Electric_Motor_Rewind,_Repair_and_Purchase.pdf

CITY OF TUCSON

REQUEST FOR PROPOSAL

270133

ELECTRIC MOTOR REWIND, REPAIR AND PURCHASE

Due Date: Monday, November 9, 2026

City of Tucson

255 W Alameda St

Tucson, AZ 85701

Procurement portal https://secure.procurenow.com/portal/tucson-az

Public Portal https://secure.procurenow.com/portal/tucson-az/projects/310229

PUBLISH DATE: October 6, 2026 https://secure.procurenow.com/portal/%7Bproject.government.code%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D

CITY OF TUCSON REQUEST FOR PROPOSAL NO. 270133

BUSINESS SERVICES DEPARTMENT Page 2 of 49 SHARED SERVICES PROCUREMENT DIVISION RESPONSIBLE CONTRACT OFFICER: Patricia Lucas

255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 PH: (520) 837-4127

Attachments:

A - Offer and Acceptance

E - HUD-5369-B

F - HUD-5370-C1 (MWRD > $250,000)

G - HUD-5370-C2 (MWRD > $2,000)

H - HUD-MWRD (FY25-26)

I - HUD-SECTION 3 (FY26)

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A. NOTICE

A.1. CITY OF TUCSON

NOTICE OF REQUEST FOR PROPOSAL NO 270133

TITLE: Electric Motor Rewind, Repair and Purchase

SUBMITTAL DUE DATE: Monday, November 9, 2026 AT 2:00 P.M. LOCAL AZ TIME

PRE-SUBMITTAL MEETING DATE: MICROSOFT TEAMS VIRTUAL

Meeting ID: 255 658 535 037 687

Passcode: Ys2yc93s

Need help? | System reference Dial in by phone +1 213-293-2303,,950236667# United States, Los Angeles TIME: 1:00 pm LOCAL AZ TIME

LOCATION: Microsoft Teams

QUESTIONS SHALL BE DIRECTED TO: Patricia Lucas

(520) 837-4127 patricia.lucas@tucsonaz.gov

Posted Date: Tuesday, October 6, 2026

Competitive sealed offers for the material or service specified in this solicitation must be submitted through the City’s online bidding system. No late submitted offer will be accepted or considered.

Reponses submitted in physical form or by facsimile or email will not be considered. Offerors are cautioned to commence the submittal process sufficiently ahead of time to allow for unanticipated delays resulting from things like a slow internet connection, internet outage, difficulty uploading large documents, differing system requirements, etc.

Questions about this solicitation must be addressed to the responsible Contract Officer listed herein.

https://teams.microsoft.com/meet/255658535037687?p=kHLlGFzI4o7Yh6VqmL https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTkzYTI1NzEtMTkwOS00Yjk5LWJjNzQtYzYxOWRlZDYwNGU4%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%22f94487aa-0c17-4774-a26e-50a298aa4b03%22%7d tel:+12132932303,,950236667

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B. INTRODUCTION

B.1. Summary

The City of Tucson is seeking proposals from qualified firms for the provision of Electric Motor and Motor Controls: Rewind, Repair Services and Purchase. To provide adequate Contract coverage, the City intends to make multiple awards. Work will be performed on, but not restricted to: pumps, wells, boosters, and aerators. The City anticipates that it may spend approximately $200,000.00 per year on electric motor repair services and new or replacement motor purchases. However, services will be performed on an as-needed, if- needed basis and no volume of service should be assumed or is guaranteed.

Proposed labor and service rates will also include the repair of:

• Variable Frequency Drives - installation, repair, troubleshooting and replacement

• Soft Start Motor Controllers, and installation, repair, troubleshooting, and replacement

• Standard motor controls repair, replacement, and troubleshooting in large motor control centers.

• Additionally, this contract will also include pump repair, rebuilding and replacement services as many of City motors (perhaps 50%) are connected to a sewage or sump pump. Such service would apply to any and all electrical powered equipment and all variations of motor controls.

B.2. Background

Parks - Pools are set up with either 7.5HP or 10HP pumps, while water slides are set up on 15HP pumps. Would prefer Baldor brand pumps with grease zerks. Currently using brass impellers.

Splashpads and wade pools are set up on Pentair Whisperflo XFs-VSO or Sta-Rite pumps.

B.3. Contact Information

Patricia Lucas Senior Contract Officer Email: patricia.lucas@tucsonaz.gov Phone: (520) 837-4127 Department:

Water Department mailto:patricia.lucas@tucsonaz.gov tel:(520)837-4127

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C. SCOPE OF WORK

C.1. General Requirements

1.1 Contractor’s Performance

A. All materials and workmanship provided to the City shall be of the highest industry standard.

Materials purchased by the City through this contract shall be new and subject to inspection and approval by the City Representative prior to delivery.

B. Contractor shall obtain all permits and licenses and pay all taxes, charges and fees necessary to perform the services under this contract.

C. Contractor shall guarantee all work under this contract against defects of materials and/or workmanship for a period of one (1) year from the completion date. Chemical agents used shall be warranted for the labeled time period and shall not exceed the shelf time, if applicable. Contractor shall furnish Safety Data Sheets for all products required by OSHA Hazard Communications Regulations per 29 CFR Part 1910.1200.

D. The Contractor shall furnish all necessary supplies, labor, vehicles and equipment to perform services. All supplies, labor, vehicles and equipment shall be compliant with the specifications, terms and provisions set forth herein and shall be subject to random, unannounced inspection by the City Representative.

E. The City shall not provide office or storage space for the Contractor’s supplies, vehicles or equipment.

F. The Contractor shall outfit all equipment and materials used with any and all such safety devices and warning mechanisms as may be necessary to advise and protect the public and prevent personal injury and property damage.

G. Contractor warrants that the performance of services under this contract shall be compliant with the current requirements of the Occupational Safety and Health Act (OSHA) and as it may be amended or updated throughout the term of this contract.

H. Maximum motor repair time must never exceed seven (7) working days; this includes the time taken to provide an estimate.

1.2 Pick-up and Delivery

A. Contractor shall be responsible for pick-up and delivery of all motors when and where requested by the City. The Contractor shall perform all pick-up or delivery within twenty-four (24) hours of notification by the City.

B. Pick-up and delivery shall be F.O.B. Destination Freight Prepaid to and from various Tucson metropolitan area locations.

C. Contractor shall offer over-the-counter service, maintaining normal business hours, for those City departments that do not request pick-up or delivery of the motors.

D. A drop off ticket will be provided at time of delivery at vendor location, with Time, Date, City location (site name and City department), work order # and City employee # of individual dropping off equipment.

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1.3 Warranty

A. Contractor shall warrant that all equipment and parts furnished as new under this contract are newly manufactured and free from defects in material and workmanship for no less than one (1) year from the date the equipment is delivered.

B. Contractor shall warrant that all rebuilt or repaired equipment and parts furnished under this contract meet manufacturer’s specifications and are free from defects in material and workmanship for no less than one (1) year from the date the equipment is delivered.

C. Warranty shall include accepted trade standards of quality, fitness for the intended uses, and conformance to promises or specified specifications. No other express or implied warranty shall eliminate the Contractor’s liability as stated herein.

D. Contractor shall warrant that all labor involved in the rewind and repair of electric motors and associated equipment for no less than one (1) year from the date the equipment is delivered. This includes, but is not limited to, general, welding and machine work labor.

E. All defective products shall be replaced and exchanged by the Contractor. The cost of transportation, unpacking, inspection, re-packing, re-shipping or other like expenses shall be paid by the Contractor.

All replacement products must be received by the City within five (5) days of initial notification.

1.4 Invoicing

A. Invoices for work performed as described in Group 1 of the Price Page shall clearly be marked Group 1 and shall also show the Group letter, motor horsepower, City site name, pump number or address, complete description and manufacturer. Invoice must also have City employee I.D. #.

B. Repairs on pre-NEMA motors and those repairs not covered in Group 1 shall be invoiced as bid on Group 2 of the Price Sheet. Invoices must show the actual parts and/or material used with the list price less the discount as shown on Group 2 of the Price Sheet. The number of hours of labor and, if necessary, machine work required to repair the item must also be shown on the invoice along with the flat rate per hour for each. These invoices shall be clearly marked Group 2.

C. Contractor’s designated representative shall return a call by city personnel within thirty (30) minutes of a left message at any time business or off hours. A competent service contractor technician shall be available to be onsite within two (2) hours of initial contact by the City at any time.

D. Contractor shall maintain an accurate report of the work activities of the personnel assigned and materials expended for this contract. Contractor shall initiate such record keeping at the time of award and shall retain all such files throughout the term of the contract. The Contractor shall provide an electronic copy of the report upon request to the Department of Procurement. The report shall show items serviced or provided, by City Department, including total amount spent by each City Department.

1.5 Key Personnel

A. The Contractor must have the trained personnel and must have the equipment/supplies necessary to perform electromechanical repairs and rewinding on the electric motors owned by the City of Tucson as per the specifications, terms and conditions of this contract.

B. The Contractor shall have a minimum of two employees at the Contractor’s facility whose primary job is the rebuilding and repairing of electric motors.

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C. Contractor’s designated representative shall be available locally, able to respond within two (2) hours of initial contact and authorized to resolve management issues and respond to emergency requirements.

D. An alternate representative shall also be designated and available within the Tucson metropolitan area in the event that the primary representative is unreachable in the event of an emergency.

E. Provide 2 training days per year, in controlled location or field / site location.

C.2. Procedure Requirements

2.1 Equipment

A. The Contractor's equipment must be sufficient to handle electric motors up to 500 H.P.

B. The equipment required includes, but is not limited to, the following:

1. Lifting equipment (overhead crane, forklift) to safely move electric motors, motor/pump combinations and accessories weighing up to two tons.

2. Cleaning capability (power wash, "steam cleaning", sandblasting equipment)

3. Machine tools, micrometers, etc.

4. Welding equipment (stick, TIG, MIG)

5. Acetylene torch

6. Hydraulic bearing pullers

7. Lathes, milling machine, drill press of sufficient size

8. Dynamic balancing equipment & stand of sufficient capacity

9. Stator core loss tester of sufficient capacity

10. Temperature-regulated burn-off oven of sufficient size

11. Class H insulating materials including epoxy or polyester resin of sufficient quantity to treat new windings

12. Sufficient inventory of inverter-duty rated magnet wire

13. Dip tank of sufficient capacity

14. Vacuum Pressure Impregnation (VPI) system of sufficient size

15. 500 volt megohmeter

16. DC Hipot (high potential) tester of sufficient capacity

17. Surge comparison tester of sufficient capacity

18. Baking oven of sufficient size

19. Coil winding equipment of sufficient size

20. 460 volt test power supply to no load test run motors up to 500 HP @ 460 VAC

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21. Contractor must provide a vehicle with sufficient lift capacity to pick up and deliver motors weighing up to two tons (4000 pounds) or 500 HP motors. (The model number and description of the vehicle(s) will be sufficient.)

C. The Contractor's diagnostic equipment must be sufficient to handle controls and starters for electric motors up to 500 H.P.

D. The field equipment required for analysis and troubleshooting includes but is not limited to the following:

1. Infrared Thermal Imager

2. Power Quality Analyzer and Data Logger

3. Digital multimeter / oscilloscope

4. Vibration Scanner Analysis

5. Laser Alignment equipment

2.2 Guidelines

A. The Contractor shall perform all electric motor rewinding, repairs and provision of motors according to the following guidelines:

1. The guidelines established in EASA (Electrical Apparatus Service Association) AR100- 2001 RECOMMENDED PRACTICE, or latest revision, for the Repair of Rotating Electrical Apparatus.

2. The minimum class of insulation shall be class “H” as specified by NEMA.

3. Stator rewind shall include clean, dip and bake.

4. Vacuum Pressure Impregnation (VPI) shall be included on motors 50 HP and above.

B. The Offeror shall provide a written copy of its own guidelines for electric motor rebuilding and repair.

2.3 Overhaul and Repair

A. All repaired or completely overhauled motors shall be cleaned and freshly painted in a “like new” exterior appearance.

B. All repaired or completely overhauled motors shall have a separate metal tag affixed, screwed or riveted next to the manufacture’s I.D. metal plate with the Contractor’s name, address, phone number and date of motor repair.

C. Various departments will deliver (or the Contractor will pick-up at the City’s discretion) intact motors to the repair facility and the Contractor will disassemble them. Most of these motors will be open drip proof motors.

D. Upon completion and before delivery is taken on a motor overhaul or rewind, the motor or stator will be certified as surge comparison tested for winding condition and interrelationship.

E. All complete overhauls for City Departments will require new bearings regardless of existing bearing conditions.

F. In some cases, the City Department will request expedited service and motor repair time shall not exceed four (4) working days when requested. If expedited repair is requested, the contractor shall

BUSINESS SERVICES DEPARTMENT Page 9 of 49 make clear in the estimate if overtime rates shall apply. The number of overtime hours shall be noted as a separate line item on the invoice.

G. Upon request, Contractor shall provide two written estimates of the cost of repairs to the City Department before any work is performed. One estimate will be the cost of the repairs with the motor returned in four (4) working days. The second estimate will be the cost of the repairs with the motor returned in the maximum time frame of seven (7) working days.

H. Working days shall be Monday through Friday – excluding Saturday, Sunday, and national and City holidays. Repair time will begin when the Contractor receives approval to proceed with the repairs.

Repair time ends when the repaired motor is delivered to the City (either across the counter or delivered to a City facility).

I. Contractor shall paint stencil site name and pump number on motor body.

2.4 Estimate for Repairs

A. Contractor shall provide an estimate for motor repair before proceeding with any work. Estimates must be provided within twenty-four (24) hours of the Contractor receiving the motor. Estimates should also always include the cost of a new motor as an alternative.

B. Contractor shall inspect the equipment and make recommendations for repair, within the specified timeframes of initial contact by City personnel. Examples of diagnostic work are as follows:

i. Diagnose motor, electrical and control problems and make recommendations for repair.

ii. Removal and replacement of motors and rewind.

iii. Evaluate electrical supply problems.

iv. Diagnose and make recommendations for repair of system components.

v. Diagnose and make recommendations for repair of motor control systems.

C. If the motor repair cost exceeds 60% of the cost of a new motor, based on quotes from Contractor and other City suppliers, the City reserves the right to replace the motor rather than repair it. The City reserves the right to make a determination within 48 hours of the quote submittal during the repair process to replace the motor with a new one, depending upon the situation.

D. No additional costs other than for the tear down and the estimate will be charged to the City if the motor is not repaired. At the City’s option, all non-repaired motors and parts will be returned to the City.

2.5 Motor Starter, Controls Analysis and Repair

A. The Contractor may be requested to analyze a malfunctioning or failed motor starter system in order to determine cause and corrective action. The Contractor shall charge for this service according to the prices on Group 2 of the Price Sheet.

B. Results of the analysis shall contain pertinent nameplate information from the equipment so as to identify units distinctly. If no such model numbers and/or serial numbers are available, the Contractor shall use the best information available. All reports shall provide general identification, including site name, unit number (pump number, etc)

C. The analysis report shall list all diagnostic tests made. Each diagnostic test shall include numeric values including units of measure (Volts, Ohms, Degrees Fahrenheit, etc) where available and expected values of the result for comparison.

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D. Where test equipment observations (e g, thermal imaging or data logger graphing) are made to support analysis, representative images shall be contained in the report. Soft copies (computer format data) of the result shall be made available upon request. Time and dates indicated in the observations shall be reasonably accurate.

E. When analysis requires testing over a period of time to troubleshoot an intermittent condition for example, the Contractor shall make testing equipment and apparatus under test safe as practicable. In the event that test equipment is deployed as described where energized wiring is in a state not originally designed, appropriate hazard placards shall be deployed to alert passing staff of hazardous conditions and to maintain an appropriate distance. The Contractor shall make test equipment secure to prevent its loss.

F. The Contractor shall, in writing, describe in detail the observations made and condition found.

Furthermore if repairs or service is warranted, corrective action to remedy problems found shall be indicated and be supported by findings in the report.

G. If requested, the Contractor may email analysis reporting to the City in lieu of hard copy reports.

H. If the City opts to retain the Contractor to make repairs, The Contractor shall charge for this service according to the prices on Group 2 of the Price Sheet.

2.6 Electric Motor Purchase Specifications

A. Provide for the purchase, installation and standard manufacturer’s warranty for new or replacement electric motors. Examples are specified below:

Exhaust Fan Motor Pump Motor Pump Motor

Frame 184T 182T 286T, 184JM, 215JM

Encl ODP ODP OPSB

H.P. 3, 5, 7.5, 10, 15

Volts 208-230, 240, 480

Amps 14 8.7 81

RPM 1740 1765 1770

Hz. 60 60 60

Ph. 3 3 3

Ser.F 1.15 1.15 1.15

Duty Cont.@ Cont.@ Cont.@

40C Amb. 40C Amb. 40C Amb.

B. New or Replacement motors should meet NEMA Premium Energy Efficiency standards for maximum energy savings and longer service life.

C. Motors meeting the NEMA Premium Efficiency standards should have a three year manufacturer warranty.

D. In the event of any recall notice, technical service bulletin, or other important notification affecting equipment purchased from this contract, a notice shall be sent to the Contract Representative. It shall

BUSINESS SERVICES DEPARTMENT Page 11 of 49 be the responsibility of the contractors to assure that all recall notices are sent directly to the agencies Contract Representative.

E. Each new or replacement motor will be delivered with two (2) operators manuals.

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D. INSTRUCTIONS TO OFFERORS

D.1. DEFINITION OF KEY WORDS USED IN THE SOLICITATION

For purposes of this solicitation and any subsequent contract, the following terms have the meanings set forth below:

City:The City of Tucson, Arizona

Contract:The legal agreement(s) executed between City and the Successful Offeror(s). The Contract will be deemed to include all the conditions and requirements set forth in this solicitation and any Addenda to the solicitation, all the Special Terms and Conditions and Standard Terms and Conditions, and all the terms of the Offer submitted by Offeror as finally negotiated and accepted by the City.

Contractor/Consultant:A Successful Offeror that enters into a Contract with the City.

Contract Representative:The City employee or employees who have been designated to act as the City contact for this solicitation process and who are responsible for monitoring and overseeing the Contractor's performance under the Contract.

Business Services Director:The contracting authority for the City, authorized to sign contracts and addenda thereto on behalf of the City.

May: Indicates something that is not mandatory but permissible.

May not:The indicated party is prohibited from taking the action.

Must: The action or condition is required.

Offer:Any proposal, statement of qualifications, bid, or other submission provided by an Offeror in response to this Solicitation.

Offeror: Each individual or entity that submits an Offer in response to this solicitation.

Successful Offeror: An Offeror who received a Notice of Award or a Notice of Intent to Award from the City.

Will:The indicated party is promising to take the action or abide by the condition.

D.2. PRE-SUBMITTAL MEETING

A Pre-Submittal Meeting will be held at the date and time stated on the cover page of this solicitation, if such a date and time is provided. Attendance at this meeting is not mandatory, but written minutes and/or notes regarding the meeting will NOT be provided, so attendance is encouraged. The purpose of this meeting will be to clarify the contents of this solicitation in order to prevent any misunderstanding of the City's position.

D.3. INQUIRIES

Any questions about this solicitation or the proposed Contract must be presented at the Pre-Submittal Meeting, if there is one (see above), or submitted in writing, via email, or through the online bidding system, to the Contract Officer by the Question Submission Deadline. The email must refer to the solicitation number and the paragraph number of the provision that the question concerns. The Contract

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Officer may respond by email or may, if they deem it appropriate, address the question in a solicitation addendum or response through the question and answer portal in the online bidding system. Offeror may not rely on oral interpretations or clarifications about the solicitation; only questions answered in an email by the Contract Officer, posted through the online bidding system, or posted as a formal solicitation addendum will be binding.

D.4. ADDENDUM OF SOLICITATION

Solicitation Addenda will be posted on the City’s link to the online bidding website. Offeror is responsible for checking the webpage regularly for new solicitation addenda and must acknowledge each addendum to this solicitation in its submittal. Please note that vendors who have registered with the Business Services Department at https://procurement.opengov.com/portal/tucson-az and follow the City of Tucson will receive email notifications of solicitation addenda.

D.5. UNDERSTANDING SCOPE OF WORK

Before submitting an Offer to this solicitation, Offeror must familiarize itself with the Scope of Work, laws, regulations, physical conditions, and other factors affecting the obligations – including the expense and difficulty of fulfilling those obligations – that Offeror will have under the Contract if awarded to Offeror. No adjustment to the financial or other terms of the Contract will be justified by Offeror’s failure to fully understand or appreciate the Contract requirements or other factors affecting Contract performance.

D.6. PREPARATION OF OFFER

A. Form and Organization. If Offer forms are included in this Solicitation, Offeror’s Submittal must be on those forms. Supporting documentation must be arranged in a manner that follows and clearly refers to corresponding sections of the solicitation. Offeror may copy the submittal forms in order to complete them electronically but may not alter or rearrange them or change any paragraph designations.

B. Confidential Information. Any information in its submittal that Offeror wishes to be treated as confidential must be clearly marked “CONFIDENTIAL.”

C. Offer Contents. Offeror’s submittal must contain responses to all sections of this solicitation, any Offer forms provided must be completed and any requested supporting documentation must be attached.

D. Signatures. Offeror must include in their submittal signed copies of the Offer and Acceptance page. Any cover letter accompanying the proposal documents must be signed. Offeror must initial each erasure, interlineation or other modification in the submittal. The person signing and initialing on behalf of Offeror must be a person authorized to legally bind Offeror.

E. Prices. Where a unit price is provided it will govern over any erroneous extension of the price.

F. Time Periods. Periods of time, stated as a number of days, will be calendar days unless specifically stated otherwise.

G. Accuracy. Mistakes in preparation of its submittal confers on Offeror no right to modify or withdraw its submittal after the Submittal Deadline.

H. Cost of Preparation. The City will not reimburse Offeror for the cost of developing, presenting, submitting or providing any response to this solicitation.

https://procurement.opengov.com/portal/tucson-az

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I. Subcontractors. Offeror must, in their submittal, list any subcontractors that it will utilize in the performance of the Contract if they are awarded the Contract and must describe their qualifications in detail.

J. Incomplete Information. Failure to include all requested information may have a negative impact on the evaluation of Offeror’s submittal.

D.7. PAYMENT DISCOUNTS

Payment discount periods shall be computed from the date of receipt of the material/service or correct invoice, whichever is later, to the date City’s payment warrant is mailed. Unless freight and other charges are itemized, any discount provided shall be taken on full amount of invoice. Payment discounts of twenty-one calendar days or more shall be deducted from the proposed price in determining the price points. However, the City shall be entitled to take advantage of any payment discount offered by a vendor provided payment is made within the discount period. The payment discount shall apply to all purchases and to all payment methods.

D.8. TAXES

The City is exempt from federal excise tax, including the federal transportation tax, but is not exempt from any other taxes, including state and local sales and excise taxes.

D.9. EXCEPTIONS TO CONTRACT PROVISIONS

By submitting an offer in response to this solicitation, Offeror is offering to enter into the Contract with the City. If Offeror wishes to modify any Contract terms and conditions, Offeror must, in its Offer, clearly identify the changes it is requesting. No requested modification will be deemed accepted by the City unless and until the City’s Business Services Director or their designee expressly accepts it in writing.

D.10. PUBLIC RECORD

Any documents submitted by Offeror in response to this solicitation will become the property of the City.

Except as set forth below with respect to Confidential Information, the Submittal will be deemed to be a public record available for review by the public after the award notification.

D.11. CONFIDENTIAL INFORMATION

The City is obligated to abide by the Arizona Public Records Law, A.R.S. §§ 39-101 through 39-161. If Offeror believes that any portion of its Offer, specification, protest or correspondence contains information that is confidential and subject to being withheld from disclosure in the event that the City receives a public records request to which the record is responsive, Offeror must, when the record is submitted, provide the Contract Officer written notification of that fact. The records or portions of records that Offeror wishes to be treated as confidential must also be clearly marked “CONFIDENTIAL” on their face. Pricing will not be treated as confidential.

If the City, after award notification, receives a public-records request the scope of which includes a document submitted by Offeror and marked "CONFIDENTIAL", the Contract Officer will make a written determination regarding whether the document will be provided to the requestor. If the Contract Officer determines that the document should be released, City will notify Offeror in writing. Unless Offeror, BUSINESS SERVICES DEPARTMENT Page 15 of 49 within 10 days after the date of that notice, obtains and provides to City an order from a court of competent jurisdiction prohibiting the City from releasing the documents, the City may release the documents without any liability to Offeror.

D.12. WHEN AND HOW TO SUBMIT OFFERS

In order to be considered, Offeror must, no later than the Offer Submittal Deadline, submit its Offer electronically through the City’s online bidding system:

https://procurement.opengov.com/portal/tucson-az

NOTE: THE ENTIRE OFFER MUST BE IN "“SUBMITTED"” STATUS IN THE CITY’S ONLINE

BIDDING SYSTEM IN ORDER TO BE CONSIDERED. RESPONSES THAT HAVE BEEN CREATED

IN THE SYSTEM, BUT THAT ARE NOT IN "“SUBMITTED"” STATUS BY THE OFFER SUBMITTAL

DEADLINE WILL NOT BE CONSIDERED.

D.13. CERTIFICATION OF NONCOLLUSION; CONFLICTS OF INTEREST

Offeror will not communicate, orally or in writing, with any member of the Mayor and Council, or with any City staff outside the Procurement Division of the Business Services Department, regarding this Solicitation. By submitting an Offer, Offeror warrants that:

A. Preparation and submission of the submittal did not involve collusion or other anti-competitive practices.

B. Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, meal or service to a public servant in connection with this solicitation.

C. No person has been employed or retained to solicit or secure a Contract under this solicitation upon a promise of a commission, percentage, brokerage, or contingent fee.

D. No employee of the City involved in this Solicitation process, or any family member of such an employee, has any substantial financial interest in Offeror’s firm. No member of the City of Tucson Mayor and Council who has, or whose family member has, any substantial financial interest in Offeror’s firm will participate in any action taken by the Mayor and Council with respect to this Contract. The terms “relative” and “substantial interest” have the meanings assigned in A.R.S. § 38-502

The City may disqualify Offeror from further participation in the solicitation process if the City determines that any City employee or official involved in this Solicitation process has an actual or apparent conflict of interest or if Offeror has engaged in any collusion or anti-competitive practices.

D.14. WITHDRAWAL OF OFFER; BINDING OFFER

By submitting an Offer in response to this Solicitation, Offeror is offering to enter into the Contract with the City. Offeror may withdraw a submitted Offer at any time prior to the Offer Submittal Deadline.

Telephonic or oral withdrawals are not effective.

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Offeror cannot withdraw an Offer that is in “submitted” status as of the Offer Submittal Deadline unless the Director of the Business Services Department consents in writing to the withdrawal. The Offer will be irrevocable for 90 days after the Offer Submittal Deadline.

D.15. DISCUSSIONS

The City may, at its discretion, conduct discussions with Offeror for the purpose of eliminating minor irregularities, informalities, or apparent clerical mistakes in Offeror’s submittal in order to clarify the offer and assure full understanding of, and responsiveness to, solicitation requirements.

D.16. VENDOR REGISTRATION; BUSINESS LICENSE

In order to be eligible for award of a Contract, Offeror must:

A. Register with the City’s Business Services Department. Registration can be completed at https://procurement.opengov.com/portal/tucson-az

B. Obtain a City of Tucson Business License or a written determination from the City's Business License Section that a license is not required. For questions contact the City's Business License Section at

(520) 791-4566 or email at license@tucsonaz.gov mailto:license@tucsonaz.gov

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E. OFFER EVALUATION AND CONTRACT AWARD

E.1. PROPOSAL EVALUATION CRITERIA – (listed in relative order of importance)

A. Method of Approach B. Qualifications & Experience C. Price Proposal

E.2. INTERVIEWS

The City may interview some or all of the offerors at any point during the evaluation process. If interviews are conducted, information provided during the interview process will be taken into consideration in the evaluation process. The City will not reimburse the Offeror for any costs Offeror incurs during its participation in the interview process.

E.3. ADDITIONAL INVESTIGATIONS

The City may undertake any additional investigations it deems appropriate to evaluate the competence and financial stability of any offeror.

E.4. OTHER INFORMATION

Information that evaluation committee members have about an offeror beyond what is provided in the offeror’s Offer may be taken into consideration during the evaluation process.

E.5. PRICE

A. Tax Offset Policy. If applicable under Section 28-18(6) or Section 28-17(7)(d) of the Tucson Procurement Code, the City will include the amount of all business privilege taxes other than the City’s in evaluating the pricing component of each Offer.

B. Payment Discounts. Any discounts offered by Offeror for payments made within 21 calendar days or more will be deducted from the proposed price in evaluating an offeror’s pricing.

However, the City may take advantage of any early- or timely-payment discounts offered by a vendor. Any proposed payment discount will apply to all purchases and to all payment methods

E.6. CITY’S RIGHT TO WAIVE DEFECTS OR REJECT OFFERS

Notwithstanding any other provision of this solicitation, the City may:

A. Waive any immaterial defect or informality; or B. Reject any or all submittals, or portions thereof; or C. Reissue the solicitation.

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E.7. CONTRACT NEGOTIATIONS

At the City’s discretion, it may negotiate with one or more responsible offerors to agree upon the final conditions, terms and price of the Contract. In doing so, the City will treat offerors fairly and will not disclose to any offeror information from responses submitted by other offerors. Exclusive or concurrent negotiations do not constitute a contract award and do not confer any rights to the offerors participating in such negotiations. In the event the City deems that negotiations are not progressing, the City may formally terminate these negotiations and may enter into concurrent or exclusive negotiations with the next most qualified firm(s).

E.8. AWARD OF CONTRACT

A Contract is created when, and only when, it is formally awarded, which occurs when the Business Services Director and the City Attorney sign the Offer and Acceptance page of the Successful Offeror’s submittal. When a Contract is awarded, the City will send the Contractor a Notice of Award.

The City may first issue a Notice of Intent to Award to the Successful Offeror(s). Offeror, if it receives a Notice of Intent to Award from the City, must sign and file with the City, within ten (10) days after receipt of the Notice, all documents necessary for execution of the Contract. A Notice of Intent to Award does not create a contract. Only a subsequent formal award, as described above, creates a Contract.

E.9. MULTIPLE AWARDS

The City, at its sole discretion, may award multiple Contracts.

E.10. SUBMITTAL RESULTS

After the City issues a Notice of Award, the City will post the name(s) of the Successful Offeror(s) on the Business Services Department’s Internet site at https://procurement.opengov.com/portalucson-az/contracts

E.11. PROTESTS

Any interested party, may, in accordance with Article IX of the Tucson Procurement Code, protest either this solicitation or the award of a Contract under this solicitation. A protest based on alleged improprieties in this solicitation must be filed no later than five (5) working days before the Proposal Submittal Deadline. A protest of a proposed or actual award must be filed no later than ten (10) calendar days after the City issues a Notice of Intent to Award or, if no Notice of Intent to Award is issued, after the City issues a Notice of Award.

A protest must be made in writing and filed with the Contract Officer. It must include:

A. The name, address, and telephone number of the protestant;

B. The signature of the protestant or its representative;

C. The solicitation or Contract number;

D. A detailed statement of the legal and factual grounds for the protest along with copies of all relevant documents; and E. The form of relief requested.

https://procurement.opengov.com/portalucson-az/contracts https://procurement.opengov.com/portalucson-az/contracts

BUSINESS SERVICES DEPARTMENT Page 19 of 49

F. EVALUATION CRITERIA

F.1. Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Method of Approach

1. Offeror shall prepare a detailed Method of Approach to the Scope of Work which indicates the service proposed to be performed by the Offeror. This section should confirm the Offeror’s understanding of this RFP and should address all the requirements specified in the Scope of Work. Offeror should clearly outline the approach of the firm in meeting the responsibilities that the City has outlined.

Additional information shall be provided as follows:

2. A detailed list of equipment the Offeror proposes to provide in the performance of the Contract.

3. A detailed description of procedures the Offeror proposes to use to perform both the motor rewind and repairs.

4. A detailed description of how the Offeror will provide for the special needs of City Departments, as outlined in the Scope of Work.

5. Type of reporting available to report the number of jobs and type of work performed under the Contract.

6. Process to receive, track, diagnose and exchange repaired but defective units.

N/A N/A

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2. Qualifications & Experience

1. Provide a brief history of the firm.

2. Provide a detailed description of your shop including facility, location(s), equipment and supplies.

3. Identify your key personnel and the positions they will hold in the performance of services under the contract.

4. Provide resumes that demonstrate the qualifications and experience of key personnel. Provide personnel trained and properly equipped for confined space entry.

(A letter on Contractor letterhead with the list of names and the certification dates of the confined space entry training will be sufficient.)

5. Provide at least three (3) references for work that is similar in scope to the Scope of Work of this contract.

6. Contractor must provide a certificate or other proof of membership in good standing in the Electrical Apparatus Service Association (EASA). (The certificate from EASA or other documentation stating this will be sufficient.)

7. Provide a copy of the guidelines of another recognized sanctioning body in the electrical apparatus service industry that you abide by.

8. Provide a copy of firm’s guidelines for electric motor rebuilding and repair.

N/A N/A

3. Price Proposal Provide price proposal as requested on the Price Page attached herein.

N/A N/A

F.2. Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

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1. Qualifications & Experience

1. Provide a brief history of the firm.

2. Provide a detailed description of your shop including facility, location(s), equipment and supplies.

3. Identify your key personnel and the positions they will hold in the performance of services under the contract.

4. Provide resumes that demonstrate the qualifications and experience of key personnel.

Provide personnel trained and properly equipped for confined space entry. (A letter on Contractor letterhead with the list of names and the certification dates of the confined space entry training will be sufficient.)

5. Provide at least three (3) references for work that is similar in scope to the Scope of Work of this contract.

6. Contractor must provide a certificate or other proof of membership in good standing in the Electrical Apparatus Service Association (EASA). (The certificate from EASA or other documentation stating this will be sufficient.)

7. Provide a copy of the guidelines of another recognized sanctioning body in the electrical apparatus service industry that you abide by.

8. Provide a copy of firm’s guidelines for electric motor rebuilding and repair.

Points Based 30 (100% of Total)

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F.3. Phase 3

1. Method of Approach

1. Offeror shall prepare a detailed Method of Approach to the Scope of Work which indicates the service proposed to be performed by the Offeror. This section should confirm the Offeror’s understanding of this RFP and should address all the requirements specified in the Scope of Work. Offeror should clearly outline the approach of the firm in meeting the responsibilities that the City has outlined.

Additional information shall be provided as follows:

2. A detailed list of equipment the Offeror proposes to provide in the performance of the Contract.

3. A detailed description of procedures the Offeror proposes to use to perform both the motor rewind and repairs.

4. A detailed description of how the Offeror will provide for the special needs of City Departments, as outlined in the Scope of Work.

5. Type of reporting available to report the number of jobs and type of work performed under the Contract.

6. Process to receive, track, diagnose and exchange repaired but defective units.

Points Based 50

F.4. Phase 4

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1. Price Proposal

Provide price proposal as requested on the Price Page attached herein.

Points Based 20

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G. PRICING

REWIND ONLY - GROUP 1.A.

240/480(230/460) VAC, 3 phase combination voltage, 9 leads Standard seven (7) working days to complete.

Line Item Supplier Parts

Number

Horsepower Quantity Unit of Measure

Unit Cost Total

1 3 2 Ea

2 5 2 Ea

3 7.5 2 Ea

4 10 2 Ea

5 15 2 Ea

6 20 2 Ea

7 25 1 Ea

8 30 3 Ea

9 40 4 Ea

10 50 4 Ea

TOTAL

REWIND ONLY - GROUP 1.B.

480(460) VAC, 3 phase, part winding, 6 leads. Standard seven (7) working days to complete.

Line Item Supplier Parts

Number

Horsepower Quantity Unit of Measure

Unit Cost Total

1 60 1 Ea

2 75 3 Ea

3 100 3 EA

4 125 2 Ea

5 150 3 Ea

6 200 4 Ea

7 250 1 Ea

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Line Item Supplier Parts

Number

Horsepower Quantity Unit of Measure

Unit Cost Total

8 300 3 Ea

9 350 3 Ea

10 400 1 Ea

11 450 1 Ea

12 500 1 Ea

13 7.5 1 Ea

14 10 1 Ea

15 15 1 Ea

OVERHAUL SINGLE PHASE TYPE MOTORS - GROUP 1.C.

Complete overhaul on single phase type motors, 110-220 volts, various speeds. Overhaul to consist of minimum requirements as stated in the Scope of Work. Standard seven (7) working days to complete. Note: Unit price equals overhaul plus stator rewind.

Line Item Supplier Parts

Number

Horsepower Quantity Unit of Measure

Unit Cost Total

1 .5 4 Ea

2 .75 4 Ea

3 1 8 Ea

4 3 4 Ea

OVERHAUL ON THREE PHASE TYPE MOTORS - GROUP 1.D.

Complete overhaul on three phase type motors, 240/480 (230/460) volts, various speeds. Overhaul to consist of minimum requirements as stated in the Scope of Work. Note: Unit price equals overhaul plus stator rewind.

Line Item Supplier Parts

Number

Horsepower Quantity Unit of Measure

Unit Cost Total

1 3 4 Ea

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Line Item Supplier Parts

Number

Horsepower Quantity Unit of Measure

Unit Cost Total

2 5 12 Ea

3 7.5 6 Ea

4 10 10 Ea

5 15 2 Ea

6 20 2 Ea

7 25 2 Ea

8 30 2 Ea

9 40 3 Ea

10 50 2 Ea

11 60 1 Ea

12 75 1 Ea

13 100 1 Ea

14 125 1 Ea

15 150 1 Ea

16 200 1 Ea

17 250 1 Ea

18 300 1 Ea

19 350 1 Ea

20 400 1 Ea

21 450 1 Ea

22 500 1 Ea

ADDITIONAL INFORMATION FOR GROUP 1:

The discount offered on parts and the flat rate per hour labor charge and machine work charge offered shall be indicated in this section and will apply to any work performed other than that specifically quoted in Group 1.

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Line Item Description Percentage Unit Cost

1 Discount allowed from current standard parts list: 20

2 Percentage price added for Vacuum Pressure Impregnation (VPI) 1. on Group1 stator rewinds - 40 HP and under

T-FRAME

Bid price adjustments for Group 1 Motor Repairs stated as Plus (+) or Minus (-) percentage adjustments to the base bid - 1800 RPM T-Frame Price

Line Item Description Unit of Measure

Percentage

1 1200 RPM ea

2 1800 RPM ea

3 3600 ROM ea

U-FRAME

Bid price adjustments for Group 1 Motor Repairs stated as Plus (+) or Minus (-) percentage adjustments to the base bid - 1800 RPM T-Frame Price

Line Item Description Unit of Measure

Percentage

1 1200 RPM ea

2 1800 RPM ea

3 3600 RPM ea

LABOR CHARGES HOURLY RATE (SHOP RATE)

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 Hour Regular Hours between 7:00 am to 4:00 pm, Mon. – Fri. (does not include holidays)

1 Ea

2 Hour Overtime Hours between 4:00 pm and 7:00 am, Mon – Fri. (does not include holidays)

1 Ea

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Line Item Description Quantity Unit of Measure

Unit Cost Total

3 Hour Holiday Rate – Price per hour for 7 major holidays (New Year's Day, Memorial Day, Independence Day, Labor Day, Veterans' Day, Thanksgiving Day, Christmas Day)

1 Ea

A.1. FIELD RATE= PORTAL-TO-PORTAL OR PORTAL-TO-COMPLETION

Labor Charges Hourly Rate (Field Rate)

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 Regular Hours between 7:00 am to 4:00 pm, Mon. – Fri. (does not include holidays)

1 Hour

2 Overtime Hours between 4:00 pm and 7:00 am, Mon – Fri. (does not include holidays)

1 Hour

3 Labor Charges Hourly Rate (Field Rate)

1 Hour

4 Machine/Welding Rate per hour 1 Hour

5 Flat rate per hour labor charge for diagnostic analysis and reporting

1 Hour

B. GROUP 2: PURCHASE OF NEW MOTORS

Purchase price Quantity 1 each as per specifications in Scope of Work item 2.6

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 Exhaust Fan Motor 1 Ea

2 Pump Motor 182T 1 Ea

3 Pump Motor 286T 1 Ea

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H. SPECIAL TERMS AND CONDITIONS

H.1. ADDITIONAL PURCHASE

The City of Tucson reserves the right to purchase additional equipment under the same terms and conditions of this contract within the next twelve months, if funds permit.

H.2. AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR

Funds are not presently available for performance under this Contract. The City's obligation for performance of this Contract is contingent upon the availability of funds from which payment for Contract purposes can be made. No legal liability on the part of the City for any payment may arise for performance under this Contract until funds are made available for performance of this Contract.

H.3. COOPERATIVE PURCHASING

Contractor will, when requested, provide goods and services at the same prices and under the same terms and conditions as set forth in this Contract to any public or nonprofit agency that, at the time of request, has a Cooperative Purchasing Agreement with the City or participates in the Strategic Alliance for Volume Expenditures (SAVE) cooperative. See http://www.tucsonprocurement.com/coop_partners.aspx and click on “Cooperatives” for a list of agencies that have Cooperative Purchasing Agreements with the City; see http://www.mesaaz.gov/home/showdocument?id=23638 for a list of agencies participating in SAVE.

These lists are subject to change. Contractor may, however, charge an agency that is outside the Tucson Metropolitan Area for additional out-of-pocket expenses that will be incurred by Contractor in providing goods and services to the agency (i.e., freight charges, travel related expenses, etc.).

Each participating agency that orders goods or services under this Contract as provided above is solely responsible for paying Contractor for those goods and services. The City is not responsible for any disputes arising out of transactions made by others.

H.4. CONFLICTS OF INTEREST

An Offeror responding to this solicitation acknowledges that, to the best of its knowledge, information and belief, no person has been employed or retained to solicit or secure a Contract that may be awarded pursuant to this solicitation upon a promise of a commission, percentage, brokerage, or contingent fee, and that no member of the City of Tucson Mayor and Council or any employee of the City has any financial interest in Offeror’s firm. In addition, all communications regarding this solicitation shall be directed to the Business Services Department. Interested Offerors shall refrain from engaging in any communication (written or verbal) regarding this solicitation or the matters involving this solicitation or TCC operations with any other City staff, Mayor & Council or staff of Mayor & Council.

The City…