Well_Field_Electrical_Equipment_-_City_of_Gallup.pdf

INVITATION TO BID

ITB-2605

WELL FIELD ELECTRICAL EQUIPMENT - CITY OF GALLUP

City of Gallup

110 W Aztec Ave.

Gallup, NM 87305

RELEASE DATE: October 17, 2025

DEADLINE FOR QUESTIONS: October 28, 2025

RESPONSE DEADLINE: November 4, 2025, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

City of Gallup

INVITATION TO BID

Well Field Electrical Equipment - City of Gallup

I. INTRODUCTION

II. ADVERTISEMENT FOR BIDS

III. GENERAL CONDITIONS

IV. SUPPLEMENTAL TERMS AND CONDITIONS

V. ADDITIONAL TERMS AND CONDITIONS

VI. SPECIAL TERMS AND CONDITIONS

VII. SCOPE OF WORK

VIII. TECHNICAL SPECIFICATIONS

IX. PRICING PROPOSAL

X. VENDOR QUESTIONNAIRE

Attachments:

A - [A] Gallup_Sample_Contract

B - 23009-Yah-Ta-Hey Well Field_Electrical Equipment Drawings

Invitation To Bid #ITB-2605 Title: Well Field Electrical Equipment - City of Gallup

1. INTRODUCTION

1.1. Summary

The City of Gallup, New Mexico is seeking competitive bid proposals for Well Field Electrical Equipment.

The equipment consists of seven (7) motor control centers; seven (7) utility transformers; and seven (7) step-up transformers. Electrical equipment will be utilized to power and control City of Gallup deep potable water wells with submersible pumps.

1.2. Contact Information

Project Contact:

Jan Boone

Superintendent

P.O. Box 1270

Gallup, NM 87305

Email: jboone@gallupnm.gov

Phone: (505) 726-6127

Procurement Contact:

Frances Rodriguez

Purchasing Director

P.O. Box 1270

110 W. Aztec Avenue

Gallup, NM 87305

Email: frodriguez@gallupnm.gov

Phone: (505) 863-1334

Department:

Water Department

Department Head:

Jan Boone

Acting Director of Water & Wastewater

1.3. Timeline

Release Project Date October 17, 2025

Question Submission Deadline October 28, 2025, 5:00pm

Question Response Deadline October 30, 2025, 5:00pm mailto:jboone@gallupnm.gov tel:(505)726-6127 mailto:frodriguez@gallupnm.gov tel:(505)863-1334

Proposal Submission Deadline November 4, 2025, 2:00pm

Join Zoom Meeting https://us06web.zoom.us/j/82316624855?pwd=FD ji0Rb9hE1a1P3CAFRhPO11N3uOAF.1

Meeting ID: 823 1662 4855

Passcode: 793366

One tap mobile

+12532158782,,82316624855#,,,,*793366# US

(Tacoma)

+13462487799,,82316624855#,,,,*793366# US

(Houston)

Join instructions https://us06web.zoom.us/meetings/82316624855

/invitations?signature=ZcDwSo8lBPxqBp1cSKdTQF

MgqEnt-9RDJUaUUB7ESaw

Contractor Selection Date: Approximately 2 weeks after Council Approval https://us06web.zoom.us/j/82316624855?pwd=FDji0Rb9hE1a1P3CAFRhPO11N3uOAF.1 https://us06web.zoom.us/j/82316624855?pwd=FDji0Rb9hE1a1P3CAFRhPO11N3uOAF.1 https://us06web.zoom.us/meetings/82316624855/invitations?signature=ZcDwSo8lBPxqBp1cSKdTQFMgqEnt-9RDJUaUUB7ESaw https://us06web.zoom.us/meetings/82316624855/invitations?signature=ZcDwSo8lBPxqBp1cSKdTQFMgqEnt-9RDJUaUUB7ESaw https://us06web.zoom.us/meetings/82316624855/invitations?signature=ZcDwSo8lBPxqBp1cSKdTQFMgqEnt-9RDJUaUUB7ESaw

2. ADVERTISEMENT FOR BIDS

CITY OF GALLUP, NEW MEXICO

Well Field Electrical Equipment - City of Gallup

Invitation to Bid No. ITB-2605

2.1. Notice

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

Electrical Equipment - City of Gallupuntil the hour of 2:00 pm., local time, on Tuesday, November 4, 2025at the office of the Procurement Manager at City Hall, via the City's eProcurement Portal. Bids will be opened, read and tabulated at that time. No bids will be received or considered if received after the time stated above.

Specifications and Bidding Documents may be examined at the office of the Purchasing Director located at 110 West Aztec, Gallup, NM 87301, phone number (505) 863-1334. Additional information regarding this bid may also be viewed at https://procurement.opengov.com/portal/gallupnm/projects/202513.

By: Louis Bonaguidi, Mayor

Classified Legal Column:

Gallup Sun Publishing Date: Friday-October 17, 2025 Albuquerque Journal Publishing Date: Sunday-

October 19, 2025 https://procurement.opengov.com/portal/gallupnm/projects/202513

3. GENERAL CONDITIONS

Information for Bidders

3.1. SUBMISSION OF BIDS

All bids must be submitted ELECTRONICALLY via OpenGov at https://procurement.opengov.com/portal/gallupnm/projects/202513 prior to 2:00 pm Tuesday, November 4, 2025. The system will not accept bids submitted after the due date and time. Bid proposals must be submitted using the bid document forms furnished by the City of Gallup. Bids will be opened electronically in the Purchasing Department via virtual means.

3.2. BID OPENING DATE AND TIME

Bids shall be received until Tuesday, November 4, 2025 at2:00 pm. local time. https://procurement.opengov.com/portal/gallupnm/projects/202513. A virtual bid opening will be held for ALL interested parties in include members of the public. Bid Opening information may be retrieved on the OpenGov website at https://procurement.opengov.com/portal/gallupnm/projects/202513.

3.3. SPECIFICATIONS

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

3.4. MINOR DEVIATIONS OR IRREGULARITIES

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

3.5. EQUIVALENTS

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

3.6. WARRANTY

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

https://procurement.opengov.com/portal/gallupnm/projects/202513

3.7. BRAND NAMES

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

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

3.8. NEW EQUIPMENT

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

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

3.9. FORMS COMPLETION

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

3.10. STANDARD OF QUALITY

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

3.11. COMPETENCY OF BIDDER

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

3.12. DELIVERY

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

3.13. NON-CONFORMING MATERIAL

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

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

3.14. SUBSTITUTIONS

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

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

3.15. BILLING

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

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

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

3.16. PAYMENT OR ACCEPTANCE NOT CONCLUSIVE

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

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

3.17. BUSINESS LICENSE

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

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

3.18. F.O.B POINT

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

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

3.19. PRICE TERMS

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

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

3.20. CANCELLATION

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

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

3.21. LOCAL AND NEW MEXICO RESIDENT PREFERENCE

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

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

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

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

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

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

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

3.22. NOTICE TO BIDDERS

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

Mexico contractors.

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

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

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

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

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

E. Certificates must be provided with each and every bid and proposal submission individually, even if the Certificate was previously provided to State Purchasing Division with a prior http://sterlingcodifiers.com/codebook/index.php?book_id=635&chapter_id=44330 procurement. Certificates missing from procurement submissions will not benefit from the preference.

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

0926, 505-827-0949, 505- 827-0948 or Web link to:

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

3.23. PROCUREMENT CODE

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

3.24. AMENDMENTS

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

Office.

3.25. CONTACT INFORMATION

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

Questions must be submitted before 5:00 pm on Tuesday, October 28, 2025.

3.26. PROTESTS

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

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

Offerors.

3.27. TOTAL ALL OR NONE

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

3.28. AWARD OF CONTRACT

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

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

• Bids containing any irregularities.

• Unbalanced value of any items.

• Reason for believing collusion exists among the bidders.

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

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

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

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

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

3.29. MULTI-AWARD

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

3.30. PROCUREMENT CODE VIOLATIONS

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

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

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

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

INTEREST OF THE CITY.

4. SUPPLEMENTAL TERMS AND CONDITIONS

4.1. ELECTRONIC COMMUNICATIONS

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

General Conditions.

4.2. UNIT PRICES

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

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

4.3. TAXES

All bid prices shall be quoted EXCLUSIVE of taxes.

4.4. QUANTITIES

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

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

4.5. ESCALATION CLAUSE

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

Clause in Section 5 of this bid.

4.6. EXISTING AGREEMENT

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

4.7. ACKNOWLEDGEMENT OF RECIEPT

The Acknowledgment of Receipt should be signed and returned to the Purchasing Office as soon as possible but no later than 5:00 pm local time onTuesday, October 28, 2025. Only potential bidders who elect to return this form completed with the indicated intention of submitting a bid will receive copies of all written questions and the City’s written responses to those questions as well as copies of

Amendments, if any are issued.

4.8. BID DOCUMENTS

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

OpenGov https://procurement.opengov.com/portal/gallupnm/projects/202513, by calling (505) 863-

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

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

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

5. ADDITIONAL TERMS AND CONDITIONS

5.1. GENERAL

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

5.2. DEBARRED OR SUSPENDED CONTRACTORS

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

5.3. ASSIGNMENT

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

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

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

5.4. DISCOUNTS

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

5.5. INSPECTION

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

5.6. INSPECTION OF PLANT

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

5.7. LIABILITY

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

5.8. Tax

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

5.9. DEFAULT

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

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

5.10. NON-COLLUSION

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

City of Gallup Procurement Administrator.

5.11. NON-DISCRIMINATION

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

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

336).

5.12. METHOD OF AWARD

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

Gallup.

5.13. RIGHT TO DISCONTINUE PROCUREMENT

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

5.14. F.O.B POINT

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

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

5.15. LATE BIDS

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

6. SPECIAL TERMS AND CONDITIONS

6.1. LAWS / CODES / STANDARDS / REGULATIONS

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

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

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

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

6.2. INDEPENDENT CONTRACTOR

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

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

6.3. INDEMNITY

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

6.4. TERMINATION OF CONTRACT

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

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

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

6.5. APPROPRIATIONS

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

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

6.6. GOVERNING LAW

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

7. SCOPE OF WORK

7.1. Scope of Work

The City of Gallup, New Mexico shall receive competitive bids for Well Field Electrical Equipment. The

Equipment consists of seven (7) Motor Control Centers, Seven (7) Utility Transformers, and seven (7)

Step-Up Transformers. The electrical equipment shall be used to power and control City of Gallup deep potable water wells with submersible pumps.

Description of Bid Items:

A. This item is motor control centers (MCC) with 200-HP 480V variable speed drives (VFD). The

MCCs shall consist of a 400A service entrance with disconnect, a surge protection device, 480V –

120/208V step-down transformer, 120/208V service panel, vertical bus, NEMA 1 electrical encloser, fuses, breakers, and appurtenances as detailed and specified. The VFDs shall be supplied as detailed and specified in a NEMA 12 enclosure. Payment shall be made at the Unit

Price per Each MCC and VFD supplied and delivered to the City of Gallup Warehouse.

B. This item is for pad mount 13,200/7620V – 277/480V utility transformers. This is strictly for the transformer and does not include the transformer pad. The utility transformers shall be supplied as detailed and specified. Payment shall be made at the Unit Price per Each Utility

Transformer supplied and delivered to the City of Gallup Warehouse.

C. This item is for pad mount 480V – 2400V step-Up transformers. This is strictly for the transformer and does not include the transformer pad. The step-up transformers shall be supplied as detailed and specified. Payment shall be made at the Unit Price per Each Step-up

Transformer supplied and delivered to the City of Gallup Warehouse.

8. TECHNICAL SPECIFICATIONS

8.1. Section 16010 - Basic Electrical Requirements

PART 1 -- GENERAL

1.01 SUMMARY

A. Section Includes: Electrical general provisions as indicated, specified and required for constructing a complete, ready for use electrical system as described in these Contract

Documents.

B. The project primarily consists of installing a utility transformer, 480V, 3Æ service entrance rated

MCC with an integrated low voltage transformer and panelboard, a stand-alone well pump VFD controller, as well as a step-up transformer, installing a new grounding electrode system, and installing a new RTU. Additional scope of work is as indicated on the Drawings and within these specifications.

C. Labor, materials, apparatus, and appliances essential to the complete functioning of systems described and indicated on the electrical and instrumentation plans and in the specifications, or which may be reasonably implied as essential, whether mentioned in the Contract Documents or not, shall be furnished and installed by the Electrical Contractor. In case of doubt as to the work intended, or in the event of need for explanation thereof, the Contractor shall refer to the

Engineer for supplemental instructions.

D. All items not specifically mentioned in these Specifications or noted on the Drawings, or on shop drawings, but which are necessary to make a complete and satisfactory, working electrical/instrumentation installation, shall be deemed to be included herein.

E. All electrical equipment shall be capable of operating successfully at full-rated load, without failure, at an ambient air temperature of 0°C to 50°C, and specifically rated for an altitude of

6,650 feet above sea level. Where these criteria cannot be met, ancillary equipment and/or special derating factors as approved by the Engineer shall be utilized.

F. The Contractor shall perform all necessary saw cutting, core drilling, excavating, removal, shoring, backfilling, etc as required for the proper installation of conduits whether inside or outside of the building(s) and structure(s).

1.02 SUBMITTALS

A. Submit documentation for review as described in individual Specification Sections for products requiring submission.

B. Submit Division 16 in one submittal, or at a maximum, the following may be submitted as a separate submittal for this project.

1. Commodities (Sections 16010-16195) and Grounding (Section 16450)

2. All other sections

C. Documentation must be arranged in numerical sequence corresponding with each Specification

Section and article of each Section. Soft copies shall be in “pdf” format with “character recognition” and shall include the following as a minimum:

1. A cover page to identify the Contractor’s name, name of the project, date and description, i.e. “Electrical – Commodities”.

2. An index corresponding to each specification section with all addendum updates included.

3. A copy of each specification section shall be included in the submittal package. Each paragraph or bulleted item shall be check marked to signify compliance with each item and the information is included in the submittal package. If full compliance is not met for any reason, the non-compliance item shall be underlined and reference to a detailed written explanation of the deviation or non-compliance shall be provided for consideration.

4. Bookmarks within each section for each major component within.

5. Complete manufacturer name and model number of each item. Listing items “as specified” without both make and model or type designation is not acceptable.

6. Descriptive Data: complete description, information, and performance data covering materials and equipment that are being proposed. Each component shall be clearly identified on each sheet. Refer to individual specification sections for additional submittal requirements.

D. Important Notice:

1. If Contractor's submittal departs from the Contract Documents, the Contractor shall make specific mention thereof on the submittal, otherwise review of such submittal by the

Engineer shall not constitute review of such departure(s).

2. The Engineer’s submittal review is for the sole purpose of verifying general conformance with design intent and general compliance with Contract Documents. Approval of a submittal by the Engineer does not relieve the contractor of responsibility for correcting errors which may exist in the submittal or from meeting requirements of Contract

Documents.

3. After material or equipment has been submitted and approved, no substitutions will be allowed, unless required per Contract Documents. Any equipment installed that is different than the approved shop drawings and submittals will be removed and replaced at the

Contractor’s expense.

4. The Contractor may be charged for costs incurred by the Engineer for third and subsequent submittal reviews. Cost for Engineer’s review time shall be billed at the Engineer’s standard hourly rates.

5. Where calculations, sealed by a registered professional engineer, are required to be submitted, they will be reviewed for content and format but may not be reviewed for accuracy.

E. For control panels, motor starters and other equipment requiring multiple terminations of components and devices, the Contractor shall submit detailed shop drawings on 11” x 17” size sheets consisting of point-to-point wiring diagrams, bill of materials, interior and exterior elevations with dimensions prepared by the equipment manufacturer or a UL 508A recognized system integrator.

1.03 ARC FLASH HAZARD AND SHOCK WARNING LABELS

A. Arc Flash Hazard and Shock warning labels shall be installed on all 480V and 2400V electrical distribution equipment added as a part of this project. Arc Flash Hazard Warning Labels shall be

UV-resistant where installed on equipment located outdoors.

1.04 OPERATION AND MAINTENANCE MANUALS

A. Operation and Maintenance (O&M) Manuals: Contractor shall provide O&M manuals for equipment and materials furnished under this contract. O&M manuals must be submitted and approved before final inspection of the project so that they may be used during startup. Soft copies shall be in “pdf” format with “character recognition” and shall include the following as a minimum:

1. A cover sheet to identify the Contractor’s name, name of the project, date and description, i.e. “Electrical Equipment O&M Manual”.

2. Bookmarks within each section for each major component within.

3. Complete manufacturer name and model number of each item.

4. Descriptive data, component data sheets, wiring diagrams, control panel drawings, etc. from the approved submittals/shop drawings.

5. Complete instructions regarding the installation, operation and maintenance of equipment involved. Instructions and documentation not related to the equipment furnished must be removed or crossed out. O&M manuals must be individually tailored to the project and equipment as furnished.

6. Complete nomenclature of replaceable parts, part numbers, current cost, name and address of nearest vendor of replacement parts. Information on equipment or components not related to equipment furnished must be removed or crossed out. O&M manuals must be individually tailored to the project and equipment as furnished.

7. Copy of warranties issued on the installation, showing dates of expiration.

8. Copy of the signed spare parts transmittal letter.

9. Final power study in the electrical power distribution equipment O&M.

B. Hard copies, if required, shall be bound in 3-ring binders (2” max) and include all information as described above for soft copies. The binders shall include tabs corresponding to a neatly typewritten index. The binder cover and edge shall clearly identify the Contractor’s name, name of the project, date and identified as “Electrical Equipment O&M Manual”.

1.05 RECORD DRAWINGS

A. Record Drawings: On completion of work, Contractor shall furnish a complete set of Record

Drawings and 11” x 17” size Shop Drawings which properly reflect final locations and sizes of conduit, equipment fixtures, controls, etc., as actually installed. Dimensions shall be included on the Contractor’s as-built Drawings showing exact location of underground conduits.

1.06 QUALITY ASSURANCE

A. The Contractor performing the electrical construction and installation shall be a reputable licensed Contractor in the State of New Mexico to do electrical commercial construction.

B. The Contractor’s management personnel in charge of office and field activities must be located within a 200-mile radius of the project and have been in that vicinity for a minimum of five (5) years.

C. All equipment furnished shall be new and of current design. Like equipment shall be of the same manufacturer.

D. Unless otherwise indicated, all equipment and components shall be rated for use in the environment installed. Outdoor equipment shall be weatherproof or rated for outdoor use.

Service equipment shall bear markings “Suitable for Use as Service Equipment” or be UL listed as

“Service Equipment.”

E. All electrical construction work on this project shall be performed in conformance with all State and local Codes, National Electrical Code, and the National Electrical Contractors Association

(NECA) Standard 1-2010 for Good Workmanship in Electrical Construction. Work under this contract found not in conformance with these Codes and Standards is subject to being corrected at no additional expense to the Owner.

F. All electrical construction work on this project will be observed and/or inspected by the Owner or a representative of the Owner for compliance with Drawings, Specifications, and applicable

State and local Codes. The contractor shall notify the Owner and/or their representative a minimum of 1 week in advance for all required observations/inspections before any electrical work is covered up.

1.07 SPACE REQUIREMENTS

A. Space Requirements: In the preparation of Drawings, a reasonable effort has been made to include equipment manufacturer’s recommendations. Since space requirements and equipment arrangement vary according to manufacturer, the responsibility for initial access and proper fit rests with the Contractor. Final arrangement of equipment and service connections shall allow the unit to be serviced, including space to pull motors, change fuses, and operate switches.

Minimum working clearances shall be as required by NEC and local codes.

1.08 COORDINATION

A. Contractor shall coordinate with all other trades to avoid conflicts and interferences. No extra compensation will be allowed for changes made necessary due to interference between work of various trades.

B. Any discrepancies noted in these contract documents or discrepancies between Drawings and actual field conditions shall be promptly brought to the Engineer for a decision. No extra compensation will be allowed for changes made by the Contractor without Engineer’s consent.

C. Carefully check and coordinate each device location and elevation. Also check routing of all conduits for conflicts with structures, mechanical piping, ducts, etc. to avoid conflicts.

D. No ductwork or heating main or piping conveying fluids shall be installed directly over electrical equipment or electrical equipment rooms. Where this has been violated, the Contractor shall immediately notify the Engineer for assessment.

1.09 REGULATORY REQUIREMENTS

A. Electrical work, including connection to electrical equipment integral with mechanical equipment, shall be performed in accordance with the latest published regulations of the

National Electrical Code (NEC), State and local codes, and according to the latest Institute of

Electrical and Electronic Engineers (IEEE); American National Standards Institute (ANSI);

American Society for Testing and Materials (ASTM); Insulated Cable Engineers Association

(ICEA); National Electrical Manufacturers Association (NEMA) Standards; and the latest published regulations of the Federal Occupational Safety and Health Act (OSHA). When applicable, the material used in the performance of the electrical work shall be listed by the

Underwriters’ Laboratories, Inc. (UL) for the class of service for which they are intended.

B. Control panels shall be assembled and wired by a UL 508A recognized panel shop. All control panel components shall be UL recognized or ground fault protected per UL 508A fabrication standards. Each control panel assembly shall be fabricated according to UL 508A Standards and shall bear a serialized UL 508A label.

1.10 WARRANTY

A. In addition to specific warranties required by the Specifications, the Contractor shall leave the entire installation in complete working order and free from defects in materials, workmanship or finish. Contractor shall repair or replace at his own expense any part that may develop defects due to faulty material or workmanship during the tests and within a period of one year after the work is accepted by the Engineer and Owner. Contractor shall repair or replace existing equipment and work that is damaged during the repair of defective apparatus, materials or workmanship.

B. All manufacturer’s warranties shall be filled out in their entirety by the Contractor for the Owner using the Owner’s name and address. Unless otherwise specified, equipment warranty periods will commence on date of final acceptance.

1.11 DRAWINGS

A. Clarity and Legibility: For purposes of clarity and legibility, the Drawings are diagrammatic only.

Drawings are not intended to show every fitting, junction, gasket or component necessary, nor every difficulty that may be encountered during installation. Conduit routing may be adjusted in the field. Size and location of equipment are drawn to scale wherever possible. Contractor shall refer to related data in all Contract Documents and shall verify this information on site.

B. Instrumentation and control drawings are provided to indicate the control strategy intent only.

Final circuitry shall be as determined by the Contractor or his vendors. Actual wiring diagrams shall be provided by the Contractor and reviewed by the Engineer for a fully functional system as intended.

1.12 REFERENCES

A. The specifications reference known standards and codes. Each such standard referred to shall be considered a part of the Specifications to the same extent as if reproduced therein in full. The following is a representative list of such Associations, Institutes and Societies, together with the acronym by which each is identified.

1. AASHTO American Assoc of State Highway and Transportation Officials AIEE American

Institute of Electrical Engineers

2. ANSI American National Standards Institute ASTM American Society for Testing and

Materials AWWA American Water Works Association

3. ICEA Insulated Cable Engineers Association

4. IEEE Institute of Electrical and Electronics Engineers IES Illumination Engineering Society

5. NEC National Electrical Code

6. NEMA National Electrical Manufacturers Association NETA National Electrical Testing

Association

7. NFPA National Fire Protection Association UL Underwriter’s Laboratories, Inc.

B. Every reference in the Specifications shall mean the latest printed edition of each in effect at the

Contract Date

1.13 UTILITY SERVICE

A. Contractor shall contact the serving electric utility company to provide electrical service(s) to the site. This includes the permanent as well as any temporary service requirements. The Contractor shall provide all necessary labor and material required to obtain this service(s) in accordance with utility requirements. Unless otherwise indicated in these documents, all fees and charges associated with providing, maintaining and usage of these services, until accepted by Owner, shall be included in the Contractor’s bid.

B. Submit copies of electrical service entrance equipment to the serving electric utility company for approval…