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HomeMy WebLinkAboutAgenda Report - February 2, 2011 C-04AGENDA ITEM C w14 CITY OF LODI COUNCIL COMMUNICATION AGENDA TITLE: Approve Requestfor Proposal and Authorize Advertisement for Inspection, Adjustments and Maintenance Tests of Two Power Transformers at Henning Substation ($65,000) MEETING DATE: February 2,201 1 PREPARED BY: Electric Utility Director RECOMMENDEDACTION: Approve a Requestfor Proposal and Authorize Advertisement for inspection, adjustments, and maintenance tests of two power transformers at Henning Substation estimated at $65,000. BACKGROUND INFORMATION: There are two 31.25 MVA power transformers and associated load tap changers (LTC's) installed at Henning Substation. One transformer has been in operation since 1976 and the other since 1984. The most recent maintenance tests were conducted on these transformers in 2003. A powertransformer of this rating is typically maintained every two years. Since it has been approximately seven years that comprehensive maintenance tests were conducted on these transformers, it is prudent to perform such work at this time. In order to maintain safe and reliable operation of the powertransformers in Henning Substation, staff recommendsthe approval of this request. FISCAL IMPACT: Estimated cost is $65,000. FUNDING AVAILABLE: Included in FY2010/11 BudgetAccount No. 160652.7323 Elizabeth A. Kirkley Electric Utility Director PREPARED B Y Demy Bucaneg, Jr., P.E., Assistant Electric Utility Director Weldat Haile, Senior Power Engineer am, City Manager CITY COUNCIL BOB JOHNSON, Mayor JOANNE MOUNCE, Mayor Pro Tempore LARRY D. HANSEN PHIL KATZAKIAN ALAN NAKANISHI To Prospective Bidders CITY OF LODI ELECTRIC UTILITY DEPARTMENT ELIZABETH KIRKLEY, DIRECTOR 1331 S HAM LANE LODI, CALIFORNIA 95242-3995 (209)333-6762 FAX (209)333-6839 January 5,2011 KONRADT BARTLAM, City Manager RANDI JOHL, City Clerk D. STEPHEN SCHWABAUER, City Attorney Subject: Reauest for Proposal (RFP) to Conduct Inspection. Adiustments and Maintenance Tests on Two Power Transformers with Load Tap Changers in Henning Substation The City of Lodi hereby invites sealed proposals to provide professional services to conduct inspection, adjustments, and maintenance of two power transformers with load tap changers in Henning Substation. Each bid shall be in accordance with this notice and specifications on file and available from the Engineering & Operations Division, City of Lodi Electric Utility Department, 1331 South Ham Lane, Lodi, California 95242, (209) 333-6800 ext. 2418. No bid will be considered unless it is submitted on a format according to the `ORGANIZATION OF PROPOSAL' Section of this RFP document. Sealed proposals shall be delivered to the Budget Manager at the Lodi City Hall Annex, 310 West Elm Street, Lodi, CA 95240 (P.O. Box 3006, Lodi, CA 95241-1910) on or before February 23,2011 at 11:00 a.m. At that date and hour said sealed proposals will be publicly opened and read in the Public Works Conference Room, City Hall, 221 West Pine Street, Lodi, California. Bidders or their authorized representatives are invited to be present. Please submit detailed proposal for review and evaluation. If there are any questions regarding this request for proposal, you may contact Weldat Haile, Senior Power Engineer at (209) 333-6763, by email at whaileelodielectric.com. Arrangement for on-site inspection may be made by calling Mr. Haile at least 24 hours in advance of planned inspection. DEMETRIO S. BUCANEG, JR. -PE Assistant Electric Utility Director Engineering & operations Division City of Lodi Electric Utility Department INTRODUCTION The City of Lodi Electric Utility Department (EUD) is inviting qualified firms to submit proposals to provide inspection, adjustments and maintenance services on two power transformers with load tap changers (LTC) in Henning Substation. The bidder acknowledges that the maintenance work shall be performed in the vicinity of and around energized lines, bus and equipment. SCOPE OF WORK Successful bidder shall provide personnel, test equipment, materials and supplies to perform the following scope of work: 1. Transformer Inspection and Maintenance a. Mobilize personnel and equipment to EUD substation site b. Verify proper switching and grounding of power equipment c. Visual inspection of power transformer and associated equipment i. Check for oil and nitrogen leaks ii. Check tank pressure and operation of nitrogen systems iii. Check condition of paint iv. Check for broken and damaged components 1. Bushings 2. Arresters 3. Conduit and junction boxes 4. Control cabinets 5. External power transformer indicatorsand auxiliaries d. Conduct LTC inspection i. Collect oil sample for analysis ii. Check LTC breather iii. Visual inspection for leaks and damage iv. Check liquid level gage for operation and proper level v. Check operations counter and record number of operations vi. Check proper electrical and mechanical operation of LTC vii. Verify operation of position indicator viii. Check control cabinet and motor operator 1. For cleanliness and moisture 2. Wiring for cracked or damaged insulation, overheating and connection 3. Operation of panel heaters ix. Provide LTC contact lease kit, if needed (Note: Specify if this is an extra fee) x. Drain and store oil from LTC compartment A. Rinse and clean switch compartment xii. Check wear and alignment of all fixed and moving contacts xiii. Replace any worn parts (Note: Specify cost if this is extra) xiv. Operate LTC to verify proper mechanical timing and alignment on all taps xv. Check and verify: 1. Transition resistors 2. barrier boards, seal and connections between main tank and compartment 3. condition of door gasket xvi. Close and bolt LTC compartmentdoor xvii. Refill oil through pump/filter (Note: Specify cost should new oil is needed) xviii. Check for oil leaks and proper oil level loose LTC 2. Power Transformer Tests a. Transformer turns ratio b. Powerfactor of winding insulation c. Winding insulation resistance d. General functional check of controls, gages, cooling, LTC, etc. e. Oil sample for DGA, oil quality and oil dielectric strength test 3. Clean-up and demobilize 4. Deliverables a. Complete inspection report b. Completetest results c. Analysis and recommendations d. Replacement parts and materials as needed 5. Performanceand Schedule The bidder acknowledges that the maintenance work shall be performed in the vicinity of and around energized lines, bus and equipment. The bidder also acknowledges that EUD will be performing normal maintenance, inspections and operations, as necessary, within the substation facility during the transformer inspection/maintenance period to maintain power supply to the City. It is estimated that the above scope of work will take approximately two (2) days per transformer to complete. All inspection tasks and tests must be completed before June 3, 2011. Saturday and Sunday shutdown for testing will be the preferred option in performing this activity. EUD reserves the right to cancel any scheduled maintenance work when electric power capacity is needed to serve the load. SELECTION PROCESS Proposals will be reviewed by the Assistant Director, Engineering & Operations Division and the Senior Power Engineer. Complete proposals will be evaluated based on the information submitted. This will permit a recommendation to the City Council for contract award. REJECTION OF PROPOSALS The City of Lodi Electric Utility Department reserves the right to reject any and all proposals and to solicit new proposals with modified terms and conditions. It also reserves the right to waive any informality in connection with the proposals. GENERAL PROVISIONS 5-409 Responsibility for Damage The City of Lodi, its elected and appointed boards, commissions, officers, agents and employees shall not accept responsibility for any loss or damages that occur during the scope of work to the work or any part thereof; or for any material or equipment used in performing the work; or for injury or damage to any person or persons, either work personnel or the public; for damage to adjoining property arising from or related to Contractor's negligence or willful misconduct during the progress of the work or any time before final acceptance. The Contractor shall indemnify and save harmless the City of Lodi, its elected and appointed boards, commissions, officers, agents and employees from any suits, claims or actions brought by any person or persons for or on account of any injuries or damages sustained or arising out of Contractor's negligent acts, errors or omissions in the performance of the work or in consequence thereof. The City of Lodi may retain as much of the money due the Contractor as shall be considered necessary until disposition has been made of such suits or claims for damages as aforesaid. 5-413 Insurance Reauirements for Contractor The Contractorshall provide proof of insurance to be maintained during the life of this contract as listed under General Liability and Automobile Liability coverage listed below. These insurance policies shall protect the Contractor and any subcontractor performing work covered by this contractfrom claims for damages for personal injury, including accidental death, as well as from claims for property damages, which may arise from Contractor's operations under this contract, whether such operations be by Contractor or by any subcontractor or by anyone directly or indirectly employed by either of them, and the amount of such insurance shall be as follows: 1. COMMERCIAL GENERAL LIABILITY 2. COMPREHENSIVE AUTOMOBILE LIABILITY $2,000,000 Ea. Occurrence $1,000,000 Bodily Injury - Ea. Person $1,000,000 Bodily Injury - Ea. Occurrence $4,000,000 Aggregate $1,000,000 Property Damage - Ea. Occurrence NOTE: Contractor agrees and stipulates that any insurance coverage provided to the City of Lodi shall provide for a claims period following termination of coverage which is at least consistent with the claims period or statutes of limitations found in the California Tort Claims Act (California Government Code Sections 810 et seq.). A copy of the certificate of insurancewith the following endorsements shall be furnished to the City of Lodi: a. Additional Named Insured Endorsementwith Primary Wording Such insurance as is afforded by this policy shall also apply to the City of Lodi, its elected and appointed Boards, Commissions, Officers, Agents and Employees as additional named insured, insofar as work performed by the insured underwritten contract with the City of Lodi. (This endorsement shall be on a form furnished to the City of Lodi and shall be included with Contractor's policies.) b. Wording: Such insurance as is afforded by the endorsement for the Additional Insureds shall apply as primary insurance. Any other insurance maintained by the City of Lodi or its officers and employees shall be excess only and not contributing with the insurance afforded by this endorsement. c. Severabilitv of Interest Clause The term "insured" is used severally and not collectively, but the inclusion herein of more than one insured shall not operate to increase the limit of the company's liability. d. Notice of Cancellation or Chanae in Coverage Endorsement This policy may not be canceled nor the coverage reduced by the company without 30 days' prior written notice of such cancellation or reduction in coverage to the City Attorney, City of Lodi, P.O. Box 3006, Lodi, CA 95241. e. Contractor agrees and stipulates that any insurance coverage provided to the City of Lodi shall provide for a claims period following termination of coverage which is at least consistent with the claims period or statutes of limitations found in the California Tort Claims Act (California Government Code Section 810 et seq.). "Claims made" coverage requiring the insureds to give notice of any potential liability during a time period shorter than that found in the Tort Claims Act shall be unacceptable. 5.414 Workers' Compensation Insurance The Contractor shall provide proof of and maintain during the life of this contract, Worker's Compensation Insurance for all Contractor's employees employed at the site of the project and, if any work is Subcontracted, Contractor shall require the subcontractor similarly to provide Worker's Compensation Insurance for all of the latter's employees unless such employees are covered by the protection afforded by the Contractor. In case any class of employees engaged in hazardous work under this contract at the site of the project is not protected under the Worker's Compensation Statute, the Contractor shall provide and shall cause each subcontractorto provide insurance for the protection of said employees. This policy may not be canceled nor the coverage reduced by the company without 30 days' prior written notice of such cancellation or reduction in coverage to the City Attorney, City of Lodi, P.O. Box 3006, Lodi, CA 95241. TERMS AND CONDITIONS 1. ACCVTA.NC£ANDAMENDMENTS:Seller(besupplierwhosenarneappesreonthe(aceofthisorder)agreestlratthisorderoftheCityofLodi(heminafWreferredtoas'Ciy)becomesacontractsub)ectbfe termsandcondWriasatbrthbelowadonthetatehereof,whenacknowledgmenthasbeensignedandreturnedbySeler(ifrequested),oruponcommencementofpedormancebySol*. Seller'sdifTerentoraddtlonelterroa and conditions are hereby objected to, and no additional or different terms and oordlbons of Seller, or agreement or understanding b modify conbadshall be binding upon the City unlessepeolficeib agreedb inwriting and signedbyCipr'sauthwizedrepresent0ve(s). NoctheractonbyOtyshalconstituteacceptarceofUlter'sdfferentoradditlonaltenmsadcorditions. 2 COMPLIANCE WITH tAWS:. In the performance of work required under this order, Seller agrees to comply with all applicable federal, state and local laws, rules, regulationsend ordinances, and shall hold City harmlessfrom liability resulting from failure of such compliance. 3. FAIRL48OR STANDAROSACT: Seller certifies that all supplies. materials or equipment provided under this order will be produced In compliance with all applicable requlremantsof Section 6, 7, and 12 of the Fair LaborStandards Ad, as amended, and all regulations and orders issued by the U. S. Department of Labor under said Ad. 4. HARMLESS: Seller further agrees to Indemnify and hold harmless City from ay and all losses. liabilities, damages, claims, demands, suits, actions, proceedings. subragstions and expenses,includingoourt costs and reasonable attorneys' fees, relating in any way to completion of this order, or the goods manufactured and delivered thereunder, except for goods manufacturedentirety to City's Specifications, and except for actions by City over which Seller has no control. which are daimed or made by any parson, firm, or corporation, Includingempoyees, workers, servants a agents of Seller and Seller's subcontractors arising from any cause or for any reason whatsoever. Seller further agrees, upon receiptof notification, to promptly assume full responsibility for the defense of any and ell such sults, actions, or proceedings which may be broughtagainst Seller or against City. 6 PATENT INDEMNITY, Seller shall hold City, Its officers, agents and employees, harmless from liability of any nature or kind, including costs. expenses and attorneys' fees, for infringementor use of any copyrighted or uncopyrlghtedcomposition, sacral process, patented or unpatented invention, article or appliance provided or used in connectionwith performance underthis order. Supplier may, at Citys discretion. be required to furnish a bond or other Indemnification to City againstclaims or liability for patent Infringement. 6. DIUVfM Time shall be of the essence on this order, and if delivery of supplies, materials or goods Is not made In the quantities and at the time(s) specified in the quotation or bid, City reserves the right without liability. and in addition to its other rights and remedies, to take either or both of the following actions: (a) Direct expedited routings of goods ordered(the differencein cost between the expedited routing and the order routing costs shall be borne by the Seller); (b) Terminate the order by notice, effective when received by the Seller, as to ordered goods not yet shipped, and to purchase substitute goods elsewhere and collactfrom Seller the difference in costs betweenthe substitute goods and goods ordered under the contract. Neither City nor Seller shall be liable for excess costs of deliveries or defaults due to causes beyond Its control and without its fault or negligence, provided, however, that when Seller has resaon to believe that deliveries will not be made as scheduled, written notice setting forth the cause of the anticipated delay will be given immediately to City. If Seller's delay or default is caused by a delay or default of a subcontractor, such delay or default shall be excusable only if it arose out of causes beyond the control of both Seller and subcontrectorand without the fault or negligence of either of them and the goods to be furnished was not obtainable from other sources in sufficient time to permit Seller to meet the required delivery or performance schedule. City reservesthe right to refuse or reject all shipmentsover and above the quantity or quantities stated in the contract. 7. CHAN(OtDERS: City reserves the right at any time to make written changes within the general scope of the contract in any one or more of the followingg: (a) Specifications, drawings, and data Incorporated In the contract where the items to be furnished are to be specially manufacturedfor City; (b) Methods of shipment or packing; (c) 71me of delivery: (d) Place of delivery; (e) Method of delivery: (1) Quantities. If any such changes cause an Increaseor decrease In the cost of or in the time required for the performanceof the contract, an equitable adjustment shall be made in the contract price, or delivery schedule, or both. Any claim by Seller for adjustment in this cause must be approved by City's authorized representative(s) In writing before Seller proceeds with such change. Price Increases shall not be binding upon City unless evidenced by a change order, amendment, or revision signed byClty's authorized representstive(s). 8. Qj;(- LLATION: For Seller's failure to comply with any material terms or conditions hereof, or for failure to perform on all or any part of the undelivered portion of the order or contract, City may cancel the order, in whole or in part, without further ilabliity to the City. Such cancellation. however, shall be without prejudice to claims of either party arising prior to cancalliltlon and without prejudice to any claim City may have against Seller for breach inducing cancellation. Failure of City to insist on strict performance or observance by Seller of the order, these conditions or Citys rights i n any one or more Instances shall not constitute a waiver by City of such performance. conditions or rights either then or in the future. Either party may cancel the order without further cost or liability to the other party in the event that any proceedingsare instituted by or against the other parly in bankruptcyor insolvency under any provision Q the Bankruptcy Coda, as amended, or In the event of any assignment for the benefitol creditors. g. REMEDIES: Remedies of the parties of the contract include, but are not limited to, the following: (a) If Clly cancels the contract in whole or in part as provided in Section 7, above, City may procure goods similar to those canceled, by such means and under such terms as City deems necessary and appropriate, and Seller shall be liable to City for any excess costs for such similar goods. Seller shall further be rsaponalble for continued performanceof any portlon of the order not canceled according to the provisions of the contract: The rights and remsdles offhe Gy provided M thisclause shall notbeexciusfve arrive in addition to ayoltw rightsad remedies provided bylaw, indudingconsequential damages; (c) ThefailureofCitytoinslstuponstNotperformanceofanyofthetemsofthecontract, ortoexerdseayrightsthereundershallnotbeacnauuedasawaiverofOlty$rights; p Seller may be excusedfrom performance under tha contract providedthat Seller notiffes City within five (5) days of discovery of any of the following events: 1.) Acts of God, lots of publicenemy, acte of olvll authoritywith lawful jurisdiction over Seller. acts of war, lire, flood, unusually $ever$ weather, earthquake, epidamk. quarantine restrictions, freight embergoas, or acts of City; 2,) Seller's failure to perform Is caused by defaultof a supplier or subcontractor and if such default arlsea out of causes beyond the control of both the Seller and the supplier or subcontractorand without the fault or negligenceof either party; 3.) Seller ha6 made a good -faith effort to obtain supplies or servicas from other sources in such time to meet City's required delivery schedules, if such events named above cause supplier default. 10. NOTICE OF LABOR DISPUTES; Whenever an actual or potential labor dispute delays or threatens to delay the timely performanceof the order, Seller shall Immediately notify CRY in writing of all relevant Information with respect to such dispute. 11. ADDITIONAL CHARGES: No charges for packing, handling, drayage, or special shipping containers or protective materials will be allowed or paid by Gty unless specified on the lace of the purchase order, orspeelfballyfilled asanadditional and separatechargeonSellersbid, Seller shell be liable for damage togoodscausedbylmproperpacking,boxing, orcrating. 12. SHIPMENT,RISK r1F Loss; Unless otherwise slated on the face of this purchase order, all goods shall be shipped F.O.B. destination, and Seller shall bear all risk of loss or damage of goods covered by the order. except lots or damage occasioned by negligenceof City, until final acceptance by City at delivery destination specified on the face of the order. City reserves the right to reject C.O.D. or cotiact shipments. 13, gjj,E; Title I o all goods purchased hereon shall pass directly from Seller to City at the F.O.B. point specified in this bid and on the face of the order, subjectto the right of City to reject goods upon inspection, 14. gg!! TIQNIACCEPTANCE: Payment for any goods purchased underthe contract shall not constitute acceptance thereof. All goods purchased thereunderare subject to Inspection at City's discretion, either before or after soeoptencs, at City's option. City reservesthe right to reject and refuse acceptance of goods which Is not in conformance with City's speclfloeflons, instructions, and drawings, and In conformance with Seller's warranties express or implied). Gorda not accepted will be returned to Seller for full credit or replacementat City's option and at Seller's risk and expense, including demurrageandlor transportation both ways. City shall not be liable for failure to accept any part of the goods ordered, If such failure Is the resultof any cause beyond the control of the City. Without limitation, among such causes are fires, floods. acts of Gal, strikes, casualties, delays in transportation, or partial or total closureof City's facilities, Acceptance of all or any part of the goods shall not be deemed to be a waiver of City's right either to cancel or to return all or any portion of the order becauseof Seller's faitureto conform to the contract, or by reason of defects or other breach of warranty or lo make any claim for damages caused by Improperboxing, crating, packing or shipping. Such rights shall be in addition to any other remedies provided by law. 16. LIENS, MAIMS. ANDENCUMBRANCES : Seller warrants and represents that all goods delivered underthls orderwlll be free and dear of all liens, claims, and encumbrancesCf any kind, 16, PAYMEWDISCOUNT: fgymentthall be made, upon submission of acceptable invoIce (a), Ior goods delivered and accepted as specified herein and on the order. Drafts or statements will not be honored. Itis the City's intent to pay all Invoice& within 30 days following receipt of Invoice or date of delivery and acceptance, whichever is later, If Invoice amount It in varlanca with contract amount, payment will be made within thirty days of resolution of variance and receipt of corrected Invoice. If applicable. 17. RETURN ; All goods purchased under this order are subject to City's Inspection and approval as specified In Paragraph 14, above. Goods rejected by City for cause shall behold for pickup, returned, or stored at Seller's sole expense. Where return is necessarydue to Seller's error, City reservesthe right to assess handling charges equal to Seller's standard restocking fee, as a percentage of the value of the returned goods. Any costs incurred by City shall be promptly reimbursedto City by Sailer. 18 WARRANTIES: Seller hereby warrants with respect to goods furnished under this order that: (1) Seller has good title to the goods, (2) the good8 conforms to Citys speolfloatlons, Instructions, and/or drawings, (3) the goods Is fit for the purpose for which it it purchased, (4) the goods It merchantable, (b) the goods hes no latent defect, and (6) the goods has been manufacturedin a good workmanlike manner using the highest quality material In conformity with the best standard manufacturing practices. This warranty shell survive any inspection, acceptance or return of any such goods and shall apply to City and its customers, i9. QJE#)LAW: I n any lull or action broupht to enforce any term, condition, or covenant herein, or to recover damages arising from any breach of the contract, the losing party shall pay to the prevelling party reasonable attorneys' fees and all other costs end expenses which may be Incurred by the prevailing party In any such suitor action and in any reviews thereof and appeals therefrom. The law8 of the Stale of California shall govern any order made pursuantto this bid and subsequent award, and the venue of any actions, disputes, or claims brought thereunder shall be laid In or transferred to the County of San Joaquin in the State of California. PUR-233 MAILING LIST Geo. E. Honn Company, Inc. 853 Cotting Court, Suite Vacaville, CA 95688 Tel. No. (707) 455-0241 Fax No. (707) 455-0245 Attention: James Magolske Waukesha Electric Systems, Inc. c/o Isberg Nott Company 4725 First Street, Suite 265 Pleasanton, CA 94566 Tel. No. (925) 426-4718 Fax No. (925)426-0323 Attention: Karie Spowart or Steve Kanty Western Uti I ities Transformer Service 1010 N. Plaza Drive Visalia, CA 93291 Tel. No. (559)651-0141 Fax No. (559)651-0143 Attention: Tony Borba Transformer Services, Inc. 3075 NW Park View Lane Portland, OR 97229 Tel. No. (503) 645-3500 Fax No. (503) 645-3588 Attention: Dan Lupuleasa