TRT-24-25-27 TMF Solar Inverter Repairs.pdf

REQUEST FOR PROPOSALS

TMF Solar Inverter Repairs

PROPOSAL # TRT-24-25-27

TABLE OF CONTENTS

City of Santa Clarita, California

SECTION A

NOTICE INVITING PROPOSALS

PROPOSAL INSTRUCTIONS

DOCUMENT CHECKLIST

SECTION B

SCOPE OF WORK

RESPONSE FORMAT AND SELECTION CRITERIA

SECTION C

COST PROPOSAL #1 – REPAIR FAILED INVERTERS

COST PROPOSAL #2 - ON-CALL SOLAR INVERTER REPAIR SERVICES

NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS

DESIGNATION OF SUBCONTRACTORS/SUBCONSULTANTS

REFERENCES

ACKNOWLEDGEMENT AND ACCEPTANCE OF SCOPE OF WORK

CITY OF SANTA CLARITA DISCLOSURE STATEMENT

GOVERNMENT-WIDE DEBARMENT AND SUSPENSION (NONPROCURMENT)

EQUAL OPPORTUNITY/AFFIRMATIVE ACTION STATEMENT

EQUAL EMPLOYMENT OPPORTUNITY CERTIFICATION

BUY AMERICA

PROPOSAL GUARANTEE BID BOND

RACE-NEUTRAL DBE PARTICIPATION COMMITMENT FORM

LETTER OF INTENT AND AFFIRMATION

GOOD FAITH EFFORTS

BIDDER’S LIST

CERTIFICATIONS AND RESTRICTIONS ON LOBBYING

SECURITY FORMS FOR CHECK OR BOND TO ACCOMPANY PROPOSAL

SECTION D

SAMPLE PUBLIC WORKS PROJECT AGREEMENT

FEDERAL CLAUSES

RACE-NEUTRAL DBE CLAUSES

FRINGE BENEFIT STATEMENT

FAITHFUL PERFORMANCE BOND

LABOR AND MATERIALS BOND

FEDERAL PREVAILING WAGE DETERMINATION

EXHIBIT A

TMF PHOTOVOLTAIC AS-BUILT PLANS

EXHIBIT B

BUS PORT #1 SPECIFICATIONS

EXHIBIT C

BUS PORT #4 SPECIFICATIONS

SECTION A

RFP Information & Instructions

CITY OF SANTA CLARITA REQUEST FOR PROPOSALS

Project Name: TMF Solar Inverter Repairs

Proposal #: TRT-24-25-27

Dates Published: April 9, 2025

Pre-Proposal Meeting: April 15, 2025 at 3:00 PM (PT)

Last Day for Questions: April 24, 2025 before 11:00 AM (PT)

Proposal Closing: May 8, 2025 before 11:00 AM (PT)

Estimated Contract $150,000 Value:

License(s) Required: Class A, C-10, or C-46

Project Description: This project is federally-funded. The City is requesting proposals from prospective contractors to perform repairs for two failed solar inverters and provide on-call solar inverter repair services on an as-needed basis.

DBE Goal: 5%

Prevailing Wage: Yes

Bond Requirements: Yes

Contact Information: Michele Arima | (661) 286-4066 | marima@santa-clarita.com

Prevailing Wage Monitoring: This Project is subject to prevailing wage compliance monitoring and enforcement by the Department of Industrial Relations.

Required Contractor & Subcontractor Registration: Only proposals submitted by proposers (along with all listed subcontractors) that are currently registered and qualified to perform public work pursuant to Labor Code Section 1725.5 will be accepted.

Specifications for this request for proposals (RFP) may be downloaded from the City’s Purchasing website at: www.bidnetdirect.com//cityofsantaclarita. Please refer to specifications for complete details and RFP requirements. The specifications in this notice shall be considered a part of any contract made pursuant thereto. A paper copy of the RFP documents is available upon request in the City Clerk’s office, suite 120.

RFP Questions must be submitted electronically via the BidNet “Question and Answer” tab.

Addenda, if issued by the CITY, will be transmitted on BidNet. Addenda must be digitally acknowledged via BidNet in addition to a printed and signed version submitted with the proposal response. If addenda are not signed and submitted with the proposal response, the submission may be deemed non-responsive and rejected.

PROPOSAL INSTRUCTIONS

1. SUBMITTING PROPOSALS.

1.1. The response must be submitted on this form and include all forms provided or information requested or required by the scope of work or specifications, (uploaded via BidNet).

1.2. All documentation of unit pricing or other cost breakdowns as outlined in this proposal must be submitted to support the total proposed price.

1.3. Proposals/corrections received after the closing time will not be accepted. The City will not be responsible for proposals not properly or timely, uploaded. Upon award, all submissions become a matter of public record.

2. ADDENDA. The City will not accept responsibility for incomplete packages or missing addenda. It is the vendor’s responsibility to monitor BidNet for release of the addenda prior to submission of the quote to make certain the package is complete and all required addenda are included. This information will be available via BidNet. Vendors are cautioned against relying on verbal information in the preparation of proposal responses. All official information and guidance will be provided as part of this solicitation or written addenda. Addenda, if issued by the Agency, will be transmitted via BidNet. Addenda must be digitally acknowledged through BidNet in addition to a printed and signed version submitted with the proposal. If addenda are not signed and submitted with the proposal response, the proposal may be deemed non-responsive and rejected.

3. PRE-PROPOSAL MEETING. A non-mandatory, pre-proposal meeting to discuss the required scope of work will be held at 3:00 PM (PT) on April 15, 2025, at Transit Maintenance Facility, 28250 Constellation Road, Valencia, CA 91355.

4. AWARDS.

4.1. The City reserves the right to waive any informality in any proposal.

4.2. This RFP does not commit the City to award a contract, or to pay any amount incurred in the preparation of the proposal. The City reserves the right to accept or reject all proposals received as a result of this request, to negotiate with any qualified consultant, or to cancel this RFP in part or in its entirety. The City may require the selected consultant to participate in negotiations and to submit such technical, price, or other revisions of the proposal as may result from negotiations.

The City reserves the right to extend the time allotted for the proposal, and to request a best and final offer, should it be in its best interest to do so.

4.3. The proposal may be awarded in its entirety as proposed; however, the City reserves the right to award elements of the work, independently, and to do portions “in-house.” Additionally, the City reserves the right to award subsequent work on this project based on information presented in this proposal, without recourse to a separate or subsequent RFP process, should it be in its best interest to do so.

4.4. The City may make an award based on partial items unless the proposal submitted is marked “All or none.” Where detailed specifications and/or standards are provided the City considers them to be material and may accept or reject deviations. The list of proposals submitted will be posted on BidNet, normally within 24 hours.

4.5. Proposals and subsequent offers shall be effective/valid for a period of 180 days after the RFP due date. The City of Santa Clarita may request Proposers to extend the validity of proposals and offers for the City’s acceptance beyond the specified time period.

5. BONDS.

5.1. When deemed necessary by the City, proposal bonds shall be furnished by all vendors in the amount of at least 10% of the total value of the proposal OR 10 % of the value of the 1st year of service for service projects, to guarantee that proposers will enter into contract to furnish goods or services at prices stated. The bonding company must be listed on Treasury Circular 570 and licensed to operate in the state of California.

5.2. Likewise, when deemed necessary, a Performance Bond and/or Material and Labor bonds may be required of the successful vendor when stated in the specification.

5.3. Original Bond or Cashier’s Check MUST be received AT CITY HALL, 23920 Valencia Blvd., Santa Clarita, CA 91355, ATTENTION SUITE 120 and marked with the words “PROPOSAL BOND FOR” and the proposal #, NO LATER THAN the proposal due date and time, for the vendor to be considered responsive.

6. BRAND NAMES, ALTERNATIVES, OR EQUIVALENTS.

6.1. In the bid documents, the use of a specific manufacturer, brand or make does not restrict

Bidders in their proposed solution. When brand names are used, it indicates the quality and utility of the article desired; thus, the bids submittal shall in all cases propose goods equal in quality and utility.

6.2. If Materials differing from stated specifications may be considered, provided such differences are clearly noted and described. The City shall make the final determination of compliance with the specifications. If proposing an alternative or equivalent product, the Bidder shall provide the cut sheet/spec sheet or detailed product description for the proposed product via email to purchasing@santa-clarita.com prior to the last day for questions. For each product proposed documentation provided must include a description reflecting the characteristics and level of quality that will satisfy the salient physical, functional, or performance characteristics of “equal” products specified in the solicitation. The proposal must clearly identify the item by brand name (if any), and make/model number, and may include descriptive literature such as illustrations, drawings, or a clear reference to previously furnished descriptive data or information available to the City. The proposal shall clearly describe any modifications the Bidder plans to make in a product to make it conform to the solicitation requirements.

6.3. The City has the option of accepting or rejecting any alternative or equivalent product. Exception is made on those items wherein identical supply has been determined a necessity and the notation NO SUBSTITUTE has been used in the specification section.

7. COOPERATIVE BIDDING. Other public agencies may be extended the opportunity to purchase off this solicitation with the agreement of the successful vendor(s) and the City. The lack of exception to this clause in vendor's response will be considered agreement. However, the City is not an agent of, partner to or representative of these outside agencies and is not obligated or liable for any action or debts that may arise out of such independently negotiated "piggy-back" procurements.

8. DELIVERY. Unless otherwise specified, delivery shall be D.D.P., the City of Santa Clarita, site of user division and contract delivery may begin no later than fifteen (15) calendar days from receipt of order.

9. INVOICES. Invoices will be forwarded to:

City of Santa Clarita ED - Transit Attn: Danielle Watts 23920 Valencia Blvd. Ste. 295 Santa Clarita, CA 91355-2196

Invoices will reflect the purchase order # and goods or service delivered in accordance with the terms of the contract. Invoice processing begins on receipt of the material or invoice, whichever is later.

10. DEPARTMENT OF INDUSTRIAL RELATIONS REQUIREMENTS. No proposer or subcontractor/subconsultant may be listed on a bid proposal for a public works project (submitted on or after March 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code Section 1725.5 [with limited exceptions from this requirement for proposal purposes only under Labor Code Section 1771.1(a)]. No proposer or subcontractor/subconsultant may be awarded a contract for public work on a public works project (awarded on or after April 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code Section 1725.5. This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations.

11. PREPARATION. All proposals and required forms must be uploaded as laid out in the BidNet General Attachments Section.

11.1. For hard copy submissions, proposals must be typed or written in black ink except signatures.

Errors may be crossed out and corrected in ink, then initialed in ink by the person signing the proposal. In compliance with Resolution 93-9, all hard copy proposals and attachments must be submitted double-sided on recycled paper.

12. REJECTION. The City reserves the right to reject any or all proposals and to waive any informality in any proposal. The City may reject the proposal of any vendor who has previously failed to perform properly, or complete on time, contracts of a similar nature, or to reject the proposal of a vendor who is not in a position to perform such a contract satisfactorily. The City may reject the proposal of any vendor who is in default of the payment of taxes, licenses or other monies due to the City of Santa Clarita.

13. RENEWAL AND PRICING ADJUSTMENT. Contracts entered into pursuant to this RFP may be renewed annually, up to two times, in accordance with the terms of the contract. If not otherwise stated, the contract may be renewed if the new pricing of the contract does not change more than the Consumer Price Index - All Urban Consumers (not seasonally adjusted), Los Angeles Area-Riverside-Orange county area and prevailing wage rates, if applicable. The index level for the month preceding the month of solicitation advertisement will become the beginning index. The price adjustment limit will be the percentage change based on the difference between the beginning level or the adjustment level last used and the index level for the period 90 days prior to the award anniversary. The final adjusted amount will be determined by Purchasing staff. If a price adjustment is not requested prior to the award anniversary date, the previous year’s rates will apply. Proposer shall honor proposal prices for One-Hundred and Twenty Days (120 days) or for the stated contract period, whichever is longer.

14. LITIGATION WARRANTY. The bidding vendor, by bidding, warrants that the vendor is not currently involved in litigation or arbitration concerning the vendor’s performance concerning the same or similar service to be supplied pursuant to this RFP and that no judgments or awards have been made against bidding vendor on the basis of vendor’s performance in supplying the same or similar service, unless such fact is disclosed to the City in the responding proposal. Disclosure may not disqualify the bidding vendor. The City reserves the right to evaluate proposals on the basis of the facts surrounding such litigation or arbitration and to require the selected vendor to furnish the City with a surety bond executed by a surety company authorized to do business in the State of California and approved by the City of Santa Clarita in a sum equal to one hundred percent (100%) of the contract price conditional on the faithful performance by selected vendor of the contract in the event the contract is awarded to selected vendor, notwithstanding the litigation or arbitration.

15. BEST AND FINAL OFFER. The City may request Best and Final offers based upon improved understanding of the offers or changed Scope of Work. Based on the initial proposals, the pre-proposal meeting, and Best and Final offers, if requested, the panel will select the proposal which best fulfills the requirements and is the best value to the City. The City will negotiate with that seller to determine final pricing, and contract form. Because this proposal is negotiable, all pricing data will remain confidential until after award is made, and there will be no public opening and reading of Proposals. Overall responsiveness to the Request for Proposals is an important factor in the evaluation process.

16. CONTRACTOR'S LICENSE. If requested and in accordance with the provisions of California Public Contract Code Section 3300, the successful vendor shall submit proof of a Class A, C-10, or C-46 with proposal response. Failure to possess the specified license shall render the proposal as non-responsive and shall act as a bar to award the contract to any proposer not possessing said license at the time of award. As provided for in Section 22300 of the California Public Contract Code, the Contractor may substitute securities for monies withheld by the City to ensure performance under the contract.

17. FEDERAL PREVAILING WAGE. This is a federally funded project and the Davis Bacon Act will be enforced. The current General Decision of wage determinations issued by the United States

Department of Labor is set forth at the following website address: https://beta.sam.gov/. If there is a difference between the prevailing wage rate determined by the Department of Labor and the prevailing wage rate predetermined by the Director of Industrial Relations for similar classifications of labor, the Contractor and its Subcontractors shall pay not less than the higher prevailing wage rate.

The Agency will not accept lower State prevailing wage rates not specifically included in the Federal prevailing wage determinations. This includes "helper" (or other classifications based on hours of experience) or any other classification not appearing in the Federal prevailing wage determinations.

Where Federal prevailing wage determinations do not contain the State prevailing wage rate determination otherwise available for use by the Contractor and Subcontractors, the Contractor and Subcontractors shall pay not less than the Federal prevailing wage rate which most closely approximates the duties of the employee(s) in question. The prevailing wage rate for any classification not listed by the Department of Labor or the Director of Industrial Relations, but which may be required to execute the Contract, shall be in accord with specified rates for similar or comparable classifications or for those performing similar or comparable duties, within the Agency's determinations.

18. SUBCONTRACTORS. For all projects, the vendor must list any subcontractors/subconsultants that will be used, the work to be performed by them, and total number of hours or percentage of time they will spend on the project.

Each proposer must submit with their proposal the following:

The Full name of each subcontracting firm as required by Government Code, Sec. 4201, typed or legibly printed.

The address of each firm.

The telephone number at the place of business.

Work to be performed by each subcontracting firm.

Total approximate dollar amount of each subcontract.

Copies of subcontracts will be provided to the City Engineer upon their request.

19. TERMINATION. The City may terminate any purchase, service or contract with or without cause either verbally or in writing at any time without penalty.

20. DBE FEDERAL CLAUSE. Each Federally assisted contract signed by the City will include the following:

The City shall not discriminate on the basis of race, color, national origin, or sex in the award and performance of any DOT-assisted contract or in the administration of its DBE program or the requirements 49 CFR part 26. The City shall take all necessary and reasonable steps under 49 CFR part 26 to ensure nondiscrimination in the award and administration of DOT-assisted contracts. The City's DBE program, as required by 49 CFR part 26 and as approved by DOT, is incorporated by reference in this agreement. Implementation of this program is a legal obligation and failure to carry out its terms shall be treated as a violation of this agreement. Upon notification to the recipient of its failure to carry out its approved program, the Department may impose sanctions as provided for under 49 CFR part 26 and may, in appropriate cases, refer the matter for enforcement under 18 U.S.C. 1001 and/or the Program Fraud Civil Remedies Act of 1986 (31 U.S.C. 3801 et seq.).

Each contract signed with a consultant (and each subcontract the prime consultant signs with a subconsultant) must include the following assurance:

The consultant, sub recipient or subconsultant shall not discriminate on the basis of race, color, national origin, or sex in the performance of this contract. The consultant shall carry out applicable requirements of 49 CFR part 26 in the award and administration of DOT-assisted contracts. Failure by the consultant to carry out these requirements is a material breach of this contract, which may result in the termination of this contract or such other remedy as the recipient deems appropriate, which may include, but is not limited to:

(1) Withholding monthly progress payments;

(2) Assessing sanctions;

(3) Liquidated damages; and/or

(4) Disqualifying the consultant from future bidding as non-responsible.

21. PROMPT PROGRESS PAYMENT TO SUBCONTRACTORS/SUBCONSULTANTS. A prime consultant or subconsultant shall pay to any subconsultant, not later than thirty (30) days after receipt of each progress payment, unless otherwise agreed to in writing, the respective amounts allowed the consultant on account of the work performed by the subconsultants, to the extent of each subconsultant’s interest therein in accordance with the provision in Section 7108.5 of the California Business and Professions Code concerning prompt payment to subconsultants. In the event that there is a good faith dispute over all or any portion of the amount due on a progress payment from the prime consultant or subconsultant to a subconsultant, the prime consultant or subconsultant may withhold no more than 150 percent of the disputed amount. Any violation of this section shall constitute a cause for disciplinary action and shall subject the licensee to a penalty, payable to the subconsultant, of 2 percent of the amount due per month for every month that payment is not made.

In any action for the collection of funds wrongfully withheld, the prevailing party shall be entitled to his or her attorney’s fees and costs. The sanctions authorized under this section shall be separate from, and in addition to, all other remedies, either civil, administrative, or criminal. This provision applies to both DBE and non-DBE subconsultants.

22. BUY AMERICA

22.1. Furnish steel and iron materials to be incorporated into the work with certificates of compliance and certified mill test reports. Mill test reports must indicate where the steel and iron were melted and manufactured. Steel and iron materials must be produced in the U.S. except:

22.1.1.1. Foreign pig iron and processed, pelletized, and reduced iron ore may be used in the domestic production of the steel and iron materials [60 Fed Reg 15478 (03/24/1995)];

22.1.1.2. If the total combined cost of the materials does not exceed the greater of 0.1 percent of the total bid or $2,500, materials produced outside the U.S. may be used.

22.1.2. Production includes:

22.1.2.1. Processing steel and iron materials, including smelting or other processes that alter the physical form or shape (such as rolling, extruding, machining, bending, grinding, and drilling) or chemical composition;

22.1.2.2. Coating application, including epoxy coating, galvanizing, and painting, that protects or enhances the value of steel and iron materials

23. DISADVANTAGED BUSINESS ENTERPRISE (DBE) REQUIREMENTS. The City of Santa Clarita (City) has adopted a Disadvantaged Business Enterprise (DBE) Program, in conformance with Title 49 CFR Part 26, “Participation by Disadvantaged Business Enterprises in Department of Transportation (DOT) Financial Assistance Programs.”

This DOT-assisted contract is subject to these stipulated regulations and the City’s DBE program, which are incorporated in their entirety by this reference.

In the event of any conflicts or inconsistencies between the Federal Regulations and the City’s DBE Program with respect to DOT-assisted contracts, the Federal Regulations must prevail.

In conformance with the City’s DBE Policy and Program, the City has established a 5% DBE contract-specific goal on this project. Proposers are required to demonstrate DBE responsiveness towards meeting the DBE contract-specific goal on this project to be eligible for award.

24. DBE RFP SUBMISSION REQUIREMENTS. To be responsive, proposers must complete and submit the forms listed below with their bids or as otherwise specified in the RFP instructions:

• “DBE Participation Commitment Form”

• Letter of Intent and Affirmation (required for each DBE firm listed on the DBE Participation

Commitment Form)

• “Bidders List”

• “DBE Good Faith Effort Form” (required if DBE contract-specific goal not met)

24.1. “DBE PARTICIPATION COMMITMENT FORM” required at time of proposal submission.

Proposers will be required to either meet or exceed the contract goal by submitting a completed "DBE Participation Commitment" Form,” or by demonstrating adequate good faith efforts were undertaken towards meeting the DBE goal.

Failure to submit a completed and signed "Disadvantaged Business Enterprise (DBE) Participation Commitment Form” will deem the proposer non-responsive. Proposer must submit a completed "Disadvantaged Business Enterprise (DBE) Participation Commitment Form” even if zero DBEs are listed towards meeting the DBE contract goal.

24.2. “LETTER OF INTENT AND AFFIRMATION” required at time of proposal submission.

For each DBE proposed for this RFP, proposer must also submit a signed and dated “Letter of Intent and Affirmation”, from each DBE listed on the “DBE Participation Commitment

Form,” acknowledging that the DBE is participating in the contract for the specified dollar value and scope of work listed on the “DBE Participation Commitment Form.” The dollar amount and scopes in the Letter of Intent and Affirmation, and the dollar amount and scope reflected on the “DBE Participation Commitment Form” must match identically.

24.3. “BIDDERS LIST”

required at time of proposal submission or no later than 48 hours after the proposal due date.

The City is required to create and maintain a “Bidders List” of firms bidding or quoting on the City’s DOT-assisted contracts, for use in the City’s Overall DBE goal-setting process.

The proposer must submit a “Bidders List” which will include all firms, both DBE and non- DBE, that submitted proposals, quotes or bids to the proposer on this contract, whether or not they were actually selected for work.

24.4. “DBE GOOD FAITH EFFORT Form” required at time of proposal submission or within 48 hours of the City's proposal due date

The proposer must make good faith efforts to meet the DBE goal. Proposer can meet this requirement by actually meeting the DBE goal by documenting commitments for participation from DBE firms sufficient for this purpose. Alternatively, a proposer may submit a “Good Faith Effort Form”, demonstrating that it took all necessary and reasonable steps to achieve the DBE goal which, by their quantity, quality, and intensity, could reasonably be expected to obtain sufficient DBE participation, even if the proposer was not fully successful in obtaining the participation.

If a proposer submits a “DBE Participation Commitment Form” that does not list sufficient DBE participation to meet the established DBE contract goal, the proposer should submit the “DBE Good Faith Effort Form” and all applicable documentation at the time of proposal submission or within 48 hours of the City’s request, to demonstrate that an adequate Good Faith Effort was made to meet the established DBE contract goal.

If a proposer has met the DBE goal based on the participation of DBEs listed on the proposer’s “DBE Participation Commitment Form”, submission of the “DBE Good Faith Effort Form” is not mandatory but is strongly encouraged, as submission of Good Faith Efforts documentation can protect the proposer’s eligibility for award of the contract if the City determines that the proposer failed to meet the goal for various reasons, e.g., a DBE firm was not certified at bid submission or the proposer made a mathematical error.

24.5. Good Faith Effort Reconsideration

The City will notify in writing any proposer that it determines has not met the DBE contract goal and has not demonstrated an adequate Good Faith Effort. The notification will include the reasons for the determination. The proposer may request reconsideration within three business days of notification of non-responsiveness. The reconsideration process will be facilitated by the City's Reconsideration Official, who will act as an independent, impartial party and will not have been involved in the initial Good Faith Effort evaluation.

As part of the reconsideration process, the proposer will have the opportunity to provide mitigating evidence as to whether the proposer met the DBE contract goal or made an adequate GFE to do so as set forth in the solicitation.

After the reconsideration hearing, the proposer will receive the final determination within seven working days of the hearing date. The result of the reconsideration process is not administratively appealable to the Department of Transportation or the City's Board of Directors.

The City of Santa Clarita’s “Terms and Conditions” is found on a separate attachment in BidNet.

DOCUMENTS CHECKLIST

In addition to the items requested for the proposal the following documents are required to be completed and submitted by the proposer.

The following documents must be provided by ALL proposers:

Uploaded via BidNet (see Section C) Response File Cost File (include Cost File #1 and Cost File #2. Submit these documents separately from

Response File) Notice to Proposers Regarding Contractual Requirements Designation of Subcontractors/Subconsultants References Acknowledgement and Acceptance of Scope of Work City of Santa Clarita Disclosure Statement Government-Wide Debarment and Suspension (Nonprocurement) Equal Opportunity/Affirmative Action Statement Equal Opportunity Certification Buy America Proposal Bid Bond (Notarized) Race-Neutral DBE Participation Commitment Form Letter of Intent and Affirmation Certifications and Restrictions on Lobbying Security Forms for Check or Bond to Accompany Proposal All signed addendums (if any)

The following documents must be provided at time of bid or no later than 48 hours after proposal closing:

EEO Certs of subcontractors over $10,000 Bidders List DBE Good Faith Effort (if applicable)

The following documents must be provided by the AWARDEE ONLY (With Agreement) Delivered to City Hall, Attn: Danielle Watts Public Works Project Agreement Federal Clauses DBE Contract Provisions Insurance Required by Contract W-9 Form Labor and Materials Bond (Notarized) Performance Bond (Notarized) - required if project amount exceeds $200k Fringe Benefit Statement

SECTION B

Solicitation Information

SCOPE OF WORK

EVENT DATE

Solicitation advertisement April 9, 2025 Pre-Proposal Meeting April 15, 2025 Last day for questions April 24, 2025 Return of proposals May 8, 2025 Contract award June 24, 2025

*Dates are subject to change at the City’s discretion*

1. BACKGROUND

The Transit Maintenance Facility (TMF) was designed to be environmentally sensitive, using state-of-the-art energy efficient and sustainable building methods and materials. The TMF was also the first, but not the last, Leadership in Energy and Environment Design (LEED) certified building in the city and received a Gold rating by the United States Green Building Council (USGBC).

In 2006, the TMF became operational, with the capability of producing on-site electrical power due to the construction of a solar canopy and power inverter as part of the project. This original canopy also provided shade for 20 commuter buses. In 2010, the City of Santa Clarita (City) successfully applied for a federal grant to add additional photovoltaic (PV) canopies and power inverters to the TMF to complement the existing PV system as well as provide shade to a majority of the remaining bus fleet.

With both systems combined, the TMF generates enough electricity to offset up to 95 percent of the electric power consumed on-site.

PV Inverter Failure Towards the end of 2024, it was identified that the solar inverters for bus port #1 and #4 (as identified in Exhibits B and C) are no longer operational. The existing inverters were manufactured by:

PV Bus Port # 1 Manufacturer: Stronghold Engineering, Inc.

(acquired by Bold Renewables, LLC) Serial Number: PV2600BBAF1210100533 Year Installed: 2011

PV Bus Port #4 Manufacturer: Yaskawa Solectria Solar Serial #: PVI-100-480 Serial Number: 170130-01 Year Installed: 2016

To assess each inverter’s damage, City staff performed troubleshooting procedures to identify the malfunction. This initial inspection revealed several issues affecting each inverter’s functionality as described in this section.

Bus Port #1 was found to be offline on several occasions to which City staff then inspected the inverter and discovered two visibly damaged resisters resulting in no power (see Image 1). City staff contacted the manufacturer for technical support and were remotely assisted with additional troubleshooting.

Due to the damaged panel in Bus Port #1, the fuses were removed and each driver exhibited a disconnection from the system. After this disconnection was found, a multimeter was utilized to test the damaged drivers and exposed a damaged alternating current (AC) board and power supply.

Bus Port #4 was similarly assessed as it was also found offline. However, a fault code occurred on the display panel that read “DESAT ERROR” indicating an internal component sensing fault and failed control modules. The fault code prompted City staff to contact the manufacturer for technical support and additional troubleshooting. During this process, it was determined that the Distributed Maximum Generation Inverter (DMGI) 460 power part needs to be replaced (see Image 2).

Image 1 Image 2

2. OBJECTIVES

This project is federally-funded. The City of Clarita is requesting proposals from prospective contractors to perform repairs for the two failed inverters described in Section 1, “Background”, and also provide on-call solar inverter repair services on an as-needed basis for a one-year contract, amount not to exceed $150,000. The selected contractor will be required to confirm the City’s diagnosis of the two inoperable inverters, develop a workplan to make the needed repairs, provide all parts, and perform any and all labor required to repair and return inverters to service.

The selected contractor may also be asked to provide on-call services for a one-year term with up to two, one-year renewals thereafter. The purpose of the dual repair and on-call services contract is to ensure optimal performance, functionality, reliability, and efficiency of the TMF’s solar inverters through as-needed maintenance, troubleshooting, and repair services. The selected contractor will be responsible for furnishing all materials, equipment, tools, labor, and incidentals as required by the specifications of the project and the contract documents. The project will be taking place at the following job site:

City of Santa Clarita Transit Maintenance Facility

28250 Constellation Road Valencia, CA 91355

3. CONTRACTOR RESPONSIBILITIES

3.1. Contractor performing the inverter repair services must possess one of the following California Contractor’s License: Class A, C-10, or C-46. Contractor must be an experienced electrical and/or solar company.

3.2. Contractor must provide all components, labor, materials, parts, and permits required for this type of work. There shall be no advance payments for this procurement.

3.3. Contractor must inform themselves fully of the conditions relating to the repairs of the inverter units for this project and the employment of labor and materials thereon.

3.4. Contractor must provide a detailed work plan for the installation of any proposed technology or equipment, and a detailed timeline specifying delivery date and project milestones.

3.5. Contractor must be responsible for pulling any required permits and coordinating all necessary site inspections, paperwork, engineering, and fees. This includes contacting Southern California Edison (SCE) as needed.

3.6. Contractor must disconnect all power (solar array and grid) and observe all lock-out tag out requirements and any other OSHA safety, and/or most recent National Electrical Code, and/or local building code regulations by jurisdiction having authority.

3.7. Contractor must dismantle failed inverters through use of contractor supplied forklift or other equipment, if needed. Contractor must properly dispose of all removed material to an off-site California regulated refuse/recycling facility.

3.8. Contractor must order any necessary replacements parts, equipment, inverter units, or related materials at their sole expense and responsibility. As a convenience, contractor may ship the inverter-related equipment FOB to the City of Santa Clarita’s Transit Maintenance Facility, however, contractor must unload the freight shipment upon delivery and will be required to inspect, accept, and sign for the equipment upon delivery by Freight Company.

3.9. Contractor must manage the removal and installation of any failed inverter parts so as to not damage the existing solar canopy, arrays, and any other equipment connected to or in the vicinity of the work area. This includes testing each power line/connection to verify electric paths are correct prior to connecting the system and going to live-load status.

3.10. In addition to the manufacturer’s standard warranty for replacement parts, contractor shall provide a 1-year warranty for labor and workmanship. Contractor shall correct all defects that appear in the work within a period of one (1) year from the date of issuance of the written notice of completion by the City. The work furnished must be of first quality and the workmanship must be the best obtainable in the various trades. The work must be of safe, substantial and durable construction in all respects. Contractor hereby guarantees the work against defective materials or faulty workmanship and shall replace or repair any defective materials or equipment or faulty workmanship during the period of the guarantee at no cost to the City.

3.11. Contractor must coordinate with City staff to access inverter units for inspection and system shutdown if needed.

4. DELIVERABLES

A. Repair Failed Inverters

4.1. Contractor shall conduct a comprehensive system inspection for inverter #1 and #4 to identify specific faults and malfunctions. Provide a detailed analysis and diagnosis report for each of the two failed inverters from the inspection findings.

4.2. Recommend and advise on corrective actions and any and all repairs needed to restore full functionality to each inverter based on the given diagnosis.

4.3. Repair and/or replace defective inverter parts such as fuses, circuit boards, connectors, drivers, capacitators, wiring, or any other malfunctioned components.

4.4. All installation, commissioning, programming, and testing must be done in accordance with the manufacturer’s specifications and recommendations.

B. On-Call Solar Inverter Repair Services

4.5. In the event of inverter malfunctions or performance issues, contractor must provide on-call repair services including, but not limited to:

Perform system diagnostics to identify the root cause of inverter failures

Inspect connection points to ensure proper operation

Offer remote troubleshooting assistance when applicable

Utilize manufacturer-approved tools and equipment for fault analysis and troubleshooting

Repair and/or replace defective inverter parts such as fuses, circuit boards, connectors, drivers, capacitators, wiring, or any other malfunctioned components

Clean or replace inverter fans and air filters as necessary

Inspect for adequate airflow and ventilation to prevent overheating

Conduct post-repair testing to confirm inverter functionality

Full inspection report detailing inspection activity, any repairs completed, and results

Assessments, preventative maintenance, and tune-ups as-needed

4.6. All installation, commissioning, programming, and testing must be done in accordance with the manufacturer’s specifications and recommendations.

4.7. Contractor must respond to on-call requests within 48 hours of a reported issue.

4.8. Contractor must provide detailed service report for each on-call visit.

5. DUE DATES/SCHEDULES/TIMELINES

5.1. Contractor must perform work during regular business hours. Hours of operation are 7:00 am to 5:30 pm, Monday through Friday. The City will not allow work on any designated City holidays.

5.2. Contractor must employ means and methods as to not cause any interruption or interference with the work of any other City contractor, subcontractor, staff, or equipment.

6. CITY RESPONSIBILITIES

6.1. Provide an authorized representative (“project manager”) who will act as the primary point of contact with the Contractor for the duration of the project.

6.2. Provide a project oversight through high level guidance and necessary decision-making.

6.3. Provide contractor with appropriate access to inverter locations, existing equipment, and any work areas as required.

6.4. Facilitate required meetings, and ensure availability of necessary staff and required resources.

7. ATTACHMENTS

7.1. Exhibit A: Santa Clarita Transit Maintenance Facility Photovoltaic As-Builts

7.2. Exhibit B: Bus Port #1 Specifications

7.3. Exhibit C: Bus Port #4 Specifications

RESPONSE FORMAT AND SELECTION CRITERIA

City of Santa Clarita, California

1. RESPONSE FORMAT

The organization of the response and cost files is described in this section of the RFP. All potential vendors must follow this format.

1.1. Response File

A. Introduction: A general introduction and description of the proposal. The format of the introduction is at the discretion of the proposer.

B. Qualifications, Related Experience, and References: The proposer shall provide a brief summary of the following:

I. Profile of the company, including types of relevant services offered; the year founded; number of employees and location of offices.

II. Describe the firm’s experience in performing work of a similar nature as well as demonstrating a record of meeting schedules on similar projects.

III. Demonstrate competence in the services to be provided, strength and stability of the firm, and staffing capability.

IV. Provide a minimum of three references for the projects cited as related experience (see References form).

C. Personnel and Project Organization: Describe how the project will be organized and identify key personnel assigned. The proposer shall provide the following:

I. Describe the activities of the designated Project Manager and lead/support personnel. Provide a brief resume for each person named, including their qualifications, and applicable professional credentials.

II. List all sub-contractors proposed for this project and include their qualifications and specific responsibilities.

D. Work Plan and Scope of Work: Describe the work plan which addresses the scope of work and demonstrates an understanding of the needs and requirements. The proposer shall provide the following:

I. Describe the technical approach to providing the solar inverter repair services and the on-call services outlined in the scope of work. Include an explanation of the method of program management that will be used to internally manage and direct this project.

II. Outline sequentially the activities within the scope of work to be completed and specify who will perform them. Describe how schedules, timelines, and efficient communication with personnel will be achieved.

III. Identify methods that will be used to ensure quality control, which includes budget and schedule control, for the project.

IV. Demonstrate the ability to anticipate any special issues or problems that are likely to be encountered during the course of the project and propose solutions to address them.

V. Proposers are encouraged to propose enhancements or procedural innovations to the scope of work that do not materially deviate from the objectives or requirements of the project.

1.2. Cost File

A. Cost and Price: The Cost files will consist of the following:

I. Cost Proposal #1: Repair Services for Failed Inverters (see Section C – Forms)

• Section A: Inspection & Diagnosis for Inverter #1 and #4

• Section B: All Repairs for Inverter #1 and #4

• Section C: Extended Warranty Plans

• Section D: Miscellaneous Costs

II. Cost Proposal #2: On-Call Solar Inverter Repair Services (see Section C – Forms)

• On-Call Hourly Labor Rate

• Materials & Equipment

B. Warranty Plan – Proposer must provide three detailed extended warranty plans for the manufacturer’s standard warranty, a five-year extended warranty option, and a ten-year extended warranty option. The warranty plans must cover all parts and materials and include proposed coverage duration, exclusions, repair or replacement options, and process for making a claim.

C. Statement of Offer and Signature – The proposal shall be signed by an individual authorized to bind the consultant, shall contain a statement to the effect that the proposal is a firm offer for a 120-day period, and shall contain a statement that the proposed work will be performed at the “not-to-exceed” price. This will include all deliverables and meeting attendance as laid out in the scope of work.

D. The Cost File(s) must be submitted separately from the Response File.

2. SELECTION CRITERIA

The overall criteria are listed below. As proposals are considered by the City to be more equal in their technical merit, the evaluated cost or price becomes more important so that when technical proposals are evaluated as essentially equal, cost or price may be the deciding factor.

2.1. Scoring Criteria:

A. Qualifications, Related Experience, and References: Technical experience in performing work of a closely similar nature; experience working with public agencies; strength and stability of the firm and any subcontractors; assessment of client references.

B. Personnel and Project Organization: Logic of project organization; adequacy of labor commitment; key personnel’s level of involvement in performing related work cited in the scope of work.

C. Work Plan and Scope of Work: Depth of understanding the scope of work and requirements; overall quality of work plan; clarity and specificity of work plan;

reasonableness of proposed schedule, appropriateness of resource allocation among the tasks; utility of suggested technical or procedural innovations.

D. Cost and Price: Reasonableness of the total price; competitiveness with other offers received, adequacy of support of figures priced; competitiveness of warranty plans offered.

During the selection process, the evaluation panel may wish to interview proposers with scores above a natural break. Should an interview process take place, the results of the interview will carry greater weight in the selection process. The City reserves the right to make a selection solely on the basis of the proposals without further contact.

At the conclusion of the proposal evaluations, the evaluation committee will score the proposals to develop a competitive range. Offerors remaining within the competitive range may be asked to submit a Best and Final Offer (BAFO). In the BAFO request, the firms may be asked to provide additional information, confirm or clarify issues and submit a final cost/price offer. A deadline for submission will be stipulated.

SECTION C

Forms

COST PROPOSAL #1: REPAIR FAILED INVERTERS

Fill out this form completely and submit with the proposal response. In the event any mathematical discrepancies are found, please refer to Section B, Bid Instructions.

The AGENCY also reserves the right to add/delete the quantities to the existing bid items, or delete the entire bid item if they are found not required by the Agency during the course of the construction, or add new bid items or scope of work by Contract Change Order at any time during the project up to the last contract working day.

PROPOSER must hold pricing for one hundred twenty (120) days following the proposal closing date. In the event a final contract has not been awarded within this period, the City reserves the right to negotiate extensions to this period. The PROPOSER agrees to hold all unit prices in this Cost Proposal constant throughout the duration of the project up to the last contract working day.

Vendor Name: _________________________________________________________________

SECTION A – INSPECTION & DIAGNOSIS

ITEM

NO.

DESCRIPTION QTY UNIT UNIT PRICE TOTAL COST

1. Bus Port Inverter #1 Inspection and Diagnosis 1 LS $ $

2. Bus Port Inverter #4 Inspection and Diagnosis 1 LS $ $

3.

As-Needed Hourly Labor Rate for Additional Inspections

1 LS $ -

Section A Total Cost for Inverter #1 and #4 Inspections and Diagnosis $

SECTION B – REPAIRS (LABOR & MATERIALS)

NO.

DESCRIPTION QTY UNIT UNIT PRICE TOTAL COST

Bus Port Inverter #1

1. Labor and Repairs 1 LS $ $

2. Parts and Materials (Cost Plus 15%) 1 LS $ $

Bus Port Inverter #4

3. Labor and Repairs 1 LS $ $

4. Parts and Materials (Cost Plus 15%) 1 LS $ $

Additional Repairs

5.

As-Needed Hourly Labor Rate for Additional Repairs

1 LS $ -

Section B Total Cost for Inverter #1 and #4 Repairs $

Pricing for labor and materials must be based on the initial inverter inspection performed by the City as outlined in the Scope of Work, Section 1, “Background”. All parts, materials, and equipment costs may include up to a fifteen percent (15%) mark-up.

SECTION C – EXTENDED WARRANTY PLANS

NO.

DESCRIPTION QTY UNIT

UNIT

PRICE

TOTAL COST

1. Manufacturer Standard Warranty 1 LS $ $

Bus Port Inverter #1

2. 5-Year Extended Warranty Option 1 LS $ $

3. 10-Year Extended Warranty Option 1 LS $ $

Bus Port Inverter #4

4. 5-Year Extended Warranty Option 1 LS $ $

5. 10-Year Extended Warranty Option 1 LS $ $

SECTION D – MISCELLANEOUS COSTS

NO.

DESCRIPTION QTY UNIT

UNIT

PRICE

TOTAL COST

1.

All other costs of work not otherwise incorporated in bid items above (describe below):

1 LS $ $

2.

3.

Section D Total Cost for Miscellaneous Items $

TOTAL COST PROPOSAL AMOUNT IN WORDS: ________________________________________

COST PROPOSAL TOTALS

Section A – Inspection & Diagnosis for Inverter #1 and #4

Section B – All Repairs for Inverter #1 and #4 $

Section C – Extended Warranty Plans $

Section D – Miscellaneous Costs $

TOTAL COST PROPOSAL $

COST PROPOSAL #2: ON-CALL SOLAR INVERTER REPAIR SERVICES

Fill out this form completely and submit with the proposal response. In the event any mathematical discrepancies are found, please refer to Section B, Bid Instructions.

The AGENCY also reserves the right to add/delete the quantities to the existing bid items, or delete the entire bid item if they are found not required by the Agency during the course of the construction, or add new bid items or scope of work by Contract Change Order at any time during the project up to the last contract working day.

PROPOSER must hold pricing for one hundred twenty (120) days following the proposal closing date.