2-4663-0094 Knott County BOE Generator IFB - Printer Friendly.pdf

Knott County Board of Education Attn: Greg Conn

1158 Hindman Bypass, Hindman, KY 41822

(606) 497-6979 | greg.conn@knott.kyschools.us

INVITATION FOR BID

Knott County BOE Mobile Generator

Knott County Board of Education (KCBOE or Board) is seeking sealed bids for the supply of a 150 kW, multi voltage, 3-phase, diesel-powered, trailer-mounted mobile generator and the supply and a 50 ft cable cam lock set. Annual generator maintenance services are also requested as an optional and separate line item. This project will be partially funded through FEMA’s 404 Hazard Mitigation Grant Program with the purpose of ensuring a backup power supply to two (2) schools that are used as shelters during emergency situations, safeguarding the health and safety of Knott County students and residents.

BID SUBMISSION & INFORMATION

● Bid and all required forms shall be submitted through the DFS Procurement Portal no later than October 27, 2025 at 10:00 a.m. EST.

● 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 Portal by October 23, 2025 at 12:00 p.m. EST. For questions regarding registration or navigation, please email: procurement@erassist.com

● Bid opening will occur on October 27, 2025 at 12:00 p.m. EST at 1156 Hindman Bypass, Hindman, KY 41822 . The award is scheduled for the Knott County Board of Education meeting on November 11, 2025 at 6:00 p.m. at Knott County Schools Central Office located at 1156 Hindman Bypass, Hindman, KY 41822.

● A pre-bid site visit may be scheduled with the Board upon request.

● Submission of any bid signifies the Contractor’s agreement that their bid and the content therein, are valid for ninety (90) calendar days following the submission deadline and will become part of the contract that is negotiated between the KCBOE 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.

Knott County Board of Education — Knott County BOE Mobile Generator IFB 1/12 mailto:procurement@erassist.com

KNOTT COUNTY BOARD OF EDUCATION

INVITATION FOR BID

KNOTT COUNTY BOE MOBILE GENERATOR

● The KCBOE 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 Board and in the best interests of the Board.

● The KCBOE is an Equal Opportunity Employer. All companies, including women, minority, and veteran owned businesses are encouraged to submit a bid.

● The information requested through the DFS Portal (‘Requested Information’ section) is listed below. Items marked with an asterisk (*) are required for submission. Additional information can be uploaded in the ‘Alternate/Additional’ Submission section.

Specification sheets for proposed mobile generator, and MTS for each site.*

Description of the generator and MTS’s, including any warranties & terms offered.

Provide justification for any specifications the proposed items do not meet or exceed.

Proof of general/professional liability coverage.*

Three References.*

Bid Bond.*

Confirmation of the following forms provided in Appendix D of this IFB:

Non-Collusion Declaration*

Certification Regarding Lobbying*

Form 200.321 Affirmative Steps*

Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion.* Conflict/Non-Conflict of Interest Statement*

The bidder shall read each form and select Yes/No or True/False, as applicable in the DFS Portal’s Requested Information section for each form. All responses must be true and accurate.

The confirmation statement is provided in a grey box at the bottom of each form in Appendix D.

GENERAL TERMS & INFORMATION

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

● Pursuant to KRS 45A.190(2), the successful Bidder will be required to furnish a Performance Bond and a Payment Bond upon award, each for 100 percent (100%) of the contract amount, as security for the faithful performance of the work and the payment of all bills and obligations arising from the performance of the work.

● 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

Knott County Board of Education — Knott County BOE Mobile Generator IFB 2/12

Board of defects or nonconformance. A one-year (365 days) unconditional warranty shall be in effect on materials and workmanship.

● The unit 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.

● 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 Board upon award.

● Contractors will be responsible for determining all requirements and permits needed to complete the installation of the transfer switches and 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 Board upon receipt.

● This project will be partially funded by FEMA’s 404 Hazard Mitigation Grant Program. All work must comply with all applicable requirements and guidelines found in FEMA Hazard Mitigation Assistance Program and Policy Guide FP-206-21-0001 and the Hazard Mitigation Assistance Guidance Addendum, February 27, 2015.

● 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. KCBOE 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 installation of the generator hookups must be approved by and coordinated with the Board. 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 Board.

● Removal and proper disposal of all construction debris and materials resulting from the work in this project are the responsibility of the contractor and must be disposed of at a permitted facility. Proof of proper disposal shall be submitted with invoice. All costs of disposal are the responsibility of the contractor. Costs in this bid are all-inclusive, including disposal transportation and tipping fees.

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

APPENDIX A: SPECIFICATIONS CHECKLIST

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

Generator

150 kW 60 Hz Engine-Driven Alternator

120/208 Volts Automatic Safety Shutdown

277/480 Volt Emergency Stop Switch

3-Phase Permanent magnet alternator

Diesel-Powered Control Panel with remote communication

Single-wall 425 gallon fuel tank 56 Gallon DEF Tank

NEMA, MG1-32, and ISO 8528-1 standards

Sound-attenuated, weather protective enclosure

Trailer Mounted on a two (2) axle, DOT-approved trailer with electric brakes

50 ft. Cable Cam Lock Set

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REQUEST FOR BID

APPENDIX B: SITE LOCATIONS

# Site Name Address GPS Coordinates

Jones Fork Elementary School

(MTS)

9795 East Highway 550, Mousie, KY 41839 37.41824, -82.87852

Knott County Central High School

(MTS)

76 Patriot Lane, Hindman, KY 41822 37.32334, -82.96999

Knott County Board of Education — Knott County BOE Mobile Generator IFB 5/12