Electrical Services

CITY OF GAINESVILLE
REQUEST FOR PROPOSAL
RFP No. ( 26027)
Electrical Services
Proposal Release: (June 1, 2026)
Proposal Questions Deadline: (June 12, 2026 @ 10:00am)
Proposal Due Date: (June 25, 2026 @ 2:00pm)
Postal Return Address: Courier Delivery Address:
City of Gainesville City of Gainesville
Department of Water Resources Department of Water Resources
757 Queen City Parkway, SW 757 Queen City Parkway, SW
Gainesville, GA 30501 Gainesville, GA 30501

City of Gainesville
Request for Proposal
RFP No. (26027)
Electrical Services
Sealed Proposals will be received by the City of Gainesville, Department of Water Resources, 757 Queen
City Pkwy, SW, Gainesville, GA. 30501 until (2:00pm)., (June 25, 2026), for the Purchase of (Electrical
Services). Bids will be opened at 1006 S. Bradford Street Ext, Gainesville, GA 30501
OVERVIEW
The City of Gainesville, Georgia (Hereafter also referred to as "The City") seeks Proposals to provide
(Electrical Services) for its (Department of Water Resources).
The City desires to purchase (Electrical Services). (Electrical Services) is expected to be available for use at
the (Department of Water Resources) not later than (July 1, 2026).
PROPOSAL CORRESPONDENT
Upon Release of this Request for Proposal, all vendor communications concerning this acquisition must be
directed to the Administrative Services Department correspondent listed below:
(Tammy Grier)
City of Gainesville
1006 S. Bradford Street, Ext. Gainesville, GA. 30501
Phone: (770.531.2663)
FAX: (770.531.2672)
(tgrier@gainesvillega.gov)
Unauthorized contact regarding the proposal with other Gainesville City employees may result in
disqualification. Any oral communications will be considered unofficial and non-binding on the City of
Gainesville. Vendors should rely only on written statements issued by the proposal correspondent.
PROPOSAL QUESTIONS
All questions must be submitted in writing to the Proposal correspondent named above. Questions must
be received by 10:00 a.m., (06/12/26). A list of questions and answers will be provided to all known
proposers and by request. Requests may be made to the Proposal correspondent named above.

PROPOSAL RESPONSE DATE AND LOCATION
The Administrative Services department must receive the vendor's proposal in a sealed envelope, in its
entirety, not later than (June 25, 2026). 2:00pm), Eastern Standard Time in Gainesville, Georgia on (Enter
Deadline Date). Proposals arriving after the deadline will be returned unopened to their senders. All
proposals and accompanying documentation will become the property of the City of Gainesville and may
not be returned. One (1) original and (1) copy of this proposal must be submitted to allow for evaluation.
Proposals must be clearly marked outside of the package:
Electrical Services
Vendors assume the risk of the chosen method of dispatch. The City of Gainesville assumes no
responsibility for delays caused by any delivery service. Postmarking by the due date will not substitute for
actual proposal receipt. Late proposals will not be accepted nor will additional time be granted to any
vendor. Proposals may not be delivered by facsimile transmission or other telecommunication or solely by
electronic means.
Proposal Schedule:
Proposal Release: (June 1, 2026)
Proposal Questions Deadline: (June 12, 2026 @ 10:00am)
Proposal Due Date: (June 25, 2026 @ 2:00pm)
WAIVER OF TECHNICALITIES
All items must meet or exceed specifications as stated by the City of Gainesville. The City of Gainesville
reserves the right to waive any technicalities and to reject or accept any Proposal in its entirety or to accept
any portion thereof if it is determined that either method results in lower costs, better service, final
satisfaction or is otherwise determined to be in the best interest of the City of Gainesville. Award may be
made by item number or in total. Determination of best response to proposal will be the sole judgment of
the City of Gainesville. Proposals remain valid for ninety days for the date of proposal opening.
PROPOSAL REJECTION
The City of Gainesville reserves the right to reject any or all proposals at any time without penalty.
Any vendor who acts as a supplier to another vendor submitting a proposal and also submits a proposal
of their own, will be viewed as participating in Collusive behavior. This behavior displays a pattern or
practice of unethical or immoral business practices. Any vendor associated with this practice may be
banned from doing business with the City of Gainesville for up to three years.
MODIFICATION OF PROPOSALS
Any clerical mistake that is patently obvious on the face of the proposal may, subject to the limitations
described below, be corrected upon written request and verification submitted by the proposers. A non-
material omission in a proposal may be corrected if the Administrative Service Department determines that
correction to be in the City's best interest.

WITHDRAWAL OF PROPOSALS
Proposals may be withdrawn at any time prior to the proposal opening. After proposals have been publicly
opened, withdrawal of a proposal is to be based upon the following:
The Proposer s give notice in writing of his claim of right to withdraw his proposal due to an error within
two business days after the conclusion of the proposal opening procedure. Proposals may be withdrawn
from consideration if the price is substantially lower than the other proposals due solely to a mistake
therein, provided the proposal was submitted in good faith, and the mistake was a clerical mistake as
opposed to a judgment mistake, and was actually due to an unintentional arithmetic error or an
unintentional omission of a quantity of work, labor or material made directly in the compilation of the
proposal, which unintentional arithmetical error or unintentional omission can be clearly shown by
objective evidence drawn from inspection of original work papers, documents and materials used in the
preparation of the proposal sought to be withdrawn. The proposer's original work papers is to be the sole
acceptable evidence of error and mistake if he elects to withdraw his proposal. If a proposal is withdrawn
under the authority of this provision, the lowest remaining responsive proposal is to be deemed to be the
low proposal.
PROPOSER'S RESPONSIBILITY
When determining whether a proposer is responsible, or when evaluating a proposal, the following factors
may be considered, any one of which will suffice to determine whether a proposer is responsible or the
proposal is the most advantageous to the City:
* The ability, capacity and skill of the proposer to perform the contract or provide the equipment
and/or service required.
* The character, integrity, reputation, judgment, experience and efficiency of the proposer.
* Whether the proposer can perform the contract within the time specified.
* The quality of performance of previous public and private contracts or services, including, but not
limited to, the proposer's failure to perform satisfactorily or complete any written contract. The
City's termination for default of a previous contract with a proposer, within the past three years, is
to be deemed to be such a failure.
* The previous and existing compliance by the Proposer with laws relating to the contract or service.
* Evidence of collusion with any other Proposers, in which case colluding proposers will be restricted
from submitting further proposals on the subject project or future proposals, for a period not less
than three years.
* The proposer has been convicted of a crime of moral turpitude or any felony, excepting convictions
that have been pardoned, expunged or annulled, whether in this state, in any other state, by the
United States, or in a foreign country, province or municipality. Proposer s affirmatively disclose to
the City all such convictions, especially of management personnel or the proposers as an entity,
prior to notice of award or execution of a contract, whichever comes first. Failure to make such
affirmative disclosure is to be grounds, in the City's sole option and discretion, for termination for
default subsequent to award or execution of the contract.

* If the proposer will be unable, financially or otherwise, to perform the work.
* At the time of the proposal opening, the proposer is not authorized to do business in the Georgia, or
otherwise lacks a necessary license, registration or permit.
* Any other reason deemed proper by the City.
NON-ENDORSEMENT
As a result of the selection of a vendor to supply products and/or services to the City of Gainesville, the City
of Gainesville is neither endorsing nor suggesting that the vendor's product is the best or only solution. The
vendor agrees to make no reference to the City of Gainesville in any literature, promotional material,
brochures, sales presentation or the like without the express written consent of the City of Gainesville.
PROPRIETARY PROPOSAL MATERIAL
Any information contained in the proposal that is proprietary will be neither accepted nor honored. All
information contained in this proposal is subject to public disclosure.
RESPONSE PROPERTY OF THE CITY OF GAINESVILLE
All material submitted in response to this request becomes the property of the City of Gainesville.
Selection or rejection of a response does not affect this right.
NO OBLIGATION TO BUY
The City of Gainesville reserves the right to refrain from contracting with or purchasing from any vendor.
The release of this proposal does not compel the City of Gainesville to purchase.
COST OF PREPARING PROPOSALS
The City of Gainesville is not liable for any cost incurred by vendors in the preparation and presentation of
proposals and demonstrations submitted in response to this proposal.
NUMBER OF PROPOSAL COPIES REQUIRED
Vendors are to submit one (1) original Proposal and one (1) copy.
ADDENDA
Proposers are responsible to check the City of Gainesville's website for the issuance of any addenda prior to
submitting a proposal. The address is http://www.gainesville.org/purchasing
PROPOSAL AWARD AND EXECUTION
The City will select the proposal that, in its sole discretion, is the most responsive and responsible proposal
to the City. The City reserves the right to make any award without further discussion of the proposal
submitted; there may be no best and final offer procedure. Therefore, the proposal should be initially
submitted on the most favorable terms the vendor can offer. The specification may be altered by the City
of Gainesville based on the vendor's proposal and an increase or reduction of services with the
manufacturer may be negotiated before proposal award and execution.

Should the owner require additional time to award the Contract, the time may be extended by the mutual
agreement between the Owner and the successful Bidder. If an award of Contract has not been made
within ninety days from the Bid date or within the extension mutually agreed upon, the Bidder may
withdraw the Bid without further liability on the part of either party.
LOCAL VENDOR PREFERENCE
Local Vendor means a bidder or offeror which operates and maintains a brick and mortar business, i.e. a
physical business address, within the city limits of the City of Gainesville, has a current business license, has
paid in full all real and personal taxes owed the City, is considered a vendor in good standing with the City
and can obtain an active vendor status.
A local vendor may receive an opportunity to match for purchases, bids, proposals or contracts over
$20,000 and less than $150,000. The local vendor may be given an opportunity to match the lowest price
proposal, if the quotation or bid of the local vendor is within 3% of the lowest price proposal by a non-local
vendor. In the event a local vendor matches the lowest price proposal, including all other terms, quality,
services and conditions, then the local vendor is to be awarded the contract.
In the event the price proposal of more than one local vendor is within 3% of the lowest overall price
proposal of a non-local vendor, the local vendor with the lowest proposal will be given the first opportunity
to match the lowest overall price proposal. If this local vendor declines to match the price proposal, then
the local vendor with the next lowest bid within 3% will be given the opportunity to match the lowest
proposal. This process will continue with all local vendors having proposals within 3% of the lowest overall
bid by a non-local vendor.
Policy to be stated. This policy is to be so stated in all applicable solicitations.
Exemptions. This provision does not apply to public works construction projects or road projects pursuant
to the laws of the State of Georgia (O.C.G.A 36-91 or 32-4).
PROPOSAL REQUIREMENTS/EVALUATION CRITERIA
The City will evaluate all written submittals. It is incumbent upon the proposers to demonstrate within
their proposals how each requirement will be satisfied. All Proposals must meet the specifications as
outlined in this Proposal. The City reserves the right to investigate the qualifications and experience of the
proposers, or to obtain new proposals. Proposals not sufficiently detailed or in an unacceptable form may
be rejected by the City. Dates and documentation included in the proposal become public information
upon opening the proposals. Interested firms must follow the process outlined in the following pages in
submitting their proposal.
The following criteria, not listed in order of importance, will be used to evaluate proposals.
* Terms, conditions and pricing of purchase or lease agreement.
* The financial ability of the proposer.
* If the City chooses this option, the cost of the proposer's warranties and/or maintenance agreement
and scope of coverage.
* Depth of the proposer's experience

* Type of durability of product(s).
* Types and cost of amenities available for the product(s).
Proposer Requirements
* Proposer must have five years of continuous experience.
* Proposer must provide evidence, satisfactory to the City, of the following insurance requirements:
o Owner requires the Contractor to have and maintain the following insurance coverage and
indemnification provisions with the City of Gainesville named as an additional insured
hereunder.
o The Contractor agrees to provide and maintain insurance coverage until the contract is
completed and to furnish certificates from its insurance carriers showing that it carries
insurance in the following minimum limits:
* Any other reason deemed proper by the City.
* No work will be assigned to subcontractors without the prior written approval of the City of
Gainesville-DWR.
* Commercial General Liability
Each Occurrence
General Liability 1,000,000.00
Personal & Advertising Injury 1,000,000.00
Medical Expense Any One Person 5,000.00
Damage to Rented Premises 50,000.00
General Aggregate 2,000,000.00
Products - Complete / Operations
Aggregate 2,000,000.00
Auto Liability - Incl BI and PD
Combined Single Limit per Accident
Any Auto 1,000,000.00
or
All Owned 1,000,000.00
All Hired 1,000,000.00
All Non-Hired 1,000,000.00
Excess / Umbrella Liability 3-See Below
Each Occurrence 1,000,000.00
Aggregate 2,000,000.00

Workers Compensation and Employers
Liability
Each Employee 1,000,000.00
Each Accident 1,000,000.00
o Proof of Insurance
The Contractor s furnish the Owner with certificates showing the type, amount, class of
operations covered, effective dates, and date of expiration of policies. Such certificates
are to also contain substantially the following statement: The insurance covered by this
certificate will not be cancelled or materially altered, except after thirty (30) days
written notice must been received by the Owner.
Must include Blanket Additional Insured
(Includes Products-Completed Operations if Required by Contract)
Product Requirements
The following specifications are provided as a minimal requirement only. The City will consider any service
that meets or exceeds the minimum requirements. Proposers are to provide information regarding the
proposed service for evaluation by the City.
Number of Products to be purchased:
It is the City's intent to purchase Electrical Services. Proposals should include pricing details for services.
Responsibilities of the Proposer
Scope of Services:
The City of Gainesville Department of Water Resources is seeking the services of an MV/LV/HV Switchgear
Contractor (who specializes in circuit breaker refurbishment and switchgear maintenance) for the
preventative maintenance services and repairs of circuit breakers, switchgear, motor control centers
(MCC's), and protection relays for the City's 12.470kV and 480V electrical distribution systems. This scope
includes the craftsmen, special test equipment, materials and tools as required to perform both corrective
and preventative maintenance services on the City's electrical equipment. This will include but not be limited
to; inspection, maintenance, and repairs of circuit breakers and associated circuit breaker equipment within
the switchgear for each breaker identified, MV and LV switchgear, motor control centers, and protection
relay replacement and testing. The maintenance and repair of circuit breakers, switchgear, MCC's, and
protection relays services will be performed on a schedule that is mutually agreeable to both the City and
Contractor. The contract will be issued as a yearly contract based on the workload and availability of
electrical equipment within the distribution network renewable if agreed upon by the City and the Contractor
and with no changes in price and scope.
Service will be performed in a variety of locations within City facilities. All services are to be performed
according to state, City, and City building codes and regulations, and any changes thereto during the
contract period. All unique requirements and/or regulations of each will be strictly adhered to by service
personnel of the contractor. The Contractor must be National Electric Code (NEC) Compliant, NFPA 70E,
NETA, NESC, national, and local codes.
This scope of services shall be used as a basis for the deliverables required for the project. The Scope of
Work in the below section applies to all circuit breakers, switchgear, and relays listed throughout the RFP.

Response Time Requirements:
Response Time Emergency / Normal for Phone Support: Defined as the maximum time necessary to provide a
PEARL (Professional Electrical Apparatus Reconditioning League) Level II or equivalently trained technician
so as to provide technical support to City personnel during initial troubleshooting. Response Time Emergency /
Normal for Onsite Service: Defined as the maximum time necessary for a PEARL Level II or equivalently
trained technician to arrive at a problem location and begin actual repairs after a call for service has to been
placed. Designated personnel placing service call will notify contractor via text and email as to the issue,
severity status, and provide call response information.
a. The Contractor should have a service center capable of repairing, rebuilding and retesting electrical
breakers.
b. The Contractor must have an associate dedicated to parts research and availability for the repair of
electrical switch gear components.
c. The Contractor must provide Emergency Phone Support within 4 hours and Normal Phone Support within 5
hours of a request.
d. The Contractor must provide Onsite Service within 2 days of a request for Emergency Services or within 12
days for Normal Onsite Service.
1. Equipment Requirements
a. The Contractor must have test equipment calibrated to NETA maintenance testing specifications and is
traceable to National Institute of Standards and Technology (NIST).
b. The Contractor must have at least 10 years' experience using a High Current Test Set and Secondary Breaker
Test Set.
2. Test Reporting Requirements
a. The Contractor must provide detailed field test reports showing the as-found and as-left equipment conditions,
protection settings, etc. for all equipment.
3. Additional Requirements:
a. All equipment, labor and materials will be provided by the Contractor as per the quote.
b. The owner will furnish an onsite representative during the scheduled contract maintenance. c. The
Contractor is required to perform any and all energizing and de-energizing of electrical equipment and
apparatus at the request and coordination with the City.
d. If there is any defective equipment discovered during the de-energizing and energizing of the equipment
Gainesville Water Resources must be contacted immediately and no additional work is to be performed
without a written authorization signed by the owner's designated representative.
e. Any and all manpower, equipment scheduling, travel expense etc. is the responsibility of the Contractor.
f. A switching agreement will be granted upon request of the Contractor.
g. No additional compensation will be granted for weather or any other unforeseen delay unless the delay is
attributed to the request of and for the convenience of the owner.
h. If any items are determined that they are in need of repair or replacement said items will be quoted in an
itemized quotation which will include but not be limited to additional testing fees, freight, procurement time,
labor, inspection time etc.
i. A preliminary meeting and a close out meeting will be required.
j. Contractor must perform all work items per the most current OSHA and NFPA 70E requirements to include
current Lock-out Tag-out requirements.
k. Contractor to provide Gainesville Water Resources with details of the contractor's electrical safety program
4. Circuit Breakers, Vacuum, Medium-Voltage (600V-34,500V)
a. Before servicing, each circuit breaker will be operated (manually and electrically), racked in and out of its
cubicle and inspected for proper operation of the mechanisms and electrical devices.
1) Visual and mechanical Inspection
i. Inspect physical and mechanical condition
ii. Prior to cleaning the unit, perform as-found tests, if required
iii Clean the unit
iv. Inspect vacuum bottle assemblies
v. Inspect vacuum bellows operation

2) Electrical tests
i. Perform insulation-resistance tests for one minute on each pole, phase-to-phase and phase-to-ground
with circuit breaker closed and across each pole with the breaker open. Apply voltage in accordance
with manufacturer's published data. In the absence of manufacturer's published data, use industry
standard
ii. Perform a contact/pole-resistance test
iii. With breaker in a test position, perform the following tests
* Trip and close breaker with the control switch
* Trip breaker by operating each of its protective relays
* Verify mechanism charge, trip-free, and anti-pump functions
iv. Perform a vacuum bottle integrity (dielectric withstand voltage) test across each vacuum bottle with
the breaker in the open position in strict accordance with manufacturer's specifications
5. Circuit Breakers, Low Voltage (600V)
a. Before servicing, each circuit breaker will be operated (manually and electrically), racked in and out of
its cubicle and inspected for proper operation of the mechanisms and electrical devices.
1) The circuit breaker will be inspected for contact alignment and correct wipe and gap
measurements.
2) Operating mechanisms will be cleaned (including removal of old grease), lubricated, and
inspected for proper operation.
3) The primary intermediate and arcing contacts will be cleaned and inspected for excessive arcing,
pitting or abnormal wear.
4) The primary disconnecting device contacts will be cleaned and lubricated with the appropriate
contact lubricant.
5) Secondary disconnect and auxiliary relays will be inspected for arcing, abnormal wear and proper
operation.
6) Circuit breaker interlocks, mechanical and electrical, will be checked for proper operation.
7) The primary contact resistance of each phase will be measured with a low reading ohmmeter.
8) After cleaning, a phase-to-phase and phase-to-ground insulation resistance test will be performed
in accordance with ANSI standards.
9) The circuit breakers equipped with series or solid-state overcurrent trip devices will be high
current tested to verify calibration of the trip devices.
10) The circuit breakers equipped with solid state overcurrent trip devices will be tested with their
respective factory test sets.
11) Test data will be included as part of the Engineering Appraisal Report.
6. MV and LV Switchgear and MCC's Onsite Maintenance Testing
a. MV Switchgear
1) Initial Documentation
i. Enter nameplate data into hand-held data collection unit and/or record on test and
inspection forms
ii. Record the substation identification
iii. Record the number of cubicles and breakers
iv. Record space heater resistance and voltage
2) Remove Switchgear from Service
i. Follow proper lock-out and tag-out procedures for main feed(s) to the switchgear
ii. Receive proper clearance, open all breakers, and ground switchgear bus
iii. Remove circuit breakers from cubicles
3) Maintenance
i. Note the condition of the following and clean and/or correct if necessary: structure, paint,
doors & covers, racking mechanisms, Kirk key interlocks, cable connections, bus
connections, bus supports, bus insulation, primary insulation, racking shutters, primary