City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2024-01106 6/11/2024 Consent Item 10.
Suspend Competitive Bidding and Issue Requests for Qualifications (RFQ) for Department of Utilities (DOU) On-Call Electric Motor Repairs and Service (Two-Thirds Vote Required) File ID: 2024-01106
Location: Citywide
Recommendation: Pass a Motion by two-thirds vote to suspend competitive bidding in the best interests of the City to use an alternative process for the Department of Utilities On-Call Electric Motor Repairs and Service through an RFQ process.
Contact: Andrew Costan, Administrative Analyst, (916) 808-6339, [email protected]; Deanne Neighbours, Logistics Manager, (916) 808-3536, [email protected]; Charley Cunningham, Division Manager, (916) 808-5518, [email protected]; Pravani Vandeyar, Director, (916) 808-3765, [email protected]; Department of Utilities
Presenter: None
Attachments:
1-Description/Analysis
2- Request for Qualifications
3-Local Business Enterprise Waiver
Description/Analysis
Issue Detail: The City of Sacramento has an ongoing need for On-Call Electric Motor Repairs and Service at Department of Utilities (DOU) critical facilities.
Staff requests that the City Council suspend competitive bidding, in the City’s best interest, to implement an alternative process for the procurement of On-Call Electric Motor Repairs and Service at Department of Utilities (DOU) critical facilities. Use of the alternative process described in this report will allow the City to select a group of the most qualified contractors to assist Department of Utilities’ staff in repairing and rebuilding electric motors utilized in water, wastewater, and storm drainage infrastructure in an efficient, cost-effective, and timely manner.
Policy Considerations: City staff is proposing the use of an alternative competitive procedural
File ID: 2024-01106 6/11/2024 Consent Item 10.
process for the services required, utilizing a Request for Qualifications (RFQ) process to select a group of the most qualified contractors to perform the work and distribute the work through Master Services Agreements with the selected contractors. To authorize use of such a process, the City Council must suspend the City’s normal competitive bidding requirement that would otherwise require a separate bidding and award process for each portion of the work required to implement and complete the work.
City Code Section 3.56.230 allows the City Council to suspend competitive bidding for the purchase of services and supplies upon a two-thirds vote, if the City Council determines that it is in the best interests of the City to do so. City staff believes that it is in the City’s best interests to suspend competitive bidding and use the proposed alternative process because:
· The City’s standard competitive bidding process requires bidding and contract award to a single contractor based on price alone, provided the contractor meets the minimum qualifications specified to perform the work, and the City has no leeway to distinguish between bidders that meet minimal qualifications and more qualified bidders that exceed the minimum qualifications, nor to select contractors based on their specific experience and equipment for each task or project.
· Using the proposed alternative process rather than bidding and awarding contracts based on price alone will allow the City to evaluate and retain a group of the most qualified contractors for performance of the work based on a combination of price and other qualification considerations, including experience, ability to provide specific equipment or technologies and experience using them, past performance with the City, schedule availability, and other relevant factors.
· Using the proposed process will create a stable, reliable pool of contractors and will expedite the performance of work, as staff is able to assign task order awards based on need and factors related to the individual task or project scope rather than having to provide a separate bidding and award process for each portion of the work required. · Using the proposed process will be cost-effective and provide the best value to the City because it will promote cost and schedule efficiencies and enable the City to repair equipment in a more efficient way.
· Using this process will provide a significant ongoing incentive for the selected contractors to maintain high levels of service and responsiveness to continue performing work during the term of the contract, as a contractor whose performance under one task order is unsatisfactory would not be considered for successive task orders.
Economic Impacts: None.
Environmental Considerations: This report concerns administrative activities and governmental fiscal activities that do not constitute a “project” as defined by California Environmental Quality Act
File ID: 2024-01106 6/11/2024 Consent Item 10.
(CEQA) Guidelines Sections 15378(b)(2) and 15378 (b)(4) and are not subject to the provisions of CEQA [CEQA Guidelines Section 15060(c)(3)].
Sustainability: None.
Commission/Committee Action: Not applicable.
Rationale for Recommendation: Repairing and rebuilding electric motors utilized in water, wastewater, and storm drainage infrastructure is necessary to ensure continuation of services to customers, protect public health and safety, protect the environment, and meet federal, state, and local regulations. DOU has an ongoing need to repair and rebuild electric motors utilized in water, wastewater, and storm drainage infrastructure in an efficient, cost-effective, and timely manner. The use of On-call Services Agreements will assist the Department of Utilities in repairing and rebuilding electric motors used in critical infrastructure.
The number of experienced suppliers that provide electric motor repairs and rebuilding services is extremely limited. Establishing On-call Services Agreements gives DOU the flexibility to use Contractors with the appropriate technology for the scope of each task or project, to use Contractors that have the best availability and/or price, as well as the ability to use multiple Contractors at one time to reduce work backlog and maintain schedules.
Award through an RFQ process, rather than a competitive bidding process, will allow the City to consider factors other than the lowest price. The ability of the contractor to exhibit experience, expertise, flexible availability and availability of specialized equipment, and pricing will be used to determine the top-ranked proposer(s). The scores will be totaled, and the highest-ranking proposers will be asked to enter into contract negotiations with the City. Final contract approval will be granted by the City Council at a future Council meeting.
Financial Considerations: The recommendations in this report do not result in any financial impact to the City. Upon approval of this recommendation, staff will proceed with the RFQ process and return to City Council with recommendations for approval of the qualified contractors and establishment of Agreements with qualified contractors.
Local Business Enterprise (LBE): The requirement for LBE participation has been waived by the Director of Utilities as there are a limited number of contractors that provide these services, with few local suppliers of these services.
RFP# Q24141361712 - On-Call Electric Motor Repair Parts & Service Form Revision Date 02/14/24 1
REQUEST FOR PROPOSALS – NON-PROFESSIONAL SERVICES
Request for Proposals No. RFP# Q24141361712
Project Name: On-Call Electric Motor Repair Parts & Service Questions due by: TBD 2:00 PM PST
Proposal Due By: TBD 2:00 PM PST
Estimated Week of Interviews (if
necessary)
July 2024
Estimated Week of Award Notification: July 2024
Estimated Week of Contract Award: August 2024
PR
E-PROPOSAL CONFERENCE MEETING
☐ No
☒ Y es, attendance is optional -OR- ☐ Yes, attendance is MANDATORY NOTE: Proposals from proposers who do not attend a MANDATORY pre-proposal meeting shall be deemed non- responsive and their proposal will not be considered for the award of a contract.
Date: TBD
Time: TBD
Location site name:
Address:
Bldg./Floor/Room:
City:
Link for virtual meeting: The date and time is TBD; however, an email will provided with a meeting link to all registered prospective bidders within 48 hours of the meeting NOTE: The City of Sacramento reserves the right to modify the dates and other criteria listed at its sole discretion.
Prospective proposers will be notified of any significant changes by addendum issued via the City of Sacramento’s online bid portal. All information submitted in or in connection with a proposal is submitted under penalty of perjury. The City shall have the right to terminate at any time any Contract awarded pursuant to a proposal that contains false information. The return of a signed proposal shall constitute a promise to supply in accordance with terms and conditions shown herein. All proposal submissions become public record.
RFP# Q24141361712 - On-Call Electric Motor Repair Parts & Service Form Revision Date 02/14/24 2
Table of Contents
1 Scope of Services Page 3
2 Current Conditions Page 11
3 Proposal Submission Page 12
4 Applicable Ordinances and Programs Page 15
5 Evaluation Procedures Page 17
6 Administrative Requirements Page 19
7 Attachments and Exhibits Page 24
Attachments
Attachment 1 – Proposal Signature Form
Attachment 2 – Payment Discount
Attachment 3 – Equal Benefits Ordinance Declaration of Compliance Attachment 4 – References
Attachment 5 – Proposal Fee Structure
RFP# Q24141361712 - On-Call Electric Motor Repair Parts & Service Form Revision Date 02/14/24 3
1. SCOPE OF SERVICES
1.1 Introduction
The City of Sacramento, Department of Utilities
is soliciting proposals to: Establish an on-call motor repair services list of contractors who can perform repairs, including emergency repairs, at the request of the DOU Staff.
The Department of Utilities is responsible for the maintenance of over 200 sites with a variety of electric motors.
These sites include Sumps, Wells, Reservoirs, and Treatment Plants. These motors require repair or replacement.
These repairs may include Rotor Inspection/Test/Balance/Repair, Slip-Ring Inspection/Test/Repair, Stator Inspection/ Test/ Repair, Stator Rewinding, or Mechanical Inspection/ Reconditioning.
Interested firms are invited to submit their proposals in accordance with the requirements set forth in this Request for Qualifications (RFQ). All proposals shall be submitted in accordance with the format and information listed in the Submittal Requirements.
In response to the Request for Proposals, the City anticipates receiving competitive pricing as well as an assurance of quality services.
The City intends to award multiple contracts and may add subsequent contracts at a later date as necessary to meet the City's needs.
The proposed budget for this project/contract is: DOU typically spends about $500,000 per year among multiple Contractors for electrical motor repair and rewire.
1.2 Scope of Services
The City of Sacramento seeks a firm that will provide the following services:
On-call contractors who can perform motor repairs and services, including emergency repairs, at the request of the DOU Staff, which shall identify specific tasks, deliverables, and deadlines on an as-needed basis. These repairs may include, but are not limited to, Rotor Inspection/ Test/ Repair, Stator Inspection/ Test/ Repair, Stator Rewinding, or Mechanical Inspection/ Reconditioning.
All work shall be in accordance with the Electrical Apparatus Service Association’s (EASA) Recommended Practice, AR100-2015 latest edition and the National Electrical Manufacturers Association (NEMA) standards for service and repair of electrical apparatus. Work shall be in conformance with standards set by, but not limited to, the following organizations:
1. Underwriters Laboratories (UL)
a. Underwriters Laboratories – Certified motors shall be recertified after repair. b. Contractor’s shop or his sub-contractor’s shop shall be UL-certified to rebuild explosion-proof electric motors for use in hazardous environments.
2. American National Standards Institute (ANSI)
3. American Society for Testing and Materials (ASTM)
4. National Electrical Code (NEC)
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5. National Fire Protection Agency (NFPA)
6. National Electrical Manufacturers Association (NEMA) Qualifications
1. Contractor shall be EASA Accredited and shall provide a copy of the certification upon request by the City.
2. Contractor or Contractor’s subcontractor shall be certified as an “Explosion-Proof, UL Facility” and shall provide a copy of the certification upon request by the City.
3. Contractor shall be responsible for obtaining all O.E.M. technical documents, drawings, and parts when necessary.
4. Contractor shall have all engineering, design, metalizing, welding, heat treating, machining, balancing, calibrating, and testing capabilities necessary to completely refurbish/rewind electric motors. a. Equipment used for inspecting, calibrating, and testing pumps and motors shall be up-to-date and have calibration certificates, less than one year old, traceable to NIST standards where applicable.
Sample Motor List
1.2.1 Recondition/Repair of Electric Motors
Reconditioning/repair of electric motors shall include the testing, disassembling, inspection, cleaning, dipping, baking of windings, replacement of bearings, replacing brushes, turning slip-rings, dynamically balancing all rotating elements, assembly, testing and painting at a minimum and include the following:
A. Pre-Disassembly Test
1. Using a 1000V meg-ohm meter, conduct verification of insulation integrity. Record the insulation resistance of the motor as brought in from the city. Acceptable criteria is 5 meg-ohms or higher.
2. Verify that heaters are operational and that other attached features, such as thermocouples, Resistive Thermal Devices (RTD), have continuity.
3. Single-phase test to check for open rotors. (After disassembly, rotors will be inspected for evidence of damaged, cracked, or open circuit bars or end rings. If there is evidence of faults, the rotor will be growl- tested.) The detection of any defect during testing shall be reported promptly to the Engineer or designee.
4. Documentation covered under this section shall include the condition of mechanical fits (i.e., shaft run out), cracked, broken or missing parts, test run at full voltage, current readings, meg reading, and surge comparison test as received. The Engineer shall be notified if acceptable criteria are not met.
SAMPLE LIST OF MOTORS FOR REFERENCE – NOT ALL INCLUSIVE Make/Model HP Voltage Frame
Limitorque, 1YAB06837A2 5.1 230/460 184TR1
GE, 5K6257XH663A 30 230/460 B324TP12
GE, 5K6237XH90A 25 230/460 B284TP12
Fairbanks Morse, B2317 50 220/440 ZG2485P
GE, 5K6247XH541A 20 230/460 B324TP12
GE, K6333XC3A 150 440 6333P
Westinghouse 800 4160 GF-39C
Westinghouse 5V2699 400 4160 681-P
US Motors 300 4160 5012P
RFP# Q24141361712 - On-Call Electric Motor Repair Parts & Service Form Revision Date 02/14/24 5
B. Motor Disassembly
1. Completely disassemble motor and steam clean all mechanical parts using a mild detergent compatible with winding insulation; thoroughly rinse; bake dry.
2. Disassembly documentation shall include the cause of failure and/or conditions contributing to failure.
C. Motor Inspection
1. Visually inspect coils and windings for excessive wear, signs of conductor overheating or fatigue that possibly would not be apparent during an electrical test.
2. All stators windings/coils shall be surge- tested with an electronic surge tester specifically designed to apply a surge voltage stress test simultaneously between turns of a coil, between phases, from winding to ground and to detect short-circuited turns in winding under test. Testing shall be per EASA, IEEE 62.2, 112 and 7.2.3 standards. Infrared imaging shall be provided pre and post-test.
3. Air gap shall be measured and recorded at the 12, 3, 6 and 9 o’clock positions at both ends of the motor.
4. The motor shall be dismantled and inspected for defective components. Care should be taken during the disassembly to ensure components are marked for identification and orientation for reinstallation.
5. If the motor is in poor condition and cannot be repaired, reconditioned, or made as new, the Contractor shall notify the Engineer or their designee immediately.
D. Exciter/Slip Ring Inspection & Repair
1. Contractor shall inspect commutator for color and condition. It shall be clean, smooth, and have a polished brown color on brush contact races and show no signs of overheating. Any roughness shall be removed by sand papering or stoning. No emery cloth or emery stone is to be used.
2. Contractor shall advise the City if the commutator is found excessively rough.
3. Contractor shall inspect slip rings for uneven wear brush imprint, excessive arcing, and true concentric shape. Slip rings shall have a clean, smooth, and polished surface underbrush contact race. If this condition is not achievable, replacement of slip rings shall be required.
4. Contractor shall remove any black spots on slip rings by rubbing lightly with fine sandpaper.
5. Contractor shall clean and inspect all brush riggings, mounting points, measure and record insulation values and advise the City of any defects.
6. If the commutator requires repair, the commutator shall be turned down on a lathe to a true concentric shape, and mica undercut to accommodate the “turn down.”
E. Mechanical Fit
1. Measure the bearing bores, shells, housings, and shaft journals using a micrometer. Shaft fits and housing fits shall comply with AR100-2015. Machine work shall be approved by the Engineer before being performed or machine work may not be paid for. Bearing journals, seal surfaces and bearing housing restoration shall be done by metalizing and machining or boring and sleeving. Documentation of before and after measurements shall be made.
2. Replace bearings per manufacturer’s specifications. All grease fittings, plugs, etc. shall be replaced unless otherwise indicated by the Engineer. Bearings shall be properly lubricated and bearing oil reservoirs shall be drained for shipping and installation. If Contractor is tasked with installation, Contractor shall be responsible for filling the bearing oil reservoir upon installation. All equipment shall be tagged with information as to whether bearing oil reservoirs were filled and what type of lubricant was used.
3. No knurling, peening or adhesives will be used as a means of retaining bearings to the shaft or in the bearing bracket.
RFP# Q24141361712 - On-Call Electric Motor Repair Parts & Service Form Revision Date 02/14/24 6
4. Sleeve bearings shall be reused when possible. Clearance shall be maintained at a maximum of 0.002” for the first inch of shaft diameter plus 0.001” of additional inch of shaft diameter.
5. Sleeve bearing work is deemed outside the scope of this maintenance activity and shall not be completed without prior approval from the City. ASTM B23 alloy 2 or 3 shall be used for any rabbiting work required.
Sleeve bearing work shall be quoted based on paragraph 2.7 of this Specification.
6. Sleeve bearings shall have a minimum of 80% journal surface contact in a strip approximately one inch wide in the bottom half of the bearing.
7. Final “As-Left” bearing clearance data shall be taken and recorded.
8. Motor frames shall be degreased, cleaned, and painted with a quality coating system suitable for the motor application (primer and finish coat) from Carboline, Sherwin Williams or other manufacturer approved by the City.
9. Motor frames shall be degreased, cleaned, and painted with a quality coating system suitable for the motor application (primer and finish coat) from Carboline, Sherwin Williams or other manufacturer approved by the City.
F. Rotor Balancing
1. The rotor and shaft shall be visually inspected for physical damage or signs of abnormal operation.
2. A printout tape from the balance/analyzer shall be furnished detailing the final balance values. This tape will be attached to the recondition/repair/rewind documents when the motor is delivered.
3. A core loss test shall be performed on the rotor. Results shall be recorded in the test report.
4. Thoroughly clean and dry the rotor and shaft.
5. Inspect the rotor laminations and verify they are firm and secure on the shaft. Dress any minor rubs or burrs.
6. Inspect the rotor bars for signs of fatigue or cracking, especially at the end ring connections. NDE methods may be requested if questionable indications are found.
7. Inspect end rings for signs of overheating, arcing, or burning.
8. Inspect the shaft and coupling fits. Verify proper tolerances of the key/keyway.
9. Measure and record the shaft runout and inspect the bearing journals and seal areas for signs of overheating or scoring. Shaft metalizing, machining, straightening, or replacement is deemed outside the scope of this maintenance activity and shall not be completed without prior approval from the City.
10. Dynamically balance the rotor to a vibration level of 0.5 mils.
G. Stator Rewinding
1. All rewinding shall include complete reconditioning. Reconditioning is defined as replacement of bearings, seals, O-rings, oil and labor.
2. All re-winding to include thermal protection installation/replacement (if necessary).
3. Old windings shall be removed in a manner which prevents warping or cracking of the frame and deterioration of the core laminations or its magnetic qualities.
4. Stator slots and core laminations shall be cleaned, inspected, and dressed as necessary.
5. A stator core loss test shall be performed following winding removal and stator inspection.
6. Core damage that requires iron replacement or total restacking is deemed outside the scope of this maintenance activity and shall not be completed without prior approval from the City.
7. Rewind material specifications shall meet or exceed the existing windings with regard to the number and size of conductors and insulating capabilities (electrical and thermal). Materials shall be upgraded when physically possible.
8. A test coil shall be VPI treated with the stator. The coil shall be destructively examined to ensure full penetration of resin. Repeat VPI treatment as necessary to provide complete resin penetration.
RFP# Q24141361712 - On-Call Electric Motor Repair Parts & Service Form Revision Date 02/14/24 7
9. The stator and test coil shall be dipped and baked a minimum of two times. The test coil is to be returned with the motor.
10. Following rewind, hi-pot at 1.7(2E + 1000) volts DC
H. Motor Leads
1. Motor leads shall be permanently tagged with non-magnetic markers. Motor lead configuration shall not be altered.
I. Insulation
1. Windings shall be double dipped with Class H varnish and baked.
2. Machine-finished surfaces bore of the stator lamination and periphery of the rotor laminations shall be cleaned of all varnish and foreign materials. Photo documentation of this process shall be made prior to and after lamination.
J. Final Assembly Inspection/Test
1. Prior to assembly, machined surfaces shall be cleaned and polished and all threaded holes shall be cleaned and tapped.
2. Motor shall be reassembled with new nuts, bolts, and gaskets as necessary. Nuts and bolts shall be USA manufactured Grade 5 or better.
3. Bearings shall be properly positioned on the shaft.
4. Rotor to armature position on horizontal motors will be such that end thrust against either bearing is eliminated. Sleeve bearing end play shall be approximately 1/8” per inch of shaft journal diameter. Rolling element supplied machines shall have sufficient end plan to allow for shaft expansion caused by temperature rise.
5. Vertical machines shall have thrust bearings set per the manufacturer’s specification.
6. Rolling element bearings shall be properly lubricated in accordance with manufacturer’s recommendations and grease fittings removed and holes plugged.
7. Sleeve bearings shall be properly lubricated in accordance with manufacturer’s recommendations and oil ring freedom of movement verified.
8. Rotors shall be checked for freedom or rotation.
9. Perform and record the results of a low resistance phase test for each phase.
10. Perform and record the results of an insulation resistance test to ground for all windings. A polarization index shall be calculated and recorded for all medium voltage motors. Voltage test levels shall be consistent with the opening voltage of the motor being tested.
11. If previous test results are acceptable, the motor shall be energized at rated voltage and run for a period of one hour or until sleeve bearing temperatures have stabilized for a minimum of 15 minutes. Notify City representative of bearing temperatures above 160 degrees Fahrenheit.
12. During the test operation the following data is to be recorded at no longer than fifteen-minute intervals. a. Bearing Temperatures Stator
b. Temperatures Phase Currents
c. Phase Voltages
d. Vertical, Horizontal, Axial Vibrations
e. Blue shaft and scribe magnetic center on the motor shaft. f. Terminate test, shut down motor and drain oil from the bearings and tag appropriately. g. Complete final assembly as necessary and prepare motor for shipment.
RFP# Q24141361712 - On-Call Electric Motor Repair Parts & Service Form Revision Date 02/14/24 8
K. Paint
1. The exterior of the motor shall be properly cleaned of rust and foreign material, prime painted, and finish painted with a good grade of machinery enamel, the same color as received unless otherwise specified.
Nameplates, machined surfaces, and internal parts shall be protected from paint.
2. When needed, the interiors of motor frames and parts shall be painted with an insulating paint. This includes rotors, bearing brackets, frame interiors and air deflectors.
3. Windings shall not be painted.
L. Incidentals
1. All incidental parts requiring replacement, such as bearings, coils, etc. shall be considered included in other items of bid and no additional compensation shall be allowed.
1.2.2. Rewinding of Electric Motors
When rewind is done in conjunction with a recondition or repair, many of the items below will be redundant and shall not be performed or charged for twice. The items below apply to stator only (including all labor, materials and testing necessary for work completion) and shall at a minimum include:
A. Pre-Disassembly Test
1. Using a 1000 meg-ohm meter, conduct verification for insulation integrity. Acceptable criteria is 2.0 meg- ohms or higher.
2. A 5KV meg-ohm meter shall be used to verify insulation integrity of all 4160V motors.
3. Verify that heaters are operational and other attached features such as thermocouples have continuity.
4. Pre-disassembly documentation shall include the condition of mechanical fits (i.e., shaft run out), cracked, broken or missing parts, test run at full voltage, current readings, meg reading, and surge comparison test as received. The Engineer shall be notified if acceptable criteria are not met.
B. Stripping
1. Windings shall be removed by temperature-controlled burnout with oven temperature suppression. Burn- out temperature shall not exceed 750 degrees Fahrenheit.
2. Windings shall be removed in such a fashion not to damage or distort the core iron. Upon removal of the old windings and insulation, the core shall be thoroughly cleaned and inspected for burrs, etc.
3. After the burnout procedure, the Contractor shall perform a stator core loss test to ensure the stator laminations are not heat damaged. If the stator core losses exceed four (4) watts per pound of core steel, notify the Engineer prior to proceeding forward.
C. Winding
1. General: Rewound motors shall meet or exceed all O.E.M. operating characteristics, unless otherwise specified by the Engineer. NEMA Class F insulation shall be used, unless otherwise specified. Magnet wire shall be a Quad Build, insulated wire of domestic manufacture that meets or exceeds NEMA specification MW-35A. After winding and prior to resin treatment, windings will be surge- comparison tested and the results documented.
2. The copper cross-sectional area shall be at least as large as the original winding.
RFP# Q24141361712 - On-Call Electric Motor Repair Parts & Service Form Revision Date 02/14/24 9
3. Resin Treatment: Windings shall be double dipped with Class H varnish and baked.
4. Check all coils for overall coil shape. Perform a high frequency turn-to-turn dielectric test (surge test) in accordance with IEEE 522. Submit test results to the city. This shall be done prior to installation into the stator.
D. Motor Leads
1. Motor leads that are replaced must be the same length and configuration as the original leads. Leads will be permanently tagged with non-magnetic markers. Lead lengths shall be identified by the City when a request for service is made.
2. Resistive Temperature Devices (RTD) shall be reinstalled in original locations, 100 ohm platinum, unless otherwise specified.
3. Thermistors (PTC or NTC) shall be reinstalled in accordance with manufacturer specifications in their original locations as well.
4. Where originally installed, all leads for space heaters, RTD’s, and bearing temperature detectors shall be completely rewired with leads brought out to terminal box. Unless otherwise specified, winding and bearing temperature detectors shall have the same electrical characteristics as those originally installed.
E. Insulation
1. Windings shall be double dipped with Class H varnish and baked. Insulation shall be tested phase-to-phase and phase-to-ground at 1000 volts dc and yield a one-minute test result of 1000 meg- ohms or better.
F. Final Test
1. A 1000-volt meg-ohm meter shall be used to verify insulation continuity. This reading shall be documented.
After reassembly, motors shall be test-run at full nameplate voltage and documentation of current reading and vibration readings shall be provided to the end user. (NOTE: a 5KV meg-ohm meter shall be used on all 4160V motors.) Copper DC resistance tests, phase-to-phase, on rotor winding from slip rings shall be performed. If the rewound rotor fails to pass any test, the rotor shall be rejected. The Contractor shall rebuild and retest until all tests are approved by the City.
1.2.3. Machine Work
Machine work shall apply to, but not be limited to, the drilling and tapping of broken bolts, the repairing of damaged locking rings and stators, the replacing of power cords, power cord assemblies and power cord connectors and repairs to impellers, covers, volutes, mounting rails, bearing journals, and pump shafts.
1.2.4 Emergency Repairs
1. All emergency work shall be completed by the Contractor within forty-eight (48) hours after notification by the City and returned to the pickup location.
1.2.5 Documentation
All work performed to recondition, repair and/or rewind motors shall be supplemented with reports that verify all processes to accomplish each job order. Documentation shall include, but is not limited to, the following:
1. Pre-Disassembly Testing report for all activities as described.
2. Photo documentation of existing condition prior to fulfilling each described criteria of the disassembly test.
RFP# Q24141361712 - On-Call Electric Motor Repair Parts & Service Form Revision Date 02/14/24 10
3. Motor Disassembly report, including photo documentation before and after cleaning.
4. Motor Inspection report, including stator core loss testing results. Photo documentation of coils, windings and conductors showing any signs of excessive wear or failure.
5. Mechanical fit measurements shall be recorded as specified. Photo documentation shall be submitted for all replaced bearings, grease fittings, plugs, etc.
6. Rotor balancing report as specified.
7. Insulation report as specified above. Before and after photo documentation of the windings prior to varnishing and baking.
8. Final test report as specified.
9. Pump Reconditioning report as specified.
All testing, inspections and incidentals related to required reports shall be considered included within the bid items for said testing report and no additional compensation shall be allowed.
1.2.6. Warranty/Guarantee
1. Contractor has the sole responsibility for ensuring and guaranteeing that the equipment and materials furnished or supplied meet the requirements of this specification.
2. All repair work and parts supplied shall be guaranteed for a minimum of one year from the date equipment is returned to service against defects in materials or workmanship supplied by the contractor. Any warranted failures shall be corrected at no cost to the City including transportation to and from the jobsite.
1.2.7. Transportation/Shipping
1. Contractor is responsible for ensuring motors are cleaned and properly prepared for shipment. This includes the proper handling of all waste resulting from any of the processes used during the motor maintenance activities.
2. Motors shall be protected against damage during transit. All motors will be covered, and rotors blocked. Oil shall be removed from bearings before shipment. A conspicuous tag shall be attached to each oil level sight glass indicating oil must be added to the bearings. Contractor will require City Staff to sign delivery receipts acknowledging the condition. Contractor understands that failure to properly tag motors will result in Contractor responsibility to repair or replace motors as needed.
3. Contractor shall supply all timbers, blocking and tie downs necessary to properly secure a motor during transit. Contractor shall be responsible for damages or losses during transit.
1.2.8. Service Facility
The successful contractor shall allow City of Sacramento personnel to visit their shop(s) if requested. A central service/repair phone number shall be provided to the City.
1.2.9 Pricing
1. Bidder shall include an Hourly Rate for all general and emergency repair work. The Hourly Rate schedule shall include all transportation, labor, materials, test and equipment pickup for the repair and refurbishment of electric pump motors.
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1.2.10 Price Escalation
Pricing submitted with this bid shall be firm for the period of the contract. However, requests may be submitted prior to the end of each contract year (60 days in advance) to increase pricing based on industry adjustments.
Adjustments shall be based on the latest yearly percentage increase in the Consumer Price Index (CPI) as published by the Bureau of Labor Statistics, U.S. Department of Labor, and shall not exceed five percent (5%).
The annual increase or decrease in the CPI shall be the latest index published and available for the calendar year ending 12/31.
Any requested adjustment shall be fully documented. Any approved cost adjustment shall become effective on the beginning date of the approved contract extension.
Reconditioning Prices Shall Include:
Pricing shall include all tasks as outlined in Section 1.2.1 (Recondition/Repair of Electric Motors) above.
Complete Rewinding Prices Shall Include:
Pricing shall include all tasks as outlined in Section 1.2.2 (Rewinding of Electric Motors) above.
1. All reconditioning above
2. New windings
3. Coating/baking
4. Thermal protection installation/replacement
5. Heater & Resistive Thermal Device installation/replacement
Field Support /Callout
Field support will be required on an as-needed basis. Field support shall be defined as a qualified Service Technician meeting with representatives of the City of Sacramento at the physical site of the trouble call. The Contractor shall respond within 1 day of callout during normal business hours (7:00 AM- 4:00 PM) to troubleshoot and diagnose problems. These calls may result in repair orders as needed. All repair work shall be done at Contractor’s site.
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2. CURRENT CONDITIONS
2.1 About the City of Sacramento
Founded in 1849, the City of Sacramento is the oldest incorporated city in California and is the capital city of California. It has a population of over 525,000. Sacramento is a progressive City with great pride in its ethnic and cultural diversity, concern for environmental and social issues, and emphasis on quality in the provision of governmental services. Sacramento is a Charter City, which operates under a City Council Manager form of government. It has an annual budget of $1.3 billion and 4,500 fill-time equivalent positions.
2.2 Current Project Conditions
The City has an ongoing “Need to Repair” and Rebuild Electric Motors utilized in Water, Wastewater, and Storm Drainage infrastructure. The City’s current agreements will soon be expended and new agreements are needed for these services.
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3. PROPOSAL SUBMISSION
T
he City shall not accept proposals after the submission deadline specified in this RFP and will not consider late proposals under any circumstances. Each proposal that is submitted for consideration shall include, at a minimum, the RFP transaction number, project name, company name, and the information as called for in the section below. To be considered your proposal(s) shall be responsive to all of the items set forth below:
3.1 Submit Proposal Responses
☒ Electronically via the city’s online bid portal: https://pbsystem.planetbids.com/portal/15300/portal-home -or-
☐ Hard (paper) Copy or Copies to:
Add any special instructions here regarding proposal submissions (file type, etc).
The City of Sacramento will not consider proposals submitted in a format other than specified above.
3.2 Fee Schedule Submittal
Submit fee schedule(s) and hourly rates electronically using the rate sheet(s) provided
3.3 Standard Forms to be Submitted with Proposal
☒ Fee Schedule as outlined in section 3.2
☒ Proposal Documents as outlined in section 3.4
☒ Attachment 1 - Proposal Signature Form
☒ Attachment 2 - Payment Discount Form
☒ Attachment 3 - Equal Benefits Ordinance Declaration of Compliance ☒ Attachment 4 – References
☒ Attachment 5 – Proposed Fee Schedule (Please submit as a separate Cost File in PlanetBids) RFP# Q24141361712 - On-Call Electric Motor Repair Parts & Service Form Revision Date 02/14/24 14
3.4 Additional Proposal Submittal Requirements
S OQ SUBMITTAL REQUIREMENTS
1. General
To be considered, interested firms must submit a written Statement of Qualifications (SOQ) providing all the information requested below. The SOQ will be considered complete only if ALL items listed in this section are included in the submittal.
Please note that the SOQ submittal must include a completed and signed form titled “Submittal Signature Page”, included herein as Attachment 1.
2. Contents of Submittal
The SOQ submittal is limited to ten (10) 8½x11” pages (font 11 or larger), not including cover letter, signature page (Attachment 1), and other attachments requested below. The SOQ must be submitted by uploading it to PlanetBids as the “Response File”.
Organize and provide the following information in the order listed, in a clear and concise format:
a. Completed Proposal Signature Page: “Attachment 1” of the RFQ. This page includes contact information for the firm and acknowledges any addenda.
b
. Introductory Cover Letter: Provide a letter that addresses the following (maximum two pages):
i. A brief history of the firm, background, specialties, and ownership. Include any unique o
r special skills or experiences to be considered for selection. Describe the firm’s basic understanding of the services to be provided, and any summary information that may be useful or informative to the City.
ii. A
n expression of the firm’s interest in the work; a statement regarding the firm’s qualifications to do the work, and the ability of the firm to respond quickly to requests and to complete tasks on time. Include a statement regarding any known or potential conflicts of interest that may result from selection to the on-call list. iii. Id
entify any concerns your firm has regarding completing the Good and Non Professional Services Agreement which can be found at
https://www.cityofsacramento.gov/finance/procurement/standard-agreements .
c. S
hop Hours/Availability: Describe the working hours for your firm and after-hours availability. d
. References: Provide the names, addresses, and phone numbers for at least 4 references for whom the firm has done similar work. If a subcontractor is proposed, two to three references should be provided for the subcontractor. Complete the Reference List (Attachment 4) e
. Warranty: Identify any repairs, parts, or services that come with a warranty, the duration of the applicable warranty, and the remedy implemented under each warranty.
3.5 Performance Bond
A performance bond is: ☐ Required ☒ Not Required
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If
required, a performance bond approved by the City must be submitted by the successful proposer within ten days of the notification of the intent to award, in the amount of N/A% of the total amount of the proposal. The performance bond can be in the form of a cashier’s check, certified check, or a bid bond from a surety company authorized to do business in the State of California. Such bond shall be approved as to form by the City Attorney.
3.6 Certificate of Insurance
Suc
cessful proposers are REQUIRED to submit the necessary certificate(s) of insurance and endorsements as called for in the contract’s General Provisions prior to award of the contract.
3.7 Business Operations Tax Certificate
Chapter 3.08 of the Sacramento City Code requires that anyone conducting business in the City of Sacramento obtain a Business Operations Tax Certificate and pay the applicable tax if necessary. Successful proposers will be REQUIRED to show compliance with this requirement prior to award of the contract.
To
obtain information about the Business Operation Tax Certificate, contact the City of Sacramento Revenue Division at (916) 808-8500 or visit:
http://www.cityofsacramento.org/Finance/Revenue/Business-Operation-Tax RFP# Q24141361712 - On-Call Electric Motor Repair Parts & Service Form Revision Date 02/14/24 16
APPLICABLE ORDINANCES AND PROGRAMS
4.1 Local Business Enterprise (LBE) Five Percent (5%) Proposal Evaluation Preference ☐ The LBE 5% Preference is applicable to this Request for Proposals -or-
☒ The LBE 5% Preference is not applicable to this Request for Proposals. -or-
☐ The LBE 5% Preference is not applicable to this Request for Proposals as the project is Federally-funded.
F
or contracts under $250,000, firms that qualify as a local business enterprise (LBE) will receive a 5% preference on all City procurement opportunities. The prime proposer must qualify under the LBE to receive preference points; subcontractors will not be considered. For professional service contracts only, this preference also applies to procurement opportunities of $250,000 or more.
A
prime contractor that qualifies as an LBE shall receive additional points during the scoring process, so the final score awarded to the LBE is increased by 5% of the total possible evaluation points.
D
etailed information about this program can be found in the City’s LBE Policy, located at:
http://www.cityofsacramento.org/Finance/Procurement/Contract-Ordinances
4.2 Local Business Enterprise (LBE) Participation Program ☐ The LBE Participation Requirement is applicable to this Request for Proposals -or-
☒ The LBE Participation Requirement has been waived for this Request for Proposals. -or-
☐ The LBE Participation Requirement is not applicable for this Request for Proposals as the project is Federally- funded.
The L
BE Participation Program is applicable to non-professional, professional, and public project/construction contracts $250,000 or more unless waived by the City Manager or the City Manager's designee. This program provides enhanced opportunities for the participation of qualifying business in the City's contracting and procurement activities. A minimum of 5% LBE participation is required. To receive credit for the 5% minimum participation requirement, proposers must either (a) be an LBE, or (b) subcontract with a qualified LBE.
Proposers wishing to qualify for this requirement using subcontractors must submit the Subcontractor and Local Business Enterprise Participation Verification Form with their proposal.
Detailed information about this program and the Subcontractor and Local Business Enterprise Participation Verification Form can be found at:
http://www.cityofsacramento.org/Finance/Procurement/Contract- Ordinances
4.3 SB 1383
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☐ Goods/services being requested on this solicitation qualify as Recovered Organic Materials and will be subject to reporting requirements outlined in SB 1383.
-or-
☒ SB 1383 requirements are not applicable to this solicitation.
B
eginning January 1, 2022, SB 1383 requires cities and counties to procure annually a quantity of recovered organic waste products to meet their annual procurement target. These procurement requirements will strengthen California’s green, self-sustaining economy. CalRecycle assigns an annual procurement target to each jurisdiction based on its population. Jurisdictions can fulfil their target by procuring any combination of the following recovered organic waste products:
• C
ompost
• Mulch
• Renewable Energy (Transportation Fuel, Heat, Electricity) from Anerobic Digestion and Electricity from Biomass Conversion.
F
ull regulatory requirements can be found at:
https://govt.westlaw.com/calregs/Browse/Home/California/CaliforniaCodeofRegulations?guid=IBB2CD6505B4D 11EC976B000D3A7C4BC3&originationContext=documenttoc&transitionType=Default&contextData=(sc.Default)
4.4 Sustainable Purchasing Preference
☐ Preference will be given to vendors submitting proposals for materials that qualify as “sustainable under the City’s Sustainable Purchasing Policy. Only applicable to materials totaling $50,000 or less and bid as a separate line item or items.
-or-
☒ Preference will not be given to vendors submitting proposals for materials that qualify as “sustainable under the City’s Sustainable Purchasing Policy.
The C
ity of Sacramento’s Sustainable Purchasing Policy can be found at: http://www.cityofsacramento.org/- /media/Corporate/Files/Finance/Procurement/sustainability/Sustainable_Purchasing_Policy_SPP.pdf
4.5 Additional Ordinances
In
formation on additional ordinances may be found at:
https://www.cityofsacramento.org/Finance/Procurement/Contract-Ordinances The Local Ordinance & Bid Preference Requirements Table outlines which ordinances apply to procurement contracts by type and dollar amount: https://www.cityofsacramento.org/- /media/Corporate/Files/Finance/Procurement/contract-ordinances/Local-Ordinances-and-Bid-Preference- Requirements-Table.pdf?la=en
RFP# Q24141361712 - On-Call Electric Motor Repair Parts & Service Form Revision Date 02/14/24 18
4. E
VALUATION PROCEDURES
5.1 Evaluation Process
The City will validate and evaluate all proposals received before the deadline specified in this RFP. All requirements identified in this RFP must be satisfied in order to ensure that a proposal will qualify for consideration.
5.2 Evaluation Categories and Scoring
WRITTEN PROPOSAL POINTS
Qualifications and Experience:
50 Availability/Flexibility:
10 References:
30 Warranty:
10 SUBTOTAL 100
TOTAL FOR WRITTEN PROPOSALS
INTERVIEW (optional*)
Interview:
15 SUBTOTAL 15
TOTAL FOR INTERVIEWS 15
TOTAL POSSIBLE POINTS 115
RANKING OF PROPOSER (assigned after completion of scoring)
5.3 Point System Used to Rank Proposals
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At the completion of the evaluation process, a total point value will be compiled for each proposal. The award recommendation(s), if any, will not necessarily be based on the lowest prices proposed; the award will be made to the proposer(s) determined to provide the best value to the City.
A point system will be used in evaluating the proposals. The weight assigned to each criteria reflects what is most important to the success of the project to achieve the desired outcome. Pricing may not be the most important factor in all projects. Contracts will be awarded based on which proposal(s) will provide the best value to the City.
*If interviews are not conducted, the award will be based solely on the scores of the written proposals. If interviews are conducted, the award will be based on the combined scores for the written proposals and interviews.
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5. ADMINISTRATIVE REQUIREMENTS
6.1 Electronic Proposal Document Availability
Official Electronic copies of this proposal document can be obtained only from the City of Sacramento’s official online bid portal: https://pbsystem.planetbids.com/portal/15300/portal-home Any additional information (Addenda, Q&A, etc.) pertaining to this proposal will also be found at the above link.
Proposal information obtained from third party sources will not be considered official and will not fulfill a proposer’s responsibility for all official proposal information as posted on our official site at the link above. Documents obtained from such sources may be incomplete, resulting in responses that are rejected as incomplete and/or non- responsive.
6.2 Questions
All questions must be submitted electronically via the City’s online bid portal prior to the Q&A Deadline:
https://pbsystem.planetbids.com/portal/15300/portal-home W
ritten responses to questions will be provided by the City as either an addendum or an email to all prospective proposers via the City’s online bid portal.
I
f a question arises after the Q&A Deadline – it may be emailed to [email protected] . If the department soliciting the proposals determines a response is needed, it shall issue an addendum to the solicitation to re-open the Q&A period to allow the question to be asked and answered via the online bid portal and to allow other prospective proposers to submit additional questions for a limited period of time.
6.3 Proposal Submission
Proposals should be prepared simply and economically, providing straightforward, concise delineation of the firm’s capabilities to satisfy the requirements of this RFP. The emphasis should be on completeness and clarity of content. To expedite proposal evaluations, it is essential that the specifications and instructions contained in the proposal instructions are followed as outlined.
R
esponses to this RFP become the exclusive property of the City and may be reviewed and evaluated by any persons at the discretion of the City.
6.4 Proposals Become Public Records
Upon execution of a contract by the selected consultant(s), all proposals received in response to this RFP shall be regarded as public records and will be disclosable upon receipt of a request for public disclosure pursuant to the California Public Records Act; provided, however, that if any information or elements of the proposal is set apart and clearly marked as “Trade Secret” or “Proprietary” when it is provided to the City, the City will give notice to the Proposer of the request for disclosure to allow the Proposer to seek judicial protection from disclosure.
Fa
ilure by the Proposer to take timely steps to seek judicial protection from disclosure shall constitute a complete waiver by the Proposer of any rights regarding the information designated as “Trade Secret” or “Proprietary” and such information may be disclosed by the City pursuant to applicable procedures under the California Public Records Act. Under no circumstances will City have any obligations to seek judicial protection from disclosure for any proposals or other materials submitted in response to this RFP.
The City has no liability for any disclosure, unless such disclosure is made in violation of a court order obtained by a Proposer or pertains to materials marked as “Trade Secret” or “Proprietary” for which the City failed to give the above notice.
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6.5 Proposal Expenses
All Proposers responding to this RFP do so entirely at their expense. There is no expressed or implied obligation by the City to reimburse any Proposer for any costs incurred in preparing or submitting responses, for providing additional information when requested by the City, or for participating in any selection demonstrations or interviews, including pre-contract negotiations and contract negotiations. Proposers shall not include any such expenses as part of the price proposed in response to this RFP.
6.6 City Rights
The City reserves the right to decide that one proposer is more responsive than the others and to select that proposal based on a review of the proposal only.
The C
ity reserves the right to reject individual employees of contractors or proposed subcontractors and request substitution without indicating any reason.
6.7 Late Proposals Not Accepted
A proposal is late if received at any time after the required submittal date and time. A proposal received after the specified time will not be considered and any hard copies will be returned to the proposer.
6.8 Proposal Questions
If you have any questions regarding form and content of your proposal per this RFP, please send your questions via the City's online bid portal: https://pbsystem.planetbids.com/portal/15300/portal-home
6.9 Proposal Modification
Proposals may be withdrawn or modified before the due date of submission for proposals. Electronic proposals may be modified through the City’s online bidding platform. Hard copy proposals may be modified by delivering a written and signed request by the due date. A request for modification of the proposal after the due date will not be considered, including a representation that the proposer was not fully informed regarding any information pertinent to the proposal or the offer. The City shall not be responsible for or bound by any oral instructions, interpretations or information provided by the City or its employees other than the RFP contact.
6.10 Verbal Directions
No verbal conversations or agreement(s) with any officer, agent, or employee of the City shall affect or modify any terms or obligations of this RFP, or any contract resulting from this RFP.
6.11 Addenda and Supplements to RFP
If it becomes necessary to revise any part of the RFP, an addendum to the RFP will be provided to all known prospective proposers via the City of Sacramento's online bid portal PlanetBids. https://pbsystem.planetbids.com/portal/15300/portal-home It
is the responsibility of the proposer to verify addenda and supplements up to the RFP submission date and time.
Upon issuance, the terms of any addendum shall prevail over inconsistent provisions of earlier issued documentation.
R
FP submittals missing acknowledgment of any addendum or information requested in this RFP may be considered non-responsive and the contractor may be eliminated from evaluation.
6.12 Withdrawal of Proposals
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Unauthorized conditions, limitations, or provisions attached to a proposal may be cause for its rejection. No oral, telegraphic, or telephonic proposals or modifications will be considered. The proposal may be withdrawn upon request by the Proposer without prejudice to the Proposer prior to, but not after the time fixed for opening of proposals, provided that the request for withdrawal is in writing, has been executed by the Proposer or the proposal’s duly authorized representative, and has been filed with the City.
6.13 Rejection of Proposals
The City of Sacramento reserves the right to reject any and all proposals received in response to this request, or to negotiate separately with any source whatsoever in any manner necessary to serve the best interests of the City.
The City of Sacramento may at its discretion determine not to award a contract solely on the basis of this request for proposals and will not pay for the information solicited or obtained.
The City reserves the right to reject any or all proposals submitted, correct any technical errors in the RFP process, waive any irregularities in any proposal, negotiate with any of the proposers, accept other than the lowest fee offer, or enter into a subsequent agreement with another proposer if the originally selected proposer fails to execute its agreement with the City.
6.14 Proposal Variations in Service Delivery
It is recognized that each Proposer may have developed unique and typical methods of service delivery. It is not the City’s intention to disqualify a Proposer due to variations in service delivery that do not adversely affect quality and performance. Any proposal offering services equivalent to or of better quality and performance than that requested, which provides the necessary service, will receive full consideration for an award.
6.15 Contract Negotiations
Contract negotiations may be undertaken simultaneously during the evaluation of proposals with the finalist(s) as determined by the City.
Final approval of contracts awarded for projects of $250,000 or more will be made by the City Council.
No
agreement is binding unless it is executed by authorized representatives of the City and the selected proposer.
6.16 Protest Procedure
Any protests are subject to the City’s adopted protest procedure. A copy of the City’s protest procedure is available at: http://www.cityofsacramento.org/Finance/Procurement/Bid-Information
6.17 Acceptance of Proposal
The contents of the proposal of the successful Proposer will become contractual obligations to be contained in a formal written agreement. Failure of successful Proposer to accept these obligations in a formal agreement may result in cancellation of the award. The City may require Proposers to participate in negotiations and submit price, technical, or other revisions to their proposal(s) resulting from such negotiations.
6.18 Selected Contractor Responsibilities
The selected contractor must commit a professional staff and an experienced Project Manager who will be responsible for coordinating the services with the City. Service shall be the best of its respective kind. All professionals shall be skilled, knowledgeable, and successfully experienced in all aspects of providing the required services.
6.19 Licenses
The Contractor shall be required to maintain any necessary licenses and shall comply with all Federal, State, and local laws, codes and ordinances without cost to the City.
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6.20 Non-Waiver of Defaults
Any failure by the City to enforce or require the strict keeping and performance of any of the terms and conditions of the contract, shall not constitute a waiver of such terms and conditions, nor shall it affect or impair the right of the City to avail itself of such remedies as it may have for any breach of the terms and conditions.
6.21 Business Operations Tax Certificate
Chapter 3.08 of the Sacramento City Code requires that anyone conducting business in the City of Sacramento obtain a Business Operations Tax Certificate and pay the applicable tax if necessary. The successful Proposer, and any subcontractors, will be required to show compliance with this requirement prior to the award of the contract.
Information about the Business Operations Tax Certificate may be obtained from the City of Sacramento, Revenue Division, 915 I Street, New City Hall First Floor, Sacramento, CA 95814, or by telephone at (916) 808-8500.
6.22 Contractual Obligations
The standard City of Sacramento Non-professional Services Agreement includes, but is not limited to, the requirements shown in the contract. By submitting a proposal, the proposer is indicating they have reviewed the contract and are willing to comply with each provision attached. If the proposer wishes to negotiate any provision it must be indicated within the proposal. The City retains the discretion to accept or reject any proposed edits to the contract.
6.23 Payment Terms
Payment terms will be considered as Net 30 unless a cash discount for earlier payment is offered by the proposer.
When prompt payment discounts are offered, the calculated discount will be subtracted from the final proposed amount and the discounted amount will be used to determine lowest proposed cost. Discounts offered for payment in less than twenty (20) days will not be considered as a basis for award. Payment for services shall be in arrears.
6.24 Purchase Order
One or more purchase orders may be issued to the Contractor on behalf of the City department or division ordering goods covered in the contract. The Purchase Order will be enclosed with the resulting contract or will be issued shortly thereafter, and will become of the contract. Each Purchase Order will cite a specific dollar value to cover a particular item or specified period of time. If a contract is for a specific period of time and extends beyond the close of the City’s fiscal year of June 30th a second purchase order may be issued.
The purchase order does not supersede any provision of the contract to the extent terms within any subsequently issued purchase order conflict with the terms of the contract, the contract terms shall prevail. Performance time and dates are determined solely by the contract.
Delivery of material must not to begin until receipt of the purchase order.
6.25 Cooperative Purchasing
The use of any resulting contract may be extended to other government agencies and to other departments or divisions within the City of Sacramento. It shall be understood that all terms and conditions as specified herein shall apply. The City of Sacramento will not be an agent, partner or representative of any other government agency purchasing through its Contract and is not obligated or liable for such purchases, including, but not limited to, payment for any order placed by any other government agency.
6.26 Non-Professional Services Agreement
The proposer(s) recommended for this award will be required to sign the Non-Professional Services Agreement. The Agreement can be found at the following URL:
http://www.cityofsacramento.org/Finance/Procurement/Standard-Agreements RFP# Q24141361712 - On-Call Electric Motor Repair Parts & Service Form Revision Date 02/14/24 24
Proposers are responsible for reading and understanding the Non-Professional Services Agreement's requirements, terms, and conditions prior to submitting their proposal.
ATTACHMENT 1
P
ROPOSAL SIGNATURE FORM
All f
irms must complete and sign this section and include it within their submittal response. Failure to complete and sign this section will result in rejection of the submittal.
Name of Firm:___________________________________________________________________________ B
usiness Address:_________________________________________________________________________ ( Street) (City) (State) (Zip Code)
T
elephone:____________________________________ Fax:______________________________________ T
ype of Business
☐ Corporation
☐ Partnership
☐ Individual doing business under own name
☐ Individual doing business under firm name
☐ Joint Venture (Attach Joint Venture Agreement)
F
ederal Tax I.D. Number:_______________________________________________________ C
ity of Sacramento Business Operations Tax Number:________________________________ *Mandatory if recommended for contract award.
Si
gnature:_________________________________________________ Date Signed:_________________ N
ame & Title: __________________________________________________________________________ AT
TACHMENT 2 PAYMENT DISCOUNT
PAYMENT DISCOUNT:
Will you offer a prompt payment discount? Yes [ ] or No [ ] (Net 30 days) If Yes, the Payment Discount is ______% for payment within ______ calendar days, which will be computed from the date delivery is made and is accepted by the City, or the date a proper invoice is received, whichever is later.
When prompt payment discounts are offered, the calculated discount will be subtracted from the final proposal amount and the discounted amount will be used to determine lowest price. Discounts offered for payment in less than twenty (20) d
ays will not be considered as a basis for award.
ATTACHMENT 3 EQUAL BENEFITS ORDINANCE DECLARATION OF COMPLIANCE Name of Contractor: _
Address: _
The above-named Contractor (“Contractor”) hereby declares and agrees as follows:
1. C ontractor has read and understands the Requirements of the Non- Discrimination In Employee Benefits Code (the “Requirements”) attached hereto in Section IV.
2. As a condition of receiving this Contract, Contractor agrees to fully comply with the Requirements, as well as any additional requirements that may be specified in the City of Sacramento’s Non-Discrimination In Employee Benefits Code codified at Chapter 3.54 of the Sacramento City Code (the “Ordinance”).
3. Contractor understands, to the extent that such benefits are not preempted or prohibited by federal or state law, employee benefits covered by the Ordinance are any of the following:
a. Bereavement Leave
b. Di sability, life, and other types of insurance
c. Family medical leave
d. H ealth benefits
e. M embership or membership discounts f.
Moving expenses
g. Pe nsion and retirement benefit s
h. V
acation
i. Travel benefits
j. A ny other benefit offered to employees
Contractor agrees that if Contractor offers any of the above-listed employee benefits, Contractor will offer those benefits, without discrimination between employees with spouses and employees with domestic partners, and without discrimination between the spouses and domestic partners of such employees.
4. Contractor understands that Contractor will not be considered to be discriminating in the provision or application of employee benefits under the following conditions or circumstances:
a. If the actual cost of providing a benefit to a domestic partner or spouse exceeds the cost of providing the same benefit to a spouse or domestic partner of an employee, Contractor will not be required to provide the benefit, nor shall it be deemed discriminatory, if Contractor requires the employee to pay the monetary difference in order to provide the benefit to the domestic partner or to the spouse. b. If Contractor is unable to provide a certain benefit, despite taking reasonable measures to do so, if Contractor provides the employee with a cash equivalent Contractor will not be deemed to be discriminating in the application of that benefit.
c. If Contractor provides employee benefits neither to employee’s spouses nor to employee’s domestic partners. d. If Contractor provides employee benefits to employees on a basis unrelated to marital or domestic partner status.
e. If Contractor submits written evidence of making reasonable efforts to end discrimination in employee benefits by implementing policies that will be enacted before the first effective date after the first open enrollment process following the date this Contract is executed by the City of Sacramento (“City”). Contractor understands that any delay in the implementation of such policies may not exceed one (1) year from the date this Contract is executed by the City, and applies only to those employee benefi ts for which an open enrollment proce ss is a
pplicable.
f. Until administrative steps can be taken to incorporate nondiscrimination in employee benefits. The time allotted for these administrative steps will apply only to those employee benefits for which administrative steps are necessary and may not exceed three (3) months from the date this Contract is executed by the City. g. Until the expiration of a current collective bargaining agreement(s) if employee benefits are governed by such collective bargaining agreement(s).
h. Contractor takes all reasonable measures to end discrimination in employee benefits by either requesting that the union(s) involved agree to reopen the agreement(s) in order for Contractor to take whatever steps are necessary to end discrimination in employee benefits or by ending discrimination in employee benefits without reopening the collective bargaining agreement(s).
i. In the event Contractor cannot end discrimination in employee benefits despite taking all reasonable measures to do so, Contractor provides a cash equivalent to eligible employees for whom employee benefits, are not available. Unless otherwise authoriz ed in writing by the City Manager, Contractor understands this cash equivalent must begin at the time the union(s) refuses to allow the collective bargaining agreement(s) to be reopened or not longer than three (3) months after the date this Contract is executed by the City.
5. Contractor understands that failure to comply with the provisions of Section 4(a) through 4(i), above, will subjec t Con
tractor to possible suspension and/or termination of this Contract for cause; repayment of any or all of the Contract amount disbursed by the City; debarment for future Contracts until all penalties and restitution have been paid in full and/or for up to two (2) years; and/or the imposition of a penalty, payable to the City, in the sum of $50.00 for each employee, for each calendar day d uring which the employee was discriminated against in violation of the provisions of the Ordinance.
6. Contractor understands and agrees to provide notice to each current employee and, within ten (10) days of hire, to each new employee, of their rights under the Ordinance. Contractor further agrees to maintain a copy of each such letter provided, in an a ppropriate file for inspection by authorized representatives of the City. Contractor also agrees to pr
ominently display a poster informing each employee of these rights.
7. Contractor understands that Contractor has the right to request a waiver of, or exemption from, the provisions of the Ordinance by submitting a written request to the City’s Procurement Services Division prior to Contract award, which request shall identify the provision(s) of the Ordinance authorizing such waiver or exemption and the factual basis for such waiver or exemption. The City shall determine in its sole discretion whether to approve any such request.
8. Contractor agrees to defend, indemnify and hold harmless, the City, its officers and employees, against any claims, actions, damages, costs (including reasonable attorney fees), or other liabilities of any kind arising from any violation of the Requirements or of the Ordinance by Contractor.
The undersigned declares under penalty of perjury under the laws of the State of California that the foregoing is true and correct, and that he or she is authorized to bind the Contractor to the provisions of this Declaration.
Signature:
Printed Name:
Title: Date:
ATTACHMENT 4 REFERENCES
Proposer shall provide at least four (4) references that demonstrate performance and implementation of similar work.
Typical documentation would be the names of customers with whom the contractor has similar contracts and details of types of services performed. If a subcontractor is proposed, two to three references should be provided for each subcontractor.
B
USINESS NAME/ADDRESS DATES OF SERVICE
CONTACT PERSON AND PHONE NUMBER SERVICES PERFORMED
1 .
2. 3.
4. 5.
6. 7.
8. ATTACHMENT 5 PROPOSAL FEE STRUCTURE
NOTE: PLEASE SUBMIT THIS ATTACHMENT AS A SEPARATE COST FILE IN PLANETBIDS SMALL MOTORS (25 hp and smaller)
LABOR TYPE HOURLY RATE
Standard Shop Rate
Emergency/After Hours Rate
Straight Time In-Field Rate
Overtime In-Field Rate
% Mark up over cost for parts & materials
LARGE MOTORS (Over 25 hp in size)
LABOR TYPE HOURLY RATE
Standard Shop Rate
Emergency/After Hours Rate
Straight Time In-Field Rate
Overtime In-Field Rate
% Mark up over cost for parts & materials
SUBMERSIBLE MOTORS (25 hp and smaller)
LABOR TYPE HOURLY RATE
Standard Shop Rate
Emergency/After Hours Rate
Straight Time In-Field Rate
Overtime In-Field Rate
% Mark up over cost for parts & materials
SUBMERSIBLE MOTORS (Over 25 hp in size)
LABOR TYPE HOURLY RATE
Standard Shop Rate
Emergency/After Hours Rate
Straight Time In-Field Rate
Overtime In-Field Rate
% Mark up over cost for parts & materials
A
LL ABOVE LABOR AND MARK-UP RATES SHALL BE FIRM THROUGH THE FIRST YEAR OF THE AGREEMENT (SEE PRICING ESCALATION SECTION 1.2.10)
• Any unforeseen repairs that require a change to the cost of the repair estimate must be approved by the project manager prior to beginning the additional repairs. • If the estimated repair cost exceeds 50% of the replacement cost, the Contractor must call to get authorization for the repair before proceeding.
• Any services, parts, replacements and/or repairs requested that are not specifically outlined herein will be quoted to the City using the percentage mark-up listed above.
CONTACT PERSON: E-MAIL:
PHONE: FAX:
SIGNATURE: DATE:
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