4400 City of Vidalia Generators IFB _ Mobile .pdf

INVITATION FOR BIDS

DR 4400-0066 HMGP City of Vidalia Generators

The City of Vidalia (CITY) is seeking sealed bids for two (2) 200 kW, 3-phase, trailer-mounted mobile generators. Annual generator maintenance services are also requested as an optional and separate line item. This project will be partially funded through FEMA’s 404 Hazard Mitigation Grant Program with the purpose of providing backup power to venues throughout the City of Vidalia.

BID SUBMISSION INFORMATION

● Bid and all required forms shall be submitted through the DFS Procurement Portal no later than December 1, 2025 at 12:00 p.m. CST through the online DFS Procurement Portal (hereinafter, “Portal” or “DFS Portal”) at dfs.bonfirehub.com .

● Bids received after the due date and time will be considered non-responsive and will not be considered.

● Questions regarding the scope or IFB should be submitted in the Portal by November 21, 2025 at 5:00 p.m. CST. For questions regarding vendor registration or navigation in the portal, please email: procurement@erassist.com.

● Sealed bid opening will occur on December 1, 2025 at 2:00 p.m. CST at City Hall located at John Raymond Turner Municipal Building located at 302 E 1st Street.

● Bids will be awarded at the subsequent December 8, 2025 City Council Meeting after bids are evaluated to ensure compliance with bidder requirements.

● Submission of any bid signifies the Contractor’s agreement that their bid and the content therein, are valid for ninety (90) calendar days following the submission deadline and will become part of the contract that is negotiated between City of Vidalia and the successful bidder.

All prices submitted with the bid shall remain in effect for the ninety (90) day period.

● The city reserves the right to accept or reject any or all bid or any bid that is non-responsive or not responsible. The right is also reserved to waive any minor irregularities in this bid, and to award the bid to the bidder whose offer is most advantageous to the city and in the best interests of the city.

● Bidders must include a signed, notarized affidavit from the contractor pursuant to O.C.G.A. § 13-10-91(b)(l), or the bid may not be considered. The affidavit is provided in dfs.bonfirehub.com

● The City of Vidalia is an Equal Opportunity Employer. All companies, including women, minority, and veteran owned businesses are encouraged to submit a bid.

● Costs of preparation of a response to this invitation for bid are solely those of the bidders. The District assumes no responsibility for any such costs incurred by the bidder. The bidder also

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CITY OF VIDALIA

INVITATION FOR BID

4400 CITY OF VIDALIA GENERATORS

agrees that the City bears no responsibility for any costs associated with any administrative or judicial proceedings resulting from the solicitation process.

● Up to three units may be offered per vendor within the Portal as additional submissions. After you complete the submission for one unit, you will have the option to prepare an additional submission on the submission confirmation page. Additional submissions are welcome but not required.

● Requested information through the DFS Portal (‘Requested Information’ section) is as follows, items marked with an asterisk (*) are required for submission, additional information can be uploaded in the ‘Alternate/Additional’ Submission section.

Specification sheets for proposed mobile generator*

Description of the generator, including any warranties & terms offered.*

Availability & Estimated Lead Time*

Provide justification for any specifications the proposed items do not meet or exceed.

Three References.*

Confirmation of the following forms provided as Attachments to this IFB. Bidders must review each form and enter their response as directed in the Required Information section of the Portal. The required confirmation or declaration statements are provided in a gray box at the bottom of each attached form. All responses must be true and accurate and shall be considered the equivalent of a legally-binding electronic signature.

● Attachment 1: NON-COLLUSION DECLARATION

● Attachment 2: CERTIFICATION REGARDING LOBBYING

● Attachment 3: FORM 200.321 AFFIRMATIVE STEPS

● Attachment 4: CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY and VOLUNTARY EXCLUSION

● Attachment 5: CONFLICT/NON-CONFLICT OF INTEREST STATEMENT

● Attachment 6: O.C.G.A. § 13-10-91(b)(l) Contractor Affidavit

GENERAL TERMS & INFORMATION

● The City reserves the right to accept or reject any or all bids. The right is also reserved to waive any minor irregularities in this bid, and to award the bid to the bidder whose offer is most advantageous and in the best interests of the City.

● The City of Vidalia is an Equal Opportunity Employer. All companies, including women, minority, and veteran owned businesses are encouraged to submit a bid.

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● The requested generator specifications are provided in Appendix A of this IFB. Proposed units should meet or exceed the requested specifications. Exceptions must be explained and justified as acceptable and appropriate for the purpose of this project.

● Bid price shall be all inclusive for the scope of work provided in this IFB.

● The Contractor’s products shall be guaranteed to be free from defects in material and/or workmanship and to perform as advertised when properly used and maintained in accordance with written instructions. Goods and Services furnished, whether manufactured or fabricated by Vendor or a third party, shall (a) be new; (b) be first quality; (c) strictly conform to the specifications and samples; and (d) be free from defects in materials and workmanship. Vendor shall be required to promptly replace Goods and Services, after receiving notification from the City of Vidalia of defects or nonconformance.

● The unit proposed must meet current Environmental Protection Agency (“EPA”) requirements for Federal Emission Regulation and comply with all applicable codes (local, state, federal), industry standards, laws, and regulations, including all applicable National Electrical Codes (“NEC”) and National Fire Protection Association (“NFPA”) codes.

● Contractor shall be responsible for all expenses incurred while performing services for this project. This includes automobile, truck, and other travel expenses; vehicle maintenance and repair costs; vehicle and other license fees and permits; insurance premiums; road, fuel, and other taxes; fines; radio, pager, or cell phone expenses; meals; and all salary, expenses, and other compensation paid to employees or contract personnel the Contractor hires to complete the work under this Agreement.

● Invoice(s) shall be itemized in order to comply with FEMA and GEMA/HS grant reporting and reimbursement guidelines. The City of Vidalia reserves the right to request additional information or documentation from the contractor in order to comply with grant guidelines or formal requests from FEMA or GEMA/HS.

The work required for this project includes providing all components, materials, equipment, and labor needed to supply and deliver two (2) new mobile generators to the City of Vidalia located at 111 Brinson Rd, Vidalia, GA 30474 (32.223500, -82.420972) and Oren Sharpe Rd, Vidalia, GA 30474 (32.179028, -82.376170) and provide start-up, testing, and training services. This project will be partially funded by FEMA’s Hazard Mitigation Grant Program.

The Bidder agrees to perform the following services:

● Supply and deliver two (2) 200 kW mobile generators that meet or exceed the specifications set forth in Appendix A of this IFB.

● Provide initial start-up and field acceptance testing to meet NFPA 110 requirements with a City representative present.

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SCOPE OF WORK

○ The contractor will provide the report to the City after the conclusion of acceptance testing and start-up.

○ Any special equipment or coordination with outside entities required for testing and start-up is the responsibility of the contractor.

● Provide training and instruct selected City personnel on all operations and safety features.

● Provide the City of Vidalia with the following documentation:

○ Two (2) copies of all manuals and instructions

○ Maintenance & Testing Schedule & Procedures

○ The running and starting load (kW) specifications of the generator

○ Manufacturer warranty documentation

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APPENDIX A: SPECIFICATIONS CHECKLIST

Proposed units should meet or exceed the requested specifications. Exceptions must be explained and justified as acceptable and appropriate for the purpose of this project.

Mobile Generator Specifications (2 Generators)

200 kW

480/277 Volts, 240/120 Volts, and 208/120 Volts

Three-Phase

Diesel-Powered

Sound Attenuated, Weather Enclosure, Vibration Isolation Mount

Double-walled Fuel Tank

24-hour run time at 75% prime

Auto start control with overspeed/over crank shutdowns

Control panel with remote communication

Battery: cables, rack, charger, disconnect switch

50’ heavy duty cords and attachment plugs for 240 and 480 volts to feed stations

400 amp Mainline Circuit Breaker Mounted UL Listed

4-Position Voltage Selector Switch on 1 output

Rear mount Connection Panel with Cam loc, 120 volt receptacles

Automatic Voltage Regulator (Marathon PMG/DVR 2500 or equivalent)

Two (2) axle DOT-approved trailer with lights and electric brakes

Leveling Jacks, 2 5/16" Hitch with Safety Chains

5-year Manufacturer Warranty

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ATTACHMENT 1: NON-COLLUSION DECLARATION

The bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The bid is genuine and not collusive or sham. The bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid. The bidder has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or that anyone shall refrain from bidding. The bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder.

All statements contained in the bid are true. The bidder has not, directly or indirectly, submitted his or her bid price of any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose.

Any person executing this declaration on behalf of a bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the bidder.

I declare under penalty of perjury under the applicable laws that the foregoing is true and correct.

DFS Portal Confirmation / Declaration:

Do you confirm that you have read the Non-Collusion declaration and therefore declare under penalty of perjury under the applicable laws that the Non-Collusion Declaration is true and correct? (Y/N)

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ATTACHMENT 2: CERTIFICATION REGARDING LOBBYING

The undersigned certifies that, to the best of his or her knowledge and belief, that:

1. No Federally appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.

2. If any funds other than Federally appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying,” in accordance with its instruction.

3. The undersigned shall require that the language of this certification be included in the award document for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31 U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

The Contractor certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, the Contractor understands and agrees the provisions of 31 U.S.C.

Chap 38, Administrative Remedies for False Claims and Statements, apply to this certification and disclosure, if any.

Do you, the Contractor, confirm that you have read the Certification Regarding Lobbying form and certify or affirm the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, the Contractor understands and agrees that the provisions of 31 U.S.C. Chap. 38, Administrative Remedies for False Claims and Statements, apply to this certification and disclosure, if any. (True/False)

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ATTACHMENT 3: FORM 200.321 AFFIRMATIVE STEPS

CONTRACTING WITH SMALL AND MINORITY BUSINESSES, WOMEN’S BUSINESS ENTERPRISES, AND

LABOR SURPLUS AREA FIRMS 2 CFR §200.321

Caldwell County Water District is required to take all necessary affirmative steps to assure that minority businesses, women's business enterprises, and labor surplus area firms are used when possible. If contractors (including engineers) use subcontractors, they are required to take the following affirmative steps:

● Place qualified enterprises on solicitation lists

● Assure that enterprises are solicited whenever they are potential sources

● Divide total requirements when economically feasible into smaller tasks or quantities to permit maximum participation by enterprises

● Establish delivery schedules, where the requirement permits, which encourage participation by enterprises

● Use the services and assistance, as appropriate, of such organizations as the Small

Business Administration and the Minority Business Development Agency of the

Department of Commerce

Do you confirm that you have read the 200.321 Affirmative Steps Confirmation and agree to take the listed affirmative steps when using subcontractors. (Y/N)

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ATTACHMENT 4: CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY

and VOLUNTARY EXCLUSION

Neither the entity or its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency.

Do you confirm that neither the entity nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency? (Y/N)

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ATTACHMENT 5: CONFLICT/NON-CONFLICT OF INTEREST STATEMENT

To the best of our knowledge the bidder has no potential conflict of interest due to any other clients, contracts, or property interest for this project. [ SELECT YES IF TRUE ]

OR

The bidder, by attachment, submits information which may be a potential conflict of interest due to other clients, contracts, or property interest for this project. [ SELECT NO IF TRUE &

UPLOAD DOCUMENTATION ]

Failure to answer appropriately may result in disqualification of your bid.

Do you confirm that to the best of your knowledge the undersigned proposer has no potential conflict of interest due to any other clients, contracts, or property interest for this project?

(Y/N)

If answered no, documentation must be uploaded containing information regarding what may be a potential conflict of interest due to other clients, contracts, or property interest for this project.

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