26-GA-4793 Emergency Power System Installation RFP.pdf

CITY OF WARNER ROBINS

REQUEST FOR PROPOSALS

Emergency Power System Installation

Haven Hope House

26-GA-4793

RELEASE DATE: JULY 22, 2026

DUE DATE: AUGUST 13, 2026, BY 2:00 P.M.(ET)

CITY OF WARNER ROBINS

700 WATSON BOULEVARD

WARNER ROBINS, GA 31093

TABLE OF CONTENTS

I. Introduction

II. General Information

III. Scope of Work

IV. Proposal Deliverables

V. Evaluation and Selection

VI. Terms and Conditions

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I. INTRODUCTION

The City of Warner Robins (“City”) issues this Request for Proposals (RFP) for the purpose of soliciting proposals from qualified and licensed contractors for the design, furnishing, installation, testing, and commissioning of a standby emergency power generator system and automatic transfer switch (ATS) for the Haven Hope House located at 79 Green St.

Warner Robins, GA. 31093. The Haven Hope House is a shelter that houses those experiencing homelessness in the community. It is the City’s intent to equip the facility with an emergency power system to be utilized during power outages.

A mandatory pre-bid meeting will be held on Wednesday, July 29, 2026, at 10:00 A.M(ET). To remain eligible for bid award, at least one representative from the respective contractor must be in attendance promptly at the start of the meeting and remain present for the duration of the meeting.

Proposals will be accepted via the City’s online procurement system, IonWave, until Thursday, August 13, 2026, by 2:00 P.M(ET).

Contractors are encouraged to submit questions for clarification or additional information relating to RFP specifications or solicitation requirements. All questions must be submitted via IonWave by Thursday, August 6, 2026, by 2:00 P.M(ET).

Link to Ionwave procurement system:

https://wrga.ionwave.net/SourcingEvents.aspx?SourceType=1

Submission of a proposal shall constitute acknowledgement and acceptance of all terms, conditions, and addenda to this solicitation.

The City of Warner Robins reserves the right to reject any and all proposals, to waive informalities and technicalities, and to accept or reject any item or combination of items. The bid, if awarded, will be awarded to the responsible bidder whose bid will be most advantageous to the City of Warner Robins, price, availability, value and other factors considered.

II. GENERAL INFORMATION

A. Timeline

RFP Release July 22, 2026 Mandatory Pre-Bid Meeting July 29, 2026, at 10:00 A.M.(ET) Due Date for Questions August 6, 2026, by 2:00 P.M.(ET) Proposals Due August 13, 2026, by 2:00 P.M.(ET) Evaluation Process August 2026 City Approval & Award Anticipated September 2026

All dates are subject to change at the discretion of the City. Sufficient notice of any such changes in the timeline will be provided to prospective respondents via email and/or IonWave notification.

B. Mandatory Pre-Bid Meeting https://wrga.ionwave.net/SourcingEvents.aspx?SourceType=1

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A mandatory pre-bid meeting will be held on Wednesday, July 29, 2026, at 10:00 A.M.(ET) at the address provided below. To remain eligible for bid award, at least one representative from the respective contractor must be in attendance promptly at the start of the meeting and remain present for the duration of the meeting.

City of Warner Robins Haven Hope House 79 Green St.

Warner Robins, GA 31093

C. Addendum

All additional information and addenda to this RFP will be issued via IonWave and/or email.

Submission of a proposal shall serve as acknowledgement and acceptance of any/all addenda to this RFP.

D. RFP Deadline and Submission

All documentation and required forms must be submitted via the City’s online procurement system, IonWave, by the designated date and time of Thursday, August 13, 2026, by 2:00 P.M.(ET). Proposals submitted via mail, hand delivery, fax, or any alternative method will not be accepted.

E. Requests for Clarification

The City encourages prospective respondents to submit questions intended to clarify the scope, terms, specifications or requirements of this RFP. All questions must be submitted via IonWave by Thursday, August 6, 2026, by 2:00 P.M.(ET). The City will issue responses to questions via IonWave.

F. Staff Contact

No direct or indirect contact with the Mayor, City Council Members or employees of the City of Warner Robins, other than the point(s) of contact listed below, will be allowed during the solicitation process. If such contact is made, the City of Warner Robins reserves the right to reject a bid submission.

Lauren Polk, Purchasing Agent Allison Lanneau, Assistant Purchasing Agent Purchasing Office Purchasing Office 700 Watson Blvd. 700 Watson Blvd.

Warner Robins, GA 31093 Warner Robins, GA 31093 lpolk@wrga.gov alanneau@wrga.gov 478-302-5530 478-302-5530

G. Public Information

Submitted bids and accompanying materials become property of the City of Warner Robins and information included therein shall become public record in accordance with Georgia Open Records Laws.

H. Reservations mailto:lpolk@wrga.gov mailto:alanneau@wrga.gov

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While the City intends to make an award as a result of this solicitation, issuance of the RFP does not constitute a commitment by the City to award the project, execute a contract, or bind the City in any way. Upon a determination such actions would be in its best interest, the City, in its sole discretion, reserves the right to:

i. Cancel or terminate this RFP. Upon such action, a notice of cancellation will be issued.

ii. Reject any or all proposals received.

iii. Make a contract award based directly on the proposals received or hold further discussions with one or more offeror.

iv. Waive informalities and irregularities in a proposal, and accept or reject any item or combination of items listed in a proposal.

v. Reject any proposals that do not contain all elements and information requested in this RFP or that fail to comply with the requirements of this RFP.

III. SCOPE OF WORK

The awarded contractor shall provide all labor, materials, equipment, and supplies necessary to design, furnish, install, test, and commission an emergency power generator system and automatic transfer switch (ATS) for the Haven Hope House. The facility is approximately 7,000 square feet, and there is not an existing generator at the facility. The scope of work shall include, but not be limited to, the following, and shall include any items which would be reasonably expected to be foreseen by the contractor in the normal performance of work:

The selected contractor shall provide all labor, materials, equipment, supervision, permits, and incidentals required to complete the project.

Generator Requirements

• Type: Diesel or Natural Gas (Contractor to recommend based on site conditions)

• Sound-attenuated enclosure

• Weatherproof outdoor-rated enclosure

• UL-listed equipment

• EPA-compliant engine

• The generator manufacturer must be a nationally recognized brand with at least 10 years of commercial/government installations.

Examples of acceptable manufacturers include:

• Cummins Inc.

• Caterpillar Inc.

• Generac Power Systems

(or approved equal)

Automatic Transfer Switch (ATS)

• Service-rated ATS

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• Compatible with generator system

• NEMA-rated enclosure appropriate for location

• Bypass/isolation feature preferred

Fuel System

• Base tank or sub-base

• Fuel monitoring system

• Spill containment compliant with environmental regulations

Installation

• Concrete pad (if required)

• Electrical conduit and wiring

• Integration with existing main distribution panel

• Coordination with utility provider

• Minimal disruption to building operations

Testing & Commissioning

• Start-up and load bank testing

• Functional ATS testing

• Documentation of test results

• Training for Agency personnel

• As-built drawings

• Provide twice a year maintenance agreement with pricing

All additional specifications included in this solicitation via addenda, responses to questions, and pre-bid meeting instructions, will be incorporated into this solicitation by reference thereof.

IV. PROPOSAL DELIVERABLES

Proposals must include the following information:

A. Cover Letter

Provide company name, primary address, and contact information of primary contact in reference to the proposal. Include a brief company introduction and profile including number of years in business.

B. Statement of Qualifications and Experience

Describe the skills, expertise and certifications (if applicable) that qualify your firm to complete the stated scope of work. Provide a minimum of three (3) references for whom a similar project has been completed within the last three (3) years. Describe the services provided and include contact information for reach reference.

C. Technical Proposal

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Provide a technical proposal for the work to be completed and detail any unique capabilities of your company. Include all technical specifications outlining the system capabilities and functions. Demonstrate a level of skill and expertise that is necessary to efficiently and successfully complete the project.

D. Project Plan

Describe the activities within each project phase and provide an approximate project schedule.

E. Warranty and Service

Provide warranty certificates and detail warranty terms and conditions. Describe your company’s maintenance and service plan that will be active following installation.

F. Required Documents

Proposals should include all documents required by the procurement policies of the State of Georgia and the City of Warner Robins. Documents must be current, valid, fully executed by an authorized representative of the responding company, and notarized (where required).

Such documents include the following:

vi. General Terms and Conditions

vii. Business License

viii. Certificate of Insurance

ix. E-Verify Affidavit

x. Sub-Contractor E-Verify Affidavit (if applicable)

xi. Sole Proprietor Affidavit (if applicable)

xii. Absence of Conflict of Interest Certification

xiii. Non-Collusion Affidavit

xiv. Electrical Contractor License

xv. Manufacturer Authorization (if applicable)

G. Cost of Services

Provide the total cost to complete all services within the scope of work. The provided cost must include all materials, equipment, products, labor and any other associated expenses necessary to successfully complete the project. Provide pricing for a diesel and natural gas system. The City will determine system type in consultation with the awarded vendor.

V. EVALUATION AND SELECTION

A. General Evaluation Information

The objective of the evaluation process is to conduct an equitable evaluation of proposals to identify a proposal that represents best value. Proposals will be evaluated based on their completeness and quality of their conformance with this RFP, as well as the evaluation criteria outlined in Section V(B).

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The City reserves the right to conduct reasonable investigations as deemed necessary to inspect the offeror’s ability to perform the services outlined in this RFP. Proposal evaluations may result in a shortlist of qualified offeror’s with whom the City conducts interviews and/or presentations.

The City reserves the right to eliminate from further consideration any response deemed to be substantially or materially unresponsive to this RFP and the specifications contained herein.

The project, if awarded, will be awarded to the responsible offeror whose proposal will be most advantageous to the City of Warner Robins, price, availability, value, and other factors considered. The City reserves the right to reject any and all proposals, to waive informalities and technicalities, and to accept or reject any item or combination of items.

B. Evaluation Criteria

Proposals will be evaluated based on the following criteria:

VI. TERMS AND CONDITIONS

A. General Conditions

Submission of a bid shall constitute acknowledgement, acceptance, and agreement to comply with all terms outlined in any and all bid materials (RFP, addenda, question responses, and City of Warner Robins General Conditions). Any agreement or contract resulting from the acceptance of a proposal shall be on forms either supplied or approved by the City of Warner Robins. The City reserves the right to reject any and all bids, to waive informalities and technicalities, to reject portions of bids and to award contracts in a manner consistent with the City Code and all applicable State and Federal regulations.

By submitting a bid, the contractor certifies that they are not currently debarred rom submitting bids or proposal on contracts by any agency of the State of Georgia and the Federal Government, nor are they an agent of any person or entity that is currently debarred from submitting bids on contracts by any agency of the State of Georgia or the Federal Government.

Evaluation Criteria Maximum Points

Relevant Experience 30

Technical Proposal and Expertise 30

Project Plan 20

Warranty and Service 20

Maximum Score 100

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B. Bid Binding Period

All bid prices shall be binding upon the bidder for ninety (90) calendar days following the bid closing date. Any bid in which the bidder shortens the acceptance period may be rejected.

C. Insurance Requirements

Within 10 days of bid award, and at all times that a contract is in force, the contractor shall obtain, maintain and furnish to the City Certificates of Insurance meeting or exceeding the following coverage limits:

1. Worker’s Compensation at Statutory Requirement

2. Commercial General Liability: 1 Million/Occurrence, 2 Million General Aggregate

3. Commercial Auto Liability: 1 Million Combined Single Limit

4. Umbrella Liability: 1 Million

The City of Warner Robins must be designated as a Certificate Holder with the following information listed:

City of Warner Robins Attn: Purchasing Office P.O. Box 8629 Warner Robins, GA 31095

No contractor shall commence work of any kind under this solicitation until all insurance requirements contained in this solicitation have been complied with and until evidence of such compliance satisfactory to the City of Warner Robins as to form and content has been filed with the City.

The offeror agrees to indemnify, defend and hold harmless the City of Warner Robins and, its departments, their officers, agents, and employees from any claims, demands, damages and actions of any kind or nature whether at law or in equity, arising from or caused by the use of any materials, goods, or equipment of any kind or nature furnished by the bidder/any services of any kind or nature provided by the bidder.

D. Employment Authorization Program

In accordance with the Georgia Security and Immigration Compliance Act, as amended, any offeror that enters into a contract for the physical performance of services shall register and participate in the federal work authorization program, E-Verify. All subcontractors and sub-subcontractors, as such terms are defined in O.C.G.A. § 13-10-90, shall also be required to comply with these E-Verify requirements. Offerors and their subcontractors and sub-subcontractors will be required to execute an affidavit verifying their compliance with O.C.G.A. § 13-10-91.

E. Compliance with Laws, Non-Discrimination

The contractor, its sub-contractor(s), assignees and successors, in the performance of contracted work, shall comply with all applicable federal, state, and local laws, rules and regulations. Including, but not limited to, the Civil Rights Act of 1964, the Age

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Discrimination Act of 1975, the Americans with Disabilities Act of 1990, and Section 504 of the Rehabilitation Act of 1973. No person shall be excluded from participation in, denied the benefit of, or otherwise discriminated against on the basis of race, color, national origin, gender, religion, age, or disability in connection with any bid submitted to the City of Warner Robins or the performance of any contract resulting therefrom.