UD-26-348 Arc Flash Study RFP_Addendum 1.pdf

September 3, 2026

NOTICE TO BIDDERS

ADDENDUM NO. 1: Q & A

RFP UD-26-348

ARC FLASH STUDY OF ALL OFFSITE FACILITIES

This addendum changes and supersedes the language in the original RFQ. Please acknowledge receipt of this addendum by signing and submitting with your bid. Any bidder who fails to submit this addendum may be disqualified.

As of September 3, 2026:

The following sections shall be modified:

3. SUBMITTAL INSTRUCTIONS

3.1 RFP Timeline (times indicated are Pacific Time)

DEADLINES DATE TIME

Question Submittal Thursday, August 27, 2026 11:00 AM

Answers to be posted on Long Beach Buys under Bid invitation

Thursday, September 3, 2026 3:00 PM

Bid Due Thursday, September 17, 2026 11:00 AM

EXHIBIT A: SCOPE OF WORK

1.1.4. Arc Flash Hazard Analysis:

The analysis shall be in accordance with the latest applicable standards listed in

Section II (page 1) above.

The analysis shall determine and document the following values for each electrical system location analyzed:

1. Equipment Name.

2. Upstream/Origin Device.

3. Protected Device.

4. Voltage Shock Hazard.

5. Flash Hazard Protection Boundary.

6. Limited Approach Boundary.

7. Restricted Boundary.

8. Prohibited Boundary.

9. Incident Energy Level.

10. Required Personal Protective Equipment.

11. Type of Fire Rated Clothing.

12. Date Prepared.

13. Name and Address of Supplier.

The following are answers to questions submitted:

Question 1. City Licensing and Registration Requirements

For an engineering consulting firm headquartered outside of California and already registered as a vendor in Long Beach Buys, could LBPUD please clarify which City of Long Beach business licenses, registrations, or related documentation are required specifically at the time of proposal submission?

Answer 1. City of Long Beach business license is required prior to contract execution.

Question 2. California Secretary of State Registration

Attachment V indicates that an awarded consultant must be registered with the California Secretary of State prior to contract execution, while Exhibit D references including an “Active” status printout with the proposal. Could LBPUD please clarify whether this registration is required at the time of proposal submission or only prior to contract execution?

Answer 2. California Secretary of State registration is required prior to contract execution.

Question 3. Local Business Preference

Does any local business preference or other evaluation preference based on business location apply specifically to RFP UD‐26‐348?

Answer 3. No.

Question 4. Arc Flash Label Installation

Exhibit A requires the Consultant to produce the arc flash warning labels and the Final Study Report to confirm that the approved labels have been installed in the field. Could LBPUD please clarify who will be responsible for the physical installation of the arc flash labels at the facilities?

Answer 4. LBUD’s Electrical & Instrumentation (E&I) staff will be responsible for the physical installation of the approved arc‐flash warning labels at the facilities. Following installation, LBPUD will provide the Consultant with appropriate documentation, such as photographs or installation records, confirming that the labels have been installed. The Consultant shall incorporate this confirmation into the Final Study Report. No separate Consultant site visit is anticipated solely for label installation verification.

Question 5. Can we assume that the single‐lines shown in Appendix C and D are representative of the single‐lines for all the Wells and Lift Stations/Pump Stations?

Answer 5. Yes.

Question 6. Would we be able to get the as‐built single‐lines for the Facility Types labeled:

Reclaimed Water System and Miscellaneous?

Answer 6. The as‐built single‐line diagrams for the reclaimed water system and miscellaneous facilities are not available.

Question 7. Provide equipment and label quantities

RFP reference: Exhibit A, Sections 1.1 and 1.1.5, pages 28‐30; Appendix B

Please provide the estimated number of buses, switchboards, panels, MCCs and MCC buckets, transformers, disconnects, transfer switches, protective devices, and arc‐flash labels anticipated at each of the 68 facilities. If a complete inventory is not available, may proposers use stated quantity allowances or unit pricing for labels and equipment locations?

Answer 7. LBPUD does not currently have a complete inventory of the buses, switchboards, panels, MCCs/MCC buckets, transformers, disconnects, transfer switches, protective devices, or required arc‐flash labels at each of the 68 facilities.

As stated in Exhibit A, LBPUD will coordinate and perform the required data collection and will work with SCE to obtain available utility information. The Consultant shall identify the specific data and equipment attributes required for the study, review the information provided, and promptly identify any data gaps or additional information needed.

For proposal and budgeting purposes, proposers may establish reasonable quantity allowances and clearly state the assumptions used in developing their fee. Proposers shall also provide applicable unit pricing for additional equipment locations and arc‐flash labels if actual quantities exceed the stated allowances.

Final equipment and label quantities will be established through the data‐collection and study process. Any proposal assumptions or allowances are for pricing purposes only and shall not be construed as limiting the Consultant’s responsibility to perform a complete arc‐flash study for all applicable equipment within the 68 facilities included in the project scope.

Question 8. Clarify facilities with TBD electrical information

RFP reference: Appendix B ‐ Offsite Facilities List

Please provide the voltage, number of phases, and available electrical‐system information for S‐29, Parcel 9, Well 1017, and the MWD LB 3 Connection, which are currently identified as TBD.

RFP reference: Appendix B ‐ Offsite Facilities List

Answer 8. The requested information is not currently available. LBPUD will provide the necessary electrical‐system information during the data‐collection phase. If a facility is subsequently determined not to require an arc‐flash study, LBPUD may remove it from the study scope in coordination with the Consultant.

Question 9. Confirm available single‐line diagrams and existing models

RFP reference: Exhibit A, Sections 1.1.1 and 1.2, pages 28 and 31‐32; Appendix A

Please identify which facilities currently have approved or reasonably current single‐line diagrams and whether any existing SKM, ETAP, or other native study models will be provided.

Where drawings are unavailable or materially outdated, please clarify the expected basis for developing the required models and updated single‐line diagrams.

Answer 9. This is an initial arc‐flash study; current single‐line diagrams and native study models are not available. The Consultant shall develop the required models and single‐line diagrams using available field data, applicable codes and standards, and accepted industry practices.

During the course of the project, any additional data needs or gaps shall be promptly identified by the Consultant and notified to LBPUD.

Question 10. Confirm status and timing of SCE data

RFP reference: Exhibit A, Section 1.1.1, page 28; Appendix A

Please confirm whether SCE utility fault‐current, X/R ratio, transformer, service‐conductor, and point‐of‐service information will be available at Notice to Proceed. If SCE information is delayed, please clarify how the project schedule and consultant performance period will be adjusted.

Answer 10. LBPUD is currently coordinating with SCE to obtain the utility information required for the study. The Consultant shall proceed with available information and identify any activities dependent on SCE data. Any resulting schedule impacts will be evaluated by LBPUD, as appropriate.

Question 11. Clarify responsibility for supplemental field investigation

RFP reference: Exhibit A, Section 1.1.1, page 28; RFP Section 20, pages 19‐20

The RFP states that LBPUD staff will perform data collection and that consultant site visits are not anticipated. If the provided information is incomplete or cannot support a technically sound study for the purpose of putting together the model and connectivity, will LBPUD perform the additional field verification, or will consultant field investigation be authorized as optional/additional work?

Answer 11. LBPUD’s E&I staff will perform additional field verification, as needed, based on data gaps identified by the Consultant. The Consultant shall specify the information required to complete the model and establish system connectivity. Consultant field investigation is not anticipated unless separately authorized by LBPUD.

Question 12. Confirm whether single‐phase equipment is excluded

RFP reference: Exhibit A, Section 1.1, page 28

The scope refers to three‐phase distribution equipment. Please confirm whether single‐phase panels, equipment, and branch circuits are excluded from the study and labeling scope unless specifically identified by LBPUD.

Answer 12. Confirmed. Single‐phase panels, equipment, and branch circuits are not included in the current scope of work unless specifically identified by LBPUD for inclusion.

Question 13. Define required operating scenarios

RFP reference: Exhibit A, Section 1.1.2, page 28

Please identify the minimum operating scenarios to be evaluated at each facility, including normal utility operation, standby‐generator operation, automatic‐transfer‐switch configurations, alternate tie positions, and any maintenance or emergency configurations.

Answer 13. The applicable operating scenarios will vary by facility based on the existing electrical configuration. At a minimum, the Consultant shall evaluate normal utility operation and, where present, credible alternate source configurations such as standby‐generator operation, automatic transfer switch (ATS) configurations, and alternate tie arrangements. The Consultant shall identify the operating scenarios applicable to each facility based on the system configuration, available data, applicable codes and standards, and accepted industry practices.

Configurations that are not part of the facility’s intended or established operation are not required to be evaluated unless otherwise directed by LBPUD.

Question 14. Define the extent of the coordination review and TCC development

RFP reference: Exhibit A, Sections 1.1.3 and 1.1.6, pages 29‐30

Please clarify whether a complete protective‐device coordination study and time‐current curve set is required for every facility, or whether coordination review and TCC development may be limited to applicable devices, critical equipment, and devices affecting incident energy or identified deficiencies.

Answer 14. A complete Time‐Current Curve (TCC) set for every facility is not required. The Consultant shall evaluate protective‐device coordination as necessary to support the arc‐flash analysis and mitigation recommendations, identify settings affecting incident energy, and develop TCCs where needed to support the evaluation and recommended settings.

Question 15. Clarify automatic‐transfer‐switch and standby‐source scope

RFP reference: Exhibit A, Section 1.1, page 28

The scope states that the autotransfer switch shall be included. Please confirm whether all automatic transfer switches, generators, and other standby power sources at each facility are to be modeled and evaluated.

Answer 15. Yes. Where present, automatic transfer switches, generators, and other standby power sources shall be included in the model and evaluated for applicable operating configurations that may affect fault current, coordination, or arc‐flash incident energy.

Question 16. Clarify label delivery and installation responsibility

RFP reference: Exhibit A, Section 1.1.5, pages 29‐30; RFP Section 20, pages 19‐20

Please confirm whether the consultant is responsible only for producing and delivering the heavy‐duty vinyl labels, or also for installing them at all facilities. If installation is required, please provide the anticipated access, escort, shutdown, safety, and prevailing‐wage requirements.

Answer 16. Please refer to Answer 4 of this Addendum for information.

Question 17. Clarify implementation of protective‐device setting changes

RFP reference: Exhibit A, Sections 1.1.7 and 1.1.8, page 31

Please clarify whether LBPUD will implement approved protective‐device setting changes and equipment modifications, or whether the consultant is expected to perform or supervise the field implementation.

Answer 17. LBPUD will implement approved protective‐device setting changes and equipment modifications. The Consultant shall provide the necessary recommendations and documentation to support implementation. Field implementation or supervision by the Consultant is not anticipated unless separately authorized by LBPUD.

Question 18. Clarify final certification of installed labels and settings

RFP reference: Exhibit A, Section 1.1.8, page 31; RFP Section 20, pages 19‐20

The final report must certify that approved settings and arc‐flash labels have been installed, while site visits are not anticipated. Please clarify the documentation or field‐verification process that LBPUD expects the responsible engineer to use before providing this certification.

Answer 18. Please refer to Answer 4 of this Addendum for information.

Question 19. Clarify the prohibited approach boundary requirement

RFP reference: Exhibit A, Section 1.1.4, page 29; Section 1.5, page 32

The required arc‐flash output includes a Prohibited Boundary, although this terminology is not included in current NFPA 70E approach‐boundary requirements. Please confirm whether this value should be omitted, replaced, or retained using a specified legacy methodology.

Answer 19. The Prohibited Boundary listed under the Arc Flash Hazard Analysis requirements will be omitted. The Consultant shall use the terminology and approach boundaries established by the latest applicable NFPA 70E requirements, including the Arc Flash Boundary (previously known as “Flash Hazard Protection Boundary” in older arc‐flash terminology), Limited Approach Boundary, and Restricted Approach Boundary. No legacy Prohibited Boundary calculation or reporting is required.

Question 20. Confirm preferred study software and version

RFP reference: Exhibit A, Sections 1.1.2 and 1.1.8, pages 28 and 31

Please confirm whether LBPUD has a preferred software platform and version for the native study models. If ETAP is proposed, please identify any required version or compatibility requirement.

Answer 20. No specific software version is prescribed. The Consultant may use SKM Power*Tools for Windows (PTW), ETAP, or an LBPUD‐approved equivalent in accordance with the Scope of Work and shall identify the proposed software and version. Any proposed equivalent software is subject to LBPUD approval.

Question 21. Define native single‐line deliverable requirements

RFP reference: Exhibit A, Sections 1.1.6, 1.1.8, and 1.2, pages 30‐32

Please confirm the required native format for updated single‐line diagrams, such as AutoCAD DWG, ETAP one‐line, or another format, and provide any required LBPUD CAD standards, title blocks, layer conventions, naming conventions, or drawing templates.

Answer 21. Updated single‐line diagrams shall be provided in PDF and AutoCAD DWG formats, along with the native, editable study model in the software used for the analysis. When needed, the Consultant shall coordinate with LBPUD regarding applicable CAD standards, title blocks, naming conventions, and drawing templates during project execution.

Question 22. Confirm report organization and phased deliverables

RFP reference: Exhibit A, Sections 1.1.6 and 1.1.8, pages 30‐31

Please clarify whether LBPUD expects one consolidated study report covering all 68 facilities, separate reports for each facility, or grouped reports by facility type. May draft and final deliverables be submitted in rolling facility batches?

Answer 22. LBPUD prefers a consolidated final study report covering all 68 facilities, with facility‐specific results clearly organized for ease of reference. Draft submittals may be provided in coordinated facility batches. The Consultant may propose an alternate report organization if it improves usability and efficiency, subject to LBPUD approval.

Question 23. Clarify the one‐year performance period

RFP reference: Exhibit A, Sections 1.4 and 3, page 32

Please confirm whether the one‐year completion period begins on the date of award or the Notice to Proceed. Please also clarify whether delays associated with LBPUD data collection, SCE information, LBPUD review, or field implementation will extend the performance period.

Answer 23. The one‐year performance period begins upon issuance of the Notice to Proceed.

Any schedule impacts associated with LBPUD data collection, SCE information, LBPUD review, or field implementation will be evaluated by LBPUD, as appropriate. Any extension of the performance period is subject to LBPUD approval.

Question 24. Clarify Optional Task B pricing

RFP reference: Exhibit A, Task B, page 32; Attachment VI, page 64

Please confirm whether Optional Task B must equal exactly 25% of the combined fee for Tasks 1 through 8, or whether the 25% should be calculated and shown by individual labor category and task. Please also confirm whether Task B is excluded from the base contract total unless separately authorized.

Answer 24. Either calculation method is acceptable, provided the same cost components are used and the total fee for Optional Task B equals 25% of the combined fee for Tasks 1 through

8. Optional Task B shall be included in the total proposed project cost in accordance with Attachment VI – Sample Fee Schedule and will be performed only upon LBPUD authorization.

Question 25. Clarify compensation for unanticipated site visits

RFP reference: RFP Section 4.K, pages 11‐12; RFP Section 20, pages 19‐20

If LBPUD later determines that consultant site visits are necessary, please confirm whether labor and travel time will be authorized under Task B or a separate amendment. Please also clarify how travel‐related costs should be priced because mileage is identified as non‐reimbursable.

Answer 25. Any Consultant site visits requested by LBPUD may be authorized under Optional Task B, subject to prior written approval and available budget. Mileage is non‐reimbursable and shall not be separately billed; proposers should account for such travel‐related costs within their proposed pricing.

Question 26. Confirm prevailing‐wage and DIR applicability

RFP reference: RFP Sections 29.14 through 29.16, pages 24‐27

Please confirm whether the professional engineering study services are expected to be treated as public work subject to prevailing‐wage and DIR requirements. If label installation or field implementation is included, please identify the applicable labor classifications and reporting requirements.

Answer 26. This solicitation is for professional engineering study services. Arc‐flash label installation and field implementation will be performed by LBPUD staff and are not included in the Consultant’s base scope. Therefore, no labor classifications are specified for these activities.

Any separately authorized work determined to be subject to prevailing‐wage or DIR requirements shall comply with applicable requirements.

Question 27. Would you please provide clarification as to who will be installing the labels provided for the Arc Flash Study of All Offsite Facilities RFP?

Answer 27. Please refer to Answer 4 of this Addendum for information.

Question 28. Task Hours / Equipment Information

Please provide any available equipment quantities, asset lists, single‐line diagrams that proposers should use to estimate personnel hours for Tasks 1–8.

Answer 28. Please refer to Answer 9 of this Addendum for information.

Additionally, proposers shall base their level‐of‐effort estimates on the information provided in the Exhibit A ‐ Scope of Work, reasonable assumptions, and their professional experience with comparable facilities. Any material assumptions affecting staffing or fees shall be clearly stated in the proposal for LBPUD’s evaluation.

Question 29. Anticipated Contract Value

If available, please advise the anticipated contract value, budget range, or estimated not‐to‐ exceed amount for this project.

Answer 29. Please refer to Answer 28 of this Addendum for information.

Question 30. Label Installation / Setting Changes

Please confirm whether the Consultant is responsible for physically installing the arc‐flash labels and implementing approved protective‐device setting changes, or whether these activities will be performed by LBPUD.

Answer 30. Please refer to Answer 4 and Answer 17 of this Addendum for information.

Question 31. Site Visits / Work Hours

If Consultant site visits are required, please advise the anticipated number of visits or mobilizations, normal work hours, outage requirements, and whether night or weekend work should be anticipated.

Answer 31. Consultant site visits are not anticipated under the base scope. If subsequently authorized by LBPUD, the number of visits, facility location, site access, work hours, outage needs, and any after‐hours requirements will be coordinated based on the specific facility and scope of work.

Question 32. Facility Locations

If Consultant site visits are required, please provide the address or location of each facility listed in Appendix B to support travel and mobilization planning.

Answer 32. Please refer to Answer 31 of this Addendum for information.

Question 33. Other Direct Costs

Please clarify what expenses may be included under Other Direct Costs in Attachment VI, particularly label materials/printing and, if site visits are required, airfare, lodging, meals, rental vehicle, and shipping.

Answer 33. Other Direct Costs may include reasonable, project‐specific expenses not normally covered by the Consultant’s overhead, such as printing/reproduction, postage/shipping, arc‐ flash label materials, approved outside services, and other items authorized by LBPUD. No markup shall be applied to non‐labor expenses or subconsultant costs.

Please refer to Answer 11 and Answer 25 of this Addendum for information regarding site visits and traveling.

Question 34. Clarification regarding the total number of facilities included in the scope of work.

Based on our review of Appendix B – Offsite Facilities List, we understand that the project includes 68 offsite facilities. Could you please confirm whether all 68 facilities listed in Appendix B are to be included in the Arc Flash Study and should be used as the basis for developing our level of effort, schedule, and fee proposal?

Answer 34. Yes. All 68 facilities listed in Appendix B should be included as the basis for the proposal. The final study scope may be refined during data collection if LBPUD determines that a listed facility does not require arc‐flash evaluation.

Question 35. Does the consultant need to fill out the fee schedule for each site individually, or is an overall fee schedule acceptable?

Answer 35. A separate fee schedule for each facility is not required. Proposers may submit an overall fee schedule for the 68 facilities in accordance with Attachment VI – Sample Fee Schedule. Any key assumptions used in developing the level of effort and fee should be clearly identified.

Question 36. Does the consultant need to hire a C10 licensed contractor to go to the field for labeling and any other field investigation/service, or will LBUD provide that service?

Answer 36. Please refer to Answer 11 of this Addendum for information.

Question 37. The final study report (Item 1.1.8 on page 31) states that the report submitted should “certify that all approved settings and arc flash labels have been installed in the field.”

Will the consultant providing the arc flash study be required to go to the field to these 68 sites to document every single label installed, or can this confirmation be provided to the consultant by LBPUD maintenance staff and/or the electricians that install these labels?

Answer 37. Please refer to Answer 4 of this Addendum for information.

Question 38. The Labeling (Item 1.1.6 on page 39) states “produce arc flash labels”. Is the engineering consultant to procure a printing service and provide the physical labels as part of scope of service for this contract? And also, is part of this contract scope to physically install these labels?

Answer 38. Please refer to Answer 4 of this Addendum for information.

Question 39. Will existing one‐line diagrams for each facility be provided as part of the RFP or to the award proposer?

Answer 39. Please refer to Answer 9 of this Addendum for information.

Question 40. If no one line diagrams will not be provided during RFP process, please provide the quantity and size in amps of the buses (contained in switchboards, panelboards, load centers, and motor control centers) to be modeled for each facility. Providing the voltage and phase for each facility is not enough to scope the effort.

Answer 40. Please refer to Answer 7 and Answer 29 of this Addendum for information.

Question 41. UD‐26‐348 page 19 states that site visits are not anticipated to be part of the scope of work. Please confirm that the City will provide and accept all liability associated with the input data used to create the model and, consequently, the resulting incident energy numbers. Alternatively, please confirm that on‐site data collection will be mandated as part of this project.

Answer 41. Please refer to Answer 11 of this Addendum for information.

Question 42. Appendix B: Can the City provide a list of all addresses to be included in this scope?

Answer 42. Please refer to Answer 31 of this Addendum for information.

Question 43. Will the consultant be performing the Arc Flash “Label Application” on site, or if LBPUD will be installing labels?

Answer 43. Please refer to Answer 4 of this Addendum for information.

Question 44. Will LBPUD provide a qualified electrician to assist with data collection?

Answer 44. Please refer to Answer 11 of this Addendum for information.

Question 45. On Page 32 this is listed (The Arc Flash Study for all facilities listed above is an initial study, and the Consultant shall complete services included in the Contract within a 1‐year duration of the study.)

Can you provide clarification on the 1‐year duration requirement. As written, it is unclear whether the one‐year period begins:

From the contract award date

From issuance of the Purchase Order (PO)

From Notice to Proceed (NTP)

From execution/signing of the contract

Answer 45. Please refer to Answer 23 of this Addendum for information.

Question 46. Do we need to provide proof of insurance or provide bid bond for submission?

Answer 46. Proof of insurance is required prior to contract execution. Bid bond is not required.

Question 47. Appendices A and B identify the facilities requiring Arc Flash Studies. To ensure all proposers are bidding on the same scope and to allow for an accurate comparison of proposals, can the district provide the following information?

A. An Existing one‐line diagrams and/or electrical drawings for each facility?

B. And a count of the equipment to be included in the study at each site, including but not limited to:

1. Switchgear

2. Switchboards

3. Panelboards

4. Disconnect switches

5. Transformers

6. Generators

7. Automatic Transfer Switches (ATS)

8. Motor Control Centers (MCCs), if applicable

C. If equipment counts are unavailable, can the District provide any existing inventory or system documentation to assist bidders in accurately estimating the required effort?

Answer 47.

A. Please refer to Answer 9 of this Addendum for information.

B. Please refer to Answer 7 of this Addendum for information.

C. Please refer to Answer 7 of this Addendum for information.

Question 48. In appendix C and D, it summarizes Appendix B—and the list of facilities you would like the scope of work to fall under—it mentioned 68 different facilities.

Do you want those additional 68 facilities quoted or do you want only certain ones quoted?

Can you provide the locations of those 68 additional facilities?

Answer 48. Please refer to Answer 31 and Answer 34 of this Addendum for information.

Question 49. Will there be an extension granted for this bid? The Q&A Answers are not to be released until Thursday September 3rd and that is right before Labor Day Weekend when most businesses are closed on Friday and Monday. This will only give businesses 2 full working day to get the bid completed.

Answer 49. The bid due date will be extended to Thursday, September 17, 2026, at 11:00 AM

PST.

PREPARED BY:

Esme Houtepen, Utilities Procurement Representative

ACKNOWLEDGED BY:

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