4-RFB-27-004, Generator Replacement at JMF.docx

INDIANAPOLIS PUBLIC SCHOOLS

RFB-27-004

Request for Bid:

Switchboard and Generator Replacement Project at JMF Education Center

Bid Due Date and Time:

October 30, 2026 @ 1:00 PM ET

Nicole Kenney, Procurement Specialist cont917nk@myips.org 317.509.7483 Indianapolis Public Schools Procurement Department 120 E Walnut Street Indianapolis, IN 46204 Request for Bid Information Overview

Introduction Indianapolis Public Schools (IPS) is soliciting competitive bids through this Request for Bids (RFB) in accordance with applicable Indiana Code, IPS policies, and IPS administrative guidelines. The district requires replacement of the switchboard and generator replacement at the John Morton Finney (JMF) Center for Educational Services located at 120 E Walnut Street, Indianapolis, Indiana. It is the intent of the district to solicit competitive responses to this bid in accordance with the information in this document and the associated supporting files. This bid package is posted for potential bidders on https://indigo.bonfirehub.com as well as publicly advertised in accordance with Indiana Code. Electronic bid submissions are required through the Indigo Procurement Portal.

Definitions & Abbreviations The following are explanations of terms and abbreviations appearing throughout this bid package. Other special terms may be used in the document, but they are more localized and defined where they appear, rather than in the following list.

Summary of Key Dates & Milestones The following timeline is only an illustration of the bid process. Some dates are binding as described within this document and others are subject to change. At the conclusion of the evaluation process, all bidders will be informed of the award.

Issue of Bid (newspaper 10/9, 10/16, 10/23) October 9, 2026

JMF (120 E. Walnut Street, Indianapolis, IN)

Microsoft Teams meeting: https://teams.microsoft.com/meet/210288289506056?p=8k6OmD5VPJRvFpiwyN Meeting ID: 210 288 289 506 056 Passcode: Qm3MR9QR

Project Executive Summary The IPS JMFCE Standby Generator and Switchboard Replacement project to include the installation of new utility service entrance to a new exterior-mounted, 2500A, service-rated Automatic Transfer Switch (480V-3PH) with Main Circuit Breaker. The existing 300kW diesel generator to be replaced with 750kW diesel generator. Installation to include protective fencing. The existing 2500A-480V-3PH switchboard (located in the basement level Mechanical Room) to be replaced with new 2500A distribution switchgear. Installation to include new buried duct back installed along Talbot Street. Temporary power to be provided to keep critical operations functioning during renovation period. Installation slated for mid-late summer of 2027. A 5% contingency allowance must be included in the total bid amount.

Contact & Communication Protocol All communication, unless stated otherwise in this document, should be directed to the Procurement Specialist on the title page of this bid. If communication is had with any other district employee, owner representative, or architect and engineering firm, the bidder may disqualify themselves from further consideration. No Respondent shall rely upon, take any action, or make any decision based upon any verbal communication with any other district employee, owner representative, or architect and engineering firm.

Questions & Answer Period All questions/inquiries regarding this bid must be submitted by the date and time outlined in the Summary of Key Dates and Milestones. Questions/Inquiries must be submitted via the website and must be received by the deadline.

Following the question/inquiry due date, The Procurement Specialist will compile a list of the questions/inquiries submitted by all Respondents, redacting the name of the company who submitted the question. The responses will be posted with the bid package on the website in the form of an addendum. Only answers posted on the website will be considered binding and valid by the district. No Respondent shall rely upon, take any action, or make any decision based upon any verbal communication with any district employee, owner representative, or architect and engineering firm.

If it becomes necessary to revise any part of this bid, or if additional information is necessary for a clearer interpretation of provisions of this bid prior to the due date for proposals, an Addendum will be posted on the website. If such Addenda issuance is necessary, the Procurement Specialist may extend the due date and time of proposals to accommodate such additional information requirements, if required. The bid due date and time may not exceed six weeks from the bid issue date.

Pre-Bid Meeting A representative from the district along with the Procurement Specialist will conduct a pre-bid meeting with site visit at the date and time outlined in the Summary of Key Dates and Milestones. Attendance by potential prime bidders and interested subcontractors is highly encouraged but not mandatory to submit a bid response. This meeting provides an opportunity for potential prime contractors and subcontractors to connect as well as ask questions about the bid and bid process. Please review project specifications in detail ahead of this meeting.

At this meeting, potential bidders and subcontractors may ask questions about the bid and the bid process but are reminded that no answers issued verbally at the conference are binding on the district and any information provided at the meeting, unless it is later issued in writing, also is not binding on the district.

Bid Due Date & Time Bidders must submit a response before the bid opening date and time listed in the Summary of Key Dates and Milestones. The bid response must follow the format indicated in the Bid Preparation and Submission section of this document. No other method will be accepted. Bids are required to be submitted electronically through the Indigo Procurement Portal. No more than one bid per bidder may be submitted. Bids not submitted by the deadlines will not be considered; nor will sending it via email be a viable alternative. The district accepts no obligations for costs incurred by bidders in anticipation of being awarded.

Bids will thereafter be publicly opened and read aloud via the virtual bid meeting link as outlined in the Summary of Key Dates and Milestones. No bids may be withdrawn for a period of 90 days after opening of bids. All responses received will bind contractors to the outlined requirements herein for the duration of the contract.

Bid Security – Bid Bond Bid security shall be submitted with each bid in the amount of 5% of the bid amount to be considered a valid bid. A completed bid bond is required to be deemed acceptable to the owner.

Section Two – Request for Bid Preparation & Submission

General To facilitate the timely evaluation of proposals, a standard format for bid submission has been developed and is described in this section. All bidders are required to format their proposals in a manner consistent with the guidelines described below:

· Bids will be disqualified if the bid submission is received after the bid due date and time.

· Bids will be disqualified if the bid submission is received without a bid bond.

· Please submit all attachments in the requested format electronically. Any attempt to manipulate the format of the documents that deviate from the current format may put your proposal at risk of disqualification.

· Confirmation of district receipt of bidder’s proposal is the responsibility of the bidder. Electronic bid submission is confirmed on the website.

· Confidential Information must be clearly marked.

Bid Preparation The following bid package provides bidders with a comprehensive set of attachments to complete. The completed bid package must be submitted before the due date and time in the order below. This is considered the bidders response to this competitive sealed bid.

Bid Package Attachments For electronic bid submissions, follow the instructions for completing each of them in the system.

1. Supplemental Bid Form

2. Bid Tabulation – Pricing Sheet

3. Form 96 – Contractor’s Bid for Public Work

4. Bid Bond Copy

5. Form A: Minimum Requirements

6. Form B and C: Diverse Business Utilization Forms

7. Confidential Information (Financial Statement Copy)

Taxes Proposals should not include any tax from which the district is exempt.

Section Three – Request for Bid Evaluation & Award Bid Evaluation Overview

· The owner reserves the right to reject any and all bids and to waive informalities and irregularities.

· The owner reserves the right to defer awarding this contract for up to 90 days from the bid opening. Pricing on this bid must be firm and remain open for a period of not less than this stated time period.

· The district may request clarifications, in writing, on bids submitted. The district will operate in a fair and consistent manner across all bidders. Clarifications will be submitted to the district in writing and be incorporated into the bidder’s official response. It is the discretion of the district to determine what, if any, items require clarification from any bidder.

Evaluation Process & Criteria A complete review of all information submitted in the bid package will be utilized by the district evaluation team to determine if the bidder meets the minimum requirements and is considered a responsive and responsible bidder. This first step determines whether the bidders are viable for award.

All bidders determined to be responsive and responsible will then be evaluated on cost. The district will award the bid to the lowest and best bidder. The district reserves the right to consider prior performance, reviews and rating system data or references, capacity, and/or proposed project timelines of the Bidder in accordance with applicable laws when determining the lowest and best bidder.

The district may, if the district has reason to suspect collusion among bidders, reject the bids of all bidders involved in the collusion.

Bid Award Bidders will receive notice of the district’s intent to award the bid through the Indigo Procurement Portal. All bid awards are subject to board approval. Upon board approval, the awarded bidder will complete necessary documentation to finalize and electronically sign the complete contract prior to commencement of the project.

After the Award It is necessary for the awarded bidder to complete the following information upon award:

1. Profile registration to become an active vendor for payment by IPS

· Completed W9.

· Banking information and valid bank documents.

2. Certificate of Insurance

3. Performance Bond

4. Background Checks, Drug Testing & Other Badge Requirements

5. Executed construction contract.

· The form construction contract associated terms and conditions, as well as any project reporting, subcontractor reporting, change order management, invoicing and payment forms to be utilized as requested by the district for the term of the contract.

6. Vendor Performance Tracking

· As part of our commitment to ensuring successful project delivery, the district will utilize Indigo Solutions' vendor rating system to track vendor performance. Performance factors may include timeliness and adherence to project schedule, quality of work, communication and responsiveness, and compliance with contract terms, change orders, and other district processes. Awarded Bidder is expected to actively participate in this evaluation process. Performance ratings may be considered in evaluating vendors for future project opportunities.

Bidders not awarded have up to three business days to submit, in writing, a formal protest of the award. The district will only consider protests from bidders. All bid protests should be sent via email to the attention of the IPS Procurement Manager via purchasing@myips.org.

image1.png