IFB_AM_DWM_2501_1250122 Variable Spd Drvs Spe.pdf

CITY OF ATLANTA

DEPARTMENT OF PROCUREMENT

SUITE 1900

55 TRINITY AVENUE, SW

ATLANTA, GA 30303

(404) 546-1000

Excellence in VALUE CREATION through Partnership, Collaboration, and Innovation

Rev. 8.23.23

Andre Dickens Mayor

Chandra Houston Interim Chief Procurement Officer

Material Type: Controllers Revision Date: 2/4/2025

City of Atlanta Specifications for

IFB-AM-DWM-2501-1250122 Variable Speed Drives and Controllers

SCOPE AND CLASSIFICATION - PART I

Scope - This specification describes minimum requirements for the supply of variable speed drives, electronic and miscellaneous ancillary parts, spare parts and ancillary equipment associated with the operation of variable speed drives and logic controllers for the City of Atlanta.

Please refer to Scope and Classification – Part II.

Classification - The material(s) must be classified as follows:

GROUP I - Drives GROUP II - Electronic Control Boards GROUP III - Discrete Components GROUP IV - Transformers, Chokes and Line Reactors GROUP V - Operator Interfaces GROUP VI - Services

SPECIFICATION REQUIREMENTS

1. Definitions

1.1. “Parts” means the components of a unit to be provided by a Preferred Bidder to the

City of Atlanta.

1.2. “Service” means the furnishing of labor, time, or effort to repair or rebuild an entire unit or part(s) of a unit.

2. Standards And Specifications – Material(s), goods, Parts or Service(s) being solicited under this IFB must comply with the Federal Occupational Safety and Health Acts, Federal Aviation

Administration Standards, and Georgia Occupational Safety and Health Act requirements, where applicable and in effect at time of delivery.

3. Equipment. The equipment to be furnished must be currently on production and must be manufacturer's standard model complete with all standard equipment. Bidder must be able to supply 90% of Parts required to maintain this equipment within 24 hours and have access to the remaining 10% of Parts within 72 hours. Failure to meet this requirement may result in termination of the contract. To the extent applicable, and except as otherwise expressly provided in this IFB, all energy consuming equipment purchased will be energy efficient, defined as meeting either Energy Star specification of criteria that puts products in the upper 25% of energy efficiency, as well as meeting quality, performance, and durability requirements.

4. Parts and Service Warranty. This Invitation for Bid (IFB) must cover Parts and Service warranty for one (1) year after delivery date. While under warranty, Bidder must replace any damaged or inferior item in a prompt and timely manner. Bidder must submit price information for Parts and Service indicating schedule or rate of discount, which must apply to the City of Atlanta.

5. Original Manufacturer Part Crossover Numbers. Bidder must supply original manufacturer part crossover numbers for parts that are not manufactured by the equipment manufacturer after the award of bid, but prior to the delivery of equipment.

6. Safe Use of Equipment. Bidder (where applicable) must provide a minimum of four (4) hours instruction on the proper and safe use of the equipment at the Bidder’s expense.

7. Manuals. Upon request by the City, Bidder must provide parts, service, and operating manuals for each unit of equipment provided and submit electronically, one (1) set of descriptive literature.

8. Without expressed or implied obligation on the part of the City of Atlanta to perform, the Bidder may submit on a separate sheet an option to the City for a multi-year purchase concept covering three (3) years’ service and parts for equipment covered by its bid. Include the terms of the multi-year purchase option including terms, price, and expiration date.

8.1. The Code of Ordinance of the City of Atlanta specifically prohibits obligating the City for future budget years.

8.2. In the event options are exercised to purchase units in subsequent years, the provisions as related to parts and services will apply as indicated above.

9. Reservation of Rights. The City of Atlanta reserves the right to increase or decrease quantities shown without penalty.

10. Brand Name or Trade Name Instructions. If items in this IFB have been identified, described, or referenced by a brand name or trade name description, such identification is intended to be descriptive, but not restrictive and is to indicate the quality and characteristics of products that may be offered. Products may be considered for award if such products are clearly identified in the bids and are determined by the City of Atlanta to meet its needs in all respects.

10.1. All bidders, including bidders whose products may be referenced, must clearly indicate manufacturer/trade name and identifying number in space provided within Pricing Line of this IFB.

10.2. Bidder must not furnish obsolete and/or near-expired products. If the Bidder proposes to furnish another product, such products must be clearly identified in the bid. The evaluation of bids and the determination as to equality of products offered must be the responsibility of the City and will be based on information furnished by the bidder.

Accordingly, to ensure that sufficient information is available the bidder may be required to submit literature and/or samples prior to award. These must be supplied within seven (7) days, if required.

10.3. The purchase of any item by the City, as a result of this Invitation for Bid, is not a judgment of one product against another. Consideration of application, need, and price will constitute purchase determination.

11. Like or Similar Goods. Bidder is only permitted to provide like or similar goods or services to those identified in its bid, if the goods or services identified in the bid are discontinued or out of stock. Vendor must provide like or similar goods or services at the same price(s) quoted in its bid. The City will not absorb any cost increases for like or similar goods or services.

11.1. Bidder must provide like, or similar goods or services not listed in the bid price (s) at or below standard industry rates.

11.2. Bidder must meet or beat store, municipal, state and federal pricing for items bid on.

11.3. Bidder must provide like and similar goods or a direct substitute not listed on pricing lines at _______% discount from catalog prices.

12. Quality Assurance

12.1. Test and Inspection. It is the Bidder's responsibility to perform all tests and inspections required by this specification unless otherwise stated in the purchase order, data sheet, and/or contract. The Bidder may use in the process his/her own facility or any recognized independent laboratory acceptable to the City of Atlanta. The City of Atlanta reserves the right to perform any of the tests and inspection requirements where such tests and inspections are needed to further determine compliance with the specification. If such testing is needed, Bidder must pay for all testing costs.

12.2. Certification. Material covered by this specification must be manufacturer original parts or approved by the manufacturer for use in the specified systems. Certification to this standard must be provided with the Parts and/or Service. It is Bidder's responsibility to ensure that that all parts and/or services meet industry standards. Full acceptance of the materials must be subject upon findings of suitability as determined under Subsection 13.1.

12.3. Sampling. It is the Bidder’s responsibility to submit a random sample testing in accordance with this specification. Material furnished must be identical to the sample submitted for performance test and must comply with the requirements set forth herein. If the material does not comply with the requirements of this specification, or is not identical to the original sample submitted, the Bidder must be required to replace all such materials at its own expense. This includes all handling charges and transportation, with the material that does so comply.

12.4. Quality and Quantity Control - A system of test and inspection must be used to ensure receipt of the quality and quantity of items supplied. Goods will be promptly unpacked and inspected; any discrepancies from purchase order or supplier invoice will be reported immediately to the Chief Procurement Officer of the Department of Procurement.

12.5. Plant and Facility Inspections - The Department of Procurement may require the Bidder to make their plant and facilities available for inspection or may require additional information concerning the Bidder's ability to comply with the requirements of this specification, or its ability to perform in accordance with delivery requirements and within budget. In addition to the above, Bidder may be required to produce shop orders and backlog orders documentation. Failure to comply with this requirement may cause rejection of the bid package.

12.6. Protection - The Bidder must assume all costs arising from the use of patented materials, devices, or processes incorporated in the materials furnished. The Bidder further agrees to indemnify and hold harmless the City of Atlanta and its duly authorized agents from suits of law or actions of any nature for or on account of the use of any patented materials, equipment devices or processes.

12.7. Travel and Lodging Expenses - The City of Atlanta may require one (1) or more onsite visits to the Bidder's site to assure Bidder’s compliance with the City’s requirements and other applicable requirements. Suppliers must reimburse the City, in accordance with the City of Atlanta’s Code of Ethics provisions, for authorized travel and lodging expenses related to such onsite evaluations after the purchase order has been assigned and occur no later than 30 days after receipt of invoice.

13. Preparation for Delivery

13.1. Packing - Packing must be accomplished in accordance with acceptable commercial practices for domestic shipments, unless otherwise stated in the Agreement and/or purchase order. The Bidder must make shipments using the minimum number of containers consistent with the requirements of safe transit, available mode of transportation and routing. It is the Bidder’s responsibility to determine that packing is adequate to assure that all materials must arrive at destination in an undamaged condition ready for intended use.

13.2. Marking - All packages must be identified with the City of Atlanta purchase order number and the User Department. Sealed packing lists must be affixed to all cartons showing its content.

13.3. Shipping - The Bidder must follow shipping instructions as stated in the purchase order or Agreement.

14. Subcontracting. If awarded a contract, the use of subcontractors is permitted. However, Bidder must: (i) remain responsible for the goods, installation, delivery, and any services provided by the subcontractor; (ii) remain City's sole point of contact for the goods and/or services provided under the Agreement; and (iii) be solely responsible for the payment of any subcontractor.

14.1. Bidder must identify all subcontractors it intends to use in its bid. Failure to disclose all subcontractors in a bid submission will result in termination of an Agreement if awarded.

14.2. All subcontractors must complete the subcontractor Illegal Immigration Reform and Enforcement Act (IIREA) Form and the completed subcontractor forms must be included in the Bidder’s bid.

15. Payment Terms. Bidder will provide payment terms of five percent (5%) 10, net 30 calendar days of invoice price. Otherwise, terms will be net 30 calendar days.

16. Warranty. It is the Bidder's responsibility to submit, at time of shipment, the original manufacturer's warranty of the goods/material(s) supplied.

17. Guarantee. The material must be guaranteed to be free from defects of construction, conception, and workmanship for a period of at least 12 months or manufacturer’s warranty whichever is greatest from date of acceptance. Any part or portion found not in accordance with this specification will be rejected and returned to Bidder at Bidder's expense for immediate replacement.

SCOPE AND CLASSIFICATION - PART II

REQUIREMENTS

Please state “Compliance” or “Exception” for the requirements listed below. Check marks, dittos, or any other markings may not be accepted, and your bid could be rejected.

1. Common Requirements

1.2 Vendor must notify the City of all Subcontractors for the duration of the contract with the submission of its bid.

1.3 All material must be new, suitable for the purpose intended and must be free of any defects that affect the appearance or impair the service ability of products unless specifically noted otherwise.

1.4 Drives and all associated components supplied must function properly and appropriately drive and vary the speed of the equipment to which it is attached to OEM specifications within 24 hours. Failure to comply with this time frame will require the vendor to immediately supply the appropriate drive and associated components that will render proper functioning of the equipment.

1.5 In some circumstances where the City requires replacement parts for variable speed drives, logic controllers or other major equipment associated with the drives, the vendor may be requested to provide pricing for new, surplus or refurbished equipment in order to reduce the overall cost to the city.

1.6 Fire and Casualty Hazards - Each bidder must submit proof that the items proposed to supply under this specification conform to the applicable requirements of Underwriters' Laboratories, Inc. (U.L.). The listings of the U.L. covering applicable items must be accepted as evidence that the items conform to these requirements. In lieu of listing, the bidder may submit independent proof satisfactory to the Department of Procurement that the items conform to the published standards

Compliance Exception

2. GROUP I – Drives

2.1 Variable speed drives furnished under this specification must conform to U. L.

Standards, National Electrical Manufacturers Association (NEMA) standards, International Electrotechnical Commission (IEC) standards, and comply with the Federal Communications Commission (FCC) regulations regarding RFI emissions.

2.2 AC drives will be either a 6 pulse, 12 pulse, or 18 pulse, dependent upon the application. Input voltages may range from 120v single phase to 4160v, three (3) phase.

2.3 DC drives will be provided with either 90V DC, or 180V excitation.

2.4 Eddy current clutch drives will be either 45 VDC or 90 VDC.

2.5 Drives will be supplied in horsepower (HP) ratings ranging from ½ HP to 500 HP, and may be either open chassis, or enclosed in NEMA rated enclosures.

2.6 Drives will be ABB, Lenze AC Tech, Allen Bradley, Baldor, Cutler Hammer, Dynamatic®, Eaton, Magnetek, Reliance, Siemens Robicon, Square D Telemecanique, Toshiba or other equivalent manufacturers as specified at the time of request.

3. GROUP II – Electronic Control Boards

3.1 Control boards will include, but are not limited to power interface boards, microprocessor communication boards, IGBT triggering boards, Analog I/O boards, Digital I/O boards, or other control boards as required by specific drives, logic controllers or associated equipment.

3.2 Electronic control boards may be either new or refurbished. Refurbished boards will carry the same warranty as a new board. Refurbished boards will carry the same part number and revision number as the board which it replaces. New boards will carry the same part number, and the same or higher revision number as the board which it replaces.

3.3 Replacement control boards will have the same software pre- programmed into the Microprocessors as the board that will be replaced.

3.4 Vendor must offer repair of control boards of all types where component level repairs can be made to the board to restore it fully functional capability. This repair is limited to boards which are deemed to be repairable in joint consideration between the City and the vendor.

4. GROUP III – Discrete Components

4.1 Vendor will supply discrete components for installation by the city personnel. Such components may include the Electrically Erasable Programmable Ready-Only Memory (EEPROMs), specialized batteries, Pre-charge Silicon-Controlled Rectifier (SCRs), Resistors, Capacitors, Insulated-Gate Bipolar Transistor (IGBTs), Diodes, cooling fans, filters, carbon brushes, and hardware, etc.

4.2 Vendor will supply all IGBTs as matched pairs. Pre-charge by-pass resistors will be of the same dimensions and have the same fitting arrangements as the OEM units.

4.3 All components supplied must be directly interchangeable with the items requested.

Items supplied which require modification to the drive either in terms of mounting or re-wiring will not be acceptable.

4.4 Exceptions to the above may be allowed in the event that the part requested has become obsolete and is unavailable either in new, refurbished, or surplus condition.

In this event, the vendor will supply full installation instructions, and any necessary hardware or modified wiring required to install the component.

5. GROUP IV – Transformers, Chokes and Line Reactors

5.1 Vendor will supply identical or equivalent parts to those which have been requested.

The vendor is required to determine the most cost- effective solution which can be implemented. This may include either rebuilt, or surplus equipment provided that such equipment is directly interchangeable with the item requested.

5.2 Current transformers will be of the same type as originally fitted, and will have the same ratio, and construction as the part requested.

5.3 Vendor will provide a rewinding service for large equipment in this category in instances where the equipment has failed but is not severely damaged. The cost of any rewind will be offset by the scrap value of the material removed prior to rewinding. This credit must be itemized on the quotation for the rewind.

6. GROUP V- Operator Interfaces

6.1 Operator interfaces may include front of panel Human Machine Interface (HMI), hand held HMI, motor monitoring devices, handheld programmers, specialized programming equipment, or other user interfaces which are associated with the operation of the variable speed drive or logic controller.

6.2 Operator interface will be the identical unit to the unit requested. Programming equipment will be pre-loaded with the software required for file transfer and program development. Refurbished units may be acceptable but will clearly be identified as refurbished in the quotation. All quotations will identify the cost of a new item vs.

the cost of a refurbished item.

6.3 In the majority of situations the Operator interface will be a supply only requirement.

In some instances, the vendor will be required to provide programming service for the drive if a program was previously stored in the interface, or if the interface requires its own programming.

7. GROUP VI – Service -Specifications

7.1 Vendors are required to be able to provide emergency service and must be able to be on-site within four (4) hours of receiving a request.

7.2 Repairs will include troubleshooting service, component replacement, circuit board replacement, hardware replacement, operator interface replacement, and programming.

7.3 Vendor must have a comprehensive understanding of the various drive topologies for both Medium and Low voltage drives. Vendor must have the ability to troubleshoot both AC and DC drives in an efficient manner and fully utilize equipment such as digital voltmeters, analog multi-meters, dual trace oscilloscopes, logic probes, and other diagnostic equipment.

7.4 A functional understanding of Electronics, semi- conductor, solid state circuitry, and digital components at both the component and board level is required.

7.5 Vendor must have the ability to identify and integrate the process flow information to achieve optimized system performance, and the ability to set- up, configure and program the equipment. Technician must have a working knowledge of communication protocols such as DeviceNet, Profibus, Modbus, etc.

7.6 Vendor must have the ability and equipment to burn- in and test unit repairs and component repairs.

7.7 For regular service, the vendor will be available during normal work hours and during normal work week. The City will obtain a purchase order for any regular service work. The vendor is not permitted to undertake any work on equipment which will incur a cost to the City without a valid PO number. Any such work carried out without a valid PO will be at the vendors’ expense.

7.8 Vendor will be required to provide copies of any documentation associated with drive supplied, repaired, including software programs installed or modified during the execution of the work. Documentation to be provided in Adobe Acrobat format via email to City designated personnel. Program files to be in the same format as required for download and accompanied by a hard copy via email in Adobe Acrobat, Microsoft Word or Notebook format.

7.8 The awarded vendors must submit a set of brochures/cut sheets within one (1) week of award.

ACKNOWLEDGEMENT

Bidder, by and through its authorized representative, acknowledges that it has read and understands this Invitation for Bid (“IFB”) and has submitted all required documents and information in response to this IFB. Bidder further acknowledges and agrees that if it is awarded a contract, pursuant to this IFB, Bidder will be bound by terms and conditions of the Contract Documents which are, collectively, this IFB, Bidder’s submitted bid documents, any resulting purchase order(s) and the City’s terms and conditions as provided under an applicable purchase order(s), and the Agreement.

[Bidder]:

Legal Name of Firm

Address

City State Zip Code

Authorized Representative/Print

Signature/Title/Date

Area Code/Telephone Number /Email

COA Supplier ID Number