SPECIFICATIONS_FOR_THE_PURCHASE_AND_CONSIGNMENT_OF_ELECTRIC_TRANSFORMERS.pdf

CALL FOR QUOTES

Florida Keys Electric Cooperative Association, Inc. (FKEC), hereby gives notice to prospective bidders that quotes will be received by FKEC, at the Procurement Department, procurement@fkec.com until 2:00 p.m. on July 23, 2025 for:

FKEC BID #25-26

SPECIFICATIONS FOR THE PURCHASE AND CONSIGNMENT OF ELECTRIC TRANSFORMERS

In order to insure an open and full competitive bidding process and maintain compliance with FEMA’s Procurement Guidance for Recipients and Subrecipients Under 2 C.F.R. Part 200 (Uniform Rules), FKEC has instituted DemandStar and Vendor Link systems to provide current information to potential bidders. These systems will allow you to receive bid information quickly and at your convenience 24 hours a day, seven days a week. Specifications may be obtained from the website at www.DemandStar.com or www.myvendorlink.com.

Registered vendors will be notified automatically of all Requests for Quotes.

Anticipated Solicitation Schedule

July 9, 2025 Call for Bid

July 17, 2025 Questions Due

July 23, 2025 Bids Due

August 1, 2025 Intent to Award

NOTE: The above anticipated solicitation schedule is subject to change. FKEC will entertain questions for clarification until July 17, 2025 at 2:00 pm. All questions must be submitted in writing by email to procurement@fkec.com, or via the VendorLink website. No questions will be answered after that date.

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

FKEC reserves the right to reject any or all quotes, to waive irregularities and informalities in any or all quotes, and to separately accept or reject any item, items, bid schedule or bid schedules of the quote which FKEC deems to be in the best interest of FKEC.

/s/ Ray Rhash

Ray Rhash Procurement, Warehouse, & Building Manager mailto:procurement@fkec.com http://www.demandstar.com/taf/agencycp.taf?_function=list&A=335 file://///10.11.24.8/Safety/Procurement/Bid%2018-05/www.myvendorlink.com mailto:procurement@fkec.com

FKEC GENERAL INFORMATION

Florida Keys Electric Cooperative (FKEC) is the private, non-profit power utility for the Upper and Middle Florida Keys. Headquartered in Tavernier, Florida, FKEC provides electricity from the Seven-Mile Bridge to Ocean Reef and the Monroe County Line, and services more than 33,000 meters. FKEC presently has an authorized workforce headcount of 123, with an actual headcount of 120. FKEC recognizes the Union as the exclusive collective bargaining agent for all employees of FKEC working in the Union classified positions. Employees are divided between two work locations: Tavernier and Marathon, and among nine departments: Executive, Finance, Human Resources, Safety, Engineering, Information Technology, Transmission, Distribution, and Member Services.

The Cooperative was formed as a corporation in the state of Florida in 1940, and in 1944 was recognized by the Internal Revenue Service as being federal income exempt tax under section 101(10) of the Revenue Act of 1939 (now section 501 (c) (12) of the Internal Revenue Code). FKEC currently imports all of its power supply and uses local generation for emergency back-up only. The utility relies on power from the mainland because it is far less expensive than local generation.

Today, FKEC maintains a highly respected position within its local community, and within the National Rural Electric Cooperative Association, for its dedication to reliable electric service and forward thinking initiatives.

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

SCOPE OF SERVICES

FKEC requests quotes for the following material:

QTY UOM DESCRIPTION

25 EACH TRANSFORMER 25 KVA O/H 120/240 SS

25 EACH TRANSFORMER 37.5 KVA O/H 120/240 SS

25 EACH TRANSFORMER 50 KVA O/H 120/240 SS

This agreement shall remain in effect for 24 months from the date of the proposal’s acceptance.

FKEC has established up to date transformer loss evaluation factors and will be using total ownership cost as a portion of the overall evaluation criteria for this request. The loss factors to be used for this request are A=$3.85 and B=$1.66. Manufacturers will be required to provide certified test results on each transformer provided. The certified losses must be lower than or match the quoted losses (within the established IEEE allowable variance) on average, for the entire lot of transformers provided per the request. If the average losses for the entire lot do not meet the criteria, FKEC may remove the manufacturer from the request process in the future.

Each transformer shall be equipped with a non-resettable device which detects and provides external indication of internal transformer faults and incorporates pressure relief functionality. The approved device is manufactured by IFD Corporation or approved equal.

FKEC requests that these transformers be stored at the bidder’s location. FKEC will pull from these transformers as we order throughout the year and will be re-stocked to maintain the indicated stocking level by the bidder. If the bidder cannot store the transformers as requested, FKEC is open to alternate options. Please submit any options as Attachment B to this bid.

FKEC has included as Exhibit A the specifications titled, Single-Phase Pole Mounted Distribution Transformers dated 11/25/2024 Revision #7.

Submittal Requirements Quotes must be submitted in the format, including heading descriptions, outlined below. To be considered, the quote must respond to all requirements stated below. Any other information thought to be relevant, but not applicable to the enumerated categories, should be provided as an appendix to the quote.

Required Information

1. Cost Quote. The cost quote shall identify all costs, including but not limited to taxes, fees, delivery/freight to FKEC Tavernier location. Include the name of Respondent’s company, address, telephone number, and contact person.

2. Description. Include a full description, image, and specifications of the item(s).

3. Schedule. Include the estimated delivery date to the Tavernier, FL Operations Center.

Addenda and Supplemental Information Any and all addenda to the RFQ will be provided to all Proposers who received the initial RFQ and provided contact information to FKEC, should it become necessary for FKEC to make revisions, request additional information, or respond to written inquiries relating to the RFQ. It is the responsibility of potential proposers to timely submit contact information to facilitate receipt of addenda and supplemental information requests, if issued.

Evaluation and Award Criteria A Selection Committee appointed by FKEC will evaluate and rank each Quote.

Review of Quote - FKEC’s designated selection committee will review responses to the RFQ. Selections will be based on completeness of quotes, cost, and delivery timeframe.

Evaluation Criteria – The Selection Committee will evaluate and score quotes on the basis of the responsiveness to the requirements of this RFQ. Quotes will be evaluated on the basis of the following criteria:

Selection Criteria

The following weighted criteria will be utilized to select the company to be awarded this contract:

Cost of Material 50

Manufacturing Quality and Performance/Total Ownership Cost 25

Availability of Material 25

TOTAL 100

FLORIDA KEYS ELECTRIC COOPERATIVE

PROFESSIONAL SERVICE AGREEMENT

TERMS & CONDITIONS

Scope of Service:

Awarded Bidder will quote for and deliver specified materials under this Agreement as requested and authorized by Florida Keys Electric Cooperative.

Payment:

For items furnished, FKEC shall pay the awarded Bidder upon delivery and receipt of invoice(s). Invoice(s) must include the “Fully Delivered/Not to Exceed” price for each material item delivered.

Change in Scope and Delay If the provisions for payment in the Agreement provide for a fixed fee or a maximum payment for services, such fee or maximum is for the Scope of Services described in the Agreement. If the Scope of Services is modified so that more or less work or time is required, and such modification is accepted by FKEC and the Company, the fee or maximum and the time shall be equitably adjusted.

Right to Inspect FKEC reserves the right to inspect materials at delivery time against the required specifications listed in the Scope of Services. If the delivered material(s) does not meet the required specifications, FKEC reserved the right to not accept delivery of said material(s).

Equal Opportunity The Company will not knowingly discriminate against any employee or applicant for employment because of age, race, color, religion, sex, national origin, marital or veteran status or physical handicap. The Company will take affirmative action to the end that applicants are employed, and that employees are treated during employment, without such discrimination.

Severability and Heading

1. If any part of this Agreement, including, but not limited to, any provision, paragraph, clause, phrase or words, is found to be in conflict with applicable laws, such part shall be inoperative, null and void insofar as it is in conflict with said laws, but the remainder shall be given full force and effect.

2. The descriptive headings used in this Agreement have been inserted for convenience of reference only and shall in no way modify or restrict any of the terms and provisions of this Agreement.

Applicable Law This Agreement shall be interpreted in accordance with the law of the State of Florida.

Work Guarantee The purchase order to procure the item(s) in this Call for Quotes will be valid for the expiration date agreed to by the parties and as depicted on this document listed as the bidder provided “delivery date”. FKEC reserves the right to terminate this purchase order on the listed expiration date, with FKEC bearing no financial responsibility for any materials, equipment, or other goods not yet received by FKEC, regardless of their status relative to fabrication or delivery. Bidders are encouraged to communicate anticipated delivery delays with FKEC to extend this purchase order as needed. Extensions to the purchase order are not binding until agreed to by both parties, in writing.

Attachment A

FKEC BID #25-26 SPECIFICATIONS FOR THE PURCHASE AND CONSIGNMENT OF ELECTRIC TRANSFORMERS

COST QUOTE FORM

Please quote the items based on the requirements listed in the Scope of Services, along with a delivery date.

Each item is required to have a “Fully Delivered/Not to Exceed” price.

QTY UOM DESCRIPTION FULLY DELIVERED/

NOT TO EXCEED PRICE

ESTIMATED LEAD

TIME FOR

DELIVERY

25 EACH TRANSFORMER 25 KVA O/H 120/240 SS $

25 EACH TRANSFORMER 37.5 KVA O/H 120/240 SS $

25 EACH TRANSFORMER 50 KVA O/H 120/240 SS $

Company Name of Bidder: ______________________________________________________________

Contact Name: ______________________________________________________________

Contact Phone Number: ______________________________________________________________

Contact Email: ______________________________________________________________

BIDDER’S STATEMENT

In consideration of this contract, if awarded, the Vendor agrees without reservation to FKEC’s Terms &

Conditions herein, which will become a part of the contract, the signing of this statement confirms the Vendor’s acceptance.

DATE:

COMPANY NAME: EMAIL:_______________________

SUBMITTED BY:

Print Name & Title

SIGNATURE:

WITNESS:

NOTICE: THIS SIGNATURE PERTAINS TO THE ACKNOWLEDGEMENT AND

ACCEPTANCE OF THE ENTIRE TERMS & CONDITIONS. ANY EXCEPTIONS TO

THIS AGREEMENT SHOULD BE NOTED SEPARATELY.

FAILURE TO COMPLETE ABOVE NOTED DOCUMENT WILL RESULT IN

NON-COMPLIANCE WITH THESE SPECIFICATIONS.

QUOTE ACCEPTANCE

Florida Keys Electric Cooperative Association, Inc. (FKEC) hereby accepts the foregoing Quote of the Bidder, for the delivery of the following:

FKEC BID #25-26

SPECIFICATIONS FOR PURCHASE AND CONSIGNMENT OF ELECTRIC TRANSFORMERS

QTY UOM DESCRIPTION FULLY DELIVERED/

NOT TO EXCEED PRICE

ESTIMATED LEAD

TIME FOR

DELIVERY

25 EACH TRANSFORMER 25 KVA O/H 120/240 SS $

25 EACH TRANSFORMER 37.5 KVA O/H 120/240 SS $

25 EACH TRANSFORMER 50 KVA O/H 120/240 SS $

Florida Keys Electric Cooperative Association, Inc.

By __________________________________

CEO

Scott Newberry

91630 Overseas Hwy

Tavernier, FL 33070

Date of Contract __________________