New_Sunshine_Substation_Power_Transformer_(Addendum_#1_Revision).pdf

INVITATION TO BID

2024-ITB-008

NEW SUNSHINE SUBSTATION POWER TRANSFORMER

City of Gallup

110 W Aztec Ave.

Gallup, NM 87305

RELEASE DATE: June 14, 2024

DEADLINE FOR QUESTIONS: August 2, 2024

RESPONSE DEADLINE: August 27, 2024, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

INVITATION TO BID

New Sunshine Substation Power Transformer

I. Introduction

II. ADVERTISEMENT FOR BIDS

III. GENERAL CONDITIONS

IV. SUPPLEMENTAL TERMS AND CONDITIONS

V. ESCALATION CLAUSE

VI. ADDITIONAL TERMS AND CONDITIONS

VII. SPECIAL TERMS AND CONDITIONS

VIII. SCOPE OF WORK/TECHNICAL SPECIFICATIONS

IX. PRICING PROPOSAL

X. VENDOR QUESTIONNAIRE

Attachments:

A - [A] Gallup_Sample_Contract

B - 240528 CoG New Sunshine Xfmr Spec- For Bid Purposes (2)

C - Appendix 1- New Sunshine Substation Power Transformer

D - Appendix 2-New Sunshine Substation Power Transformer

E - Appendix 3 - New Sunshine Substation Power Transformer

Invitation To Bid #2024-ITB-008 Title: New Sunshine Substation Power Transformer

1. Introduction

1.1. Summary

The City of Gallup, NM is seeking to purchase a power transformer for the New Sunshine Substation project. The purpose of this project is to replace the existing substation and enhance the reliability of the electrical distribution system in the area. The City invites qualified vendors to submit a bid for the supply and delivery of the power transformer.

1.2. Background

This INVITATION TO BID (ITB) covers the necessary information for qualified Equipment Manufacturers to submit a price for the equipment as listed below and described in the attached Specifications for the

City of Gallup New Sunshine Substation Power Transformer. Proposed delivery date, and price, will be used to evaluate the various proposals and to select the successful bidder.

1.3. Contact Information

Frances Rodriguez

Purchasing Director

P.O. Box 1270

110 W. Aztec Avenue

Gallup, NM 87305

Email: frodriguez@gallupnm.gov

Phone: (505) 863-1334

Department:

Electric Department

Department Head:

Chuck Nourse

Electric Director

1.4. Timeline

Release Project Date June 14, 2024

Question Submission Deadline August 2, 2024, 5:00pm

Question Response Deadline August 9, 2024, 5:00pm mailto:frodriguez@gallupnm.gov tel:(505)863-1334

Proposal Submission Deadline August 27, 2024, 2:00pm

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Contractor Selection Date: Approximately 2 weeks after Council Approval https://us06web.zoom.us/j/86115165362?pwd=yvOJ4DGA68n05dMv4fboj53X2ulgqY.1 https://us06web.zoom.us/j/86115165362?pwd=yvOJ4DGA68n05dMv4fboj53X2ulgqY.1 https://us06web.zoom.us/u/kd1VuiQNt7

2. ADVERTISEMENT FOR BIDS

CITY OF GALLUP, NEW MEXICO

New Sunshine Substation Power Transformer

Invitation to Bid No. 2024-ITB-008

2.1. Notice

Public notice is hereby given that the City of Gallup, New Mexico will receive sealed bids for New

Sunshine Substation Power Transformeruntil the hour of 2:00 pm., local time, on Tuesday, August 27, 2024at the office of the Procurement Manager at City Hall, via the City's eProcurement Portal. Bids will be opened, read and tabulated at that time. No bids will be received or considered if received after the time stated above.

Specifications and Bidding Documents may be examined at the office of the Purchasing Director located at 110 West Aztec, Gallup, NM 87301, phone number (505) 863-1334. Additional information regarding this bid may also be viewed at https://procurement.opengov.com/portal/gallupnm/projects/99868.

Dated: 11th of June, 2024

By: Louis Bonaguidi, Mayor

Classified Legal Column:

Gallup Sun Publishing Date: Friday-June 14, 2024, Albuquerque Journal Publishing Date: Sunday-June 16, https://procurement.opengov.com/portal/gallupnm/projects/99868

3. GENERAL CONDITIONS

Information for Bidders

3.1. SUBMISSION OF BIDS

All bids must be submitted ELECTRONICALLY via OpenGov at https://procurement.opengov.com/portal/gallupnm/projects/99868 prior to 2:00 pm Tuesday, August

27, 2024. The system will not accept bids submitted after the due date and time. Bid proposals must be submitted using the bid document forms furnished by the City of Gallup. Bids will be opened electronically in the Purchasing Department via virtual means.

3.2. BID OPENING DATE AND TIME

Bids shall be received until Tuesday, August 27, 2024 at2:00 pm. local time. https://procurement.opengov.com/portal/gallupnm/projects/99868. A virtual bid opening will be held for ALL interested parties in include members of the public. Bid Opening information may be retrieved on the OpenGov website at https://procurement.opengov.com/portal/gallupnm/projects/99868.

3.3. SPECIFICATIONS

Specifications, as included in this Bid, are intended to indicate the requirements of the City of Gallup and give an accurate description of minimum standards acceptable. All items equal or equivalent to these requirements and standards will be considered, except where otherwise noted.

3.4. MINOR DEVIATIONS OR IRREGULARITIES

The City reserves the right to accept minor modifications to or deviations from any specification, except where otherwise noted, as long as the proposed material meets the intent of the specifications. The City will be the sole entity to determine the acceptance or non-acceptance of any such modifications or deviations.

3.5. EQUIVALENTS

Equals or equivalents to these specifications will be considered provided Bidder furnishes sufficient proof that their offer meets or exceeds the intent of these specifications, unless the specifications state that no substitutions or equivalents are allowed. Failure to submit sufficient data/literature to allow a thorough evaluation of your bid may be cause for rejection of your bid. Therefore, include copies of all pertinent data, specifications, or descriptive literature. The City will be the sole entity to determine the acceptance or non- acceptance of any modifications or deviations. The acceptance or rejection of equivalents shall be determined solely by the City of Gallup.

https://procurement.opengov.com/portal/gallupnm/projects/99868

3.6. WARRANTY

Offeror agrees that all Manufacturer Warranties shall inure to the benefit of the City and all rights and remedies provided in such warranties shall extend to the City.

3.7. BRAND NAMES

Where a product or brand name is indicated in the specifications, it shall mean "minimum acceptable level” or minimum quality required" by the City unless the specifications state that no substitutions or equivalents are allowed. If the Bidder is offering, as an equal or equivalent, an item other than the one specified then the manufacturer's name and model number of that item must be specified in the offer and sufficient specification and descriptive data and literature provided to permit a thorough evaluation.

Failure to provide appropriate information may result in disqualification of the offer.

3.8. NEW EQUIPMENT

All equipment must be new and the latest in production with parts and service readily available.

Equipment or goods classified as prototype or experimental, or a similar classification shall not be acceptable.

3.9. FORMS COMPLETION

Bidders to indicate compliance or exception to specifications. Exceptions to the specifications shall be listed and fully explained on a separate page entitled exceptions to specifications. The exceptions shall refer to the specification page and paragraph number the nature of each exception should be described in as much detail as necessary. Failure to do so may be reason to reject your bid.

3.10. STANDARD OF QUALITY

The similarity to any brand name is for the purpose of describing a standard of quality, performance and characteristics desired and not intended to limit or restrict competition. Bidders must state the brand name and model being bid and provide proof that the merchandise bid is equal or equivalent to the specifications. The City shall be the sole entity to determine acceptance or non-acceptance of equivalents.

3.11. COMPETENCY OF BIDDER

Bids will be considered only from firms which are regularly engaged in providing the type of materials described in the bid and who can provide evidence that they have established a satisfactory record of performance to insure they can execute the requirements as stated herein. Any determination as to competency shall be made by appropriate City staff.

3.12. DELIVERY

Will be an important part in awarding the Bid. If a vendor breaches his contract by failing to deliver according to the time specified in the bid, the City of Gallup reserves the right to cancel the contract and to recover from the vendor any damages it suffers because of said breach.

3.13. NON-CONFORMING MATERIAL

If the City of Gallup issues a Purchase Order and upon receipt the material does not meet the

Specifications, the City will return the material Freight Collect, and at its option cancel the order and recover from the vendor any damages suffered.

3.14. SUBSTITUTIONS

Any material substituted from that originally bid shall have the prior approval of the City before shipping to the City. If a Purchase Order is issued and upon receipt the material does not meet specifications, the

City will return the material freight collect, and may at its option cancel the order.

3.15. BILLING

All goods or services must be billed to the City of Gallup and at prices not exceeding those stated on the

Purchase Order. If prices or terms do not agree with your quotation, notify the Purchasing Department immediately. Billing Information is as follows:

City of Gallup, Attn: Purchasing Dept, P.O. Box 1270, Gallup NM 87305; email: purch@gallupnm.gov

3.16. PAYMENT OR ACCEPTANCE NOT CONCLUSIVE

Vendor will supply the City with invoice for payment. No payment made under this contract shall be conclusive evidence of the performance of this contract, either wholly or in part, and that no payment made for the delivery of the items in whole or in part shall be construed as an acceptance of defective work or improper materials, nor relieve the Bidder from corrections of the defects. The final acceptance shall not be binding upon the City, nor conclusive, should it subsequently develop the Bidder has furnished inferior items or had departed from the specifications and/or the terms of the contract.

Should such conditions become evident, the City shall have the right, notwithstanding final acceptance and payment, to cause the item(s) to be properly furnished in accordance with the specifications (and drawings, if any) at the cost and expense of the Bidder.

3.17. BUSINESS LICENSE

Bidders are advised that they must have or obtain a current City of Gallup Business License for the type of material or services required under this contract before work commences or a purchase order issued.

Application available at the following: https://www.gallupnm.gov/151/Licenses-and-Permits

3.18. F.O.B POINT

All material shall be quoted F.O.B. DESTINATION, Freight Prepaid and Allowed. Bidders are cautioned that quoting material other than F.O.B. Destination may result in a finding of their bids as Non-responsive. City of Gallup Ordinances and State Law do not allow the City to own tangible goods or for services prior to receiving if said good or prior to service being rendered. All price(s) bid shall be Freight

Prepaid, freight included in prices. The City of Gallup will not pay separately stated freight charges.

https://www.gallupnm.gov/151/Licenses-and-Permits

3.19. PRICE TERMS

Bidder agrees that the prices bid shall remain in effect for 30 days from the date of the Bid Opening and subject to acceptance by the City of Gallup within that period. Acceptance period may be extended with the mutual agreement of the City and the Bidder.

3.20. CANCELLATION

The City reserves the right to cancel any contract resulting from this request for convenience by giving written notice to the vendor. The City shall be liable to the vendor for any services provided or material ordered and accepted prior to termination.

If the vendor fails to fulfill any obligation resulting from this contract in a timely and responsive manner, or it the vendor violates any of the terms of this contract, the City shall have the right to cancel the contract by giving written notice of cancellation to the vendor and recover from the vendor any damages resulting from vendor’s failure to perform.

3.21. LOCAL AND NEW MEXICO RESIDENT PREFERENCE

In accordance with City Ordinance, a local preference may be afforded a bidder who qualifies as a City of

Gallup resident business as defined by the City of Gallup Procurement Ordinance. Preference factors can be accessed at: http://sterlingcodifiers.com/codebook/index.php?book_id=635&chapter_id=44330

State of New Mexico statutes shall apply. New Mexico grants a preference to those contractors who have been certified by the State of New Mexico Department of Taxation and Revenue as a Resident

Contractor or a Resident Veteran Contractor at the time bids are opened, pursuant to 13-1-22 & 13-4-2

(NMSA 1978). The New Mexico Resident contractor’s preference or Resident Veteran contractor shall be the only preference that applies. Contractor must submit a copy of their New Mexico Resident

Contractor’s Certificate or New Mexico Resident Veteran Contractors Certificate with their bid in order to be considered for the preference as per 13-1-22 (a) NMSA 1978.

The applicable State of New Mexico Resident contractor’s or Resident Veteran contractor’s preference will be factored into bid prices where applicable. However, the preferences are not cumulative, and bidders will only be entitled to receive one preference.

3.22. NOTICE TO BIDDERS

This is a notice to all New Mexico resident businesses, New Mexico resident veteran businesses and New

Mexico contractors.

A. All resident businesses, resident veteran businesses and contractors must apply for a current certification issued by the Tax and Revenue Department.

B. Certificates issued prior to July 1, 2016 are deemed EXPIRED for purposes of claiming a preference, and therefore all businesses must reapply for certification.

C. Applications for in-state preference will NOT be processed through the State Purchasing

Division. All resident businesses, resident veteran businesses and contractors must obtain a preference number & certificate with the New Mexico Department of Taxation & Revenue.

http://sterlingcodifiers.com/codebook/index.php?book_id=635&chapter_id=44330

D. Your preference will only apply if a copy of a Certificate issued on or after July 1, 2016 accompanies your bid or proposal.

E. Certificates must be provided with each and every bid and proposal submission individually, even if the Certificate was previously provided to State Purchasing Division with a prior procurement. Certificates missing from procurement submissions will not benefit from the preference.

F. For additional information and application forms: Call Tax & Revenue Department at: 505-827-

0926, 505-827-0949, 505- 827-0948) or Web link to: https://www.tax.newmexico.gov/businesses/in-state-veteranpreference-certification/

3.23. PROCUREMENT CODE

The City of Gallup Procurement Ordinance and State of New Mexico Procurement Code shall apply.

3.24. AMENDMENTS

If any questions or responses require revision to the solicitation as originally published, such revisions will be by formal amendment only. If the solicitation includes a contact person for technical information, offerors are cautioned that any oral or written representations made by this or any person that appear to change materially any portion of the solicitation shall not be relied upon unless subsequently ratified by a written amendment to this solicitation issued by the Purchasing Office. For a determination as to whether any representation made requires that an amendment be issued, contact the Purchasing

Office.

3.25. CONTACT INFORMATION

Questions or clarifications regarding any phase of this solicitation, including specifications, shall submitted through the OpenGov eProcurement Portal Q&A section: eProcurement Portal.

Questions must be submitted before 5:00 pm on Friday, August 2, 2024.

3.26. PROTESTS

Any bidder or offeror who is aggrieved in connection with a solicitation or award of a contract may protest to the central purchasing office. The protest must be submitted in writing within seven (7) calendar days after knowledge of the facts or occurrences giving rise thereto. Any protest based on the terms of this Request for Competitive Sealed Proposals will be conclusively deemed waived if an Offeror does not specifically raise and address the protest its proposal submitted to the City’s Procurement

Office. All Offerors will be conclusively deemed to have knowledge of the facts or occurrences giving rise to a protest respecting an award at the time a contract is awarded by the City to an Offeror or

Offerors.

3.27. TOTAL ALL OR NONE

Material on this Bid will be awarded by a Total All or None basis where indicated. If no responsive all or none offers are received, the City reserves the right to award the Bid in whatever it deems to be in its best interest.

https://www.tax.newmexico.gov/businesses/in-state-veteranpreference-certification/

3.28. AWARD OF CONTRACT

The award, if made shall be made to the lowest responsible bidder based on base bid (excluding taxes), submitting a responsive bid that is most advantageous to the public. Except that if sufficient funds are available to fund alternative bids, the Owner may award the contract to the responsible bidder submitting the low combined bid within the funds available (base bid plus or minus alternates). Bidder must submit bids for all items – Base bid plus all alternates or their bid will be found non responsive.

The Owner reserves the right to reject any or all bids. Bids may be rejected for the following, among other reasons:

• Bids containing any irregularities.

• Unbalanced value of any items.

• Reason for believing collusion exists among the bidders.

• The bidder being interested in any litigation against the Owner.

• The bidder being in arrears on or having defaulted on a previous contract; or within the past three years been formally debarred in the State of New Mexico or any other jurisdiction; or whose license has been suspended or revoked by the appropriate licensing authority.

• Lack of responsibility as may be revealed by a financial statement, experience and equipment, questionnaires, etc.

• Uncompleted work which in the judgment of the city will prevent or hinder the prompt completion of additional work if awarded.

The Owner reserves the right to reject any or all bids in whole or in part, to cancel the bid, to waive technicalities and to accept the proposal it deems to be in the best interest of the Owner.

3.29. MULTI-AWARD

The City reserves the right to multi-award contracts as necessary for adequate delivery or service in accordance with 13-1-153 NMSA.

3.30. PROCUREMENT CODE VIOLATIONS

The Procurement Code imposes civil and criminal penalties for its violation. In addition, the New Mexico

Criminal Statutes impose felony penalties for illegal bribes, gratuities, and kick-backs.

THE CITY OF GALLUP RESERVES THE RIGHT TO CANCEL THE BID, OR REJECT ANY OR ALL BIDS IN WHOLE

OR IN PART, TO WAIVE TECHNICALITIES AND TO ACCEPT THE PROPOSAL IT DEEMS TO BE IN THE BEST

INTEREST OF THE CITY.

4. SUPPLEMENTAL TERMS AND CONDITIONS

4.1. ELECTRONIC COMMUNICATIONS

Communications regarding this procurement, including issuance of any amendments, shall submitted through the OpenGov eProcurement Portal Q&A section: eProcurement Portal. However, electronic submittals of the proposal whether by fax or other electronic means are not acceptable as noted in the

General Conditions.

4.2. UNIT PRICES

Typographical errors, errors in extending unit prices, arithmetic errors or errors clearly evident on the face of the bid document may be corrected in accordance with the Procurement Ordinance and

Procurement Regulations. Discrepancies involving the incorrect extension of unit prices shall be resolved in favor of unit prices as unit prices cannot be corrected.

4.3. TAXES

All bid prices shall be quoted EXCLUSIVE of taxes.

4.4. QUANTITIES

This is an indefinite quantity contract from which the City may place orders on an as needed basis.

Quantities listed are estimates of the City's needs on an annual basis. Actual usage may vary. The City does not guarantee the purchase of any specific minimum quantities, nor may any material be shipped or delivered without a valid purchase order number issued by the City.

4.5. ESCALATION CLAUSE

An Escalation Clause is used as part of the Bid Proposal in accordance with the terms of the Escalation

Clause in Section 6 of this bid.

4.6. EXISTING AGREEMENT

Under the terms and conditions of this bid, all public bodies allowed by law may procure the supplies or services under this bid as described herein. The terms and conditions of this bid shall form a part of each order issued herein. Each public body shall be responsible for their own orders and the City of Gallup accepts no responsibility for other entities.

4.7. ACKNOWLEDGEMENT OF RECIEPT

The Acknowledgment of Receipt should be signed and returned to the Purchasing Office as soon as possible but no later than 5:00 pm local time onFriday, August 2, 2024. Only potential bidders who elect to return this form completed with the indicated intention of submitting a bid will receive copies of all written questions and the City’s written responses to those questions as well as copies of

Amendments, if any are issued.

4.8. BID DOCUMENTS

Bid documents may be retrieved by accessing the Purchasing page of the City of Gallup bidding website

OpenGov https://procurement.opengov.com/portal/gallupnm/projects/99868, by calling (505) 863-

1334 or visiting the Central Purchasing Office at 110 West Aztec, Gallup, NM 87301.

The City of Gallup will notify vendors of record of amendments/addenda that are issued via City's eprocurement software OpenGov. If not a vendor of record or if solicitation was downloaded through

City of Gallup website, it shall be vendor’s responsibility to check website frequently for copies of any addenda/amendments or correspondence concerning the solicitation. Failure to acknowledge all addenda could result in rejection of your bid/proposal as non-responsive. In the case of an inconsistency between information on this site and the Purchasing file document, the file document shall prevail.

5. ESCALATION CLAUSE

5.1. ESCALATION CLAUSE

Price escalations may be considered only under the following conditions:

A. Offered prices must be firm for at least ninety (90) calendar days after written notification of contract.

B. All requests for price increases shall be in writing and accompanied by:

1. A letter from the Contractor’s supplier certifying the price increase to the Contractor; or

2. Evidence of verifiable market conditions resulting in increased costs such as mandated labor rate increases and significant fuel or energy cost increases.

C. All invoices of the offered items, from suppliers to the Offeror, shall be subject to auditing by the City and furnished without delay upon request.

D. The City reserves the right to purchase on the open market or cancel a contract resulting from this request and solicit a new contract if the escalated price is above the current open market price for the same item. Cancellation of the contract shall not affect any outstanding orders.

E. All revisions of the price list shall become effective when they are accepted by the Purchasing

Office of the City, provided that they do not conflict with paragraph (F) or (G).

F. All approved price changes resulting from this escalation clause shall be firm for a period of ninety (90) calendar days after acceptance in writing from the City.

G. The Offeror shall be limited to a maximum of two (2) price escalations per contract period unless otherwise specified in this request.

H. The Offeror shall provide to the City written notice of any requested price changes, which shall become effective upon acceptance by the City of Gallup Purchasing Office.

I. If the Offeror receives any price de-escalations from the supplier of goods sold to the City through a contract resulting from this request, the Offeror is responsible for notifying the City of such de-escalations, and passing those price changes on to the City immediately.

6. ADDITIONAL TERMS AND CONDITIONS

6.1. GENERAL

When the City of Gallup Purchasing Department issues a purchase document in response to the Vendors bid, a binding contract is created.

6.2. DEBARRED OR SUSPENDED CONTRACTORS

A business (contractor, subcontractor or supplier) that has either been debarred or suspended pursuant to the requirements of .13-1-177 through .13-1-180, and .13-4-11 through .13-4-17 NMSA 1978 as amended, shall not be permitted to do business with City of Gallup and shall not be considered for award of the contract during the period for which it is debarred or suspended.

6.3. ASSIGNMENT

A. Neither the order, nor any interest therein, nor claim there under, shall be assigned or transferred by the Vendor, except as expressly authorized in writing by the City of Gallup

Procurement Administrator. No such assignment or transfer shall relieve the Vendor from the obligations and liabilities under this order.

B. Vendor agrees that any and all claims for overcharge resulting from antitrust violations which are borne by the City of Gallup as to goods, services, and materials purchased in connection with this bid are hereby assigned to the City of Gallup.

6.4. DISCOUNTS

Except in the case of tie bids, prompt payment discounts will not be considered in computing the low bid. Discounts for payment will be considered after the award of the contract. Discounted time will be computed from the date of receipt of the merchandise or invoice, whichever is later.

6.5. INSPECTION

Final inspection and acceptance will be made at the site. Goods rejected at the site for non-conformance with specifications shall be removed, at the Vendor's risk and expense, promptly after notice of rejection.

6.6. INSPECTION OF PLANT

The City of Gallup Procurement Administrator may inspect, at any reasonable time, the part of the contractor's, or any subcontractor's plant or place of business, which is related to the performance of this contract.

6.7. LIABILITY

The Vendor agrees that City of Gallup shall not be held liable for any costs incurred in preparation of this bid.

6.8. Tax

The bid prices shall exclude all taxes. Wherever requested in bid response, Vendor shall submit taxes on total bid as a separate unit item. Bids shall be awarded on unit price without regard of tax.

6.9. DEFAULT

The City of Gallup reserves the right to cancel all or any part of this order without cost to the City of

Gallup, if the Vendor fails to meet the provisions of this order and, except as otherwise provided herein, to hold the Vendor liable for any excess costs if failure to perform the order arises out of causes beyond the control and without the fault or negligence of the Vendor, such causes include but are not restricted to acts of God or the public enemy, acts of the State or Federal government, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, unusually severe weather, and defaults of subcontractors due to any of the above, unless the City of Gallup shall determine that the supplies or services to be furnished by the subcontractor were obtainable from other sources in sufficient time to permit the Vendor to meet the required delivery schedule. The rights and remedies of the City of Gallup provided in this paragraph shall not be exclusive and are in addition to any other rights now being provided by law or under this order.

6.10. NON-COLLUSION

In, signing this bid, the Vendor certifies that he/she has not, either directly or indirectly, entered into any action in constraint of free competitive bidding in connection with this proposal submitted to the

City of Gallup Procurement Administrator.

6.11. NON-DISCRIMINATION

Vendors doing business with City of Gallup must be in compliance with the Federal Civil Rights Act of

1964 and Title VII of the Act, (Rev.,1979), and the Americans Disabilities Act of 1990. (Public Law 101-

336).

6.12. METHOD OF AWARD

A contract will be awarded on a Total All or None basis where indicated based on pricing and compliance with the specifications and requirements for each group of materials. City of Gallup reserves the right to waive irregularities, reject offers in whole or in part, and award this Bid in the best interest of the City of

Gallup.

6.13. RIGHT TO DISCONTINUE PROCUREMENT

The City of Gallup reserves the right to cancel this INVITATION TO BID at any time, and to reject any or all bids, or otherwise to proceed in the best interests of the City of Gallup. This in no manner obligates the City of Gallup or any of its agencies to the eventual purchase of any product or service, whether explicitly described or implied herein, until confirmed by a written contract and/or Purchase Order

6.14. F.O.B POINT

All materials shall be quoted F.O.B DESTINATION, Freight Prepaid. Bidders are cautioned that quoting material other than F.O.B DESTINATION may result in finding of their bids as Non-responsive. City of

Gallup Ordinances and State Law do not allow the City to own tangible goods or for services prior to receiving if said good(s) or prior to service being rendered. All price(s) bid(s) shall be Freight Prepaid, freight included in prices. The City of Gallup will not pay separately stated freight charges.

6.15. LATE BIDS

Any bid received after the specified time and date will be declared a "Late Bid" and will NOT be considered.

6.16. SPECIAL INSTRUCTIONS

To preclude possible errors and/or misinterpretations, bid prices must be affixed LEGIBLY in ink, or typewritten. Corrections or changes must be signed or initialed by bidder prior to schedule bid opening.

Failure to do so will be just cause for rejection of bid.

A. Bidders shall hold their bid pricing for 30 days after bid opening.

7. SPECIAL TERMS AND CONDITIONS

7.1. LAWS / CODES / STANDARDS / REGULATIONS

Contractor will be responsible for complying with all applicable local, state and federal regulations regarding transportation of materials, as well as all fees, permits and/or authorization required for delivery. Contractor will provide all supervision of employees required and be responsible for maintenance, insurance, mileage, fuel, permits, licenses, etc. required for the operation of the vehicles or equipment used for transportation. These requirements and all associated costs for providing the services shall be included in the bid price.

Equipment materials, or services supplied under this solicitation shall meet and comply will all current applicable Federal, State, and local laws, codes, standards, and regulations, and applicable industry safety standards and requirements.

The Contractor shall be properly licensed and qualified to furnish services and to perform the required work under applicable licensing statutes of the State of New Mexico and other applicable regulatory agencies.

Contractor shall comply with all applicable Federal, State and local government codes, laws, regulations, and requirements in the performance of the work described herein.

7.2. INDEPENDENT CONTRACTOR

The bidder awarded an agreement under this solicitation is an independent contractor and shall perform its obligations under this agreement, as it deems necessary and appropriate. The successful

Contractor and its officers, directors, agents and employees, are independent contractors performing services for the City of Gallup and are not employees of the City of Gallup. The successful Contractor, and its officers, directors, agents, and employees, shall not accrue leave, retirement, insurance bonding, use of City of Gallup vehicles or any other benefits afforded to employees of the City of Gallup. The successful Contractor covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the required services.

7.3. INDEMNITY

The Contractor agrees, as material consideration for this Agreement, to defend, indemnify, and hold harmless the City of Gallup, its Elected Officials, Agents, and employees from and against any and all claims arising out of any asserted negligent act, error or omission of the Contractor, its officers, directors, employees or agents or arising in any way from this agreement or the Contractor’s activities hereunder. The indemnity agreed to in this paragraph shall not extend to liabilities, claims, damages, losses or expenses, including attorney fees arising out of: The preparation or approval of maps, drawings, opinions, reports, surveys, change orders, designs or specifications by the City of Gallup, or the agents or employees of the City of Gallup, or the giving of or the failure to give directions or instructions by the City of Gallup, or the agents or employees of the City of Gallup, where such giving or failure to give directions or instructions is the primary cause of bodily injury to persons or damage to property.

7.4. TERMINATION OF CONTRACT

In the event of a breach on any provision of the Agreement, the City of Gallup shall notify the Contractor of the fault within a reasonable time. If the Contractor fails to cure the breach or make other arrangements satisfactory to the City of Gallup, the City of Gallup may immediately terminate the Price

Agreement or take other steps, as it deems necessary. Safety related items must be corrected within twenty-four (24) hours. The Contractor shall pay the City of Gallup all costs and expenses, including reasonable attorney’s fees incurred by the City of Gallup, in exercising any of its rights or remedies in connection with enforcement of the Agreement.

The City of Gallup may terminate this Agreement for Convenience at any time, without penalty of any kind, by giving notice in writing to the Contractor. Said termination shall not nullify any payments due contractor for costs and work completed incurred through the date of termination.

7.5. APPROPRIATIONS

The terms of this Agreement are contingent upon sufficient monies being made available by the City of

Gallup for the performance of this Agreement. If sufficient appropriations and authorizations are not made by the City of Gallup, this Agreement shall terminate upon written notice being given by the City to the Contractor. The City's decision as to whether sufficient appropriations are available shall be accepted by the Contractor and shall be final.

7.6. GOVERNING LAW

The contract awarded to a Contractor as a result of this solicitation shall be governed in accordance with the laws of the State of New Mexico and the City of Gallup Ordinances.

8. SCOPE OF WORK/TECHNICAL SPECIFICATIONS

8.1. Sunshine Substation Power Transformer

SCOPE OF WORK

Summary

The City of Gallup, NM is seeking to purchase a Power Transformer for the New Sunshine Substation project. The purpose of this project is to replace the existing substation and enhance the reliability of the electrical distribution system in the area. The City invites qualified vendors to submit proposals for the supply and delivery of the Power Transformer.

Detailed Specifications:

EQUIPMENT SPECIFICATIONS POWER TRANSFORMER

New Sunshine Substation

City of Gallup Electrical Utilities

Gallup, NM

9550 SAN MATEO BLVD. NE

Suite G Albuquerque, New Mexico 87113(505) 344-4234

May 28, 2024

8.2. General

Provide one (1) 115 kV – 7.62/13.2 kV, three-phase delta-wye connected power transformer for use in an electric substation serving a utility scale distribution facility along with distribution system loads for the City of Gallup Electric Utilities (COG) (hereinafter call “THE OWNER”). This transformer shall be used as a substation step-down transformer that may also be paralleled on the low voltage side for load transfer operations. The transformer will be connected to an overhead distribution feeder bay located adjacent to the oil containment system for the transformer. Low voltage connections will utilize open wire jumpers to connect to the switching devices and phase connections. As such, the layout of the transformer will need to be designed to facilitate these connections

8.3. Quality Assurance

The Manufacturer shall design, manufacture, and factory test the oil filled transformer in accordance with this specification and applicable sections of the latest revisions of the following, unless otherwise specified: American National Standards Institute (ANSI)/Institute of Electrical and Electronics Engineers

(IEEE) C57 standards. National Electrical Manufacturers Association (NEMA) and Uniform Building Code

(UBC).

8.4. Submittals

A. Submit the following with the bid:

1. Completely filled out appendix 1 data section (attachment to this specification) including the following data

2. Price for the transformer, oil, and accessories delivered f.o.b. foundation or nearby storage facility, New Sunshine Substation, Gallup, NM. Services of Manufacturer’s field engineer to oversee assembly and testing of transformer at the site shall be included and will be coordinated by the Owner at a time to be determined later. Costs for these efforts shall be included with this proposal. Price listing to include allowances for two people to observe the transformer being tested at the factory. (Travel, room, board, etc. to be paid for by Owner.)

3. Price for the following required tests:

a. Insulation power factor tests per Doble standard test procedure and IEEE Paper Number

71TP536-PWR. Include the actual bushings, installed in the transformer, during the power factor tests. Report the results to THE OWNER. At 10 kV the transformer must have an acceptable power factor rating of 0.5 percent or less at 20°C.

i. Provide temperature tests per ANSI C57.12.90.

ii. Provide an induced voltage test appropriate for a Class 2 power transformer including both partial discharge (pC) and RIV (mV) measurements as per ANSI

C57.12.90.

iii. Excitation current tests at 100, 105, and 110 percent of rated voltage.

iv. Perform dissolved gas analysis on the transformer oil before and immediately after all the following tests:

I. Insulation power factor test

v. Heat run

vi. Induced voltage test

vii. Excitation test

viii. Sound level test (if required)

4. Price adder, if any, for a 5 yr. warranty if beyond standard warranty period including full in/out coverage.

5. Price adders for the following optional test:

a. Sound level test

6. Provide typical paper and electronic instruction book(s) and appropriate drawings

(electronic drawings in AutoCAD 2018 (*.dwg) (*.dxf files are not acceptable) and electronic instructions in MS Word or PDF) detailing receiving, handling, assembly, receiving inspection, routine inspection, and maintenance of the transformer with the following details:

a. List of items assembled and shipped in place with the transformer.

b. List of items to be assembled in the field.

c. List of freestanding accessories requiring separate foundations.

d. List of major items assembled/shipped with transformer.

e. Estimated total man-hours required to assemble the entire transformer on-site.

f. An outline of the transformer configuration (giving overall dimensions, center lines, and weights).

g. Recommended spare parts list

i. 125 VDC power requirements (in VA).

ii. 120/240 VAC power requirements (in kVA).

iii. Complete positive and zero sequence impedances and equivalent circuits with supporting calculations

7. Delivery schedule.

a. The transformer shall be optimally designed to the following system cost rates with no-load losses to be evaluated at 20 deg C ambient temperature and load losses at 75 deg C (ONAN rating using 55 deg C temperature rise over a 20 deg C ambient temperature:

b. No-load loss rate = $3500 per kW

c. Load loss rate = $5000 per kW

d. Auxiliary loss rate = $2000 per kW

B. If actual losses exceed the guaranteed losses, as determined by tests performed in accordance to the applicable provisions of ANSI Standard Test Code C57.12.90, Section 4, "Transformers, Regulators, and Reactors," THE OWNER shall have the right to either reject the equipment or to accept the equipment under certain conditions. These are provided (1) that the Manufacturer shall pay THE OWNER a negotiated amount to compensate for the excess losses, and (2) that the temperature rise performance shall not exceed, as confirmed by actual test, that proposed and guaranteed in the proposal. THE OWNER will not credit the Manufacturer for loss performance less than that guaranteed.

C. After Receipt of Order (ARO) submit at least the following:

1. Within 6 weeks ARO submit an electronic set of physical drawings, control schematic and wiring diagrams, and associated data for review. Provide notification (via e-mail) that this information has been submitted and send the information to the T&D Services Project

Engineer/Manager listed in section 1.4E. The drawings shall be in AutoCAD 2018 (*.dwg)

(*.dxf files are not acceptable) (outline drawing must be to actual scale). The other information may be in MS Word or Acrobat formats. Information shall include at least the following:

a. Three-line elementary of equipment.

b. Provide actual control wiring connection diagrams, not typical diagrams. Do not use a wire numbering scheme use only a point- to-point wiring scheme.

c. Transformer control cabinet terminal blocks and connections.

d. AC Control Schematics & connected load kVA

e. DC Control Schematics & connected load VA

f. Scale outline and sectional views with parts labeled and dimensions.

g. Information for foundation design including total weight and center of gravity.

h. Bushing and surge arrester information.

i. CT information including excitation curves.

j. Operation and maintenance instructions

k. Preliminary transformer nameplate.

D. Prior to shipment, submit three paper and two electronic sets of final physical drawings, final control schematic and wiring diagrams, final instruction manuals, certified test reports, etc.

Provide notification (via e- mail) that this information has been shipped and send one set of drawings and documents to the Project Engineer listed in section 1.4E. The rest of the drawings and instruction books shall be sent to the OWNER. The drawings shall be in AutoCAD 2018. The other information may be in MS Word or Acrobat formats. Information shall include at least the following:

1. Certified drawings containing design, outline dimensions, and wiring diagrams, schematics, etc.

2. Complete sets of sectional views of bushings and surge arresters with parts labeled.

3. Complete set of instruction and operating manuals for the main transformer and all control and misc. components.

4. Characteristics and ratio correction curves for bushing current transformers.

5. Recommended spare parts list.

6. Current transformer nameplate for each ratio CT.

7. All certified test reports and a copy of the final filled out nameplate for the power transformer.

8. All certifications signed by manufacturers that their products comply with the specified requirements.

9. 2 copies of certified test reports

10. Surge arrester outline drawings including all rating information

E. Specify "no-load”, “load”, “auxiliary”, and “total” losses and furnish data upon testing the transformer. Test according to ANSI-C57.12. Auxiliary losses are to be at the stated ONAN rating of the unit.

F. THE OWNER will evaluate the no-load losses with the test voltage at 100 percent voltage and the no load tap in the neutral position. THE OWNER will evaluate no-load losses at 20°C

G. THE OWNER will evaluate the load losses at ONAN rating assuming short circuit applied across either the high voltage windings or the low voltage windings and applying sufficient voltage across the other windings to cause 100 percent of rated current to flow in the windings and with the no load tap in the neutral position.

H. Correct load losses for 75°C (55° rise over 20°C ambient) operation.

I. Prior to shipment, notify THE OWNER of any requirements for delivery and unloading of the transformer, including open area requirements and specific requirements for extended storage of unit(s), if any.

8.5. Delivery, Storage, and Handling

A. Ship the transformer, transformer oil, and transformer accessories F.O.B to COG New Sunshine

Substation and offload onto the transformer foundation or storage location provided by others.

Seller is responsible for all shipping permits. If two or more transport vehicles are used, they must arrive together. If possible, ship the transformers filled with oil. The seller shall coordinate with the Owner regarding any oil filling of the transformer(s) at the site and any oil processing equipment for necessary to place the units in storage should it become necessary to do so.

B. Transformer shipping method as determined by shipping weight, in order of preference is:

1. Truck shipment, oil filled. Make-up oil shipped in drums or totes.

2. Truck shipment, dry breathing air filled. Insulating oil shipped via tank truck.

3. Rail shipment, oil-filled. Make-up oil shipped in drums or totes.

C. All shipments shall be monitored by impact recorders specifically designed for that mode of transportation.

1. If the unit is to be shipped by truck, it shall be equipped with at least one impact recorder mounted and operating from the time the transformer leaves the factory.

2. If the unit is to be shipped by rail, it shall be equipped with two, three-axis impact recorders mounted and operating from the time the transformer leaves the factory. Mount the two impact recorders as follows:

a. One on the rail car bed.

b. One on the main tank.

D. An internal inspection at no additional cost to THE OWNER will be required if:

1. Via truck the impact recorder fails to record the entire trip or via rail both impact recorders fail to record the entire trip.

2. Either recorder indicates a horizontal impact above zone 3.

3. Visible load shifting on the rail car or truck.

E. Notification List

Notify the following people at each notification milestone listed below:

Chuck Nourse

Electric Utilities Director

Telephone Number: (505) 863-1373

Email: cnourse@gallupnm.gov

Kenny Adams, PE

Director of Station Engineering

T&D SERVICES, LLC

Telephone Number: 505-344-4234

Cell Number 505-803-5032 kadams@t-d-services.com

A. Six Week Notification

1. Provide the following information about six weeks before shipment:

a. At least two copies of a complete bill of material.

b. Detailed receiving, handling, and storage instructions.

c. Departure dates.

d. Estimated dates of arrival.

B. Two Week Notification

1. The Seller shall send the following approximately 14 days before shipment and provide the following information on the faxes and e-mail:

a. Name of Carrier

b. Route.

c. Departure dates

d. Estimated dates of arrival.

e. Detailed packing lists for each shipment.

C. One Week Notification

1. The Seller shall send the following approximately seven days before shipment and provide the following information on the faxes:

a. Name of Carrier

b. Route.

c. Departure dates.

d. Estimated dates of arrival.

i. A contact person's name and telephone number that will know the daily status of the transformer location.

mailto:kadams@t-d-services.com

D. Shipment Day Notification

1. The Seller shall send the following on the day of shipment and provide the following information on the faxes:

a. Name of Carrier

b. Route.

c. Trucking line pro-numbers and routing.

d. Departure dates.

e. Estimated dates of arrival.

f. A contact person's name and telephone number that will know the daily status of the transformer location.

E. 24 Hours Before Delivery

F. The Seller shall notify the Owner and the Engineer 24 hours before delivery of the transformer.

8.6. Warranty

A. Manufacturer shall, at his expense, repair and replace any equipment or component for failure to conform to this specification, failure, or any defect in workmanship or design.

B. Warranty shall be for a period of at least five (5) years after energization of the transformer or

66 months after shipment.

8.7. Approved Manufacturers

• ABB/Hitachi

• SPX Waukesha

• Delta-Star Transformers

• Virginia/Georgia Power Transformers USA

• WEG Transformers USA

• Howard Industries

• SGB-SMIT USA (Ohio Transformers)

• GE Grid Solution

• Pennsylvania

Transformers and related components shall be sourced, manufactured and tested in the United States of America in accordance with the Owner’s Procurement Policies.

8.8. Ratings

A. Ratings for Transformer shall be as designated below:

1. ONAN output at:

a. 55°C and 65°C

b. 18,000 kVA

c. 16,800 kVA

2. ONAN/ONAF output at:

a. 55°C and 65°C

b. 20,000 kVA

c. 22,400 kVA

3. ONAN/ONAF/ONAF output at:

a. 55°C and 65°C

b. 25,000 kVA

c. 28,000 kVA

B. Average winding temperature rise

1. 55°C

C. Insulation class

1. 65°C

D. Frequency

1. 60 Hertz

E. Phases/Windings

1. 3/2

F. High voltage rating

1. 115 kV

G. High voltage connection

1. Delta

H. Low voltage rating

1. 13,200/7,620 Volts

I. Low voltage connection

1. Grounded Wye

J. Impedance (on 18 MVA base)

1. 8% Maximum

K. Basic impulse insulation level

1. High voltage (Internal)

a. 550 kV

2. High voltage (External)

a. 550 kV

3. Low voltage

a. 110 kV

4. Neutral

a. 110 kV

L. Environmental Conditions

1. Elevation

a. 7000 feet

2. Wind

a. 90 MPH Maximum

3. Temperature Range

a. -40º F -- 115º F

4. Seismic Zone

a. UBC Zone 2A

5. NESC Loading District

a. Medium

6. Air Quality

a. Dusty

Size all auxiliary components and other construction features such that they will not limit the loading to less than the full capability of the…