County of Delaware ITB #eDFM-100726 1

COUNTY OF DELAWARE

GOVERNMENT CENTER BUILDING

DEPARTMENT OF CENTRAL PURCHASING

201 W. FRONT STREET

MEDIA, PENNSYLVANIA 19063

(610) 891-4427

INVITATION TO BID

Emergency Generator Maintenance and Service

FAIR & OPEN PUBLIC SOLICITATION

SUBMISSION DEADLINE:

• DATE: October 21, 2026

• TIME: 11:00 AM

• PLACE: PennBid (pennbid.bonfirehub.com)

PRE-BID CONFERENCE:

• DATE: September 29, 2026

• TIME: 10:00 AM

• PLACE: 201 W Front St, Media, PA https://pennbid.bonfirehub.com/

INVITATION TO BID

#eDFM-102126 Emergency Generator Maintenance and Service

The County of Delaware, Pennsylvania (the “County”) is soliciting bids through the competitive contracting process from vendors to provide professional Emergency Generator Maintenance and Service at select County owned and leased locations for an initial term of three (3) years with two one (1) year renewal options.

Invitation to Bid (ITB) responses will be received virtually via PennBid (pennbid.bonfirehub.com) by the Department of Central Purchasing on October 21, 2026 at 11:00AM at which time responses will be opened and read aloud for County of Delaware EMERGENCY GENERATOR MAINTENANCE AND SERVICE.

The detailed Invitation to Bid is located on the PennBid (pennbid.bonfirehub.com) link which can be reviewed and/or downloaded.

A highly recommended Pre-Bid Conference will be held on TUESDAY, SEPTEMBER 29, 2026 AT 10:00AM. The location is 201 W Front Street, Media, PA 19063.

Unless otherwise provided, in any supplement to these instructions to the respondent, no respondent shall modify, withdraw, or cancel the bid or any part thereof for sixty (60) days after the time designated for the receipt of bid in the advertisement or Request for Bid. For any questions regarding such, please contact Tyler Rodriguez, Project Manager and Jim E. Peterson, Director of Central Purchasing at (610) 891-4496.

Jim E. Peterson Director of Central Purchasing County of Delaware

1. INTRODUCTION

The County of Delaware (the “County”) is soliciting proposals from vendors to provide all labor, tools and material necessary to perform inspection, preventative maintenance, and optional emergency service of County of Delaware owned emergency generators at select owned and leased locations for an initial term of three (3) years with two additional one (1) year options.

The resulting contract will be managed by the County of Delaware Facilities Management Department.

2. ADMINISTRATIVE CONDITIONS AND REQUIREMENTS

The following items express the administrative conditions and requirements of this Invitation to Bid (ITB).

Together with the other ITB sections, they will apply to the ITB process, the subsequent contract, and project production. Any proposed change, modification, or exception to these conditions and requirements may be the basis for the County of Delaware, hereinafter referred to as owner, to determine the bid as non-responsive to the ITB and will be a factor in the determination of an award of a contract. The contents of the bid of the successful respondent, (hereinafter referred to as respondent or contractor) as accepted by the owner, will become part of any contract awarded as a result of this ITB.

2.1 SCHEDULE

A schedule has been established for respondent bids, bid review, vendor selection and project initiation. The dates established for the procurement are:

• Release of ITB: September 16, 2026

• Walkthrough/ Pre-bid conference: September 29, 2026 @ 10:00AM

• Final Day for Vendor’s Questions: October 9, 2026 @ 11:00AM

• Response to Bidder’s Questions: October 14, 2026

• Bid Due Date: October 21, 2026 @ 11:00 AM

2.2 BID SUBMISSION INFORMATION

All responses must be submitted/uploaded on PennBid (pennbid.bonfirehub.com). Only those ITB responses received prior to or on the submission date will be considered. Responses delivered before the submission date and time specified above may be withdrawn upon written application of the respondent, who shall be required to produce evidence showing that the individual is or represents the principal or principals involved in the bid.

After the submission date and time specified above, Vendors’ responses must remain for a period of sixty (60) days.

2.3 USING DEPARTMENT INFORMATION

Facilities Management Lemuel Horton, Director Steven Hauber, Maintenance Manager County of Delaware 201 W. Front Street, Suite 207 Media, PA 19063

2.4 COUNTY REPRESENTATIVE FOR THIS SOLICITATION

Jim E. Peterson, Director of Central Purchasing Tyler Rodriguez, Purchasing Project Manager County of Delaware Fair Acres Materials Management 340 North Middletown Road, Building #13 Media, PA 19063 610-891-4496

2.5 INTERPRETATIONS AND ADDENDA

Respondents are expected to examine the ITB with care and observe all its requirements. All questions concerning the meaning or intent of this ITB, all interpretations and clarifications considered necessary by the owner’s representative in response to such comments and questions will be issued by addenda via one or more of the following methods: PennBid; facsimile; e-mail; website; certified mail; or delivered to all parties recorded as having received the ITB package. Only comments and questions responded to by formal written (uploaded via PennBid) addenda will be binding. Oral interpretations, statements or clarifications are without legal effect.

2.6 QUANTITIES OF ESTIMATE

Wherever the estimated quantities of work to be done are shown in any section of this ITB, including the Bid Cost Form, they are given for use in comparing bids. The owner especially reserves the right (except as herein otherwise specifically limited) to increase or diminish the quantities as may be deemed reasonably necessary or desirable by the owner to complete the work detailed by the contract. Such increase or diminution shall in no way violate this contract, nor shall any such increase or diminution give cause for claims or liability for damages.

2.7 COST LIABILITY AND ADDITIONAL COSTS

The owner assumes no responsibility or liability for costs incurred by the respondents prior to the issuance of an agreement. The liability of the owner shall be limited to the terms and conditions of the contract.

Respondents will assume responsibility for all costs not stated in their bids. All unit rates either stated in the bid or used as a basis for its pricing are required to be all-inclusive. Additional charges, unless incurred for additional work performed at the request of the owner as noted in 2.6, are not to be billed and will not be paid.

2.8 STATUTORY AND OTHER REQUIREMENTS

2.8.1 COMPLIANCE WITH LAWS

Any contract entered between the Vendor and the owner must be in accordance with and subject to compliance by both parties with the County of Delaware Administrative Code. The Vendor must agree to comply with the non-discrimination provisions and all other laws and regulations applicable to the performance of services thereunder. The respondent shall sign and acknowledge such forms and certificates as may be required by this section.

2.8.2 STOCKHOLDER DISCLOSURE

The disclosure of ownership form, which is part of the ITB (Appendix D) shall be properly executed and submitted with the ITB response. No corporation or partnership shall be awarded any contract for the performance of any work or the furnishing of any goods, unless, with receipt of the bid of said corporation or partnership, there is submitted a statement setting forth the names and addresses of all stockholders in the corporation or partnership who own ten (10) percent or greater interest therein. The Respondent shall complete and submit the form of statement that is included in this ITB.

2.8.3 NON-COLLUSION AFFIDAVIT

The Non-Collusion Affidavit, which is part of this ITB (Appendix C), shall be properly executed and submitted with the ITB response.

2.8.4 INSURANCE AND INDEMNIFICATION

Before the contract is awarded, and unless otherwise approved by the County of Delaware’s representative in writing, the Vendor shall, at its sole cost and expense, procure the following minimum types and limits of insurance, on forms reasonably acceptable to the County. Such insurance shall be maintained in full force and effect until completion of the services or final acceptance of the entire Project or the completion of all post-acceptance warranty or related work by Vendor, whichever is later.

2.9 PUBLIC EMERGENCY

In the event of a Public Emergency declared at the Local, State or Federal Level, if the County opts to extend terms and conditions of this ITB, the Vendor agrees to extend the terms and conditions of this ITB, whether existing, expiring or expired no longer than six months, for goods and/or services for the duration of the emergency. In the event the original Vendor cannot meet this requirement, the County may solicit the goods and/or services from any Vendor on this contract.

2.10 MULTIPLE BIDS NOT ACCEPTED

More than one bid from an individual, a Vendor or partnership, a corporation or association under the same or different names shall not be considered.

2.11 FAILURE TO ENTER CONTRACT

Should the respondent, to whom the contract is awarded, fail to enter into a contract within ten (10) days, Sundays and holidays excepted, the owner may then, at its option, accept the bid of another respondent.

2.12 COMMENCEMENT OF WORK

The Vendor agrees to commence work after the date of award by the owner and upon notice from the using department.

2.13 TERMINATION OF CONTRACT

Either party may terminate for no just cause with a 30-day written notice prior to the proposed effective date of the termination. Such termination shall relieve the owner of any obligation for the balances to the Vendor of any sum or sums set forth in the Contract.

The Vendor agrees to indemnify and hold the owner harmless from any liability to subcontractors/suppliers concerning payment for work performed or goods supplied arising out of the lawful termination of the Contract by the owner under this provision.

In case of default by the selected Vendor, the owner may procure the articles or services from other sources and hold the Vendor responsible for any excess cost occasioned thereby.

2.14 NON-ALLOCATION OF FUNDING TERMINATION

Each calendar year payment obligation of the owner is conditioned upon the availability of owner funds appropriated or allocated for the payment of such an obligation. If funds are not allocated and available for the continuance of any services performed by the Vendor hereunder, whether in whole or in part, the owner at the end of any particular calendar year may terminate such services. The owner will notify the Vendor in writing immediately of any services that will be affected by a shortage of appropriated funds. This provision shall not be construed so as to permit the owner to terminate this agreement during the term, or any service hereunder, merely in order to acquire identical services from a third-party contractor.

2.15 CHALLENGE OF SPECIFICATIONS

Any respondent who wishes to challenge a specification shall file such challenge in writing with the Director of Central Purchasing no less than three (3) business days prior to the opening of the ITB's. Challenges filed after that time shall be considered void and having no impact on the owner or the award of contract.

2.16 PAYMENT

Invoices shall specify, in detail, the period for which payment is claimed, the services performed during the prescribed period, the amount claimed and correlation between the services claimed and the Bid Cost Form.

The total payments due under this Agreement for all Services provided by the Vendor pursuant to this Agreement shall not exceed the amount set forth in Appendix B.

1. After execution of this Agreement by the selected Vendor and the County, each month after receipt of the

Vendors invoice with respect to Services performed in the prior month, County will pay the Vendor amounts due under this Agreement as set forth in Appendix B.

2. The owner may withhold all or partial payments on account of subsequently discovered evidence including but not limited to the following:

a. Deliverables not complying with the project specification.

b. Claims filed or responsible evidence indicating probability of filing claims.

c. A reasonable doubt that the Contract can be completed for the balance then unpaid.

3. The selected Vendor shall submit monthly invoices within thirty (30) days from the last day of the month within which the work is performed.

4. County will pay the selected Vendor undisputed amounts due under this Agreement within forty-five (45) days of receipt of each invoice.

5. Payments shall not total more than 90% of the maximum bid amount until the end of the contract period.

The final invoice shall be submitted within forty-five (45) days of this agreement's termination date. County will neither honor nor be liable for invoices not submitted in compliance with the time requirements in this paragraph unless County agrees otherwise in writing. The selected Vendor shall be paid only for services acceptable to County.

6. The selected Vendor agrees to reimburse County for overpayments resulting from any reason, including but not limited to errors, contract limitations, actual or audited cost adjustments or non-compliance with applicable policies and procedures.

2.17 NON-PAYMENT OF PENALTIES AND INTEREST ON OVERDUE BILLS

Public funds may be used to pay only for goods delivered or services rendered. County of Delaware will not pay penalties and/or interest on overdue bills. No employee is authorized to sign a letter of credit or any other document that represents a legal commitment on the part of the County to pay additional fees.

2.18 OWNERSHIP OF MATERIAL

The owner shall retain all of its rights and interest in any and all documents and property both hard copy and digital furnished by the owner to the Vendor for the purpose of assisting the Vendor in the performance of this contract. All such items shall be returned immediately to the owner at the expiration or termination of the contract or completion of any related services, pursuant thereto, whichever comes first. None of the documents and/or property shall, without the written consent of the owner, be disclosed to others or used by the Vendor or permitted by the Vendor to be used by their parties at any time except in the performance of the resulting contract.

Ownership of all data, materials and documentation originated and prepared for the owner pursuant to this contract shall belong exclusively to the owner. All data, reports, computerized information, programs and materials related to this project shall be delivered to and become the property of the owner upon completion of the project. The selected Vendor shall not have the right to use, sell, or disclose the total of the interim or final work products, or make available to third parties, without the prior written consent of the owner. All information supplied to the owner may be required to be provided on electronic/digital media compatible with the owner’s computer operating system.

2.19 W-9

Successful respondents shall complete W-9 Form and submit to Purchasing prior to contract award. The form is available at the following link: http://www.irs.gov/pub/irs-df/fw9.pdf

2.20 Data Ownership

The County shall retain ownership of all data, including but not limited to personal data, business data, transactional data, government records, or any other data (collectively referred to as “Data”) generated or collected during the performance of any contract or agreement stemming from this bid/ITB. This data always remains the County’s property regardless of format, medium, or location of the data.

The selected Vendor shall be granted a limited, non-exclusive, and revocable license to access and use the Data solely for the purpose of fulfilling the obligations set forth in this ITB. The Vendor shall not use, sell, distribute, or disclose the Data for any other purpose without the prior written consent of the County. The selected Vendor may not subcontract or delegate any rights to access, process, or handle the Data to any third party without the prior written consent of the County. Any subcontractor(s) or third-party provider(s) approved by the County must adhere to the same data protection and security standards set forth in this ITB.

Both parties shall adhere to all applicable federal, state, and local laws, including, but not limited to, the Commonwealth of Pennsylvania Right-to-Know laws and take all necessary steps to protect the confidentiality, integrity, and security of the Data. Vendors shall implement and maintain appropriate technical and organizational measures to protect the Data from unauthorized access, modification, disclosure, or destruction.

In the event of a data breach or security incident involving the Data, the Vendor shall immediately notify the County and comply with all applicable notification and reporting requirements under law. The Vendor shall cooperate with the County in addressing the breach, including providing timely updates and assisting with any necessary notifications to affected individuals.

Upon the termination or expiration of any resulting contract or agreement, the Vendor shall, at the County’s request, promptly return or securely destroy all Data, including copies, backups or any derivative works based upon the Data. The Vendor must provide written certification confirming the return or destruction of the Data.

http://www.irs.gov/pub/irs-df/fw9.pdf

The Vendor shall not retain, access, or use the Data for any purpose, except as required by law, regulation, or law enforcement agency. Any continued use of the Data after termination must be expressly authorized, in writing, by the County.

In the event of a lawful request, subpoena, or order from law enforcement or other government agencies, the Vendor may be required to provide access to or disclose specific Data to such authorities. The Vendor agrees to promptly notify the County of any such request or order, unless prohibited by law, and cooperate with the County in responding to the request or order, to the extent permitted by law. In the event of such an investigation, the Vendor shall make best efforts to limit the scope of data provided to only that which is specifically requested and required under the terms of the subpoena, order, or investigation.

3. SCOPE OF WORK

3.1 SUMMARY

The scope of work set forth in this Invitation to Bid (ITB) represents an outline of the services which the County requires the successful proposer to perform and is presented for the primary purpose of allowing the County to evaluate proposals.

This Invitation to Bid document presents background on the organization and its structure, the scope of work desired, the timeline, and the proposal requirements. The ITB will be publicly advertised and will also be forwarded to several agencies that have expressed interest in providing this support. Information related to this ITB is generally subject to “right-to-know” requirements under applicable laws, however, the County may enter into non-disclosure agreements (NDA) as appropriate and allowable. All records and documents produced by the Respondent are the property of the County of Delaware.

3.2 BACKGROUND

The County of Delaware (“County”) is the fifth most populous county in Pennsylvania. The County is governed by County Council. County Council consists of a five-member body elected to staggered four-year terms of office.

The powers and duties of Council are many and varied due to the Home Rule Charter. The Home Rule Charter gives County Council the authority to pass ordinances, resolutions, and proclamations and to provide budget and personnel to the needs of the residents as they arise. Council is responsible for adopting a budget each calendar year, raising funds through taxes or bonds for capital projects, setting payroll scales and employee size.

3.3 INTENT

The intent and purpose of this specification is that the vendor shall furnish to the facilities listed in Section 3.4 all necessary labor, supervision and tools as may be required to perform all necessary services indicated. The selected vendor shall not subcontract any generator work unless approved in advance by the County.

It is intended that the selected vendor shall furnish all labor, equipment, tools, materials for service, inspection, and preventative maintenance for the emergency generators as detailed in Exhibit A.

It is further intended that the selected vendor will provide emergency service as needed for the generators as detailed in Exhibit A. Bids are to be submitted for Preventative Maintenance and Emergency Service as outlined in Appendix B-2.

3.4 SCOPE OF SERVICES

3.4.1 Personnel

Employees shall hold all state and local certifications required to perform their specific trade.

Pennsylvania State Criminal background checks must be provided by the vendor and included for all employees that will work within County Buildings. The contract will not be accepted without these checks.

If additional employees are added during the course of the contract, a PA State background check must be provided by the selected vendor before they shall be allowed to work within County buildings.

All vendors must be able to verbally understand and communicate with County personnel to receive any changes to instructions. Vendors must also be able to follow and understand written instructions given to them by County personnel.

3.4.2 Work Scope

The following describes all the work scope required for this bid.

The Contractor shall provide all labor, supervision, materials, test equipment, and tools necessary to perform the following:

Preventive Maintenance

• Perform maintenance in accordance with manufacturer recommendations and service intervals.

• Replace filters (oil, fuel, air) and engine fluids.

• Inspect belts, hoses, and mechanical connections.

• Inspect and clean radiators and cooling systems.

Electrical Testing

• Verify generator output voltage, frequency, and phase balance.

• Perform insulation resistance testing (megger testing).

• Inspect wiring, terminations, and grounding systems.

• Test control panels, relays, and protective devices.

Load Bank Testing

• Conduct annual load bank testing at a minimum of 30%–100% rated capacity.

• Record voltage, amperage, frequency, oil pressure, coolant temperature, and exhaust temperature during testing.

• Identify and report any performance deficiencies.

Automatic Transfer Switch (ATS) Testing

• Perform operational testing of ATS units under simulated power failure conditions.

• Verify transfer time, re-transfer operation, and synchronization (if applicable).

• Inspect contacts for wear, pitting, and proper alignment.

Fuel System Maintenance

• Inspect fuel tanks for contamination and water intrusion.

• Perform fuel sampling and testing.

• Replace or polish fuel as required.

• Inspect pumps, lines, and valves for leaks or degradation.

Battery and Starting System

• Perform load testing of batteries.

• Verify charger operation and voltage output.

• Clean terminals and check connections.

• Replace batteries as required.

Emergency Repairs

• Provide troubleshooting and additional cost repair services for mechanical and electrical failures.

• Maintain capability for 24/7 emergency response.

• Maximum response time to an emergency call will not exceed 4 hours.

• Bidder is to provide an Emergency Service contact number (in Appendix B-2)

• This is bid separately from the PM annual bid (Appendix B-2)

Reporting and Documentation

• Provide detailed service reports including readings, deficiencies, corrective actions, and recommendations.

• Maintain service logs for each asset.

• Provide compliance documentation for inspections and testing.

Technical Requirements and Contractor Standards All work shall comply with the latest editions of:

• NFPA 70 (National Electrical Code).

• NFPA 110 (Standard for Emergency and Standby Power Systems).

• Manufacturer specifications and guidelines.

• OSHA safety regulations.

• Applicable federal, state, and local codes.

The Contractor shall:

• Be an OEM-certified service provider for the specified generator brands.

• Employ technicians certified in generator maintenance and electrical diagnostics.

• Have a minimum of five (5) years of documented experience with systems of similar size and complexity.

• Maintain all required licenses and insurance coverage.

• Demonstrate experience with mission-critical facilities (e.g., 911 centers, data centers, healthcare).

Service Schedule Preventative Maintenance shall be scheduled quarterly (4 x per year) for each location, during hours of operations, as listed by location in Section 3.5. Vendor is to be paid an annual rate as quoted in this ITB (appendix B-2, table “Preventative Maintenance Program”)

Coverage shall also include repair and unlimited emergency service calls, to be paid at the preferred hourly rate quoted in this ITB (appendix B-2, table “Repair Service Pricing”). An emergency contact number is required that can respond 24/7 and provide an on-site time for service. Maximum response time to an emergency call will not exceed 4 hours.

3.5 SITE LOCATIONS

The County Courthouse Complex should be considered the central point of operations.

The Contractor shall develop an annual schedule for each specific location which incorporates four PM visits per year and submit this schedule to County Facilities Management for review and approval.

The vendor must check in with Facilities Management when arriving and departing from County complex buildings and always be accessible via phone when working in any off-site buildings. The vendor’s employees must display the company name and logo on all uniforms. In areas requiring County badge identification, the Contractor's employees shall display the County's BADGE AT ALL TIMES. Contact the Facilities Department for badges.

ID Site Name Facility Address City/ZIP # of

Generators Business

Hours 1 Delaware County Emergency

Services 360 N Middletown Rd Lima 19063 2 24/7

2 Fair Acres- Building 19 340 N Middletown Rd Lima 19063 1 8-4 PM 3 Delaware County Health

Department- Yeadon 125 Chester Avenue Yeadon 19050 1 8-4 PM

4 Government Center 201 W. Front St. Media 19063 4 8-4 PM 5 2 West 2 West Baltimore Ave Media 19063 1 8-4 PM 6 George W. Hill Correctional

Facility 500 Cheyney Rd Thornton 19373 5 24/7

For full list of generators by type and model, see Exhibit A.

BID/ RESPONSE REQUIREMENTS

The County has not established page limits for the bid, per Appendix H. Responses should be simply and economically prepared and should not include extraneous marketing materials or other unrequested information. You may reference different sections of your response to avoid substantial duplication of requested information. The County will receive submissions via PennBid (pennbid.bonfirehub.com) on or before 11:00 a.m., October 21, 2026. All questions should be submitted via PennBid in the Vendor “BIDDER DISCUSSIONS” section.

The submission of a bid shall be an indication that the respondent has investigated and satisfied him/herself as to the existing conditions, and the character, quality, and scope of the work to be performed. To receive consideration, bids shall be made in accordance with the following general instructions:

4.1. BID CONTENT & ORGANIZATION (REQUIRED TABS)

4.1.1. QUALIFICATION STATEMENT

A statement is to be provided by the respondent who will serve as the primary vendor. The statement shall set forth brief details of the vendor’s principal activities, the number of personnel employed by the vendor and the vendor’s location. Please provide a list of (3) three clients for whom similar services have been provided. Include the following in your response:

• Name of client

• Contact person's name, position, and current telephone number

• Dates, cost, and scope of service

• Status and comments

Vendor Qualifications: At least one member of the team must have documented prior experience with this requirement.

KEY PERSONNEL INFORMATION

The respondent shall provide the identity and the credentials of the principals and other key personnel working for the vendor and their areas of responsibilities.

BID - REQUIRED SUBMITTALS

Letter of Transmittal Must include the following:

• Name of the company submitting the bid.

• Statement demonstrating your understanding of the work to be performed.

• Statement confirming that the vendor meets the qualifications (see Section 4.1.1 above).

• The vendor ’s contact person, email address, and telephone number.

Title Page

• Name of this ITB.

• Name, address, telephone number, and email of the vendor.

• Name and title of person authorized to commit the vendor to contractual arrangements.

Vendor Profile

• Statement of the vendor’s experience in conducting work of the nature sought by this ITB.

• Location of the vendor’s office that will provide the service.

• Organization chart for vendor for project personnel, including all sub-contractors.

• Resumes of project management proposed to conduct the work and the specific duties of each individual in relation to the work.

• The bid should contain a statement assuring that once management and technical staff have been assigned to the project, they will not be replaced by other personnel unless they leave the company. A statement should also be included which states that if any person originally assigned to the project is replaced, the new person, shall be equally qualified and will be subject to the approval of the County Project Manager.

Methods and Procedures

• Detailed description of the methods and procedures the vendor will use to perform the work presented in the form of an ordered series of tasks to be accomplished.

Cost Vendor must provide cost based upon the items as described in Appendix B-2.

The bid must justify the total cost based on the necessity of each line item.

1. The bid must include the total effort covering all services within the defined schedules and hours of service, itemized by location.

2. The itemized costs must be totaled to produce a contract price. If awarded a contract, the Vendor is bound by this price for the duration of the work. The contract price may not be exceeded unless the contract is amended to allow for additional costs.

3. Both emergency and regular hour repair service pricing must be tabulated separately from the base bid preventative maintenance pricing in Appendix B-2.

4.1.2 GENERAL TERMS AND CONDITIONS

• Bids shall be submitted prior to the deadline established in this ITB and be clearly marked.

“Emergency Generator Maintenance and Service (# eDFM-102126)”

• All vendors are bound by the deadline and location requirements of this ITB. Late bids will not be considered.

• Proposing vendors are encouraged to add to, modify or clarify any of the scope of work items it deems appropriate to illustrate that it will prepare high-quality work products at the lowest possible cost. All changes should be listed and explained.

• Proposing vendors are encouraged to supply at least one example of a successful National

Register Nomination, including the PA SHARE reference number.

• Vendors electing to respond to this ITB are responsible for all costs incurred in the preparation and submission of bid; interviews; preparation of responses to questions and requests for additional information; for contract discussions; or for anything related to this ITB. The County is not liable for any costs incurred by a vendor in response to this ITB, and the vendor (including all related parties) disclaims and voluntarily and knowingly waives any and all rights to reimbursement for any such costs.

• All bids shall first be examined for completeness in meeting the terms and conditions of this ITB.

Bids that are determined to meet said requirements will be given further consideration.

• The County reserves the right to reject any and all bids or any portion thereof.

• The County reserves the right to award no contract for any project for which no bid is evaluated as satisfactory.

• The County reserves the right to cancel or modify this ITB. There is no guarantee that the County will place the requested services under contract.

• If only one bid is received, the County may initiate negotiations with the vendor submitting the bid or seek additional bids on an informal or formal basis during the sixty (60) day period that bids must remain effective.

• The contract is subject to the approval of County Council and is effective only upon their approval.

• The County reserves the right to reject any and all responses and to request clarification of information.

• All responses received to this ITB become the property of the County.

• The County may modify this ITB by the issuance of an addendum. Any addendum will be issued through PennBid. No oral statements, explanations, or commitments will be of any effect unless incorporated into a written addendum.

• This ITB is subject to the competitive bidding process, and any contract entered into as a result of any response submitted will be based on the concept of the “lowest responsible vendor.”

• Responses may identify proprietary or confidential information for purposes of meeting an exception to the Pennsylvania Right-To-Know Law; however, the County is not bound by the identification of such information as propriety or confidential and will provide copies of materials provided hereunder in response to a right-to-know request as required by Pennsylvania law. By submitting a response, responding vendors agree not to challenge such determination by the County.

• The vendor, including its agents and associates, shall refrain from contacting or soliciting any staff member or official of the County regarding this ITB until the time of award by County Council. Failure to comply may result in disqualification of the vendor. Any questions pertaining to this ITB must be submitted via the ‘Bidder Discussions’ feature within PennBid as described above.

• Submission of a response to the County constitutes express acceptance by the vendor to be bound by all the terms, conditions, and provisions of this ITB.

• We anticipate the initial term of the contract to be three (3) years, with two optional one-year extensions.

• A Contract, prepared by the County and signed by County Council Chairperson, shall become the document that authorizes the Services to begin, assuming the insurance requirements have been met. Each section contained herein, the attachments, and any addenda and the response from the successful vendor shall also be incorporated by reference into the resulting agreement.

• The County reserves the right to make changes to the Services to be provided which are within the Project. No assignment, alteration, change, or modification of the terms of the Contract shall be valid unless made in writing and agreed to by both the County and the vendor. The vendor shall not commence any additional services or change the Scope of Services until authorized in writing by the County. Vendor shall make no claim for additional compensation in the absence of a prior written approval and amendment of the Contract executed by both the vendor and the County. The Contract may only be amended, supplemented, or modified by a written document executed by the vendor and the County Solicitor.

• In accordance with the provisions and conditions of the Contract, vendor shall freely enter into the Contract for the purpose of providing Goods/Services to the County and to be compensated for the Goods/Services.

• No price escalation will be allowed during the initial term of the contract. If it is mutually decided to renew beyond the initial period and the vendor requests a price increase, the vendor shall provide sufficient written certification and documentation to substantiate the request.

Documentation shall include, but not be limited to; actual materials invoices, copies of commercial price lists, provision of appropriate indices, which reflect said increases. The County reserves the right to accept or reject price increases, to negotiate more favorable terms or to terminate without cost, the future performance of the contract.

• Vendors are prohibited from engaging in activities on behalf of the County that produce a direct or indirect financial gain for the Vendor, other than the agreed upon compensation.

• Vendors are required to disclose conflicts of interest to the County throughout the term of the engagement.

*The County, at its option, may request an interview with finalist Vendors prior to final selection. Vendors selected will be notified in advanced of the time and format of such interviews.

4.1.3 LOCATION OF SERVICING OFFICE

The bid must list the location and address of the present, active office that will service and manage this contract.

4.2 COST BID/PAYMENT STRUCTURE

Each proposer shall complete all pages of the Bid Cost/Signature Form (Appendix B).

The method of Compensation for the project shall be a monthly lump sum. The payment structure will be performance and milestone based. The County will compensate the selected vendor after approving project submissions. Compensation will be withheld for incomplete or rejected submissions.

4.3 ADDITIONAL DOCUMENTS TO BE SUBMITTED

Checklist/Certification Form

(APPENDIX A) Professional/Goods/Service Entity Information Form

(APPENDIX B) Bid Cost/Signature Form

(APPENDIX C) Non-Collusion Affidavit

(APPENDIX D) Disclosure of Ownership Form

(APPENDIX E) Insurance Requirement Acknowledgement Form

(APPENDIX F) Artificial Intelligence Disclosure Form

(APPENDIX G) Qualification Affidavit

(APPENDIX H) Submission Format

(APPENDIX I) Acknowledgement of Corrections, Additions or Deletions Form

(APPENDIX J) Statement of Indebtedness Form

(APPENDIX K) Agreement for Payment of Commodity/Service Form

(APPENDIX L) Letter of Intent

(APPENDIX M) Certificate of Good Standing/Subsistence Certificate

(APPENDIX N) Diversity Business Enterprise Program Form

(APPENDIX O) Political Contribution Disclosure Form Pre-Award

4.4 BID BONDS

Per the Delaware County Administrative Code § 6-28D(1), all bids when submitted must be accompanied by a bid bond in the amount of 10% of the bid. The instrument shall be drawn to the order of the County of Delaware and no other instrument shall be accepted. Failure to post a bid bond shall automatically disqualify a Vendor.

4.5 PERFORMANCE BONDS

Successful vendor is required to enter into a contract and furnish a bond guaranteeing performance of the contract with sufficient surety in the amount of 100% of the bid where the length or term of the contract awarded is one year or less.

Should a contract be awarded covering a period of time greater than one year, Council may, in its discretion, direct that the successful Vendor shall be required to furnish a bond as specified above guaranteeing the Vendor's performance for only the first year of the contract in an amount to be computed by dividing the total contract price by the number of years the contract is to run. In that event, Council shall require that the Vendor furnish a bond for each succeeding year of the contract at least 60 days prior to the expiration of the then current contract year. Should single year bonds as herein described be permitted, then the amount of the bond for the subsequent years shall be determined by subtracting from the total contract price the amounts already paid under the contract in previous year(s) and dividing this by the number of years remaining on the contract;

however, an additional 10% shall be added to the amount of the bond for each year after the first year.

Where the total amount of the contract price in a multiple year contract cannot be determined with exactness because of varying factors that affect the contract price, then the Council may authorize a varying of the aforesaid method of arriving at the amount of each yearly bond.

5. Evaluation Process

5.1 BIDS TO REMAIN SUBJECT TO ACCEPTANCE

ITB responses shall remain open for a period of sixty (60) calendar days from the stated submittal date. The owner will either award the contract within the applicable time period or reject all bids.

The owner may extend the decision to award or reject all bids beyond the sixty (60) calendar days when the bids of any respondents who consent thereto may, at the request of the owner, be held for consideration for such longer period as may be agreed.

5.2 REJECTION OF BIDS

The owner reserves the right to reject any or all bids, or to reject any bids if the evidence submitted by, or investigation of such respondent fails to satisfy the owner that such respondent is properly qualified to carry out the obligations of the ITB and to complete the work contemplated therein. The owner reserves the right to waive any minor informality in the ITB.

5.3 EVALUATION PROCESS

All bids will be reviewed to determine if they satisfy the Bid Requirements. Any issues with the bids shall be noted by the Central Purchasing department and will be subject to additional review by the County.

Contracts shall be awarded to the lowest responsive and responsible Vendor. In determining "lowest responsible Vendor", the Central Purchasing Department in its pre-award evaluation shall in consultation with the affected Department Head, ascertain and consider:

1. Cost for services.

2. The expertise of the Vendor to perform the contract or provide the service required.

3. Whether the Vendor can perform the contract or provide the service promptly, or within the time specified and with adequate supervisory personnel.

4. The character, integrity, reputation and judgement of the Vendor.

5. The quality of performance on previous contracts and services with the County of Delaware, where applicable. Performance must apply with all regulatory standards and best practices.

6. The previous and existing compliance by the Vendor with laws and ordinances relating to the contract or service.

7. The sufficiency of the financial resources of the Vendor to perform the contract or provide the service.

8. The availability of supplies necessary to discharge performance in a prompt and workmanlike manner.

9. The ability of the vendor to provide future maintenance and service for the use of the subject of the contract.

10. The number and scope of conditions attached to the bid.

The following factors will automatically disqualify or reject a low vendor:

1. Default on the payment of taxes, licenses, or other monies due the County.

2. Default, breach of repudiation on a past contract or contracts which reflect a course of performance deemed deleterious to the County's best interest.

3. Failure to supply the name of Insurance Carrier and Bonding Company with this Proposal will automatically disqualify Bid.

4. It is understood that the County Council reserves the right to reject any and all bids and that if the successful Vendor fails to execute the attached Contract and Bond within twenty (20) calendar days after receiving notice from the County to do so, the County Council shall be free to notify the next lowest, responsible vendor.

When the award is not given to the lowest vendor, a full and complete statement of the reasons for placing the order elsewhere shall be prepared by the Central Purchasing Department and filed with other papers relating to the transaction.

5.4 TERM OF THE CONTRACT

The term of the contract shall be three (3) years. Commencing and ending on dates to be listed in fully executed contract, barring any issues with the budget. (Refer to 2.14 Non-Allocation of Funding).

5.5 CONTRACT EXTENSION

It is understood that this contract will include two (2) one-year options.

5.6 NOTICE OF AWARD

The successful respondent will be notified of the award of contract upon a favorable decision by the governing body. The director of the using department may then prepare and submit necessary documents to the Department of Central Purchasing to generate a Purchase Order for the vendor.

***The County encourages bids from small vendors, DBE vendors, minority vendors and vendors that have not previously performed work for the County.

EXHIBIT A- EQUIPMENT ASSET LIST

EMERGENCY GENERATOR MAINTENANCE AND SERVICE

The systems covered under this ITB include, but are not limited to:

• Engine-generator sets ranging from [XX kW to XX MW]

• Automatic Transfer Switches (ATS)

• Paralleling switchgear (if applicable)

• Fuel storage and delivery systems (diesel/natural gas)

• Engine starting systems (batteries, chargers)

• Cooling systems (radiators, pumps, coolant)

• Exhaust systems

• Control panels and monitoring systems

Site LOCATION BRAND MODEL # SERIAL # TANK SIZE

1 911 Call Center ONAN 200DFBC H910410677 3500 GAL 1 911 Call Center SPECTRUM 400DSE D682757 2500 GAL

2 BLDG 19 KOHLER 30ROZJ 602311 300 GAL

3 DCHD- Yeadon KOHLER 30RCL 33DCGMHM0088 NATURAL GAS 4 Courthouse AKSA PSIUCNG350 EZZOG20294 NATURAL GAS 4 Government Center AKSA PSIULNG500 EZYOF105373 NATURAL GAS 4 Motor Vehicles ONAN 60ENL32270E L890285051 NATURAL GAS

4 IT DMT DMT-250CA2 92701-1 1000 GAL

5 2 West Baltimore GENERAC RGO3015ANAX 3005200304 LP 6 Waste Water Plant KOHLER 125REOZJG 3366GMJ0008 NATURAL GAS 6 DUI Waste Water

Plant KOHLER 125REOZJG 3366GMJ0008 350 GAL 6 Generator #1 KATOLIGHT P350FRV4 WA51412246337 4,000 GAL 6 Generator #2 CATERPILLAR 3412 2,000 GAL 6 Admin & Unit 10 CATERPILLAR 3412 750 GAL

ALL OF THE

FOLLOWING

DOCUMENTS

MUST BE

INCLUDED

WITH BID

EMERGENCY GENERATOR MAINTENANCE AND SERVICE (eDFM-102126)

CHECKLIST/CERTIFICATION FORM

EMERGENCY GENERATOR MAINTENANCE AND SERVICE

SUBMISSION DATE: October 21, 2026

The following items, as indicated below (X), shall be provided/completed with the receipt of sealed submissions:

(Must be provided as part of Bid/ITB submission) (APPENDIX A) Professional/Goods/Service Entity Information Form ............................... _______X_______ (APPENDIX B) Bid Cost Form ............................................................................................. _______X_______ (APPENDIX C) Non-Collusion Affidavit ............................................................................... _______X_______ (APPENDIX D) Disclosure of Ownership Form ................................................................... _______X_______ (APPENDIX E) Insurance Requirement Acknowledgement Form ...................................... _______X_______ (APPENDIX G) Qualification Affidavit ................................................................................ _______X_______ (APPENDIX H) Submission Format………………………………………………………………………………. _______X_______ (APPENDIX I) Acknowledgement of Corrections, Additions or Deletions ......................... _______X_______ (APPENDIX J) Statement of Indebtedness ......................................................................... _______X_______ (APPENDIX K) Agreement for Payment of Commodity/Service ........................................ _______X_______ (APPENDIX L) Letter of Intent ............................................................................................ _______X_______ (APPENDIX M) Certificate of Good Standing/Subsistence Certificate .............................. _______X_______ (APPENDIX N) Diversity Business Enterprise Program Form ............................................. _______X_______

(Must be provided prior to award of contract/agreement) (APPENDIX O) Political Contribution Disclosure Form ...................................................... _______X_______

I certify that the listed appendices and information included on them, submitted by me are true and accurate.

VENDOR/Company: ___________________________________________ Date: _______________________

Authorized Representative (Print): _________________________________________________

Signature: ________________________________________ Title: _____________________

Telephone #: _____________________________ Fax #: _____________________________

Subscribed and Sworn to Before me This _______ day Of __________ 20____.

Notary Public of: _______________ My commission expires: _________

Place Notary Stamp Below:

APPENDIX A

PROFESSIONAL/GOODS/SERVICE ENTITY INFORMATION FORM

If the professional service Entity is an INDIVIDUAL, sign name and give the following information:

Name: ________________________________________________________________________ Address: ______________________________________________________________________ Telephone No.: _______________________ Social Security No.: _________________________ Fax No.: _____________________________ E-Mail Address: ____________________________ If individual has a TRADE NAME, give such tradename:

Trading As: _____________________________ Telephone: ____________________________

If the professional service Entity is a PARTNERSHIP, sign name and give the following information:

Name of Partners: ______________________________________________________________ Vendor Name: ____________________________________________________________________ Address: ______________________________________________________________________ Telephone No.: _______________________ Federal I.D. No.: ____________________________ Fax No.: _____________________________ E-Mail Address: ____________________________ Social Security No.: ______________________________________________________________ Signature of authorized Agent: ____________________________________________________

If the professional service Entity is INCORPORATED, sign, name and give the following information:

State under whose laws incorporated: ______________________________________________ Location of principal office: _______________________________________________________ Telephone No.: _______________________ Federal I.D. No.: _____________________________ Fax No.: _____________________________ E-Mail Address: ____________________________ Name of agent in charge of said office upon whom notice may be legally served.

Telephone No.: ___________________________ Name of Corporation: _________________________ Signature: _______________________________ By: _________________________________________

APPENDIX B – 1

BID COST FORM

TO THE COUNTY OF DELAWARE COUNTY COUNCIL:

The undersigned declares that he/she has read the Notice, Instructions, Affidavits and Scope of Services attached, that he/she has determined the conditions affecting the bid…