1-4663-0101 Boyd County SD4 Generators RFB.pdf

Boyd County Fiscal Court Attn: Eric Chaney, County Judge Executive 2800 Louisa Street, Catlettsburg, KY 41129

(606) 739-4134 | echaney@boydcountyky.govcom

Boyd County Sanitation District 4 Attn: Gary Helton, District Coordinator

239 W Little Garner Road, Ashland, KY 41102

(606) 928-3936 | ghelton@bcsd4.com

INVITATION FOR BIDS

Boyd County SD4 Lift Station Generators

Boyd County Sanitation District 4 (DISTRICT) is seeking sealed bids for the supply and installation of three (3) diesel-powered, standby generators and automatic transfer switches for three (3) Boyd County Sanitation District 4 (SD4) lift stations. This project will be partially funded through FEMA’s 404 Hazard Mitigation Grant Program with the purpose of ensuring uninterrupted power supply during emergency situations and safeguarding the continuous operation of critical systems during power outages.

BID SUBMISSION

● Bid and all required forms shall be submitted through the DFS Procurement Portal no later than September 15th, 2025 at 12:00 p.m. CST.

● Bids received after the due date and time will be considered non-responsive and will not be considered.

● Questions regarding the scope or IFB should be submitted in the DFS Procurement Bonfire Portal. For questions regarding Bonfire registration or navigation, please email:

procurement@erassist.com

● Bid opening will occur at a Boyd County Sanitation District 4 special and will be awarded at a special session meeting of the District at a to-be-determined date and time at 239 W Little Garner Rd, Ashland, KY 41102.

● A pre-bid site visit may be scheduled upon request with the SD4 District Coordinator, Gary Helton.

● Submission of any bid signifies the Contractor’s agreement that their bid and the content thereof, are valid for ninety (90) calendar days following the submission deadline and will become part of the contract that is negotiated between the Boyd County Sanitation District 4 and the successful bidder. All prices submitted with the bid shall remain in effect for the ninety

(90) day period.

● Bidders must provide insurance policies in the DFS Procurement Portal showing proof of general and professional liability coverage upon submission.

Boyd County Sanitation District 4 — Boyd County SD4 Lift Station Generators IFB 1/10 mailto:procurement@erassist.com

BOYD COUNTY SANITATION DISTRICT 4

REQUEST FOR BID

BOYD COUNTY SD4 LIFT STATION GENERATORS

● Bidders shall submit a bid guarantee in the amount of 5% percent of the total bid price, which shall be in the form of a firm commitment such as a bid bond, postal money order, certified check, cashier’s check, or irrevocable letter of credit. Bid guaranteed other than bid bonds will be returned (a) to unsuccessful bidders after the opening of bids; and (b) to the successful bidder upon execution of such further contractual documents (i.e., insurance coverage) and bonds as may be required by the bid. Hard copies shall be delivered to the Fiscal Court at 2800 Louisa Street, Catlettsburg, KY 41129. Soft copies shall be uploaded to the DFS Procurement Portal.

● The DISTRICT reserves the right to accept or reject any or all bids. The right is also reserved to waive any minor irregularities in this bid, and to award the bid to the bidder whose offer is most advantageous to the DISTRICT and in the best interests of the DISTRICT.

● Boyd County Sanitation District 4 is an Equal Opportunity Employer. All companies, including women, minority, and veteran owned businesses are encouraged to submit a bid.

GENERAL TERMS & INFORMATION

● Project locations and site photos are provided in Appendix B of this IFB.

● The Contractor’s products shall be guaranteed to be free from defects in material and/or workmanship and to perform as advertised when properly used and maintained in accordance with written instructions. Goods and Services furnished, whether manufactured or fabricated by Vendor or a third party, shall (a) be new; (b) be first quality; (c) strictly conform to the specifications and samples; and (d) be free from defects in materials and workmanship. Vendor shall be required to promptly replace Goods and Services, after receiving notification from the DISTRICT of defects or nonconformance. A one-year (365 days) unconditional warranty shall be in effect on materials and workmanship.

● The units proposed must meet current Environmental Protection Agency (“EPA”) requirements for Federal Emission Regulation and comply with all applicable codes (local, state, federal), industry standards, laws, and regulations, including all applicable National Electrical Codes (“NEC”) and National Fire Protection Association (“NFPA”) codes.

● Contractor shall be responsible for all expenses incurred while performing services under this Agreement. This includes automobile, truck, and other travel expenses; vehicle maintenance and repair costs; vehicle and other license fees and permits; insurance premiums; road, fuel, and other taxes; fines; radio, pager, or cell phone expenses; meals; and all salary, expenses, and other compensation paid to employees or contract personnel the Contractor hires to complete the work under this Agreement.

● The contractor will restore any landscaping, asphalt, concrete, etc. disturbed by the installation to its original state or approved alternative. Any damage to the DISTRICT’s property caused by the installation of the generator will be repaired at the contractor’s expense.

Boyd County Fiscal Court — Boyd County SD4 Lift Station Generators IFB 2/12

● Contractors will be responsible for determining all requirements and permits needed to complete the installation of the generator, transfer switch, any associated components needed to ensure the proper, efficient, and safe operation of the system. The awarded contractor will also be responsible for obtaining any and all engineering approvals mandated and required by federal, state, or local codes or regulations. All permits, inspections, engineering approvals and associated requirements are the responsibility of the selected Contractor. Copies of required permits and approvals must be provided to the DISTRICT upon receipt.

● All equipment and components must be installed according to the manufacturer’s instructions and in accordance with all local, state and federal codes and regulations.

● Installation of the units shall be performed by licensed electricians and other certified installers.

License and/or certification shall be provided to the DISTRICT upon award.

● Awarded contractor shall be required to document all work performed throughout this project to ensure compliance with grant requirements. Documentation shall accompany invoice submittal(s) and include descriptions of all work performed and the date it occurred as well as photos of the project site before, during, and after installation.

● Invoice(s) shall be itemized in order to comply with FEMA and KYEM grant reporting and reimbursement guidelines. Boyd County Sanitation District 4 reserves the right to request additional information or documentation from the contractor in order to comply with grant guidelines or formal requests from FEMA or KYEM.

● Any temporary power disruptions or service disconnections necessary during the removal of the existing system or installation of the new system must be approved by and coordinated with the DISTRICT. It shall be the responsibility of the contractor to ensure power is maintained at the facility throughout the performance of all work, unless it is deemed unnecessary by the DISTRICT and Public Works.

● Removal and proper disposal of all construction debris and materials resulting from the project are the responsibility of the contractor. All costs of disposal are the responsibility of the contractor. Costs in this bid are all-inclusive, including disposal transportation and tipping fees.

● If the scope of work of this project changes for any reason, work may be required to stop until additional approvals are obtained from FEMA. If circumstances requiring a scope change arise during the performance of the work, the DISTRICT must be notified immediately and all work must stop until a notice to proceed is provided by theDISTRICT.

● The scope of work involves ground disturbance (pads, trenching). Documentation for any and all ground disturbances must be submitted with invoice, to include methods, dimensions, and photographs (before, during, and after).

● If fill or rock is needed to fulfill the scope of work, the contractor must first identify the source and location of the material and provide this information to the DISTRICT for approval.

Documentation of the source location (physical address and GPS) and the quantity of fill or rock installed must be provided (documentation example types: quarry tickets, invoice, calculation sheet, or third party document).

Boyd County Fiscal Court — Boyd County SD4 Lift Station Generators IFB 3/12

SCOPE OF WORK

The work required for this project includes providing all components, materials, equipment, labor needed to install three (3) automatic backup emergency generator systems to fully power three (3) Boyd County Sanitation District 4 lift stations during power outages, as part of a project partially funded by FEMA’s Hazard Mitigation Grant Program. This includes any design, electrical, and mechanical work needed to properly carry out the scope of work according to federal, state, and local codes and regulations.

The Bidder agrees to perform the following services:

Generators & Automatic Transfer Switches Supply three (3) new generators and automatic transfer switches that meet or exceed the specifications set forth in Appendix A of this IFB.

Installation Provide all components, materials, equipment, and labor for the installation of the generators on elevated concrete pads and the automatic transfer switches. The contractor is also responsible for making all connections and the design and construction of the concrete pads according to the concrete pad specifications set forth in Appendix A of this IFB.

If any existing items directly involved in this project are found to be in need of replacement, the DISTRICT must be notified and approve the replacement of any existing components.

Start-up & Testing Contractor shall provide initial start-up and field acceptance testing to meet NFPA 110 requirements with a DISTRICTrepresentative present. The contractor will provide the report to the DISTRICT after the conclusion of acceptance testing and start-up. Any special equipment or coordination with outside entities required for testing and start-up is the responsibility of the contractor.

Training & Manuals The contractor will instruct select DISTRICT personnel on all operations and safety features. At least two (2) on-site hours of training will be provided to the Boyd County Sanitation District 4 employees by the contractor. Contractor will provide Boyd County Sanitation District 4 with two (2) copies of all manuals and instructions.

Deliverables In addition to aforementioned underlined items, final deliverables also include

● Design plans/drawing of the systems and all connections,

● The running and starting load of the generators,

● A letter from an electrical engineer, licensed electrician or qualified technician confirming the installed generator systems will provide the necessary backup to power the facilities during extended power outages.

Boyd County Fiscal Court — Boyd County SD4 Lift Station Generators IFB 4/12

BOYD COUNTY FISCAL COURT

APPENDIX A: SPECIFICATIONS

Proposed units should meet or exceed the following specifications. Exceptions must be explained and justified as acceptable and appropriate for the purpose of this project.

Site 1: Bob Evans Lift Station Generator Minimum Specifications

80 kW 60 Hz

240 Volts Digital Remote Controller

3-Phase

Diesel-Powered

Sound-attenuated, weather protective enclosure

Automatic Transfer Switch (ATS) (1 location) 200 Amps NEMA 3R Enclosure

3-Phase Exerciser Clock

240V / 60 Hz

Site 2Marsh Hill Lift Station Generator

250 kW Sound-attenuated, weather protective enclosure

480 Volts Remote Control System

3-Phase

Diesel-Powered

60 Hz

230 Amps NEMA 3R Enclosure

480V / XX Hz

Boyd County Fiscal Court — Boyd County SD4 Lift Station Generators IFB 5/12

APPENDIX A: SPECIFICATIONS

Site 3: Camp Landing Lift Station (Formerly Cedar Knolls Mall Lift Station) Generator Minimum Specifications

60 kW 60 Hz

240 Volts Digital Remote Controller

3-Phase

Diesel-Powered

Sound-attenuated, weather protective enclosure

400 Amps NEMA 4X Enclosure

240V / 60 Hz

Concrete Pad Specifications

● The concrete pads for Site 1: Bob Evans Lift Station and Site 2: Marsh Hill Lift Station shall be elevated three (3) feet above grade

● The concrete pad for Site 3: Cedar Knoll Mall Lift Station shall be elevated fifteen (15) inches above grade.

Elevated pads shall be level within ½ inch

3,000 psi, reinforced with 8-gauge wire mesh of #6 rebar on 12” centers

Mix by volume of 1:2:3 parts of cement, sand and aggregate

Pad weight equal to 125% of the generator’s “wet” weight

Anchor generator to the pads using bolts set in concrete (no expansion anchors).

● Prefabricated concrete pads designed for the proposed generator model are an acceptable alternative to a poured concrete pad .

Boyd County Fiscal Court — Boyd County SD4 Lift Station Generators IFB 6/12

APPENDIX B: SITE LOCATIONS AND SITE PHOTOS

Site 1: Bob Evans Lift Station

# Site Name Address

GPS

Coordinates Generator

(kW)

ATS

(Amps) Pad Elevation

(in)

Bob Evans

Lift Station

12475 US-60,

Ashland, KY

41102

38.390593, -82.713694 80 kW 200 Amp 36 inches

Boyd County Fiscal Court — Boyd County SD4 Lift Station Generators IFB 7/12

Boyd County Fiscal Court — Boyd County SD4 Lift Station Generators IFB 8/12

Boyd County Fiscal Court — Boyd County SD4 Lift Station Generators IFB 9/12

Site Location 2: Marsh Hill Lift Station

# Site Name Address

GPS

Coordinates Generator

Size

ATS

Amperage

Pad Elevation (in)

Marsh Hill Lift Station

9005 Midland Trail Rd, Ashland, KY 41102

38.41206, -82.709741

250 kW 230 Amp 36 inches

Boyd County Fiscal Court — Boyd County SD4 Lift Station Generators IFB 10/12

Site 3: Camp Landing Lift Station (Formerly Cedar Knolls Mall Lift Station)

# Site Name Address

GPS

Coordinates Generator

(kW)

ATS

(Amps) Pad Elevation

(in)

Camp Landing Lift

Station (Formerly

Cedar Knolls Mall Lift Station)

10699 US-60,

Ashland, KY

41102

38.401064, -82.712112

80 kW 400 Amp 15 inches

Boyd County Fiscal Court — Boyd County SD4 Lift Station Generators IFB 11/12

Boyd County Fiscal Court — Boyd County SD4 Lift Station Generators IFB 12/12