Binder3.pdf

Notice of Intent to Award a Sole Source Procurement

Subject: Purchase of Electrical Transfer Switchgear Systems from Eaton Corporation

Document Number: SS-2025- 039

Date: June 23, 2025

Written Response Due: June 27, 2025

Time: 3:00 PM EDT

E-mail Address: bids@citynmb.com

This is not a Request for Proposals and there is no solicitation available. The proposed contract action is for product or services for which the City intends to negotiate and award with only one source under the authority of the City of North Miami Beach City Code Section 3-4.8. Any responses received as a result of this Notice of Intent shall be considered solely for the purpose of determining whether to conduct a competitive procurement. Responses will not be considered as proposals, bids, or quotes.

The City of North Miami Beach, Florida intends to negotiate a Sole Source procurement:

Request Department/Office: NMB Water Administration

Product and/or services to be purchased: Electrical Transfer Switchgear Systems from Eaton Corporation

Anticipated Cost: $244,723.50

Sole Source Justification: Eaton Corporation, through its Power Systems Controls (PSC) Division, is the original equipment manufacturer of the existing switchgear systems at the Norwood Water Treatment Facility and is the only vendor with authorization access to power control system, internal components, and control systems. The required upgrade converting the relay system to a PLC-based system, HMI and PLC programming, removal of legacy components, and integration into the facility’s SCADA system, all which Eaton originally configured and continues to support.

Actions to be Taken: Interested firms or individuals may identify their interest and capability to respond to the requirement by submitting in writing their name, address, point of contact, telephone number, email, and a statement regarding capability to provide the specified procurement per the attached specifications. Interested firms will be considered only if they respond with clear and convincing documentation that they are capable of meeting or exceeding the requirements stated herein. All responses received within seven (7) calendar days after the date of publication of this synopsis will be reviewed by the City. A determination by the Chief Procurement Officer not to compete this proposed action based on the responses to this notice is solely within the discretion of the Chief Procurement Officer.

All responses must be in writing and returned to ATTN: City of North Miami Beach, 17011 NE 19th Ave., Suite 315, North Miami Beach, FL 33162 by: e-mail to bids@citynmb.com. Note the number of the Sole Source Information inquiry on documentation.

mailto:bids@citynmb.com

Any order issued in response to this quotation will be governed by the terms and conditions contained in Eaton Selling Policy 25-000 which is attached hereto. The prices set forth in this quotation do not include any taxes. This quotation is valid for 60 days unless otherwise amended in writing by Eaton.

Shipment: F.O.B: Factory. Freight: Prepaid Added. Payment Terms: Net 30 days.

EESS-PSC Proposal Proposal#: PSC-250218-01-JGR

Revision #: 3 Proposal Date: 5/22/2025

EESS – MIK5-250327-01-AG

To: Alejandro Gonzalez From: John Regan

Company: Eaton Corporation Negotiation Application Engineer

Mobile: 989-370-8432

Customer Name: North Miami WTP Email: johngregan@eaton.com

Project: Upgrade Two (2) LVA Substations f rom Relay Based Transfer to PLC Based Automatic Transfer

Project Overview:

Eaton Power Systems Controls (PSC) will provide the engineering, design, demo drawings, construction drawings, PLC and HMI programming, installation of hardware, and site start -up and testing for two (2) 480V switchgear lineups f rom a hardwired relay based automatic transfer system to a PLC based system with an HMI. Following switchgear will be upgraded:

• North High Services Room o GO#s MMI00939-093/SMI04654-001

• Membrane Building o GO#s MMI00939-094/SMI04654-002

*SMI04654 is the generator structure added to the base GO items. Creating a GMTM system

The upgrade will ref lect the switchgear provided on GO# MMI006755-001. This system uses a Rockwell Compact Logix PLC and an Eaton HMI. PSC will provide a Rockwell based automatic transfer system with an Eaton HMI, per the below

BOM.

The upgrade for each substation will consist of :

• Demo of Relay Transfer components, PS/UPS combo, sensing relays, and associated wiring o PSC will provide demo drawings for EESS

• Installation of new sensing relays, AC-24VDC Power Supply, 24VDC UPS, UPS battery, CompactLogix PLC, and

Eaton XV HMI.

o PSC will provide installation and wiring drawings for installation

• Verif ication of all wiring to/f rom PLC for monitoring and control

• Verif ication of HMI communications between the PLC and HMI

• Functional Testing of the PLC based Automatic Transfer Scheme

• Final documentation for all work performed to provide as-built drawings and program back-ups

There are two identical systems. PSC is providing the below manpower for each system. Each upgrade will be performed on a separate site visit. The below is the time on-site for one upgrade.

Pre-engineering site visit to verify space, measurements, and customer coordination. One (1) PSC engineer for one (1) eight (8) hour day.

One (1) PSC and one (1) EESS engineer for f ive (5) eight (8) hour days during normal working hours .

During the upgrade automatic operation will not be available. Outages and switching will be required during the upgrade to access certain areas of the switchgear and to perform IO verif ication and functional testing. PSC estimates the upgrade will take 2-3 days for the demolition and installation, one day for IO checks and wiring verif ication, and one day for functional testing. Outages and switching will need to be coordinated by the customer during the upgrade for each switchgear.

Eaton Electrical Services & Systems

Power Systems Controls Group

Any order issued in response to this quotation will be governed by the terms and conditions contained in Eaton Selling Policy 25-000 which is attached hereto. The prices set forth in this quotation do not include any taxes. This quotation is valid for 60 days unless otherwise amended in writing by Eaton.

Shipment: F.O.B: Factory. Freight: Prepaid Added. Payment Terms: Net 30 days.

This proposal does not include evening or weekend hours. If the work must be performed outside normal working hours

PSC will revise the pricing to ref lect the dif ference in the hourly rate.

References:

The following documents were used in the scope development and estimating ef forts for this proposal:

1. MMI00939-093 Factory Drawings (North High Services Room)

2. SMI04654-001 Factory Drawings (North High Services Room)

3. MMI00939-094 Factory Drawings (Membrane Building)

4. SMI04654-002 Factory Drawings (Membrane Building)

5. Site Photographs

Services:

1. Eaton will provide the following services for this project

1. Design Engineering

2. Documentation

3. Control Programming

4. HMI Programming

5. Site Startup and Testing

6. Final Documentation

7. Project Management of EATON PSC materials and resources

Materials:

The following materials will be provided as part of this project.

North High Services Room

QTY Description

1 COMPACTLOGIX PROCESSOR L30

2 COMPACTLOGIX 16PT 24VDC SINKING/SOURCING INPUT MODULE

1 COMPACTLOGIX 16PT 24VDC SOURCING OUTPUT MODULE

1 COMPACTLOGIX 24VDC Input 4A@5VDC-2A@24VDC

1 Eaton XV 10" HMI, Multi-Touch PCT, CE7 OS, 2 Ethernet

1 QUINT-PS/1AC/24DC/10 Power Supply

1 QUINT4-UPS/24DC/24DC/10 UNINTERRUPTED POWER SUPPLY

1 UPS-BAT/PB/24DC/4AH BATTERY MODULE

2 27 - Undervoltage Relay 120V

3 47 - PHASE SEQUENCE SENSING RELAY, 120V

1 81OU - Over/Underf requency Relay 120V

1 27/59 - Under/Overvoltage Relay 120V

1 Lot of wire, relays, terminal blocks, as required

Membrane Building

QTY Description

1 COMPACTLOGIX PROCESSOR L30

2 COMPACTLOGIX 16PT 24VDC SINKING/SOURCING INPUT MODULE

1 COMPACTLOGIX 16PT 24VDC SOURCING OUTPUT MODULE

1 COMPACTLOGIX 24VDC Input 4A@5VDC-2A@24VDC

1 Eaton XV 10" HMI, Multi-Touch PCT, CE7 OS, 2 Ethernet

1 QUINT-PS/1AC/24DC/10 Power Supply

1 QUINT4-UPS/24DC/24DC/10 UNINTERRUPTED POWER SUPPLY

Any order issued in response to this quotation will be governed by the terms and conditions contained in Eaton Selling Policy 25-000 which is attached hereto. The prices set forth in this quotation do not include any taxes. This quotation is valid for 60 days unless otherwise amended in writing by Eaton.

Shipment: F.O.B: Factory. Freight: Prepaid Added. Payment Terms: Net 30 days.

QTY Description

1 UPS-BAT/PB/24DC/4AH BATTERY MODULE

2 27 - Undervoltage Relay 120V

3 47 - PHASE SEQUENCE SENSING RELAY, 120V

1 81OU - Over/Underf requency Relay 120V

1 27/59 - Under/Overvoltage Relay 120V

1 Lot of wire, relays, terminal blocks, as required

Assumptions/Roles/Exclusions:

1. Roles - The customer will provide the following:

1. Project Manager or person to serve as the primary contact for the Eaton Project Team

2. Site Access as required to ensure successful installation, startup , and testing

3. Coordinate switching, as required, for demolition, installation, and testing

4. Provide generators with fuel for testing

2. Assumptions - Eaton has assumed the following:

1. All internal switchgear components, breakers, relays, CPTS, etc., are fully functional

3. Exclusions - The following items are excluded as part of this projects scope of work

1. Troubleshooting and repair of non-transfer system components is not included

Site Delays & Additional Scope:

Site delays beyond the control of Eaton and authorized additional scope will be charged per the prevailing rates in accordance with Eaton’s Electrical Engineering Services & Systems Price List, including but not limited to:

• Additional site visits caused by lack of site readiness or availability for System testing

• On-site and of f -site labor, including standby time and portal-to-portal time

• Travel and living expenses, plus a handling charge of 25%

Qualifications:

• Time classif ications o Straight time: Monday through Friday, normal business hours up to 8 hours o Overtime: Monday through Friday, 8–12 hours or outside of normal business hours, Saturday up to 8 hours o Premium: Monday through Friday, more than 12 hours, Saturday more than 8 hours, Sundays, and holidays

• Standby time: When service personnel are on the job site but are unable to perform services requested due to circumstances beyond EESS control, the customer will be billed at applicable rates

Validity:

Prices will remain f irm for 60 days f rom date of proposal.

General Terms:

1. Equipment Warranty. All Power Systems Controls equipment sold pursuant to the Contract shall be warranted against defects in manufacturing or materials in accordance with the Warranty for Products set forth in Selling Policy 25-000. Third party products supplied as part of the Power Systems Controls solution shall be warranted in accordance with the manufacturers’ warranty policies.

2. Power Systems Controls Application Sof tware Warranty. Eaton warrants that the Power Systems Controls application sof tware sold pursuant to the Contract (the “System”) will perform in accordance with the description and specif ications set forth in the System Proposal provided by Eaton. Eaton disclaims the implied warranties of merchantability and f itness for a particular purpose. Claims by Buyer for failure to conform to the description and specif ications set forth in the System Proposal must be made in writing, or verbally with conf irmation in writing, within the earlier of :

1. Ninety (90) days f rom the date of System Acceptance: The date when Eaton determines that the System is performing in accordance with the description and specif ications set forth in the System Proposal;

Any order issued in response to this quotation will be governed by the terms and conditions contained in Eaton Selling Policy 25-000 which is attached hereto. The prices set forth in this quotation do not include any taxes. This quotation is valid for 60 days unless otherwise amended in writing by Eaton.

Shipment: F.O.B: Factory. Freight: Prepaid Added. Payment Terms: Net 30 days.

2. Ninety (90) days f rom the date of Benef icial Use: Should the System be put into operation by the Buyer prior to the date of System Acceptance, then the System shall be deemed to be providing benef icial use to the Buyer;

3. Twelve (12) months f rom the date of shipment of any assemblies which contain Power Systems Controls hardware.

3. Power Systems Controls systems are excluded f rom the Extended Warranty for Products, as def ined by Selling

Policy 25-000, and the Extended Warranty Program of fered by Eaton Electrical Engineering Services & Systems.

4. To the extent that the worker(s), employee(s), or third -party contractor(s) of Customer (collectively, “Customer Worker(s)”) support the work or project performed by Eaton, Customer represents that such Customer Worker(s) possess the qualif ications, knowledge, skill and expertise necessary to perform the tasks involved in supporting the work or project. Customer further acknowledges that Customer, at all times, remains exclusively responsible for the actions and inactions of its Customer Worker(s), and that Customer shall defend and hold Eaton harmless against any losses, liabilities, damages, claims, suits, actions, proceedings, subrogations, costs, and expenses, including court costs and attorneys’ fees, arising f rom the action(s) or inaction(s) of the Customer Worker(s).

Progress Billing:

item# Description Order Entry/Progress Billing

DOC

Suffix

Product

Code

D/Net

Percentage

1A North High Services Room Submittal Approval EEB U0642 20%

1B North High Services Room Build Release EEB U0643 30%

1C North High Services Room Shipment EEB U0642 30%

1D North High Services Room Startup EEB U0642 20%

2A Membrane Building Submittal Approval EEB U0642 20%

2B Membrane Building Build Release EEB U0643 30%

2C Membrane Building Shipment EEB U0642 30%

2D Membrane Building Startup EEB U0642 20%

Pricing:

Eaton is pleased to provide a f ixed price for this project in the amount of :

North High Services Room Switchgear........................................................................................... $116,535 USD D/Net

Membrane Building Switchgear ..................................................................................................... $116,535 USD D/Net

Pricing Breakdown for 1 Room:

• FSR Engineer Labor = $96,360

• PLC Materials = $17,600

• Expenses = $2,575

• Total per System = $116,535

A f ixed price purchase order should be provided in that amount. See ordering instructions below.

Order Information:

Please reference the Proposal Number PSC-250218-01-JGR r1 on any correspondence and the purchase order.

John Regan

Power Systems Controls AE Electrical Engineering Services and Systems Division, Eaton

Any order issued in response to this quotation will be governed by the terms and conditions contained in Eaton Selling Policy 25-000 which is attached hereto. The prices set forth in this quotation do not include any taxes. This quotation is valid for 60 days unless otherwise amended in writing by Eaton.

Shipment: F.O.B: Factory. Freight: Prepaid Added. Payment Terms: Net 30 days.

26201 Northwestern Hwy., Southf ield, MI 48075 mobile: +1 989 370-8432 johngregan@eaton.com mailto:johngregan@eaton.com

17011 N.E.19th Ave., Suite 315 North Miami Beach, FL 33162 • P: 305-948-2946 • F: 305-957-3522 • bids@citynmb.com

PROCUREMENT MANAGEMENT DIVISION

TO:

VIA:

FROM:

DATE:

Mario A. Diaz City Manager

Chief Procurement Officer

__________________________ (Name)

__________________________ (Department)

RE: _____________________________________________________________________________

Annual Expenditure not to Exceed: $ ____________________ Vendor # ___________________

Section 3-4.5 Exemptions for Bidding, Purchase of the following materials and services shall be exempt from the bidding process and subject to the spending limitations provided in subsection 3-3.14, unless otherwise provided by State law: a. Sole source purchases. Sole-source supplies and services, such as unique, patented, or franchised supplies or services, are exempt if the Purchasing Agent determines, after conducting a good faith review of available sources, that the particular supply or service is available from only one (1) source.

Sole Source Justification: 3-4.8 Sole Source Purchasing. Department heads may recommend purchase of a part, commodity, or service from a sole source supplier after a reasonable search has been made to find other suppliers. The recommendation shall include a written justification documenting the potential vendors contacted, and the results. The Purchasing Agent shall either confirm the lack of additional suppliers or inform the Department of potential suppliers.

Approved Date

________ _________ Chief Procurement Officer (Up to $25,000)

Mario A. Diaz, City Manager (Up to $50,000) ________ _________

Purchases exceeding $50,000.00 will be placed on the next Commission Agenda pending Procurement review.

SOLE SOURCE REQUEST FORM

PROCUREMENT EXPLANATION MEMO

PROCUREMENT MANAGEMENT DIVISION

TO:

VIA:

Mario A. Diaz City Manager

Chief Procurement Officer

FROM:

Name

Title/Department

DATE:

RE:

Fiscal Amount not to Exceed: $ Vendor #_________

Purpose (How does it align with City NMB Strategic Plan?):

Background:

Recommendation:

Fiscal Impact / Account Number(s):

Contact Person(s):

17011 N.E.19th Ave., Suite 315 North Miami Beach, FL 33162 • P: 305-948-2946 • bids@citynmb.com mailto:bids@citynmb.com