Gratiot County Comm. on Aging Generator RFP.pdf

REQUEST FOR PROPOSALS

DUE BY: August 28, 2025

The Gratiot County Board of Commissioners (“the County”) invites qualified contractors to submit proposals for Gratiot County Commissioning on Aging Generator Project located at 515 S. Pine River Street., Ithaca, MI 48847.

To be considered for this engagement, your business must meet the qualifications and satisfy the requirements set forth in this Request for Proposals. Proposals must be received at the email address listed below by 4:00PM on August 28, 2025.

Gratiot County

Tony Miller Building Inspector 214 E. Center St.

Ithaca, MI 48847

Phone: (989) 875-5275 E-mail: procurement@gratiotmi.com

I. INTRODUCTION

The purpose of this Request for Proposals (RFP) is to provide interested and qualified contractors and individuals with sufficient information to enable them to prepare and submit proposals for consideration by the Gratiot County Board of Commissioners as part of its procurement of needed professional services.

A. Bid Submission and Project Representative.

To be considered, (1) copy of the proposal labeled “Commission on Aging Generator Project” must be received by 4:00PM on August 28, 2025. Requests for information or interpretation of the intent of the RFP and any/all other inquiries must be addressed to the supervisor listed above.

Proposals must be signed by an official authorized to bind the firm to its provisions and the proposal must remain valid for at least one hundred twenty (120) days. All proposals must include a “not to exceed” fee including all out-of-pocket expenses for this proposal. There is no expressed or implied obligation for Gratiot County to mailto:procurement@gratiotmi.com reimburse responding firms for any expenses incurred in preparing proposals in response to this request.

B. Right of Refusal

Gratiot County reserves the right to reject any or all proposals, to negotiate separately with any source whatsoever in any manner necessary to attend to the best interests of the County, to waive irregularities in any proposal and to accept a proposal which best meets the needs of the County, irrespective of the bid price.

C. Project Description.

We are seeking proposals from qualified contractors to provide a complete and operational single 90kW natural gas, optional-standby generator and automatic service-entrance rated transfer switch(es) to provide back-up power during a power outage for one (1) existing 200Amp-208/120V-3∅-4wire electrical service on north end, and two (2) existing 225Amp-208/120V-3∅-4wire electrical services at the south end of the Commission on Aging facility located at 515 S. Pine River Street, Ithaca, MI 48847. The preliminary generator sizing used as the basis of this request for proposal is based on the existing maximum demand data recorded over the previous 12 months by the electric utility company (Consumers Energy).

II. INFORMATION AND PROJECT SPECIFICATIONS

A. Scope of Work

1. Site Assessment: Prior to the submitting of bids, the Contractor shall visit the site of the job and shall familiarize themselves with all conditions affecting the proposed installation and shall make provisions as to the cost thereof. Failure to comply with the intent of this paragraph will in no way relieve the contractor of performing all necessary work described within. Conduct a thorough site assessment of the existing electrical services and site conditions prior to the ordering and installation of the new equipment.

2. Complete and Submit Professional Engineered Plan Review Drawings: Spicer Group has completed the preliminary investigation and coordination with Gratiot County and provided the scope and data herein. Contact Bo Reinhardt P.E., Spicer Group, at (231) 633-1204 to collaborate and complete design-build plan review drawings required by the State of Michigan. Include all plan review fees and submission to the State of Michigan Bureau of Construction Code (BCC) as required.

3. Selective Electrical Demolition: Include removal of existing electrical equipment, wiring, and conduit in areas/systems to be remodeled; removal of designated construction; dismantling, cutting and alterations for completion of the Work.

a. Field identify salvage items in cooperation with Owner. Conduct demolition to minimize interference with adjacent building areas.

b. Erect, and maintain temporary safeguards, including warning signs and lights, barricades, and similar measures, for protection of the public, Owner, Contractor's employees, and existing improvements to remain.

c. Ring out circuits in existing panels affected by the Work. Where additional circuits are needed, reuse circuits that are available for reuse.

Install new breakers as required.

d. Existing Electrical Services: Maintain existing systems in service until new systems are complete and ready for service. Disable system only to make switchovers and connections. Obtain permission from the Owner at least 72 hours before partially or completely disabling system.

Minimize outage duration. Make temporary connections to maintain service in areas adjacent to work area.

e. Include new blank filler plates, as required, on all open circuit breaker spaces that will remain a prepared space at project completion. Tag unused circuit breakers as “Spare C.B.”.

f. Provide new updated directories where circuits have been modified, added, or confirmed.

g. Repair adjacent construction and finishes damaged during demolition and extension work to match existing.

4. Purchase and install a new natural gas Optional-Standby Generator Set and

Service Entrance (SE) Rated Automatic Transfer Switches (ATS).

a. Include all labor, materials, tools, accessories, supporting frames or racks, scaffolding, incidentals, disposal of waste materials, cleaning of the project site.

b. Provide a manufacturer-sizing report based on the existing maximum demands recorded from the electric utility and the largest five (5) electrical building loads. Include a maximum of 4-steps.

c. Include NEMA MG-1, weather-protective, Type-2 Sound Attenuated Enclosure. Furnish unit with suitable spring-type vibration isolators and mount on structural steel base.

d. Include a new concrete pad for the new generator, sized a minimum 12” larger than the generator enclosure and a minimum 6” thick, as required.

e. Include new natural gas piping connections, modifications, and extensions to supply the required gas pressure and volume to the new proposed generator.

f. Include new electrical modifications and extensions of the existing electrical system, includes but is not limited to, new conduit, boxes, circuitry (wiring), and overcurrent protection for the installation of the new automatic transfer switch (ATS), the generator, and the generator accessories.

g. Include grounding and bonding of the generator, the transfer switch(es), and modified electrical system(s) components in accordance with the 2023 National Electric Code (NEC).

h. Include coordination with the electric utility company (Consumers Energy) and the Owner for all required shutdowns and changeovers of the existing electrical and gas utility services.

i. Include maintenance materials, such as filters, tools, etc..

5. Testing and Commissioning: Include startup, testing, and commissioning procedures to ensure the generator is fully operational and integrated with the existing electrical services.

6. Operation and Maintenance Data: Submit instructions and service manuals for normal operation, routine maintenance, oil sampling and analysis for engine wear, and emergency maintenance procedures.

7. Demonstration and Training: Furnish a minimum of 4-hours of instruction for multiple people to be conducted at project site with manufacturer's representative.

Simulate power outage by interrupting normal source, and demonstrate system operates to provide optional-standby power. Verify functionality of alarm and shutdown signals by simulating conditions.

8. Warranty: Furnish five-year manufacturer warranty on the generator and automatic transfer switches.

9. General Provisions:

a. Contractor estimate must provide total cost of project. This must include draw amounts, when and how much.

b. Contractor proposal must provide a detailed description of work to be performed.

c. Contractor proposal must provide a detailed description of material to be used.

d. Contractor proposal must provide a detailed description of warranty coverage including specific manufacturer and installer.

e. On-site space requirements must be made known for contractor and equipment parking.

f. Contractor must work with onsite project coordinator on timelines for project start and end. This includes working with local staff for access inside building when necessary.

g. Contractor must specify plan for material debris cleanup.

B. Requirements The successful bidder will be required to agree to the below requirements, as well as prepare and provide the following:

1. The selected contractor will be required to assume responsibility for all services offered in the proposal whether or not they possess them within their organization.

Further, the County will consider the selected business to be the sole point of contact with regard to all contractual matters, including payment of any and all charges resulting from the contract.

2. The proposal must include a list of similar generator installation projects completed, as well as the name and contact information for that business or individual to use as reference.

3. The Contractor must be able to meet the requirements specified in Appendix A.

C. Fees The proposal must include a “not to exceed” price to perform the list of requirements itemized. The proposal should also include the total hours estimated to complete the work, as well as the number of hours and hourly rate for partners.

D. Contract Award Selection and awarding of the contract will be based upon evaluation by the County of the criteria listed above. The County reserves the right to conduct oral interviews. The contract will be awarded to the business who, based on evaluation of all responses, applying all criteria, is determined to be the best qualified to perform repairs. This includes timeliness, cost, quality of materials used, and documented experience pertaining to similar generator system projects.

Appendix A

CONTRACTOR INSURANCE REQUIREMENTS

The contractor, and any and all of their subcontractors, shall not commence work under this contract until they have obtained the insurance required under this paragraph, and shall keep such insurance in force during the entire life of this contract. All coverage shall be with insurance companies licensed and admitted to do business in the State of Michigan and acceptable to the County. The requirements below should not be interpreted to limit the liability of the Contractor. All deductibles and SIRs are the responsibility of the Contractor.

The Contractor shall procure and maintain the following insurance coverage:

1. Worker’s Compensation Insurance, including Employers’ Liability Coverage, in accordance with all applicable statues of the State of Michigan.

2. Commercial General Liability Insurance on an “Occurrence Basis” with limits of lability not less than $1,000,000 per occurrence and aggregate. Coverage shall include the following extensions: (A) Contractual Liability; (B) Products and Completed Operations; (C) Independent Contractors Coverage; (D) Broad Form General Liability Extensions or equivalent, if not already included; (E) Deletion of all Explosion, Collapse, and Underground (XCU) Exclusions, if applicable.

3. Automobile Liability, including Michigan No-Fault Coverages, with limits of liability not less than $500,000 per occurrence combined single limit for Bodily Injury and Property Damage. Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles.

4. Additional Insured: Commercial General Liability and Automotive Liability, as described above shall include an endorsement stating the following shall be Additional Insureds: Gratiot County, all elected and appointed officials, all employees and volunteers, agents, all boards, commissioners, and/or authorities and board members, including volunteers thereof. It is understood and agreed by naming the County as additional insured, coverage afforded is considered to be primary and other insurance the County may have in effect shall be considered secondary and/or excess.

5. Cancellation Notice: Worker’s Compensation Insurance, Commercial General Liability Insurance, Automobile Insurance, as described above, shall be endorsed to state the following: It is understood and agreed Thirty (30) days, Ten (10) days for non-payment of premium, Advance Written Notice of Cancellation, Non-Renewal, Reduction, and/or Material Change shall be sent to: Gratiot County, Attention: Stephanie Howes, 214 E.

Center St., Ithaca, MI 48847.

6. Owners’ and Contractors’ Protective Liability: The Contractor shall procure and maintain during the life of this contract, a separate Owners’ and Contractor’s Protective Liability Policy with limits of liability not less than $1,000,000 per occurrence and aggregate. The County shall be “Named Insured” on said coverage. A thirty (30) day, ten

(10) day for non-payment of premium, Notice of Cancellation shall be endorsed onto this policy. In lieu of this requirement, per project aggregate on the Commercial General Liability policy may be acceptable for jobs requiring a $1,000,000 liability limit.

7. Proof of Insurance Coverage: The Contractor shall provide the County at the time the contracts are returned by him/her for execution a Certificate of Insurance as well as the required endorsements. In lieu of required endorsements, if applicable, a copy of the policy sections where coverage is provided for additional insured and cancellation notice would be acceptable. Copies of all policies mentioned above shall be furnished, if so requested.

If any of the above coverages expire during the term of this contract, the Contractor shall deliver renewal certificates, endorsements, and/or policies to the County at least ten (10) days prior to the expiration date.