Generators RFP 2024.pdf

County of Greene

COUNTY ADMINISTRATION

PO Box 358 40 Celt Road

Stanardsville, VA 22973

Invitation For Bid

IFB # 2024-003

Generator Replacement

This procurement is governed by the Virginia Public Procurement Act and the County of Greene’s Procurement Policy. All terms and conditions of those documents are hereby adopted and made a part of this notice.

Contact Information:

Questions concerning sealed bids should be in writing addressed to:

Mike Taylor Director of Facilities

County of Greene mstaylor@gcva.us

Date Issued: March 22, 2024

Date & Time of Closing: April 4, 2024, at 4:30 p.m.

Date of public opening: April 5, 2025, at 10 a.m.

mailto:mstaylor@gcva.us

Invitation For Bid #2024-003

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TABLE OF CONTENTS

IFB #2024-003 GENERATOR REPLACEMENT

1.0 PURPOSE

2.0 SELECTION CRITERIA

3.0 SPECIAL TERMS AND CONDITIONS

4.0 SCOPE OF WORK

5.0 ATTACHMENT A ̶̶ REFERENCE FORM

6.0 ATTACHMENT B ̶̶ BID RESPONSE FORM

7.0 ATTACHMENT C ̶̶ SCC FORM

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1.0 PURPOSE

Sealed bids, subject to the specifications and conditions contained herein and attached hereto, will be received in the Greene County Administration Building, County Administration Office, until, but no later than, 4:30 p.m. local time prevailing on April 4, 2024, and then publicly opened and read aloud at 10 a.m. on April 5, 2024, for:

PURPOSE

The purpose of this Invitation for Bid (IFB) is to solicit bids to establish a contract through competitive sealed bidding for the purpose and installation of a generator at the County Administration Building and at the Greene County Sheriff’s Office.

To be considered, your bid must be submitted on a copy of this Invitation for Bid. The bidder shall sign this form in the space provided on the Terms and Signature Sheet and return bid documents to: Greene County Administration, 40 Celt Road, PO Box 358, Stanardsville, VA 22973, in a sealed envelope. Mark the outside of your envelope with Invitation for Bid No. IFB #2024-003.

Bids, to include addenda or changes to a response, shall not be accepted via Fax machine, email, orally, or via telephone.

Time is of the essence and any bid received after the announced time and date for submittal, whether by mail or otherwise, will be rejected. The time of receipt shall be determined by the Greene County Administrative Office.

Nothing herein is intended to exclude any responsible vendor, his/her product or service, or in any way restrain or restrict competition.

All questions regarding this IFB shall be submitted via email to Mike Taylor, Facilities Director, at mstaylor@gcva.us.

2.0 SELECTION CRITIERA

Responses to this IFB will be evaluated using a point system as shown in section 4.0. A selection committee comprised of County Administration employees and the Director of Facilities Management will complete the evaluation. Bidders shall include the costs of all fuel, labor, equipment, material and administrative resources and any other items as necessary needed to successfully fulfill the requirements of this IFB in their respective bid submissions. Vendors are asked to price the project based on the bid response form (Attachment B). The award shall be based on the bidder’s ability to meet all IFB requirements. Greene County will award the bid to the lowest responsive and responsible bidder.

mailto:mstaylor@gcva.us

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3.0 SPECIAL TERMS AND CONDITIONS

A. A Bid bond is not required.

B. Payment and performance bonds are not required.

C. Insurance requirements

a. A certificate of insurance will be required from the selected vendor; please refer to the Standard Terms and Conditions for complete instructions. Please include a sample of your Certificate of Insurance with your bid.

D. Codes, Permits, Fees, Licenses, and Notices

a. It is the responsibility of the Vendor to maintain all required licensing and training for his/her employees to provide the services as stated in this IFB.

b. Vendor shall supply copies of all licenses to Greene County, upon request.

c. A Greene County Business License will be required by the selected vendor. Please contact the Commissioner of Revenue at ktate@gcva.us for more information. A Vendor without a Greene County Business License may submit a bid but will be required to get one prior to starting work. Vendor is responsible for the cost to acquire the license.

d. The selected vendor is responsible for any necessary building permits and shall include these costs in their respective bid price. Please contact the Greene County Building Department at inspections@gcva.us for information.

E. Submittals

a. The following forms are provided for uniformity and should be completed and returned as part of your Bid:

i. Attachment A: Reference Form

ii. Attachment B: Bid Response Form

iii. Attachment C: SCC Form

Per § 2.2-4311.2 of the Virginia Public Procurement Act, any contractor/vendor organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership must be authorized to transact business in the Commonwealth of Virginia as a domestic or foreign business entity if so required by Title 13.1 or Title 50 or as otherwise required by law.

Vendors submitting a bid/proposal shall include the identification number that was issued to them by the State Corporation Commission. Any vendor that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law shall include in its quote a statement describing why the vendor is not required to be so authorized.

iv. Sample copy of Certificate of Insurance showing coverage mailto:ktate@gcva.us mailto:inspections@gcva.us

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v. Virginia Contractor’s License and any other licensing required for this job.

vi. Sealed bids should be clearly marked “IFB #2024-003” and must be received in the County by delivering the sealed bid in the Greene County Administration Building by 4:30 p.m. on April 4, 2024.

F. Bid Requirements

a. Bids should be prepared simply and economically, providing a complete and concise description of capabilities to satisfy the requirements of the IFB. Emphasis should be placed on completeness and clarity of content.

b. Ownership of all data, materials, and documentation originated and prepared for the IFB shall belong exclusively to Greene County and shall be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by a vendor shall not be subject to public disclosure; however, the vendor must clearly identify the sections by marking “Proprietary” at the top of each applicable page and must explain why the protection is necessary.

G. Work Covered by Contract Documents

a. This section generally summarizes the Work, exclusions and special considerations applicable to the Contract. The Vendor shall thoroughly examine the entire Contract Documents, in addition to this section to determine the scope of work required under this Contract.

b. Where a specification section, which has been assigned to the Contract, refers to another specification section for standards, criteria, procedures, and methods of fabrication, it shall be deemed as included in the Contract by reference.

c. Any incidental work required to accomplish the work of the Contract shall be undertaken and completed at no additional cost to Greene County.

d. All work performed and all materials used shall be ADA compliant, including but not limited to all materials supplied to the Vendor by all tiers of Subcontractors.

e. Vendor will review the Scope of Work to become familiar with the entire project and will advise Greene County of any discrepancies.

H. Contract Method

a. This project will likely be awarded as one (1) contract. Upon bid review and approval by Greene County, a purchase order or contract will be issued to the Vendor(s).

b. In most cases, receipt of purchase order or contract from Greene County by the Contractor shall be considered the “Notice to Proceed” and/or “Contract”.

c. A completed Certificate of Insurance with the County of Greene, VA listed as Certificate Holder is required to be on file with the County before any work is allowed to begin.

I. Bid Evaluation Criteria

a. Pricing will be the evaluation criteria used to determine the apparent low bidder.

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b. The selected vendor must be deemed to be responsible and responsive. The County will determine if the selected vendor is responsible and responsive.

J. Independent Contractor

The selected vendor will be hired as an independent contractor and thus, agrees and understands that they, the vendor and its employees, are not employed by the County of the Greene.

K. Vendor’s Duties

a. All work performed under this contract shall be performed in accordance with all provisions of these specifications or plans and must be approved in writing by Greene County or authorized representative.

b. The Vendor shall immediately upon discovery, bring to the attention of Greene County any conflicts that may occur among the various provisions of the specifications and plans.

c. Failure of the Vendor to bring conflicts or exceptions to the attention of Greene County shall allow Greene County to require any changes deemed necessary before acceptance by Greene County.

d. Vendor shall be responsible for all property damaged, or persons injured, by the Vendor’s and/or subcontractors’ negligence. This includes, but is not limited to, fences, trees, plants, grass, walks, drives, building surfaces – interior/exterior, visitors, visitors’ belongings and vehicles, county equipment, building contents, etc. Note that the selected vendor will be provided an area to drive their work vehicles on the jobsite(s) and conduct their work.

L. Material Delivery, Storage and Handling (if applicable)

a. Vendor shall be responsible for (1) the protection of materials from deterioration during delivery, and while stored on site, and (2) all project related deliveries to the site, and materials stored on site.

b. Greene County is not responsible for any material or equipment that is stored or left on Greene County property.

c. Materials shall be stored in a neat and safe way as to prevent any type of accident.

M. Procedures for Authority, Workmanship, Inspection and Clean-up

a. Authority.....The extent and character of the services to be performed by the Vendor shall be subject to the general control and approval of the County authorized representative.

i. The Vendor shall comply with requests and/or orders issued by the authorized representative(s) acting within their authority for Greene County.

ii. The County Administrator must approve any change to the contract in writing.

b. Workmanship.....All work under the resulting contract shall be performed in a skillful and workmanlike manner.

i. Vendor shall be responsible for conduct and supervision of its personnel.

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ii. There shall be no smoking or vaping on any School-owned property or in any County Government-owned building.

c. Inspection.....Greene County may, from time to time, make inspections of the work performed under this contract. Any inspection by Greene County does not relieve the Vendor from any responsibility regarding defects or other failures to meet the contract requirements.

N. Special Requirements

a. Accident Prevention and Safety – Each Vendor shall:

i. Comply with all applicable laws, ordinances, rules, regulations and orders of governing authorities having jurisdiction for the safety of all persons and property to protect them from damage, injury or loss.

4.0 SCOPE OF WORK

This project includes the installation of two emergency generators with the following specifications. Work should be completed by October 1, 2024.

County Administration Building: Diesel 50kW extended tank generator, aluminum enclosure, and with a transfer switch and wet cell battery, 3.3 Liter Engine, 120/240V. Additionally, standard install and material with pad to transport and set generator on preformed concrete pad, including all materials needed such as power wire, control wire, load management wire, conduit, fittings, waterproof connectors, ground bars and gravel as needed. Price shall include all labor, including the coordination with the power company and county inspectors. See page 8 for photo/map of the location of the generator.

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Sheriff’s Office: Diesel 60kW extended tank generator, aluminum enclosure, and with a transfer switch and wet cell battery, 4.5 Liter engine, 120/240V. Additionally, standard install and material with pad to transport and set generator on preformed concrete pad, including all materials needed such as power wire, control wire, load management wire, conduit, fittings, waterproof connectors, ground bars and gravel as needed. Price shall include all labor, including the coordination with the power company and county inspectors. The Sheriff’s Office can never be without power. The selected vendor will need to provide a temporary generator when taking the existing generator offline. See page 10 for photo/map of generator location.

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MINIMUM REQUIREMENTS EVALUATION CRITERIA

The Selection Committee will evaluate each proposal by the described criteria and point system listed below (A through C, based on 75 points) to select a short list of contractors for further consideration. The County reserves the right to not consider any proposal which it determines to be unresponsive and deficient in any of the information requested for evaluation. A proposal with all the requested information does not guarantee the proposed firm will receive the contract. The Committee may contact references to verify material submitted by the Proposers.

After evaluation of the proposals and the references and attachments, the selected firm may be pursued leading to the award of a contract by the Board of Supervisors, if suitable proposals are received.

The County reserves the right to not consider any proposal which is determined to be unresponsive and deficient in any of the information requested for evaluation. The County also reserves the right to waive the interview process and evaluate the consultants based on their proposals and fee schedules alone.

The County will determine whether the final scope of the project to be negotiated will be entirely as described in this Request for Proposal, a portion of the scope, or a revised scope.

Minimum Required Information Respondents should organize Proposals into the following Sections:

A. Professional Qualifications (15 points) B. Proposed Work Plan (35 points) C. Proposal Compliance form (Section II response) (25 points) D. Fee Proposal (include in a separate sealed envelope clearly marked “Fee Proposal”) E. Appendices

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ATTACHMENT A – Reference Form

Vendor to complete all blanks in this document. Please list at least three with whom you have had similar contracts during the past three years. These references must be included with your proposal.

1. Company/County_________________________________________________________

Contact Name____________________________________________________________

Telephone Number________________________________________________________

Email___________________________________________________________________

2. Company/County_________________________________________________________

3. Company/County_________________________________________________________

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ATTACHMENT B – BID RESPONSE FORM

This form should be completed and returned as part of your bid packet.

1. NAME AND ADDRESS OF FIRM

SIGNATURE

BY (print name)

TITLE DATE

COMPANY NAME

STREET ADDRESS

CITY, STATE, ZIP

TELEPHONE FAX E-MAIL

SOCIAL SECURITY OR FEDERAL TAX I.D. #

GREENE COUNTY BUSINESS LICENSE #

VIRGINIA CONTRACTOR'S

LICENSE #

EXPIRATION DATE CLASS

NAME OF INSURANCE CARRIER, BROKER OR AGENCY

Pursuant to and in accordance with "INVITATION FOR BIDS # 2024-003", the undersigned agrees to provide all equipment, fuel, transportation, insurance, labor, material, and other items as necessary, needed to successfully deliver and install the generators as stated in this IFB.

All prices shall include:

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1. all applicable sales and/or use taxes,

2. all insurance premiums required,

3. all applicable allowances of this Bid Response Form

2. BID PRICE

UNIT PRICE 1: LUMP SUM PRICE TO DELIVER AND INSTALL THE GENERATOR FOR

THE GREENE COUNTY ADMINISTRATION BUILDING PER THE SPECIFICATIONS

STATED WITHIN THIS IFB.

(Please write number numerically and then in word form.)

UNIT PRICE 2: LUMP SUM PRICE TO DELIVER AND INSTALL THE GENERATOR FOR

THE GREENE COUNTY SHERIFF’S OFFICE PER THE SPECIFICATIONS STATED

WITHIN THIS IFB.

(Please write number numerically and then in word form.)

LUMP SUM PRICE: PLEASE PROVIDE YOUR LUMP SUM PRICE FOR THE SUM OF

BOTH PROJECTS. THE LUMP SUM PRICE SHALL BE THE SUM OF UNIT PRICE 1 AND

UNIT PRICE 2.

(Please write number numerically and then in word form.)

*The lump sum cost will be used to determine the apparent low bidder.

* Mathematical Errors. Discrepancies between the addition of the unit prices and the lump sum will be resolved by in favor of the unit prices (adding the unit prices to determine the correct lump sum). Discrepancies between words and figures will be resolved in favor of words.

Please specify the brand and model of the generator that your company would be providing as part of your bid price:

County Administration Building: _________________________________________________

Sheriff Office_________________________________________________________________

3. TIMING

Please provide the estimated completion date from date of award for the entire project.

_______________________________________________________________ Calendar days

4. SUBCONTRACTORS

The following Subcontractors are proposed for the item(s) of work listed. Trade contractors are subject to review per the General Conditions. List only firms that will supply any labor at this site. Submit a reference form for each Subcontractor listed.

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ITEM OF WORK SUBCONTRACTOR

5. BID PRESENTATION

A. The Contractor having carefully examined the Bid Documents and all other related documents, fully reviewed the existing site conditions, and having become familiar with all conditions affecting the proposed work, including the availability of labor, materials and equipment, agrees to perform all Work required by the Bid Documents.

B. The Contractor, if awarded a Contract, agrees to commence the work on the date(s) specified in the Notice(s) to Proceed; to carry the work forward expeditiously with adequate forces; and subject to authorized adjustments, to achieve Interim Milestones, Substantial Completion and Final Completion in accordance with the dates or periods of performance set forth in the Contract Documents.

6. CONTRACTOR’S ORGANIZATION (strike out all conditions that do not apply) A. An individual or sole proprietorship B. A partnership C. A joint venture D. A corporation organized under the laws of the State of _______________

7. ATTACHMENTS

The following is a checklist of items that are to be included with the Bid Response Form and shall be completed by the Contractor:

A. _____ Attachment A: Reference Form B. _____ Attachment C: SCC Form C. _____ Sample Certificate of Insurance D. _____ Recognition of any addendum posted E. _____ Copies of any required licenses or permits F. _____ Copy of State Contractor’s License, if applicable.

8. SIGNATURE AND SEAL

Signed and sealed this ___________________________day of __________________, 20_____

BIDDER - SIGNATURE: _________________________________________________

NAME: ____________________________________________________

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TITLE: _____________________________________________________

ATTACHMENT C: SCC FORM

GREENE COUNTY

COUNTY ADMINISTRATION

40 CELT ROAD

PO BOX 358

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STANARDSVILLE, VA 22973

Compliance with Virginia Law for Transacting Business in Virginia.

The undersigned hereby agrees, if this Bid/Proposal is accepted by Greene County, for such services and/or items that the undersigned has met the requirements of the Virginia Code Section 2.2-4311.2

Please complete the following by checking the appropriate line that applies and providing the requested information:

A._____ Bidder/offeror is a Virginia business entity organized and authorized to transact business in Virginia by the SCC and such bidder’s/offeror’s Identification Number issued to it by the SCC is_______________________.

B._____ Bidder/offer is an out-of-state (foreign) business entity that is authorized to transact business in Virginia by the SCC and such bidder’s/offeror’s Identification Number issued to it by the SCC is

C.______ Bidder/offeror does not have an Identification Number issued to it by the SCC and such bidder/offeror is not required to be authorized to transact business in Virginia by the SCC for the following reason(s):

Please attach additional sheets of paper if you need to explain why such bidder/offeror is not required to be authorized to transact business in Virginia.

Legal Name of Company (as listed on W-9)

Legal Name of Bidder/Offeror

Date

Authorized Signature

Print or Type Name and Title