KEYS_Bid_12-25_Specifications_for_Purchase_of_Power_Transformer.pdf

KEYS BID 12-25 SPECIFICATIONS FOR PURCHASE OF POWER TRANSFORMER

CALL FOR BIDS

THE UTILITY BOARD OF THE CITY OF KEY WEST, FLORIDA, operator of Keys Energy Services (KEYS), hereby gives notice to prospective bidders that sealed proposals will be received by KEYS electronically until 10:00 a.m. on Friday, May 2, 2025 for:

KEYS BID 12-25

SPECIFICATIONS FOR PURCHASE OF POWER TRANSFORMER

KEYS has instituted VendorLink and DemandStar systems to provide current information to potential bidders. These systems will allow you to receive bid information quickly and at your convenience 24 hours a day, 7 days a week. Specifications may be obtained from their websites at www.myvendorlink.com or www.DemandStar.com. Registered vendors will be notified automatically of all Requests for Proposals. You may also visit www.KeysEnergy.com for links and download information for all KEYS bid specifications.

It shall be the sole responsibility of each bidder to have their bid electronically delivered on or before the time for opening proposals last announced to bidders. Emailed proposals will not be accepted. Should a vendor not be able to submit via VendorLink or DemandStar, paper submittals will be accepted. Paper submittals must be received prior to the opening date and time in order to be considered. Paper submittals, if applicable, are to be delivered via FedEx, UPS, or in-person to:

Keys Energy Services Bid Opening Committee – KEYS Bid 12-25 6900 Front Street Extended Key West, FL 33040 Note: This address does not receive US Postal Service.

Any proposal received after the time last announced for opening proposals may be retained by KEYS or returned to the bidder, but such proposal may be rejected as not responsive.

Vendors with questions pertaining to this bid specification must submit them in writing via email to purchasing@keysenergy.com no later than Friday, April 18, 2025 at noon. Any questions received after noon on Friday, April 18, 2025 will not be addressed.

Each proposal should be accompanied by a Certified Check or Bid Bond payable to the UTILITY BOARD OF THE CITY OF KEY WEST in an amount not less than five (5%) percent of the amount of the proposal as security.

Each proposal should constitute an offer to KEYS, as outlined therein, and should be irrevocable after the time announced for the opening thereof.

At a meeting of the BID OPENING COMMITTEE to be held virtually on Friday, May 2, 2025 at 10:00 a.m. Proposals will be opened and vendor names will be publicly read aloud.

KEYS reserves the right to reject any or all proposals, to waive irregularities and informalities in any or all proposals, and to separately accept or reject any item, items, bid schedule or bid schedules of the proposal which KEYS deems to be in the best interest of the Utility Board.

Tyler Randolph, Purchasing Supervisor http://www.myvendorlink.com/ http://www.demandstar.com/taf/agencycp.taf?_function=list&A=335 http://www.keysenergy.com/ mailto:purchasing@keysenergy.com

GENERAL

Keys Energy Services (KEYS) is a municipal electric utility supplying power to residents of the lower Florida Keys. KEYS is located in the extreme southern tip of peninsular Florida, situated in Monroe County, Florida, primarily what is considered the “Lower Keys”, which extends eastwardly from Key West to the west end of the Seven-Mile Bridge. Corporate Offices are located at 1001 James Street, Key West, Florida and the Transmission and Distribution (T&D) Facility is located on Stock Island at 6900 Front Street Extended, Key West, Florida 33040.

KEYS and its representatives have exercised due care in preparing this Request for Proposals (RFP). All information contained herein is believed to be substantially correct. However, bidders should verify information independently if desired. KEYS and its representatives do not warrant the accuracy of information contained herein.

SPECIFICATIONS

1.01 GENERAL

The following specifications cover the electrical and mechanical characteristics of a substation distribution power transformer.

The base bid is for North America manufacturing of the transformer with an entire stainless steel tank.

The alternate bid is for North America manufacturing of the transformer with a mild steel tank and only a stainless steel top.

Big Coppitt Substation Distribution Transformer The replacement for the Big Coppitt Substation (BCS) Transformer shall be a class ONAN/ONAF/ONAF, outdoor, 60-Hz, two winding, three phase, delta-wye connected, oil-filled, nitrogen blanket transformer. The entire equipment shall be of sturdy construction throughout, suitable for a tropical environment and shall include all items necessary for a complete assembly. The vendor shall confirm transformer dimensions and clearances with other existing equipment prior to manufacture.

1.02 RATING

Big Coppitt Transformer H.V. Voltage: 138,000 volts -- delta L.V. Voltage: 13,800 volts wye/ 7967 volts MVA @ 65 C Base 25 Altitude: Sea Level plus 10 FT.

Environment: Humid Tropical Environment Extra creep bushings on HV and LV side.

Base Bid:

The transformer tank shall be stainless steel and manufactured in North America.

Alternate Bid:

The transformer tank shall be mild steel with a stainless steel top and manufactured in North America.

1.03 HV TAP CHANGER (DE-ENERGIZED)

The transformer H.V. windings: 5 tap positions. Tap position 3 shall be the 138kV base. There shall be a 2.5% increase or decrease from tap 3 for the remaining taps

Tap Position % from 138kV Base (Tap 3) 1 5 2 2.5 3 0 4 -2.5 5 -5

These taps shall be de-energized taps operated by a handle, which passes through the side of the transformer tank at a location accessible from ground level. The H.V. tap changer handle shall have a nameplate and provisions for pad locking in any tap position.

These taps shall be de-energized taps operated by a handle, which passes through the side of the transformer tank at a location accessible from ground level.

The H.V. tap changer handle shall have a nameplate and provisions for pad locking in any tap position.

1.04 COOLING

The transformers cooling class shall be ONAN/ONAF/ONAF.

The ratings shall be 25/33.33/41.67.

1.05 BASIC IMPULSE LEVEL

H.V. 650kV BIL L.V. 110kV BIL L.V.N. 110kV BIL

1.06 IMPEDANCE

Transformer impedance to be as specified by IEEE C57.12.10.

1.07 POLARITY

According to ANSI Standard C57.12.00 and ANSI Terminal Marking Connections C57.12.70.

1.08 ASSEMBLY

The transformer shall be shipped as completely assembled as practical. No welding shall be required to complete field assembly. The manufacturer shall specify the total shipped weight of the transformer.

1.09 STANDARDS

The transformer shall be designed, built and tested per ANSI C.57.12.30 and other applicable United States ANSI, IEEE and NEMA standards in effect as of October 1, 2006. The latest applicable standards shall be those in effect as of the bid date. Each bidder shall indicate in their proposal, that they have field servicemen available in the southeast to service the equipment;

that they have previously made equipment such as that which they propose to furnish; and that it has been in satisfactory service of not less than five (5) years.

1.10 NOISE LEVEL

The transformer noise levels shall not exceed 63 db without cooling fans, 64.5 db with the first stage of cooling fans on, and 66 db with both stages of cooling fans on.

1.11 TRANSFORMER EQUIPMENT

A. Supply the following standard accessories per ANSI C57.12.10.

• Reinhausen ETOS LD, RMVII, or latest load tap changer.

• Reinhausen ETOS Control Cabinet and Transformer monitor (or equals).

o Reinhausen MControl Touch Panel equipped inside the control cabinet (or equals).

• Reinhausen TapCon 250 Controller (or equals).

• Reinhausen MSenseBM Bushing Monitor System (or equals).

• Reinhausen MSense DGA (5/9) (or equals).

• Reinhausen MSense FO Fiber Optic online temperature measurement system (or equals).

• Reinhausen MSense VAM vibroacoustic LTC monitor (or equals).

• Reinhausen Mtrab LTC breather (or equals).

• Reinhausen TFTX Sensor (or equals).

• Reinhausen TFMR Sensor (or equals).

• Reinhausen MESSKO MPREC Pressure Relief device for both LTC and Tank (or equals)..

• Reinhausen Magnetic liquid-level indicator with Low Alarm (or equals).

• Reinhausen Liquid temperature indicator (or equals). with one form “C” alarm and one form “C” trip contact. Dial calibration of this indicator shall be in degrees centigrade with one pointer to indicate liquid temperature and a red pointer to show previous maximum temperature. An external reset shall be provided for the red pointer. Mount gauge at eye-level or below.

• Reinhausen Winding temperature indicator (or equals with two form “A” alarm contacts and one form “C” trip contact: Dial calibration of this indicator shall be in degrees centigrade with one pointer to indicate winding temperature and a red pointer to show previous maximum temperature. An external reset shall be provided for the red pointer.

Mount gage at eye-level or below.

• Reinhausen (or equals) Pressure-vacuum gauge.

• Drain and filter press valve globe type – 2-inch NPT female with .375-inch sampler.

• Top filter press valve globe type – 1.0-inch NPT female on top to tank.

• Vacuum filling connection – 2-inch NPT male, on top of main transformer tank.

• Lifting facilities for cover, core and entire transformer.

• Moving facilities.

• Jacking facilities.

• Diagrammatic Nameplate; include noise rating.

• Two tank-grounding pads with connectors for 4/0 copper ground cable.

• Self-resetting Coastal pressure relief device, with visible indicator and one form “C” alarm contact.

• Fault pressure relay. This relay shall be designed to operate on the sudden abnormal change of pressure in the transformer due to an internal fault and shall actuate an auxiliary relay in the control cabinet.

B. Oil Preservation System Inert-gas pressure (nitrogen) system. The interior of the transformer will, by means of a positive pressure of inert gas-maintained form a separate inert-gas source and reducing valve system, be sealed from the atmosphere throughout a top-oil range temperature of 100 degrees C. The Nitrogen Blanketing System supplied shall be manufactured in the USA and utilize a stainless steel NEMA 4X cabinet.

C. Monitoring System Both transformers shall have a Reinhausen ETOS monitoring system. Each monitoring system shall enable monitoring of the following systems (minimum):

• Top Oil Temperature

• Ambient Temperature

• Single Phase load monitoring

• Calculated Winding Hot Spot Temperature

• Fan Monitoring

• Cooling Control Auto/Man

• Low Oil Main Tank

• Pressure Relief Device

• Sudden Pressure Relay

• Nitrogen Pressure High

• Nitrogen Pressure Low

• Nitrogen Cylinder Low

• LTC Position

The transformer manufacturer shall recommend the system to be used to the purchaser at time of bid, if an ETOS monitoring system is not being proposed and an “equals” is being proposed.

Communication system of all monitored points shall have DNP-TCP (Ethernet) compatibility for KEYS SCADA interfacing.

D. Load-tap-changing equipment per ANSI C57.12.10.

A load tap changer shall be provided.

1. The load tap changer shall be a Reinhausen ETOS LD LTC Drive RMV-II or latest version thereof, which breaks the arc when changing taps in a vacuum chamber. Therefore, there will be no degradation of the oil and no need for an oil filtration system. Also, the LTC contact shall be capable of over 500,000 operations.

2. Thirty-two 5/8 percent taps: 16 above and 16 below rated secondary voltage. The transformer shall be capable of delivering rated kVA at or above the rated secondary voltage positions. The transformer shall be capable of delivering secondary current corresponding to rated secondary voltage and rated kVA at all positions below rated secondary voltage.

3. LTC Gauges (Reinhausen): Liquid level gauge with low alarm and trip.

4. LTC Devices

• Back-up relay with wider bandwidth

• Sequential Operation

• Preventative auto-transformer

• Lockable weatherproofs compartments for motor drive and control equipment.

5. LTC Motor Drive Equipment

• Single-phase 120-240-volt drive motor.

• Position indicator.

• Hand-wheel or crank for hand operation, interlocked with motor.

• Operation counter.

• Lockout switches for maximum raise or lower positions.

6. LTC Control Equipment

• Power supply switch

• Voltage regulating switch

• Line drop compensator

• Time delay relay

• Automatic-manual and raise-lower switches

• Under voltage relay

• Space heater, lamp and convenience outlet in control cabinet

• Alarms indicating loss of vacuum or low oil in LTC

• Reinhausen Dehydrating breather

• The load tap changer controller shall be TapCon 250. DNP-TCP compatible (Ethernet).

7. LTC valves

• LTC compartment fill valve – 1.0-inch NPT female on top of tank

• LTC compartment drain valve – 1.0-inch NPT female with sampler

E. Bushings High-Voltage (HV) Bushings (138kV)

• Type: Cover-mounted, condenser-type extra creep bushings.

• Creepage Distance: Extra-136+ inches.

• Governing Standard: IEEE C57.19.01.

• Location & Mounting: Per ANSI C57.12.10 (see section 1.11 paragraph S for exact locations).

Low-Voltage (LV-LVN) Bushings (25kV)

• Type: Sidewall-mounted, extra creep bushings installed in an LV cable compartment

(ATC).

• Creepage Distance: Extra – 14+ inches.

• Support & Installation:

o LV bushings shall be solidly supported from the top of the ATC cabinet.

o Capable of supporting four runs of 1000 MCM cabling.

o Bushing support design to be provided at the time of quote.

• Location & Mounting: Per ANSI C57.12.10 (see section 1.11 paragraph S for exact locations).

Arrester & Grounding Requirements

• ATC Compartment:

o Equipped with polymer arresters.

o Opening provided for ground wire exit to the tank ground connection.

• Arresters:

o Station class, (LV) 120kV, MCOV 98kV.

o Station class, (LV) 12kV, MCOV 10.2kV.

General Bushing Requirements

• Neutral Bushing: Insulation class to match neutral insulation.

• Bushing Studs: Manufacturer’s standard, compatible with both copper and aluminum.

• Stud Connectors: 8-hole NEMA-spaced pads for standard terminal connections

F. Radiators Radiators shall be made of stainless steel. Radiators shall be removable with drains. Removable type shutoff valves shall be supplied at the top and bottom to permit removing radiators without draining transformer oil.

G. Fan Motors Motors shall be Krenz, single phase, capacitor start 120/ 240-volt, induction motors. They shall be designed and built in compliance with IEEE, NEMA and ANSI standards. Fan casing and shield shall be made of non-corrosive metal. The cage shall totally enclose the fan blades.

H. Control Cabinet The ETOS control cabinet shall be manufactured of stainless steel.

I. Insulating Oil Oil must conform or exceed the specifications given in ASTM D3487 Type II with three additions

- acid number 0.015 maximum (from IEEE C57.106), non-corrosive per ASTM D1275 Method B, and inhibitor content 0.3%. Oil shall be non-PCB as defined in 40CFR761.

J. Arresters Two (2) sets of three (3) station class polymer surge arresters mounted on the transformer. The following ratings apply:

Winding Duty Cycle MCOV H.V. 120kV 98kV L.V. 12kV 10.2kV

K. Bushing Current Transformers H.V., L.V. and L.V.N. bushings shall be supplied with the quantity and type shown below. CT ratios shall be per ANSI C57.13.

CT’s

H1: 2-BCT 1200/5 M.R

H2: 2-BCT 1200/5 M.R

H3: 2-BCT 1200/5 M.R

XO: 1-BCT 600/5 M.R

X1: 1- BCT LDC C100 1800/5 S.R.

X2: 1- BCT WTI C100 1800/5 S.R

X3: None

Current transformers shall have all taps wired to shorting type terminal blocks in the control cabinet.

L. Gasket and Gasket Compound Necessary nitrile rubber gaskets and compound for installing shall be provided for initial field installation.

M. Touch-up Paint Manufacturer to supply one quart. Color as specified in 1.12

N. Tank Assembly Tank:

• Shall be welded stainless steel plate construction (for the base bid) OR mild steel with a stainless steel top (for the alternate bid).

• Shall be oil-tight with all fittings in place

• Capable of withstanding without permanent deformation pressure 25% greater than the maximum operating pressure resulting from the oil preservation system per ANSI C57.12.10

• Shall withstand 10 psig internal pressure without showing leak when using warm oil.

• Shall be suitable for full vacuum filling and drying in the field.

• Shall be provided with tanking guides for centering core and coil assembly.

Joints and Gaskets:

All gasketed joints to have machined surfaces on both sides:

• To assure even and effective pressure.

• To avoid overstressing gasket and to maintain an oil-tight joint under all service conditions.

• NOTE: Joints are to be provided with gasket retainers and metal to metal stops.

O. Core and Coil Assembly

• Core Laminations: shall be high permeability, laser scribed steel

• Coils shall be copper.

• Joints in windings or at bushings: Brazed or clamped

• Coil Insulation: Dennison densified insulation with mechanical toughness, tear strength and elongation strength. Also, it must have superior electrical impulse strength and be thermally upgraded cellulose insulation.

• Rigidity: Assembly to be braced or bolted adequately to prevent displacement and distortion under all normal conditions of handling and operation under short circuit conditions

• Inside bolted connections: Locking provision required

• Serial Number: Stamped on core in conspicuous place

• A neutral lead shall be brought out from the core of the transformer to a termination point adjacent to a manhole and easily accessible to the person inspecting or testing the transformer

P. Base A structural I-beam base shall be provided for the transformer.

Q. Top of Transformer

The top of the transformer shall be sloped to prevent water accumulation and have safety harness anchor points. The transformer top shall be stainless steel.

R. Sample Port A flooded port, separate from the oil drain valve, 1 1/2-inch NPT female threads shall be provided for future testing the transformer oil.

S. Orientation Segment 1 (front): Nameplate, gauges, valves, etc.

Segment 2: Partial ATC with LV horizontally mounted bushings.

Segment 3: HV Bushings and radiators mounted on this side.

Segment 4: LTC mounted

1.12 PAINTING

All exterior surfaces to be thoroughly cleaned of mill scale and rust by grit blasting. Oil and grease are to be removed chemically. The coating must be compatible with high humidity, salt air and transformer operating temperatures. Coating shall be ACROLON ULTRA, high gloss acrylic polyurethane. As it is specifically designed to provide long term UV protection for high visibility structures.

• Primer Coat

• Intermediate Finish Coat

• Finish Coat – color to be “rawhide” (light tan), a color sample will be provided to successful bidder.

• The dry thickness of each coat shall be per the paint manufacturer’s recommendations.

• Non-skid finish on top of transformer

1.13 TESTS

The following standard test shall be made on all transformers. All test shall be made in accordance with the latest revision of “Test Code for Distribution, Power, and Regulating Transformers, and Shunt Reactors,” ANSI C57.12.90.

• Resistance measurements of all windings.

• Ratio Tests.

• Polarity and phase relation tests.

• No-load loss at rated voltage

• Exciting current at 100% and 110% rated voltage

• Impedance and load loss at full load

• Temperature Test: Temperature test or tests shall be made on one unit of an order covering one or more units of a given rating, but only when records of all temperature tests made in accordance with American Standards for a duplicate or an essentially duplicate unit performed within the past two years are not available.

• Subject to the limitations of the preceding paragraph when a transformer is supplied with auxiliary cooling equipment to provide more than on MVA rating, temperature tests shall be made at base OA & Maximum FA MVA’s

• Applied potential tests

• Induced potential tests

• Full wave impulse

• Chopped wave impulse

• Front of wave impulse

• Switching surge

• Transformer sweep frequency analysis test. This testing shall be performed with the transformer fully dressed and the transformer transit ready prior to shipment. The test shall be repeated after receipt at the customer site with the transformer in its transit ready configuration.

1.14 INFORMATION TO BE SUPPLIED BY MANUFACTURER

Three copies of the following shall be provided:

• Certified test reports.

• Certified transformer impulse test reports, if applicable

• Installation instructions

• Manufacturer and specifications of oil furnished

• Proposed outline drawings, bushing data, nameplate drawings, and wiring and connection diagrams shall be furnished as part of the bid

• Instruction Book

• Supply complete performance specifications per ANSI C57.12.00

Outline drawings, bushing data, nameplate drawings, and wiring and connection diagrams shall be submitted for approval prior to manufacture of the equipment. Any drawing returned to the vendor marked “not approved” must be resubmitted for approval after making corrections.

Drawings returned to the vendor marked “approved” or “approved with exceptions as noted” need not be resubmitted for approval but must be corrected and returned as final drawings.

1.15 SPARE PARTS

The following spare parts shall be provided for the order:

• Spare gauges

a) 1- Liquid Level gauge

b) 1- WTI gauge

c) 1- Liquid Temperature gauge

d) 1- Pressure-Vacuum gauge

• 1- Sudden Pressure relay

• 2- Cooling fans complete with hardware

• 1- 138kV bushing

• 1- 25kv bushing

1.16 TRANSPORTATION

Due to the geographical location of Key West, special attention to the method of transport is required. The Florida Department of Transportation (FDOT) may or may not permit truck transport over the series of bridges that connect the Florida Keys depending on transformer size and weight. It is advisable to start the FDOT Permit process well in advance of the shipping date.

The series of bridges from Florida City to Key West present unusual circumstances and the permitting process is more rigorous. If FDOT will not permit truck transport, an alternative method of transport is via barge. Florida Keys Aqueduct facility has barge docking facilities and is located adjacent to the Keys Energy Warehouse property. This property is approximately 6.5 miles from the substation in which the transformer is to be installed.

• Impact recorder shall accompany the transformer during transit. The Seller shall be responsible for inspecting the transformer and impact recorder in the presence of the Purchaser upon arrival at the shipping destination to determine if any damage has occurred.

• Purchaser shall be notified by the Seller at least 2 (two) weeks prior to shipment and by the Carrier 24 hours prior to arrival of each transformer at its destination.

1.17 DELIVERY & WARRANTY

Delivery, inspections and acceptance will be at destination, F.O.B. Key West. Unit prices shall include delivery to Big Coppitt Substation, 910 Overseas Highway (MM 10.5 Oceanside), Big Coppitt Key, Florida. Until delivery and acceptance and after any rejections, risk of loss will be on the Manufacturer, unless loss results from negligence of KEYS.

The supplier shall propose a delivery schedule to minimize transformer cost. All transformers shall be delivered to their respective substation Transformer assembly and electrical testing shall be done at their respective substation with the transformers in their transit ready state.

The supplier shall be responsible for delivery and offloading of the transformer to the KEYS substations in Key West, and Cudjoe Key, Florida. Bidder shall consider all KEYS delivery blackout dates, as listed in Appendix A.

Supplier warranty shall be 18 months from time of delivery. Anticipated dates and final locations of transformers and restrictions on installation are listed below to aid manufacture in proposal of delivery schedule. An optional three (3) year extended warranty shall be provided on the Proposal Page.

Blackout Delivery Dates January 1st & 2nd July 29th & 30th (Mini Season) October Goombay through Fantasy Fest November Election Day November Week of Thanksgiving December Week of Christmas December 31st (New Year’s Eve)

1.18 PROPOSAL CONTENTS & EVALUATION

The proposal should include a description of the firm’s capabilities and experience with providing the requested services, including a description of any special qualifications which are indicative of working familiarity with similar projects.

The proposals will be evaluated. The evaluation criteria will include a variety of considerations, including, but not limited to:

1. Loss Evaluation An equivalent Total Cost shall be calculated from the transformer bid price and the present value of manufacturer’s quoted losses as shown below. The Total owning cost formula to be used is as follows:

• TOC= Price + (NL Watts x 5.405) + (LL Watts * 1.838) Where:

• TOC= Total Owning Cost.

• Price= Quoted Purchase Price.

• NL Watts= Quoted No-Load Losses in Watts.

• LL Watts= Quoted Load Loss in Watts at rated load.

TOC will be calculated for the transformer.

• No Load Watts.

• Load Loss at Rated Load.

The TOC will be one of the determining factors for the award of contract. Failure to submit transformer losses along with the bid will result in non-compliance and the bid will be rejected.

2. Transformer noise levels.

3. Range and suitability of services provided. Specifically, has servicemen available in the southeast to service the equipment.

4. Experience with similar projects and has previously made equipment such as that which he proposes to furnish.

5. Similar equipment that has been in satisfactory service of not less than five (5) years.

6. Project management approach.

7. The supplier shall propose a delivery schedule to minimize transformer costs.

8. Proposed delivery schedule

9. Country of origin

10. References

1.19 BID SUBMITTAL

Proposals shall be submitted electronically via VendorLink or DemandStar prior to the opening date and time. Emailed proposals will not be accepted. Should a vendor not be able to submit via VendorLink or DemandStar, paper submittals will be accepted. Paper submittals must be received before the opening date and time to be considered.

Paper submittals can be sent via FedEx, UPS, or In-Person to:

Keys Energy Services Bid Opening Committee – Bid 12-25 6900 Front Street Extended Key West, Florida 33040 Note: This address does not receive US Postal Service.

Bidders must submit the following to be found responsive:

1. Bid Bond or Cashier’s Check for 5% of Total

2. Proposal Page

3. Insurance Agent’s Statement

4. Bidder’s Statement

5. Public Entity Crimes Sworn Statement

KEYS ENERGY SERVICES

GENERAL TERMS & CONDITIONS

ADDITIONS/DELETIONS

KEYS reserves the right to add or delete any item from this bid or resulting contract when deemed to be in the best interest of KEYS.

ALTERATIONS IN PROPOSAL

Except as otherwise provided herein, Proposals which are conditional in any way, or which contain erasures or interlineations not authenticated as provided herein, or which contain items not called for, items not in conformity with applicable laws, changes, additions, recapitulations, alternative Proposals, or any other modifications of the Proposal forms which are not specifically called for in the Contract Documents, will be rejected as not responsive unless specifically agreed to in writing by KEYS. Erasures, interlineations or other corrections shall be authenticated by affixing in the margin immediately opposite the correction, the handwritten initials of each person executing the Proposal.

APPLICABLE LAW

This Contract shall be interpreted in accordance with the law of the State of Florida.

ASSIGNMENT

No contract awarded under these terms, conditions, and specifications, may be sold, transferred or assigned in full or part without the written permission of KEYS. Such written permission shall not relieve contractor from its obligations and liabilities.

ATTORNEY FEES

The prevailing party in any litigation or mediation relating to the contract shall be entitled to recover it reasonable attorney fees and costs from the other party for all matters, including, but not limited to, appeals.

BASIS OF AWARD

A. The award will be made by KEYS on the basis of the Proposal from the lowest responsive* responsible**, Bidder which, in KEYS’ sole and absolute judgment, will best serve the interest of KEYS.

B. KEYS reserves the right to accept or reject any or all Proposals, and to waive any informalities and irregularities in said Proposal.

*Responsive Bidder: Any person, firm, or corporation submitting a bid for the work contemplated whose bid form is complete and regular, free of excisions or special conditions and has no alternative bids for any item unless requested in the technical specifications.

**Responsible Bidder: Any person, firm, or corporation submitting a bid for the work contemplated who maintains a permanent place of business, has adequate manpower and equipment to do the work properly and within the time limit that is established, has adequate financial status to meet his obligations contingent to the work and has a history of performance of like contracts (acceptable to KEYS).

C. Evaluation: The lowest evaluated price shall be determined from an analysis which assesses the impact of the contract price, operational and maintenance costs.

BID BOND/CERTIFIED CHECK

Each proposal should be accompanied by a Bid Bond or Certified Check payable to the UTILITY BOARD OF THE CITY OF KEY WEST, FLORIDA in an amount not less than five (5%) percent of the amount of the proposal as security.

BID PROPOSAL PRICING

All bid proposals must remain firm for 120 days minimum.

BIDDER QUALIFICATIONS

Please provide this information in your bid response.

COMPLETENESS OF PROPOSAL

A. Each Bidder shall respond to all items on Proposal Page. When quoting on all items including optional items, bidders shall insert the words

“No Bid” in the space provided for any item for which no offer is made. Failure to do so may result in the Proposal being rejected as not responsive.

B. KEYS will consider alternative, additive, or deductive options with no initial pricing.

C. Each Proposal shall include specific acknowledgment of receipt of all Addenda issued during the bidding period. Failure to do so may result in the Proposal being rejected as not responsive.

D. Each Bidder shall furnish information relating to its experience, facilities, material, equipment and business as is required by the Proposal form. Failure to do so may result in the Proposal being rejected as not responsive.

E. Additional technical data furnished by a Bidder, but not required by the Request for Proposal (RFP), may at KEYS’ option be considered part of the Proposal to the extent that it is supplementary to, is consistent with and not contrary to the RFP.

CONTACT REFERENCES

KEYS contact for bidding requirements and technical specifications: Tyler Randolph, Supervisor of Purchasing, Tyler.Randolph@keysenergy.com or purchasing@keysenergy.com.

CONTRACT DURATION

The duration of the base contract shall be from the date of execution by the Utility Board through six (6) months after the proposed delivery date stated on the proposal page. If this contract is for a unit price and estimated quantities and if KEYS desires, KEYS and Contractor can mailto:Tyler.Randolph@keysenergy.com mailto:purchasing@keysenergy.com extend the contract at the same unit price. KEYS reserve the right to cancel this contract without cause with 30 days written notice and with cause within 10 days.

CONTRACT CHANGES

No changes, over the contract period, shall be permitted unless prior written approval is given by the Utility Board of the City of Key West, Florida. No Contractor shall assign the contract or any rights or obligations there under without the written consent of KEYS. In the event of such approved subcontracting, contractor agrees to provide KEYS with written documentation relative to the Subcontractor(s) employed in this contract.

CONTRACT COMPLIANCE

All contracts are subject to the terms and conditions of the Fair and Accurate Credit Transactions Act of 2003. The said provisions and compliance therewith are expressly made part of the contract and are binding covenants on the party contracting with KEYS.

CONTRACTOR LIABILITY

In the event of default by Contractor, KEYS reserves the right to utilize the next lowest Bidder as the new Contractor. In the event of this occurrence, the next lowest Bidder, if it wishes the award, shall be required to provide the bid items at the prices as contained on its proposal or bid for this specification.

DELIVERY

A. Delivery, inspection and acceptance - delivery, inspections and acceptance will be at destination, F.O.B. Key West as specified in the RFP, KEYS Warehouse, unless otherwise provided. Until delivery and acceptance and after any rejections, risk of loss will be on the Vendor, unless loss results from negligence of KEYS.

B. Notwithstanding the requirements for any KEYS inspection and test contained in the specifications applicable to this proposal, except where specialized inspections or tests are specified for performance solely by KEYS, contractor shall perform or have performed the inspections and tests required to substantiate that the supplies and services provided under this proposal conform to the drawings, specifications and proposal requirements listed herein, including if applicable, the technical requirements for the manufacturer’s part numbers specified herein.

C. Delivery of Excess Quantities – Contractor is responsible for the delivery of each item quantity within allowable variations, if any.

If contractor delivers and KEYS receives quantities of any item in excess of the quantity called for (after considering any allowable variations of quantity) such excess quantities will be treated as being delivered for the convenience of contractor. KEYS may retain such excess quantities without compensating the interests herein. Quantities in excess, will at the option of KEYS, either be returned at contractor’s expense, or retained and paid for by KEYS at the contract unit price.

D. Deliveries – In the event of failure to deliver material of the quality or within the time specified, KEYS may cancel the order and buy elsewhere. Contractor will be responsible for any cost differences encountered in the procurement of materials. Failure of KEYS to exercise this option with respect to any installment shall not be deemed a waiver with respect of future installments, if any.

E. Delivery tickets – All shipments under this agreement shall be accompanied with delivery tickets, or packing slips, in triplicate, which shall contain the following minimum information: name of supplier, purchase order number, date of order, date of delivery or shipment, itemized list of supplies or services furnished, quantity, unit price, and extension of each line item. Upon delivery, the Warehouse will retain a copy of the related delivery ticket.

F. Inspection, Acceptance and Title – Inspection and acceptance will be at destination, unless otherwise provided. Title and risk of loss or damage to all items shall be the responsibility of the contract supplier until accepted by KEYS in writing.

ENTIRE AGREEMENT

The terms, specifications and/or drawings included in a duly executed contract will constitute the entire agreement between the parties. No modification or waiver of terms of this agreement shall be binding, unless in writing, s igned by a duly authorized representative of KEYS.

ERROR IN BID CALCULATION

In the event there is a mathematical error in the bid, KEYS will recalculate using the line items and correct the total.

EXECUTION OF PROPOSAL

If a Proposal is made by a partnership, it shall contain the name and address of each partner and shall be executed in the partnership name, followed by the handwritten s ignature of a partner authorized to execute the Proposal for the partnership. If a Proposal is made by a corporation, it shall be executed in the name of the corporation, followed by the handwritten signature of an officer authorized to execute the Proposal for the corporation, and the printed or typewritten designation of the office he holds in corporation. Another partner of the partnership or official of the corporation shall attest to the authority of the person executing the Proposal. KEYS may require any Bidder to furnish certified copies of extracts of the minutes of meetings of the governing body of the Bidder authorizing execution of the Proposal and Contract Documents.

FORCE MAJEURE

KEYS shall not be liable in any way to contractor as a result of an event, circumstance or act of a third party that is beyond a party’s reasonable control (e.g. an act of God, and act of the public enemy, an act of a government entity, strikes or other labor disturbances, hurricanes, earthquakes, fires, floods, epidemics, embargoes, war and riots).

LITIGATION SEARCH

KEYS reserve the right to conduct a litigation search on contractor’s history of past litigation.

LIQUIDATED DAMAGES

In the event the Scope of Work is not substantially complete on or before 14 days after the proposed delivery date as provided by Contractor on proposal page, liquidated damages shall be payable by Contractor to KEYS in the amount of $1,000.00 per day for each day the Scope of Work is not substantially complete.

The parties recognize that the damages to be incurred by KEYS as a result of delay in completion of the Scope of Work are difficult to estimate at this time and would be difficult for KEYS to prove. The parties intend that the payment of Liquidated Damages set forth above would serve to compensate KEYS for its damages resulting from such delay in completion, and constitutes a reasonable, good faith approximation of such damages. The liquidated damages set forth herein are not intended to, nor shall be construed to, function as a penalty, and shall not preclude other remedies available to KEYS at law or in equity.

MATERIAL

No goods or materials provided pursuant to the proposal shall consist of or contain any equipment which has been manufactured or supplied by persons or entities owned by, controlled by, or subject to the jurisdiction or direction of the government of the People’s Republic of China.

MODIFICATION OF PROPOSAL

A modification of a proposal already received will be considered only if the modification is received prior to the time last announced for opening Proposals. All modifications shall be made in writing, executed and submitted in the same form and manner as the original proposal, fax or E-mail.

Phone modifications will not be considered.

OPENING PROPOSALS

At the time and place last announced for opening Proposals, each Proposal which has been received prior to the time last announced for opening Proposals, except those which have been properly withdrawn, will be publicly opened irrespective of any irregularities or informalities in such Proposals.

KEYS INSPECTIONS/MEETINGS

KEYS will make inspections and/or meetings as deemed necessary to ensure that all work is being performed in compliance with these specifications and guarantees.

PAYMENT

Payment will be made after acceptance of services and materials and within 30 days after receipt of invoice. KEYS does not pay service charges on late payments.

PENALTIES

KEYS reserves the right to increase or decrease quantities shown without penalties..

SUPPLY BOND

Within ten (10) days after notification of award of the Contract to Bidder, Bidder shall obtain and provide to KEYS a Supply Bond in favor of, or a Certified Check or Cashier’s Check payable to, the UTILITY BOARD OF THE CITY OF KEY WEST, FLORIDA in an amount not less than 100% of the amount of the total Contract, to secure the awarded Bidder’s obligation to provide the goods and materials specified on time and at the cost set forth in the Proposal. Bidder shall maintain such surety in force and effect until such time as all goods and materials are delivered to KEYS. KEYS shall have the right under such surety to recover the difference between the Contract price and any revised pricing in the event Contract prices for any goods and/or materials are not honored, and/or to recover the liquidated damages set forth herein in the event goods and/or materials are not delivered within the time period specified in the Contract. Failure of Bidder to supply such surety within the time specified may result in award revocation. In the event Bidder elects to satisfy this obligation by provision of a Certified Check or Cashier’s Check, and Bidder honors the above-listed obligations secured by the surety, KEYS will return or destroy such check, at Bidder’s election, within ten days of delivery of all goods and materials as set forth in the proposal

POSTPONEMENT OF OPENING

KEYS reserves the right to postpone the date and time last announced for opening Proposals and such postponement may be made at any time prior to the time last announced for opening Proposals. KEYS will give written notice in the form of an Addendum by email to each party to whom Contract Documents have been issued in addition to posting the Addendum on DemandStar, Vendorlink, and Keysenergy.com websites, stating the change in date and time of any such postponement.

PRICES

A. All prices bid shall be firm unless the conditions of the RFP permit price escalation. If an escalation method or indices are specified, the

Bidder shall indicate in its bid the specific items subject to escalation, and shall give the method and indices to be used in computing the amount thereof.

B. The vendor shall provide the proposal price in U.S. dollars only.

PROPOSAL GUARANTEE

A. The Proposal Guarantee shall be the cashier’s check or Bid Bond required in the Notice to Bidders. A bid bond or cashier’s check in lieu of a surety bond in the amount of (five) 5% of the proposal shall be submitted with all proposals. This bid bond requirement is to be used as security and will be returned to bidder after KEYS enters into a Contract with the successful bidder. This (five) 5% shall be based on the total bid price. The bid bond or cashier’s check shall be valid for a period of no less than 120 days after bid opening date.

B. KEYS may reject all Proposals, and in such event, all cashier’s checks and Bid Bonds will thereupon be returned to the Bidders.

C. When a Proposal is accepted, all checks and Bid Bonds will thereupon be returned to the bidders, except for the approved proposal. The cashier’s check or Bid Bond of the approved Bidder will be returned after completion of the requirements in the following paragraph.

D. Within (ten) 10 days after delivery of Notice of Utility Board Approval, or such additional time as is allowed by KEYS, the Bidder shall furnish satisfactory Performance and Payment Bond, Insurance Certificate and Insurance Policies.

PROTESTS

Any bidder who believes he has been aggrieved in connection with the staff recommendation or award of a contract may protest in writing to the KEYS Purchasing Department. The deadline for filing a protest is prior to the commencement of the Utility Board meeting wherein the award is to be considered. It is the responsibility of the bidder to ascertain the bid award information from DemandStar or VendorLink.

Protests shall specifically describe the subject matter and facts giving rise to the protest.

PUBLIC RECORDS ACT

Pursuant to F.S. 119.0701 of the Public Records Act, any request to inspect or copy public records relating to a public agency’s contract for services must be made directly to the public agency. Contractors is required to comply with public records laws and upon request by the public records custodian, shall provide a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost not to exceed the cost provided in Ch. 119, F.S. or as otherwise provided by law. A contractor who fails to provide the records to the agency within a reasonable time may be subject to penalties as provided in F.S. 119.10

IF CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF

CHAPTER 119, FLORIDA STATUTES, TO CONTRACTOR’S DUTY TO

PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT

THE CUSTODIAN OF PUBLIC RECORDS AT:

KEYS ENERGY SERVICES

P.O. BOX 6100

Key West, FL 33041-6100

(305) 295-1067

Gricel Owen Email: gricel.owen@keysenergy.com

PUBLIC ENTITY CRIME CLAUSE

Any person submitting a bid or proposal in response to this invitation must execute the enclosed form FOR 094, SWORN STATEMENT UNDER SECTION 287.133 (3) (a), FLORIDA STATUTES ON PUBLIC ENTITY CRIMES, including proper check(s), in the space(s) provided, and enclose it with his bid proposal. If you are submitting as bid or proposal on behalf of dealers or suppliers who will ship commodities and receive payment from the resulting contract, it is your responsibility to see that copies of the form are executed by them and are included with your bid or proposal. Corrections to the form will not be allowed after the bid or proposal opening time and date.

Failure to complete this form may result in immediate disqualification of your bid or proposal.

QUALITY ASSURANCE PROVISIONS

A system of test and inspection shall be used to insure receipt of the quality and quantity of material(s)/service(s) purchased.

Material(s)/service(s) will be promptly inspected and any discrepancies from the purchase order and/or the supplier’s invoice shall be reported immediately.

RELEASE OF LIENS

Contractor is to furnish a release of liens for sub-contractual materials and labor prior to each payment. In addition, contractor is to furnish the standard form of “Statement Concerning Claims.”

REJECTION

The Utility Board reserves the right to reject any or all proposals, to waive irregularities and informalities in any or all proposals, and to separately accept or reject any item, items, bid schedule or bid schedules of the proposal which the Utility Board deems to be in the best interest of the Utility Board.

SAFETY/MAINTENANCE OF TRAFFIC (MOT)

Contractor is to provide all required Safety and Traffic Control equipment as required by FDOT, City of Key West, or Monroe County MOT.

Personnel are required to be trained in MOT as required. Contractor is to provide copies of certification of MOT training.

SEVERABILITY

If any of these General Terms & Conditions is determined to be invalid, illegal or enforceable, the remaining provis ions of these General Terms & Conditions remain in full force to the extent permitted by law.

SUBMISSION OF PROPOSAL

It is the sole responsibility of each Bidder to deliver its Proposal to KEYS at the place designated for receiving Proposals and prior to the time for opening Proposals last announced to Bidders. Any Proposal received after the time last announced for opening Proposals may be retained by KEYS or returned to the Bidder, but such Proposal shall be rejected as not responsive.

No proposal shall contain Personal Information, as defined in Section 501.171, Florida Statutes, unless specifically requested in the Specifications. In the event Personal Information is received, KEYS shall take appropriate precautions to prevent the release of such Personal Information. Notwithstanding the foregoing, to the extent allowed by applicable law, KEYS shall have no liability for the release to any third party of Personal Information included within any proposal.

SUPPLIER DIVERSITY

KEYS is committed to providing equal opportunities to Minority/Women Business Enterprises (M/WBEs) as well as all other Suppliers, Consultants, Contractors and Subcontractors who seek to do business with KEYS. KEYS attempts to ensure that qualified M/WBEs are made aware of, have an opportunity to bid on, and are considered on an equal basis with all other qualified bidders for the provision of supplies and services.

TAX

The prices of materials set forth herein shall not include state sales tax or local option tax. KEYS is generally exempt from state sales tax, (sales tax number 85-8012621609C-2), and local option tax. However; any purchases of materials for construction of new electrical transmission and distribution facilities are subject to state sales tax and local option tax.

TERMINATION OF CONTRACT FOR CONVENIENCE

When deemed to be in the best interest of KEYS, any awards or contracts resulting from this specification may be terminated by KEYS, in whole or in part, without cause by the delivery of thirty (30) days written notice. Upon receipt of the notice of termination Contractor shall, except as otherwise directed by KEYS: (1) stop work as specified in the notice; (2) place no further subcontracts or orders; (3) terminate all subcontracts to the extent they relate to the work terminated; (4) transfer title and deliver to KEYS all completed work and any completed or partially completed items which, if the contract had been completed, would be required to be transferred to KEYS; and (5) take reasonable actions as directed by KEYS to protect and preserve property in which KEYS has an interest. With regard to the portion of the award or contract so terminated, KEYS shall be liable only for payment under the payment provisions of this contract for services rendered before the effective date of termination, plus the reasonable costs of settlement of the work terminated including with limitation the performance of the above items, and expressly excluding the amount of any settlements made by Contractor with any subcontractors. Without waiver of any rights KEYS may have in law or at equity, KEYS and Contractor shall negotiate in good faith to reach a settlement with regard to damages incurred by KEYS as a result of the breach and any outstanding sums which may be owed to Contractor for work performed for which payment has not been received.

TERMINATION OF CONTRACT FOR CAUSE

In the event Contractor fails to perform any provision of the contract or award as specified herein, KEYS may terminate any award or contract resulting from this specification, in whole or in part, by the delivery of 10 days written notice of default.