2025 LS Generators RFP-final.pdf

BID ID: RFP-03-07-2025-001

BID NAME: Sanitary Lift Station(s) Generator Install

ITEM: Furnishing & Installing (2) on-site generators for two sanitary lift stations

DUE DATE: Friday, March 7, 2025 at 10:00 AM

The City of Auburn Hills is seeking bids from highly qualified contractors for the furnishing and installation of (2) on-site generators at two locations in the City of Auburn Hills.

Bids will be accepted by the City Clerk or they can also be submitted through the secured link on the BIDNET website.

Bids will be accepted until Friday, March 7, 2025 at 10:00 AM. The Bids will be opened at that time in the front lobby of the City Clerk at 1827 N. Squirrel.

Bids to receive consideration shall be received prior to the specified time of opening as designated on the bid form. NO LATE BIDS WILL BE ACCEPTED. Bids are considered received when received and date stamped by the office of the City Clerk.

PREPARATION OF BID

• There will be an OPTIONAL PRE-BID MEETING on Thursday, February 27, 2024 at 10:00 AM. Bidders will meet at the Department of Public Works, 1500 Brown Road Auburn Hills, MI.

• Each bidder shall furnish all information required on the bid form. Erasures or other changes must be initialed by the person signing the bid form.

• If there is any doubt as to the meaning of any part of the specifications or other conditions within this invitation, contact Jason Deman by email/phone at jdeman@auburnhills.org / 248-364-6912.

SUBMISSION OF BIDS

• All bids shall be submitted in sealed envelopes and shall include the following information on the face of the envelope:

Bidder’s Name Bidder’s Address

Bid Number Bid Item (Name of Bid)

Failure to do so may result in a premature opening of or failure to open such proposal. All bids must be hand delivered or mailed to:

Auburn Hills City Clerk’s Office 1827 N. Squirrel Road

Auburn Hills, MI 48326

• Bidders are responsible for submitting proposals before stated closing time. Delays in the mail will not be considered. Any proposal received after the stated deadline will be rejected.

IMPORTANT DATES

02/17/25 MON Bid Posting 02/27/25 THU Pre-Bid Meeting 03/07/25 FRI Bid Opening mailto:jdeman@auburnhills.org

• Any bid may be withdrawn by giving written notice to the Clerk’s Office before stated closing time. After stated closing time, no bid may be withdrawn or cancelled for a period of one hundred and eighty (180) days after said closing time.

The expectation is that the bid winner will furnish all materials and perform all the labor necessary for completion of the project.

Copies of the Bid can be obtained from the Auburn Hills website:

www.auburnhills.org/bidopportunities

The City reserves the right to reject any or all bids or waive any irregularities which it deems in the best interest of the City.

In case of a discrepancy in computing the amount of the bid, the unit price bid will govern.

The bidding contractor is responsible for all costs associated with the research and preparation of their bidding document.

Preparation of Proposal:

Qualified companies are invited to deliver proposals in accordance with the scope of work and specifications.

Contract Award:

The City of Auburn Hills reserves the right to accept or reject any or all bids and to waive any informalities or irregularities in any proposal or the bid process. The competency and responsibility of all bidders shall be taken into consideration in the award of the contract for this work. If bidders are unknown to the City of Auburn Hills, or their competency questioned, it shall be understood that they will, upon request, file with the City of Auburn Hills reliable data and references for investigation. The City may make such investigation as it deems necessary to determine the ability of the bidder to perform the work. The City reserves the right to award the contract to the bidder offering the best value, but not necessarily to the one submitting the lowest price. City may award fewer than the indicated bid items and may award them in any combination deemed in the best interest of the City.

Scope of Services:

The City of Auburn Hills is soliciting bids from qualified and experienced vendors for the comprehensive installation of (2) on-site generators at two of the City’s sanitary lift stations. The generator at Grey Road will need to be rated at 50 KW to handle the load, while the generator at Lake Angelus will need to be rated at 80 KW to handle the load. The generators will be for emergency use in case of lost DTE power to the stations. The selected contractor must have experience in the these types of installations, including the associated transfer switches, wiring, gas service, and other hardware needed for the generators to operate properly.

The scope of work is extensive and includes, but is not limited to:

1. Procurement and delivery of specified generators for each site. Generators shall be the generic green color

2. Site preparation and excavation for generator pad and conduit

3. Building a proper pad or base for each generator (preferably concrete)

4. Installation and running of all necessary conduit(s) to house the appropriate wiring

5. Installing both automatic and manual transfer switches and appropriate circuit breakers to partner with the generators(s)

6. Partnering with our SCADA partner, Utilities Instrumentation Services (UIS) to have the proper wiring and communication setup with our SCADA radio module(s)

7. (Lake Angelus site only) Provide complete new stainless steel electrical cabinet/box (or boxes) to house all necessary wiring, circuit boards, transfer switches, circuit breakers, radios, etc.

8. Working with Consumers Energy to have the properly sized gas line installed for the generator at each site https://www.auburnhills.org/government/advertised_bid_opportunities/index.php

9. Working with all necessary parties (The City, Consumers, DTE, etc.) to obtain any necessary permits required for the installations(s)

10. Working with City officials and stakeholders to determine best location for generator at each site, keeping in mind all current utilities in and around each site

11. Drawing up or drafting a site plan and electrical plans for all portions of the wiring and installation (if needed)

12. Perform all post installation checks for generator, including load bank testing if needed to make sure each generator is operating correctly and handling the required load.

13. The Contractor shall provide a one-year warranty, commencing from the date of final project completion, covering all materials and labor, including the replacement of any parts or devices that fail during the warranty period at no additional cost to the City.

The selected contractor shall assume full responsibility for all aspects of the project from start to finish, including verification of proper operation of both generators at the conclusion of the project. This encompasses providing all necessary labor, materials, equipment, and services for the successful furnishing, delivery, and installation of the generators. While the bid packet strives to be comprehensive, the contractor is expected to leverage their expertise to identify and address any additional needs or unforeseen circumstances that may arise. The contractor should be prepared to supply and utilize all appropriate tools, vehicles, and safety gear, including any specialized equipment required for moving and placing the generators. Their commitment to the project extends beyond mere compliance with stated requirements, as they are expected to proactively manage all aspects of the generator installation, drawing upon their professional experience to ensure its success.

Additionally, the contractor shall be responsible for:

1. Coordinating with city officials and other relevant stakeholders

2. Implementing appropriate safety measures to protect workers and the public

3. Maintaining a safe and orderly site, which will need to be secured at the end of each day

4. Providing a detailed work schedule and adhering to agreed-upon timelines

5. Maintaining the current station as is and the ability of the pump stations to operate during the duration of the project.

6. Promptly addressing any issues or equipment failures identified during the project and the one-year warranty period.

Generator failure or issues will require a 2-4 hour response window because of the criticality of the operations at the station(s)

Site Conditions:

Grey Road Lift Station – DTE Address – 417 S Grey Rd

Lake Angelus Road Lift Station – DTE Address – 795 Waller

Generator placement/location:

Contractor shall carefully examine the general site plans included, and survey or record drawings to become familiar with the existing underground conditions before deciding on generator placement at each site. Work with City staff and stakeholders to determine the best location for each generator at each site. Ease of installation, future maintenance of generator, and existing site utilities should be the top priorities for such placement. Determine location of underground utilities and perform work in a manner that will avoid possible damage. Notification of MISS DIG 811 is required for each site before excavation can begin. The Contractor is responsible for knowing the location and avoiding utilities that are not covered by the Local Utility Locator Service.

Generator selection:

The City currently utilizes Cummings standby generators at several locations, sites, and buildings around the City. This is the preferred brand that will be requested for use with this project. The grey Rd location will require a 50 KW model (C50 N6), while the Lake Angelus location will require a 80 KW model (C80 N6). Refer to the attached spec sheet for more info regarding the Cummings generators desired. Although these are the preferred brands and models, the City will consider alternatives if noted at the time of the bid, given they are proven to be capable of handling the required load and of equivalent quality. Along with the generator at each site, both an Automatic Transfer Switch (ATS) and a manual transfer switch must be installed as well. The ATS must be able to automatically detect DTE power outages and switch over to the standby power (generator) if necessary. The manual transfer switch must be able to handle the hookup from an external trailer-mounted generator (currently installed at each station). City staff will carefully review all requests that deviate from above and approve or reject in writing.

Current Electrical Service Ratings:

Lake Angelus Rd site –

• Service rating - 480V, 100A, 3-phase

• Main disconnect – Exterior fused

• Service Capacity – 83kVA

Grey Rd site –

• Service rating - 240V, 175A, 3-phase

• Main disconnect – Interior circuit breaker

• Service Capacity – 73 kVA

Generator pad/base:

After the location of the generator has been decided and agreed upon by both parties (The City and The Contractor), the pad for generator must be excavated and installed. The pad must be installed with sufficient thickness to hold the weight of the generator at the site. The preferred material for the base is concrete, but alternatives will be considered if necessary. Refer to the manufactures installation direction(s) for guidelines or specifications.

Site work/excavation for base and conduit:

During site/base work, the Contractor is responsible for placing all required conduits properly in the ground. These conduits must be placed at the proper depth and must use proper fittings to connect at control boxes/generator. As mentioned earlier, MISS DIG must be called before any excavation will occur. At the end of the project the site must be restored to the pre-project condition or better.

Communications (SCADA):

The Generator and transfer switch must have dry contacts for Generator running, Generator fault, and ATS position to interface with existing SCADA Motorola RTU. The City will need to have the ability to see if the station is on DTE power or standby power, or whether the generator is running/not running, or in fault on the existing SCADA System. It will be the contractor’s responsibility to work with UIS SCADA in completing what is necessary to achieve the desired alarms/notifications within the SCADA system. The City’s contact with UIS SCADA will be Ken Wesley, 734-787-6410.

Electrical Control Boxes:

Lake Angelus Rd site – The cabinets/electrical boxes are rusted and deteriorated beyond repair and need to be replaced completely. The new cabinets should be of equal or larger size to accommodate all necessary wiring/switches/breakers/radios/etc.

Grey Rd site – The cabinet/box at this location is in sufficient operating order and does not require replacement, but if the new install of the generator warrants additional room or space in the box it may need to be replaced. This would be at an additional cost to the City if necessary. This will be determined by agreement between the Contractor and City officials at pre-construction meeting or during project.

Current Operation of Lift Stations:

During installation, the lift stations and pumps must be able to operate at all times. They can be disconnected temporarily from power and/or controls for 2-4 hour periods of time, but then must be returned to normal operations. If temporary pumping or temporary power is needed at either of the locations for longer than 2-4 hours, then that must be arranged at the cost of the contractor. City staff will work with the Contractor to help coordinate best course of action and help coordinate the operation of the stations throughout the project.

General Requirements:

1. Contractor/sub-contractor must have licensed electrician on staff to oversee or complete all necessary electrical work

2. Maintain safe work environment; avoid creating tripping hazards with equipment

3. Use appropriate safety barriers and procedures to protect site visitors

4. Workers must wear task-appropriate safety equipment and apparel

5. No on-site equipment storage when not in use without written authorization

6. No parking of maintenance vehicles on sidewalks or lawn areas without written permission

Warranty:

1. The Contractor guarantees that the generator installation and all electric work and wiring will remain in proper operating condition for one full year after the date of final project completion.

2. Workmanship: All services and work performed under this agreement shall be free from defects in craftsmanship.

Any issues arising from improper electrical connections or inadequate materials shall be rectified by the contractor.

3. Materials: All materials supplied, including but not limited to generator, conduit, breakers, switches, shall be free from defects at the time of installation.

4. Timeliness of Corrections: The contractor agrees to address any issues identified by the City within 14 days of notification or at the earliest appropriate time as determined by City staff.

5. Final Inspection: A joint inspection by the contractor and City representatives will be conducted at the end of the project to ensure all equipment and workmanship meet the City's standards.

Payment

1. Progress Payments: 70% of the contract total will be paid in installments based on the percentage of work completed. These payments will be made monthly upon submission and approval of progress reports and invoices.

2. Substantial Completion Payment: 20% of the contract total will be paid upon substantial completion, initial acceptance of project and materials by the City's representative, and submission of all required documentation.

3. Retainage Release: The final 10% of the contract will be retained and paid in full after the first year, following a satisfactory inspection and any necessary repairs/replacements.

Minimum Qualifications:

Bidders will be rejected and deemed non-responsive if they do not meet the following qualifications:

• The bidder must provide three business references where similar contracted services have been completed in the past.

Insurance Requirements for Work on/or Within City Property/Facilities:

Liability Insurance

An ACORD certificate of insurance, or its equivalent, shall be furnished to the City of Auburn Hills at 1827 North Squirrel Road, Auburn Hills, Michigan 48326 evidencing insurance in force for the duration of and applicable to this contract with an insurance company acceptable to the City of Auburn Hills with a minimum A.M. BEST rating of “A”, and the following minimum requirements:

a. General Liability (affording coverage not less than ISO Commercial General Liability coverage form):

I. Check mark indicating occurrence as opposed to claims made form II. Limits of Liability:

$2,000,000 each occurrence $4,000,000 general and products-completed operations aggregates

III. Personal Injury $2,000,000 aggregate

b. Automobile Liability:

I. Check mark indicating coverage as to any automobile II. Certificate must reflect Michigan “No Fault” PIP and PPI statutory coverages are also afforded III. Limits of Liability: $2,000,000 combined single limit

c. Acceptable alternate limits are combinations of primary and excess or umbrella limits to equal not less than those shown in (a) and (b) above.

d. Description section of ACORD form is to read: It is understood and agreed that the following shall be additional insured: The City of Auburn Hills, including all elected and appointed officials, all employees and volunteers, all boards, commissions, and/or authorities, including but not limited to the Tax Increment Finance Authority, Brownfield Redevelopment Authority and the Building Authority, and their employees, representatives and volunteers. The coverage shall be primary to the additional insured and not contributing with any other insurance or similar protection available to the additional insured. This shall not apply to the contractor’s required worker’s compensation/employer’s liability.

e. The Description of Operation section of the Certificate shall also name or describe the project and/or event for which coverage is provided.

Owner’s and Contractor’s Protective Liability

The Contractor shall procure and maintain during the life of the contract Owner’s and Contractor’s Protective Liability and Insurance in the name of the City of Auburn Hills, in an amount not less than $2,000,000 per occurrence, and $4,000,000 aggregate for injuries, including death, to persons and property damage including loss of use thereof. This insurance shall be in an insurance company acceptable to the City of Auburn Hills.

Workers Compensation

The Contractor shall procure and maintain during the life of the contract, statutory Michigan Workers Compensation and Employers Liability Insurance for all employees employed at or in the vicinity of the Contractor’s property, or any property used in connection with the Contractor’s operation or in carrying out any work related to this contract.

Michigan Workers Compensation and Employers Liability Insurance shall be procured and maintained with the following limits of liability:

• $100,000 E.L. each accident

• $100,000 E.L. each disease – each employee

• $500,000 E.L. Disease – Policy Limit

This insurance shall comply with all applicable rules and regulations of the State of Michigan, and shall be in an insurance company acceptable to the City of Auburn Hills.

Certificate of Insurance

The Contractor agrees that he/she will file all required Certificates of Insurance satisfactory to the City of Auburn Hills with the City of Auburn Hills simultaneously with or prior to the execution of this contract indicating that the insurance required herein has been issued and is in full force and effect.

Further, the Contractor will provide updated certificates annually prior to the policies expiration dates, to indicate that the policies and conditions required hereunder are in full force and effect during the life of this contract.

CITY OF AUBURN HILLS

HOLD HARMLESS AGREEMENT

As required for approval of the

(Activity)

_________________________ herein after referred to as ____________________________________ Name of Company Abbreviated Name Form agrees to release, indemnify, defend, and hold harmless The City of Auburn Hills, including all elected and appointed officials, all employees, representatives, and volunteers, all boards, commissions, and/or authorities, including but not limited to the Tax Increment Finance Authority, Brownfield Redevelopment Authority and the Downtown Development Authority, and their officers, employees, representatives and volunteers from any injuries, liability, damages, expenses, attorney’s fees, causes of action, suits, claims or judgments, costs, incurred and/or arising from the Contractor’s performing its work, jobs, duties and/or any other actions and/or omissions of the Contractor and/or its employees, representatives and/or agents pertaining to and/or in connection with the Activity.

In addition, _______________________ agrees to furnish an ACORD certificate of insurance (Abbreviated Name Form) as required by the City of Auburn Hills with the description of the ACORD form to read as follows: It is understood and agreed that the following shall be additional insured: The City of Auburn Hills, including all elected and appointed officials, all employees, representatives and volunteers, all boards, commissions, and/or authorities, including but not limited to the Tax Increment Finance Authority, Brownfield Redevelopment Authority and the Downtown Development Authority, and their officers, employees, representatives and volunteers. The coverage shall be primary to the additional insured and not contributing with any other insurance or similar protection available to the additional insured. This shall not apply to the contractor’s required worker’s compensation/employer’s liability.

Name of Company Witnesses

By ____________________________________ __________________________________

Dated _________________________________

Bidders shall provide a written response to the following questions and submit as part of the bid. The Bidders question responses shall follow the same order as listed below.

1. Executive Summary:

a. Provide an executive summary, not to exceed one page in length providing an overview of your bid and any information the Bidder wishes to bring to the attention of Auburn Hills.

2. Company Questions:

b. How long has your organization provided these services?

c. The bidder must provide three business references where similar contracted services have been completed in the past.

d. Describe the financial soundness of your organization. Include any reports that demonstrate your firm’s strength.

e. Identify any litigation your firm is currently involved in or has settled/resolved over the last year.

f. Provide a statement on current workload and status.

Site Address Scope Quantity Total

Lake Angelus Lift Station 795 Waller 80 KW Site Generator installation LUMP SUM $ Grey Rd Lift Station 417 S Grey 50 KW Site Generator installation LUMP SUM $

Grand Total $

Respectfully submitted by, Company: __________________________________________________________

Address: __________________________________________________________

Telephone: ______________________ Fax: ______________________

Email: __________________________________

Authorized Signature Title

Printed Name Date

Approval of Contract

City Representative Title

Printed Name Date