid Notice-Transformer Oil Testing Services.pdf

REQUEST FOR PROPOSAL

NUMBER RFP-VC-26-010

FOR

TRANSFORMER OIL TESTING SERVICES

RFP Due Date: December 23, 2026, by 3:00 pm Submit to: Veronica Cordova, Contracts Administrator II

Via: PlanetBids on-line electronic submission

TABLE OF CONTENTS

This solicitation package includes the sections and subsections listed below. If any of these items are missing from your solicitation package, please notify the contact identified in Section 1(C).

SECTION 1 – SUBMITTAL INFORMATION 1

A. INTRODUCTION 1

B. SUBMITTAL CLOSING DATE, AND TIME 1

C. INQUIRIES 1

D. PRE-PROPOSAL MEETING/JOB-WALK 1

E. RFP DATES 1

F. PROPOSAL FORMAT 1

SECTION 2 – GENERAL INFORMATION 2

A. WAITING PERIOD 2

B. PROPOSAL PREPARATION COSTS 2

C. WITHDRAWAL OF PROPOSAL BEFORE CLOSING 2

D. MISTAKE IN PROPOSAL 2

E. PROPOSAL ACCEPTANCE 2

F. INTERPRETATION OF DOCUMENTS 2

G. PROPOSAL FEES 2

H. PUBLIC RECORD 2

I. CONTRACT REFERENCES 3

J. AWARD CRITERIA 3

K. ACCEPTANCE AND PAYMENT 3

L. INSURANCE 3

M. RELEASE OF LIABILITY 4

N. LIENS 4

O. FEDERAL, STATE, AND LOCAL LAWS 4

P. CONTACT EXECUTIONS/EXCEPTIONS 4

Q. PROPOSAL PRICE 4

R. ENVIRONMENTAL PURCHASING POLICY 5

S. CYBERSECURITY 5

T. PROPOSAL INCLUSIONS 5

U. PREVAILING WAGE (When Applicable) 5

SECTION 3 – SCOPE OF WORK 6

A. PROJECT DESCRIPTION 6

B. FACILITIES DESCRIPTION 6

C. PROCESS DESCRIPTION 7

D. SCOPE OF WORK 10

SECTION 4 – FORMS 18

ATTACHMENT A - PROPOSAL QUESTIONAIRE, COSTS, AND EXPENSES SCHEDULE 18

ATTACHMENT B - Completed CAIQ (if no SOC 2 report available) Planet Bids ATTACHMENT C - Reviewed Equipment Data Spreadsheet Planet Bids

ATTACHMENT D – FORMS

OFFEROR IDENTIFICATION 22

REFERENCES AND SUBCONTRACTORS 23

EXCEPTION FORM 24

NON-COLLUSION AFFIDAVIT 25

WORKER’S COMPENSATION CERTIFICATE 26

WAIVER/RELEASE OF LIABILITY 27

PUBLIC WORKS CONTRACTOR REGISTRATION CERTIFICATION 28

ATTACHMENT E - SAMPLE CONTRACT 29

SECTION 1 - SUBMITTAL INFORMATION

REQUEST FOR PROPOSAL NUMBER RFP-VC-26-010 Page 1

A. INTRODUCTION: The Inland Empire Utilities Agency ("IEUA" or “Agency”) is accepting electronic proposals from qualified and experienced contractors to assist in initiating a project aimed at improving the efficiency, safety, and consistency of transformer oil testing across the agency.

B. SUBMITTAL LOCATION – CLOSING DATE, AND TIME: The scheduled submittal closing dates and times are listed below. The Offeror is required to acknowledge addendum posted on PlanetBids after original solicitation posting with regard to changes in the original RFP up to and including any changes to the closing date and time and must include any addendum in their submitted proposal. Proposals received after the “closing” date and time indicated will not be accepted. Faxed, emailed or hard copy proposals will not be accepted as this is an electronic bid submittal through PlanetBids portal only.

Submittal Closing: December 23, 2026, at 3:00pm

Location: PlanetBids (Electronic only)

C. INQUIRIES: Inquiries regarding this RFP should be submitted to PlanetBids. The cut-off date for submitting questions is November 10, 2026, 3:00 P.M. Questions may be answered and uploaded to PlanetBids as an Addendum to all registered participants.

D. PRE-PROPOSAL MEETING/JOB-WALK: A NON-MANDATORY job-walk will take place on

November 3, 2026, starting at 10:00 a.m. (PST) for all interested Offerors. All interested parties are urged to meet at Regional Plant No. 1 located at 2662 E. Walnut Street, Ontario, California 91761 entrance gate. Please check in with the security guard at this gate.

E. RFP DATES: The following table identifies the estimated dates/time frame for this RFP.

Description Due Date

Release of RFP: October 13, 2026 Job Walk (NON-MANDATORY): November 3, 2026, at 10:00 am (PST) Deadline for RFIs: November 10, 2026, by 3:00 pm Proposal due date: December 23, 2026, by 3:00 pm (PlanetBids) Project Start Date (anticipated): TBD

F. PROPOSAL FORMAT: All proposals shall be submitted as Electronic Files ONLY via PlanetBids. All proposals shall be submitted/uploaded into the response file and any required general attachments via PlanetBids, as either a single PDF file or as multiple, clearly identified PDF files.

A proposal not following the requested format may be deemed non-responsive and eliminated from further consideration. The Proposal shall include a dated cover letter which must be signed by a person authorized to negotiate and execute contracts on behalf of the Offeror and must be binding for a period of one hundred twenty (120) days.

NOTE: IT IS THE OFFEROR'S RESPONSIBILITY TO EXAMINE THIS "REQUEST FOR

PROPOSAL" SOLICITATION IN ITS ENTIRETY PRIOR TO SUBMITTING A PROPOSAL.

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SECTION 2 - GENERAL INFORMATION

REQUEST FOR PROPOSAL NUMBER RFP-VC-26-010 Page 2

A. WAITING PERIOD: All Offerors are alerted that a waiting period of up to one hundred twenty (120) days from the date of the proposal opening may be required before an award is made. The offer shall assume full responsibility for the effect of the waiting period on all proposal prices and terms.

B. PROPOSAL PREPARATION COSTS: The Agency is not, nor shall be, deemed liable for any costs incurred by the Offeror during the preparation, submittal, or presentation of their proposal.

C. WITHDRAWAL OF PROPOSAL BEFORE CLOSING: Any Offeror may request the withdrawal of their submitted proposal by a written request at any time prior to the scheduled proposal due date and time.

Upon receiving the written request to withdraw any proposal, the Agency will consider the Offeror’s proposal null and void and return the proposal to the Offeror unopened. Withdrawal of an Offeror’s proposal will not prejudice Offeror’s re-submittal for this or any future proposal(s). E-mailed proposals will be sent back to the Contractor via e-mail. The Contractor shall take note that no guarantee will be made concerning opening e-mails prior to the closing date/time, given the informal format of this type of submittal.

D. MISTAKE IN PROPOSAL: Any Offeror may withdraw their proposal after the proposal opening, subject to the time restrictions indicated, only if the Offeror can establish to IEUA’s satisfaction that a mistake was made in preparing the proposal.

1. An Offeror declaring a mistake must provide a written notice to IEUA within five (5) calendar days following the scheduled closing date, specifying in detail how the mistake occurred, and how the mistake made the Proposal materially different than was intended.

2. Withdrawal of the proposal will only be permitted for mistakes made in the completion of the proposal. An Offeror who claims a mistake shall be PROHIBITED from submitting further proposals on the project in which the mistake in proposal was claimed. (Public Contract Code 5105).

E. PROPOSAL ACCEPTANCE: IEUA reserves the right to accept or reject any or all proposals or waive any informality(s) in any proposal, if such action is deemed to be in the best interest of IEUA.

Additionally, be advised that if all valid proposal prices received are found to exceed the budget appropriated for this project, IEUA may reject all proposals.

F. INTERPRETATION OF DOCUMENTS: During the proposal solicitation period, should an Offeror find discrepancies or omissions in the specifications of the "Request for Proposals," or should the Offeror be in doubt as to their interpretation, the Offeror shall immediately notify the contact indicated in Section 1(C). Should it be found necessary, an addendum will be posted on PlanetBids. Any addenda issued prior to the scheduled proposal closing date and time shall form a part of this solicitation and shall become a part of the submitted proposal.

G. PROPOSAL FEES: Offerors shall submit a fully burdened fee schedule, for each task or specific skill category required to provide the Contractor’s Services, clearly identifying the firm’s staff classifications by category, by hourly billing rates, and any associated administrative costs.

H. PUBLIC RECORD: After finalization of the award decision, the results of the proposal may be recorded on PlanetBids. Alternately, a summary of all the proposals will be made available upon a written request through the Agency’s Records Management Department through the Agency’s website (https://www.ieua.org/request-for-public-records/). Be advised that all information contained in the proposals submitted in response to this solicitation shall become a matter of public record and be made available upon request in compliance with the California Public Records Act of 2004.

https://www.ieua.org/request-for-public-records/

REQUEST FOR PROPOSAL NUMBER RFP-VC-26-010 Page 3

I. CONTRACT REFERENCES: Using the References form included in Section 4, each Offeror shall provide a list of at least three (3) references from clients that have engaged the Offeror, for which similar work has been performed, within the last five (5) years. Include the reference names, contact person(s), telephone numbers, e-mail address, business physical address, and brief description of the specific services provided.

J. AWARD CRITERIA: The Agency anticipates issuing a single award in conjunction with this proposal activity to the Offeror judged to be most capable of accomplishing all specified requirements in a cost-effective and time efficient manner. However, as previously noted, the Agency reserves the right to make multiple awards subsequent to the Request for Proposal. The following criteria will be used in the rating process for the proposals submitted; to determine the selection of the successful Offeror(s):

• Past record of performance in providing similar services. Proposer shall have completed a minimum of two (2) projects within the last five (5) years involving transformer inspection, infrared (IR) thermographic inspection, transformer oil sampling, and/or oil testing services. At least one

(1) of the referenced projects shall have been performed for a utility, water/wastewater agency, industrial facility, or other comparable organization. At least one of the referenced projects should include both transformer oil sampling/testing and infrared thermographic inspection services similar to the scope of this RFP.

• Experience of personnel (individual or company history, years in business, licenses, certifications, other personnel qualifications).

• Proposed staffing plan and methodology proposed for the Project.

• References.

• Availability of personnel and ability to meet the timeline for IEUA’s Contract/Project.

• Exceptions taken to the proposed contract terms.

• Project fee/rate schedule structure.

K. ACCEPTANCE AND PAYMENT: The selected Offeror’s invoice(s), subsequent to the completion of a valid and binding contract, shall include a specific reference to the Contract Number, the associated Purchase Order number, and be accompanied by detailed supporting documentation. The Agency shall pay the Offeror’s properly executed invoice, subject to approval by the Project Manager, within thirty (30) days following receipt of the invoice.

L. INSURANCE: The Contractor shall furnish IEUA with certificates of insurance and with original endorsements effective coverage required by IEUA for themselves and all subcontractors, prior to commencing work or allowing any subcontractor to commence work under any subcontract. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. All certificates and endorsements are to be approved by IEUA before work commences. IEUA reserves the right to require complete. Certified copies of all required insurance policies, at any time. The minimum scope of insurance required:

1. General Liability: Insurance Services Office (ISO) Form CG 00 01 covering CGL on an

“occurrence” basis, including products and completed operations, property damage, bodily injury, and personal & advertising injury with limits no less than $1,000,000 per occurrence $2,000,000 aggregate. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.

REQUEST FOR PROPOSAL NUMBER RFP-VC-26-010 Page 4

2. Automobile Liability: ISO Form Number CA 00 01 covering any auto (Code 1), or if Contractor has no owned autos, covering hired, (Code 8) and non-owned autos (Code 9), with limit no less than $1,000,000 per accident for bodily injury and property damage.

3. Workers' Compensation and Employers Liability: Workers' compensation limits as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease.

For Workers' Compensation and Employers Liability Coverage, the insurer shall agree to waive all rights of subrogation against IEUA, its officers, officials, employees, volunteers, property owners or engineers under contract to IEUA for losses arising from work performed by the Entity for IEUA. Original Waiver of Subrogation endorsement must be furnished to

IEUA.

4. Professional Liability (Errors and Omissions): Insurance appropriate to the Consultant’s profession, with a limit of no less than $1,000,000 per occurrence or claim, $2,000,000 aggregate.

M. RELEASE OF LIABILITY: The selected Offeror shall execute a Release of Liability form. Contractor agrees and understands that the Contractor’s personal property, if left at any of the Agency’s sites, during the course of the work, may be exposed to the risk of, but not limited to theft, fire damage, water damage, and wind damage; for which the Contractor agrees to assume any and all such risk, and consequences as a result thereof. The Contractor shall be responsible for the completion of the Agency’s Waiver/Release of Liability form (see Section 4) as part of a complete proposal.

N. LIENS: The Offeror shall pay all sums of money that become due from any labor, services, materials or equipment furnished to Offeror on account of said Services to be furnished as a result of the Request for Proposal, and that may be secured by any lien against the Agency.

O. FEDERAL, STATE, AND LOCAL LAWS: The Offeror and all subconsultants shall comply with all federal, state, and local laws, rules, and regulations.

P. CONTRACT EXECUTION(S)/EXCEPTIONS: The selected Offeror shall execute a contract with the Agency which establishes the terms and conditions covering the services provided. A sample of the Agency’s standard contract is provided as Section 5 of this RFP and the Offeror’s proposal. Thus, the Offeror is encouraged to carefully review and consider the sample contract. (For Contracts with Rotating Contractors a Task Order shall be issued against their master contract.) The Offeror shall provide any additional bonding indicated and a preliminary schedule within 10 days of request from the Agency. The Offeror must advise the Agency of any exceptions to the contract’s content or to the content of the RFP.

If no exceptions to the contract are included in the offeror’s response, the offeror is expected to execute the contract in the form set forth herein. An Exceptions Form is provided in Section 4.

Q. PROPOSAL PRICE: The Offeror’s proposed price(s) shall be indicated on the Proposal Rate/Fee

Schedule located within this document. Each Offeror must fully complete all parts of the Summary Fee Schedule, or their proposal may be rejected. Be advised that, at any time, the Agency may require the Offeror to further itemize/detail components of proposed prices and/or invoices, (i.e., labor, materials, travel expenses, sales taxes, freight charges, etc.). If the Offeror desires to convey clarifications/explanations to the information presented on the Proposal Rate/Fee Schedule, an addendum page(s) may be attached thereto. For each proposal item, all costs including overhead, burden, administration, supervision, etcetera, shall be evenly weighted so that work may be added or deducted, at the discretion of the Inland Empire Utilities Agency, with no adjustment to the unit costs submitted.

REQUEST FOR PROPOSAL NUMBER RFP-VC-26-010 Page 5

R. ENVIRONMENTAL PURCHASING POLICY: The Goal of IEUA is to reduce global warming and other environmentally harmful effects generated by its operations, its operational protocols, and its capital improvement projects. In this endeavor, the terms and conditions of all IEUA solicitations encourage, whenever possible and practical, the proposal for products and services that are proven beneficial to the environment. Examples for this project would be projects manufactured with recycled steel, recycled plastics, and vehicles fueled with natural gas or propane versus gasoline or diesel fuel. The Offerors in their proposals should present (and explain) the efforts they will be employing on the project that moves the Agency closer to its sustainability goals.

S. CYBERSECURITY: The goal of IEUA is to secure our critical infrastructure against cyber threats. In this endeavor, the terms and conditions of all IEUA solicitations encourage, whenever possible and practical, the proposal for products and services that are from vendors that demonstrate a strong commitment to protecting our critical infrastructure through comprehensive security programs and evidence thereof. The Offerors in their proposals should present (and explain) the efforts they will be employing on the project that moves the Agency closer to its cybersecurity goals.

T. PROPOSAL INCLUSIONS: The Request for Proposal documents shall be returned in their entirety, with all applicable portions fully completed by the Contractor.

U. PREVAILING WAGE (When Applicable):

A public works contractor must be registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5 [with limited exceptions from this requirement for bid purposes only under Labor Code section 1771.1(a)].

No contractor or subcontractor may be listed on a bid proposal for a public works project unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5 [with limited exceptions from this requirement for bid purposes only under Labor Code section 1771.1(a)].

No contractor or subcontractor may be awarded a contract for public work on a public works project unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5.

This contract is subject to compliance monitoring and enforcement by the Department of Industrial Relations.

This contract has been deemed to be a Prevailing Wage Contract and is therefore subject to the requirements Section 1770 (and following) of the California Labor Code. Offeror shall not pay less than general prevailing wage rates, as determined by the Director of the State of California Department of Industrial Relations, for the locality in which the work is to be performed, for all applicable classifications under this contract. The determinations are available for review at https://www.dir.ca.gov/OPRL/DPreWageDetermination.htm

The Offeror, and any subcontractor performing part of said work, shall strictly adhere to all provisions of the Labor Code, including, but not limited to, minimum wages, workdays, non-discrimination, apprentices, maintenance, availability, and submittal of accurate payroll records, and any other matters required under all Federal, State, and local laws related to labor.

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https://www.dir.ca.gov/OPRL/DPreWageDetermination.htm

SECTION 3 - SCOPE OF WORK

REQUEST FOR PROPOSAL NUMBER RFP-VC-26-010 Page 6

A. PROJECT DESCRIPTION:

Inland Empire Utilities Agency (IEUA) is a regional provider of wastewater treatment with domestic and industrial disposal systems in Southern California. Our facilities include five regional water recycling plants, a desalter facility for potable water, and a regional composting facility. The Asset Management group, under the Engineering Department, is initiating a project aimed at improving the efficiency, safety, and consistency of transformer oil testing across the agency.

This initiative will be broken down into three main components.

1. Infrared (IR) testing

2. Installation of standardized external oil sampling devices

3. Oil testing analysis

Additionally, the project will include training for maintenance personnel on proper sampling techniques and adherence to safety protocols to ensure accuracy and minimize risks during the testing process.

B. CONTRACTOR LICENSE REQUIREMENT

The Contractor shall possess a valid California C-20 Warm-Air Heating, Ventilating and Air- Conditioning Contractor license at the time of bid submission and throughout the duration of the contract.

Failure to maintain the required license may result in disqualification or contract termination.

C. JOB WALK (NON-MANDATORY)

A non-mandatory pre-bid job walk will be held as follows:

Date: November 3, 2026 Time: 10:00 AM Location: RP-1, Ontario, CA

D. PROJECT LOCATIONS

1. RP-1: 2662 East Walnut Street Ontario, CA 91761

2. RP-2: 16400 El Prado Road Chino, CA 91708

3. RP-4: 12811 6th Street Rancho Cucamonga, CA 91739

4. RP-5 6063 Kimball Ave Chino, CA 91708

5. CCWRF: 14950 Telephone Ave, CA 91710

6. CDA: 6905 Kimball Ave Chino, CA 91708

E. SCOPE OF WORK

Major Objective: This task involves the installation of external transformer oil samplers, allowing technicians to safely collect oil samples without opening or accessing internal compartments. In addition to improving sampling efficiency and safety, the project will include a comprehensive assessment of all operational transformers across agency facilities. This assessment will involve infrared (IR) testing to evaluate the thermal condition of each unit and help identify potential issues such as overheating, loose connections, or unbalanced loads. A condition report will be developed for each transformer, outlining recommended repairs, maintenance needs, and overall equipment health to support long-term asset reliability and performance.

REQUEST FOR PROPOSAL NUMBER RFP-VC-26-010 Page 7

Study Objectives: The primary objective of this study is to enhance the reliability, safety and maintainability of Agency’s transformers by implementing a condition assessment and sampling access improvement initiative. The study will focus on three key areas:

1. Condition Assessment Through infrared (IR) Thermographic Testing

2. Installation of Standardized External Oil Sampling Devices

3. Oil testing analysis

The findings from this study will inform maintenance strategies, support capital planning decisions, and align with industry’s best practices

A comprehensive list of equipment to be analyzed is attached to this document (Appendix A)

Task 1: Transformer Visual and Infrared (IR) Inspection

1. Contractor shall perform one (1) visual and infrared thermographic inspection per designated transformer prior to oil sampling. This inspection shall include checking for visible signs of oil leaks, corrosion, physical damage, loose or deteriorated connections, and hotspots

2. IR inspection must be conducted while the transformer is energized and under typical load conditions

3. All IR inspections shall be performed by technicians certified to Level 1 or higher in Thermography per ASNT or equivalent standards

4. Inspection results shall include:

a. Annotated infrared images and visual photos

b. Surface temperature data, delta-T, and environmental conditions

c. Severity classification of any thermal anomalies (e.g., Low, Moderate, Critical)

d. A written condition assessment report for each asset, identifying any findings and recommended corrective action

5. Contractors shall provide on-site training to agency staff covering the proper methods for performing transformer visual inspections and infrared thermographic inspections. Training shall include instructions on:

a. Correct use of IR cameras and visual inspections tools

b. Identification of common defect indicators (oil leaks, corrosion, loose connections, overheating, etc.)

All work must be in accordance with NETA MTS standards, IEEE guidelines and NFPA 70E safety protocols

Task 2: Installation of standardized external oil sampling devices

1. Coordination and Safety Requirements:

a. Contractor shall develop a proposed schedule for transformer access and coordinate with the Agency’s designated project lead for review and approval prior to commencing any work

b. No work shall proceed until written confirmation is provided by the Agency that Lockout/Tagout (LOTO) procedures are complete and the transformer is safe to access

c. The contractor shall allow for schedule flexibility, as transformer access may vary depending on system load conditions and operational constraints.

REQUEST FOR PROPOSAL NUMBER RFP-VC-26-010 Page 8

d. Contractor shall use appropriate personal protective equipment (PPE) when working on transformers, in accordance with applicable safety standards

2. Standards and Environmental Considerations:

a. Contractors shall adhere to all applicable specifications and standards, including ASTM

D923- Standard Practices for Sampling Electrical Insulating Liquids, which outlines the procedures for obtaining representative oil samples from transformers.

b. External oil sampling components (e.g., seals, hoses, fittings) shall be selected based on the environmental conditions of each installation site.

c. All materials used must be temperature-rate and resistant to degradation, ensuring leak prevention and long-term reliability of the sampling system

3. Training and Technical Support:

a. Contractors shall provide comprehensive standard operating procedures (SOP’s) covering the correct methods for collecting oil samples using the installed external samplers.

b. Contractors shall conduct hands-on training sessions for up to ten (10) Agency personnel, ensuring they are fully equipped to safely and accurately perform oil sampling.

Task 2A: Transformer Oil Sampling Program The Contractor shall establish a standardized transformer oil sampling procedure for all designated transformers and perform one (1) oil sampling event per designated transformer during the term of this task.

1. Oil sampling requirements:

a. Sampling valves shall be installed to allow representative oil samples to allow representative oil samples to be obtained safely without opening the transformer

b. Sampling locations shall be configured in accordance with ASTM D923 and industry best practices

c. Contractor shall provide written Standard Operating Procedures (SOPs) describing:

i. Pre-sampling inspections requirements

ii. Proper flushing and purging procedures prior to collection

iii. Sample bottle handling and contamination prevention

iv. Safety requirements and PPE

2. Sample purging requirements Prior to collecting any oil samples, the contractor shall give a sampling procedure for:

a. Purge an adequate volume of oil from the sampling valve to remove stagnant oil and contaminants

b. Verify that sample ports, hoses, and fittings are clean and free of moisture or debris

c. Provide written guidance identifying minimum purge volumes based on transformer size and sampling system configuration

Task 2B: Transformer oil replacement and filling procedures Contractor shall provide procedures and recommendations for safe transformer oil replacement, topping off, or oil processing activities

1. Oil filling and purging requirements The contractor shall develop detailed procedures that include:

a. Verification that replacement oil meets applicable ASTM and IEEE requirements

REQUEST FOR PROPOSAL NUMBER RFP-VC-26-010 Page 9

b. Proper evacuation or purging of air from hoses, fittings, radiators, and oil compartments prior to introducing new oil

c. Methods to minimize moisture ingress during oil handling activates

d. Use of vacuum filling techniques where applicable

e. Procedures for degassing and filtering oil prior to energization

f. Final testing requirements following oil replacement

2. Air removal and system purging The contractor shall provide guidance for:

a. Removal of trapped air from radiators and cooling circuits

b. Venting procedures following oil filling

c. Verification that air pockets have been eliminated before returning equipment to service

d. Documentation of oil volume added and final oil level measurements

Task 2C: Nitrogen blanket system evaluation and positive pressure requirements

1. Nitrogen preservation requirements

Where applicable, the contractor shall:

a. Evaluate existing nitrogen blanket systems

b. Verify integrity of nitrogen regulators, pressure relief devices, and associated components

c. Confirm transformers maintain positive nitrogen pressure to reduce moisture intrusion and oxidation of insulating oil

d. Develop recommended operating pressure ranges based on transformer manufacturer requirements

e. Provide documentation identifying:

i. Minimum acceptable nitrogen pressure

ii. Normal operating pressure range

iii. Alarm pressure settings

iv. Recommended inspection frequencies

2. Nitrogen pressure The contractor shall install or recommend installation of:

a. Nitrogen Pressure gauges readable from ground level where practical

b. Local pressure indicators with clearly marked operating ranges

c. The final report shall include recommended operating pressures for each transformer type and manufacturer

Task 2D: Transformer Monitoring Instrumentation The contractor shall assess and recommend installation of transformer condition monitoring to support preventive maintenance activities

1. Nitrogen pressure gauges Installation shall include:

a. Clearly visible gauge face

b. Green/yellow/red operating ranges

c. Corrosion-resistant construction suitable for outdoor installation

2. Temperature gauges The contractor shall install or recommend installation of:

a. Top oil temperature gauges

b. Liquid-filled temperature indicators

REQUEST FOR PROPOSAL NUMBER RFP-VC-26-010 Page 10

c. Resettable maximum temperature indicators where applicable

3. Oil level gauges

The contractor shall install or recommend installation of:

a. Oil level sight glasses

b. Oil level indicators when applicable

c. Clearly marked minimum and maximum operating levels

d. Oil-level devices shall allow maintenance personnel to verify transformer oil levels during preventive maintenance inspections

4. Preventive Maintenance Documents

The contractor shall develop PM inspections forms that include:

a. Oil level verification

b. Nitrogen pressure verification

c. Oil temperature recording

d. Visual inspections for leaks

e. Bushing condition assessment

f. Inspection of gauges and indicators

g. Infrared inspection findings

Task 3: Oil Testing Analysis:

The contractor shall collect oil samples from each transformer. All samples shall be tested by a certified laboratory in accordance with applicable ASTM standards, such as:

1. Dielectric Breakdown voltage (ASTM D1816 or D877)- Indicates insulating strength of the oil

2. Karl Fisher (ASTM D1533)- High moisture can lead to insulation failure

3. Acidity/Neutralization Number (ASTM D974)- Monitors chemical aging of oil

4. Interfacial Tension (ASTM D971)- Indicates contamination or oxidation

5. Color and Visual Appearance (ASTM D1524)- Identifies particulate or contamination

6. Power Factor/Dissipation Factor (ASTM D924)- measures dielectric losses

7. Furan Analysis (Paper Aging Indicator)- Evaluates the condition of paper insulation

8. Dissolved Gas Analysis (DGA)- Detects internal arcing, overheating, or corona activity.

Task 4: Training Requirements The contractor shall provide four (4) separate full-day training sessions that will require two (2) full day training sessions for south and north facilities

1. Day 1 training topics

a. Transformer fundamentals

b. Oil sampling best practices

c. ASTM sampling requirements

d. Proper purge procedures before sample collection

e. Contamination prevention techniques

f. Sample handling and documentation

g. Hands-on oil sampling demonstrations

2. Day 2 training topics

a. Transformer inspection procedures

b. Infrared thermography principles

c. Nitrogen blanket systems and operation

REQUEST FOR PROPOSAL NUMBER RFP-VC-26-010 Page 11

d. Nitrogen pressure and acceptable operating ranges

e. Oil temperature reading

f. Oil level and sight glass inspections

g. Preventive maintenance practices

h. Hands-on field inspections using agency transformers

3. Training Deliverables Contractor shall provide:

a. Training manuals and reference materials

b. Standard operating procedures (SOPs)

c. Inspection checklist

d. Oil sampling procedures

e. Nitrogen system maintenance instructions

f. Electronic copies of all presentation materials

F. SELECTION CRITERIA

1. Proposed prices - Project fee schedule that includes labor rates to perform the required services, inspections, and related services.

2. Past record of performance in providing similar services. Proposer shall have completed a minimum of two (2) projects, including at least one (1) as-a-Service, like this RFP’s scope of work within the last five (5) years in the utility service sector (preferably water and/or wastewater).

3. Statement of Qualifications – Experience, qualification, and certifications of personnel (individual or company history, years in business, licenses, certifications, other personnel qualifications).

4. Experience and References – Past record of performance in providing similar services (prior projects).

5. Exceptions taken to the proposed contract terms.

G. PROJECT ASSUMPTIONS & APPLICABLE SPECIFICATIONS

1. Job walk is strongly encouraged.

2. The contractor shall provide materials, labor, and installation of hardware devices.

3. The contractor shall provide programming and integration technical support, including building of assets into the Viewer/ application.

4. The contractor is responsible for proper disposal of trash and other left-over materials during installation.

H. PROPOSAL INSTRUCTIONS AND FORMAT:

1. Cover Letter

a. Include a brief introduction of the firm.

b. Statement of understanding and interest in the project.

c. Acknowledgment of receipt of the RFP and any addenda.

d. Commitment to scope, schedule, and terms.

e. Contact information and signature of an authorized representative.

2. Table of Contents

a. List all sections and corresponding page numbers.

3. Executive Summary

a. Brief overview of your approach to the project.

b. Summary of qualifications.

c. Key differentiators and value-added services.

REQUEST FOR PROPOSAL NUMBER RFP-VC-26-010 Page 12

4. Company Profile

a. Legal name, business address, phone number, and website.

b. Type of organization (corporation, partnership, etc.).

c. Year established.

d. Number of years providing similar services.

e. Primary point of contact.

5. Project Approach and Methodology

a. Description of proposed solution, technology, and equipment.

b. Overview of how you will meet the technical specifications (vibration sensors, analytics, visualization, integration).

c. Description of system configuration, installation, data integration, and commissioning.

d. Outline of project phases and schedule.

e. Safety compliance, PPE procedures, and LOTO practices.

f. Cybersecurity measures (SOC 2 or CAIQ compliance).

g. Single Sign-On and MFA implementation.

6. Experience and Past Performance

a. At least three (3) relevant projects completed within the last five years, including:

i. Project name and client.

ii. Scope and size.

iii. Duration and outcome.

iv. Contact information for references.

b. Include at least one as-a-Service project in the water/wastewater sector, if applicable.

7. Key Personnel and Qualifications

a. Names, titles, and resumes of proposed team members.

b. Roles and responsibilities for this project.

c. Relevant licenses, certifications, and years of experience.

8. Proposed Equipment and Materials

a. Manufacturer and model information for sensors, monitors, and gateways.

b. Product datasheets/specifications.

c. Environmental compliance (ATEX, NEMA 4x, IP66, etc.).

d. Power requirements and wireless communication strategy.

9. Visualization and Integration

a. Description of browser-based dashboard.

b. Cloud vs. local interface capabilities.

c. Support for OPC UA, Modbus TCP/IP, and integration with SCADA and APM.

d. Data visualization features, predictive insights, 3D rendering (if proposed).

e. Provide Agency access with access to all oil testing reports and associated test results upon completion of the testing.

f. Contractor shall provide the Agency with access to all applicable Standard Operating

Procedures (SOPs) related to the services provided.

10. Training and Support

a. Description of training for up to 20 Agency users.

b. Details of technical support during installation and service term.

c. Ongoing software updates, troubleshooting, and service escalation.

d. Provide copies of training materials

REQUEST FOR PROPOSAL NUMBER RFP-VC-26-010 Page 13

11. Cost Proposal

a. Completed Cost Sheet (Attachment A).

b. Optional 3-year extension costs.

c. Early payment discount terms.

d. Any cost assumptions or exclusions clearly listed.

12. Exceptions to RFP or Contract Terms

a. Clearly state any exceptions to contract terms, conditions, or specifications.

b. If none, state: "Proposer takes no exceptions to the RFP."

13. Required Forms and Attachments

a. Attachment A – Proposal Questionnaire, Costs, and Expenses Schedule.

b. Attachment B – Completed CAIQ (if no SOC 2 report available).

c. Attachment C – Reviewed Equipment Data Spreadsheet (optional markup/comments).

d. Attachment D – Required Forms

i. Consultant Identification Form

ii. References Form

iii. Exception Form(s)

iv. Non-Collusion Statement

v. Workers' Compensation Certificate

vi. Waiver/Release of Liability Form

vii. Certificate of Insurance (COI) or commitment to provide prior to contract execution.

e. Attachment E – Sample Contract

(This space intentionally left blank)

SECTION 4 – FORMS

REQUEST FOR PROPOSALS NUMBER RFP-VC-25-008 Page 14

ATTACHMENT A: PROPOSAL QUESTIONAIRE, COSTS, AND EXPENSES SCHEDULE

The contractor shall fully complete this Summary Fee Schedule and return it with their proposal. All proposed fees will be stated as NET-PRICE, whereas the NET-PRICE shall represent the total and final cost to the Agency for providing the services as stated in the SOW. The NET-PRICE shall include all proposed costs associated with all materials, labor, equipment, transportation, overhead, profit, insurance, taxes, fees, incidentals, and any/all other related costs necessary to supply the services required. (The titles below are for illustration purposes only, contractor shall enter proper titles, as used by their company)

Proposal Questionnaire:

Information Technology Questions Question Description Yes No Comments/Proof of Compliance

1. Has your company performed a Service Organization Control Type 2 (SOC 2) assessment of information system, security, and privacy infrastructure?

2. If the answer for both questions 1 is “No”, the contractor shall fill out the Consensus Assessment Initiative Questionnaire (CAIQ) v4.0.3 See attachment B

Item Description Unit Estimated Qty.

Unit Price

Extended Price

1 Transformer Visual and Infrared (IR) Inspection

1.1 Visual and IR thermographic inspection, including required photographs, temperature data, anomaly classification, and condition assessment report

Per Transformer

1.2 On-site visual and IR inspection training for Agency staff Lump Sum 1 $ $ 2 External Oil Sampling Devices

2.1 Furnish and install standardized external oil sampling device, including all required seals, hoses, fittings, and associated components

Per Transformer

2.2 Develop SOPs for use of installed external oil sampling devices and oil sampling procedures Lump Sum 1 $ $ 3 Transformer Oil Sampling and Laboratory Analysis

3.1 Collect transformer oil sample, including required flushing/purging and sample handling Per Transformer

3.2 Complete laboratory oil analysis required by Task 3, including all specified ASTM testing and DGA/Furan analysis Per Sample $ $

3.3 Laboratory test report/results Included Included Included

SECTION 4 - FORMS

REQUEST FOR PROPOSAL NUMBER RFP-VC-26-010 Page 15

Item Description Unit Estimated Qty.

Unit Price

Extended Price

4 Transformer Oil Replacement/Filling Procedures

4.1 Develop oil replacement, filling, purging, degassing, filtering, and final testing procedures and recommendations Lump Sum 1 $ $

5 Nitrogen Blanket System Evaluation

5.1 Evaluate existing nitrogen blanket system and provide required operating pressure recommendations/documentation

Per Transformer $ $

6 Transformer Monitoring Instrumentation

6.1 Assess existing transformer monitoring instrumentation and provide recommendations Per Transformer $ $

6.2 Furnish and install nitrogen pressure gauge, where directed by Agency Each $ $

6.3 Furnish and install temperature gauge/indicator, where directed by Agency Each $ $

6.4 Furnish and install oil level gauge/indicator, where directed by Agency Each $ $

6.5 Develop preventive maintenance inspection forms/checklists Lump Sum 1 $ $ 7 Training

7.1 Four (4) full-day training sessions, including hands-on field training Lump Sum 1 $ $

7.2 Training manuals, reference materials, SOPs, inspection checklists, oil sampling procedures, nitrogen system maintenance instructions, and electronic presentation materials Included Included Included

TOTAL PROPOSAL PRICE $__________

EXPEDITED PAYMENT DISCOUNT: Each Offeror shall indicate the availability, and the magnitude of any discount related to expedited payment of any or all invoices (i.e., if Net 10, then 2% discount).

If Net 15, then ___________________% discount

If Net ___, then __________________% discount

(Signatures on the Following Page)

SECTION 4 – FORMS

REQUEST FOR PROPOSALS NUMBER RFP-VC-25-008 Page 16

PROPOSAL SIGNATURE: THE UNDERSIGNED AGREES, IF THIS PROPOSAL IS ACCEPTED BY THE

AGENCY WITHIN 120 CALENDAR DAYS AFTER THE DATE OF THE PROPOSAL CLOSING, TO

EXECUTE A CONTRACT OF SIMILAR TO THAT DISPLAYED UNDER SECTION 5 - ATTACHMENTS.

Offeror has thoroughly read this RFP and agrees to all the terms and conditions stipulated herein, except as stated within the "EXCEPTIONS FORM" submitted with Offeror's proposal.

Offeror’s Signature Company Name

Print Name Business License Number

Title Date

REQUEST FOR PROPOSAL NUMBER RFP-VC-26-010 Page 17

ATTACHMENT B - Completed CAIQ (if no SOC 2 report available)

Found under Documents in PlanetBids

REQUEST FOR PROPOSAL NUMBER RFP-VC-26-010 Page 18

ATTACHMENT C - Reviewed Equipment Data Spreadsheet (optional markup/comments).

Found under Documents in PlanetBids

REQUEST FOR PROPOSAL NUMBER RFP-VC-26-010 Page 19

ATTACHMENT D

CONSULTANT IDENTIFICATION

1. Legal name of Offeror:

2. Street Address:

3. Mailing Address:

4. Business Telephone:

5. Facsimile Telephone:

6. Email Address:

7. Type of Business:

Sole Proprietor Partnership Corporation

Other: _______________________________________________________________

If corporation, indicate State where incorporated: _____________________________

8. Business License number issued by the City where the Offeror’s principal place of business is located.

Number: Issuing City:

9. Federal Tax Identification Number:

10. California Contractor’s License Number: _____________________________________

11. California DIR (Registration) Number: ________________________________________

12. Offeror's Project Manager: ___________________________________________________

13. Project Manager’s E-mail Address: _____

14. Project Manager’s Cell Phone No.: ____________________________________________

15. Authorized Signatory for Contracts:

Name: _________________________________ Title: ______________________

Email address: ______________________________

REQUEST FOR PROPOSAL NUMBER RFP-VC-26-010 Page 20

REFERENCES AND SUBCONTRACTORS

The Consultant shall provide three (3) references for projects of similar size, scope, and complexity completed within the past five (5) years.

If the Agency is identified as a reference, the Consultant shall also provide three (3) additional non-Agency references. Agency experience may be considered in addition to, but shall not replace, the three required external references.

Name of Firm Contact Name:

City and State: Telephone No.:

Email Address: Approximate Cost:

Project Name: Start/End Dates:

TYPE OF SERVICES PROVIDED (Note: Please attach a “typical” invoice, for the services provided.)

SUBCONTRACTOR(S)

List any subcontractors who worked on your firm's behalf on the above- mentioned referenced project.

Name of Firm: Contact Name:

City and State: Telephone No.:

Email Address: DIR Registration No.:

License No.: Check one: Business CSLB

Brief description of their services:

(Please copy this form as many times as needed.)

REQUEST FOR PROPOSAL NUMBER RFP-VC-26-010 Page 21

EXCEPTION FORM

Any exceptions to the solicitation requirements and/or sample contract terms and conditions must be identified at the time of proposal submission.

For each exception, Proposers must identify the provision and provide proposed alternative language directly on the Exceptions Form or in a separate document. If no exceptions are taken, write or type “None.”

Failure to identify an exception may be considered acceptance of the requirement as written.

Page Number: Section Title:

Paragraph Number: Exception Taken:

Make additional copies of this form if necessary.

REQUEST FOR PROPOSAL NUMBER RFP-VC-26-010 Page 22

NON-COLLUSION AFFIDAVIT

State of __________________________) ) ss.

County of ________________________)

, being first duly sworn, deposes and says that he or she is

, of ("Offeror") the party making the foregoing Proposal that the Proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the Proposal is genuine and not collusive or sham; that the Offeror has not directly or indirectly solicited any other Offeror to put in a false or sham Proposal, and has not directly or indirectly colluded, conspired, connived, or agreed with any Offeror or anyone else to put in a sham Proposal, or that anyone shall refrain from bidding; that the Offeror has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the Proposal fee or the Offeror or any other Offeror, or to fix any overhead, profit, or cost element of the Proposal fee, or of that of any other Offeror, or to secure any advantage against the public body awarding the Contract of anyone interested in the proposed Contract; that all statements contained in the Proposal are true; and, further, that the Offeror has not, directly or indirectly, submitted his or her Proposal fee or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, Proposal depository, or to any member or agent thereof to effectuate a collusive or sham

Proposal.

Signature Company Name

Printed Name Business License Number

REQUEST FOR PROPOSAL NUMBER RFP-VC-26-010 Page 23

WORKERS' COMPENSATION CERTIFICATE

The Offeror shall execute this form to acknowledge and comply with the requirements of California Labor Code, Sections 1860 and 1861:

I am aware of the provisions of Section 3700 of the California Labor Code which require every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that code, and on behalf of my Contractor, I will comply with such provisions before commencing the performance of the work of any contract entered into.

Signature Company Name

Printed Name Business License Number

REQUEST FOR PROPOSAL NUMBER RFP-VC-26-010 Page 24

WAIVER/RELEASE OF LIABILITY

I, the undersigned, on behalf of (hereinafter referred to as Contractor), fully understand that the storage or leaving of any and all Contractor owned equipment, materials, and supplies at the Agency’s facilities during the term of the contract, exposes Contractor to the risk of, but not limited to, theft, fire damage, vandalism, water damage, wind damage, and possible personal injury to Contractor’s employees. For the privilege of storing/leaving any and all Contract owned equipment, materials, and supplies at the Agency’s facilities, Contractor agrees to assume any and all such risks.

In consideration of being able to store/leave said equipment, materials, and supplies at the Agency’s facilities, Contractor hereby releases, agrees not to sue, or bring any action against, the Inland Empire Utilities Agency, its officers, employees, agents, representatives, and volunteers for any and all liability, claims, or actions for injury or death to Contractor’s employees, or damage or theft of said property arising out of or in connection with the storage or leaving of said item(s) for whatever cause, including the active or passive negligence of the Inland Empire Utilities Agency, its officers, employees, agents, representatives, and volunteers.

I have carefully read this Waiver/Release of Liability and covenant not to sue, and fully understand its contents, and the possible exposures that the Contractor is agreeing to assume. I am aware that this Waiver/Release of Liability is a full release of any and all liability. I am signing such as the authorized agent of Contractor, and of my own free will.

By: _______________________________ ___________________________________

Representative’s signature Date

Print Name Title

Approved: ____________________________________

REQUEST FOR PROPOSAL NUMBER RFP-VC-26-010 Page 25

PUBLIC WORKS CONTRACTOR REGISTRATION CERTIFICATION (WHEN APPLICABLE)

Pursuant to Labor Code Sections 1725.5 and 1771.1, all contractors and subcontractors that wish to bid on, be listed in a bid proposal, or enter into a contract to perform public work must be registered with the Department of Industrial Relations (DIR). See http://www.dir.ca.gov/Public-Works/PublicWorks.html for additional information.

No bid will be accepted, nor will any contract be entered into without proof of the contractor’s and subcontractors’ current registration with the DIR to perform public work.

The Bidder hereby certifies that it is aware of the registration requirements set forth in Labor Code Sections 1725.5 and 1771.1 and is currently registered as a contractor with the DIR.

Name of Bidder: ______________________________________________________________

DIR Registration Number:…