City of Jacksonville Beach

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1 City of Jacksonville Beach Purchasing Division: 1460A Shetter Ave., Jacksonville Beach, FL Tel: Fax: THIS IS NOT THE COMPLETE PROPOSAL REQUEST FOR PROPOSAL RFP #: TITLE: ELECTRIC SUBSTATIONS TECHNICAL AND Proposal Submittal Deadline: Day: Wednesday Date: October 30, 2013 Time: 2:00 P. M. Location: 1460-A Shetter Avenue Jacksonville Beach, FL Jason Phitides Jason Phitides, Purchasing Administrator 1460A Shetter Avenue, Jacksonville Beach, FL Page 1 of 24 GENERAL PROVISIONS

2 THIS IS NOT THE COMPLETE PROPOSAL REQUEST FOR PROPOSAL Sealed proposals in TRIPLICATE, subject to the terms and conditions specified in this Request For Proposal (RFP), will be received until 2:00 P.M., Wednesday, October 30, 2013, then opened publicly by the Purchasing & Procurement Division, 1460-A Shetter Avenue, 2 nd Floor, Jacksonville Beach, Florida for furnishing the following: RFP No ELECTRIC SUBSTATIONS TECHNICAL AND OPERATIONAL EFFICIENCY EVALUATIONS Proposal packages can be obtained from the Purchasing & Procurement Division, 1460-A Shetter Avenue, 2 nd Floor, Jacksonville Beach, Florida 32250, telephone Please submit quadruplicate completed proposal packages in one sealed envelope clearly marked with proposal number and Respondent name. It is incumbent upon the Respondent(s) to ensure that all copies of the proposal package submittals are complete and exact replicas of each other. Packages received without the requested information or quantities may be rejected. Place the sealed envelope within another sealed envelope clearly marked in the same manner as the first envelope. This is done to prevent accidental opening of the sealed submittals in our mailroom. Submissions, received after the due date and time, are late and will not be considered. Modifications received after the due date and/or letters of withdrawal received after the due date or after contract award, whichever is applicable, are also late and will not be considered. No verbal interpretations will be made of any documents. Requests for such interpretations shall be made in writing or via at least seven (7) days prior to the proposal opening date. Interpretation will be in the form of an addendum and issued to all Respondents. CITY OF JACKSONVILLE BEACH Jason Phitides Purchasing Administrator Purchasing & Procurement Division Page 2 of 24 GENERAL PROVISIONS

3 SECTION A SPECIFICATIONS FOR ELECTRIC SUBSTATION EFFICIENCY EVALUATION PROPOSAL To provide contractual services for the planning and execution of a project titled; ELECTRIC SUBSTATIONS TECHNICAL AND OPERATIONAL EFFICIENCY EVALUATIONS 1. INFORMATION Beaches Energy Services (BES) has developed program documents within their electric substation work section describing major operation, maintenance and testing processes. In order to ensure technical and operational completeness, Beaches Energy Services is accepting competitive responses to evaluate the program documentation and make recommendations to address deficiencies. Documentation has been developed in the following areas: 1) transformer operations, maintenance and testing; 2) battery operation, and maintenance; 3) breaker operation, maintenance and testing; 4) bushing maintenance and testing; 5) relay operation, maintenance and testing; and 6) SCADA communication system operation, maintenance and testing. Beaches Energy Services desires to advance substation operations, maintenance, and facilities/equipment/systems testing to the Best Practices achievable and utilize these programs for enhancing the skill level of BES employees as well as improving BES Substation facilities/equipment/systems overall operational performance. 2. SCOPE OF SERVICES Scope of services includes evaluating the documentation to assess: 1) technical completeness; 2) operational compliance to regulatory standards; 3) the ability to provide objective evidence for regulatory compliance audits; and 4) Best Practices approach. The review would include recommendations (with examples) of operational processes to demonstrate integration of maintenance and regulatory activities in a seamless manner, to achieve a balanced operational approach. Beaches Energy Services anticipates the total engineering/budget estimate will not exceed $25,000. (Twenty Five Thousand Dollars). Page 20 of 24

4 Each program document will be treated independently for review and invoicing. The programs will be distributed one at a time and must be completed before another document will be assigned. 3. DELIVERABLES: Deliverables include two copies of a written report and an electronic file of the documentation detailing assessment results. Recommendations with written examples shall be developed for each deficiency identified with enough clarity that corrective actions are readily understood and can be implemented by internal staff. The report should contain four sections (minimum) addressing: 1) technical; 2) operations; 3) regulatory compliance; and 4) Best Practices. The project must be completed within 120 days of receipt of the PO. 4. RESPONDENT RESPONSIBILITY: The Respondent shall be familiar with the operations to be carried out under the contract resulting from this RFP. The Respondent shall fully understand the difficulties and restrictions attending the execution of the work under this RFP. 4.1 The failure or omission of the Respondent to receive or examine any instruction or document, or any part of these specifications or to be familiar with the work required shall in no way relieve the Respondent from any obligation with respect to this proposal, including that of furnishing all the material, equipment, and labor necessary to perform the work in accordance with these specifications. 4.2 By submitting a proposal, the Respondent covenants and agrees that they have carefully examined the specifications and that from their professional experience, they are satisfied as to the nature of the work, the general local conditions and all matters which may in any way affect the performance and that as a result, they fully understand the intent and purpose thereof and their obligations thereunder and that they will not make any claim for, or have any right to damages resulting from any misunderstanding or misinterpretation of this RFP because of any lack of information. 5. CITY PROPOSALS EVALUATION CRITERIA: RFP response requires a standard format to facilitate the review of the submittals. The intent of the proposal format is to expedite review and evaluation. It is not the intent to constrain firms with regard to content, but to assure that the specific requirements set forth in this RFP are addressed in a uniform manner amenable to review and evaluation. Page 21 of 24

5 Each respondent is to provide a written Respondent Qualifications / Experience Package that details the following: 5.1 Respondent s Qualifications (Licenses, Certifications, etc.): Each Respondent must demonstrate a broad knowledge of NERC/FRCC Reliability Standards and Compliance Procedures. a) Briefly introduce your firm, providing a summary of the administration, organization and staffing of your firm, including multiple offices, if applicable. b) Provide an organizational chart indicating the positions and names of the core management team which will undertake this project. c) Each Respondent is to provide copies of any and all licenses and certifications under which the firm or individual operates and/or demonstrates training/skills that may enhance quality and timeliness of Respondent s work on this type of project. This may include, but is not limited to, professional licenses such as contractor s license(s), occupational license(s), training certification(s), etc. 5.2 Respondent s Experience & References with Similar Projects: Respondent s must demonstrate a complete knowledge of electrical substation operations and maintenance. Each Respondent is to submit a listing of previously completed consulting projects of comparable size and scope as described herein, that have been performed in the last three (3) years. The listing is to include: a) Project name and/or number. b) Project location c) Project Start Date. d) Project Completion Date. e) Project Total Cost. f) Project Overview Summary brief and succinct. g) Project Owner Reference: i. Reference Name ii. Reference Phone Number iii. Reference address 5.3 Respondent s methodology including technical approach and understanding of the scope of the project: a) Provide a narrative description of the Respondent s plan for Page 22 of 24

6 6. CITY SELECTION PROCESS accomplishing the work and services to be provided to Beaches Energy Services. b) Each Respondent must indicate a clear understanding of the scope of work, including a detailed project plan for this project outlying major tasks and responsibilities, time frames and staff assigned for each category of the scope of work identified above. c) Proposals shall clearly distinguish the Respondent s duties and responsibilities and those of Beaches Energy Services. Absence of this distinction shall mean the Respondent is assuming full responsibility for the tasks. d) Provide a detailed timeline by task including milestones and payment. e) Any additional information to be determined by the Respondent. Vendor selection shall be in accordance with this request for proposal. The evaluation process shall determine qualifications, interest, and availability. The CITY shall first review all written responses. This review will result in a ranked list of fully qualified respondents. If deemed necessary, public informal interviews may be conducted of selected respondents determined to be best qualified based upon the evaluation of the written responses. Responders may be requested to make a short presentation (no more than 1 hour) via conference call to assist in the evaluation of their proposal. Beaches Energy Services will notify responders to schedule a time for the presentation. Proposals that omit any of the items may be rejected as nonresponsive. Each Respondent who submits a proposal does so solely at the Respondent s cost, risk and expense. It is the intention of the CITY to evaluate and rank order the Respondent proposal packages utilizing the criteria listed below. Factor Point Range 6.1 Responsiveness to the RFP format, content and scope of work. 10% 6.2 Respondent s Qualifications (demonstrate a broad knowledge of NERC/FRCC Reliability Standards and compliance procedures). 30% 6.3 Respondent s Experience and References (demonstrate a complete knowledge of electric substation operations and maintenance). 35% 6.4 Respondent s methodology/approach to the project 15% 6.5 Pricing 10% Page 23 of 24

7 Responses must include a fixed cost for each program that includes travel and all incidentals. Beaches Energy Services will determine the priority of distributing the program documentation to be reviewed. It is anticipated that one vendor will be selected for this project. 7. PROPOSAL PACKAGE FORMAT: All proposals are to follow the same format, and shall be evaluated partially based on the Respondent s ability to follow the instructions herein. To receive points for evaluation, the proposal package format is to address all required components, and follow the order of sections described below. The aim of the required format is to simplify the preparation and evaluation of the proposal packages. The RFP shall be signed by the firm s representative who is authorized to contractually bind the firm. All proposal packages are to include the following components: 1) Form 1: Proposal Tender Form 2) Form 2: Award Notice Form 3) Form 3: Required Disclosure Form 4) Form 4: Drug-Free Workplace Compliance Form 5) Form 5: Non-Collusion Affidavit 6) Respondent s Qualifications (Licenses, Certifications, etc.) 7) Respondent s Experience & References with Similar Projects 8) Respondent s Methodology/Approach to the project 8. PROPOSAL IS NOT A BID: This Request for Proposal is not to be considered a bid. The CITY will evaluate responses based on the criteria set forth in this RFP. Price proposals are required as part of the submitted proposal package. The CITY reserves the right, at its sole discretion, to exclude the price proposals from the evaluation process. The evaluation process is to consider all other requested criteria to determine which firm is the most highly qualified to perform the required services. THIS IS NOT THE COMPLETE PROPOSAL To request a package via , send us an at or visit our website at and signup for notification. Page 24 of 24

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