TOWN OF APEX 245 KV CIRCUIT SWITCHER

Town of Apex
Apex, North Carolina
Specifications and Bid Documents
For
245 kV Circuit Switcher
NC Firm No. F-0429
215 North Ames Street, Suite 500 115 Oakland Avenue, Suite 102 155 US 70 Highway West
Matthews, NC 28105 Rock Hill, SC 29730 Garner, NC 27529
704.372.6673 803.962.7962 919.773.9787

Town of Apex
Apex, North Carolina
Specifications and Bid Documents
for
245 kV Circuit Switcher
Table of Contents
Section Page
NOTICE TO PROSPECTIVE BIDDERS NB-1
INSTRUCTIONS TO BIDDERS IB-1
GENERAL CONDITIONS GC-1
BID SCHEDULE
CONTRACT C-1
TECHNICAL SPECIFICATIONS T-1
ii

NOTICE TO PROSPECTIVE BIDDERS
Invitation to Submit Proposals
to
TOWN OF APEX
APEX, NORTH CAROLINA
In Accordance With
Procurement Documents
For
245 kV Circuit Switcher
1.0 Sealed Proposals to furnish specified materials and services for 245 kV Circuit Switcher will be
received by the Town of Apex, Apex, North Carolina until 2:00 pm, local time March 24, 2026 at
which time all bids will be publicly opened and read at the Town of Apex Purchasing Department,
105 Upchurch Street.
2.0 It is the sole responsibility of the Bidder to ensure delivery of the bid at the designated place and
time. Late delivery of bids for any reason including delivery by the USPS or by other courier shall
disqualify the bid. All proposals received after the designated time for bid opening will be
considered invalid and promptly returned to the Bidder unopened.
3.0 Proposals must be submitted in a sealed envelope bearing the name and address of the bidder.
Proposals should be delivered to the following address:
Steve Maynard
Purchasing and Contracts Manager
105 Upchurch St
Apex, NC 27502
4.0 Proposals transmitted via facsimile (fax) or e-mail directly to the Town will not be considered sealed
bids and will be rejected.
5.0 Bidders shall clearly identify their proposal as a sealed bid by including the following text on a
conspicuous area of the envelope:
"PROPOSAL FOR 245 kV CIRCUIT SWITCHER. DO NOT OPEN UNTIL 2:00 P.M.,
March 24, 2026 _".
6.0 All proposals (2 copies) must be submitted on the appropriate preprinted quotation forms (Bid
Schedule) provided in these Procurement Documents. All blank spaces for bids, unit prices,
completion time etc. shall be filled in unless otherwise noted. Failure to provide all requested
information may result in the bid being considered incomplete. The Bidder's quotations and data on
these forms must either be typewritten or hand written in permanent ink. Any alterations to these
entries must be initialed and dated by the authorized agent for the bidder. The bidder shall submit the
Proposal and Contract section, completed Bid Schedule, and any supporting documentation. The
Bidder does not need to return a copy of the procurement documents nor technical specifications.
7.0 No alterations, corrections, or modifications to any proposal will be allowed after bids have been
received and opened. However, the bidder may submit modifications in writing prior to the time of
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bid opening under sealed envelope bearing the bidder's name and address. Such modifications shall
be clearly identified as an amendment to a pending proposal by including the following text on a
conspicuous area of the envelope:
"AMENDMENT TO PROPOSAL 245 kV CIRCUIT SWITCHER DO NOT OPEN UNTIL
2:00 P.M., March 24, 2026".
8.0 All supporting documentation as may be required by the Specifications must be submitted at the time
of bid and included with the sealed proposal. If a manufacturer is submitting proposals through more
than one Bidder, the supporting documentation may be submitted directly by the manufacturer in a
separately sealed envelope. The envelope must bear the names of the Bidders to whom the literature
applies. Conversely, the corresponding Bidders must clearly identify and refer to the separately
sealed manufacturer's literature.
9.0 No bid may be altered, withdrawn, or resubmitted within 60 days from and after the date set for the
bid opening. All bids shall remain firm and binding proposals during this period.
10.0 The bidder bears responsibility to comprehend the project work and to make all inquiries as necessary
to achieve comprehension prior to submission of a sealed proposal. Submission of a proposal shall
be evidence that the bidder has fully reviewed the scope of work and confident as to the content of
the work requirements.
11.0 A copy of the Procurement Documents, including technical specifications and bid forms, are on file
with the Town and are available for public review. Inquiries regarding technical aspects of the
project work may be directed to the Town's consulting engineer. Additional copies of the
Procurement Documents are also available from the Engineer. The Engineer may be contacted as
follows:
Electrical Consulting Engineers
Attention: Tony B. Pearce, PE
Mobile: 919.632.7426
tpearce@ecepower.com
12.0 The Town reserves the right to reject any and all bids, and to waive minor errors in the bidder's
proposal if the errors are deemed by the Town to be obviously inadvertent and do not affect the scope
of work. If minor errors are evident in a proposal pending award of contract, the correction of these
errors shall be resolved in writing to the satisfaction of the Town prior to execution of a contract.
13.0 Do not include NC sales tax in the bid amount. NC sales tax is paid by the Town and can be included
on invoices.
14.0 Do not include Federal Excise Tax in bid amount. The Town will provide a Federal Exemption
Certificate upon request.
Town of Apex
Apex, NC
By: Electrical Consulting Engineers
Date: March 6, 2026
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INSTRUCTIONS TO BIDDERS
1.0 Bidder Qualifications
1.1 Determination of "Responsible Bidder" is based upon quality, performance, and
time. The terms responsibility, quality, and performance are subjective and the
Owner reserves the right to award the contract to a bidder based upon this criteria as
deemed to best suit the needs of the Owner.
2.0 Obtaining Copies of Bidding Documents
2.1 Invitations to bid may be automatically forwarded to prospective bidders that have
demonstrated "responsibility" in the past.
2.2 When extending invitations to bid, the Owner and the Owner's Engineer will make
copies of the Procurement Documents available to all Bidders only for the purpose of
obtaining bids for the stated materials and services and do not confer or grant a
license for any other use. All Procurement Documents are instruments of service and
remain the intellectual property of the Engineer whose name appears thereon.
2.3 Complete sets of the Procurement Documents may be obtained in the number and for
the fee sum, if any, stated in the Notice to Bidders from the issuing office as named
in the Notice to Bidders.
3.0 Submission of Proposals
3.1 Proposals must be submitted in accordance with the directives outlined in the Notice
to Bidders and with the instructions contained herein to be considered for evaluation
and award of contract. Failure to comply with requirements of the Notice to Bidders
or these Instructions to Bidders may result in outright rejection of the proposal.
3.2 All proposals must be submitted on the appropriate preprinted quotation forms (Bid
Schedule) provided in these Procurement Documents. The Bidder's quotations and
data on these forms must either be typewritten or hand written in permanent ink.
Any alterations to these entries must be initialed and dated by the authorized agent
for the bidder.
3.3 The Bidder must fully complete all Bid Schedule forms and also adequately furnish
all information requested by the Procurement Documents and the Technical
Specifications regarding pricing, quantities, delivery, services, spare parts,
descriptive information, etc. Failure to supply sufficient information may cause a bid
to be rejected as unresponsive.
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3.4 The Bidder must supply two (2) copies of the Proposal, including the original forms
and one duplicate set of forms. Supplemental literature offered by the Bidder must
be supplied in duplicate.
3.5 It is understood that by submitting a bid, the Bidder acknowledges that he has
carefully examined the documents pertaining to the work, has understood same and
is satisfied that he will, if successful, perform said work in accordance with the
documents as well as any other rules, ordinances, codes, regulations, laws etc.
pertaining thereto.
3.6 The Bidder must explicitly note all exceptions, clarifications, and deviations from the
requirements of this specification by the products offered. Each notation must be
referenced to the specific sections and paragraphs in question. The Table of
Exceptions must be presented with the proposal at the time of bid opening. Failure to
identify an exception, clarification, or deviation will be considered certification that
all products and services perform in full compliance with the Procurement
Documents. Substitution of the Bidders standard terms and conditions or other
documents will not be construed as constituting an exception. Exceptions and
deviations noted in the Bidder's Proposal will not necessarily eliminate a proposal
from consideration. The impact of exceptions and deviations will be considered
together with all factors of the bid when determining which proposal best represents
the interests of the Owner.
3.7 Proposals must include a complete list of materials or "DELIVERABLES" to be
furnished. The list of deliverables shall include quantities and model number
identification where applicable.
3.8 Proposals must include a Delivery Schedule illustrating in either tabular or graphic
form critical benchmarks for the production cycle of the materials and services
offered. Chronological information should be identified in days or weeks as
appropriate, from receipt of order to completion of all deliveries and field services.
3.9 No alterations, corrections, or modifications to any proposal will be allowed after
bids have been received and opened. However, the bidder may submit modifications
in writing prior to the time of bid opening under sealed envelope bearing the bidder's
name and address. Such modifications shall be clearly identified as an amendment to
a pending proposal by including text as designated in the Notice to Bidders on a
conspicuous area of the envelope.
3.10 The Bidder shall sign the Proposal as follows:
3.10.1 If the documents are executed by a sole owner, that fact shall be evidenced
by the word "owner" appearing after the name of the person.
3.10.2 If the documents are executed by a partnership that fact shall be evidenced by
the word "Co-Partner" appearing after the name of the partner executing
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them.
3.10.3 If the documents are executed on the part of a corporation they shall be
executed by either the president or the vice president and attested by the
secretary or assistant secretary and the title of the office of such persons shall
appear after their signatures, the seal of the corporation shall be impressed on
each signature page.
3.10.4 If the proposal is made by a joint venture, it shall be executed by each
member of the joint venture in the above form for sole owner, partnership or
corporation which herein is applicable.
3.10.5 All signatures shall be properly witnessed.
3.10.6 Anyone signing the proposal as an agent shall file, with the proposal, legal
evidence of his authority to do so.
4.0 Bid Security
Bid security is not required on this project.
5.0 Clarifications and Addenda
5.1 The bidder bears responsibility to comprehend the project work and to make all
inquiries as necessary to achieve comprehension prior to submission of a sealed
proposal. Submission of a proposal shall be evidence that the bidder has fully
reviewed the scope of work and is confident as to the content of the work
requirements. If the prospective bidder discovers discrepancies in the procurement
documents or requires further clarification of their intent, the prospective bidder
should immediately notify the Engineer. Significant clarification or corrections will
be issued by the Engineer in writing to all prospective bidders by addendum.
5.2 Addenda officially issued by the Engineer and received by a prospective bidder prior
to bid opening must be acknowledged by the bidder by including the addendum
notice with the proposal. Forms of addenda will provide a space for bidder's
signature to certify this acknowledgment.
5.3 Any contract awarded to a proposal shall include the conditions and/or clarifications
set forth by the addenda.
5.4 Neither the Engineer nor the Owner will be held responsible for a bidder's
interpretation of oral instruction.
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6.0 Firm Bids Retained
6.1 Pricing and delivery for all proposals shall remain firm and valid for a minimum of
sixty (60) days following the date and time of the bid opening.
7.0 Opening of Bids and Bid Evaluation
7.1 Bids will be received and opened in strict accordance with the requirements of the
General Statutes of North Carolina. All bids will be opened publically and read
aloud.
7.2 The proposal which, in the opinion of the Owner, best fulfills the technical,
budgetary, chronological, and operational objectives of the project scope will be the
recommended candidate for an award of contract. The Owner shall take into
consideration past performance of the Bidder on Contracts of a similar nature with
other utilities. Subsequent to the bid opening, the bidder may be required to furnish
additional data or make plant facilities available for inspection to assist the Owner in
evaluating the merits of a proposal. The Owner may award on the basis of the base
bid and any alternates the Owner chooses.
7.3 The Owner reserves the right to reject any and all bids, and to waive minor errors in
the bidder's proposal if the errors are deemed to be obviously inadvertent by the
Owner and do not affect the scope of work. If minor errors are evident in a proposal
pending award of contract, the correction of these errors shall be resolved in writing
to the satisfaction of the Owner prior to execution of a contract.
7.4 If the contract is to be awarded, the Owner will give the recommended Bidder an
Acceptance Notice within sixty (60) days after the bid opening date.
7.5 In the event that the recommended bidder fails to enter a contract, the next most
favorable proposal will be considered for award of contract based upon firm
quotations offered in the proposal.
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GENERAL CONDITIONS
1.0 Intent of Procurement Documents
1.1 The Procurement Documents comprise the entire agreement between the Purchaser
and the Seller concerning technical specifications and commercial arrangements for
materials and services. The Procurement Documents are initially issued as an
instrument for receiving bids from qualified Bidders and may at times be alternately
referred to as Bidding Documents during the interim when invitations to bid have
been extended. Once a successful Bidder is selected, the Procurement Documents
constitute the Contract between the Purchaser and the Seller.
1.2 The Contract Documents may be altered only by the following:
1.1.1 Written addenda issued prior to bid opening and to be officially
acknowledged by the prospective Bidder;
1.1.2 Written Change Order issued to the Seller by the Purchaser following the
effective date of the Contract and authorizing specific additions, deletions, or
revisions in materials and services, and authorizing specific adjustments in
the Contract price or project schedule.
1.1.3 Written orders issued by the Engineer clarifying interpretation of the
Procurement Documents and resulting in minor changes that do not affect the
Contract price or project schedule.
1.3 The Procurement Documents are complementary; what is called for by one is binding
as if called for by all.
1.4 All materials and services that may reasonably be inferred from the Procurement
Documents as being required to produce the intended result will be supplied whether
or not specifically called for.
1.5 Reference to standard specifications, manuals, or codes of any technical society,
organization, or association, or to the code of any governmental authority, whether
such reference be specific or by implication, shall mean the latest standard
specification, manual, or code in effect at the time of opening of Bids, except as may
be otherwise specifically stated. However, no provisions of any referenced standard
specification, manual, or code shall change the duties and responsibilities of the
Seller.
1.6 When words which have a well-known technical or trade meaning are used to
describe materials, equipment, or services, such words will be interpreted in
accordance with such meaning.
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2.0 Ownership of Procurement Documents
2.1 When extending invitations to bid, the Purchaser and the Purchaser's Engineer will
make copies of the Procurement Documents available to all qualified Bidders only
for the purpose of obtaining bids for the stated materials and services and do not
confer a license or grant for any other use. All Procurement Documents are
instruments of service and remain the intellectual property of the Engineer whose
name appears thereon.
2.2 Complete sets of the Procurement Documents in the number and for the fee sum, if
any, stated in the Notice to Bidders may be obtained from the issuing office as named
in the Notice to Bidders.
2.3 Complete sets of Procurement Documents must be used in preparing bids. Neither
the Purchaser nor the Engineer assumes any responsibility for errors or
misinterpretations resulting from the use of incomplete sets of Procurement
Documents.
3.0 Discrepancies and Clarifications
3.1 If a prospective Bidder discovers discrepancies in the Procurement Documents or
requires further clarification of their intent, the prospective Bidder should promptly
notify the Engineer at the earliest discovery and prior to the bid date. Significant
clarification or corrections will be issued by the Engineer to all prospective bidders
by written addenda in the most time effective manner. Inquiries received less than
seven days prior to the date of bid opening may not be answered. Only questions
answered by formal written addenda will be binding. Oral and other interpretations
or clarifications will be without legal effect.
3.2 If, during the performance of the Contract, the Seller finds a conflict, error, or
discrepancy in the Contract Documents, the Seller shall so report to the Engineer in
writing at once and shall obtain a written interpretation or clarification from the
Engineer before proceeding further with those tasks which may be affected by the
error, conflict, or discrepancy. The Engineer will issue with reasonable promptness
written clarifications or interpretations as the Engineer may deem necessary
regarding the requirements of the Contract Documents.
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