RFP # 2025-014 Transformers_Final.pdf

CITY OF SALEM, VIRGINIA

PURCHASING DEPARTMENT

114 NORTH BROAD STREET

P.O. BOX 869

SALEM, VIRGINIA 24153

PHONE: (540) 375-3063 FAX: (540) 375-4057

ISSUE DATE: AUGUST 23, 2024

REQUEST FOR PROPOSAL (RFP) # 2025-014

FOR

TRANSFORMERS

SEALED PROPOSALS DUE:

September 12, 2024

ON OR BEFORE

3:00 P.M. (LOCAL TIME)

ALL INFORMATION AND CLARIFICATION INQUIRIES MUST BE SUBMITTED IN WRITING TO:

MICHELLE BRAXTON, PURCHASING MANAGER

AT LMBRAXTON@SALEMVA.GOV

BY 3:00 P.M. ON AUGUST 30, 2024

This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status or any other basis prohibited by state law relating to discrimination in employment. Faith-based organizations may request that the issuing agency not include subparagraph 1.f in General Terms and Condition C. Such a request shall be in writing and explain why an exception should be made in that invitation to bid or request for proposal.

mailto:lmbraxton@salemva.gov

RFP #2025-014

TRANSFORMERS

The City of Salem is accepting sealed proposals from qualified Offerors to establish a contract through competitive negotiation for the purchase of new transformers by the City of Salem.

All questions must be submitted before 3:00 p.m., August 30, 2024. If necessary, an addendum will be issued and emailed to all Offerors who were emailed the original RFP. Any such addenda shall become a part of the solicitation documents, must be addressed in the proposal, if applicable, and shall become a Contract Document. The City accepts no liability for late or non-receipt of addenda.

Proposals shall be received by Michelle Braxton of the City of Salem Purchasing Department, 114 North Broad Street, Salem, VA 24153 by 3:00 p.m., September 12, 2024. Offerors shall submit one (1) original, marked as such, three (3) copies, marked as such, and one (1) electronic copy on a flash drive (Microsoft Word or PDF) of their proposal in a sealed envelope clearly marked on the outside with company’s name and “Attn: Purchasing Dept. - RFP #2025-014 – Transformers”. Any proposals received after the mentioned time and date will be marked “late” and retained unopened in the procurement file. Faxed or emailed proposals will not be accepted.

The City of Salem, Virginia, and its officers, employees or agents will not be responsible for the opening of a proposal envelope or package prior to the scheduled opening it that envelope or package is not appropriately sealed and marked as specified.

As this is a Request for Proposal, an evaluation committee will be established to review and evaluate all responses. No information regarding the identity of either the Offerors or the contents will be released until after the negotiation process. Once an award has been made, all proposals will become public information.

If your proposal contains proprietary information, please make note of such on the form attached (Attachment C - Proprietary Information Form).

The City reserves the right to cancel this RFP and/or reject any or all proposals, to waive any informalities or irregularities in any proposal, to award any whole or part of a proposal, and to award to the Offeror whose proposal is, at the sole discretion of the City of Salem, determined to be in the best interest of the City.

This section must be completed by the Offeror and must be returned with the proposal. In compliance with this Request for Proposal and to all the terms and conditions imposed herein and hereby incorporated by reference, the undersigned offers and agrees to furnish the services and/or items in accordance with the attached signed proposal or as mutually agreed upon by subsequent negotiation.

Unless the proposal is withdrawn, the Offeror agrees that any prices or terms for such proposal shall remain valid for sixty (60) days after opening. Notices of proposal withdrawal must be submitted in writing to the Purchasing Department.

OFFEROR DATA/SIGNATURE SHEET

Legal Name and Address:

_____________________________________ Date: ___________________________________

_____________________________________ By: _____________________________________ (Signature in ink)

_____________________________________ Name: __________________________________

__________________Zip Code____________ Title: ____________________________________

Phone (____) __________________________ Fax (___) ________________________________

E-mail: _______________________________ Business License #: ________________________

Virginia State Corporation Commission Identification Number: _________________________________

I. PURPOSE

The purpose of this Request for Proposal (RFP) is to solicit sealed proposals to establish a contract through competitive negotiation for the purchase of new transformers by the City of Salem.

II. BACKGROUND

The City of Salem, located in Southwest Virginia, operates a municipal electric system to serve the citizens of the City and several outlying areas.

III. DELIVERY AND PRICE

All prices are based on delivery to the destination in the proposal including packing charges. Any discounts for payment (invoicing terms) should be entered on the proposal package and will be considered in the evaluation. The contract will be awarded based on qualifications and standard unit prices. Offeror must complete Price Proposal in Attachment A.

All equipment shall be delivered to:

City of Salem

Electric Department 730 W Main Street, Salem, VA 24153

Delivery Contact: A.K. Briele Phone: 540-375-3030

IV. CONTRACT PERIOD

This contract will be awarded for a period of one (1) year with the option to renew for three (3) additional one (1) year periods. The City may terminate the contract, in whole or in part, without cause upon giving thirty (30) days written notice to the vendor.

V. CONTRACT ADMINISTRATOR

The Director of the Electric Department shall serve as the monitor of the conditions of the contract and shall work directly with the Successful Offeror on an as-needed basis in scheduling and coordinating performance of services, answering technical questions in connection with the scope of work and providing general direction under the resulting contract.

VI. COOPERATIVE AGREEMENT

This procurement is being conducted on behalf of the City of Salem, Virginia and other public bodies in accordance with the provisions of §2.2-4304 of the Virginia Public Procurement Act.

If approved by the Offeror, the contract resulting from this procurement may be used by other public bodies to purchase at Contract prices and in accordance with the Contract terms. The Offeror shall deal directly with any public body it approves to use the Contract.

VII. REFERENCES

All Offerors shall include a list of at least three (3) electric and/or utility company references who have received transformers from quoted transformer manufacturer and who can attest to that manufacturers experience and services on similar purchases. Include name of entity, contact person, phone number, email address, and other information required for all references on the sheet provided (Attachment B - Reference Form).

References may or may not be reviewed or contacted at the discretion of the City. Typically, only references of the top ranked, short listed Offeror or Offerors are contacted. The City reserves the right to contact references other than, and/or in addition to, those furnished by an Offeror.

VIII. STATEMENT OF NEEDS

The Offeror shall furnish new transformers per the following specifications:

A. SINGLE PHASE POLE-MOUNTED TRANSFORMERS

1. Pole-mounted transformers shall be manufactured in accordance with ANSI C57.12.20-1988 or latest revision.

2. Transformers shall be two bushing conventional, have single-position mounting hangars, and provisions for an external mounted lightning arrestor.

3. Transformers shall have a primary voltage rating of 7200/12470Y and a secondary voltage as listed below.

4. Transformers shall be designed based on 2.5% regulation at .8 pf and 100% loading and with taps 2-2 1/2% above and below.

5. Transformer efficiency shall conform to DOE Standard 10 CFR, PART 431.

6. The dielectric fluid shall be Factory Mutual approved, UL classified dielectric medium (UL- EOUV) and UL classified transformer fluid (UL-EOVK), ENVIROTEMP FR3 Fluid.

7. Each distribution transformer shall be equipped with a non-resettable device which detects and provides external indication of internal transformer faults. This device also incorporates a pressure relief valve in accordance with the latest ANSI C57 specifications. The approved device is manufactured by IFD Corporation or approved equal.

B. SINGLE PHASE PAD-MOUNTED TRANSFORMERS

1. GENERAL:

a. These specifications are intended to cover the design and construction of a dead front, single phase, loop feed, 60 Hertz, oil immersed outdoor type, pad-mounted transformer.

b. It is the intent of these specifications that the Offeror shall furnish their standard outdoor pad-mounted transformer complete with standard accessories and modifications as detailed in these specifications.

c. The transformer shall be designed, built, and tested in accordance with the latest manufacturing and testing standards of IEEE, ASTM, ANSI and NEMA. The transformers will have a design based on 2 1/2% regulation at 0.8 pf and 100% loading. Transformer efficiency shall conform to DOE Standard 10 CFR, Part 431.

2. ELECTRICAL DESIGN REQUIREMENTS:

a. The transformer shall be dead front, single phase, two winding, 60 hertz, oil immersed, outdoor type pad-mounted and shall be designed to operate with the low voltage neutral solidly grounded.

b. KVA Rating at rated voltage and 65 C temperature rise

c. Voltage Rating:

(i) High Voltage – 7,200 volts, phase to ground.

(ii) Low Voltage – 240/120 volts.

d. Insulation Levels:

(i) High Voltage – 95 kV BIL

(ii) Low Voltage – 30 kV BIL

e. Taps: Two 2-1/2% full capacity taps above and below normal in the high voltage winding for de-energized operation.

f. Impedance: The impedance of the transformer shall NOT be less than 1.5% based on nominal voltage tap and the 65 C rating.

g. Primary Connections: The incoming line equipment shall be AMERICAN NATIONAL STANDARD (ANSI) C57.12.25-1981 TYPE 1 fig 1-b arranged for a loop feed system with two cable circuits to the transformer. The primary compartment shall contain two universal bushing wells and one double parking stand for mounting accessories.

h. Secondary Connections: Low voltage Bushings shall be the type shown in the ANSI C57.12.25-1990 fig 4-C [25-75 kVA .625-11 X 1.25+ UNC-2A] [100-167 kVA 1.000-14 X 1.75+ UNC 2S] arranged in an ANSI TYPE 1 arrangement.

3. DESIGN REQUIREMENTS:

a. Pressure Relief/Fault Indicator Device: Each distribution transformer shall be equipped with a non- resettable device which detects and provides external indication of internal transformer faults. This device also incorporates a pressure relief valve in accordance with the latest ANSI C57 specifications. The approved device is manufactured by IFD Corporation or approved equal.

b. Bail Tap Clip Holders - Primary side

c. Cooling Equipment: Any radiators provided for cooling shall be welded to transformer tank.

d. Joints and Gaskets: Oil tightness shall be maintained at joints under all service conditions.

e. Locking Provisions: Access door or cover shall be equipped with penta-head bolt and provisions for padlocking.

4. ACCESSORY EQUIPMENT:

a. Nameplate: A nameplate shall be furnished with each transformer and shall be mounted at a location for easy reading while the unit is energized.

b. Oil Connections: At least one oil fill plug and one oil drain plug shall be furnished at the manufacturer’s standard location.

c. Dielectric Fluid: The dielectric fluid shall be Factory Mutual Approved, UL Classified Dielectric Medium (UL-EOUV) and UL Classified Transformer Fluid (UL- EOVK), Envirotemp FR3 fluid.

d. Overcurrent Protective Devices: The following devices shall be supplied as outlined in the FUSING TABLE. Any substitutes must be equivalent and interchangeable with regard to physical electrical and operating characteristics and must be approved by the purchaser prior to acceptance of proposal.

(i) Bayonet Fuse Holder, and Fuse Links: Units shall be equipped with a bayonet load break draw out fuse assembly. This assembly shall:

1. Be rated 15 kV and shall be furnished complete with fuse links. (This assembly shall be capable of accepting all bayonet fuse links listed in the FUSING TABLE, Manufacturer shall furnish bayonet fuse holder and fuse links.

2. Have a maximum interrupting capacity of not less than 2500 rms symmetrical amperes at 8.3 kV.

3. Have a maximum load break capability of not less than 150 amperes at 15 kV.

4. Be equipped with an external oil drip shield to protect primary bushing and elbows from an oil drip or splash when the fuse is drawn out.

(ii) Oil Submersible Current Limiting Fuse: Units shall be equipped with an oil submersible current limiting fuse connected between the bayonet fuse and the primary bushings. This fuse shall be installed in accordance with the FUSING TABLE.

(iii) Sectionalizing Switch: Sectionalizing Switch 4 position loadbreak oil rotary (LBOR) switches - 600 amperes-15 kV class- to connect source A,B, & transformer or B & transformer or A & transformer or A & B. As outlined below:

5. FUSING TABLE: AMPS

Bayonet Current Limiting

Cooper1 Kearney2 Cooper3 G.E.4 Kearney5

50 KVA 12 12 65 50 50

75 KVA 15 15 100 80 65

100 KVA 15 15 100 80 80

167 KVA 25 25 160* 150 100

1 Cooper, 8.3kV, dual element bay-o-net fuse link drawing #R240-91-57 2 Kearney, 8.3kV, type 124080 dual element bayonet fuse, drawing #124080A,B 3 Cooper, 8.3kV, ELSP back-up type oil immerseable current limiting fuse drawing #R240-91-61 4 G.E., 8.3 kV, current limiting fuse model 9F59T series back-up oil submersible type drawing

#GES-8230B, GES-8231B

5 Kearney, 8.3 kV, type A current limiting fuse in oil drawing #150608A,B

* Parallel 80 amp fuses

6. WARRANTY:

a. The successful Offeror shall furnish a warranty that the transformer and its equipment will be in accordance with these specifications and with the latest IEEE, ASTM, ANSI and NEMA standards. The Offeror's standard warranty period shall apply. State warranty.

C. THREE PHASE RADIAL FEED PAD-MOUNTED TRANSFORMERS

1. GENERAL:

a. These specifications are intended to cover the design and construction of a dead front, three phase, radial feed, 60 Hertz, oil immersed outdoor, pad-mounted, compartmental type, self-cooled transformer.

b. It is the intent of these specifications that the Offeror shall furnish their standard outdoor pad-mounted transformer complete with standard accessories and modifications as detailed in these specifications.

c. The transformer shall be designed, built, and tested in accordance with the latest manufacturing and testing standards of IEEE, ASTM, ANSI and NEMA.

2. ELECTRICAL DESIGN REQUIREMENTS:

a. The transformer shall be dead front, three phase, 60 hertz, oil immersed, outdoor type pad-mounted and shall be designed to operate with the low voltage neutral solidly grounded. The transformers will have a design based on 2 1/2% regulation at 0.8 pf and 100% loading. Transformer efficiency shall conform to DOE Standard 10 CFR, Part 431.

b. KVA Rating at rated voltage and 65 C temperature rise

c. Voltage Rating:

(i) High Voltage -12470Y/7200 volts,

(ii) Low Voltage - 208Y/120 volts. OR 480Y/277 volts

d. Insulation Levels:

(i) High Voltage - 95 kV BIL minimum

(ii) Low Voltage - 30 kV BIL minimum

e. Taps: Two 2-1/2% full capacity taps above and below normal in the high voltage winding for de-energized operation.

f. Impedance: The impedance of the transformer shall NOT be less than 1.5% based on nominal voltage tap and the 65 C rating.

g. Primary Connections: The incoming line equipment shall be AMERICAN NATIONAL STANDARD (ANSI)C57.12.26-1992 radial-feed universal bushing well arrangement with the dimensions shown in figure 5a and figure 7 of the Standard.

h. Secondary Connections: Low voltage Bushings shall be arranged as shown in the ANSI C57.12.26-1992 figure 7 and figure 8(b) of the standard and the type shown in figure 9 for the appropriate KVA and VOLTAGE ratings.

3. DESIGN REQUIREMENTS-MECHANICAL:

a. Pressure Relief/Fault Indicator Device: Each distribution transformer shall be equipped with a non- resettable device which detects and provides external indication of internal transformer faults. This device also incorporates a pressure relief valve in accordance with the latest ANSI C57 specifications. The approved device is manufactured by IFD Corporation or approved equal.

b. Cooling Equipment: Any radiators provided for cooling shall be welded to the transformer tank.

c. Joints and Gaskets: Oil tightness shall be maintained at joints under all service conditions.

d. Locking Provisions: Access door or cover shall be equipped with penta-head bolt and provisions for padlocking.

4. ACCESSORY EQUIPMENT:

a. Nameplate: A nameplate shall be furnished with each transformer and shall be mounted at a location for easy reading while unit is energized.

b. Oil Connections: At least one oil fill plug and one oil drain plug shall be furnished at the manufacturer's standard location.

c. Dielectric Fluid: The dielectric fluid shall be Factory Mutual Approved, UL Classified Dielectric Medium (UL-EOUV) and UL Classified Transformer FLUID (UL-EOVK), Envirotemp FR3 fluid.

5. WARRANTY

a. The successful Offeror shall furnish a warranty that the transformer and its equipment will be in accordance with these specifications and with the latest IEEE, ASTM, ANSI and NEMA standards. The Offeror's standard warranty period shall apply. State warranty period.

b. Transformer test results to be provided for each transformer. Results to include full load and no-load losses, IZ, IX, IR, and excitation current.

D. RESERVATIONS

The City reserves the right to bid or purchase separately any items described herein. This includes, but is not limited to, items not in stock at the time of order placement, compatible items not in stock, items which are deemed to be of any inferior quality or items which are over-priced in comparison to similar items from other sources. The City also reserves the right to purchase separately any item(s) which need to be obtained more quickly elsewhere due to an emergency, or in order to prevent discomfort to residents, inefficient use of labor resources, or any other unusual circumstances.

IX. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS

A. GENERAL REQUIREMENTS

1. Proposals must be submitted no later than 3:00 p.m. on September 12, 2024 to:

City of Salem Purchasing Department 114 North Broad Street

P. O. Box 869 Salem, VA 24153

2. One (1) original, three (3) copies, and one (1) electronic copy on a flash drive (Microsoft Word or PDF) of your proposal document are required. The City will not assume responsibility for reproduction here if an insufficient number of copies have been supplied and failure to comply with this or any other requirement of this Request for Proposal may result in rejection of the proposal. Facsimile or emailed submission of proposals is not acceptable and any such proposals shall not be considered.

3. Proposals having any erasures or corrections must be initialed by the Offeror in ink.

Proposals must be signed in ink by an authorized officer of the firm.

4. Proposals received after the set time for receipt shall not be considered and shall be marked “late” and retained unopened in the procurement file.

5. Each Offeror may have different needs for information. It is incumbent on each Offeror to make whatever inquiries it deems necessary in order to respond to the RFP. The City assumes no responsibility for oral instructions, suggestions or interpretations. All inquiries concerning this proposal should be submitted prior to 3:00 p.m., August 30, 2024. If necessary, any addenda will be issued and emailed to all Offerors who were emailed the original RFP. Questions should be submitted as follows:

Michelle Braxton, Purchasing Department 114 N. Broad Street, Salem VA 24153 Phone: (540) 375-3063

Fax: (540) 375-4057 lmbraxton@salemva.gov

6. During an active solicitation, all communications (email, phone, text, letter) must be conducted through the Purchasing Department. The Purchasing Department will coordinate responses to any inquires, as necessary. If any vendor involved in a pending solicitation or bid violates this communication protocol, any submittals from the vendor may be rejected/disqualified at the discretion of the Purchasing Department.

mailto:lmbraxton@salemva.gov

7. No proposal may be withdrawn after opening except for clerical errors, as set forth in Section 2.2-4330 of the Virginia Code. Offeror shall give notice, in writing, of their request to withdraw their proposal within two (2) business days after the opening of the proposal.

8. The City of Salem is not responsible for any costs incurred with the development and delivery of the proposal. It is the sole responsibility of the Offeror.

9. Oral Presentations: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to the City. This provides an opportunity for the Offeror to clarify or elaborate on the proposal. This is a fact finding and explanation session only and does not include negotiations. The City will schedule a time and location of these presentations. Oral presentations are an option of the City and may not be conducted.

B. SPECIFIC REQUIREMENTS

1. The following information MUST be furnished by the Offeror in their Request for Proposal:

a. Information as to the transformer manufacturer’s background and experience relative to the equipment and services being requested. Include how many years the transformer manufacturer has been actively engaged in the transformer business.

b. Proof of use in a U.S. electric provider and/or utility company for a period of three (3) years

c. Price: Describe your plan for pricing items that may be sold to the City under any contract that may result from this solicitation. Comment on price firmness and describe your plan for conveying price changes during renewal periods of the contract. Please note that cost plus a percentage of cost pricing arrangements are not acceptable.

X. EVALUATION AND AWARD OF CONTRACT

A. Award: Once proposals have been evaluated, selection shall be made based on the factors as stated in this Request for Proposal. Informal interviews may then be conducted with those selected.

If one Offeror is clearly more highly qualified and suitable than the others under consideration, a Contract may be awarded to that Offeror without an interview process.

Information and/or factors gathered during interviews, negotiations and any reference checks, in addition to the evaluation criteria stated in the RFP, including resumes of qualified employees, and any other information or factors deemed relevant by the City, shall be utilized in the final award.

The City reserves the right to make multiple awards and/or to award separate contracts for portions of the RFP as a result of this solicitation.

B. Evaluation Criteria: Proposals will be evaluated by the City according to the following criteria.

Offerors are welcome to submit supporting information which describes their ability to meet the criteria and exceed the performance of other Offerors.

1. Experience relative to the equipment and services requested

2. Price

3. Availability

4. Expected Lead Time

5. Methodology for price increases

6. Use by other similar localities, U.S. electric providers, and/or utility companies

XI. RELEASE OF INFORMATION AND AWARD ANNOUNCEMENT

As this is a Request for Proposal, no information regarding the identity of the Offeror nor the contents of the proposal submittal will be released until after the negotiation process. If your proposal contains information of a proprietary nature, the information must be noted and an explanation submitted on Attachment C - Proprietary Information Form.

Upon the award or the announcement of the decision to award, the City will notify all Offerors, in writing, that submitted a proposal. All materials submitted in response to this RFP become the property of the City of Salem upon delivery to the City of Salem and are subject to public inspection in accordance with the Virginia Freedom of Information Act.

XII. REJECTION AND AWARD OF PROPOSAL

The City of Salem reserves the right to cancel this RFP and to reject any or all proposals. The City also reserves the right to waive any informality or irregularity in any proposal received and to award to the Offeror whose proposal is, in the opinion of the City, in its best interest.

XIII. INSURANCE

By signing and submitting an offer for this solicitation, the Offeror certifies that if awarded the Contract, it will have the following insurance coverage at the time the work commences. The insurance specified herein shall name the City of Salem as an additional insured. The Offeror shall provide to the City, Certificate of Insurance evidencing the coverages indicated below. Such certificates shall be furnished prior to commencement of Offeror’s services and at renewals thereafter during the life of the Contract.

Additionally, it will maintain these during the entire term of the Contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in the Commonwealth of Virginia by the Virginia State Corporation Commission.

A thirty (30) day written notice of cancellation or non-renewal shall be furnished by certified mail to the Purchasing Agent at the address indicated on the solicitation. The limits of liability for the insurance required are as follows:

1. Workers’ Compensation: Statutory

2. Employer’s Liability

a. Each Accident: $100,000

b. Disease, Policy Limit: $500,000

c. Disease, Each Employee: $100,000

3. General Liability

a. Each Occurrence (Bodily Injury and Property Damage): $1,000,000

b. General Aggregate: $2,000,000

4. Automobile Liability

a. Bodily Injury: Each Accident $1,000,000

b. Property Damage: Each Accident $1,000,000

XIV. GENERAL TERMS AND CONDITIONS

Vendor: The general terms and conditions, which follow, apply to all purchases and are an integral part of each purchase order issued by the City of Salem, Virginia unless otherwise specified. Vendors are expected to fully inform themselves of these terms and conditions and failure to do so will be at the vendor’s own risk and relief cannot be secured on the plea of ignorance. Subject to the state and local laws and all rules, regulations and limitations imposed by legislation of the federal government.

Acceptance: This purchase order constitutes Buyer’s offer to Seller upon the terms and conditions stated herein and shall become a binding contract based on the terms and conditions set forth herein when it is accepted either by Seller’s acknowledgement or performance.

Entire Agreement: These terms and conditions, any other special conditions and specifications contained in any other documents referenced shall constitute and represent the complete and entire agreement between the Buyer and Seller and supersede all previous communications, either written or verbal with respect to the subject matter of this purchase order.

Changes, additions, deletion: No changes, additions, deletions or substitutions of specifications, terms and conditions, quantity, unit of issue, delivery date, delivery charge or price will be permitted without the prior written approval of the from the Purchasing Office of the City of Salem.

Cooperative Procurement: Unless specified in the solicitation, other localities are not authorized to piggyback off the specific proposal or bid.

Contractual Disputes: All claims that may arise under this contract shall be resolved through the procedure set forth in City of Salem’s Purchasing Policy and Procedures Manual Section 4007.

Delivery: Delivery shall be FOB Destination. If otherwise, the exact cost to deliver shall be as shown.

Delivery Date/Time: Deliveries shall be strictly in accordance with the schedule set out or referred to on the purchase order and in exact quantities ordered. Delivery shall be made during the working hours of Monday thru Friday 8:00 am – 3:30 pm unless otherwise specified or prior approval for another period has been obtained.

Tax Exemption: The City of Salem and Salem City Public Schools are exempt from State Sales Tax and Federal Excise Tax. The City of Salem Finance Department upon request shall furnish tax Exemption Certificate. The City’s Federal Tax ID number is 54-6001593. This tax-exempt status does not transfer to the contractor for any taxes associated with the work under this contract. The contractor will pay all sales, consumer, use, and other similar taxes required by the law of the place where the work is performed.

Condition of Item: All items delivered shall be new, current model year, in first class condition, including containers suitable for shipment and storage, unless otherwise indicated. Verbal agreements to the contrary shall not be recognized.

Substitutions: No substitutions or cancellations shall be permitted without prior written approval from the City of Salem Purchasing Department.

Antitrust: By entering into a contract, the Offeror conveys, sells, assigns, and transfers to the City all rights, title and interest in and to all causes of the action it may now or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the City under said contract.

Indemnification: The contractor agrees to be responsible for, indemnify, defend and hold harmless the City, its officers, agents and employees from the payment of all sums of money by reason of any claim against them arising out of any and all occurrences resulting in bodily or mental injury or property damage that may happen to occur in connection with and during the performance of the contract, including but not limited to claims under the Workers’ Compensation Act. The contractor agrees that it will, at all times, after the completion of the work, be responsible for, indemnify, defend and hold harmless the City, its officers, agents and employees from all liabilities resulting from bodily or mental injury or property damage directly or indirectly arising out of the performance or nonperformance of the contractor.

License Requirements: All firms having a business location or office in the City of Salem, Virginia are required to be licensed in accordance with the City’s Business, Professional and Occupational Licensing (BPOL) Tax Ordinance. Wholesale and retail merchants without a business location in the City are exempt from the requirement. Questions concerning the BPOL tax should be directed to the Commissioner of the Revenue, telephone number (540) 375-3019.

Method of Payment: Upon satisfactory delivery of the merchandise or satisfactory completion of the services all invoices and statements shall reference the purchase order number and be submitted to: City of Salem, Finance Department, P.O. Box 869, Salem, Virginia 24153. The prices and payments shall be full compensation for the labor, tools, equipment, transportation, overhead and all other incidentals necessary to complete the specified terms and conditions.

Anti-Discrimination: By acceptance of the purchase order, all Offerors certify to the City that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Act of 1975, as amended, where applicable, and Section 11-51 of the Virginia Public Procurement Act which provides: During the performance of this contract, the contractor agrees as follows: The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal 2 operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

Drug Free Work Place: Offerors must comply with Section 2.2-4312 of the VA Public Procurement Act, Drug Free work place.

Insurance: Prior to the start of any work under the contract, the Contractor shall provide to the City, Certificate of Insurance Forms approved by the City and maintain such insurance until the completion of all project orders issued under the contract. The minimum limits of liability shall be: Workers’ Compensation – Standard Workers Compensation Policy Broad Form Comprehensive General Liability -- $1,000,000 Combined Single Limit coverage to include: Premises-Operations; Products/Completed Operations; Contractual; Independent Contractors; City and Contractor’s Protective; Personal Injury (Libel, Slander, Defamation of Character, etc.); Automobile Liability - $1,000,000 Combined Single Limit.

Ethics In Public Contracting: By submitting the proposal, all Offerors certify and warrant that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other offeror, supplier, manufacturer, or subcontractor in connection with their proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything, present or promised, unless consideration of substantially equal or greater value is exchanged.

Applicable Law And Courts: Any contract resulting from this solicitation shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the Commonwealth. The contractor shall comply with applicable federal, state and local laws and regulations.

Gifts By Offeror, Contractor Or Subcontractor: No Offeror, contractor or subcontractor shall confer on any public employee having official responsibility for the procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value is exchanged.

Material Safety Data Sheets: Material Safety Data Sheets and descriptive literature shall be provided with the bid or delivery for each chemical and/or compound offered and/or purchased.

Sellers Responsibility: Sellers shall examine the Purchase Order and shall exercise their own judgment as to the nature and total amount of all work to be done. No plea of ignorance of conditions that exist or may later exist, or if conditions or difficulties that may be encountered in the work as a result of failure to make the necessary examination and investigation will be accepted as an excuse for any failure or omission on the part of the Seller to fulfill in every detail the requirements of the purchase order, or will be accepted as a basis for any claims whatsoever for extra compensation.

Default: In case of failure to deliver the reports, documents or services in accordance with the contract terms and conditions, the City, after due oral and written notice, may procure from other sources and hold Contractor responsible for any resulting additional procurement and administrative costs. This remedy shall be in addition to any other remedies, which the City may have.

Assignment: Neither party shall assign the Purchase Order without the prior written consent of the other party nor shall any purchase order be assigned to any party that is debarred from doing business with or in the Commonwealth of Virginia.

Valid Purchase Order: In order for a Purchase Order of the City of Salem to be valid, it must be executed by an authorized person as defined in the Code of the City of Salem, Virginia.

Debarment Status: By accepting Purchase Order, all Offerors certify that they are not currently barred from submitting proposals on contracts by any agency of the Commonwealth of Virginia, nor are they an agent of any person or entity that is currently barred from submitting proposals on contracts by any agency of the Commonwealth of Virginia.

Compliance with federal state, and local laws and federal immigration law; required contract provisions: The City shall provide in every written contract that the contractor does not, and shall not during the performance of the contract for goods and services in the Commonwealth, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

XV. SPECIAL TERMS AND CONDITIONS

Award to Multiple Offerors: Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposals, including price, if so stated in the Request for Proposals. Negotiations shall be conducted with the offerors so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each offeror so selected, the City shall select the offeror which, in its opinion, has made the best proposal, and shall award the contract to that offeror. The City reserves the right to make multiple awards as a result of this solicitation. The City may cancel this Request for Proposals or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous (Code of Virginia, § 2.2-4359D). Should the City determine in writing and in its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the contractor’s proposal as negotiated.

Cancellation of Contract: The City of Salem reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 30 days written notice to the Contractor. Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

Availability of Funds: It is understood and agreed between the parties herein that the City shall be bound hereunder only to the extent that the appropriated funds are legally available or may hereafter become legally available for the purpose of this agreement.

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ATTACHMENT A

PRICE PROPOSAL

SINGLE PHASE POLE-MOUNTED TRANSFORMERS

KVA ORDER QUANTITY SECONDARY

VOLTAGE

COST EACH

75 9 120/240 $________________

100 15 120/240 $________________

75 9 277 $________________

Please list guaranteed loses. These may be used to evaluate proposals:

KVA N / L F / L TOTAL

Transformer test results to be provided for each transformer. Results to include full load and no-load losses, IZ, IX, IR, and excitation current. Please also list weight and dimensions for each rating.

SINGLE PHASE PAD-MOUNTED TRANSFORMERS

KVA ORDER QUANTITY COST EACH

100 6 $________________

167 6 $________________

Data to be supplied by Offerors with proposal:

A. Weight of transformer, complete:

75 kVA 100 kVA 167 kVA kVA_______

B. Quantity of oil:

C. Dimensions of transformer:

D. Outline of transformer

E. Design characteristics:

i. Impedance

75 kVA 100 kVA 167 kVA kVA_______

ii. No load watts

75 kVA 100 kVA 167 kVA kVA_______

iii. Full load watts

Please provide guaranteed losses. These may be used to decide between proposals and ensure the City receives what was bid.

Please provide transformer test results for each transformer. Results to include full load and no-load losses, IZ, IX, IR, and excitation current.

THREE PHASE RADIAL FEED PAD-MOUNTED TRANSFORMERS

KVA ORDER

QUANTITY

LOW

VOLTAGE

NO LOAD

LOSS IN

WATTS

FULL

LOAD

LOSS IN

WATTS

IMPEDANCE COST EACH

500 1 480Y/277 $________________

750 1 480Y/277 $________________

Please provide any available printed materials or literature which describes ALL products being offered for sale with the proposal.

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ATTACHMENT B

REFERENCE FORM

Name of Entity:

Contact: Title:

Address:

Telephone: Length of Business Relationship:

Email:

Description of Services Performed:

If additional space is needed, please list on a separate sheet and include in the sealed Proposal.

ATTACHMENT C - PROPRIETARY INFORMATION FORM

Identify the data or other materials to be protected and state the reasons below. Indicate the specific words, figures, or paragraphs that constitute trade secrets or proprietary materials. The classification of an entire proposal document, line item prices, and/or total proposal prices as proprietary or trade secret is not acceptable and will result in rejection of the proposal. Provide one (1) redacted hard copy of the proposal and all attachments with proprietary portions removed or blacked out. This copy should be clearly marked “Redacted Copy” on the front cover. The City shall not be responsible for the Contractor’s failure to exclude proprietary information from this redacted copy.

Confidentiality Reference Protection in accordance with the Code of Virginia, Section 2.2-4342.

Section/Title: Page(s) #:

Reason(s) for Withholding from Disclosure:

If additional space is needed, please list on a separate sheet and include in the sealed Proposal.

END OF RFP # 2025-014