2016-02EL Request for Proposals (RFP) For Natural Gas Generator Responses Due: February 24, 2016 at 2:30pm Attn: City Clerk City of Banning Electric Utility Department 99 E. Ramsey Street Banning, CA 92220 January, 2016 RFP for Natural Gas Generator Page 1
TABLE OF CONTENTS INSTRUCTIONS FOR PROPOSAL... 3 SCOPE OF WORK... 5 GENERALREQUIREMENTS... 5 COORDINATION... 5 SCHEDULE OF EVENTS... 6 SELECTION CRITERIA... 7 PROPOSAL SUBMISSION AND DEADLINE... 7 PROPOSAL LIMITATIONS AND REJECTION... 7 QUESTIONS DURING PROPOSAL PREPARATION... 7 EXHIBIT A... 8 BID FORM... 9 RFP for Natural Gas Generator Page 2
INSTRUCTIONS FOR PROPOSALS Sealed Bids for the 2016-02EL Request for Proposals (RFP) For Natural Gas Generator Set at Banning Corporate Yard will be received by the CITY OF BANNING ( Owner ) until 2:30 p.m., Pacific Standard Time on February 24, 2016. The Owner will then review all proposals and then make a preliminary selection, based on the Selection Criteria specified in this proposal, on March 8, 2016. The scope of work under this project includes procurement and delivery of a 230kW Natural Gas generator to be utilized at the Banning Corporate Yard at 176 E. Lincoln Street in the City of Banning. The bid shall also include costs for a certified representative to train personnel and assist with the commissioning of the Natural Gas generator which shall follow installment. Bids shall include the following details and information: A cover letter a. Name of Company, b. Brief description of history of company and length of time in business, c. Location of Principal offices, d. Supplier qualifications are defined demonstrating the ability to meet technical specifications as defined in the RFP which is accompanied by a statement of understanding. Proposer s experience providing similar services as follows: a. List previous similar procurement projects completed within the last five years, which shall include client information, equipment description, and date of equipment purchase and delivery b. References for three clients within the last five years including client s name, project engineers, and phone numbers.. List of proposed sub-consultants, if any, and a description of their contribution. Provide an expected lead time in weeks or days for delivery of equipment to the site. The procurement duration should be provided beneath the bid price. Deadline for submittal of bid Request For Information (RFI s) is February 18, 2016 at 2:00 p.m. local time. Submit all inquiries to Brandon Robinson, City of Banning, Electric Utility Department, via email brobinson@ci.banning.ca.us. The City of Banning hereby notifies all bidders that it will affirmatively insure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full RFP for Natural Gas Generator Page 3
opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in being considered for an award. PAYMENT Payments shall not be made more often than once each thirty (30) days. AWARD AND EXECUTION The award of contract, if made, will be within forty-five (45) calendar days from the date of the bid opening. The Contractor shall execute the Contract within fifteen (15) calendar days after he has been notified in writing of the award. The owner hereby reserves the right to reject any and all proposals, to waive any irregularity, award any combination of schedules and to award the contract to the most qualified, responsive, and responsible bidder. No bidder may withdraw his bid for a period of forty-five (45) calendar days after the bid opening. CITY OF BANNING, CALIFORNIA Dated: January 26, 2016 /s/ Marie A. Calderon City Clerk RFP for Natural Gas Generator Page 4
SCOPE OF WORK The City of Banning requests proposals from qualified bidders for the procurement and delivery of a 230kW Natural Gas generator to be utilized at the Banning Corporate Yard at 176 E. Lincoln Street in the City of Banning. The bid shall also include costs for a certified representative to assist with the training of personnel and commissioning of the Natural Gas generator which shall follow installment. The scope of services for this project includes, but is not limited to: Furnish and deliver a new 230kW Natural Gas generator Provide assistance and training during startup and commissioning of the generator from a qualified representative GENERAL REQUIREMENTS The general requirements include, but are not limited, to the following and serve as general minimum requirements for the proposal: Brand: Olympian, Generac, Caterpillar or Equivalent Rating: 230kW Stationary/Fixed Location Voltage: 277/480 Volt, 3-Phase Frequency: 60 Hz, 1800 RPM Wireless remote alarm capable of communicating with multiple mobile devices Digital electronic controls with English language display Block Heater Battery charger with conduit Exhaust/Emission controls Sound Dampening Enclosure Startup and Commissioning (generator will be installed by others) NOTE: If there are any reservations or concerns with the generator set being installed by others, please clarify any objections prior to the RFI submittal deadline. All foundations and utilities will be installed by others. The automatic transfer switch has previously been installed through a separate project. Coordination will be completed during startup and commissioning. COORDINATION Delivery, startup and commissioning shall be coordinated with City of Banning Electric Utility. A main point of contact shall be provided prior to the Notice to Proceed. RFP for Natural Gas Generator Page 5
SCHEDULE OF EVENTS The following is a general timeline of the process to be used to award the services agreement: Request for Proposals issued February 2016 Last Day for RFI Inquiries and Clarifications Submission of Proposals due* February 18, 2016 Before 2:00pm February 24, 2016 Before 2:30pm Evaluation of Proposals conclude March 8, 2016 Recommendation to City Council March 22, 2016 *Submittals received after the due date may be rejected. RFP for Natural Gas Generator Page 6
SELECTION CRITERIA The City will evaluate and select the successful proposer on the basis of the following criteria: (a) Responsiveness to the Request for Proposals (b) Overall price to complete this project. (c) Procurement duration (d) Value of the equipment warranty that is provided (e) Qualifications and resumes for similar work recently completed (within past five years). NOTE: Any omissions of the general requirements of this proposal must be clearly stated on a document attached to the proposal. PROPOSAL SUBMISSION AND DEADLINE Three (3) hard copies and one (1) electronic copy on cd of the complete proposal must be submitted BEFORE 2:30pm PST February 24, 2016. Proposals received after this may be rejected. The City of Banning does not recognize the U.S. Postal Service, or any other organization as its agent for purposes of accepting proposals. Proposals must be received at: City of Banning Electric Utility Department Engineering Bid 99 E. Ramsey Street P.O. Box 998 Banning, CA 92220-0998 Attn: City Clerk PROPOSAL LIMITATIONS AND REJECTION The City reserves the right to cancel, in part or in its entirety, this invitation to submit proposals. Submitted proposals may be rejected if they show substantial alterations from required form or are incomplete or inapplicable; however, City reserves the right to waive irregularities. City also reserves the right to reject all proposals and shall not be liable for any expenses or costs incurred by proposers in preparing their proposals. QUESTIONS DURING PROPOSAL PREPARATION Any questions arising during proposal preparation should be emailed to Brandon Robinson, Associate Electrical Engineer, at brobinson@ci.banning.ca.us. Questions must be sent no later than 2:00pm PST on February 18, 2016. Responses to questions, if applicable, shall be posted as an addendum on the City s website http://ci.banning.ca.us/bids.aspx no later than February 22, 2016. It shall be the proposer s responsibility to check the website for addenda information as may be posted. The City reserves the right to reject any or all proposals, to waive any informality in any proposal, and to select the proposals that best meet the needs of the City. RFP for Natural Gas Generator Page 7
EXHIIT A Bid Form RFP for Natural Gas Generator Page 8
BID FORM 1. Furnish and Deliver 230kW Natural Gas Generator $. and Assist with Startup and Commissioning Total Amount in Words. 2. Delivery Schedule in Weeks or Days from Notice. to Proceed In a separate document, please provide equipment warranty information that will be provided by your company. In a separate document, please state clearly any omissions of the general requirements in your proposal. Company. Authorized Signature. Printed Name. RFP for Natural Gas Generator Page 9