ESBD_532809_1782767753144_01 - RFP 26-19736-YB Single Phase Pole Mount Transformers.pdf

RFP 26-19736-YB

Single Phase Pole Mount Transformers

1. INSTRUCTIONS TO OFFERORS

1.1 Offerors may submit proposals electronically by uploading required documents at the City of

Lubbock’s partner’s website, Bonfire. Refer to Bonfire for Submission Instructions. This

Request for Proposals is for your convenience in submitting an offer for the specified services.

If submitting electronically, do not submit paper documents. If you choose to submit in hard copy, submit one original paper copy of your submittal to the office of the Director of

Purchasing and Contract Management:

Physical: Marta Alvarez, Director of Purchasing and Contract Management

City of Lubbock

1314 Avenue K, 9th Floor

Lubbock, Texas 79401

Mailing: Marta Alvarez, Director of Purchasing and Contract Management

City of Lubbock

P.O. Box 2000

Lubbock, Texas 79457

MARK ENVELOPE WITH THE SOLICITATION NUMBER, TITLE, AND DUE DATE/TIME

The City of Lubbock appreciates your time and effort in preparing your proposal. All offerors should familiarize themselves with the following Instructions to Offerors and General

Requirements, attached.

Sealed proposals and electronic submittals submitted through the Bonfire portal, shall be received until:

July 15, 2026 prior to 3:00 P.M.

Please allow time to upload required documentation. 24hrs in advance is recommended.

Offerors are responsible for making certain proposals are submitted to the Purchasing and

Contract Management Department.

Offerors are responsible for making certain proposals and proposed contracts are delivered to the

Purchasing and Contract Management Department. Mailing of a proposal does not ensure that the proposal will be delivered on time or delivered at all. If offeror does not hand deliver a proposal, we suggest that he/she use some sort of delivery service that provides a receipt. The

City of Lubbock assumes no responsibility for errant delivery of a proposal, including those relegated to a courier agent who fails to deliver in accordance with the time and receiving point specified.

1.3 Proposals will be accepted in person, by United States Mail, by United Parcel Service, or by private courier service. THE CITY WILL NOT ACCEPT FAX PROPOSALS.

1.4 Proposals may be withdrawn prior to the above scheduled time set for closing. Alteration made before RFP closing must be initialed by the offeror guaranteeing authenticity.

1.5 The City of Lubbock reserves the right to postpone the date and time for accepting proposals through an addendum.

Proposals may be withdrawn prior to the above scheduled time set for closing. A proposal will be subject to being considered irregular and may be rejected if it shows omissions, alterations of form, conditional alternate proposals, additions or alternates in lieu of the items specified, if the unit prices are obviously unbalanced (either in excess of or below reasonably expected values), or irregularities of any kind.

2. PRE-PROPOSAL MEETING - DELETED

3. CLARIFICATION OF REQUIREMENTS

3.1. It is the intent and purpose of the City of Lubbock that this request permits competitive proposals.

It is the offeror’s responsibility to advise the City of Lubbock Director of Purchasing and

Contract Management if any language, requirements, etc., or any combinations thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source. Such notification must be submitted in writing and must be received by the City of Lubbock

Purchasing Office no later than five (5) calendar days prior to the proposal closing date. A review of such notifications will be made.

3.2 ALL REQUESTS FOR ADDITIONAL INFORMATION OR CLARIFICATION

CONCERNING THIS REQUEST FOR PROPOSAL (RFP) MUST BE SUBMITTED IN

WRITING NO LATER THAN FIVE (5) CALENDAR DAYS PRIOR TO THE PROPOSAL

CLOSING DATE AND ADDRESSED TO:

Yolanda Busby, Buyer III

City of Lubbock

1314 Avenue K, 9th Floor

Lubbock, TX 79401

Fax: (806) 775-2164

Email: YBusby@Mylubbock.us

6. ADDENDA & MODIFICATIONS

6.1. The City of Lubbock reserves the right to postpone the date and time for accepting proposals through an addendum.

6.2. Any changes, additions, or clarifications to the RFP are made by ADDENDA information mailto:YBusby@Mylubbock.us available over the Internet at https://ci-lubbock-tx.bonfirehub.com/portal/. We strongly suggest that you check for any addenda a minimum of forty-eight hours in advance of the response deadline. BUSINESSES WITHOUT INTERNET ACCESS may use computers available at most public libraries.

6.3. Any offeror in doubt as to the true meaning of any part of the RFP or other documents may request an interpretation thereof from the Purchasing and Contract Management Department. At the request of the offeror, or in the event the Purchasing and Contract Management Department deems the interpretation to be substantive, the interpretation will be made by written addenda issued by the Purchasing and Contract Management Department. Such addenda issued by the Purchasing and Contract Management Department will be available over the Internet at https://ci-lubbock-tx.bonfirehub.com/portal/ and will become part of the proposal package having the same binding effect as provisions of the original RFP. No verbal explanations or interpretations will be binding.

In order to have a request for interpretation considered, the request must be submitted in writing and must be received by the City of Lubbock Purchasing and Contract Management Department no later than five (5) days prior to the proposal closing date.

6.4. The City does not assume responsibility for the receipt of any addendum sent to offerors.

7. EXAMINATION OF DOCUMENTS AND REQUIREMENTS

7.1. Each offeror shall carefully examine all RFP documents and thoroughly familiarize itself with all requirements prior to submitting a proposal to ensure that the proposal meets the intent of this

RFP.

7.2. Before submitting a proposal, each offeror shall be responsible for making all investigations and examinations that are necessary to ascertain conditions and requirements affecting the requirements of this RFP. Failure to make such investigations and examinations shall not relieve the offeror from obligation to comply, in every detail, with all provisions and requirements of the

Request for Proposal.

7.3. All proposals, responses, inquiries, or correspondence relating to or in reference to this RFP, and all electronic media, reports, charts, and other documentation submitted by offerors shall become the property of the City of Lubbock when received.

8. PROPOSAL PREPARATION COSTS

8.1. Issuance of this RFP does not commit the City of Lubbock, in any way, to pay any costs incurred in the preparation and submission of a proposal.

8.2. The issuance of this RFP does not obligate the City of Lubbock to enter into contract for any services or equipment.

8.3. All costs related to the preparation and submission of a proposal shall be paid by the proposer.

9. TRADE SECRETS, CONFIDENTIAL INFORMATION AND THE TEXAS PUBLIC

INFORMATION ACT

9.1. If you consider any portion of your proposal to be privileged or confidential by statute or judicial decision, including trade secrets and commercial or financial information, clearly identify those portions.

9.2. Proposals will be opened in a manner that avoids disclosure of the contents to competing offerors and keeps the proposals secret during negotiations. All proposals are open for public inspection after the contract is awarded, but trade secrets and confidential information in the proposals are https://ci-lubbock-tx.bonfirehub.com/portal/ http://library.ci.lubbock.tx.us/ https://ci-lubbock-tx.bonfirehub.com/portal/ https://ci-lubbock-tx.bonfirehub.com/portal/ not open for inspection. Tex. Loc. Govt. Code 252.049(b)

9.3. The City of Lubbock will honor your notations of trade secrets and confidential information and decline to release such information initially, but please note that the final determination of whether a particular portion of your proposal is in fact a trade secret or commercial or financial information that may be withheld from public inspection will be made by the Texas Attorney General or a court of competent jurisdiction. In the event a public information request is received for a portion of your proposal that you have marked as being confidential information, you will be notified of such request and you will be required to justify your legal position in writing to the Texas Attorney

General pursuant to Section 552.305 of the Government Code. In the event that it is determined by opinion or order of the Texas Attorney General or a court of competent jurisdiction that such information is in fact not privileged and confidential under Section 552.110 of the Government

Code and Section 252.049 of the Local Government Code, then such information will be made available to the requester.

9.4. Marking your entire proposal CONFIDENTIAL/PROPRIETARY is not in conformance with the

Texas Public Information Act.

9.5. Pursuant to Section 552.234(c) of the Texas Government Code, submit your open records request using the link provided below.

https://lubbocktx.govqa.us/WEBAPP/_rs/(S(quiyirflbtihahjnycegwpcs))/SupportHome.aspx

9.6. For more information, please see the City of Lubbock Public Information Act website at:

https://ci.lubbock.tx.us/pages/public-information-act

10. DISADVANTAGED BUSINESS ENTERPRISE (DBE) REQUIREMENTS

10.1. The City of Lubbock hereby notifies all offerors that in regard to any contract entered into pursuant to this RFP, Disadvantaged Business Enterprises (DBE's) will be afforded equal opportunities to submit proposals and will not be discriminated against on the grounds of race, color, sex, disability, or national origin in consideration of an award.

10.2. A DBE is defined as a small business concern which is at least 51% owned and controlled by one or more socially and economically disadvantaged individuals, or in the case of any publicly owned business, at least 51% of the stock of which is owned by one or more socially and economically disadvantaged individuals. Socially and economically disadvantaged include Women, Black

Americans, Hispanic Americans, Native Americans, Asian-Pacific Americans, and Asian-Indian

Americans.

11. HISTORICALLY UNDERUTILIZED BUSINESS (HUB) REQUIREMENTS

11.1. The City of Lubbock hereby notifies all offerors that in regard to any contract entered into pursuant to this RFP, Historically Underutilized Businesses (HUB's) will be afforded equal opportunities to submit proposals and will not be discriminated against on the grounds of race, color, sex, disability, or national origin in consideration of an award.

11.2. A HUB is defined as a small business concern which is at least 51% owned and controlled by one or more socially and economically disadvantaged individuals, or in the case of any publicly owned business, at least 51% of the stock of which is owned by one or more socially and economically disadvantaged individuals. Socially and economically disadvantaged include Women, Black https://lubbocktx.govqa.us/WEBAPP/_rs/(S(quiyirflbtihahjnycegwpcs))/SupportHome.aspx https://ci.lubbock.tx.us/pages/public-information-act

Americans, Hispanic Americans, Native Americans, Asian-Pacific Americans, and Asian-Indian

Americans.

12. CONFLICT OF INTEREST

12.1. The Offeror shall not offer or accept gifts or anything of value nor enter into any business arrangement with any employee, official or agent of the City of Lubbock.

12.2. By signing their proposal, the offeror certifies and represents to the City the offeror has not offered, conferred or agreed to confer any pecuniary benefit or other thing of value for the receipt of special treatment, advantage, information, recipient's decision, opinion, recommendation, vote or any other exercise of discretion concerning this RFP.

12.3. It is not necessary to fill out the CIQ Form unless you have a business relationship that might cause a conflict of interest with the City of Lubbock

12.4. Effective January 1, 2006, Chapter 176 of the Texas Local Government Code requires that any vendor or person considering doing business with a local government entity disclose in the

Questionnaire, Form CIQ, the vendor or person’s affiliation or business relationship that might cause a conflict of interest with a local government entity. By law, the questionnaire must be filed with the records administrator of the City of Lubbock not later than the Seventh business day after the date the person becomes aware of the facts that require the statement to be filed.

The questionnaire can be found at:

https://www.ethics.state.tx.us/forms/conflict/

For the City of Lubbock, these forms should be filed with the City Secretary’s Office, P.O. Box

2000, Lubbock, Texas, 79457

See Section 176.006, Local Government Code:

http://www.statutes.legis.state.tx.us/SOTWDocs/LG/htm/LG.176.htm.

A person commits an offense if the person violates Section 176.006, Local Government Code.

An offense under this section is a Class C misdemeanor.

13. CERTIFICATE OF INTERESTED PARTIES

13.1. Effective January 1, 2016, Section 2252.908, as amended, of Chapter 2252 of the Texas

Government Code requires certain business entities to submit an electronic disclosure form to the

Texas Ethics Commission before entering into a contract with a local government entity when any of the following apply:

1) Contract requires an action or vote by the City Council (governing body); OR

2) Contract value is $1 Million or greater; OR

3) Contract is for services that would require a person to register as a lobbyist under Chapter

305 of the Government Code.

This must be done before executing the contract. The disclosure form may be found at https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm. You must log in and create an account the first time you fill out the form. Tutorial videos on how to log in for the first time and how to fill out the form can be found through the link above. After you electronically submit the disclosure form, a screen will come up confirming the submission and assigning a certificate https://www.ethics.state.tx.us/forms/conflict/ http://www.statutes.legis.state.tx.us/SOTWDocs/LG/htm/LG.176.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm number. Then, you must print the form, have an authorized agent complete the declaration and sign, and provide it to the City (scanned email copy is acceptable).

14.2 A contract described by Subsection (b) of Government Code Section 2252.908 entered into by a governmental entity or state agency is voidable for failure to provide the disclosure of interested parties required by this section only if: (1) the governmental entity or state agency submits to the business entity written notice of the business entity ’s failure to provide the required disclosure; and (2) the business entity fails to submit to the governmental entity or state agency the required disclosure on or before the 10th business day after the date the business entity receives the written notice under Subdivision (1).

14. ANTI-LOBBYING PROVISION

14.1. DURING THE PERIOD BETWEEN PROPOSAL SUBMISSION DATE AND THE

CONTRACT AWARD, PROPOSERS, INCLUDING THEIR AGENTS AND

REPRESENTATIVES, SHALL NOT DIRECTLY DISCUSS OR PROMOTE THEIR

PROPOSAL WITH ANY MEMBER OF THE LUBBOCK CITY COUNCIL OR CITY STAFF

EXCEPT UPON THE REQUEST OF THE CITY OF LUBBOCK PURCHASING

DEPARTMENT IN THE COURSE OF CITY-SPONSORED INQUIRIES, BRIEFINGS,

INTERVIEWS, OR PRESENTATIONS.

14.2. This provision is not meant to preclude offerors from discussing other matters with City Council members or City staff. This policy is intended to create a level playing field for all potential offerors, assure that contract decisions are made in public, and to protect the integrity of the RFP process. Its purpose is to stimulate competition, prevent favoritism and secure the best work and materials at the lowest practicable price, for the best interests and benefit of the taxpayers and property owners. Violation of this provision may result in rejection of the offeror's proposal.

15. AUTHORIZATION TO BIND SUBMITTER OF PROPOSAL

15.1. Proposals must show vendor name and address of offeror. The original proposal must be manually signed by an officer of the company having the authority to bind the submitter to its provisions.

Person signing proposal must show title or AUTHORITY TO BIND THEIR FIRM IN A

CONTRACT. Failure to manually sign proposal will disqualify it.

16. ABOUT THIS DOCUMENT

16.1. This document is a Request for Proposal. It differs from an Invitation to Bid in that the City of

Lubbock is seeking a solution, as described in the following General Requirements section, not a bid/quotation meeting firm specifications for the lowest price. As such, the lowest price proposed will not guarantee an award recommendation. Sealed proposals will be evaluated based upon criteria formulated around the most important features of a product or service, of which quality, testing, references, availability or capability, may be overriding factors, and price may not be determinative in the issuance of a contract or award. The proposal evaluation criteria should be viewed as standards that measure how well an offeror's approach meets the desired requirements and needs of the City of Lubbock. Those criteria that will be used and considered in evaluation for award are set forth in this document. The City will thoroughly review all proposals received. The City will also utilize its best judgment when determining whether to schedule a pre-proposal conference (before proposals are accepted), or meetings with offerors (after receipt of all proposals). A Purchase Order/Contract will be awarded to a qualified offeror submitting the best proposal. The City reserves the right to select, and subsequently recommend for an award, the proposed service which best meets its required needs, quality levels, and budget constraints.

17. EVALUATION PROCESS

17.1. All proposals will be evaluated by an evaluation committee and may include senior management representatives, a financial officer, and/or an independent consultant.

17.2. Respondents to this RFP may be required to submit additional information that the City may deem necessary to further evaluate the offeror’s qualifications.

17.3. The committee will evaluate and numerically score each proposal in accordance with the evaluation criteria included in the Request for Proposal.

17.4. The committee will arrive at a short list of the top respondents and these short-listed respondents may be scheduled for a structured oral presentation and interview. Such presentations will be at no cost to the City of Lubbock. At the end of the oral presentation and interview, the evaluation of the short-listed respondents will be completed. The oral interview may be recorded and/or videotaped.

18. SELECTION

18.1. Selection shall be based on the responsible offeror(s) whose proposal(s) is/are determined to be the most advantageous to the City of Lubbock considering the relative importance of evaluation factors included in this RFP.

18.2. The successful offeror(s) will be expected to sign a contract substantially like that in the example provided.

18.3. NO INDIVIDUAL OF ANY USING DEPARTMENT HAS THE AUTHORITY TO LEGALLY

AND/OR FINANCIALLY COMMIT THE CITY TO ANY CONTRACT, AGREEMENT OR

PURCHASE ORDER FOR GOODS OR SERVICES, UNLESS SPECIFICALLY

SANCTIONED BY THE REQUIREMENTS OF THIS REQUEST FOR PROPOSAL.

19. EQUAL EMPLOYMENT OPPORTUNITY

19.1. Offeror agrees that it will not discriminate in hiring, promotion, treatment, or other terms and conditions of employment based on race, sex, national origin, age, disability, or in any way a violation of Title VII of 1964 Civil Rights Act and amendments, except as permitted by said laws.

20. NON-APPROPRIATION

20.1. All funds for payment by the City under this contract are subject to the availability of an annual appropriation for this purpose by the City. In the event of non-appropriation of funds by the City

Council of the City of Lubbock for the goods or services provided under the contract, the City will terminate the contract, without termination charge or other liability, on the last day of the then-current fiscal year or when the appropriation made for the then-current year for the goods or services covered by this contract is spent, whichever event occurs first. If at any time funds are not appropriated for the continuance of this contract, cancellation shall be accepted by the Seller on thirty (30) days prior written notice, but failure to give such notice shall be of no effect and the

City shall not be obligated under this contract beyond the date of termination.

21. PROTEST

21.1. All protests regarding the RFP process must be submitted in writing to the City Director of

Purchasing and Contract Management within 5 working days after the protesting party knows of the occurrence of the action which is protested relating to advertising of notices deadlines, proposal opening and all other related procedures under the Local Government Code, as well as any protest relating to alleged improprieties with the RFP process. This limitation does not include protests relating to staff recommendations as to award of contract. Protests relating to staff recommendations may be directed to the City Manager. All staff recommendations will be made available for public review prior to consideration by the City Council as allowed by law.

FAILURE TO PROTEST WITHIN THE TIME ALLOTTED SHALL CONSTITUTE A

WAIVER OF ANY PROTEST.

22. THE CITY RIGHT TO AUDIT

22.1. At any time during the term of the contract, or thereafter, the City, or a duly authorized audit representative of the City or the State of Texas, at its expense and at reasonable times, reserves the right to audit Contractor's records and books relevant to all services provided to the City under this Contract. In the event such an audit by the City reveals any errors or overpayments by the

City, Contractor shall refund the City the full amount of such overpayments within thirty (30) days of such audit findings, or the City, at its option, reserves the right to deduct such amounts owing the City from any payments due Contractor.

23. NON-ARBITRATION

23.1. The City reserves the right to exercise any right or remedy available to it by law, contract, equity, or otherwise, including without limitation, the right to seek any and all forms of relief in a court of competent jurisdiction. Further, the City shall not be subject to any arbitration process prior to exercising its unrestricted right to seek judicial remedy. The remedies set forth herein are cumulative and not exclusive, and may be exercised concurrently. To the extent of any conflict between this provision and another provision in, or related to, this document, this provision shall control.

24. ASSIGNING OR SUBLETTING THE CONTRACT

24.1. The Contractor shall not assign or sublet the contract, or any portion of the contract, without written consent from the Director of Purchasing and Contract Management. Should consent be given, the Contractor shall insure the Subcontractor or shall provide proof on insurance from the

Subcontractor that complies with all contract Insurance requirements.

25. TEXAS GOVERNMENT CODE SECTION 2252.152

25.1. Contracts with Companies Engaged in Business with Iran, Sudan, or Foreign Terrorist

Organization Prohibited. Pursuant to Section 2252.152 of the Texas Government Code, prohibits the City from entering into a contract with a vendor that is identified by The Comptroller as a company known to have contracts with or provide supplies or service with Iran, Sudan or a foreign terrorist organization.

26. TEXAS GOVERNMENT CODE SECTION 2271.002

26.1. Pursuant to Section 2271.002 of the Texas Government Code, a) This section applies only to a contract that: (1) is between a governmental entity and a company with 10 or more full-time employees; and (2) has a value of $100,000 or more that is to be paid wholly or partly from public funds of the governmental entity. (b) A governmental entity may not enter into a contract with a company for goods or services unless the contract contains a written verification from the company that it: (1) does not boycott Israel; and (2) will not boycott Israel during the term of the contract.

27. TEXAS PUBLIC INFORMATION ACT

27.1. The requirements of Subchapter J, Chapter 552, Government Code, may apply to this contract and the contractor or vendor agrees that the contract can be terminated if the contractor or vendor knowingly or intentionally fails to comply with a requirement of that subchapter. To the extent

Subchapter J, Chapter 552, Government Code applies to this agreement, Contractor agrees to: (1) preserve all contracting information related to the contract as provided by the records retention requirements applicable to the governmental body for the duration of the contract; (2) promptly provide to the governmental body any contracting information related to the contract that is in the custody or possession of the entity on request of the governmental body; and (3) on completion of the contract, either: (A) provide at no cost to the governmental body all contracting information related to the contract that is in the custody or possession of the entity; or (B) preserve the contracting information related to the contract as provided by the records retention requirements applicable to the governmental body.

28. CONFIDENTIALITY

28.1. The Contractor shall retain all information received from or concerning the City and the City's business in strictest confidence and shall not reveal such information to third parties without prior written consent of the City, unless otherwise required by law.

29. INDEMNITY

29.1. The Contractor shall indemnify and save harmless the city of Lubbock and its elected officials, officers, agents, and employees from all suits, actions, losses, damages, claims, or liability of any kind, character, type, or description, including without limiting the generality of the foregoing, all expenses of litigation, court costs, and attorney's fees, for injury or death to any person, or injury to any property, received or sustained by any person or persons or property, to the extent arising out of, related to or occasioned by, the negligent acts of the Contractor, its agents, employees, and/or subcontractors, related to the performance, operations or omissions under this agreement and/or the use or occupation of city owned property. The indemnity obligation provided herein shall survive the expiration or termination of this agreement.

30. SUSPENSION AND DEBAREMENT

30.1. Contractor certifies that at the time of submission of its bid, Contractor was not on the federal government’s list of suspended, ineligible or debarred contractors and that Contractor has not been placed on this list between the time of bid submission and the time of execution of the

Contract. If Contractor is placed on this list during the term of the contract, Contractor shall notify the Lubbock County Director of Purchasing. False certification or failure to notify may result in termination of the contract for default.

30.2. Federal Law (A-102 Common Rule and OMB Circular A-110) prohibits non-Federal entities from contracting with or making sub-awards under covered transactions to parties that are suspended or debarred or whose principals are suspended or debarred. Covered transactions include procurement contracts for goods or services equal to or in excess of $25,000 and all non-procurement transactions (e.g., sub-awards to sub-recipients). Contractors receiving individual awards of $25,000 or more and all sub-recipients must certify that their organization and its principals are not suspended or debarred by a Federal agency. Before an award of $25,000 or more can be made to your firm, you must certify that your organization and its principals are not suspended or debarred by a Federal agency.

30.3. By submitting a proposal in regard to this request, this firm certifies that neither this firm nor its principals are suspended or debarred by a Federal agency.

31. INSURANCE REQUIREMENTS – NO INSURANCE REQUIRED

City of Lubbock, TX

RFP 26-19736-YB

Single Phase Pole Mount Transformers

GENERAL OFFEROR REQUIREMENTS

1. Intent

Sealed proposals will be received to establish firm pricing for distribution transformers. Acceptable manufacturers or approved equal: ABB, Central Moloney, CG Power, Cooper, Ermco, Howard, GE

Prolec and Power Partners. Giga is not an approved manufacturer. If providing an approved equal to be considered, offerors MUST include the manufacturer specifications and drawings.

2. Each offeror must submit written evidence of their qualifications to the City of Lubbock Water Utilities department. Such evidence must include all information necessary to certify that the bidder:

1.1. Maintains a permanent place of business;

1.2. Does not anticipate change in ownership or major policy during the applicable calendar year. If such change is anticipated, the scope and effect thereof must be defined;

1.3. Has adequate plant and equipment available to do the work properly and expeditiously within the requested time;

1.4. Has adequate organization and qualified manpower available to efficiently prosecute the work;

1.5. Has adequate technical knowledge and practical experience;

1.6. Has adequate financial status to meet the financial obligations incident to the work;

1.7. Have no just or proper claims pending against them regarding the quality or performance of past work, and;

1.8. Has designed and manufactured new (not remanufactured or reconditioned) transformers similar to the type described in these specifications for at least five years. Offeror should be able to supply a user's list and must be able to substantiate his claim of satisfactory operation in user's systems, if requested to do so.

The City reserves the right to accept the offeror which, in its judgement, is the lowest and/or best offeror;

to reject any and all proposals; and to waive irregularities and formalities in any proposal that is submitted.

Proposals with excessive lead times could be rejected.

3. PREPARATION OF PROPOSALS:

Only proposals prepared in conformance with this section will be considered. Each proposal should supply the following information:

2.1. Exceptions: All exceptions to this specification must be in writing and must accompany the proposal. It will be assumed that all transformers offered by the proposal will be in strict accordance with these specifications unless otherwise noted by the offeror. Drawings alone will not be acceptable as exceptions.

2.2. Descriptive Literature and Drawings: Each offeror must supply descriptive literature and preliminary submittal drawings covering the transformers being proposed. The literature and/or the drawings must describe the design, warranty, assembly and test methods, and detailed dimensions and must accompany the offeror.

2.3. Transformer Data Sheets and Return Pages: specification contains transformer data sheets and other information sheets which must be returned with the proposal.

2.4. Pricing: All offerors must attach a copy of their current pricing policy to the proposal. This pricing policy will remain in effect for the term of this offeror. Standard warranty period is one year from date of installation or 18 months from receiving shipment, whichever comes first.

4. DELIVERY

Offeror shall follow or stick to the delivery time they proposed (or better) even if the existing delivery at the time of order is longer.

When delivering transformers, the supplier must include a packing list showing the serial numbers of all units being delivered. All invoices for payment must show serial numbers.

The successful proposer will arrange transportation of the transformers to the following address:

2586 US Hwy 84

Muleshoe, Tx. 79347

This is a secure and unmanned facility. A minimum of 24 hours advance notice prior to delivery will be required to ensure site access for the delivery driver. Delivery will be refused if notice is not provided in advance. Contact either Curtis McDole at Office (806) 775-2610, Mobile (806) 928-2716, or Jesse

Carrion at Office (806) 775-3206, Cell (806) 946-8223.

ENGINEERING REQUIREMENTS

A. GENERAL REQUIREMENTS:

Transformers must be designed, built, and supplied in accordance with the latest revisions of applicable

ANSI Standards. Transformers shall conform to DOE 2016 standard efficiency levels for liquid immersed distribution transformers, as specified in Table l.1 Standard Levels for Liquid Immersed

Distribution Transformer, of the Department of Energy ruling, “10 CFR Part 431 Energy

Conservation Program for Commercial Equipment: Distribution Transformers Energy Conservation

Standards”. Deviations from these standards will be acceptable only as described in this specification or by special approval in writing from The City of Lubbock Distribution Engineering Department prior to ten days before bid opening.

It is the intent of the City of Lubbock to obtain transformers that incorporate state-of-the-art advancements and improvements that have been proven to successfully give long, dependable, and reliable service.

The manufacturer must receive written approval from The City of Lubbock Water Utilities Department before changing the design or construction of transformers supplied from those bid.

All transformers offered for compliance with this specification are rated for use on 12470Y/7200 (15kV)

OR 22860Y/13200 (25kV) nominal voltage systems and are of oil-immersed, self-cooled, sealed tank construction, and must be designed for operation at 60 hertz. All transformers rated 15kV shall have

95kV BIL primary windings and bushings. All transformers rated 25kV shall have 125kV BIL primary windings and bushings. They must be capable of delivering rated KVA continuously without exceeding the rated winding temperature rise of 65°C in an average ambient temperature of 30°C for any 24 hour period where the maximum ambient temperature does not exceed 40°C.

Transformers purchased under this specification shall be of all new components and construction with

Copper – Copper, Copper – Aluminum or Aluminum-Aluminum windings. Aluminum to Aluminum windings are not preferred, but will be considered. Rebuilt or used parts, components or assemblies will not be permitted.

B. PAINTING REQUIREMENTS:

1. Transformer tanks and enclosures must be painted in accordance with ANSI Standard C57.12.28-1988

"Padmounted Equipment Enclosure Integrity".

2. Pole type transformers. Paint color must be Munsell #5BG7.0/0.4 blue gray or approved equal. Covers shall have an insulating paint coating capable of withstanding 12KV when applied at a 2KV/sec. rate of rise for 15kV units.

3. Padmount transformers. Paint color must be Munsell #7GY3.29/1.5 or #7GY2.95/2.1 green or approved equal.

C. GASKETS:

Gaskets must provide a positive seal, must not take a permanent set, and must be reusable. Gasket material must be "Buna-N" rubber, "Nitrile" rubber, or approved equal.

D. PRESSURE RELIEF DEVICE:

The transformers covered by this specification must be equipped with an automatic pressure relief device which will safely relieve excessive internal tank pressure. This device must automatically open to relieve tank pressure in excess of designed tank pressure and must automatically reseal after relieving the pressure. This device must also have the provision for manual release of internal tank pressure to permit cover removal at zero tank pressure.

E. SHIPPING & DELIVERY:

All transformers are to be shipped on pallets where feasible. The unit must be anchored to the pallet and blocked at the base to prevent shifting. Transformers must be delivered in single layers to facilitate unloading. Transformers delivered in multiple layers will not be accepted. Each shipment must include a packing list showing the serial numbers of all units in the shipment. Deliveries accepted only on normal business days prior to 4:00 PM.

F. TRANSFORMER NAMEPLATE:

Each transformer must have a durable corrosion resistant metal nameplate affixed to a nameplate pad.

The nameplate and location must be as specified in the latest revision of the applicable ANSI standard for each type of transformer.

G. FUSE INDICATION:

The size, type, and catalog number of the current limiting fuse must be permanently indicated on all padmount transformers. This indication must appear on the nameplate, the inside of the door of the primary compartment, or an inside wall of the primary compartment.

H. SAFETY LABELS:

Safety labels shall be affixed to the inside and outside of all padmounted units in accordance with NEMA

Standard 260-1991 or latest edition (Safety Labels for Pad Mounted Switchgear and Transformers Sited in Public Area).

SINGLE PHASE POLE TYPE TRANSFORMER REQUIREMENTS

A. GENERAL REQUIREMENTS:

The tank bottom must be recessed within the tank cylinder. The bottom flange and tank end must be formed and welded to create a base bearing surface sufficient to support the weight of the finished transformer. The tank cover must be formed of the same material as the tank and must be dome shaped for strength and water shedding capabilities. Tank cover shall be insulated. Transformers with an internal tap changer must be supplied with a hand hole cover for access to the tap changer. Both the main cover and the hand hole cover must be gasketed and provided with a positive clamping mechanism to ensure a positive seal. The transformer tank, the tank cover, and the hand hole cover must be designed to retain and protect the gaskets.

Surface areas of the tank and cover to be in contact with the gaskets must be formed flat to provide a good gasket seat. Tank opening for bushing mounts must be keyed to prevent the bushings from rotating. Lifting lugs, ground pads, mounting brackets, standard lightning arrester mounting nuts adjacent to both primary bushings, and nameplate brackets must be welded to the tank.

B. PRIMARY BUSHINGS:

All transformers covered by the section must be supplied with two (2) primary bushings. Bushings for

15kV shall be rated 95kV BIL. Bushings for 25kV shall be rated 125kV BIL. Bushings for 15kV or

25kV shall be rated 125kV BIL. Bushings must be wet process, sky gray, glazed porcelain. Bushings must be securely mounted with gaskets between the tank wall or cover and the bottom bushing skirt, and between the top of the bushing and the terminal casting.

C. SECONDARY BUSHINGS:

Secondary bushings must be located on the transformer tank wall in accordance with the latest revision of

ANSI Standard #C57.12.20. Bushings must be rated at least 1.2 KV and have a minimum BIL of 30 KV.

Wet process, sky gray, porcelain or epoxy bushings will be acceptable. Secondary bushings must be of copper stud type construction with terminals attached to the external end of the bushing stud and keyed to the single clamp, double clamp or spade. Bushings must be securely mounted and sealed to protect against the possibility of oil leaks.

D. PRIMARY AND SECONDARY TERMINALS:

Terminals must be supplied to meet the latest revision of ANSI Standard #C57.12.20 and must be tin plated to accept either copper or aluminum conductors and connectors.

E. INTERNAL CONNECTIONS:

All internal connections which terminate at studs must be securely retained with the last nut on the stud backed up by another nut or a "pal" nut to protect against the connection working loose and to maintain a tight electrical connection.

F. MISCELLANEOUS ACCESSORIES:

Each transformer must be equipped with the following:

1. Liquid level indication for 25°C.

2. Support lug.

3. Lifting lugs.

4. Grounding provisions.

Size, type and location of these accessories must be in accordance with the applicable requirements of the latest revision of ANSI Standard #C57.12.20.

POLE TYPE TRANSFORMERS TO BE PROPOSED – PLEASE SEE MATERIAL DESCRIPTIONS

ATTACHED TO THIS SPECIFICATION FOR SIZES AND QUANTITIES.

Please note any exceptions to this specification in the space below. Indicate the Section and Paragraph numbers of the exception noted. Attach additional pages if necessary.

SINGLE PHASE POLE MOUNTED TRANSFORMER DATA SHEET

BIDDER

MANUFACTURER

Primary Voltage – 12470GY/7200

ITEM KVA SEC

VOLT.

C.L.1 W.L.2 %Z3 DELIVERY PRICE

1. 15 240/480

1 C.L. - NO LOAD OR CORE LOSS IN WATTS (corrected to 85C) 2 W.L. - WINDING LOSS IN WATTS (corrected to 85C)

3 %Z - PERCENT IMPEDANCE

5. EVALUATION CRITERIA

Compliance with Specifications – 30 points Evaluates whether the proposed transformers fully meet all required technical specifications, including

ANSI/IEEE standards, kVA ratings, voltage, BIL, efficiency, construction materials, and required accessories.

Price and Pricing Policy – 25 points Considers total evaluated cost, including unit pricing, freight, warranty inclusions, and any pricing policies that may affect long-term cost or future orders.

Stocking and Delivery Time – 25 points Assesses guaranteed delivery timeframe, inventory availability, manufacturing lead times, and demonstrated supply chain capacity to meet required schedules.

Electrical Characteristics – 10 points Evaluates the quality and suitability of electrical performance characteristics, including losses, impedance, efficiency, and compatibility with system requirements.

Operational Experience with Proposer’s Products – 5 points Reviews the City’s or other utilities past performance with the proposer’s transformers, including reliability, failure rates, and overall satisfaction.

Warranty – 3 points Considers the length, coverage, and clarity of the warranty, including responsiveness to warranty claims and historical performance.

Local Technical Assistance and Representation – 2 points

Has adequate organization and qualified manpower available to efficiently prosecute the work/local assistance.

6. PROPOSAL FORMAT

a. Proposals should provide a straightforward, concise description of the Offeror’s capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness, clarity of content, and conveyance of the information requested by the City.

b. The proposal should be bound in a single volume if submitting a hardcopy. All documentation submitted with the proposal should be bound in that single volume.

c. If the proposal includes any comment over and above the specific information requested in the RFP, it is to be included as a separate appendix to the proposal.

d. The proposal must be organized into the following response item sections and submitted in an indexed binder.

i. Cover letter addressed to the Honorable Mayor and City Council that states the Offeror’s understanding of the services to be provided. Include any additional information believed necessary that is not requested elsewhere in the RFP.

ii. A description of the methodology to be used to complete the project to include, but not be limited to, how recommendations will be formulated and commitment of adequate appropriate resources to the project.

iii. Offeror’s specific expertise in areas pertinent to the project to include a listing and brief description of similar projects completed (with the dates of completion) or in progress and a list of references by name, address, and telephone number for each project listed. This list of projects in progress shall include the phase of work that each project is currently in (i.e.

design, bid, construction), and the estimated completion date.

iv. A brochure of past work, with emphasis on comparable projects.

v. List of principal(s) of the Proposer and amount of time that principal(s) will be involved in the project.

vi. List of other professionals to be used, if applicable, with a record of experience in projects of this nature. Identification of principal(s) and percentage of time the principal(s) will be involved in the project.

vii. The organizational structure of the employees who will be assigned to this project along with resumes of those individuals. If a joint venture is expected, then provide the organizational structure of the sub-contractor and resumes of those persons who will be involved in the project.

viii. The Proposer must assure the City that he/she will to the best of his/her knowledge, information and belief, be cognizant of, comply with, and enforce, where applicable and to the extent required, all applicable federal or state statutes and local ordinances.

ix. Describe the Offeror’s methodology for handling errors and omissions.

x. Disclosure of any obligations posing a potential conflict of interest, including service on

City boards and/or commissions and any current contracts with the City of Lubbock. This would apply to the Proposer as well as consultants subcontracted by the Proposer.

xi. Any material which the proponent wishes to submit and which is not specifically requested in the above categories.

xii. Offerors are strongly encouraged to explore and implement methods for the utilization of local resources, and to outline how they would address outreach issues in their proposal.