2-Semi-Annual Generator Inspection and Maintenance Services RFP.docx

Fargo Public Schools Request for Proposals Semi-Annual Generator Inspection and Maintenance Services Due: June 4, 2026 at 10:00 a.m.

Introduction:

The Fargo Public School District (District) is seeking proposals from qualified contractors to provide comprehensive semi-annual emergency generator inspection and maintenance services for a 3-year period, fiscal years 2027, 2028, 2029. Services will begin July 2026. The District operates multiple educational facilities equipped with emergency generators that ensure uninterrupted power supply during unforeseen outages. These generators play a critical role in maintaining a safe and functional environment for students, staff, and faculty.

Companies responding to this request must submit their proposal in accordance with the enclosed specifications and should reference the Euna Procurement (Bonfire) Submission Instructions attached separately for instructions on the District’s electronic submission process.

All submissions must be submitted through the online Euna Procurement (Bonfire) Portal at:

https://fargok12.bonfirehub.com/portal/?tab=openOpportunities Respondents should contact the Euna Support team at Support.Bonfire@eunasolutions.com for technical questions. Respondents can also visit Bonfire’s help forum at https://vendorsupport.gobonfire.com/hc/en-us.

Any communication related to submissions, including the posting of Addenda, will be available on https://fargok12.bonfirehub.com Any questions can also be asked through the available communication tools. Respondents must be registered and logged in to ask questions.

Request For Proposal (RFP) Timeline:

Project Overview:

The District operates 16 facilities equipped with emergency generators requiring semi-annual inspection and maintenance to ensure reliable backup power for the safety of students, staff, and visitors, and to maintain compliance with applicable codes and standards. This Request for Proposal (RFP) is issued to identify qualified contractors capable of performing comprehensive generator inspection and maintenance services in accordance with manufacturer specifications and industry best practices.

The District anticipates performance of all semi-annual inspection services during February and August of each fiscal year, scheduled in coordination with the Plant Supervisor to minimize disruption to students and staff.

Project Scope:

1. Provide 3-year pricing for all generator inspection and maintenance services for all District buildings.

1. Pricing must include all escalation charges for all three years. No additional escalation charges will be accepted beyond the bid amounts.

1. Pricing should include overtime, fuel, transportation costs, device accessibility, electronic report documents, and all other costs associated with inspection and routine maintenance.

1. A fillable bid form is provided and must be used exclusively to submit pricing.

1. Inspections will be accomplished in all buildings during February and August of each fiscal year, scheduled in coordination with the Plant Supervisor.

Semi-Annual Generator Inspection and Maintenance Requirements:

1. Comprehensive visual inspection of the generator systems, including all components, controls, fuel systems, and electrical connections.

1. Testing of the generators to ensure proper startup, load handling, and shutdown procedures.

1. Fuel quality assessment and maintenance of fuel systems to ensure reliable performance.

1. Lubrication, adjustment, and replacement of components as needed to ensure optimal functionality.

1. Diagnostic testing and troubleshooting of any identified issues.

1. Compliance with all applicable regulations, codes, and standards.

1. All generator unit inspection, testing, and maintenance work must be scheduled in coordination with the Plant Supervisor at the start of each semi-annual testing period for each unit to ensure minimum disruption to students and staff.

1. A semi-annual generator checklist will be provided to the contractor for testing requirements. The completed checklist will be submitted back to the Owner in electronic format to the Plant Supervisor at the conclusion of each inspection and maintenance event from each location for each semi-annual event. The District-provided checklist form is provided with this RFP for reference on expected testing services.

1. The successful bidder will perform one oil change annually on each unit during the fall inspection event. Pricing must include new filters, disposal costs of old oil, and the cost for addition of new oil to the manufacturer specification for “full” level.

1. The successful bidder will perform one scheduled coolant fluid sample for laboratory analysis on each unit during the fall inspection event. A fluid sample report of lab analysis for each unit will be provided to the Plant Supervisor in electronic format for review.

1. A generator deficiency report developed by the successful bidder will be provided for each location after each semi-annual visit and submitted in electronic format to the Plant Supervisor at the conclusion of testing. This deficiency list will include detailed deficiencies including pricing for suggested repair with a time and material breakdown to be executed by the testing company upon approval of such work by the Plant Supervisor.

1. Fargo Public Schools reserves the right to purchase and repair any deficiencies from the deficiency list through any vendor of our choice, or to make the deficiency repairs in-house.

1. Semi-annual inspections will occur each spring and fall of fiscal years 2027, 2028, and 2029. These inspections are tentatively scheduled to be executed in February and August of each fiscal year.

1. Invoices for semi-annual testing are to be submitted for payment to Fargo Public Schools within 30 days of their execution. Invoicing must be submitted with a pricing breakdown per generator site for clarity of payment services.

Annual NESHAP Compliance Testing Requirements:

In addition to the semi-annual inspection and maintenance services, the successful bidder shall perform annual NESHAP (National Emission Standards for Hazardous Air Pollutants) compliance testing on the emergency generators located at the buildings identified below. Testing shall be performed in accordance with 40 CFR Part 63, Subpart ZZZZ (RICE NESHAP) and all other applicable federal, state, and local air quality regulations.

1. NESHAP compliance testing shall be performed annually on each generator at the buildings listed below.

1. Testing shall include all required emissions monitoring, crankcase ventilation system inspection, and any other testing or recordkeeping required to demonstrate compliance with 40 CFR Part 63, Subpart ZZZZ.

1. The contractor shall provide a written NESHAP compliance test report for each unit in electronic format to the Plant Supervisor following completion of testing. The report shall include all test results, deficiencies, and any recommended corrective actions necessary to maintain compliance.

1. NESHAP compliance testing shall be coordinated with the Plant Supervisor and may be performed in conjunction with the fall semi-annual inspection event.

1. NESHAP compliance testing pricing shall be submitted as a separate line item on the bid form, per building, per fiscal year. There is one (1) generator at each of the buildings listed below.

Buildings Requiring Annual NESHAP Compliance Testing:

· Ben Franklin Middle School

· Bennett Elementary

· Carl Ben Eielson Middle School

· Centennial Elementary

· Discovery Middle School

· Jefferson Elementary

· Kennedy Elementary

· North High School

· South High School General Requirements:

1. Contractor must be licensed and certified to perform generator inspection and maintenance services in the State of North Dakota.

1. Contractor must carry appropriate liability insurance and provide certificate of insurance upon request.

1. Contractor technicians must be factory-trained or manufacturer-certified to service the makes and models of generators in the District inventory.

1. Contractor shall coordinate scheduling with the Plant Supervisor and provide advance notice of inspection dates.

1. Emergency response services must be available for urgent repairs.

1. All pricing must include escalation charges for all three years. No additional escalation charges will be accepted beyond the bid amounts.

Reporting Requirements:

1. All inspection reports and the District-provided semi-annual checklist must be submitted in electronic format (PDF preferred) to the Plant Supervisor at the conclusion of each semi-annual event for each location.

1. Contractors shall submit their own internal checklists and inspection documentation as backup/supporting documentation to accompany the District checklist.

1. The District is open to reasonable adjustments to the reporting template based on contractor feedback and industry best practices; however, all sections of the checklist must be completed in full for each inspection.

1. The submitted inspection report will serve as the official inventory list for each generator unit and must accurately reflect all equipment inspected.

1. A deficiency report shall be provided for each building after each semi-annual visit, including detailed deficiencies and time-and-material pricing for suggested repairs.

1. A coolant fluid sample lab analysis report shall be provided in electronic format for each unit following the fall inspection event.

District Buildings Included in Scope:

Submission Requirements:

Responses shall comply with all requirements and provide all information identified in this document. Responses found to be incomplete or failing to comply with these requirements may be considered non-responsive.

Responses shall not exceed 30 pages. The page count excludes both the front and back covers, as well as copies of insurance and pricing template.

Responses shall be in an 8½" x 11" format, using 1-inch standard margins with a font size not smaller than 12 point.

All submissions must be submitted through the online Euna Procurement (Bonfire) Portal at: https://fargok12.bonfirehub.com/portal/?tab=openOpportunities Respondents should contact the Euna Support team at Support.Bonfire@eunasolutions.com for technical questions. Respondents can also visit Euna Procurement’s (Bonfire) help forum at https://vendorsupport.gobonfire.com/hc/en-us.

Proposals must be complete when received. Faxed and hard copies of documents will not be accepted. Late proposals will not be considered.

Questions regarding this RFP should be directed to https:/fargok12.bonfirehub.com.

Pricing:

Bidders shall provide a lump sum price per building, per fiscal year, using the fillable bid form provided. The lump sum price for each building shall include both the spring and fall semi-annual inspection events, the annual fall oil change service (filters, oil disposal, and new oil to manufacturer-specified “full” level), the annual fall coolant fluid sample and laboratory analysis, and all other costs associated with the scope of work. Annual NESHAP compliance testing shall be provided as a separate line item on the bid form, per building, per fiscal year, for the buildings identified in the Annual NESHAP Compliance Testing Requirements section.

Note: Pricing must include all overtime, fuel, transportation, device accessibility, electronic report documents, and escalation charges for all three contract years.

Evaluation:

Award will be based primarily on price. The District will award the contract to the lowest responsible bidder meeting the specifications outlined in this RFP. The District reserves the right to consider contractor qualifications, licensing, certifications, references, and past performance when determining responsibility.

Terms:

District reserves the right to cancel this RFP in writing or postpone the date and time for submitting proposals at any time prior to the due date.

No submitter shall have a right to make a claim against Owner in the event Owner accepts a different submittal or does not accept any submittals.

Contract Term:

The term of the service contract shall for be for a 3-year period, fiscal years 2027, 2028, 2029. Services will begin July 2026

Legal Compliance:

Work performed, and plans produced shall comply with all state, federal, and local laws, including but not limited to those related to building, environmental, statutory, legal process, Occupational Safety and Health Act and the Fair Labor Standards Act.

Award or Rejection:

It is the intention of the District to have a fair and open bid process. Respondents shall prepare their submission in compliance with the instructions in this package. Failure to do so will constitute a No Bid.

The District reserves the right to reject any or all proposals. The contract will be awarded to the lowest responsible proposal meeting all specifications. Awards will not necessarily be based on price alone. Suitability to purpose, design, quality, past service, date of delivery, or other factors deemed to be in the best interest of the District may also be considered. The District shall be the sole judge of these factors. In all instances, the decision rendered by the District shall be final and not subject to contest by others.

The District reserves the right to award any proposal which meets or exceeds the minimum acceptable level as outlined in the scope of services.

Proposer Responsibilities:

Proposing firm is responsible for conducting necessary research and becoming familiar with conditions under which the work is to be performed.

Owner will not be responsible for any costs incurred by applicants in preparing proposals.

Applicants are held legally responsible for their proposals.

Applicants are not to collaborate, for the purpose of restricting competition with other applicants or competitors in developing proposals.

Independent Contractor:

In responding to this request, respondents certify that they are independent contractors and that all employees providing services to the District under this proposal are employees of the respondent. Upon request of the District, respondent shall provide current profiles for employees serving the District. Profiles shall consist of resume, skill checklist, current license, certification, and two work references.

Respondent is solely responsible for compliance with all labor and tax laws pertaining to the respondent, its officers, agents, and employees, and shall indemnify and hold District harmless from any failure by respondent to comply with such laws.

Evaluation Criteria:

The Business Office will be responsible for leading the evaluation process and maintaining evaluation records. The Board of Education of the City of Fargo will give ultimate approval. The contract will be awarded to one responsible respondent who can meet the terms and conditions, who can supply the specified services resulting in the lowest financial cost to the District. The Total Price listed on the proposal shall be the final delivered price. By submitting a proposal, a respondent signifies agreement to the outlined terms and conditions.

Sales Tax:

Prices should NOT include Sales Tax. Do NOT include Federal Excise Tax as the District is exempt.

Delivery Charges:

All delivery charges, if applicable, must be included in the bid price.

Award of Bid:

Upon Board approval, the successful the District will execute a contract for services and corresponding Purchase Order.

Addenda to RFP:

Any changes, additions, or clarifications to the RFP will be posted online at https://fargok12.bonfirehub.com.

Such addenda will be posted online and will be part of the submittal package, having the same binding effect as provisions of the original submittal package.

All addenda, amendments and interpretations of this solicitation shall be in writing. Owner shall not be legally bound by any amendment or interpretation that is not posted online.

All contact that a submitter may have had before or after receipt of this RFP with any individuals, employees or representatives of Owner, and any information that may have been read in news media or seen or heard in any communication regarding this proposal submittal should be disregarded in preparing responses.

Owner does not assume responsibility for receipt of any addendum provided online.

Attachments:

1. Bid Form image1.png