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HomeMy WebLinkAboutAgenda Report - June 19, 2002 E-05yOF�- COUNCIL• • �q< op��P AGENDA TITLE: Approve plans and specifications and authorize advertisement for bids for one (1) Battery Capacity Test System ($10,000) (EU D) MEETING DATE: June 19, 2002 PREPARED BY: Electric Utility Director RECOMMENDED ACTION: That the City Council approve the plans and specifications for one (1) Battery Capacity Test System and authorize advertising for bids. BACKGROUND INFORMATION: The Electric Department substations are controlled by D.C. battery power. These systems are critical to the operation of all equipment in the substations. It is impossible to take the batteries out of service for load testing. At the present time, the technicians have no reliable method to do on line testing of the batteries. Some of the substation battery systems are over 15 years old, knowing the condition of the batteries is essential. This battery testing system will enable the technicians to do on line testing and track the condition of our battery systems while in service. Bid opening has been scheduled for July 17, 2002. FUNDING: 20,r0�1--2003 Financial Plan & Budget Pg. E-6 Funding Approval: "'" s )q • ° s `� '� r Vicky WcAthie, Finance DirActor J / Alan N. Vallow Jv/ Electric Utility Director PREPARED BY: Jess Kerekes, Electrical Technician ANV/JK/Ist C: City Attorney Finance Director APPROVED: H. Dixon Flynn - Ci Manager BATTERY CAPACITY TEST SYSTEM CITY OF LODI, CALIFORNIA SECTION 1 NOTICE INVITING BIDS The City of Lodi hereby invites sealed proposals to furnish and deliver One (1) Battery Capacity Test System to the City of Lodi, California. Each bid shall be in accordance with this notice and specifications on file and available from the Purchasing Officer, City Hall Annex, 212 West Pine Street, Lodi, California 95240, (209) 333-6777. No bid will be considered unless it is submitted on a proposal form furnished by the City of Lodi. Sealed proposals shall be delivered to the Purchasing Officer at the City Hall Annex, 212 West Pine Street, Lodi, CA 95240 (P.O. Box 3006, Lodi, CA 95241-1910) at or before 11:00a.m., Wednesday, July 17, 2002 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. The City of Lodi reserves the right to reject any or all bids, to waive any informality in any bid, to accept other than the lowest bid, or not to award the bid. Reference is hereby made to said specifications for further details, which specifications and this notice shall be considered part of any contract made pursuant thereto. CITY OF LODI Joel E. Harris Purchasing Officer 1-1 BATTERY CAPACITY TEST SYSTEM SUBMISSION OF BIDS SECTION 2, PAGE 1 INFORMATION TO BIDDERS A. The Purchasing Officer will receive sealed bids at the following address until 11:00 a.m., Wednesday, July 17, 2002 B. Bids shall be submitted under sealed cover, plainly marked "Proposal — Battery Capacity Test System, Bid Opening, July 17, 2002". Bids which are not properly identified may be disregarded. Bids which are not received by 11:00 a.m., Wednesday, July 17, 2002, will be returned to the bidder unopened. Bids shall be submitted To: Lodi City Council c/o Purchasing Officer (If delivered by FedEx. UPS, or courier): (If delivered by mail): 212 West Pine Street P O Box 3006 Lodi CA 95240 Lodi CA 95241-1910 BID OPENING A. At 11:00 a.m., Wednesday, July 17, 2002, or as soon as possible thereafter, in the Public Works Conference Room, City Hall, 221 West Pine Street, Lodi, California, bids will be publicly opened and read. Bidders or their authorized representatives are invited to be present. PROPOSAL FORM A. Prospective bidders are furnished with one proposal form included with the specifications. B. The proposal must be signed with the full name and address of the bidder, by an authorized representative of the company. C. The City of Lodi (hereinafter "City") reserves the right to accept other than the lowest bid, or to reject any or all bids. REJECTION OF PROPOSALS Bids may be rejected if they show any alteration of proposal form, additions not called for, or alternative bids not properly documented. Bids proposing equipment or materials with which the City has no prior in-service experience may be rejected. Erasures or irregularities of any kind may also be cause for rejection. 2-1 BATTERY CAPACITY TEST SYSTEM AWARD OF BID SECTION 2, PAGE 2 INFORMATION TO BIDDERS A. The award of the bid, if it be awarded, will be to the lowest responsible bidder in each size category whose bid proposal complies with all the requirements herein described. Evaluation to determine "lowest responsible bidder" will consider quoted price and estimated cost of "Load" and "No -Load" losses based upon losses quoted in the proposal. B. In evaluating the bids and determining lowest responsible bidder and lowest cost to the City, the City will consider the Sales Tax Credit in the amount of one percent (1%) of the purchase price of the materials or equipment, when such purchase is consummated at the retailer's place of business and such business: 1. Is located within the City of Lodi; 2. Is licensed by the California State Board of Equalization to collect sales tax at the local place of business; 3. Maintains a valid City of Lodi Business License. C. Where alternative bids are received, the City Council reserves the right to select the bid most advantageous to the City. The award, if made, will be made within sixty days after the opening of the bids. D. In case of tie bids, consideration will be given to bids as described in "Award of Bid", Paragraph B, above. If that section does not apply to resolution of the tie, the tie will be broken by a coin toss, conducted by the City Purchasing Officer. Tie bidders will be notified and may be present. DELIVERY Delivery time will be part of the bid evaluation, and delivery lead-time(s) shall be clearly indicated on the proposal. Delivery shall be made to the City of Lodi Municipal Service Center, 1331 South Ham Lane, Lodi, CA 95242 only during normal receiving hours, 8:00 a.m. — 4:00 p.m., Monday through Friday, excluding holidays. PRICES All quoted prices shall be current and firm for at least ninety days after date of bid opening. Prices to be F.O.B. delivered to 1331 South Ham Lane, Lodi, California 95242. 2-2 BATTERY CAPACITY TEST SYSTEM OTHER GOVERNMENT AGENCIES If mutually agreeable to all parties, to other governmental agencies solicitation/award or not. It should specified herein, shall apply. SALES AND USE TAXES SECTION 2, PAGE 3 INFORMATION TO BIDDERS the use of any resultant contract may be extended within California, whether a party to this be understood that all terms and conditions, as All quotations submitted shall include 7.75% California Sales or Use Taxes, and all sales shall be subject to California Sales or Use Taxes in effect at the time of transaction. PAYMENTS A. Invoices shall be submitted only for items and quantities ordered for release and delivery, and delivered subsequent to such order release, and shall indicate sales or use taxes as separate items apart from the cost F.O.B. point of delivery. Purchaser's item description and release number shall appear on all invoices. All invoices shall be rendered in duplicate. B. Full payment by the purchaser shall not release supplier of the responsibility to fully carry out all bid obligations nor be construed by supplier as acceptance of the work hereunder by purchaser. GUARANTEES In addition to any or all guarantees mentioned elsewhere herein, the supplier shall replace, at no expense to the City of Lodi, any materials or equipment that contain defects due to faulty material, workmanship or design, within a period of one year after the materials or equipment have been accepted by the City. Where manufacturers' warranties exceed one year, said warranties shall remain in effect for the full period of the warranty. PURCHASES Any transaction made pursuant to this bid and subsequent award shall be covered by City of Lodi Purchase Order, and all terms included in Notice to Bidders, Information to Bidders, Proposal, and Specifications, shall be binding. 2-3 BATTERY CAPACITY SECTION 3, PAGE 1 TEST SYSTEM BID PROPOSAL CITY OF LODI, CALIFORNIA Date: June, 2002 To: From: The Lodi City Council c/o Purchasing Officer City Hall Annex (If by FedEx, UPS, or courier): 212 West Pine Street Lodi CA 95240 If by mail; P O Box 3006 Lodi CA 95241-1910 (Name of Bidder) The undersigned, as bidder, declares to have carefully examined the Notice Inviting Bids, Information to Bidders, and Specifications filed for furnishing and delivering this equipment, and agrees to be fully informed regarding all of the conditions affecting the equipment to be furnished for the completion of the order, and further agrees that the information was secured by personal investigation and research and not from any estimate of a City employee, and that no claim will be made against the City by reason of estimates, tests or representations of any officer or agent of the City, an proposes and agrees if the proposal be accepted, to furnish the City of Lodi the necessary equipment specified in the bid in the manner and time therein set forth. tt has been noted the City of Lodi reserves the right to accept all or part of this bid, to reject any or all bids, or to accept other than the lowest bid. Equipment listed below is to be in accordance with the City of Lodi specifications attached hereto. The bidder will submit a detailed list of any and all exceptions taken to these specifications. In the absence of such a list, it will be understood that the bidder's proposal is based on strict conformance to the specifications in all respects. All exceptions taken will be evaluated, and a determination as to acceptability of the exception will be made by the City of Lodi before the award is made. If awarded the bid, the undersigned agrees to fumish and deliver the equipment described in the specifications, and to take in full payment therefor the following unit and total prices, to -wit: 3-1 BATTERY CAPACITY TEST SYSTEM One — Battery Capacity Test System consisting of $ Battery Analyzer and Digital Density Meter, Per attached specifications Tax (7.75%) $ Total $ Delivery: weeks. Manufacturer: Model Number. Descriptive literature on proposed equipment enclosed? Yes No Are any exceptions taken to the specifications? Yes No Exceptions/Comments: KDq BATTERY CAPACITY SECTION 3, PAGE 3 TEST SYSTEM BID PROPOSAL It is understood and agreed that if this Proposal is accepted, the prices quoted above are inclusive of sales or use taxes, or similar tax now imposed by Federal, State, or other governmental agency upon the equipment specified. The undersigned has checked carefully all the above figures and understands that the City and its officers and employees will not be responsible for any errors or omissions on the part of the undersigned in completing this bid. In any case where discrepancy in extensions may occur, the Bidder agrees that the unit price shall be taken as the correct figure. The undersigned, as bidder, hereby declares that the only persons or firms interested in the proposal as principal or principals is or are named herein and that no other persons or firms than herein mentioned have any interest in this proposal, that this proposal is made without connection with any other person , company or parties making a bid or proposal; and that it is in all respects fair and in good faith, without collusion or fraud. This bid may be withdrawn by the written request of an authorized representative of the bidding company at any time prior to the scheduled time for the opening of bids or prior to any authorized postponement thereof. The undersigned hereby designates as the office to which such notice of acceptance may be mailed or delivered: Name of Company: Address: City, State, ZIP Authorized Signature: Name: Title: Telephone No.: FAX Number. Date: 3-3 SPECIFICATIONS FOR BATTERY CAPACITY TEST SYSTEM 1-1 GENERAL A. It is the intent of these specifications to describe a battery capacity test system of the best design and construction for the service for which it is intended. Consequently, it shall be the City's desire to award the contract to the bidder who has demonstrated high quality by having a considerable number of this type of battery capacity test systems in service over a period of years. B. The Battery Capacity Test System shall consist of a data storing battery multimeter and a hand held digital density meter. (Reference — Alber Model CLC -200 Cellcorder and Anton-Paar Model DMA -35N -CLC Hydrometer, respectively, or equal). The multimeter shall be capable of storing readings of 7 battery strings of 256 cells each. The temperature and specific gravity shall be entered automatically to the battery tester using a digital hydrometer that is compatible with the battery tester. The City reserves the right to determine equivalency in cases where the proposed equipment differs from the above referenced equipment. 1-2 SPECIFIC REQUIREMENTS A. Data Storinc Battery Multimeter: In addition to the requirements above, the Battery Multimeter shall meet or exceed the following design criteria: Lightweight construction (10 lbs. or less). Not including leads or carrying case. 2. Capable of being used on a single cell or multi cell modules with a rating up to 16 volts and 8000 amp hours. 3. The system display window shall have a 4 -line by 20 -character display visible in any light condition. The tester shall be programmable from the front panel. 4. Capable of testing lead acid, nickel cadmium, URLA and other types of standby batteries used in the Electric Utility industry. 5. Shall perform all tests specified by IEEE, S.T.D. 450 and IEEE -PARI 188. 6. Shall be powered by a self-contained rechargeable battery. Recharge or AC power operation shall be provided from a wall plug transformer module supplied with the unit. 4-1 7. Shall have built in diagnostics to detect if the test leads are connected properly, and a built in audio alert to inform user when a reading is out of tolerance. 8. The unit shall be designed to work in high ripple, high noise environments. The unit shall be designed to operate off line or on line without disconnecting the battery from service. 9. All battery cell voltage readings shall have an accuracy of ± 0.1 °lo. 10. The unit shall have 2 (two) sets of test leads fumished. One set shall be a set of standard voltmeter probes and the other set a 3 -clip set for use in the multimeter mode. Also included shall be a carrying case. 11. The unit shall be capable of testing, displaying and recording cell voltage, internal cell resistance and inter cell connection resistance. 12. The unit shall be capable of connecting a fixed resistance across the cell, forcing a current of approximately 70 amps to flow through the battery. During this load condition the unit should calculate the intercell connection resistance and internal cell resistance. B. Digital Density Meter: Shall include an interface module to permit transfer of data to a data storing battery multimeter; software to enable this data transfer shall be included. 1. Shall be lightweight (less than 1 Ib.) and battery operated. 2. Shall have one hand operation, be made to fit into tight spaces and with a display easily read, regardless of sampling position. 3. Shall be capable of storing up to 1024 data points. 4. Shall have a pipette style pump which is easily replaceable. A. One spare pump shall be provided. 5. Shall be designed for industrial and utility applications. 6. Shall record each cell's temperatures and the specific gravity shall be automatically temperature -corrected before being displayed. 4-2 1-3 Service, Parts, Maintenance, Guarantee, Etc. The successful bidder shall have service, parts and repair capability. The successful bidder shall guarantee the supplied equipment for a minimum of one year, parts and labor included. The successful bidder shall include descriptive literature on the proposed equipment with the bid. Exceptions taken to these specifications shall be clearly identified in the bid. A. The successful bidder shall provide training at the City of Lodi Electric Department for a time period necessary to acquaint the equipment operators with the ability to operate the equipment in a safe and efficient manner. Such training shall be provided at no cost to the City of Lodi. B. The equipment manufacturer shall have the ability to repair the equipment in a timely manner or a substitute unit shall be provided in the event of a lengthy repair process. C. One set of manuals and any other necessary documentation shall be furnished for each piece of equipment furnished. 4-3