4-RFP 2025-25 Generator Maintenance Repair Services for Gregg County, Texas.pdf

1 Generator Maintenance and Services for Gregg County, TX RFP 2025-25

REQUEST FOR PROPOSALS

The enclosed REQUEST FOR PROPOSALS (RFP) and accompanying documents are for your convenience in submitting an offer for the enclosed reference services for:

RFP# 2025-25

GENERATOR MAINTENANCE AND REPAIR SERVICES

FOR GREGG COUNTY, TEXAS

CLOSING DAY AND TIME: Sealed response will be received no later than:

2:00 P.M. CST Wednesday, August 20, 2025

Gregg County Purchasing Office Attn: Kelli Davis, Purchasing Agent 101 East Methvin Street, Suite 205

Longview, Texas 75601 903-237-2685

QUESTIONS: regarding this solicitation should be directed to Kelli Davis at (903) 237-2686 kelli.davis@co.gregg.tx.us on or before time and date. Information in response to any inquiry may be published as an addendum. Addendums can be found on the Gregg County online bid portal at https://cogreggtx.bonfirehub.com/.

mailto:kelli.davis@co.gregg.tx.us https://cogreggtx.bonfirehub.com/

2 Generator Maintenance and Services for Gregg County, TX RFP 2025-25

TABLE OF CONTENTS

Cover Page Page 1

Table of Contents Page 2

Notice of Intent Page 3

Proposal Submission Instructions Page 4-5 Deadline to submit questions

Terms and Conditions Pages 6-7 Proposed Schedule

Scope of Work Pages 8-10

Proposal Submission Requirements Pages 11-12

Evaluation Criteria and Process Pages 13-15

RFP Forms Section Pages 16-20

a) Form A - Proposal Fee Form

b) Form B - Vendor References

c) Form C - Compliance with Federal and State Laws

d) Form D - RFP Signature Form

e) Form E - Conflict of Interest Information

Advertisement Page 21

Exhibit A: Standard Terms and Conditions

Exhibit B: Vendor Registration Procedures

Exhibit C: Sample inspection form

This Table of Contents is intended as an aid to Respondents and not as a comprehensive listing of the RFP package. Respondents are responsible for reading this entire document and complying with all specifications.

3 Generator Maintenance and Services for Gregg County, TX RFP 2025-25

GREGG COUNTY, TEXAS

REQUEST FOR PROPOSALS

NOTICE OF INTENT

Issue Date: August 01, 2025 8:30am CST

Title: RFP# 2025-25 Generator Maintenance and Repair Services for Gregg County, Texas

Issuing and Using Agency: Gregg County Attn: Purchasing Department Kelli Davis NIGP-CPP, CPPB, Purchasing Agent 101 East Methvin, Suite 205 Longview, Texas 75601

Gregg County desires to engage a qualified and experienced Respondent to provide Generator Maintenance and Repair Services for Gregg County, Texas. This document is issued in compliance with the County Purchasing Act Texas Local Government Code Chapter 262.

SEALED PROPOSALS addressed to the Purchasing Agent of Gregg County, Texas must be received in the Purchasing Department at, 101 East Methvin, Suite 205, Longview, Texas 75601 or submitted online by uploading the required Bid/RFP on the Gregg County Bonfire Portal (see exhibit B for Bonfire Vendor registration procedures). Respondents must first be registered as a vendor of Gregg County to utilize the online Bonfire bid portal. Gregg County strongly encourages Respondents to utilize the online Bonfire portal. Vendor registration is FREE. Submittals are due no later than Wednesday, August 20, 2025 by 2:00PM CST.

It is the respondents’ sole responsibility to review this site and retrieve all related documents prior to the RFP due date.

Solicitation documents are now posted on the Gregg County Bonfire portal https://cogreggtx.bonfirehub.com/.

Respondents must first be registered to utilize the online bid system. Facsimiles will not be accepted. Paper documents may also be obtained from the office of the Purchasing Agent.

All documents relating to this RFP including but not limited to, the RFP document, questions and their responses, addenda and special notices will be posted on the Gregg County Bonfire portal https://cogreggtx.bonfirehub.com/ and available for download by Respondents and other interested parties. It is the respondents’ sole responsibility to review this site and retrieve all related documents prior to the RFP due date.

Need Help?

Gregg County uses a Bonfire eProcurement for accepting and evaluating Bids/RFP’s digitally. Please contact Bonfire at support@gobonfire.com for technical questions related to your submission. You can also visit their help forum at https://bonfirehub.zendesk.com/hc .

mailto:support@gobonfire.com https://bonfirehub.zendesk.com/hc

4 Generator Maintenance and Services for Gregg County, TX RFP 2025-25

PROPOSAL INSTRUCTIONS

Proposal Requirements: If Respondent plans to submit a paper proposal, Respondents shall send one (1) set of SEALED documents with original signatures and one (1) flash drive (jump, thumb) with their RFP packet. Gregg County strongly encourages Respondents to utilize the online Bonfire vendor portal. Respondent should upload their proposal on the Gregg County Bonfire portal at https://cogreggtx.bonfirehub.com/. Respondents must first be registered to utilize the Bonfire portal. Please refer to exhibit B for the registration process. All mailed/hand delivered responses shall be sealed and marked RFP# 2025-25 Generator Services for Gregg County, Texas and delivered to the address below by the closing date specified. A facsimile transmission is not an acceptable response to this RFP Process and will not be considered.

Gregg County Purchasing Kelli Davis, CPPB, NIGP-CPP

Purchasing Agent 101 East Methvin, St. 205 Longview, Texas 75601

Sealed RFP Required: All RFP’s must be sealed when returned to Gregg County. All proposals must be received in the office of the County Purchasing Agent or on the Gregg County Bonfire portal no later than 2:00P.M.CST, August 20, 2025 (see purchasing office address above)

Addenda – No oral representations as to the meaning of the RFP will be made to any Respondent. Any explanation desired by a Respondent must be submitted in writing. (see questions deadline) Any changes, interpretations, or corrections to this document will be made by addenda. Addendums can be found on the Gregg County Bonfire portal https://cogreggtx.bonfirehub.com/.

Public Bid Opening: RESPONSES WILL BE received and publicly acknowledged at the Gregg County Purchasing Department at 101 East Methvin, Suite 205, 2nd Floor Courthouse, Longview, Texas 75601 at 2:00PM CST August 20, 2025. Respondents, their representatives and interested persons may be present.

Late bids/proposals/: Any responses received after the date and/or hour set for in this proposal document will not be accepted. The late Respondent will be notified and will advise Gregg County Purchasing as to the disposition by either pick up, return at bidder’s expense, or destroyed with written authorization.

Mail & Delivery of RFP: If responses are sent by mail to the Purchasing Department, the Respondent shall be responsible for actual delivery of the RFP to the Purchasing Department before the advertised due date and time.

If mail is delayed either in the postal service or in the internal mail system of Gregg County beyond the date and hour set for the RFP opening, responses thus delayed will not be considered and will be disposed of as authorized.

Questions/Contact Info: Respondents are encouraged to review this entire RFP Document. All questions regarding this RFP must be in writing and sent by email to Purchasing Agent Kelli Davis at kelli.davis@co.gregg.tx.us or on the Gregg County Bonfire portal https://cogreggtx.bonfirehub.com/. Contact with other personnel of the County other than the Purchasing Agent regarding the RFP may be grounds for elimination from the selection process.

DEADLINE TO SUBMIT QUESTIONS IS: 5:00PM CST, August 17, 2025.

mailto:kelli.davis@co.gregg.tx.us

5 Generator Maintenance and Services for Gregg County, TX RFP 2025-25

Decline to submit response: If no response is to be submitted, do no return the solicitation. A letter should be sent to the Gregg County Purchasing Agent whether future solicitations for the type of supplies/services are desired. Failure of the recipient to notify Gregg County that future solicitations are desired may result in removal of the recipient from the mailing list for the type of supplies or services.

Submission Instructions for Respondents: Please follow instructions to submit Submission Statement via the Gregg County online Bonfire portal. Please note the type and number of files allowed. The maximum upload file size is 1000MB.

Please do not embed any documents within uploaded files as they will not be accessible or evaluated. Respondents may upload RFP’s at https://cogreggtx.bonfirehub.com/. See step by step process instructions in exhibit B.

Submission must be uploaded, submitted, and finalized prior to the closing time of the Bid/RFP. Gregg County strongly recommends that Respondents allow for sufficient time and at least one (1) day before closing time to begin the upload process and to finalize your submission.

Each item of requested information will only be visible after the closing time. Uploading large documents may take significant time depending on the size of the files and your internet connection speed. After submitting, Respondent will receive an email confirmation receipt with a unique confirmation number. Minimum system requirements: Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox. JavaScript must be enabled. Browser cookies must be enabled.

6 Generator Maintenance and Services for Gregg County, TX RFP 2025-25

TERMS & CONDITIONS

Late Proposals:

Gregg County reserves the right to not accept late proposals. Each Respondent is responsible for insuring that responses to this RFP have been delivered by the date, time and to the location as specified in this Request for Proposal Document. The receipt of the responses submitted will be acknowledged as received only, and does not constitute any acceptance by Gregg County as an offer. Documentation will become a part of the Commissioners Court minutes only after selection is made, if any.

Contracting Authority:

Only the Commissioners Court of Gregg County, Texas acting as a body may enter into any type of agreement or contract on behalf of Gregg County. Department heads, other elected or appointed officials, are not authorized to enter into any type of agreement or contract on behalf of Gregg County, or to agree to any type of supplemental agreements or contracts for goods or services. Contracts are subject to review by the County’s attorney prior to signature by the authorized County official.

Disadvantages Business Enterprise (DBE) Gregg County is wholly committed to developing, establishing, maintaining, and enhancing minority business involvement in the total procurement process. The County, its contractors, their suppliers and sub-contractors, vendors of goods, equipment, services, and professional services, shall not discriminate on the basis of race, color, religion, national origin, age, handicap, or sex in the award and/or performance of contracts. However, competition and quality of work remain the ultimate standards in contractor, sub-contractor, vendor service, professional service, and supplier utilization. All vendors, suppliers, professionals and contractors doing business or anticipating doing business with Gregg County shall support, encourage and implement steps toward our common goal of establishing equal opportunity for all citizens of Gregg County.

BAFO:

Gregg County reserves the right to request Best and Final Offers from Respondents including any necessary re-scoring as a result of the Best and Final Offers received.

Cost of Preparation:

Costs of preparation of a response to this request are solely those of the Respondent including but not limited to any expenses incurred for interviews, presentations or negotiations. Gregg County assumes no responsibility for any such costs incurred by the Respondent. The Respondent also agrees that Gregg County assumes no responsibility for any costs associated with any administrative or judicial proceedings resulting from the solicitation process.

Confidentiality during Evaluation Process:

All documents submitted as part of the Respondent’s offering will be deemed confidential during the evaluation process.

Rejection of Responses:

Gregg County reserves the right to accept or reject any or all proposals, with or without cause, to waive technicalities, or to accept the proposal which, in its sole judgment, best serves the interest of the County, or to award a contract to the next most qualified Respondent if a successful Respondent does not execute a contract within 15 business days after approval of the selection by the Gregg County Commissioners Court.

7 Generator Maintenance and Services for Gregg County, TX RFP 2025-25

Ethics/Gratuities:

Gregg County may, by written notice to the Awarded Respondent, cancel any contract without liability to Awarded Respondent if it is determined by Gregg County that gratuities, in the form of entertainment, gifts, or otherwise, were offered or given by the Respondent, or any agent or representative of the Respondent, to any officer or employee of Gregg County with a view toward securing a contract or securing favorable treatment with respect to the awarding or amending, or the making of any determinations with respect to the performing of such a contract. In the event this contract is canceled by Gregg County pursuant to this provision, Gregg County shall be entitled, in addition to any other rights and remedies, to recover or withhold the amount of the cost incurred by Awarded Respondent in providing such gratuities.

Compliance with RFP terms:

Respondents are cautioned that exceptions to these terms, conditions, and attachments may result in rejection.

Any awarded respondent will be expected to execute a contract separate from this document but includes this document as part of the contract.

Confidentiality:

Any material that is to be considered confidential in nature must be clearly marked as such and may be treated as confidential to the extent allowable in the Texas Public Information Act. Pricing information is not considered to be confidential. Trade secrets or confidential information MUST be placed in a separate envelope marked “CONFIDENTIAL INFORMATION” and each page must be marked “CONFIDENTIAL INFORMATION”.

Please be advised that Gregg County cannot and will not make any agreement to withhold information from the public that is contrary to the County’s responsibility under the Act.

Non-responsive / Proposal Rejections:

Proposals may be deemed non-responsive, among other reasons, for any of the following reasons:

1. Proposals containing inconsistencies.

2. Unbalanced value of terms.

3. Respondents may be disqualified and not considered, among other reasons, for any of the following specific reasons:

• Reason for believing collusion exists among the Respondents.

• Reasonable grounds for believing that any Respondent is interested in more than one submission for the work contemplated.

• The Respondent being interested in any litigation against the county.

• The Respondent in arrears on any existing contract or having defaulted on a previous contract.

• Lack of competency as revealed by a financial statement, experience.

• Respondents shall not owe delinquent property tax in Gregg County.

• Respondent past performance record with Gregg County.

PROPOSED SCHEDULE: This is just a proposed schedule, Gregg County reserves the right to change or extend the dates listed below at any time.

RFP issue date August 01, 2025 Deadline to submit questions August 17, 2025 by 5:00pm CST RFP proposal deadline August 20, 2025 by 2:00pm CST Committee evaluations August 21 – 25, 2025 Committee Recommend to CC September 09, 2025 Anticipated Start Date October 1, 2025

8 Generator Maintenance and Services for Gregg County, TX RFP 2025-25

SCOPE OF WORK

Gregg County solicits responses from qualified Respondents and companies for generator maintenance and repair services for Gregg County, Texas. All Respondents must have proper licensing at the time of submission of the response to this RFP. Gregg County reserves the right to add or remove facilities at any time to meet the Counties requirements.

Respondent shall:

In the event that generators are down, Vendor shall be required to be available and onsite immediately. Generators MUST be in working condition within two (2) hours or respondent must provide temporary generators until the generators are back to working condition.

Perform QUARTERLY PM Inspections on equipment 4 times per year at approximate three (3) month intervals.

Perform work during regular business hours 8:00 AM to 5:00 PM Monday through Friday unless it is an emergency repair.

Send customer a copy of each maintenance inspection report with all applicable areas filled out by the service technician.

Report any noted problems with Equipment and recommended courses of corrective action to the Gregg County immediately.

Perform normal maintenance on Equipment including oil and filter changes described below as standard PM items.

Perform 2 hour load bank tests.

Perform insulation tests and fuel analysis annually.

Send detailed quotes with required bonds for equipment replacement as necessary.

Additionally, the contractor shall provide notice at each location upon arrival and prior to commencing any work on site.

Contractor shall within 24 hours provide a written summary of any deficiencies or recommendations noted during inspections or service calls, and provide a detailed quote with a proposed timeframe for corrective action.

All visits shall include the standard 100+ point inspections and equipment test and the following:

Removal and replacement of engine oil, oil filters, fuel filters, and coolant filters.

Oil change includes an oil analysis performed by an outside laboratory.

Respondent must get permission from Gregg County in writing to perform any repairs deemed necessary for proper operation of the standby power system at time of inspection. Cost for additional repairs will be reimbursed for parts and materials at cost only.

Respondent must get permission in writing to perform a Diesel Fuel Top off Service. Cost for fuel service will be invoiced separately at Respondents prevailing labor and fuel rates. Gregg County will reimburse for Fuel and Diesel at cost only.

Contractor shall inspect cooling systems, hoses, connections, and the overflow tank for proper operation and fluid levels.

Contractor to provide all locations with a checklist of items to be completed during each PM visit On the Cooling Systems contractor shall Check radiator cap and gasket for signs of deterioration, cracking, or improper sealing.

On the Fuel Systems – Liquid (Diesel/Gasoline); contractor shall check and drain water from the fuel tank and water separator, if applicable.

On the Starter Systems; contractor shall apply corrosion protection to battery terminals and perform battery load tests.

9 Generator Maintenance and Services for Gregg County, TX RFP 2025-25

On the Engine Monitors, Control Panels and Safety Controls; Contractor shall replace indicator bulbs as necessary.

On the Automatic Transfer Switch (ATS) Contractor shall inspect and perform functional testing of the ATS as part of both quarterly and annual PMs or either.

Locations and generators to be maintained:

Gregg County Courthouse 101 East Methvin Steet, Suite 559 Longview, Texas 75601 Phone- 903-237-2581 Make- ONAN Model- VT-1710-GS KW- 450

SN- 57335

Juvenile 310 Turk Street Longview, Texas 75601 Phone- 903-234-3135 Make- CAT Model- C4.4 KW- 50

SN- E3L01496

East Texas Regional Airport 269 Terminal Circle Longview, Texas 75601 Phone- 903-643-3031 Make- GC Model- 12994240200 KW- 80 (Firehouse) SN-2110384 Make- GC Model- 1482990100 KW- 200 (Airfield) SN- 2052103 Make- GC Model- 12995630200 KW- 350 (Terminal) SN- 2110574

Service Center 405 E. Marshall Ave.

Longview, Texas 75601 Phone- 903-237-2581 Make- OLY Model- D125P1 KW- 125

SN- ONAT01527

North Jail Facility 103 W. Whaley Longview, Texas 75601 Phone- 903-237-2508 Make- CAT Model- 3306 KW- 250

SN- 2AJ00891

Marvin A. Smith Facility 197 Floyd Wingo Dr.

Kilgore, Texas 75662 Phone- 903-237-2508 Make- Spectrum Det/Diesel Model- 60GS60 KW- 60 SN- 604085 Make- DET Model- ES206 KW- 115 SN- 81-K-70

Commissioner Precinct 3 Gregg County, Texas

6174 FM 2206

Longview, Texas 75604 Model: C20N6HC-A061C602

SN: F200773834

10 Generator Maintenance and Services for Gregg County, TX RFP 2025-25

Gregg County Parking Facility 100 East Methvin Street Longview, Texas 75601 Caterpillar Model DG125 Serial number CATDG125J2K900207

11 Generator Maintenance and Services for Gregg County, TX RFP 2025-25

PROPOSAL SUBMISSION REQUIREMENTS

Proposal Format:

All proposals must follow the same format. No exceptions to this format will be accepted. To be accepted for evaluation, the proposal format must address all the required components in order.

The aim of the required format is to simplify the proposal preparation and evaluation process and ensure that all proposals receive the same orderly review.

All proposals must include the following components:

Section Topic 1 Cover Letter & RFP Instruction Compliance 2 Business Profile & Experience 3 References 4 Safety Record / Practices 5 Proposed Cost 6 Services

Proposal Components:

1. RFP Instruction Compliance: Provide a one or two page cover letter. Include the original signed cover letter with the original proposal and a copy of the cover letter with each copy of the proposal.

The Cover Letter should include the following

• A brief statement of the Respondent’s understanding of the project

• The name, title, phone number, fax number, email address, and street address of the person in the Respondent’s’ organization who will respond to questions about the proposal All forms must be completed including:

• Proposal Fee Form

• Vendor References

• Compliance with Federal and State Laws

• RFP Signature Form

• HB1295 Form

• For RFP required forms see pages 14-18.

2. Business Profile, Experience, and Location: Provide the following information about your Respondent:

• The Respondent’s name, email address, business address, phone number and fax number of company

• Number of years in business

• The location of the offices that would provide the maintenance services

• Submit names and experience of all technicians that will work on Gregg County’s generators

• Submit a list of manufacturers of generators that your team is capable to work on in house (i.e.

Cummins, Generac etc)

3. References: List three (3) references of current and past customers. See “Vendor References Form”

4. Safety Record / Practices: Describe your company’s approach to the prevention of accidents and injuries. Describe how your company engages its employees in project safety and how the safety expectations of the company are subsequently met.

12 Generator Maintenance and Services for Gregg County, TX RFP 2025-25

5. Proposed Cost: Include all fees on the proposal form in the forms section of this document that may be associated with the contract for generator maintenance and repair services for Gregg County.

6. Services: Gregg County has the responsibility to maintain running Generators at its facilities at all times. THE AWARDED VENDOR MUST BE ABLE TO BE ONSITE WITHIN TWO HOURS

OF A SERVICE CALL FOR ANY REPAIR REQUESTS AT ANY OF GREGG COUNTY’S

FACILTIES. SUBMIT A STATEMENT THAT YOUR COMPANY CAN MEET THIS TIME

FRAME. Include a List of any other Generator Services your company provides.

Gregg County Juvenile has legal responsibilities for Alternate Power Source that can be reviewed in Texas Administrative Code 343.224. The awarded vendor shall review those responsibilities and be able to ensure Gregg County complies with the Codes at all times.

The Gregg County Jails have legal responsibilities for Alternate Power Source that can be reviewed in Texas Administrative Code 263.50. The awarded vendor shall review those responsibilities and be able to ensure Gregg County complies with the Codes at all times.

The East Texas Regional Airport has legal responsibilities for Alternate Power Source that can be reviewed in the Federal Aviation Administration (FAA) Air Traffic Electrical Power Policy JO 6030.20G. The awarded vendor shall review those responsibilities and be able to ensure Gregg County complies with the Codes at all times.

13 Generator Maintenance and Services for Gregg County, TX RFP 2025-25

EVALUATION CRITERIA AND PROCESS

After public opening of submissions, an evaluation committee will score and rank the returns based on the criteria listed below. After a short list has been determined, the committee may request information, clarifications, presentations or interview some or all of the top ranked Respondents. The evaluation committee will determine the best value offer based on the submitted proposals and will begin contract negotiations after court approval.

Gregg County reserves the right at its sole discretion to determine if pursuing any contract negotiations is in the best interest of the County as a result of this RFP.

Presentations During the evaluation process, Gregg County may at its discretion, request Respondents to make oral presentations. All costs incurred by Respondent for the presentations will be the sole responsibility of the Respondent. After any such presentation, proposals may be evaluated again. Gregg County reserves the right at its sole discretion to determine if presentations are in the best interest of the county and is under no obligation to request presentations from all Respondents.

Request for Information Gregg County also reserves the right to request additional information or clarifications from Respondent or to allow corrections of errors or omissions as deemed in the best interest of the County. After any retrieval of information or clarifications presentations proposals may be evaluated again. Gregg County reserves the right at its sole discretion to request information, clarifications, presentations and or interviews from respondents. Gregg County is under no obligation and reserves the right to request information/clarifications/presentations and interview from one, some or all Respondents.

Respondents shall have NO contact regarding this RFP with any known member of the Evaluation Committee, member(s) of the Gregg County Commissioners Court of their staff, or any other Gregg County elected officials or their staff, prior to award. Any contact regarding this RFP, may result in the Respondents’ disqualification and removal from consideration by the Gregg County Commissioners Court. Contact may only be initiated by the Gregg County Purchasing Department for purposes of evaluation and clarification.

Approach The Gregg County Purchasing Department will guide the evaluation of the responses received. An Evaluation Committee will be established to evaluate and score the submitted Proposals. The Evaluation Committee may consist of representatives from various County Departments. The County reserves the right at its sole determination to include additional Department(s), Employee(s), or Contractors(s) in the evaluation of proposals as the County deems necessary.

Vendor Demonstration and Presentations Respondents with the highest initial scores may be invited to make a Presentation(s) to the Evaluation Committee.

Invited respondents will receive additional direction with the invitations.

If selected, Respondents must be able to demo their solution, products and/or services. Respondents must be prepared to give virtual presentations/demos as an alternative to in-person presentations/demos, if requested by Gregg County.

Evaluation Scores of the Demonstration and Presentations will be based on the same criteria used for the initial ranking. The Demonstration/Presentation score for these Respondents will override the initial score.

Gregg County reserves the right at its sole discretion to determine if product Demonstration and/or oral Presentation(s) are in the best interest of Gregg County. Gregg County is under no obligation to request product Demonstrations or Presentations.

14 Generator Maintenance and Services for Gregg County, TX RFP 2025-25

Contract Negotiations The Gregg County Purchasing Department may conduct contract negotiations along with representatives from Gregg County Departments.

The County reserves the right at its sole discretion to determine if pursuing contract negotiations is in the best interest of the County. The County is under no obligation to pursue a Contract.

Best and Final Offer The Respondents with the highest scores may be invited to prepare a Best and Final Offer for consideration by the Evaluation Committee.

Gregg County reserves the right at its sole discretion to determine if pursuing BAFO(s) is in the best interest of the County. The County is under no obligation to pursue BAFO(s).

In the event, the County elects not to pursue BAFO(s), Contract Negotiation will be conducted based on the final rankings previously described. Gregg County reserves the right to request Best and Final Offers from Respondents including any necessary re-scoring as a result of the Best and Final Offers received.

Gregg County reserves the right at its sole discretion to determine the process for this proposal evaluation and may elect to accelerate the evaluation process by combining or eliminating any or all of the evaluation phases.

Gregg County reserves the right without prejudice to reject any or all proposals to this RFP.

15 Generator Maintenance and Services for Gregg County, TX RFP 2025-25

EVALUATION CRITERIA

Cover Letter/RFP Instruction Compliance

• Instructions followed

• Cover letter

• Forms completed, including:

Proposal fee form, Vendor References, Compliance with Federal and State Laws, RFP Signature Form, Conflict of Interest, HB1295

15 points

Business Profile & Experience

• The Respondent’s name, email address, business address, phone number and fax number

• Number of years in business

• The location of the offices that would provide the services

• Technicians Experience

• Ability to work on all types of generators in house

25 points

Safety

• Company’s approach, expectations, and how the safety goals are met

10 points

Proposed Cost 30 points Services

• Statement of ability to make all service calls within two hour time frame

20 points

16 Generator Maintenance and Services for Gregg County, TX RFP 2025-25

Required Forms

17 Generator Maintenance and Services for Gregg County, TX RFP 2025-25

Form B

VENDOR REFERENCES

Please list three (3) references of current customers who can verify the quality of service your company provides.

The County prefers customers of similar size and scope of work to this Bid. THIS FORM MUST BE

RETURNED WITH YOUR RFP.

REFERENCE ONE:

COMPANY NAME:

ADDRESS/CITY/STATE/ZIP:

CONTACT NAME/TITLE:

BUSINESS PHONE/FAX:

SCOPE OF WORK:

REFERENCE TWO:

ADDRESS/CITY/STATE/ZIP:

CONTACT NAME/TITLE:

REFERENCE THREE:

ADDRESS/CITY/STATE/ZIP:

CONTACT NAME/TITLE:

18 Generator Maintenance and Services for Gregg County, TX RFP 2025-25

Form C

COMPLIANCE WITH FEDERAL AND STATE LAWS

Certification of Eligibility By submitting a RFP in response to this solicitation, the Respondent certifies that at the time of submission, they are not on the Federal Government’s list of suspended, ineligible, or debarred entities. In the event of placement on list between the time of RFP submission and time of award, the Respondent will notify Gregg County Purchasing Agent. Failure to do so may result in terminating this contract for default.

Verification No Boycott Israel As required by Chapter 2270, Government Code, the selected firm must verify that it does not boycott Israel and will not boycott Israel through the term of this Agreement. For purposes of this verification, “boycott Israel” means refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not include an action made for ordinary business purposes.

Foreign Terrorist Organizations Pursuant to Chapter 2252, Texas Government Code, the selected Firm must represent and certify that, at the time of execution of an Agreement neither the Firm, nor any wholly owned subsidiary, majority-owned subsidiary, parent company or affiliate of the same (i) engages in business with Iran, Sudan, or any foreign terrorist organization as described in Chapters 806 or 807 of the Texas Government Code, or Subchapter F of Chapter 2252 of the Texas Government Code, or (ii) is a company listed by the Texas Comptroller of Public Accounts under Sections 806.051, 807.051, or 2252.153 of the Texas Government Code.

The term "foreign terrorist organization" in this paragraph has the meaning assigned to such term in Section 2252.151 of the Texas Government Code.

Disclosure of Interested Parties The law states that a governmental entity may not enter into certain contracts with a non-exempt business entity unless the business submits a disclosure of interested parties to the governmental entity. By submitting a RFP in response to this solicitation, the Respondent agrees to comply with HB 1295, Government Code 2252.908. Respondent agrees to provide Gregg County Purchasing Agent, and/or requesting department, the “Certificate of Interested Parties,” Form 1295 as required, within ten (10) business days from notification of pending award, renewal, amended or extended contract.

Energy Company Boycotts Pursuant to Section 2276.002 of the Texas Government Code, should the contract have a value of $100,000 or more and the company employs 10 or more full-time employees, Respondent represents and warrants that: (1) it does not, and will not for the duration of the contract, boycott energy companies, and (2) will not boycott energy companies during the term of the contract. If circumstances relevant to this provision change during the course of the contract, Respondent shall promptly notify Agency.

Firearm Entities and Trade Associations Discrimination Pursuant to section 2274.002 of the Texas Government Code, should the contract have a value of $100,000 or more and the company employs 10 or more full-time employees, Respondent verifies that: (1) it does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association and (2) will not discriminate during the term of the contract against a firearm entity or firearm trade association. If circumstances relevant to this provision change during the course of the contract, Respondent shall promptly notify Agency.

Signature:____________________________________ Date:___________________________

Name and Title (please print):______________________________________________________

Business Name:__________________________________ Contract/Bid No:_______________

19 Generator Maintenance and Services for Gregg County, TX RFP 2025-25

Form D

RFP SIGNATURE FORM (non-collusion)

The undersigned, on behalf of and as the authorized representative of Respondent, agrees this Proposal becomes the property of Gregg County after the official opening.

The undersigned Respondent has familiarized itself with the local conditions under which the work is to be performed;

satisfied itself of the conditions of delivery, handling and storage of equipment and all other matters that may be incidental to the work, before submitting a proposal.

The undersigned agrees, on behalf of Respondent, that if this Proposal is accepted, to furnish all materials and services upon which price(s) are offered, at the price(s) and upon the terms and conditions contained in the Scope of Work. The period for acceptance of this Proposal will be (60) calendar days.

The undersigned Respondents that they are duly authorized to execute a contract with Gregg County and that this Proposal has not been prepared in collusion with any other Respondent, nor any employee of Gregg County, and that the contents of this Proposal have not been communicated to any other Respondent or to any employee of Gregg County prior to the official opening of this RFP.

Respondent hereby assigns to Gregg County all claims for overcharges associated with this contract which arise under the antitrust laws of the United States, 15 USCA Section 1 et seq., and which arise under the antitrust laws of the State of Texas, Tex. Bus. & Com. Code, Section 15.01, et seq.

The undersigned Respondents that they have read and do understand the scope of work and any attachments contained in this solicitation. Failure to sign and return this form could result in the rejection of the entire submission.

Signature:_______________________________________ Date:______________________________

LEGAL NAME AND ADDRESS OF RESPONDENT:

Name _______________________________________Title_____________________________

Tel. No._________________________________ Email:._______________________________

Address:_____________________________________________________________________

COMPANY IS:

Business included in a Corporate Income Tax Return? _____YES _____NO

Corporation organized & existing under the laws of the State of ____________________

Partnership consisting of __________________________________________________

Individual trading as ________________________________________________________Principal offices are in the city of ______________________________________________

20 Generator Maintenance and Services for Gregg County, TX RFP 2025-25

Form E

To: Vendors of Gregg County, Texas

From: Kelli L. Davis, CPPB, CPP, Purchasing Agent

Re: Certificate of Interested Parties Form

Dear Vendor;

Original completed Certificate of Interested Party Forms (FORM 1295) should be filed using the link below:

https://www.ethics.state.tx.us/filinginfo/1295/

Applicable Law 2015, the Texas Legislature adopted House Bill 1295, which added section 2252.908 of the Government Code.

The law states that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. The law applies only to a contract of a governmental entity or state agency that either (1) requires an action or vote by the governing body of the entity or agency before the contract may be signed or (2) has a value of at least $1 million, or (3) is for services that would require a person to register as a lobbyist under Chapter 305 of the Government Code. The disclosure requirement applies to a contract entered into on or after January 1, 2016.

Starting on January 1, 2016, the commission made available on its website a new filing application that must be used to file Form 1295. A business entity must use the application to enter the required information on Form 1295 and print a copy of the completed form, which will include a certification of filing that will contain a unique certification number. An authorized agent of the business entity must sign the printed copy of the form. The completed Form 1295 with the certification of filing must be filed with the governmental body or state agency with which the business entity is entering into the contract.

https://www.ethics.state.tx.us/filinginfo/1295/ https://www.legis.state.tx.us/tlodocs/84R/billtext/html/HB01295F.htm https://www.ethics.state.tx.us/statutes/Gov-Code-2252.908.php

21 Generator Maintenance and Services for Gregg County, TX RFP 2025-25

Gregg County Purchasing Department Kelli L. Davis, CPPB Purchasing Agent

101 E. Methvin St., Suite 205, Longview, Texas 75601 Phone (903) 237-2684 Fax (903) 237-2682 purchasing@co.gregg.tx.us

July 18, 2025

To: Longview News-Journal

From: Kelli L. Davis, CPPB, NIGP-CPP

Subject: Advertisement RFP# 2025-25 Generator Maintenance and Repair Services

Please run the following ad on Friday, August 01 and Friday, August 07, 2025 in the Longview-News Journal.

PUBLIC NOTICE

Sealed proposals will be received by Gregg County Purchasing Agent, Kelli Davis at the Purchasing Department, at 101 E. Methvin St., Suite 205, Longview, TX 75601 or on the Gregg County Bonfire Portal @ https://cogreggtx.bonfirehub.com/, on Wednesday, August 20, 2025 by 2:00 PM (CST) for RFP 2025-25, Generator Maintenance and Repair Services for Gregg County.

Late Bids will not be accepted. The RFP Packet will be available on Friday, August 01, 2025 at 8:30 am (CST) by visiting the Gregg County Bonfire portal https://cogreggtx.bonfirehub.com/. Respondents must first be registered with Gregg County through the Bonfire Portal at https://cogreggtx.bonfirehub.com/ .

Registration is free. Payment will be made after items have been received in accordance with award, if any.

Respondents must bid unit costs, but may offer lump sum discounts. Gregg County reserves the right to accept or reject in whole or in part any bid received and to waive any irregularities or formalities in the best interest of Gregg County.

mailto:purchasing@co.gregg.tx.us