IFB-IFB Solicitation 275689.pdf

INVITATION FOR BIDS (IFB) NO. 27-5689

TO

FURNISH, DELIVER, INSTALL, TEST, AND PLACE INTO OPERATION PORTABLE

TRAILER-MOUNTED DIESEL GENERATOR SYSTEM

FOR

KAPI‘OLANI COMMUNITY COLLEGE

UNIVERSITY OF HAWAII

HONOLULU, HAWAII

SEPTEMBER, 2026

BOARD OF REGENTS

IFB NO. 27-5689

P a g e | 1

TABLE OF CONTENTS

IFB No. 27-5689, to Furnish, Deliver, Install, Test, and Place into Operation Portable Trailer- Mounted Diesel Generator System for Kapi‘olani Community College, University of Hawaii, Honolulu, Hawaii.

Section Pages

Notice to Bidders………………………………………………………………………... 2

Bid Requirements………………………………………………………………………. 3 - 4

Technical Specifications……………………………………………………………….. 5 - 9

Special Provisions………………………………………………………………………. 10 - 13

ATTACHMENT - Mandatory Bid Form……………………………………………….. 1 - 5

IT IS THE RESPONSIBILITY OF ALL BIDDERS TO CHECK THE TABLE OF CONTENTS

TO CONFIRM THAT ALL PAGES LISTED THEREIN ARE REVIEWED AND THAT THE

MANDATORY BID FORM IS SUBMITTED AS PART OF THEIR BID PACKAGE.

P a g e | 2

NOTICE TO BIDDER

NOTICE TO BIDDERS

The University of Hawaii IFB No. 27-5689, to Furnish, Deliver, Install, Test, and Place into Operation Portable Trailer-Mounted Diesel Generator System for Kapi‘olani Community College, University of Hawaii, Honolulu, Hawaii is issued and will be awarded through the State of Hawaii’s electronic procurement system (HIePRO). All bid responses must be submitted electronically through HIePRO no later than 4:30 p.m., October 13, 2026. Bids received after the due date and time or received in a form other than electronically through HIePRO will not be considered.

Bidders are advised that they should not wait until the last minute to submit their bid through HIePRO. Bidders are solely responsible for ensuring that their electronic submission through HIePRO is complete and all necessary files (Mandatory Bid Form) are attached to their bid prior to the IFB due date and time. The University shall not be responsible for any delay or failure of any Bidder to submit any materials updated through the IFB process on a timely basis.

Electronic Procurement Bidders interested in responding to this electronic solicitation must be registered on HIePRO.

To register, visit the following link:

https://hiepro.ehawaii.gov/videos/video/vendor_registration.html. Reference the Vendor Quick Reference Guide for additional information at https://hiepro.ehawaii.gov/static-resources/VendorQuickReferenceGuide.pdf.

HIePRO will be the system of record for the issuance of the IFB, to receive the Mandatory Bid Form and other Bid requirements, issue Amendments, and make award for the IFB.

Amendments and other information and materials provided through HIePRO, may include additions or changes with respect to the due date and time.

Special instructions in HIePRO related to this solicitation are incorporated herein and made a part of this IFB through reference. Bidders shall review all special instructions located in HIePRO.

Questions and Clarifications All questions and requests for clarifications must be submitted electronically through HIePRO.

Questions must be submitted by October 5, 2026 Responses will be posted on October 8, 2026.

The University may refuse to answer any questions received outside of HIePRO or after the Questions/Answers deadline.

Luis Salavaria Chief Procurement Officer University of Hawaii

Posting Date: September 29, 2026

Vendors are responsible for notifying the Procurement Specialist Darrian Texeira-

P a g e | 3

NOTICE TO BIDDER

Tantay (e-mail: darriant@hawaii.edu) for accessibility concerns related to this IFB.

P a g e | 4

BID REQUIREMENTS

TO

FURNISH, DELIVER, INSTALL, TEST, AND PLACE INTO OPERATION PORTABLE

TRAILER-MOUNTED DIESEL GENERATOR SYSTEM

FOR

KAPI‘OLANI COMMUNITY COLLEGE

By attaching The Mandatory Bid Form to HIePRO, the bidder has carefully examined the

INVITATION FOR BIDS (IFB) NO. 27-5689, FURNISH, DELIVER, INSTALL, TEST, AND

PLACE INTO OPERATION PORTABLE TRAILER-MOUNTED DIESEL GENERATOR

SYSTEM , as required by the University in strict accordance with the true intent and meaning of the Invitation for Bids (IFB) and shall complete delivery and installation in accordance with the schedule set forth in Technical Specifications subsection 4 (INSTALLATION).

TAX LIABILITY

Both out-of-state and Hawaii bidders are advised that the amount bid on this solicitation is subject to the general excise tax imposed by Chapter 237, Hawaii Revised Statutes (HRS) and, if tangible property is being imported into the State of Hawaii for resale, the use tax (currently 1/2%) imposed by Chapter 238, HRS. (Refer to Taxes in the General Provisions.)

Bidders are therefore cautioned to consider such taxes in formulating their bids since no adjustments to the prices bid shall be allowed.

BASIS FOR AWARD

The award of contract, if awarded, shall be made to the lowest responsive and responsible bidder on the TOTAL BID AMOUNT.

Prices for all items shall include cost of transportation, delivery fees (if any), and all applicable taxes. Price shall be F.O.B. destination.

NOTE TO BIDDERS

An acceptable bid must conform in all material respects to this Invitation for Bids. Any of the following may be grounds for disqualification:

P a g e | 5

1. Taking exception to any of the specifications, terms or conditions contained in the IFB.

2. Placing conditions on the furnishing of solicited goods or services.

3. Inclusion of a quotation or order form containing additional specifications, terms or conditions.

4. Referencing external documents containing additional specifications, terms or conditions.

Bidders are advised that bids are evaluated as submitted and requests by bidders to delete conditions contained in their bids after bid opening cannot be considered.

P a g e | 6

TECHNICAL SPECIFICATIONS

This section describes the Technical Specifications for the portable trailer mounted diesel generator system required. The Technical Specifications listed herein are the minimum requirements and are mandatory for an accepted bid.

1. EQUIPMENT AND RELATED ACCESSORIES

Line Item #

# of Units

Description

1 1 Portable trailer-mounted diesel generator system, minimum 100 kW / 125 kVA prime rating, complete as specified herein.

2. SPECIFICATIONS

A. GENERATOR SPECIFICATIONS

1) Model Year 2026 or newer.

2) Made in America

3) Trailer mounted

4) Diesel powered

5) Minimum prime power rating of 100kW / 125 kVA.

6) Minimum electrical output of 480Y / 277VAC, three-phase, 60 Hertz.

7) Minimum rated output current of 150 amperes at 480Y / 277VAC, three-phase, 60 Hertz.

8) Sound-attenuated enclosure that completely encloses the engine and generator assembly

9) Enclosure shall be power-coated for corrosion resistance

10) Maximum sound level of 70dBA measured at 25 feet under normal operating conditions

11) Internal fuel tank

12) No auxiliary fuel tank or sub-base tank

13) Fully enclosed or lockable power output panel

14) Generator output connections shall consist of five (5) 16 Series Cam-Lok connectors in the following color configuration:

a. Green

b. White

c. Brown

d. Orange

e. Yellow

P a g e | 7

15) The furnished generator, including the trailer, shall have a maximum dry operating weight of 9,999 pounds.

16) Generator shall be delivered with a fuel tank (100%) of diesel fuel

17) Generator manufacturer and engine manufacturer are not required to be the same

B. CONTROL PANEL SPECIFICATIONS

The generator shall be equipped with a factory-installed control panel meeting or exceeding the following minimum requirements:

1) Control panel shall be located behind a lockable access door.

2) Audible alarm to notify operators of abnormal operating conditions.

3) Digital display indicating, at minimum:

a. Fuel level

b. Engine coolant temperature

c. Battery voltage

d. Engine oil pressure

e. Engine speed (RPM)

f. Engine load

4) Generator output display shall include, at minimum:

a. AC ammeter

b. AC voltmeter

c. Frequency meter

d. Ammeter phase selector switch

e. Voltmeter phase selector switch

f. Voltage regulator adjustment

5) Voltage selection switch

6) Emergency stop switch

C. ENGINE SPECIFICATIONS

The generator shall be equipped with an engine meeting or exceeding the following minimum requirements:

1) Engine shall be diesel powered

2) Engine shall be liquid cooled

3) Engine shall comply with all applicable federal emissions standards in effect at the time of contract award

4) Engine shall be equipped with a low coolant warning and automatic shutdown feature

5) Engine shall be equipped with a manufacturer-installed fuel/water separator

6) Engine shall be appropriately sized by the manufacturer to continuously operate the generator at its rated prime output

7) The engine manufacturer is not required to be the same as the generator manufacturer

P a g e | 8

D. TRAILER SPECIFICATIONS

The generator shall be factory-mounted on a trailer meeting or exceeding the following minimum requirements:

1) Trailer shall be specifically designed and rated by the manufacturer for the generator being furnished.

2) Trailer shall comply with all applicable Federal Motor Vehicle Safety Standards

(FMVSS) and National Highway Traffic Safety Administration (NHTSA) requirements.

3) Trailer shall be equipped with a minimum three-inch (3”) lunette eye (pintle) hitch.

4) Trailer shall be equipped with a hydraulic surge braking system

5) The furnished generator, including the trailer, shall have a maximum dry operating weight of 9,999 pounds.

6) Trailer shall be equipped with DOT-approved wheels and tires suitable for highway operation.

7) Trailer shall be equipped with stabilizer jacks to provide stability during operation.

8) Trailer shall include seven-pin trailer electrical connector compatible with standard towing vehicles.

9) Generator shall be factory-mounted to the trailer by the generator manufacturer or a manufacturer-authorized assembly facility.

10) Trailer shall include all standard safety equipment required for legal highway operation, including lighting, reflectors, and safety chains.

E. OUTPUT CABLE ASSEMBLIES

The Contractor shall furnish the generator complete with the following output cable assemblies:

1) One (1) 100-foot output cable assembly consisting of five (5) flexible No. 1/0

AWG copper conductors terminated with male 16 Series Cam-Lok connectors on both ends.

2) One (1) 5-foot output cable assembly consisting of five (5) flexible No. 1/0 AWG copper conductors terminated with one (1) male and one (1) female 16 Series Cam-Lok connectors on each conductor.

3) Each cable assembly shall include the following color-coded conductors:

a. Green

b. White

c. Brown

d. Orange

e. Yellow

4) All cable assemblies shall be suitable for use with the generator furnished under this solicitation and rated for the generator’s full electrical output.

P a g e | 9

F. WARRANTY REQUIREMENTS

The Contractor shall provide the manufacturer’s standard warranty for the equipment furnished under this solicitation. At a minimum, the warranty shall include the following:

1) Engine warranty of not less than thirty-six (36) months or three thousand (3,000) operating hours, whichever occurs first.

2) Generator warranty of not less than twenty-four (24) months or two thousand

(2,000) operating hours, whichever occurs first.

3) Trailer warranty of not less than twelve (12) months.

4) Warranty coverage shall commence upon the University’s final acceptance of the equipment.

5) During the warranty period, the Contractor shall repair or replace defective materials or workmanship at no additional cost to the University.

G. WARRANTY SERVICE

During the warranty period, the Contractor shall provide warranty service for the equipment furnished under this solicitation in accordance with the following minimum requirements:

1) Warranty service shall be performed by the Contractor or a manufacturer authorized service provider.

2) The Contractor shall be authorized by the equipment manufacturer to perform warranty repairs for the equipment furnished under this solicitation.

3) All replacement parts used for warranty repairs shall be new, genuine Original

Equipment Manufacturer (OEM) parts or manufacturer approved equivalent parts.

4) Warranty service shall be available on the island of Oahu through on-site service or other manufacturer-approved service arrangements at no additional cost to the University.

5) If off-site repairs are required, the Contractor shall be responsible for all transportation, pickup, delivery, and reinstallation of the equipment at no additional cost to the University.

6) The Contractor shall coordinate all warranty service directly with the University's Technical Representative.

H. TRAINING

Upon completion of installation and prior to final acceptance, the Contractor shall provide on-site operational training for University personnel.

P a g e | 10

1) Generator startup and shutdown procedures

2) Normal operating procedures

3) Control panel operation and monitoring

4) Routine inspection and preventative maintenance requirements

5) Safety precautions and emergency shutdown procedures

Training shall be conducted by a qualified representative of the Contractor or equipment manufacturer.

I. OPERATING MANUALS AND DOCUMENTATION

At the time of delivery, the Contractor shall provide the following documentation for the equipment furnished under this solicitation:

1) Two (2) printed copies of the manufacturer’s Operations and Maintenance

Manual

2) Two (2) printed copies of the manufacturer’s Parts Manual

3) One (1) electronic copy of each manual in PDF format

4) All warranty documentation

5) Manufacturer’s recommended preventative maintenance schedule

6) Five (5) complete sets of keys, if applicable

3. DELIVERY

The Contractor shall coordinate delivery with the University’s Technical Representative at least five (5) days prior to delivery.

Equipment shall be delivered to:

Culinary Institute of the Pacific 4500 Diamond Head Road Honolulu HI 96816

Delivery of all equipment shall be completed within THREE HUNDRED SIXTY-FIVE

(365) consecutive calendar days from the Notice-to-Proceed (NTP).

4. INSTALLATION

Contractor shall contact the Technical Representative to coordinate installation of the equipment.

Installation shall be completed within three hundred sixty-five (365) consecutive calendar days from the Notice-to-Proceed (NTP) date.

The Contractor shall coordinate delivery and installation with the University’s Technical Representative at least five (5) business days prior to delivery.

P a g e | 11

The Contractor shall be responsible for all delivery, unloading, handling, placement, installation and associated transportation costs.

5. OPERATING MANUAL AND INSTRUCTIONS

The Contractor shall provide operating, maintenance manual(s) and instructions for the portable trailer mounted diesel generator at time of delivery.

All questions pertaining to the Technical Specifications must be submitted electronically through HIePRO. Questions must be submitted by October 5, 2026 Responses will be posted on October 8, 2026.

The University may refuse to answer any questions received outside of HIePRO or after the Questions/Answers deadline.

Bidders are cautioned to review the Technical Specifications carefully and thoroughly.

Objections to or requests for clarification of the specifications shall be made through HIePRO as a Question or in writing in accordance with the General Provisions to the Office of Procurement Management prior to the submittal of a bid. The submittal of a bid shall be considered as acceptance of the specifications as published.

SPECIAL PROVISIONS

1. SCOPE

The Contractor shall furnish, deliver, install, test, and place into operation portable trailer-mounted diesel generator system for Kapiolani Community College, Honolulu, Hawaii, in accordance with the terms and conditions of IFB No. 27-5689 and the General Provisions dated September 2013, which are included herein by reference.

Copies of the General Provisions are available at the Office of Procurement

Management, University of Hawaii, 1400 Lower Campus Road, Room 15, Honolulu, Hawaii 96822, or may be viewed at the University’s procurement website:

https://www.hawaii.edu/procurement/vendor-info/terms-and-conditions/general-provisions-for-goods-and-services/

2. AUTHORITY

IFB No. 27-5689 is issued under the provisions of Hawaii Revised Statutes, Chapters

103 and 103D. All prospective bidders are charged with presumptive knowledge of all requirements of the cited legal authorities. Submission of a valid executed bid by any prospective bidder shall constitute an affirmation of such knowledge on the part of such prospective bidder.

3. TECHNICAL REPRESENTATIVE OF THE PROCUREMENT OFFICER (TRPO)

The Technical Representative of the Procurement Officer is:

Jameson Ramelb Facilities Manager

(808) 734-9124

4. BIDDER'S QUALIFICATIONS

To qualify to bid on the specified goods and/or services, the bidder shall be engaged in a business whose primary and customary purpose is to provide the specified goods and/or services. The bidder shall possess the requisite experience, appropriate forms of insurance, and proper licenses.

The University reserves the right to require the apparent low bidder to provide documentation demonstrating compliance with these qualification requirements prior to award.

The University reserves the right to disqualify any potential bidder if, in its discretion, the

University determines that the bidder does not have the requisite experience or expertise to provide the goods and/or services.

5. SUBMITTAL OF TECHNICAL DATA

With their bids, bidders shall submit manufacturer's literature or brochures with technical data and illustrations of the equipment being offered that shows that the equipment being offered meets or exceeds the Technical Specifications. The University reserves the right to reject and deny any bid and equipment offered that it may, in its discretion, deem as unacceptable, and the findings in this regard shall be accepted by the bidder as final and binding.

6. AVAILABILITY OF FUNDS

Offerors are advised that the award of this contract is contingent upon availability of funds. If funds are not available, the University reserves the right to cancel the IFB or not award individual items.

7. DISCONTINUED MODELS

If the model specified is discontinued prior to delivery, Contractor shall provide to the

University a letter from the manufacturer, on company letterhead, stating the model number being discontinued, the replacement manufacturer and model number, and verifying statement that the replacement meets or exceeds all applicable minimum Technical Specifications. Contractor shall furnish the replacement model at the original bid price.

8. DAMAGED/DEFECTIVE GOODS

The University reserves the right to reject damaged or defective goods, which shall be promptly and satisfactorily replaced by the Contractor at no additional cost of the University

9. PAYMENT

Contractor shall be remunerated upon final acceptance of goods and submission of a properly executed original invoice and ONE (1) copy, indicating the contract number to the Kapiolani Community College, 4303 Diamond Head Road, Ilima 105, Honolulu, Hawaii 96816, THIRTY (30) calendar days following submission of invoice and acceptance of services/goods.