Resolution No. 2012-060RESOLUTION NO. 2012-60
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
VERNON AUTHORIZING THE ISSUANCE OF A REQUEST FOR
PROPOSALS FOR ELECTRIC SYSTEM MAINTENANCE FOR THE
CITY OF VERNON
WHEREAS, the City of Vernon is interested in obtaining
proposals from qualified contractors to perform the maintenance,
testing, upgrades and repairs for the City's electric system
infrastructure and related facilities; and
WHEREAS, the Director of Light & Power is seeking permission
for the issuance of a request for proposals for electric system
maintenance (the "RFP").
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF VERNON AS FOLLOWS:
SECTION 1: The City Council of the City of Vernon hereby
finds and determines that the recitals contained hereinabove are true
and correct.
SECTION 2: The City Council of the City of Vernon hereby
instructs the City Administrator, or his designee, to issue in
accordance with Vernon City Code Section 2.29-2 the RFP, a copy of
which is attached hereto as Exhibit A, to one or more qualified
contractors, and to report to the City Council on the proposals
received with a recommendation for action.
SECTION 3: The City Clerk of the City of Vernon shall
certify to the passage, approval and adoption of this resolution, and
the City Clerk of the City of Vernon shall cause this resolution and
the City Clerk's certification to be entered in the File of
Resolutions of the Council of this City.
APPROVED AND ADOPTED this 1st day of May, 2012.
Name: Will am J. Davis
Title: Ma Mayor Pro-Tem
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STATE OF CALIFORNIA )
) ss
COUNTY OF LOS ANGELES )
I, Willard G. Yamaguchi, City Clerk of the City of Vernon, do
hereby certify that the foregoing Resolution, being Resolution
No. 2012-60, was duly passed, approved and adopted by the City Council
of the City of Vernon at a regular meeting of the City Council duly
held on Tuesday, May 1, 2012, and thereafter was duly signed by the
Mayor or Mayor Pro-Tem of the City of Vernon.
Executed this 2 day of May, 2012� at Vernon, California.
(SEAL)
11
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ty Clerk
EXHIBIT A
CITY OF VERNON
REQUEST FOR PROPOSAL
(RFP)
For
ELECTRIC SYSTEM MAINTENANCE FOR THE
CITY OF VERNON
Vernon City Hall
4305 Santa Fe Avenue
Vernon, CA 90058
Proposal Due Date
June 7, 2012
CITY OF VERNON ELECTRIC SYSTEM REQUEST FOR PROPOSAL
REQUEST FOR PROPOSAL
RFP
CITY OF VERNON ELECTRIC SYSTEM INFRASTRUCTURE MAINTENANCE
CITY OF VERNON, CALIFORNIA
DUE DATE: 3:00 P.M., THURSDAY, JUNE 7, 2012
INTRODUCTION
Recipients of this Request for Proposal (RFP) are invited to prepare and submit a Proposal for
the advertised contract to perform the maintenance, testing, upgrades and repairs of its electric
system infrastructure and related facilities. The City will enter into a contract with a single
Contractor.
This RFP is organized into the following sections:
• General Requirements — This section provides information such as proposal due
date, City contact information, schedule, etc.
• Scone of Work — This section provides a description of the various elements of the
requested electric infrastructure maintenance. The Contractor providing a Proposal in
response to this RFP will need to address all elements of the proposed Scope of
Work, provide a system which responds to the Functional Requirements.
• Evaluation of Proposals and Negotiations — This section provides a description of the
method that the City will use in evaluating proposers' submittals, and selecting a
Contractor for the Project work.
• Proposal Format — This section provides a description of the content and sequence of
the materials that the Contractor should include in the submitted Proposal. It is
important that the proposer's submittal conform to this format. Failure to do so can
result in disqualification.
• Protest Policv— This section provides a description of the method to process any and
all protests in connection with this RFP according to the City of Vernon protest policy.
• Exhibits — This section provides additional information that is referenced in the RFP.
+ Exhibit A: Contractor Fees for Services
• Appendices This section provides additional information and forms that are
referenced in the. RFP.
+ Appendix A: Sample City Agreement
+ Appendix B: Citywide Map with electric Infrastructure
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CITY OF VERNON ELECTRIC SYSTEM REQUEST FOR PROPOSAL
1.0 GENERAL REQUIREMENTS
The proposal consists of a technical and a cost proposal, description of Contractor's
qualifications / experience, and references. One original and complete proposal (technical
and cost proposal, qualifications, and references) are required. The original proposal
must be clearly marked and contain original signatures and must be easily reproducible
on a standard copying machine. Failure to clearly identify the original, or provide original
signatures may result in a proposal being found non -responsive and given no consideration.
Proposals must be submitted by:
3:00 P.M., Thursday, June 7, 2012 to
City of Vernon
Department of Light & Power
4305 Santa Fe Avenue
Vernon, CA 90058
Attention: Electric System Maintenance Request for Proposal (RFP)
Information must be furnished complete in compliance with. the terms, conditions, provisions and
specifications of the RFP. The information requested and the manner of submission is essential
to permit prompt evaluation of all proposals on a fair and uniform basis. Accordingly, the City
reserves the right to declare as non -responsive and reject any proposal in which material
information requested is not furnished or where indirect or incomplete answers or information
are provided.
Faxed or e-mailed proposals will not be accepted. Late proposals will not be accepted. With
regard to any proposal sent by mail to the City, the Contractor shall be solely responsible for its
delivery to the City prior to the date and hour set forth herein. Any proposals received
subsequent to the date and hour set forth herein, because of delayed mail delivery or any other
reason, will not be considered by the City.
The City reserves the right to reject any or all of the proposals received, to negotiate with
qualified Contractors, or to cancel the request for proposals in part or in its entirety without
explanation to the proposers. The City may elect to interview only a select number of
Contractors.
The City of Vernon reserves the right to revise or amend the request for proposal up to the time .
set for opening of proposals. Such revisions and amendments, if any, shall be announced by
amendments to this solicitation. Copies of such amendments shall be furnished to. all
prospective proposers. If the changes are material, the date set for opening of proposals may
be postponed.
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CITY OF VERNON ELECTRIC SYSTEM REQUEST FOR PROPOSAL
.PROPOSER INQUIRIES
For information concerning RFP procedures, regulations, and technical information, interested
parties may contact:
Javier Valdez, Business & Account Supervisor
City of Vernon .
Department of Light & Power
4305 Santa Fe Avenue
Vernon, CA 90058
Phone: (323) 583-8811 Ext. 825
Fax: (323) 826-1425
E-mail: jvaldez@ci.vernon.ca.us
PROPOSAL SCHEDULE (ESTIMATED SCHEDULE ONLY)
RFP Issuing Date .............................................
Pre -Bid Meeting ...............................................
Written Questions Due ....................................
Response to Written Questions will be emailed
Proposal Due Date ..........................................
Interviews (if necessary as deemed by City)........
Letter of Intent from the City of Vernon
Acceptance & Execution of Agreement
May 2, 2012
May 16, 2012, 10:00 — 11:00 AM
May 21, 2012
May 24, 2012
June7, 2012, 3:00 PM
June 11, 2012
June 20, 2012
July 3, 2012
NOTE. Interviews will only be conducted to obtain additional information regarding
the proposed systems if the City determines that additional information is
needed to make a selection. The City reserves the right to select a successful
contractor without conducting any interviews.
CONTRACTOR AGREEMENT & INSURANCE REQUIREMENTS
The services provided by the successful Contractor shall be governed by a Contract Agreement (see
Appendix A). Contractors shall comply with the insurance requirements included in the Sample City
of Vernon Contract Agreement included as part of Appendix A. Contractors are also required to
maintain in force at all times during the performance of the work the following liability insurance
coverage:
a. Public Liability and Property Damage Insurance in an amount of not less than. FIVE MILLION
DOLLARS ($5,000,000)
b. Products/Completed Operations Hazard Insurance in an amount of not less than TWO
MILLION DOLLARS ($2,000,000)
c. Comprehensive Automobile Liability Insurance* in an amount of not less than TWO MILLION
DOLLARS ($2,000,000)
d. Contractual General Liability Insurance in an amount of not less than TWO MILLION
DOLLARS ($2,000,000) or GENERAL AGGREGATE LIABILITY in an amount of not less
than FIVE MILLION DOLLARS ($5,000,000)
Automobile and lease vehicle insurance; owned, not owned and hired. Insurance to include bodily injury,
sickness and death of any person and property damage owned and un-owned per occurrence.
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CITY OF VERNON ELECTRIC SYSTEM REQUEST FOR PROPOSAL
2.0 SCOPE OF WORK
For the purpose of this Scope of Work, Electric System shall mean all transmission and distribution
facilities now or hereafter owned by Vernon for providing electric service in Vernon including 66 KV
transmission system, overhead and underground distribution system, substation, street lighting
systems, transformers and service lines. During the term of the Agreement, Contractor shall provide
services with regards to Vernon's Electric system, pursuant to Exhibit A, Contractor "Fees for
Services" perform other task requested by Vernon and the following required functions and optional
features stated in this RFP. The Contractor shall describe his approach for each of these project
tasks in accordance with the directives in the Task descriptions below.
1. Provide all services and maintain Vernon's Electric System in a safe and reliable condition.
Such work shall include, but not limited to, switching, performing routine and emergency
repairs, maintenance and construction on Vernon's Electric System.
2. Contractor shall respond to emergency calls, troubleshooting calls, or service calls after work
hours within one hour after the call is placed by Vernon's control Center. Contractor shall
provide a weekly list of the dedicated staff that will be available to respond to such calls.
3. At the direction of Vernon, make all modifications, extensions, additions and improvements in
and to Vernon's electric System, as shall from time to time be required or necessary to serve
in a safe and reliable manner the electric power requirements of Vernon and its customers,
both present and future.
4. Furnish all labor, supervision, labor, equipment, tools of whatever kind or nature as
necessary to facilitate a safe, productive and efficient work force as deemed appropriate to
maintain the City's power distribution/ transmission system during the terms of the actual
contract.
5. Vernon shall provide use of a city -owned building(s), structure(s) and/or a storage yard on
city -owned property for use by Contractor in connection with the services performed under
the agreement. Contractor shall be responsible for all tenant -type improvements and security
in connection with the use of such city -owned property.
6. Vernon may provide Vernon -owned vehicles for use by contractor in performing the work
under the agreement. To the extent Vernon does not provide its own vehicles, Contractor will
provide the vehicles needed to perform the work and shall bill Vernon for the use of such
vehicles pursuant to the hourly or monthly rates agreed upon for such vehicle in the attached
Exhibit A, "Contractor Fees for Services."
7. Vernon shall normally supply all material and supplies required for major and routine work by
Contractor pursuant to the agreement. Contractor shall supply all materials and supplies
required by Contractor that are not provided. No markup of subcontractor's or engineering
that may be additionally required will be allowed. Before purchasing materials or supplies,
Contractor shall check with Vernon and obtain approval from Vernon to assure that such
materials or supplies are not available from Vernon. Vernon shall compensate Contractor for
such materials and supplies and allow a 10% markup only. However if Vernon compensate
contractor for such materials and supplies within net 10 days, no markup will be allowed.
8. Furnish to Vernon end of month billing with current inventory accounting reports and work
order reports, with sufficient supporting data covering activities engaged in and work
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CITY OF VERNON ELECTRIC SYSTEM REQUEST FOR PROPOSAL
performed by Contractor. Such accountings and reports shall be provided every thirty days,
on the first business day (Monday through Thursday) of each month throughout the term of
the agreement. All such accounting shall comply with the Federal Energy and Regulatory
Commission (FERC) accounting principles and Vernon's accounting system. Contractor in
consultation with Vernon shall develop a mutually agreeable form to be used for monthly
accounting and reports. The City's accounting and reporting software system is EDEN.
9. Make electrical measurements and reports as requested by Vernon to provide operational
data on Vernon's Electric System.
10.Install transformers, switches, cutouts, lines and other -facilities on the transmission and
distribution systems as required for repairs, replacements, new customers and system
expansion.
11. Remove underground and overhead facilities no longer needed and perform other work on
underground and overhead system as required.
12. At the direction of the City, Contractor shall carry out troubleshooting activities including
responding to customer call and complaints, traveling to various sites in Vernon, assessing
and estimating failures or damages, safely restoring service as quickly as possible, and
reporting on system and equipment status.
13. All work shall be performed in accordance with Vernon's construction and operation
standards, GO 95, GO 128, GO 165, National Electric Safety Codes, ordinances, rules,
regulations, operating procedures and good utility practice.
14. If a new facility is to be constructed by Vernon, Contractor shall be allowed an opportunity to
submit a bid or proposal to construct any such facility. Vernon reserves the right to permit
the customer to construct any customer facilities and to negotiate agreements with any
contractors, including Contractor, if Vernon is. to construct such facility. Vernon is not
obligated to use Contractor for such services.
15. Works Orders: All work, with the exception of emergency work, shall be performed pursuant
to approved work order and will be scheduled with Vernon. Contractor shall obtain
authorization from Vernon for. the proposed work prior to initiating construction and submit as -
built documentation identifying the actual work performed after the completion of the changes
made to the system. Work orders will fall into the following categories:
a. Major Work: Major modifications, extensions, addition, and improvements, including
large maintenance jobs will be accomplished under pre -approved work orders. Large
maintenance jobs are defined as those estimated in advance to take more than one
crew day.
b. Emergency Work: Emergency repairs shall be initiated as soon as possible by
Contractor under a pre -assigned work order number. Contractor shall see Vernon's
approval for the work order at the start of the next business day after the work is
initiated and provide as -built information upon completion of the work. Contractor shall
mobilize restoration activities in response to to emergency calls within one hour of
notification.
c. Routine work: Routine maintenance work will be completed under pre -approved
standing work orders .specifically established for these activities. Routine work will
include line patrol, switching, replacement of minor components, minor modifications
and additions, and other routine work normally required on electric utility systems.
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CITY OF VERNON ELECTRIC SYSTEM REQUEST FOR PROPOSAL
Contractor and Vernon will collaborate in establishing a number of standing work
orders. .
d. Work orders that require structure replacement such as poles, switches and
transformers must be approved by Vernon prior to scheduling the construction and
must be supplemented with as -built documentation after the completion of the work.
16. Scheduling of Work: Contractor shall provide Vernon's authorized representative, no later
than 09:00 a.m. on Monday of each week, with a proposed plan and authorized
representative shall approve or make modifications to the proposed plan and schedule no
later than 2:00 p.m. on the day that the schedule is provided. Once approved, the plan and
schedule shall be contractor's authorization to perform work during the following week. The
timing of such submittals and meeting may be changed by mutual agreement between
Vernon and contractor's authorized representatives. Concurrent with the submission of its
proposed plan and schedule, contractor shall also submit a status report and the as -built
documents on the previous week's work.
17. Maintenance Schedule/Plan.
a. Contractor shall provide Vernon monthly maintenance and inspection schedule
identifying the location and circuit name. Contractor shall maintain and inspect the
Electric System pursuant to the requirements of General Orders No. 95, 128 and 165.
The maintenance and inspection schedule shall include the following:
i. Insulator washing (transmission, distribution and substations).
ii. Street lighting inspection.
iii. Customer substation inspection.
iv. Manhole and underground cable inspection.
v. Pole inspection and testing.
vi. Distribution system inspection.
vii. Transmission system inspection.
b. Contractor shall maintain a system database to track and report inspection results
and corresponding repairs/correction. All documented work performed shall be equal
to or greater than General Order 165. Contractor must be submitted all inspections
and reports to the City within 30 days of said inspections.
18. Staffing Levels: To perform the foregoing services, contractor shall provide a minimum level
of employee staffing in accordance with Exhibit A, Section A "Hourly Labor Rate Per
Classification" pre -approved by Vernon and said staff shall be dedicated to perform services
on Vernon's Electric System.
a. Contractor may supplement the level of staffing with pre -approval by Vernon, to the
extent necessary to perform such services. Contractor shall not increase or decrease
this level of staffing by adding or deleting full-time employees without the prior written
approval of Vernon. In the event Vernon wishes to increase or decrease the staffing
level provided for herein, Vernon shall be permitted to do so upon providing one
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CITY OF VERNON ELECTRIC SYSTEM REQUEST FOR PROPOSAL
month written notice to contractor. Contractor may also supplement this level of
staffing through the use of subcontractors, if pre -approved by Vernon, to the extent
necessary to perform such services; to the extent subcontractors are authorized,
contractor may bill Vernon as a straight pass through with no mark up of its cost for
such subcontractors. The scope of service may also be increased or reduced by
mutual agreement.
b. Contractor shall consult with Vernon and Vernon shall have the right to consult with
contractor relating to the qualifications of the, employees who will be assigned and
dedicated to work on Vernon's Electric System.
c. Contractor shall keep a minimum of one full crew on standby to respond during off
hour emergencies. Personnel on standby must respond to Vernon within one hour of
call out from Station A Dispatch. Contractor shall bill Vernon two hours per day
"Straight Time" per employee on stand-by schedule. Contractor shall send a copy of
stand-by call out sheet not later than 08:00 A.M. of each Monday.
19. Contractor shall not accept or bid for any work for any of Vernon's customers, unless Vernon
provides, in its sole discretion, advance written consent and agrees that such work shall not
constitute a conflict of interest.
20. Contractor agrees that it shall provide services and maintain Vernon's Electric System for
and on behalf of Vernon, subject to and in accordance with good utility practice and within the
terms and provisions of the Agreement and direction given by Vernon's authorized
representatives. Contractor shall also respond to Vernon city purposes and of all Vernon
customers, both present and future,. of Vernon's Electric System and shall provide safe,
proper, efficient and reliable services as provided under good utility practice.
21. Contractor understands and will perform the majority of overhead distribution work on the
7KV and 16KV while energized thereby minimizing customer outages. All work performed on
the 66KV transmission system will be performed de -energized and with pre -approved
switching programs. Contractor must have an extensive safety program and all appropriate
hot tools to perform all energized work.
3.0 EVALUATION OF PROPOSALS AND NEGOTIATIONS
The following criteria will be used to evaluate and rank proposals based on the information submitted
in each of the categories listed in the PROPOSAL FORMAT section of this RFP. Consideration will
also be given to the overall responsiveness of the contractor's proposal.
a) Experience: Prior electric utility related experience in reliably maintaining electric utility
. system of similar scope. .20 pt
b) Key Staff: The Contractor's resources, including number and description of personnel and
their capability to provide maintenance support in a timely fashion during the contract term.
20 pts
c) Fee for. Services — Overall project costs to perform the work described in the contract
documents. 40 pts
CITY OF VERNON ELECTRIC SYSTEM REQUEST FOR PROPOSAL
d) Project Understanding and Approach This category will be. evaluated by review of
executive summary and related submittals. 20 pts
City staff will evaluate the Proposals to identify the most suitable contractor, the most responsive and
best qualified contractor. Most importantly, the lowest price proposal will not necessarily be selected,
and technical proposals will be weighed more heavily than costs to insure that the City is procuring
best value versus lowest price. During the evaluation process, contractors may be asked to respond
to questions posed by the evaluation team. Following the selection of a contractor, City staff will
make a recommendation and presentation to the City for, the selected Proposal. During this
presentation, representatives from the contractor should be available to field any questions the City
may have regarding their proposal. Award will be by City Council action:
4.0 PROPOSAL FORMAT
Proposal Submittal Checklist — The Contractor's Proposal must include, at minimum, all of the
following items in order to be considered as a responsive, valid submittal. The proposal shall be
concise, well organized and demonstrate the Contractor's qualifications and experience. relating to
the proposed work. The sections should be separated by divider pages that are tabbed, colored or
of heavier stock. One (1) bound original of the Proposal must be submitted.
A. Cover Letter — Identifying the Contractor's name, any proposed subcontractors or sub
consultants that are integral to the proposed team, contact name, phone number, and e-
mail address, and signed by an officer of the Contractor that is authorized to enter into a
contract with the City for the Project work. .
B. Executive. Summary — An executive summary of the Proposal identifying the entity/team
being presented for consideration. The summary shall include a brief history of the
organization, background information and relevant experience.
C. Experience — Previous experience in electric system.
D.. Key Staff - Provide a list of key staff that will be assigned to this work and their relevant
qualifications. Include resumes of all key personnel listed. Key personnel, as defined by
the City, shall not be removed without prior written approval by the City. Only personnel
with equal or better qualifications will be considered for substitution.
E. Fees for Services - The Fees for Services are to be included and shall indicate the
proposed fees and presented by the Contractor in the Scope of Work as Exhibit A. The
Fees for Services shall also include the cost of personnel, administration, overhead,
equipment and all other related cost, both direct and indirect. Vernon shall only pay
contractor for the work performed under the agreement pursuant to the fees set forth in
Exhibit A. Contractor shall be responsible for paying the salaries of its own employee, as
well as payment for all relevant holiday, vacation time and other benefits. Vernon will not
be responsible, in any way, for the payment of the salaries or benefits for Contractor's
employees.
F. Approach and Scope of Work — Description of services to be provided and how the
services and activities will be accomplished. The preliminary Scope of Work in Section
2.0 is considered to be a general guideline.
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CITY OF VERNON ELECTRIC SYSTEM REQUEST FOR PROPOSAL
G. Additional Information — This should be limited solely to additional information on the
proposed electric system maintenance for the City of Vernon.
5.0 PROTEST POLICY
A. Protest Policy Review Process
Any prospective proposer may request a review of the requirements under a solicitation for a
City Council -approved services Contract, as described in paragraph C, Solicitation
Requirements Review, below. Any proposer may request a review of a disqualification or of a
proposed Contract award under such a solicitation, as described respectively in Sections
below. Additionally, any proposer may obtain copies of proposals and City evaluation
documents as provided in Section 3, Evaluation of Proposals and Negotiations, above. Under
any such review, it is the responsibility of the proposer challenging the decision of City to
demonstrate that the City committed a sufficiently material error in the solicitation process to
justify invalidation of a solicitation or a proposed Contract award as the case may be.
2. Throughout the review process, the City has no obligation to delay or otherwise postpone an
award of Contract based on a proposer protest. In all cases, the City reserves the right to
make an award when it is determined to be in the best interest of the City of Vernon to do so.
B. Grounds for Review
Unless State or Federal statutes or regulations otherwise provide, the grounds for review are limited
to the following:
Review of the Solicitation Requirements
• Review of a Disqualified Bid/Proposal
• Review of the Proposed Contractor Selection
C. Solicitation Requirements Review
Any person or entity may seek a Solicitation Requirements Review by submitting a written request
for review to the City as described in this Paragraph. A Request for a Solicitation Requirements
Review may be denied, in the City's sole discretion, if the request does not satisfy all of the following
criteria:
1. The request for a Solicitation Requirements Review is made within ten (10) business days of
the issuance of the solicitation document;
Z The request for a Solicitation Requirements Review includes documentation, which
demonstrates the underlying ability of the person or entity to submit a proposal.
3. The request for a Solicitation Requirements Review itemizes in appropriate detail, each
matter contested and factual reasons for the requested review; and
4. The request for a Solicitation Requirements Review asserts either that:
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CITY OF VERNON ELECTRIC SYSTEM REQUEST FOR PROPOSAL
a. Application of the minimum requirements, evaluation criteria and/or business
requirements unfairly disadvantages the person or entity; or,
b. Due to unclear instructions, the process may result in the City not receiving the best
possible responses from prospective proposers.
5. The Solicitation Requirements Review will be completed and City's determination will be
provided to the requesting person or entity, in writing, within a reasonable time prior to the
bid/proposal due date.
D. Place to Submit Requests for Review
All Requests for Review shall be submitted to the City Clerk.
E. Disqualification Review
1. A bid/proposal may be disqualified from consideration because the City determined it was
nonresponsive at any time during the review/evaluation process. If the City determines that a
bid/proposal is disqualified due to nonresponsiveness, the City shall notify the proposer in
writing.
2. Upon receipt of the written determination of non responsiveness, the proposer, may submit a
written request for a Disqualification Review within the timeframe specified in the written
determination.
3. A request for a Disqualification Review may, in the City's sole discretion, be denied if the
request does not satisfy all of the following criteria:
a. The person or entity requesting a Disqualification Review is a proposer;
b. The request for a Disqualification Review is submitted timely (i.e., by the date and time
specified in the written determination); and
c. The request for a Disqualification Review asserts that the determination of disqualification
due to bid/proposal nonresponsiveness was erroneous (e.g., factual errors, etc.) and
provides factual support on each ground asserted as well as copies of all documents and
other material that support the assertions.
4. The Disqualification Review shall be completed and the determination shall be provided to
the requesting proposer, in writing, prior to the conclusion of the evaluation process.
F. Debriefing Process
For solicitations where proposals are evaluated and scored in accordance with, Evaluation of
Proposals, the following provisions shall apply:
1. Upon completion of the evaluation, City will notify the remaining proposers in writing that the
City is entering negotiations with another proposer. Upon receipt of the letter, any
nonselected proposer may submit a written request for a Debriefing within the timeframe
specified in the letter. A request for a Debriefing may, in the City's sole discretion, be denied
if the request is not received within the specified timeframe.
CITY OF VERNON ELECTRIC SYSTEM REQUEST FOR PROPOSAL
2. The purpose. of the Debriefing is to compare the requesting proposer's response to the
solicitation document with the, evaluation document. The requesting proposer shall be
debriefed only on its response. Because Contract negotiations are not yet complete,
responses from other proposers shall not be discussed, although the City may inform the
requesting proposer of its relative ranking.
3. During or following the Debriefing, the City will instruct the requesting proposer of the manner
and timeframe in which the requesting proposer must notify the City of its intent to request a
Proposed Contractor Selection Review, below, if the requesting proposer is not satisfied with
the results of the Debriefing.
G. Proposed Contractor Selection Review
Any proposer that has timely submitted a notice of its intent to request a Proposed Contractor
Selection Review as described in paragraph F, above, may submit a written request for a Proposed
Contractor Selection Review in the manner and timeframe as specified by the City. For low -bid
solicitations, where applicable, upon selection of the lowest -cost, responsive, and responsible
bidder, the City will notify the remaining bidders in writing that the City is entering negotiations with
another bidder. The City will instruct the remaining bidders of the manner and timeframe in which
each remaining bidder must notify the City of its intent to request a Proposed Contractor Selection
Review, should such remaining bidder desire to have such a review performed.
A request for a Proposed Contractor Selection Review may, in the City's sole discretion, be denied if
the request does not satisfy all of the following criteria:
1. The person or entity requesting a Proposed Contractor Selection Review is a proposer.
2. The request for a Proposed Contractor Selection Review is submitted timely (i.e., by the date
and time specified by the City).
3. The person or entity requesting a Proposed Contractor Selection Review asserts in
appropriate detail with factual reasons one or more of the following grounds for review:
a. The City materially failed to follow procedures specified in its solicitation document. This
includes:
I. Failure to correctly apply the standards for reviewing the proposal format
requirements.
ii. Failure to correctly apply the standards, and/or follow the prescribed methods, for
evaluating the proposals as specified in the solicitation document.
III. Use of evaluation criteria that were different from the evaluation criteria disclosed in
the solicitation document.
c. The City made identifiable mathematical or other errors in evaluating bids/proposals,
resulting in the proposer receiving an incorrect score and not being selected as the
recommended Contractor.
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CITY OF VERNON ELECTRIC SYSTEM REQUEST FOR PROPOSAL
d. For applicable solicitations where responses are evaluated and scored, a member of the
Evaluation Committee demonstrated bias in the conduct of the evaluation.
e. Another basis for review as provided by State or Federal law
4. The request for a Proposed Contractor Selection Review sets forth sufficient detail to
demonstrate that, but for the City's alleged failure, the proposer would have been the lowest -
cost, responsive, and responsible bid or the highest -scored proposal, as the case may be.
Upon completing the Proposed Contractor Selection Review, the City's representative shall
issue a written decision to the proposer within a reasonable time following receipt of the
request for a Proposed Contractor Selection Review, and always before the date the
Contract award recommendation is to be heard by the City Council. The written decision shall
additionally instruct the proposer of the manner and timeframe for requesting a review by a
City Review Panel, paragraph H, below.
H. City Review Panel Process
1. Any proposer that is not satisfied with the results of the Proposed Contractor Selection
Review may submit a written request for review by a City Review Panel in the manner and
timeframe specified by the City in the City's written decision regarding the Proposed
Contractor Selection Review.
2. A request for review by a City Review Panel may, in the City's sole discretion, be denied if
the request does not satisfy all of the following criteria:
a. The person or entity requesting review by a City Review Panel is a proposer.
b. The request for a review by a City Review Panel is submitted timely (i.e., by the date and
time specified by the City).
c. The person or entity requesting review by a City Review Panel has limited the request to
items raised in the Proposed Contractor Selection Review and new items that (a) arise
from the City's written decision and (b) are one of the appropriate grounds for requesting
a Proposed Contractor Selection Review as listed in paragraph G above.
3. Upon completion of the City Review Panel's review, the Panel will forward its report to the
Director of the Departments' that solicited the proposal, which will provide a copy to the
proposer.
13
CITY OF VERNON ELECTRIC SYSTEM REQUEST FOR PROPOSAL
Exhibit A
Contractor Fees for Services
A. Hourly Labor Rate Per Classification
Classification
General Manager
Account Manager
General Foreman
Service Planner
Line Foreman
Lineman
Groundman
Troubleman
Substation Electricians
Clerk Secretary
Warehouse
Warehouse Pre Fabrication
Mechanic
Maintenance Worker
Living Wanes Provisions:
Quantity
1
1
1
1
2
12
4
2
2
3
1
1
1
1
Straight Time
Double Time
Contractors or Subcontractors, if any, working on City service contracts of any amount , as to all
employees spending time on City contracts shall observe the City's Living Wages Ordinance and all
requirements thereof at all times on City Contracts. The Current Living Wage Standards are set
forth in Appendix A "Sample Agreement, Exhibit D "Living Wages Provisions." Upon request,
certified payroll shall be provided to the City.
14
CITY OF VERNON ELECTRIC SYSTEM REQUEST FOR PROPOSAL
B. Monthly Eauiument Rates
Vehicle Quantity Monthly Rate
Service Truck 5
Standard Bucket Truck (min 65ft) 3
Digger Derrick (min 60ft) 2
35 Ton Crane 1
Single Man Bucket Truck 2
Eouiament
Light Tower
Sherman Reilly PT3366 Puller
Arrow Board
Sherman Reilly Duct Dawg
Underground Puller
300 KW Generator
Bull Wheel Tensioner
8 Ton Forklift
Quanti
2
1
2
1
1
1
1
15
Hourly Rate
CITY OF VERNON ELECTRIC SYSTEM REQUEST FOR PROPOSAL
Fuel:
The above monthly rates are based upon the fuel being provided by the City of Vernon.
Tools:
Tools and safety equipment to be included in the equipment monthly rate.
16
CITY OF VERNON ELECTRIC SYSTEM REQUEST FOR PROPOSAL
APPENDICES:
Appendix A: Sample City Agreement to be crafted by and between City of Vernon and the. selected
Contractor.
Appendix B: Citywide Map with Electric Infrastructure
17
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1
CITY CLERK'S OFFICE
INTEROFFICE MEMORANDUM
DATE: May 3, 2012
TO: Carlos Fandino, Director of Light & Pow r
FROM: Willard Yamaguchi, City Clerk
RE: Resolution No. 2012-60 — A Resolution of the City Council of the City of Vernon
Authorizing the Issuance of a Request for Proposals for Electric System Maintenance for
the City of Vernon
Transmitted herewith is a copy of Resolution No. 2012-60 referenced above, which was approved by City
Council on May 1, 2012.
Thank you.
WY:dj
Attachment
c: Resolution No. 2012-60
RECEIVED
APR 2 6 2012
CITY CLERK'S OFFICE
STAFF REPORT
DATE: April 26, 2012
LIGHT & POWER
TO: Honorable Mayor and City Council
FROM: Carlos Fandino Jr., Director of Light & Power
RE: Petrelli Electric, Inc. Electric System Maintenance Agreement
PURPOSE
RECEIVED
APR 2 6 2012
CITY ADMINISTRATION
The Electric System Maintenance Agreement between Petrelli Electric, Inc. and the City
expired on April 20, 2012. A request for proposal (RFP) has been completed to provide
the opportunity to other qualified contractors to bid for the electric system maintenance
contract.
RECOMMENDATION
Staff seeks City Council approval to issue the attached RFP for the electric system
maintenance contract at the May 1, 2012 meeting. The RFP has been reviewed and
approved as to form by the Legal Department.
CRF:ah
Attachments
ELI
INTER-DEPARTMENT MEMORANDUM
DATE: April 25, 2012
TO: Carlos R. Fandino, Director of ht & Po r
FROM: Dana Reed, Special Counsel
RE: Electric System Maintenance Request for Proposal (RFP)
I have received and reviewed the memorandum dated April 17, 2012, and the
attachments thereto.
The Electric System Maintenance Request for Proposal (RFP) is approved as to form.
Enclosures