RFP24-39 On-Call Services for Utility Power Distribution Elect. Eng.
| Agency: | Los Alamos County |
|---|---|
| State: | New Mexico |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Nov 14, 2023 |
| Due Date: | Nov 28, 2023 |
| Solicitation No: | RFP24-39 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
RFP24-39 On-Call Services for Utility Power Distribution Elect. Eng.
Closing date November 28, 2023, 02:00 PM
- Reference number RFP24-39
- Status Open
- Summary The County is soliciting proposals for On-Call Services for Utility Power Distribution Electrical Engineering by qualified New Mexico Professional Engineering Offerors.
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, November 28, 2023, for this solicitation. Emails should be addressed to: lacbid@lacnm.us . Subject line of the email must contain the following information: RESPONSE – RFP24-39 ON-CALL SERVICES FOR UTILITY POWER DISTRIBUTION ELECTRICAL ENGINEERING.
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, November 28, 2023, for this solicitation.
A Non-Mandatory Pre-Proposal Conference will be held on Thursday, November 9, 2023, at 12:00 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No Proposal may be withdrawn after the scheduled closing time for receipt.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: November 2, 2023
Closing Date: November 17, 2023
Request for Proposals (“RFP”)
RFP Number: 24-39
RFP Name: On-Call Services for Utility Power Distribution Electrical Engineering
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 – RFP24-39 On-Call Services for Utility Power
Distribution Electrical Engineering.
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, November 17, 2023. 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, November 17, 2023, 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 ensure 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/IFB 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 seven (7) 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. The County contemplates a multiple source award. A multiple source award is an award of a contract
for one or more similar goods or services to more than one Offeror. 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.
RFP No. 24-39
On-Call Services for Utility Power Distribution Electrical Engineering.
Issued by Procurement Division K. Brophy
2
13. The County intends to award one or more task order-based agreement(s) as a result of this RFP. Task
order means a discrete assignment of a specific set of tasks under an indefinite delivery/indefinite
quantity contract, each order capped at a not-to-exceed amount. Written Task Orders will be issued by
the County prior to start of Work. A sample Task Order is attached as Exhibit G. County reserves the
right, at its sole discretion, to solicit for any construction or repair project.
14. 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.
15. A Non-Mandatory Pre-Proposal meeting will be held on November 9, 2023, at 12:00 pm Mountain
Time. Please email kat.brophy@lacnm.us for a copy of the meeting link.
CONTACT INFORMATION
1. For project-specific information, contact Stephen Marez, at stephen.marez@lacnm.us;
(505) 662-8499.
2. For procurement process information, contact Kat Brophy, 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://www.losalamosnm.us/Doing-Business/Procurement
NEED STATEMENT
The County is soliciting proposals for ON-CALL SERVICES for Utility Power Distribution Electrical
Engineering by qualified New Mexico Professional Engineering Offerors.
BACKGROUND
The Incorporated 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. The services will be performed in
the Los Alamos town site, community in White Rock and the power line up to the Pajarito Ski Hill.
The engineering services required consist of 15 KV utility power distribution electrical engineering design
and analysis and limited 115KV substation design. The primary work includes: system planning studies
(SPS); distribution modeling and analysis (DMA); short-circuit analysis (SCA) studies; over-current device
protection (OCDP) and coordination analysis; minor 115KV - 15KV substation design upgrades (SUBS);
15KV metal enclosed station commissioning (MESC); and development of overhead and underground
construction and retirement staking sheets (CSS) based on the Rural Utility Services (RUS) construction
standards. The engineering services will be scheduled throughout the year but subject to the annual budget
construction project funds appropriated.
The County operates a12.47KV distribution system in White Rock and a 13.2KV distribution system in Los
Alamos; both systems are 3 phase 4 wire WYE. The County’s distribution system is approximately 67%
underground (UG) and 33% overhead (OH). The three-phase primary UG feeders are mainly 600 amp
utilizing 500 mcm alum electrical power requirement (EPR) cable. The 200-amp primary UG system is
mainly 1/0 alum with some 4/0 alum three phase primary segments. The OH primary system is mainly
CWC with extensive 2 wire phase-to-phase transformer feed configurations. New feeders are constructed
with standard Aluminum Conductor Steel Reinforced (ACSR) conductor; 477 for critical OH feeder
segments and varying sizes for the remaining feeder segments including 4/0, #2 and #4 ACSR.
The County has one 115KV to 12.47KV / 7.2KV substation in White Rock with dual substation 7.5 Mega
Volt Amp (MVA) transformers and dual 15KV Metal Enclosed Switchgears (MES). In Los Alamos, the
Townsite substation consists of a 13.2KV – 7.62KV MES with no substation transformer. A second, Los
Alamos Switch Station (LASS) substation is tentatively scheduled to be commissioned and energized in
2023, and also does not contain a substation transformer. The Townsite and LASS substations will be
RFP No. 24-39
On-Call Services for Utility Power Distribution Electrical Engineering.
Issued by Procurement Division K. Brophy
3
powered by the Los Alamos National Laboratory (LANL) TA-3 Substation where the 30/56 MVA
transformers reside.
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.
SCOPE OF SERVICES (or WORK)
1. The successful Offeror shall have NM Professional Electrical Engineering License and extensive
experience in 115KV electrical transmission and 15KV distribution engineering. Minor engineering
design work may expand into civil or structural engineering for small electrical substation upgrade
projects which may require new equipment concrete foundations.
2. The successful Offeror shall have extensive experience in distribution system planning and
modeling 15KV electrical distribution systems in Milsoft’s Windmil software. The County will as
required provide its Windmil database electrical distribution model to the Offeror. Then, the Offeror
shall update the electrical model accordingly for voltage drop analysis, distribution feeder
reconfigurations, or long-range load plan. Last, the Offeror shall provide the revised model
database to the County as part of the submittals.
3. The successful Offeror shall have extensive experience in the development of short-circuit analysis
studies, over-current protection and coordination studies utilizing Milsoft’s Light Table Software.
Similarly, the County will as required provide the Windmil database to the Offeror. Then, the Offeror
shall update the electrical model accordingly with the new Over-Current Protection Devices (OCPD)
devices and settings. Last, the Offeror shall provide the revised model database to the County as
part of the submittals.
4. The successful Offeror shall have the ability to develop and upload the protection files from the
OCPD studies onto the County’s SEL 787 and SEL 751 relays. The SEL relays are utilized in the
County’s station switchgear for bus differential and back-up overcurrent protection to GE 750/760
substation feeder relays. The County’s feeder protection consists of ABB PCD 2000 three phase
reclosers and S&C SME or SMU Type E fuses. The feeder single phase protection consists of
McGraw Edison Type L reclosers and Kearney Type T fuses.
5. The successful Offeror shall have the ability to design arc-flash substation protection utilizing the
SEL suite of relays for 15KV metal enclosed station switchgears in White Rock and Los Alamos.
6. The successful Offeror shall have extensive experience preparing CSS for 15KV overhead and
underground distribution power lines. Design work for the CSS shall be based on the most recent
RUS construction standards.
7. The successful Offeror shall have extensive experience in the design of 115KV to 15KV electrical
substations where the 15KV side is a metal enclosed switchgear station and not open bus. Typical
115KV side protection is candle stick circuit switcher.
8. The successful Offeror shall have extensive experience in the commissioning of new electrical
substations where the 15KV side is a metal enclosed switchgear station and not 15KV “open bus”.
CONTRACTOR QUALIFICATIONS
The Contractor shall be a qualified NM Electrical Professional Engineer with extensive experience in 115KV
electrical transmission and 15KV distribution engineering; 115KV - 15KV substation design and
commissioning; 15KV distribution system planning; and 15KV construction design of power distribution in
accordance to RUS Standards.
RFP No. 24-39
On-Call Services for Utility Power Distribution Electrical Engineering.
Issued by Procurement Division K. Brophy
4
Worker Safety; Drug and Alcohol Testing. Contractor may be required to implement and maintain a drug
and alcohol testing program meeting or exceeding local County Code requirements and State and Federal
Department of Transportation rules and regulations. The need will be determined on a Task Order basis,
by County Project Manager. Contractor shall provide to County a copy of its current drug and alcohol policy
and any amendments to the County’s Project Manager upon request.
Task Order Process
1. All Services shall be performed by Task Order. County shall make reasonable efforts to generally
provide at least two (2) weeks’ notice to Contractor for the Services required under any Task Order.
The Task Order shall be priced by Contractor on a regular five (5) day schedule, Monday through
Friday, forty (40) hours per week, unless otherwise agreed by both Parties.
2. County’s Project Manager shall request the Services of Contractor for individual or multiple projects
through a written Request for Quote(s). Each Request for Quote(s) shall identify the services
required, generally describe the project and provide a timeline for Project completion. A Request
for Quote(s) may be as detailed as County finds necessary to assure appropriate oversight of the
services to be performed. A sample Task Order is provided as Exhibit G.
3. Upon the County’s issuance of a Request for Quote(s), Contractor shall provide a written, itemized
Quote for the task(s), and/or services requested by Project Manager (“Quote”). The Quote shall
provide, in writing, the billing classification and hourly rate to complete the Task Order. Cost shall
conform to the rates proposed by Contractor and agreed to by County as a not-to-exceed fixed
price. Any progress billing and payment shall be provided by Contractor in the Quote and is subject
to approval by Project Manager. Preparation and work performed to prepare Quotes shall be
considered incidental to this Agreement and not compensable.
4. If Contractor’s Quote is signed by Contractor and acceptable to County, Project Manager shall
provide Contractor with written approval (“Approved Task Order”). After receipt of the Approved
Task Order, County and Contractor shall schedule the Services. Contractor is authorized to begin
work on any particular phase / task only upon receipt of the Approved Task Order. The Contractor
will be required to begin using the requirements detailed in the Task Order and move through the
various design phases. Task Orders shall be numbered sequentially (TO1, TO2, etc.)
5. If the Contractor is unable to provide, in the determination of the Project Manager, the full scope of
the Proposed Task Order work, the Project Manager may alter, change, modify, or cancel the
Request for Quote before work commences. The Approved Task Order shall be adjusted only upon
the written agreement of the County after a finding that a change to the Task Order is necessary
and justifiable. Contractor’s failure to reasonably estimate the cost of completing the task in the first
instance shall not be a justification for modifying the Approved Task Order. Modifications to the
maximum amount for the Approved Task Order shall be agreed upon by County prior to Contractor
continuing the performance of Services. Modifications shall follow the previous nomenclature with
letters following (TO1A, TO1B, etc.) Unanticipated events, such as natural phenomena, shall not
form the basis for additional compensation to Contractor.
6. Contractor must take any and all actions to timely complete the work agreed to in the Approved
Task Order, including but not limited to subcontracting the work. Costs for any Sub-contractors are
the responsibility of the Contractor.
7. The Agreement will not provide Contractor with a guarantee that County will accept Contractor’s
Quotes and award Contractor Approved Task Orders. County reserves the right, at its sole
discretion, to separately quote or bid any project. County’s issuance of a written Request for
Quote(s) is not a guarantee of work to Contractor. County, at its sole discretion, shall determine
when Contractor’s Services are required and shall issue written Request for Quote(s) as needed.
8. The amount payable by County shall in every instance be based on time actually spent and services
satisfactorily rendered or as the percentage at the payment schedule applicable to the phase, in
an amount not to exceed the maximum amount shown on the approved Task Order by phase.
“Satisfactorily rendered” includes but is not limited to items such as timeliness of the various
deliverables, completeness, re-work needed to bring the submitted packages up to desired
completeness, etc.
9. Contractor may be required to attend Council and other public meetings. The County shall identify
the meetings and the Contractor shall include the costs for attendance in the maximum amount of
the Task Order, based on the hourly rates agreed to. In the event that it is determined after
RFP No. 24-39
On-Call Services for Utility Power Distribution Electrical Engineering.
Issued by Procurement Division K. Brophy
5
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