RFP24-63 EA4 FEEDER REPLACEMENT DESIGN
| Agency: | Los Alamos County |
|---|---|
| State: | New Mexico |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Apr 4, 2024 |
| Due Date: | Apr 23, 2024 |
| Solicitation No: | RFP24-63 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
RFP24-63 EA4 FEEDER REPLACEMENT DESIGN
Closing date April 23, 2024, 02:00 PM
- Reference number RFP24-63
- Status Open
- Summary Los Alamos County Department of Public Utilities, “LACDPU” requires the services of a qualified Professional Electrical Engineering Consultant, “Engineer”, licensed in New Mexico, to develop construction staking sheets, design drawings, specifications, and engineer’s cost estimate for the EA4 Feeder Replacement Project, “Feeder” and be available for questions during the construction bidding phase.
Sealed proposals submitted electronically by email, subject to the conditions set forth in the instructions to proposers and in the other solicitation documents, will be received until 2:00 pm MT, Tuesday, April 23, 2024, for this solicitation. Emails should be addressed to: lacbid@lacnm.us . Subject line of the email must contain the following information: RESPONSE – RFP24-63 EA4 FEEDER REPLACEMENT DESIGN.
Alternatively, sealed Proposals may be submitted in paper form, one (1) clearly labeled unbound original and four (4) bound paper copies. If submitting Proposals in paper form, Proposals will be received at the Los Alamos County Procurement Office, 101 Camino Entrada, Bldg. 3, Los Alamos, NM 87544 until 2:00 p.m. MT, Tuesday, April 23, 2024, for this solicitation.
A Non-Mandatory Pre-Proposal Conference will be held on Tuesday, April 16, 2024, at 1:30 p.m. MT via Microsoft Teams. Contact Kat Brophy (see contact information below) to receive link to participate in the Pre-Proposal Conference.
Documents may be obtained from Kat Brophy at:
Los Alamos County
Procurement Division
101 Camino Entrada, Bldg. 3
Los Alamos, NM 87544
(505) 662-8127
Office Hours are 8:00 a.m. – 4:30 p.m., Monday – Friday.
No Proposal may be withdrawn after the scheduled closing time for receipt.
All forms of bribes, gratuities, and kickbacks are prohibited by law.
Contact details
Related Information
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LOS ALAMOS COUNTY
PROCUREMENT DIVISION
101 Camino Entrada, Building 3, Los Alamos, New Mexico 87544
(505) 662-8127
Advertised: April 4, 2024
Closing Date: April 23, 2024
Non-Mandatory Pre-Proposal Conference: 1:30 p.m. Mountain Time April 16, 2024
Request for Proposals (“RFP”)
RFP Number: 24-63
EA4 Feeder Replacement Design
GENERAL INFORMATION
1. Proposals in response to this RFP may be submitted either in paper form, in a sealed envelope, or
electronically by email. Only one of the following submission methods is required:
2. ELECTRONIC SUBMISSION: Emails should be addressed to: lacbid@lacnm.us. Subject line must
contain the following information: RESPONSE – RFP24-63 EA4 Feeder Replacement Design.
It is strongly recommended that a second, follow up email (without the proposal included or attached) be
sent to Kat Brophy, Management Analyst at kat.brophy@lacnm.us to confirm the Proposal was received.
The body of the email must contain enough information for the identity of the Proposer to be clear,
including company name, name of person sending the email, and contact information including email
address and phone number.
Only emails with proposals received in the lacbid@lacnm.us email box prior to 2:00 p.m. Mountain
Time, April 23, 2024 will be reviewed.
Proposals submitted by email will be opened only after the closing date and time stated in the solicitation
document.
3. PAPER FORM SUBMISSION: Sealed proposals in one (1) clearly labeled unbound original, three (3)
bound copies and one (1) USB flash drive or CD, will be accepted at the Office of the Chief Purchasing
Officer, Procurement Division - 101 Camino Entrada, Building 3, Los Alamos, NM 87544, until 2:00 p.m.
Mountain Time, April 23, 2024 for this solicitation. Clearly mark the RFP Number and Name and
Offeror on the outside of the sealed proposal, including outer envelope and/or shipping label. The
USB flash drive or CD should be clearly identified. It is the responsibility of the Offeror to assure that the
information submitted in both its written response and the electronic version are consistent and accurate.
If there is a discrepancy between what is provided on the paper document and the USB flash drive or
CD, the written paper response shall govern.
4. Directions to Procurement office:
1. Drive WEST on NM-502 to Los Alamos.
o Camino Entrada (formerly known as Airport Basin) is 0.4 miles past East Gate Drive,
just past East Entrance Park Rest Area.
2. Turn RIGHT on Camino Entrada.
o Road slopes downhill and curves to the right.
3. Take second RIGHT into driveway through gated fence (before the stone sign “Pajarito
Cliffs Site”).
o Follow the signs to Building 3, the L-shaped building in the center of the complex.
o If you pass the Holiday Inn Express and the Airport, you’ve gone too far.
The County of Los Alamos is an Equal Opportunity Employer
4. Enter glass door marked “PROCUREMENT.” See map below.
5. The Incorporated County of Los Alamos (“County”) invites Proposals from all qualified respondents.
No Proposal may be withdrawn after the scheduled closing time. Proposals will not be accepted after
the scheduled closing time. Please make note of the submittal requirements outlined in this
solicitation. Read and follow the instructions carefully. Include the required documents provided
in this RFP as part of your submittal packet. Any misinterpretation or failure to comply with the
submittal requirements could result in rejection of the proposal. Proposal preparation is at the Offeror’s
expense.
6. Any change(s) to the solicitation will be conveyed through the written addenda process. Read carefully
and follow all instructions provided on any addendum, as well as the instructions provided in the original
solicitation.
7. Any questions must be received in writing at least five (5) days prior to the date fixed for when proposals
are due.
8. County reserves the right, at its sole discretion, to accept or reject any proposals; to waive any and all
irregularities in any or all statements or proposals; to request additional information from any or all
respondents; and to award a contract to the responsible Offeror whose proposal is most beneficial to
County. While County intends to execute a contract for the services listed herein, nothing in this
document shall be interpreted as binding County to enter into a contract with any Offeror or Proposer.
9. Bids and Proposals are Public Records. Pursuant to the New Mexico Inspection of Public Records Act,
NMSA 1978, Chapter 14, Article 2, all materials submitted under this RFP shall be presumed and
considered public records. Except to the extent any information may be protected by state or federal
law, proposals shall be considered public documents and available for review and copying by the public.
10. The County contemplates a multi-term contract as a result of this RFP. The term of the contract may
be for a period of up to three (3) years. This is the written determination of the Chief Purchasing Officer
that: such a contract will serve the best interests of the County by promoting economies in County
procurement.
11. Proposers are notified that they must propose pricing for each potential year of the contract.
12. Proposers/Offerors are informed that State law requires that all foreign corporations (NMSA 1978 §53-
17-5) and limited liability corporations (NMSA 1978 §53-19-48) procure a certificate of authority to
transact business in the state prior to transacting business in the state of New Mexico.
13. The Chief Purchasing Officer has determined a preference is applicable to this offer. A bidder or offeror
must submit a written request for preference, with a copy of the state-issued preference certificate, with
RFP No. 24-63
Issued by Procurement Division: K. Brophy
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Version: 07272023
its proposal to qualify for this preference. Ref. County Code Section. 31-261(b) and Section13-1-21
NMSA 1978 et al..
14. A Non-Mandatory Pre-Proposal Conference will be held on Tuesday, April 16, 2024, at 1:30 pm
MT. Please email Kat Brophy at kat.brophy@lacnm.us for a link to the meeting.
CONTACT INFORMATION
1. For project-specific information, contact Stephen Marez, Project Manager, at
stephen.marez@lacnm.us; (505) 780-0481.
2. For procurement process information, contact Kat Brophy, Management Analyst at
kat.brophy@lacnm.us; (505) 662-8127.
3. Written questions submitted via e-mail should be sent to Kat Brophy and copied to Stephen Marez.
4. As an additional courtesy to interested parties, this RFP and related documents may also be
downloaded from the County’s website at the address below.
https://lacnm.com/bids
NEED STATEMENT
Los Alamos County Department of Public Utilities, “LACDPU” requires the services of a qualified
Professional Electrical Engineering Consultant, “Engineer”, licensed in New Mexico, to develop
construction staking sheets, design drawings, specifications, and engineer’s cost estimate for the EA4
Feeder Replacement Project, “Feeder” and be available for questions during the construction bidding
phase. The new Feeder design shall NOT be a like-for-like replacement design and must meet the
design requirements as set forth in the Alternative Design Criteria Section. E
Additional Optional Services may, at the sole discretion of the County, be included in the requested Feeder
design. These services include the replacement of the feeder in c.
BACKGROUND
The Incorporated City and County of Los Alamos (“County”) is situated at the foot of the Jemez Mountains
on the Pajarito Plateau with an elevation ranging from 6,200 feet to 9,200 feet. Two distinct communities,
Los Alamos Town site and White Rock, each with its own visitor center, are home to ~19,000 people. Los
Alamos is mostly known for the historic accomplishments of its largest employer, Los Alamos National
Laboratory, and continues to gain notice for its vast scenic assets and recreational opportunities. Visit the
Los Alamos County website (www.losalamosnm.us) and the tourism website (www.visitlosalamos.org) for
more information.
Existing EA4 Feeder System: The EA4 Feeder is an overhead distribution line which commences at the
County’s Pajarito Cliffs Site, heads north for approximately 2.5 miles across 4 canyons, and ends at the
base of Rendija Canyon. The Feeder traverses Pueblo, Bayo, Barranca and Rendija Canyons largely by
following the terrain down, up, and across each of the four canyons utilizing many poles and double dead-
end structures; many of which are not accessible for replacement.
The EA4 Feeder is operating near or past its useful life and consists of 1 pole, 2 pole H, 3 pole, and 3
pole H type construction structures. The EA4 Feeder is a 15KV, three phase, four wire wye overhead
distribution line (OH) consisting of approximately 2.5 miles of 1/0 copper-weld-copper (CWC) conductor
with an overhead static wire. The Feeder has approximately 54 pole structures consisting of approximately
77 poles. Most poles are 45 and 50 foot in height averaging less than 300- foot spans. Approximately
40 of the 54 poles are double dead-end structures with a double dead-end overhead static conductor.
The majority of the EA4 Feeder is NOT readily accessible to vehicle traffic and will have to be walked
in order to gather the field notes. LACDPU staff will be available and provide point of entry or access
points for the different EA4 feeder line sections. A map with existing pole type structures for the EA4
RFP No. 24-63
Issued by Procurement Division: K. Brophy
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Version: 07272023
Feeder is provided in Exhibit B of this document. Also provided are the pole characteristics for the Feeder
but it will be up to the Offeror to confirm the existing as-built system.
SCOPE OF WORK
1. Alternative Design Criteria for Feeder Replacement System
The new EA4 Feeder replacement design shall be rated at 25KV (but energized at 15KV), three
phase, 4 wire wye, with 477 aluminum conductor steel reinforced (ACSR) phase conductor & 4/0
ACSR neutral and utilize RUS type 115KV construction. The design shall assume the future
installation of a 20 pair fiber optic cable. The Feeder poles shall be primarily wood type Douglas Fir,
class type as designed; however, the design may include self-supporting steel poles, provided they
can be readily constructed and installed. The new design shall NOT be like-for-like and instead
incorporate transmission type design features to meet or exceed the following design objectives:
a. Minimize the number of pole structures to address the existing terrain and mitigate lack of
accessibility.
b. Minimize the number of double dead-end structures as much as practically possible.
c. Span top to bottom in canyons by utilizing taller poles.
d. Long spans shall be dampened & controlled to mitigate conductor galloping and avoid slapping
of phase conductors.
e. Strategically place new pole structures to mitigate lack of accessibility or the need to construct
temporary roads.
f. Utilize the existing right-of-way as much a s feasible and possible and stay within Los Alamos
County owned property.
g. The pole structures shall accommodate a 20 pair fiber optic cable: either below the neutral
conductor or on the static wire.
2. Design Documents
Design documents shall include staking sheets, plan and profile, design drawings, design analysis
and pole loading calculations, project specifications, construction & retirement unit tabulations, and
engineer’s estimate. The documents shall be in complete and substantial form so the Feeder EA4
Replacement Project can be bid for construction at a later time. The design documents shall show in
graphic and quantitative form the design, extent, relationships, construction units to be installed, etc.,
and shall include the field design install locations for new pole additions.
The design shall conform to the 2023 NESC, National Electrical Safety Code and the most recent
RUS 115KV & 24.9KV (as applicable) construction design requirements.
3. Design Requirements
The Offeror will be required to follow the following design requirements:
a. Prepare construction and retirement staking sheets with plan and profile.
b. Provide in summary form, tabulation of all new construction and retirement units.
c. Provide design drawings for all new construction units required.
d. Provide pole loading calculations for all dead-end structures or self-supporting structures to include
a 20 pair fiber optic cable.
e. Provide the project specifications.
f. Field stake the placement of all new poles; place a 1-foot rebar with flagging, and GPS its location;
g. Provide an engineer’s probable estimate for the new construction and retirement; provide estimate
on a unit type (labor & material), and total project basis.
h. Provide a detailed assessment of existing structure condition and recommendation of replacement
timeline.
i. Provide a complete staking design package so that the project can be bid at a later time.
RFP No. 24-63
Issued by Procurement Division: K. Brophy
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Version: 07272023
Review and/or design approval by Los Alamos County shall not be construed as a waiver of any
requirement contained in this proposal.
4. Design Package Submittals
The following documentation (minimum requirements) will be required as part of the final staking
sheet design construction package. Responsibility for a complete design for future bidding purposes
rests with the Offeror.
a. Offeror shall provide a complete staking sheet design construction package in HARD COPY (5
copies) and in digital PDF form; AND SEPARATELY, Offeror shall provide:
b. Condition assessment sheets digitally in Excel and PDF format
c. Staking sheets digitally in Excel and PDF forms.
d. Plan and profile digitally in AutoCAD and PDF forms.
e. Construction Units digitally in AutoCAD and PDF forms.
f. Pole loading calculations digitally in Word and PDF forms
g. The new Feeder field staking design in GPS form (a shape file so the County can upload to its
ARC-GIS mapping system).
h. The project specifications digitally in Word and PDF forms.
i. The probable engineer’s estimate digitally in Excel and PDF forms.
j. Offeror shall provide the entire package digitally as described in Design Requirements in Section
3 above in a USB flash drive to the County.
5. Design Engineering Services
The Offeror shall provide work tasks and sub-tasks with estimated hours cross referenced to
proposed team members’ hourly rates for the engineering design services. Services shall include
drawing submittal to County for review and approval at 30%, 90%, and 100% levels. The Offeror shall
incorporate County comments at the 30% and 90% design levels. The Offeror shall include a 2–3-
day field meeting at the County at the 90% design level. During the 90% design level meeting, the
Offeror shall field stake and GPS the proposed power line route (after incorporating the 90% County
comments). The Offeror shall provide a schedule of completion for each phase of design. The
schedule shall be mutually agreed upon by both parties and firm unless approved by the Project
Manager.
The final contract for the engineering design services shall be on a time and material basis with a
not-to-exceed total amount for these services.
6. Project Deliverables
a. Offerors will be expected to attend up to 10 Meetings with County's designated Department of
Public Utilities ("DPU") Project Team the first of which will be a Kick off meeting., Offerors will be
required to, within ten (10) business days from Agreement execution, schedule a kick-off meeting
with County's designated Department of Public Utilities ("DPU") Project Team at a date, time, and
format to be mutually agreed upon by both Parties. As part of the kick-off meeting, the Parties shall,
at a minimum:
b. Offerors will establish a mutually agreed upon Project Schedule to accomplish key tasks defined
herein and durations by which each task is completed, with all tasks to be completed no later than
ten (15) weeks from Agreement execution.
c. Offerors will establish communication protocols, meeting frequency, and a meeting format, with
meetings occurring either in-person or online in a virtual format as mutually agreed upon by the
Parties.
d. Offerors will document the format and data transfer methods between Offeror and Project Team as
identified by County.
RFP No. 24-63
Issued by Procurement Division: K. Brophy
5
Version: 07272023
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