Electric_Meter_Test_Board.pdf

INVITATION FOR BIDS (IFB)

2075-IFB

ELECTRIC METER TEST BOARD

City of Rock Hill

757 S. Anderson Road, Building 103

Rock Hill, SC 29730

RELEASE DATE: May 22, 2025

DEADLINE FOR QUESTIONS: May 29, 2025

RESPONSE DEADLINE: June 6, 2025, 10:00 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/cityofrockhill

City of Rock Hill

INVITATION FOR BIDS (IFB)

2075-IFB

Electric Meter Test Board

I. Introduction II. Invitation for Bids

III. Scope of Work IV. Terms and Conditions V. Local Purchasing

VI. Pricing Proposal VII. Vendor Questionnaire

Attachments:

A - SAMPLE Agreement for Goods & Services

B - Specifications - Meter Test Board

Invitation for Bids (IFB) #2075-IFB Title: Electric Meter Test Board

1. Introduction

1.1. Summary

The City of Rock Hill, South Carolina ("City") is seeking competitive bids from qualified companies to provide the City with an electric meter test board. This is an equipment purchase with no labor associated other than installation and calibration.

1.2. Contact Information

Sarah Kesler

Procurement Analyst

Email: sarah.kesler@cityofrockhill.com

Phone: (803) 329-7070

Department:

Electric Utilities

1.3. Timeline

Solicitation Release Date May 22, 2025

Question Submission Deadline May 29, 2025, 4:00pm

Bid Submission Deadline June 6, 2025, 10:00am

The City of Rock Hill's eProcurement Portal only.

NOTE: The bid opening is virtual. No in-person meeting will be held.

mailto:sarah.kesler@cityofrockhill.com tel:(803)329-7070

2. Invitation for Bids

PROJECT: Electric Meter Test Board

IFB Number: 2075-IFB

Bid DUE DATE: Friday, June 6, 2025 before 10:00 am

2.1. General Information

Electronic submissions will be received by the Procurement Division of the City of Rock Hill, South

Carolina via the City's eProcurement Portal up to but not later than the published date and time. The eProcurement Portal clock is the official timekeeper for determining all deadline dates and times.

Without exception, responses will not be accepted after the submission deadline, regardless of any technical difficulties such as poor internet connections. The City strongly recommends completing your response well ahead of the deadline.

2.2. No Pre-Bid Meeting

There will be no pre-bid meeting for this project. Bidders are expected to fully inform themselves as to the conditions, requirements, and specifications necessary to submit a bid.

2.3. Purpose

The City of Rock Hill, South Carolina is seeking competitive bids from qualified companies to provide the

City with an Electric Meter Test Board. The Electric Utilities Division is responsible for this project.

2.4. Competition Intended

The process of responding to this Invitation for Bid (IFB) should involve interested companies reviewing and analyzing the information provided herein and responding to all items where a response is requested.

2.5. Definitions

Bidder/Company/Vendor/Contractor/Supplier: These terms are used to encompass the party seeking to have an agreement with the City of Rock Hill.

City: This term is defined as the City of Rock Hill, South Carolina. All communications relating to the procurement process or the resulting purchase should be directed to the City’s Procurement Office.

Purchase: This term means the agreement to be executed by the City and the successful company.

2.6. Discrepancies and Questions

Companies shall have no contact related to this project with the City of Rock Hill elected or appointed officials or employees during the solicitation process, other than the contact person specified within this solicitation. Any such contact will subject the Company to immediate disqualification for consideration for this project.

Should the Company have questions, find discrepancies in the plans and/or specifications, or be in doubt as to the meaning or intent of any part thereof, the Company shall request clarification from the City via the eProcurement Portal, not later than 4:00 pm on Thursday, May 29, 2025.

All questions will be answered, and any changes will be communicated through an addendum posted on the City’s eProcurement Portal. As a registered Company, you will also receive addenda notifications in your email by clicking “Follow” on this project. It is the Company's responsibility to check the website for this information before submitting. Failure to request such clarification is a waiver of any claim by the

Company for additional expenses because its interpretation was different from the City’s.

2.7. Bidder’s Minimum Qualification

A qualified vendor is defined for this purpose as one that meets, or by the date of bid acceptance can meet, all requirements for licensing, insurance, and service contained within this IFB.

2.8. Bid Preparation

All responses shall be:

1. Prepared and submitted electronically via the City's eProcurement Portal by an authorized Company representative.

2. Each bid constitutes an offer and may not be withdrawn except as provided herein. Bid prices are to remain firm for the period stated in the Invitation for Bids.

3. Each bid shall include the name, address, telephone number, and e-mail address of at least three (3) current customers for whom they have provided similar products/services. These references may be contacted, and if so, their responses may constitute a significant part of the evaluation process.

4. The City of Rock Hill assumes no responsibility for costs incurred in responding to this IFB.

2.9. Bid Submission

Bids received after the deadline of 10:00 am on Friday, June 6, 2025 will not be considered.

The City assumes no responsibility for late bids. No bid may be withdrawn for a period of sixty (60) calendar days after the date set for the opening thereof unless approved in writing by the Procurement

Manager. All bids must be approved by the Rock Hill City Manager and the department(s) in charge of the project. Should the bids be higher than the amount allocated by the City for this project, the City reserves the right to negotiate in good faith with the low Bidder. Failing an agreement, the City may reject all bids and resubmit for new bids or make any other decisions it deems to be in its own best interest.

The e-Procurement Portal uses an 'electronic lock box' system to receive and protect all Company responses. Only the Company can see that they have submitted a response and the information contained in that response. The Company may withdraw its submission and resubmit anytime until the due date and time. Once the submission phase has ended, the City can view the submissions and begin the evaluation of all received.

2.10. Availability of the e-Procurement Portal

All responses to the Solicitation must be submitted electronically through the e-Procurement Portal.

Should any technical issues with the Portal (not user/Supplier issues) prevent any Supplier from submitting a response within the two (2) hours immediately before the due time, the Solicitation due date and time shall be extended for 24 hours. The technical issue must be by the Portal provider

(OpenGov) and affect all participating Suppliers. The City shall verify the technical issue or unavailability of the Portal with OpenGov, the system provider. Technical issues localized to a single supplier will not be considered a cause for an extension.

The e-Procurement Portal will not allow submissions after the established due date and time have passed.

2.11. Errors in Bid

Bidders or their authorized representatives are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting bids. Failure to do so will be at the Bidder’s own risk.

In case of an error in the extension of prices in the bid, the unit price shall govern. If an error is made before submitting, the Bidder may withdraw its bid electronically through the City's eProcurement

Portal and resubmit before the stated submission deadline. The City reserves the right to waive any informalities, technical defects, and minor irregularities in bids received.

2.12. Award Criteria

The award shall be made to a bidder that submits the lowest responsible and responsive bid, taking into consideration product quality, past performance, and compliance with the stated terms, conditions, and specifications. Notwithstanding the foregoing, the City of Rock Hill reserves the right to reject any or all bids, to accept any bid submitted, waive any informality, and negotiate with the low Bidder or Bidders on any changes which the City of Rock Hill considers necessary or desirable for its own interests. The City alone shall make such determination.

Should the City identify the lowest bid as an Abnormally Low Bid (ALB) in accordance with the City's own internal guidance, the City may request the Vendor to provide information or an explanation in support of what appears to be an ALB. Should the City believe the Vendor cannot fulfill the requirements of an

Awarded Contract for the amount of the offer, the City may disqualify the submission.

In addition, the City of Rock Hill's Procurement Policies and Procedures Manual, as amended or supplemented from time to time, is hereby incorporated by this reference and shall apply to this solicitation. The City reserves all alternatives, terms, and conditions as set forth therein.

2.13. Compliance with Laws

The successful Bidder shall obtain and maintain all licenses, permits, liability insurance, and workers' compensation insurance, and comply with all other standards or regulations required by federal, state, county, or City statutes, ordinances, and rules during the performance of any purchase between the

Bidder and the City. Any such requirement specifically outlined in any purchasing document between the Bidder and the City shall be supplementary to this section and not in substitution thereof.

2.14. Suspension and Debarment

The Bidder certifies, by submission of this bid, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal, state, or local agency. Where the Bidder is unable to certify any of the statements in this certification, such Bidder shall attach an explanation to this proposal.

2.15. Subcontractors

The awarded Bidder agrees that they shall not delegate, subcontract, or assign all or any portion of the project to any third party without the express written consent of the City.

2.16. Brand Name

The use of a brand name is for the sole purpose of describing the standard of quality, performance, and a characteristic desired, and is not intended to limit or restrict competition.

2.17. Retainage

The City reserves the right to hold up to 10% of the invoice amount in retainage to ensure that the project, materials, and services are delivered to the City’s satisfaction. All retainages will be paid when all issues, in the sole opinion of the City, have been resolved, and retainage may be held until the project completion.

2.18. Local Providers

Bidders should keep in mind the City’s goal of supporting local businesses and supply houses for materials and labor whenever practicable, so long as pricing and other contract conditions are not adversely affected.

3. Scope of Work

3.1. Electric Meter Test Board Specifications

Specification Availability and/or Description

Input Voltage 120 or 240 VAC 50/60Hz

Input Power 1050 VA Maximum

System Accuracy .04% from .01 to 100 Amps @ Unity and all phase angles

Voltage/Current Accuracy 0.1% true RMS

Phase Angle Accuracy 0.1 Degree

Test Frequency 45-65Hz in 0.01Hz Steps

Voltage/Current Harmonic Distortion Less than .04% THD

Meter Forms Tested All current and future ANSI meter forms

Test Current .01A - 100A

Test Voltage 5-600V, True Three-Phase or Single-Phase

Power Factor Test Angle 0 - 359.9 degrees

Test Revolutions 1 - 65,534

Test Time Selectable from 1 - 65,534 seconds

Low Current Test Betgins At 0.01A

Series Parallel Testing Yes

Demand Testing Yes

Disconnect Switch Testing Yes

VAR and VA Testing Yes

Multiple VAR Test Types Yes

Script Editor for Custom Testing Yes

Voltage & Current Burden Testing Yes

Industrial Touch Screen Yes

Easily Removable Reference Standard for

Recertification

Yes

Modulated Laser Optics for Through Hole and Reflect Disk Sensing; Top, Bottom, &

Center

Yes

Visual/Audible Pulse Indication for aid in

Aligning Optical Sensor

Yes

Replaceable Circuit Board Cards Yes

KYZ Inputs Yes

PC Included with Board Yes

Compatible with Windows 11 and up Yes

Open API for Easy Interface to Other

External Programs/Software

Yes

Bar Code Scanner Included

Optical Probe for Sole Source Meter

Testing & Programming

Included

High-Accuracy Reference Standard Included (0.02%)

Warranty 2-Year Full Warranty

External PC Yes

Computer & Accessories Covered Under

Warranty

Yes

Extended Warranty Available Yes

Remote Firmware/Software Upgrades Yes

Free Software Updates Yes

For easier printing, please see the pdf file in Attachment B for the list of specifications needed for this purchase. Bidders are required to submit a copy of their material specifications to verify that it meets the City's needs.

For further questions, contact the individual listed in Section 1.2 of this solicitation.

4. Terms and Conditions

4.1. Insurance

The Company agrees that the Company shall keep and maintain general automobile liability insurance for $1,000,000 per occurrence for each vehicle and $1,000,000 in aggregate for all vehicles that the

Company brings onto City property or use in any manner in the provision of services, including transportation to and from the site(s) where the services are rendered. The Company further agrees that the Company shall maintain general liability insurance for at least $2,000,000 per incident/occurrence and $2,000,000 in aggregate for all incidents/occurrence during the policy period, and the Company agrees that the Company shall maintain Workers' Compensation Insurance on all the

Company’s employees. In no event shall the Company serve as a self-insurer for Workers' Compensation

Insurance.

The Company also agrees that the Company shall provide, in a form acceptable to the City, certificates of Worker’s Compensation Insurance, Automobile Liability Insurance, and General Liability Insurance.

Coverages must be maintained throughout the life of the contract, including any applicable warranty period.

4.2. Illegal Immigration Reform Act Compliance

The Bidder certifies that it will comply with South Carolina Code of Laws Sections 8-14-10 through 8-4-90

(as amended) titled, “Unauthorized Aliens and Public Employment,” and agrees to provide to the City any documentation required to establish, as applicable, (i) the inapplicability of such laws to the Bidder, its subcontractor(s) and its sub-subcontractor(s); and (ii) the compliance with these laws by the Bidder, its subcontractors, and its sub-subcontractors. Illegal Immigration Reform Act Compliance :

4.3. Indemnification

The Contractor shall indemnify and hold harmless the City from and against all liability, loss, damages, or injury, and all costs and expenses (including attorneys’ fees and costs of any suit related thereto), suffered or incurred by the City, to the extent arising from Contractor’s or its subcontractors’ (i) negligent performance of the Work under the Final Contract; (ii) intentional misconduct, negligent acts, or omissions during the performance of the Work; and (iii) breach of any term, covenant, representation, or warranty of the Final Contract.

4.4. Freedom of Information Act

All bids will be public information, per FOIA guidelines.

4.5. Iran Divestment Act

By submitting its Bid, the Bidder certifies that it:

(i) is not identified on the list of persons determined by the Executive Director of the State Fiscal

Accountability Authority to engage in investment activities in the country of Iran as described in South

Carolina Code of Laws Section 11-57-310 (as amended), or any other list of prohibited investments created by the State legislature;

(ii) will not take any action causing it to appear on any such list during the term of the Final Contract;

and

(iii) will not utilize any subcontractor that is identified on any such list to provide goods or services thereunder.

4.6. Agreement

The selected company will be required to use the City of Rock Hill’s standard agreement. See the attached sample agreement.

4.7. Non-Appropriation of Funds

This Agreement shall be subject to the availability and appropriation of funds by Management and City

Council. Management and City Council appropriate funding on an annual basis during each fiscal year. If

Management or City Council does not appropriate the funding under this agreement, the City will not be obligated to pay amounts due beyond the fiscal year for which funds were appropriated. No act or omission by the City, which is attributable to non-appropriation of funds, shall constitute a breach of or default under this Agreement.

4.8. Statement on Disadvantaged Business Enterprises (DBE)

(i) The City recognizes that business firms owned and operated by minority persons and women have been historically restricted from full participation in our free enterprise system to a degree disproportionate to other businesses.

(ii) The City believes that it should work to ameliorate past discrimination by facilitating the participation of underrepresented groups in the City’s economic community and that such participation is in its best interests and the best interests of its citizens.

(iii) The City will work to ensure that such underrepresented groups, and the businesses they own and lead, are afforded the maximum practicable opportunity—in balance with financially safe and sound business practices–to compete for and perform contracts when the City is procuring construction services, supplies, equipment contracts, lease agreements, or consultant and other services, within the laws of the State of South Carolina.

(iv) The City endeavors to develop, establish, implement, and administer its policies, programs, and procedures to promote balanced economic growth throughout its community.

Accordingly, the City shall not discriminate and shall prohibit discrimination in its selection and retention of contractors, subcontractors, and suppliers, against any person or business on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity, marital status, status as a parent, age, disability, genetic information, or military status. The City recognizes that disparate treatment on any such basis in the pursuit of economic opportunities is intolerable discrimination.

4.9. City Business License

The winning Bidder, prior to execution of the Final Contract, must possess or obtain a City of Rock Hill

Business License. Such license must be maintained throughout the duration of the Work. If the Bidder is not currently doing other business inside the City limits, the fee for such a license is based on the amount of the Final Contract. If the winning Bidder is currently doing other business within the City limits and does not possess a business license, then the fee for the license is based on the total gross receipts from customers within the City limits. Contact the City Business License Office at 803-329-5590 to determine the exact amount of the fee or ask other pertinent questions regarding doing business in the City of Rock Hill.

4.10. Excluded Bidders

Bids from companies may be excluded for any of the following reasons:

(i) Reason to believe collusion exists among the companies

(ii) The Company is involved in any litigation against the City

(iii) The Company is in arrears on any existing contract or has defaulted on a previous contract with the

City

(iv) Lack of financial stability

(v) Failure to perform under previous or present contracts with the City

(vi) Is currently debarred by the State of South Carolina Procurement Services

Excluded vendors/contractors can resubmit complete company information with references for City review after a minimum of one (1) year from the last excluded Bid. The City will contact the submitting vendor/contractor with its decision within thirty (30) days of company information submittal. The City reserves the right to include or exclude said vendor/contractor based on findings.

4.11. Customer Service

Please remember, although you are a contracted City service, you each represent the City of Rock Hill during all work performed, face-to-face as well as telephone conversations. These guidelines are to give all contract employees a solid feeling of what the City of Rock Hill expects from any contracted service.

Overview:

• Be friendly, courteous, and helpful

• Company uniforms must be worn at all times

• Employees must look and act professionally at all times

Company's Employees:

Before the company's employees can enter the project site, it shall investigate and determine that its employees working on the project site are not listed on the sexual offender registry. The contractor shall require all subcontractors to make a similar investigation. One such investigation within six (6) months of commencement of the project work, by the employer, fulfills the City’s requirement for the project.

https://www.cityofrockhill.com/departments/planning-and-development/business-licenses/business-license-application-renewal

The Rock Hill Police Department along with the City of Rock Hill also reserves the right to cancel any contracts, agreements, purchasing or distribution, etc., if they feel the project, purchasing, vehicle(s), and or property(s) may be in jeopardy due to the company's employee(s) having a criminal history which may lead to ethical issues while dealing with City workings or investigative activities.

5. Local Purchasing

The City of Rock Hill intends to promote the use of local businesses and hire citizens living within the local Rock Hill/York County area when possible.

(i) Local vendors, services, contractors, companies, and businesses (Rock Hill/York County) with a valid

City of Rock Hill business license may have the opportunity to receive a 3% or a 5% adjustment factor during the consideration of bids. A local vendor, service, contractor, company, or business is defined as a business offering the services and or products being requested. The business must have been established for not less than one year within York County limits and hold a valid City of Rock Hill

Business License for the entire year before the solicitation date. City Council shall be entitled to make the final decision as to whether such business is local and may at its discretion consider factors such as the length of time before issuance of the local business license, the actual physical presence within the corporate limits or within York County, property taxes attributable to such entity received by the City of

Rock Hill, local employment, and any other reasonable factors to ensure that this policy is not being circumvented.

(ii) Businesses located within the Rock Hill municipal limits may be considered for a 5% adjustment factor.

Businesses located in York County outside the Rock Hill municipal limits may be considered for a 3% adjustment factor.

(iii) The maximum value of the percentage adjustment factor will be capped at $25,000.

(iv) If a local business is within the percentage guideline, not exceeding $25,000 of the lowest proposal received, the local business may be considered for the award if it is willing to provide goods or services at the price of the lowest proposal received.

(v) If the conditions above are met, and the local business is not willing to provide goods or services at the price of the lowest proposal received, the consideration of the award will revert to the lowest proposal received or the next lowest local business within the percentage (maximum $25,000) adjustment factor threshold.

(vi) The contractor and/or business must reasonably attempt to hire local Rock Hill/York County residents.

(vii) Selected businesses must make a reasonable effort to purchase/lease all material, equipment, and supplies associated with the awarded proposal from a local business with a valid City of Rock Hill

Business License.

(viii) Businesses receiving the award must supply the City with a list of their employees working on the project, that includes the city in which they reside, along with a list of all equipment, material, suppliers, and subcontractors and their addresses. This list will be used in the evaluation process.

(ix) Special consideration may be given to companies that have products produced and/or manufactured in the United States.

(x) Local Purchasing provisions of this section will be in effect and apply to bidding until June 30, 2025 and expire unless re-authorized by the City Council.

(xi) Local Purchasing adjustment factors cannot apply:

(a) to Federally Funded Projects

(b) to State-Funded Projects where the State restricts the use of local preferences under such circumstances; or

(c) to projects funded by Bond proceeds, where the Bond covenants restrict the manner of procurement.

(xii) Utilization of the Local Purchasing program requires a minimum of three bids. If three or more bids are not received, the Local Purchasing program cannot be utilized.

6. Pricing Proposal

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Electric Meter Test Board 1 Total Cost

TOTAL

7. Vendor Questionnaire

7.1. Company Information*

Please provide the following information as it should appear in a potential agreement with your company:

• Company (legal entity that will enter into the contract)

• Name and Title (person authorized to enter into contract)

• Address (location of the office where or from which the work will be performed)

• Telephone Number

• Email Address

*Response required

7.2. Company Confirmation*

The Company affirms that we have read and understand the enclosed IFB requirements and specifications and do submit this proposal for: Electric Meter Test Board.

☐ Please confirm

*Response required

7.3. Specifications*

Upload the material specifications of the quoted equipment.

*Response required

7.4. References*

Please provide the name, address, telephone number, and e-mail address of at least three (3) recent customers for whom your company has provided similar products/services.

*Response required

7.5. Suspension and Debarment Certification*

The Company certifies, by submission of this bid, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal, state, or local agency. Where the submitting entity is unable to certify any of the statements in this certification, such company shall attach an explanation to the submission.

7.6. Illegal Immigration Reform Act Compliance*

The Company certifies that it will comply with South Carolina Code of Laws Sections 8-14-10 through 8-

4-90 (as amended) titled, “Unauthorized Aliens and Public Employment,” and agrees to provide to the

City any documentation required to establish, as applicable, (i) the inapplicability of such laws to the

Company, its subcontractor(s) and its sub-subcontractor(s); and (ii) the compliance with these laws by the Company and any subcontractors or sub-subcontractors.

☐ Please confirm

*Response required

7.7. Iran Divestment Act *

The Company certifies that it:

1) is not identified on the list of persons determined by the Executive Director of the State Fiscal

Accountability Authority to engage in investment activities in the country of Iran as described in South

Carolina Code of Laws Section 11-57-310 (as amended), or any other list of prohibited investments created by the State legislature;

2) will not take any action causing it to appear on any such list during the term of the Final Contract; and

3) will not utilize any subcontractor that is identified on any such list to provide goods or services thereunder.

☐ Please confirm

*Response required

7.8. Customer Service Confirmation*

The Company representative has read and agrees to the standards set forth in the City's Customer

Service agreement.