RFP – For Professional Services For Electric Transmission Line Engineering

The City of Santa Clara’s Electric Utility, Silicon Valley Power (SVP), seeks to engage a consultant to provide electric transmission line engineering.

Silicon Valley Power (SVP) operates an electric distribution utility with a service territory that overlays the Santa Clara, California city limits. The City of Santa Clara’s Electric Department, Silicon Valley Power (SVP), has undertaken a significant capital construction program for the construction and upgrading of electric transmission, substation and distribution facilities over the next five years. This work is necessary to meet customer demands for increased electric load while maintaining SVP’s high service reliability to the utility’s customers.

Due to the large quantity and complexity of the planned work, SVP considers it necessary to use the services of an outside engineering firm to provide design services for the identified transmission line work. Minimum requirements of Firms and detailed description of required services are included in Attachment A-Scope of Work/Services.

For the purpose of determining the qualifications and awarding an agreement, this RFP requests proposals for the re-configuration of the South Loop. The South Loop is approximately 12 miles of 60kV transmission line that feeds 6 substations. The substations provide power to residential, commercial and industrial customers. The existing capacity of the South Loop is 173 MVA and is limited by the continuous line rating of the overhead transmission lines. The electrical load on the South Loop is projected to increase 50% in the next 5 years. This load increase would overload the existing electrical lines on the South Loop.

An initial planning study was preformed to evaluate the options to address the projected overload on the South Loop. The study evaluated a variety of options based on factors such as cost, future growth capacity, and reliability. The recommendation of the study was to transfer some of the electrical load from the South Loop to the East Loop. The East Loop has a capacity of 173 MVA, but only has 10 MVA of load. The study proposes transferring up to 3 substations from the South Loop to the East Loop. The study provides two suggested routes for building the approximate 2 miles of overhead line required to reconfigure the South Loop. The break-up can involve both overhead and underground construction.

Once the successful firm is awarded a contract there will be other projects for which specific fee estimates will be requested. It is the intent of the City to enter into a 5-year agreement with the successful engineer.

2. ATTACHMENTS

The attachments below are included with this Request for Proposals (“RFP”). The items identified with an asterisk (*) must be completed, signed by the appropriate representative of the company, and returned with the submittal.

Request For Proposal (RFP) for Electric Transmission Line Engineering Page 3 of 48

Attachment A – Scope of Work/Services*

Attachment B – Cost Proposal*

Attachment C – Electric Transmission Line Engineering Scorecard

Attachment D – Proposer’s Information Form*

Attachment E – Certification of Non-Discrimination*

Attachment F – Agreement for Services

3. INSTRUCTIONS TO PROPOSERS

3.1. Pre-proposal Conference.

There is NO pre-proposal conference scheduled for this solicitation.

3.2. Examination of Proposal Documents.

The submission of a proposal shall be deemed a representation and certification by the Proposer that they:

3.2.1. Have carefully read and fully understand the information that was provided by the City to serve as the basis for submission of this proposal.

3.2.2. Have the capability to successfully undertake and complete the responsibilities and obligations of the proposal being submitted.

3.2.3. Represent that all information contained in the proposal is true and correct.

3.2.4. Did not, in any way, collude, conspire to agree, directly or indirectly, with any person, firm, corporation or other Proposer in regard to the amount, terms or conditions of this proposal.

3.2.5. Acknowledge that the City has the right to make any inquiry it deems appropriate to substantiate or supplement information supplied by Proposer, and Proposer hereby grants the City permission to make these inquiries, and to provide any and all related documentation in a timely manner.

No request for modification of the proposal shall be considered after its submission on grounds that Proposer was not fully informed of any fact or condition.

3.3. Questions.

Any questions by the Proposer regarding this RFP or the project must be put in writing and received

by the City no later than 3:00 p.m. on March 30, 2016. Correspondence shall be addressed to:

Melisa Revino
Electric Department
1500 Warburton Avenue
Santa Clara, CA 95050
408.615.6673

mrevino@santaclaraca.gov

The City shall not be responsible for nor be bound by any oral instructions, interpretations or  explanations issued by the City or its representatives.

Responses from the City to questions by any Proposer will be communicated in writing to all recipients of this RFP. Questions received after the date and time stated above will not be accepted, and will be returned to senders without response.

3.4. Addenda.

Any addenda issued by City shall be in writing, shall become a part of this RFP, and shall be acknowledged and responded to by Proposer.

3.5. Submission of Proposals.

All proposals shall be submitted to:

City of Santa Clara
Electric Department
Electric Engineering Division/Attn.: Melisa Revino
1500 Warburton Avenue
Santa Clara, CA 95050

Please note that faxes, electronic submissions, or any media other than hard copies are not acceptable.

Proposals must be delivered no later than 3:00 p.m. on April 11, 2016. All proposals received after that time will be returned to the Proposer unopened.

The Proposer shall submit two (2) copies along with one (1) electronic version (CD) of its proposal in a sealed envelope, including one (1) original, clearly marked “Original”, addressed as noted above, bearing the Proposer’s name and address clearly marked, “RFP FOR ELECTRIC TRANSMISSION LINE ENGINEERING”.

3.6. Withdrawal of Proposals.

A Proposer may withdraw its proposal at any time before the expiration of the time for submission of proposals as provided in the RFP by delivering a written request for withdrawal signed by, or on behalf of, the Proposer.

4. RIGHTS OF THE CITY OF SANTA CLARA

This RFP does not commit the City to enter into a contract, nor does it obligate the City to pay for any costs incurred in preparation and submission of proposals or in anticipation of a contract. The City reserves the right to:

Make the selection based on its sole discretion;
Reject any and all proposals;
Issue subsequent Requests for Proposals;
Postpone opening proposals for its own convenience;
Remedy errors in the Request for Proposals process;
Approve or disapprove the use of particular subconsultants;
Negotiate with any, all or none of the Proposers;
Accept other than the lowest offer;
Waive informalities and irregularities in the Proposals; and/or
Enter into an agreement with another Proposer in the event the originally selected Proposer defaults or fails to execute an agreement with the City.

An agreement shall not be binding or valid with the City unless and until it is approved by the City Council, if so required, and executed by authorized representatives of the City and of the Proposer.

5. RFP TIMELINE

The RFP Timeline is as follows:

RFP Issued March 9, 2016

Deadline for questions, clarifications

March 30, 2016 by 3:00 p.m.

Proposals must be submitted by April 11, 2016 by 3:00 p.m.

The City reserves the right to add, remove or combine steps in the timeline, and/or compress or extend the timeline as the City, in its sole discretion, sees fit.

Click here to see full RFP listing on City website.