RFQ-2023-06 - Substation Recloser Maintenance Services

Solicitation number RFQ-2023-06

Publication date

Closing date and time 2023/03/08 17:00 EST

Last amendment date



    RFQ-2023- 06  - Substation Recloser Maintenance Services

    RFQ ISSUE DATE:        February 8, 2023
    RFQ CLOSING DATE:   March 8, 2023
    RFQ CLOSING TIME:   14:00 Local Time

    Summary Details:
    This Request for Quotations ("RFQ") is an invitation by the District of Summerland (the “District”) to prospective Respondents to submit non-binding Quotations to provide one-time maintenance services to substation reclosers, as further described in the RFQ documents.

    The successful Respondent will provide one-time maintenance services to substation reclosers. The recloser units are located in the Prairie Valley Substation and the Trout Creek Substation. The units are manufactured by Eaton Power Systems (formerly McGraw Edison) and are type VWE or VWE27 depending on the circuit. All units are operated at 8.3kV.

    The Deliverables to be provided include:
    1. Testing and Maintenance
      1. Recloser Unit Testing
        1. Visual and Mechanical Inspection
        2. Electrical Tests
      2. Recloser Controller Testing
        1. Visual and Mechanical Inspection
        2. Electrical Tests
    2. Testing and Maintenance Report

    Please refer to the RFQ Documents for more information.

    RFQ Documents:
    BC Bid (https://new.bcbid.gov.bc.ca/) is the only authorized website to obtain competitive bid documents for District of Summerland opportunities. The District of Summerland shall not be held responsible for competitive bid documents that are located on any other website. Procurement documents are available for download at BC Bid by searching for opportunities posted by the District of Summerland.
    The RFQ document sets out:
    1. The details of the good or services that the District is seeking, as further described in Section 2 - Deliverables;
    2. The process for submission, evaluation and award of the Agreement;
    3. The proposed terms and conditions of the Agreement; and
    4. The forms on which a Respondent should submit in their Quotation.

    Submission of Quotations
    To be considered, Quotations must be submitted via BC Bid’s Supplier “e-Bidding” submission functionality or by email, in accordance with the instructions in the RFQ documents.
    Quotations must be received no later than the RFQ Closing Date and Time. It is solely the responsibility of the Respondent to ensure that the Quotation is received on time.

    Term of Engagement:
    The successful Respondent should be prepared to commence work shortly after the Agreement is awarded and to complete the all testing and reporting by September 1, 2023. The Agreement shall be valid from the time of execution until September 1, 2023.

    Conditions for Participation and Requirements to Request to Participate:
    Quotations not clearly demonstrating that they meet the following mandatory criteria will be excluded from further consideration in the evaluation process.
    Mandatory Criteria:
    1The Quotation must be received by the Closing Date and Time, in accordance with the requirements of Section 3.1 – RFQ Timetable
    2The Quotation must be submitted in accordance with the requirements of Section 3.8 – Submission of Quotations
    3The Quotation must include the following completed forms:
    • Appendix F – Submission Form

    The Supplier shall provide the District with proof of the following prior to beginning work on this project:
    • A Business License that allows the Contractor to perform work in Summerland (either a Summerland Business License or an Inter-Community/Mobile Business License from another Okanagan-Similkameen municipality)
    • WorkSafe BC Clearance Letter addressed to the District of Summerland, indicating that account is active and in good standing.
    • Commercial General Liability Insurance and Automobile Insurance as per the form of agreement included with the RFP as Appendix A.

    Procurement Method:
    Request for Quotations. The District reserves the right to negotiate. The District may request a Best and Final Offer (BAFO).

    Procuring Entity:
    District of Summerland

    RFQ Contact Person:
    Dana Silk, Manager of Procurement & Contract Administration
    Email:  procurement@summerland.ca

    The District is subject to the Canada-EU Comprehensive Economic Trade Agreement (Chapter Nineteen), the Canadian Free Trade Agreement (Chapter Five), and the New West Partnership Trade Agreement; however, this procurement is not anticipated to be within the thresholds for those agreements.

    Contract duration

    Refer to the description above for full details.

    Trade agreements

    • Please refer to tender description or tender documents

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    Contact information

    Contracting organization

    District of Summerland
    9215 Cedar Ave
    Summerland, British Columbia, V0H 1Z2
    9215 Cedar Ave
    Summerland, British Columbia, V0H 1Z2
    Bidding details

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    Summary information

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