7-Procurement Installation of (1) Submersible VFD Pump Station) (RFP 2026-0020).pdf

Request for Proposal (RFP) For the Procurement & Installation of

(1) Submersible Variable Frequency Device (VFD) Pump Station

(RFP 2026-0020)

PROPOSAL SUBMITTAL DEADLINE

5:00 P.M. (EST)

Wednesday, June 17, 2026

LOCATION:

SAVANNAH AIRPORT COMMISSION

400 AIRWAYS AVENUE

SAVANNAH, GA 31408

REQUEST FOR PROPOSAL

Procurement & Installation of

(1) Submersible Variable Frequency Device (VFD) Pump Station

(RFP) 2026-0020

PURPOSE OF PROPOSAL

The Savannah Airport Commission (SAC) is soliciting proposals from qualified contractors to provide the procurement and installation of (1) Submersible Variable Frequency Device (VFD) Pump Station. The selected firm shall furnish all labor, materials, equipment, supervision, and installation services necessary to complete the work.

The scope of work includes, but is not limited to, the installation of the pump station and associated equipment, procurement of all specified materials, and completion of all installation, testing, and commissioning activities in accordance with applicable codes, standards, and industry best practices. The selected provider will be responsible for delivering a reliable and fully functional system and for supplying all equipment, labor, management, materials, and infrastructure required to successfully complete the project.

Participation in this RFP process is at the sole expense of the proposer. Any costs incurred in the preparation or submission of a proposal shall not be reimbursed by the Savannah Airport Commission. Proposals for these services will be received by the Savannah Airport Commission until 5:00 P.M. (EST), June 5, 2026, at which time they will be opened by the Commission’s Purchasing Manager, whose contact information is below. All responses to this proposal must be submitted through https://savannahairport.bonfirehub.com/, and will not be accepted via email or mail.

Christy Dixon, NIGP-CPP Purchasing Manager cdixon@flySAV.com

TABLE OF CONTENTS

Airport Overview pg. 3 RFP Timeline pg. 4 Contract Terms pg. 5 Requirements of Project pp. 5-8 Submittal Instructions pp. 9-10 Required Forms pg. 10-11 Evaluation Criteria & Award pp. 12-14 https://savannahairport.bonfirehub.com/ mailto:cdixon@flySAV.com

Request for Proposals Fuel Farm Electrical Feed to Emergency Generator (RFP 2026-0020)

For Savannah Airport Commission

Airport Overview

The Savannah/Hilton Head International Airport (the “Airport”) is operated by Savannah Airport Commission, a public body corporate organized under the laws of the State of Georgia (Georgia Code L-1952, Section 13) (“Commission”), and an operating agency of the City of Savannah. Commission consists of five members, appointed by the Mayor and Aldermen of the City of Savannah, for a term of five years.

The Commission is responsible for the improvements, maintenance, and operation of the Airport, and it is authorized to enter into contracts for the rental of buildings, land, office space and other property; to adopt rules and regulations for the operation of the Airport; and to have control, custody and direction of all lands, properties and improvements affixed thereto by the actions of the General Assembly, and to have general direction of the same. The Commission meets monthly, usually at 9:00 a.m.

on the first Wednesday of each month, in the Commission Conference Room, located on the third floor of the terminal building at 400 Airways Avenue, Savannah, Chatham County, Georgia. The Commission acts by and through its Executive Director and staff on all matters pertaining to the management and operations of the Airport.

The Airport is a 3,681-acre site located approximately eight miles northwest of the business district of Savannah, only 45 minutes from Hilton Head Island, South Carolina, and less than two hours from the Golden Isles at Brunswick or Charleston, South Carolina. The following major airlines serve the airport: Allegiant Air, American Airlines, Avelo Airlines, Breeze Airways, Delta Air Lines, Frontier Airlines, JetBlue Airways, Southwest Airlines, Sun Country Airlines, and United Airlines. Collectively these airlines, along with affiliated regional air carriers, transported approximately 4.1 million passengers in 2024.

RFP Timeline Summary:

The Commission reserves the right to modify this timeline at any time.

RFP Timeline:

Issue Date: May 5, 2026

Preproposal Meeting May 21, 2026 @ 10:00am

Written Questions/Comments Due Date: May 28, 2026

Last Addendum Released: June 5, 2026

RFP Response Due Date: June 17, 2026

Notification of Award Notifications to Bidders: NLT August 5, 2026

Questions:

All questions must be submitted through Bonfire and will not be accepted via email or mail. All questions must be submitted no later than May 28, 2026, by COB (5:00pm EST). All responses to questions will be provided through https://savannahairport.bonfirehub.com/ in an addendum by the date noted on this document. Please contact Christy Dixon via email at CDixon@flySAV.com for questions.

Deadline for Submitting Proposals:

June 17, 2026, by COB (5:00pm EST)

Preproposal Meeting:

A Preproposal Meeting will be held on May 21, 2026 @ 10:00 a.m. Attendance of the preproposal meeting is not mandatory for bid submission. The preproposal meeting will be held at 640 Gulfstream Road, Savannah, GA. 31408. Please RSVP via email @ mfreeman@flysav.com if you plan to be physically present for the meeting.

If you are not able to attend the Preproposal Meeting in person, there is an option to attend the meeting via Microsoft Teams. Please contact Melanie Freeman @ mfreeman@flysav.com for the Teams Meeting Information.

Submittal Information:

All responses to this proposal must be submitted through https://savannahairport.bonfirehub.com/, and will not be accepted via email or mail.

Note: Please be sure to Acknowledge all associated addendums before submission of proposal response. The date for the final addendum is noted below.

https://savannahairport.bonfirehub.com/ mailto:CDixon@flySAV.com mailto:mfreeman@flysav.com mailto:mfreeman@flysav.com

Cone of Silence

Upon issuance of this solicitation and continuing until a final contract award is made or the solicitation is withdrawn, rescinded, or cancelled, all communications regarding this solicitation by any Respondent, proposer, bidder, or any of their officers, employees, agents, lobbyists, or representatives are strictly prohibited, whether direct or indirect, with any member of the governing authority, evaluation committee, or staff of the issuing agency, except as expressly authorized in this solicitation. All communications must be submitted in writing to the Procurement Officer identified herein. Any violation of this Cone of Silence shall be grounds for immediate disqualification, rejection of the submittal, or other sanctions permitted by law.

Contract Term and Renewal

A formal contract for services will be executed between the Savannah Airport Commission (SAC) and the selected proposer prior to the commencement of any work. No services shall begin until the contract has been fully executed by all parties.

Following contract execution, a Notice to Proceed (NTP) will be issued by the Savannah Airport Commission.

The contractor shall not incur any costs or perform any work in advance of receiving the official Notice to Proceed. Any work performed prior to contract execution or issuance of the Notice to Proceed shall be at the contractor’s sole risk and expense.

The Commission may adjust contract specifics between renewal periods to accommodate changing requirements.

Convenience Termination of Contract

The Commission reserves the right to terminate the Contract, in whole or in part, at any time if it determines that such action is in its best interest. Termination may be initiated with or without cause, including but not limited to unsatisfactory performance by the service provider. In such an event, the Commission will provide the service provider with thirty (30) days’ written notice, specifying the effective date of termination. No penalties or termination fees shall be due to the service provider as a result of such termination.

Requirements of Project: Standard Features

The contractor shall provide a complete and operational installation including, but not limited to, the following tasks:

• (2) Submersible Pump Sleds

• Flow Inducing Shroud

• Pump Intake Screens

- 10 Hp 230VAC 3-phase Submersible turbine motor and wet end with each capable of 200 GPM @ 90 PSI

- Submersible pump cable in non-metallic conduit

- 3" wafer style check valves

- 4" pump isolation valves & station discharge isolation valves

- 3" HDPE pump discharge spools

- 6" Fabricated HDPE Header

- SUBFLOAT Option for easy installation or removal of submersible pump assemblies

Outdoor Rated Control Panel to Include:

• Main disconnect

• Solid State motor overload protection with phase loss protection

• Premium grade incoming surge protection

• 7" Color HMI Operator interface

• PLC with SIMPLESENSE software including detailed flow history for required reporting

• Pumpwatch Remote access for alerts and full control of pump station

• 48-Month Subscription included with purchase of pump station

• Data Industrial flow sensor

• Stainless Steel Pressure Transducer

• Low water level safety

• Phase loss safety

• Low discharge pressure safety

• High discharge pressure safety

* 20 HP Variable Frequency Drive per motor required for phase conversion

Additional items included:

• Factory trained on-site assistance unloading, setting and assembly of pump station

• Factory trained on-site station start-up, station tuning, and operator training

• Factory trained installation of submersible pump station

• Estimated Freight to Job Site

• Two-year manufacturer warranty

• One-year manufacturer warranty

Contractor Responsibilities

The Contractor shall be responsible for the complete and proper execution of the work and shall comply with and abide by the following requirements:

• Preparation and clearing of the in-water installation area, including removal of debris, sediment, and obstructions to ensure a stable and suitable foundation for proper pump placement.

• The contractor shall be responsible for tying the new pump into the existing irrigation system. The new pump location will be adjacent to the existing pump location.

• Furnishing and installation of the submersible pump(s), Variable Frequency Drive

(VFD) system, controls, and all associated appurtenances.

• Coordination of all required electrical connections, controls integration, and system components necessary for full operation of the pump station.

• Performance of all required testing, start-up, and commissioning to ensure the system operates in accordance with design and performance requirements.

• Coordination of all shutdowns, access requirements, and scheduling with the

Savannah Airport Commission.

• Provision and maintenance of all required traffic control measures, if applicable, in accordance with governing regulations.

• Protection of existing utilities, structures, and equipment throughout the duration of the work.

• Restoration of all disturbed surfaces and areas to their original condition, unless otherwise specified.

• Compliance with all applicable safety, environmental, and permitting requirements associated with in-water and construction activities.

• The contractor shall acknowledge receipt of any warranty-related issue within three

(3) calendar days of notification and shall promptly respond with a plan to investigate and resolve the issue in accordance with the warranty terms.

• The contractor shall be solely responsible for all traffic control, including the preparation and implementation of a traffic control plan, and the installation, maintenance, and removal of all devices necessary to ensure public safety and compliance with applicable federal, state, and local regulations.

Work Hours

Upon award and prior to issuance of the Notice to Proceed, the contractor shall submit a detailed work schedule to the Savannah Airport Commission for review and approval. No work shall commence until the schedule has been approved and a Notice to Proceed has been issued.

Labor and Materials

The contractor shall identify and clearly describe labor, materials, or deviations from the stated scope of work within the RFP submittal. Any such items shall be explicitly noted and included as part of the proposal submission in Tab C (as explained in Submittal Instructions) for review and consideration by the Savannah Airport Commission.

Submittal Instructions

All responses to this proposal must be submitted through https://savannahairport.bonfirehub.com/, and will not be accepted via email or mail.

In order to provide a response to this proposal, all respondents must first register their company by using the above link. Registration is easy and free. Please be sure to select the NAICS codes associated with your business and/or organization. For questions regarding vendor registration or instructions on proposal submittal, please contact Melanie Freeman at mfreeman@flysav.com.

All addenda associated with this RFP will be provided through https://savannahairport.bonfirehub.com/ by the date noted on page 5 of this document. All questions must also be submitted through https://savannahairport.bonfirehub.com/, and will not be accepted via email or mail.

As required, it is the respondent’s responsibility to ensure that all addenda are acknowledged through submission of the Acknowledgement of Addendum Form.

Except as otherwise provided herein, proposals which are incomplete or which are not in conformance with the law, may be rejected as non‐responsive. Timely Proposals received will be subject to applicable laws and regulations governing public disclosure.

Submission of a Proposal indicates acceptance by the respondent of the conditions contained in this RFP, and the intent to enter into an Agreement with Commission.

The Savannah Airport Commission reserves and may exercise the following rights and options: (i) to reject any and all proposals, negotiate with any respondent, alter the scope of work, to extend the date for submittal responses to request additional information from any Proposer, to supplement, amend or otherwise modify the RFP prior to the closing date and time, and reissue the RFP at any time prior to execution of a final agreement if, in Commission sole opinion, and best interest to do so; (ii) to supplement, amend, substitute, or otherwise modify this RFP at any time prior to selection of one or more proposer for negotiation and (iii) to cancel this RFP with or without issuing another RFP; (iv) to reject the proposal of any proposer who, in the Commission’s sole judgment, has been delinquent or unfaithful in the performance of any contract with Commission is financially or technically incapable or is otherwise not a responsible responder; (v) To reject as informal or non-responsive, any proposal which, in Commission’s sole judgment, is incomplete, is not in conformity with applicable law, is conditional in any way, or deviates from the mandated requirements of the RFP and; (vi) to waive any informalities in the submission process, defect, non-responsiveness and/or deviation from this RFP that is not considered in the best interest and/or best value to Commission, at its sole judgment. Any exceptions to the specifications included in this RFP must be clearly stated in the proposal.

mailto:mfreeman@flysav.com

Submittal Instructions: Organization of Submission (Must Be Included in Response)

To ensure an efficient and consistent evaluation process, all proposals must be organized according to the format outlined below. Proposals that do not adhere to this structure or that lack the required documentation may be scored lower or deemed non-responsive, which may result in disqualification. In the event of any discrepancies or conflicts within the proposal documents, the Savannah Airport Commission reserves the sole right to determine the appropriate resolution.

Submit data as requested in the following sections: This section will be submitted in Bonfire under Table of Contents, per section (Tab A, Tab B, etc.) as noted below.

A. (Tab A) Cover/Letter of Interest: Each proposal must have a Cover/Letter of Interest expressing the company’s interest in being considered for this opportunity while also summarizing the company’s qualifications and experience relevant to the scope of services. In addition, the letter will include the company’s information including the name of the company (include any DBA names); headquarters and parent company locations;

and brief history of the company; Company’s mailing address, contact person, telephone number for primary contact person, and email address;

and a principal or officer of the company authorized to execute contracts or other similar documents on the firm’s behalf must sign the letter.

B. (Tab B) Project Schedule/Proposed Timeline: The contractor shall provide a detailed project schedule and timeline as part of the proposal. The schedule shall identify all major tasks and coordination requirements with the Savannah Airport Commission. The timeline shall clearly indicate the estimated duration for completing the entire project.

C. (Tab C) Scope of Services: The Scope of Services shall define all work required to complete the project, including furnishing labor, materials, equipment, and supervision; site preparation; installation of the submersible VFD pump station; electrical and controls integration; testing, start-up, and commissioning; and coordination with the Savannah Airport Commission. It shall also include compliance with applicable standards and regulations, protection of existing facilities, traffic control if required, environmental and safety requirements, and restoration of disturbed areas.

The scope shall require manufacturer or manufacturer-authorized installation and shall ensure delivery of a fully operational and functional system.

D. (Tab D) Cost: The cost submission shall include a complete, itemized breakdown of all costs associated with the project, including but not limited to labor, materials, equipment, subcontractor services, installation, testing, and commissioning. All pricing shall be clearly identified and separated by line item to allow for full evaluation and comparison. Any additional or incidental costs necessary for completion of the work shall be included and clearly defined within the submission.

E. (Tab E) Proof of Licensing, Insurance, & Airport Required Credentials:

Proposers must provide documentation demonstrating possession of all required licenses, insurance coverage, and credentials necessary to perform work at the Savannah Airport Commission. This shall include, at a minimum:

• Valid state and local electrical contractor licenses.

• Proof of general liability, workers’ compensation, and any other required insurance.

• Any airport-specific credentials, badges, or security clearances required to access secure areas.

All documentation must be current and submitted with the RFP response.

The selected contractor must maintain all licenses, insurance, and credentials in effect for the duration of the project.

F. (Tab F) References for Similar, Completed Projects: Proposers must provide information on at least three (3) comparable projects completed within the last five (5) years. Each project submission should include:

• Project name and location

• Scope of work performed

• Completion date

• Owner or client contact information for reference

• Any relevant project documentation demonstrating experience with similar electrical installation, conduit routing, or generator/transfer switch work.

Submissions will be evaluated to assess the proposer’s experience, capability, and demonstrated success in completing projects of similar size and complexity.

Required Forms (Must Be Included in Response)

The following forms must be completed in full and submitted with the proposal:

1. Proposal Certification Form. This certifies that the Respondent has certain specific capabilities, and that the proposal accurately represents those capabilities.

2. Non-Collusion Affidavit Form. This certifies that the Respondent has not colluded, conspired, or engaged in any anti-competitive behavior in connection with the preparation or submission of this proposal.

3. Acknowledgement of Addendum Form. Please sign and acknowledge all addenda (if any) associated with this RFP.

4. Reference Forms. Proposers must provide reference information for at least three

(3) comparable projects completed within the last five (5) years. By including this list, the respondent grants permission to the Commission to contact this client list.

Each reference submission should include:

• Project name and location

• Scope of work performed

• Completion date

• Owner or client contact information for reference

• Any relevant project documentation demonstrating experience for similar services.

Submissions will be evaluated to assess the proposer’s experience, capability, and demonstrated success in completing projects of similar size and complexity.

5. Local, Small Business/Minority Business Form. Please complete the Local, Small Business/Minority Business Form of this RFP. If your company does not have either designation, please check the box noted as non-applicable. If applicable, please complete the form in its entirety.

6. Exceptions Form. Please note in your response if there are any exceptions or additions to the requirements in this proposal. If there are exceptions noted on the requirements of this RFP, please note the exceptions on the designated Exceptions Form.

Evaluation Criteria and Award

The Savannah Airport Commission reserves the right to reject any or all responses, delete any portion of the response, accept any response deemed most advantageous, or to waive and irregularities or informalities in the response received that best serves the interests and at the sole discretion of the Commission. The Commission also reserves the right to add/delete/modify criteria or times, via an addendum, if it is in the Commission’s best interest, as determined by the city in its sole discretion.

The respondent selected for an award will not necessarily be the lowest bidder.

Rather, the selection will be based upon the weighted criteria, responsiveness, and the most responsible and advantageous respondent for the Commission, as determined by the Commission in its sole discretion.

Evaluation Criteria Chart

Criteria Max. Points Factor Description

1 Experience & Past Performance 30

The proposer’s experience in performing similar scope of services will be reviewed and evaluated. This includes demonstrated ability to successfully complete comparable projects, references from current and past clients, and overall performance quality.

2 Scope of Services 30

The selected contractor shall possess and maintain all required federal, state, and local licenses, certifications, and insurance coverage necessary to perform the work described in this project.

The contractor’s qualifications shall be evaluated based on the completeness of submitted documentation, relevant experience with similar submersible VFD pump station installations, and demonstrated ability to successfully perform work of comparable scope and complexity.

3 Timeline 20

The proposer’s proposed project schedule shall be evaluated based on the ability to meet project requirements, reasonableness of the schedule, sequencing of work activities, and overall ability to complete the project in a timely manner.

4 Cost 15

The proposer’s cost submission shall be evaluated for completeness, reasonableness, and overall value to the Savannah Airport Commission. Evaluation shall include consideration of lump-sum pricing, itemized costs, and any allowances or contingencies provided.

Local, Small Business/Minority Business

Local, small, or minority-owned businesses will receive points in this area. A non-local or non-minority designation will not disqualify a proposer from award; this factor provides an additional consideration for promoting local and diverse participation.

6 All 100

Evaluation Upon selection of the most qualified Respondents, the Commission may require the finalists to make an oral presentation to the Evaluation Panel to further explain their proposals. If such interviews are conducted, the Commission’s evaluation of the presentations will also be factored into the evaluation of the proposals. However, Respondents are advised that award may be made without interviews or further discussion. The following process will be used to evaluate the proposals:

1. Initial Evaluation

Each Proposal received will first be evaluated for responsiveness. Each proposal will also be evaluated to ensure that all required documents are submitted to meet SAC’s compliance as noted in this RFP (meets minimum requirements).

2. Evaluation Panel

The Commission will use a minimum of a three-person panel to evaluate each of the responsive proposals. The evaluation panel will evaluate the responsive proposals submitted and award points according to the Evaluation Points chart above.

PLEASE NOTE: No Respondent will be informed at any time during or after the RFP process as to the identity of any evaluation panel member. If a Respondent becomes aware of the identity of such a person(s), he/she will not make any attempt to contact or discuss with such person anything related to this RFP. The designated Contact person is the only person at Commission the Respondent’s will contact pertaining to this RFP. Failure to abide by this requirement may cause such Respondent(s) to be eliminated from consideration for award.

3. Best and Final Negotiations

Contract Award Procedure:

By completing, executing, and submitting the Respondent Certification, attached hereto, and incorporated by this reference, the Respondent is thereby agreeing to abide by all terms and conditions pertaining to this RFP as issued by Commission.

If a Respondent is selected, Respondents will receive by e-mail a Notice of Results of Evaluation after a notice of award is issued. Such notice will inform the Respondents which Respondent has been selected to proceed with exclusive negotiations.

The Commission will evaluate the Respondents based on the above criteria and will select the most advantageous and best value to Commission. The chosen Respondent is recommended to enter into an agreement for the completion of services.

The Commission reserves the right to conduct a “Best and Final” negotiation at its sole discretion.

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