ITB 250096 _ Facilities Maintenance _ Generat.pdf

INVITATION TO BID

November 12, 2025

TO: Generator Maintenance Companies

SUBJECT: Invitation to Bid for Generator Maintenance Services – 3 Year Contract

The Jackson County Board of Commissioners is soliciting bids for Generator Maintenance Services at various County facilities. Specifications, terms and conditions are contained herein.

BID NUMBER: ITB 250096

BID NAME: Jackson County Facilities – Generator Maintenance Services Bid

BID DUE DATE/TIME: December 3, 2025 at 10:00 am, local time pertaining

RETURN BID VIA: sealed bids sent to:

Jackson County Board of Commissioners Attn: Purchasing Department – Bid # ITB 250096, Generator Maintenance Services 4965 Jackson Parkway Jefferson, GA 30549

PUBLIC BID OPENING DATE/TIME: December 3, 2025 at 10:00 am, local time pertaining LOCATION: 4965 Jackson Parkway, Jefferson, GA 30549

Direct all questions concerning this bid to:

Kenneth Morris Jackson County Purchasing Manager

(706) 367-6309 kmorris@jacksoncountygov.com

Jackson County Board of Commissioners 4965 Jackson Parkway

Jefferson, Georgia 30549 Phone: (706) 367-6309

Fax: (706) 367-1505 Email: kmorris@jacksoncountygov.com

GENERAL INFORMATION FOR BIDDERS

1. GENERAL INFORMATION FOR BIDDERS:

A. From the issue date of this Invitation to Bid (ITB) until an award has been announced, vendors shall not communicate with any Jackson County elected official or employee, with the exception of the name stated above concerning this ITB or any information herein.

B. Whenever the terms “shall”, “must”, “will”, or “is required” are used in the ITB, the item to which the term is referring is a mandatory requirement of this ITB and failure to meet any mandatory requirement may be cause for rejection of the bid.

C. All amendments and or addendums will be posted on the Jackson County Purchasing Information website, www.jacksoncountygov.com and it is the bidder’s responsibility to check this site on a regular basis. The Board will not be responsible for any information not viewed by bidders.

DETAILED SPECIFICATIONS ASSOCIATED WITH THIS BID FOR GENERATOR

MAINTENANCE SERVICES

I. PURPOSE: The intent and purpose of this Invitation to Bid (ITB) is to establish a contract to provide generator maintenance services for Jackson County Government, hereinafter referred to as Jackson County. The specifications herein are to establish a contract to provide regular maintenance and testing services at all buildings identified by the specific inventory (attached in Scope of Work). Conformance to applicable regulations is emphasized. A specific schedule can be established for ease in monitoring contract compliance.

II. SCOPE OF SERVICE:

A. WORK INCLUDED: The contractor shall provide all labor, tools, equipment, materials, and all incidentals required and/or implied for the complete and satisfactory performance of generator maintenance for the buildings listed on Attachment A, SCOPE OF WORK.

B. QUALITY OF WORKMANSHIP: All work shall be quality work performed according to the standards of the industry, and to the complete satisfaction of Jackson County. All work shall be performed in accordance with current state, federal and local laws and regulations which govern generators.

C. PERSONNEL QUALIFICATIONS: All personnel used by the contractor for the performance of this work shall be properly trained and qualified, and shall have current certification, as well as any other required licenses and certifications. The contractor shall provide evidence of qualifications for any personnel performing work under this contract upon request by Jackson County.

Jackson County reserves the right to refuse to accept services from any personnel deemed by Jackson County to be unqualified, disorderly, or otherwise unable to perform assigned work.

D. MAINTENANCE SPECIFICATIONS: As a minimum, routine standard maintenance shall be provided as described in the attachment. Additional service shall be provided as necessary and as determined by County designated staff.

E. SCHEDULING AND COORDINATION:

1. All maintenance shall be scheduled ahead of time as agreed upon by the contractor and Jackson County. A set schedule for routine standard maintenance shall be established as soon as practicable after the start date of the contract.

F. OTHER REQUIREMENTS

1. Invoices shall be submitted monthly or quarterly in conjunction with the corresponding services rendered. This requirement is in addition to and independent from any other requirements regarding invoices contained within this contract.

2. Reports: The invoice that shall be submitted to Jackson County shall contain the date of service, personnel performing service, and shall be signed by both parties.

3. Uniforms: All contract personnel shall be required to wear uniforms with company patches or other identifying clothing to clearly identify the personnel as being an employee of the contractor.

4. Parking: All vehicles shall be clearly identified as belonging to the contractor and shall park in designated parking areas only.

III. PRE-BID CONFERENCE:

There will be no formal pre-bid conference. Questions concerning this bid package should be directed in writing to Kenneth Morris at kmorris@jackoncountygov.com, Scott Martin at smartin@jacksoncountygov.com, and Barry Vickery at bvickery@jacksoncountygov.com, no later than the close of normal business hours on Friday, November 21, 2025 so that an appropriate addendum can be created and sent to all vendors prior to the closing of the bid.

IV. GENERAL TERMS AND CONDITIONS:

A. PURCHASING MANUAL: This Invitation to Bid (ITB) is subject to the provisions of the Jackson County Purchasing Ordinance and any revisions thereto, which are hereby incorporated into this contract in their entirety except as amended or superseded herein.

B. MANDATORY USE OF JACKSON COUNTY FORM AND TERMS AND

CONDITIONS: Failure to submit a bid on the official Jackson County form provided for that purpose shall be a cause for rejection of the bid. Return of the complete document is required.

Modification of or additions to any portion of the invitation may be cause for rejection of the bid;

however, Jackson County reserves the right to decide, on a case by case basis, in its sole discretion, whether or not to reject such a bid as non-responsive.

C. PRECEDENCE OF TERMS: Except for paragraphs A, B, C, J, K and N of the General Terms and Conditions, which shall apply in all instances, in the event there is a conflict between the General Terms and Conditions and any Special Terms and Conditions for use in a particular procurement, the Special Terms and Conditions shall prevail.

D. CLARIFICATION OF TERMS: If any prospective bidder has questions about the specifications or other bid documents, the prospective bidder should contact the person whose name appears on the title page of the invitation, no later than seven (7) days before the opening date. Any revisions to the invitation will be made only by addendum issued by Jackson County.

E. TESTING/INSPECTION: Jackson County reserves the right to conduct any test or inspection it may deem advisable to assure supplies and services conform to the specifications.

F. PAYMENT TERMS: Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than 30 days, however.

G. INVOICES: Invoices for services ordered, delivered and accepted by Jackson County shall be submitted by the contractor direct to the payment address shown on the contract. A monthly statement with all invoices detailed and charges associated with such invoices shall be submitted so that one monthly or quarterly payment is made to the Contractor for services provided.

H. DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms and conditions, Jackson County, after due oral or written notice, may procure substitute goods or services from other sources and hold the contractor responsible for any resulting additional purchasing and administrative costs. This remedy shall be in addition to any other remedies, which Jackson County may have.

I. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the contractor in whole or in part without the written consent of Jackson County.

J. ANTITRUST: By entering into a contract, the bidder conveys, sells, assigns, and transfers to Jackson County all rights, title and interest in and to all causes of the action it may now or hereafter acquire under the Antitrust Laws of the United States, relating to the particular goods or services purchased or acquired by Jackson County under said contract.

K. ETHICS IN PUBLIC CONTRACTING: By submitting their bids, all bidders certify that their bids are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other bidder, supplier, manufacturer or subcontractor in connection with their bid, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit or money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

L. ANTI-DISCRIMINATION: By submitting their bids, all bidders certify to Jackson County that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended.

In every contract of over $10,000 the provisions in 1 and 2 below apply:

1. During the performance of this contract, the contractor agrees as follows:

a. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

b. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer.

c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

2. The contractor will include the provisions of 1 above in every subcontract or purchase order of over $10,000 so that the provisions will be binding upon each subcontractor or vendor.

M. DEBARMENT STATUS: By submitting their bids, all bidders certify that they are not currently debarred from bidding on contracts by any agency of the State of Georgia, nor are they an agent of any person or entity that is currently debarred from submitting bids on contracts by any agency of the State of Georgia.

N. APPLICABLE LAW AND COURTS: Any contract resulting from this invitation for bid shall be governed in all respects by the laws of the State of Georgia and any litigation with respect thereto shall be brought in the courts of the State of Georgia. The contractor shall comply with applicable federal, state and local laws and regulations.

O. QUALIFICATION OF BIDDERS: Jackson County may make such reasonable investigations as deemed proper and necessary to determine the ability of the bidder to perform the work/furnish the items and the bidder shall furnish to Jackson County all such information and data for this purpose as may be requested. Jackson County reserves the right to inspect bidder's physical plant prior to award to satisfy questions regarding the bidder's capabilities. Jackson County further reserves the right to reject any bid if the evidence submitted by, or investigations of, such bidder fails to satisfy Jackson County that such bidder is properly qualified to carry out the obligations of the contract and to complete the work/furnish the items contemplated therein.

P. EO/AA STATEMENT: Jackson County, an Equal Opportunity Affirmative Action institution covered by Presidential Executive Order 11246 as amended, advises all contractors, subcontractors, vendors and suppliers that direct or indirect receipt of federal funds may require appropriate action on their part.

Q. ILLEGAL IMMIGRAT IMMIGRATION REFORM AND ENFORCEMENT

ACT OF 2011 - Vendors submitting a response to this ITB must complete the Contractor Affidavit under O.C.G.A. §13-10-91(b)(1) which is provided with the ITB package to verify compliance with the Illegal Immigration Reform and Enforcement Act of 2011.

1. The form must be signed by an authorized officer of the contractor or their authorized agent.

2. The form must be notarized.

3. The contractor will be required to have all subcontractors and sub-subcontractors who are engaged to complete physical performance of services under the final contract executed between the County and the contractor complete the appropriate subcontractor and sub-subcontractor affidavits and return them to the County a minimum of five (5) days prior to any work being accomplished by said subcontractor or sub-subcontractor. Format for this affidavit can be provided to the contractor if necessary.

V. SPECIAL TERMS AND CONDITIONS:

A. AUDIT: The contractor hereby agrees to retain all books, records, and other documents relative to this contract for five years after final payment, or until audited by the State of Georgia, whichever is sooner. Jackson County, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period.

B. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that Jackson County shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement.

C. AWARD OF CONTRACT: Jackson County will make award to the lowest responsive and responsible bidder. Due consideration will be given to price, quality as judged by tests and previous experience, and the ability of the bidders to render required services. Jackson County reserves the right to conduct any test it may deem advisable and to make all evaluations.

Jackson County also reserves the right to reject any or all bids, in whole or in part, to waive informalities and to delete items prior to making the award, whenever it is deemed in the sole opinion of Jackson County to be in its best interest.

D. BID ACCEPTANCE PERIOD: This bid shall be binding upon the bidder for 60 calendar days following the bid opening date. Any bid on which the bidder shortens the acceptance period may be rejected.

E. BID PRICES: Bid shall be in the form of a firm monthly price during the contract period and all extension to the contract.

F. CANCELLATION OF CONTRACT: Jackson County reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 30 days written notice to the contractor. Any contract cancellation notice shall not relieve the contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

G. CHANGES: By written notice to the contractor that may be in the form of electronic communications (i.e. email or fax), Jackson County may from time to time make changes, within the general scope of the contract, in the goods or services to be provided by the contractor. This includes, but is not limited to, adding and/or deleting buildings. The contractor shall promptly comply with the notice and shall make all subsequent goods or services conform to the notice. If any such change causes an increase or decrease in the contractor's cost of performance or the time required for performance, an equitable adjustment in the contract price and/or the time allowed for performance of the contract shall be negotiated and the contract modified accordingly by written supplemental agreement. Any claim by the contractor for adjustment under this clause must be asserted by written notice to Jackson County within 30 days from the date of receipt by the contractor of the change notice. Again, this written notice may be in the form of electronic communication.

H. CONTRACT DOCUMENTS: The contract entered into by the parties shall consist of this Invitation to Bid (ITB), the signed bid submitted by the contractor, the Jackson County Contract Form, General Terms and Conditions, Special Terms and Conditions, Specifications and Attachments, including all modifications thereof, all of which shall be referred to collectively as the Contract Documents.

I. CONTRACT PERIOD: The contract shall be for a period of three years from the period of January 1, 2026 through December 31, 2028. The contract will contain provisions for an option for Jackson County to extend the contract to allow for two (2) consecutive years of renewal with the contract prices remaining fixed. The contract shall be renegotiated 60 days prior to the expiration date. Notification requesting the extension of the contract may be completed by electronic communications.

IDENTIFICATION OF BID ENVELOPE: The signed bid should be returned in a separate envelope or package, sealed and identified as follows:

From:

Name of Bidder Bid Due Date Time

Street or Box Number Bid Number

City, State, Zip Code Bid Title

Name of Buyer:

The envelope should be addressed to Jackson County Board of Commissioners, Attention: Kenneth Morris, Purchasing Manager, 4965 Jackson Parkway, Jefferson, GA, 30549.

If a bid not contained in the special envelope is mailed, the bidder takes the risk that the envelope even if marked as described above, may be inadvertently opened and the information compromised which may cause the bid to be disqualified. Bids may be hand delivered to the office of the Purchasing Department issuing the invitation at the location given above. No other correspondence or other bids should be placed in the envelope.

K. INDEMNIFICATION: The contractor agrees to indemnify, defend and hold harmless Jackson County and their officers, agents, and employees from any claims, damages and actions of any kind or nature whether at law or in equity, arising from or caused by the use of any materials, goods, or equipment of any kind or nature furnished by the contractor/any services of any kind or nature provided by the contractor.

L. INDEPENDENT CONTRACTOR: The contractor shall not be an employee of Jackson County, but shall be an independent contractor. Nothing in this agreement shall be construed as authority for the contractor to make commitments, which shall bind Jackson County or to otherwise act on behalf of Jackson County, except as Jackson County may expressly authorize in writing.

M. INSPECTION OF WORK SITE: Bidders shall visit the Jackson County buildings included and shall be responsible for having ascertained pertinent local conditions such as location, accessibility and general character of the buildings. Claims, as a result of failure to do so, will not be considered by Jackson County.

N. INSURANCE:

1. The contractor shall provide Jackson County a Certificate of Insurance prior to the start of any work and agrees to maintain such insurance until the completion of the contract.

The minimum limits of liability shall be:

A. Workers' Compensation - In compliance with Georgia State Law

B. Broad Form Comprehensive General Liability, $100,000.00, to include:

1. Premises - Operations

2. Products / Completed Operations

3. Contractual

4. Personal Injury

5. Owners and Contractors Protective

2. Jackson County reserves the right to require higher limits on any contract provided notice of such requirements is stated in the proposal for such contract. Included in the certificate of insurance shall be a hold harmless agreement saving Jackson County harmless from any liability from the contractor or from any subcontractors or by anyone directly or indirectly employed by either. Jackson County is to be named as additional insured.

A 30-day notice of cancellation or non-renewal in writing shall be furnished by certified mail to the certificate holder at the address indicated on the face of this form. Also, when deemed necessary, the contractor will provide explosion, collapse and underground coverage (X, C and U coverage).

The contractor agrees to be responsible for, indemnify and save harmless Jackson County and their representatives from the payment of all sums of money by reason of any claim against Jackson County or their representatives under the Workmen's Compensation Act, and by reason of all or any other occurrences resulting in bodily injury or property damage that may happen to occur upon or about said work. The contractor agrees that it will, at all times, and at least for one year after the completion of the work, indemnify and save harmless Jackson County against liabilities resulting from bodily injury or property damage directly or indirectly arising out of the performance or nonperformance of the contract.

3. ALL BIDDERS PROVIDE THE FOLLOWING INFORMATION:

NAME OF INSURANCE CARRIER:

NAME OF INSURANCE AGENT:

TELEPHONE NUMBER:

BROAD FORM COMPREHENSIVE

GENERAL LIABILITY LIMIT: $

AUTOMOBILE LIABILITY LIMIT: $

POLICY EXPIRATION DATE:

If a bidder fails to provide all the above information or does not indicate an amount of coverage, the bidder's signature on this invitation constitutes certification that, if the bidder is awarded the contract, the bidder shall obtain the necessary coverage as specified within ten days of notification of award of the contract.

If at any time or times any claim or claims shall be made to Jackson County by a subcontractor or other persons for any money due for any work, labor or material done upon or supplied upon the work herein contracted for, done for, furnished, or supplied, to the party of the first part, Jackson County may retain such amount as may be due, or may thereafter become due under this contract, or may pay the same when said claim shall thereafter be finally established in court, and such amount is hereby assigned to Jackson County to pay such claim or claims, such payment to be done when so established, but the contractor shall not be entitled to demand or receive payment of this agreement until all disputes, disagreements, and questions between the parties herein affecting the right to any portion of the amount claimed, shall have been settled as above provided for, and Jackson County is hereby authorized to deduct from the said amount any money due it upon any account or claim.

O. PROTECTION OF PERSONS AND PROPERTY:

1. The contractor shall take every precaution at all times for the protection of persons and property, including Jackson County's employees and property and its own.

2. The contractor shall be responsible for initiating, maintaining and supervising all safety precautions and programs in connection with the work under this contract.

3. The contractor shall continuously maintain adequate protection of all work from damage and shall protect Jackson County property from injury or loss arising in connection with this contract. The contractor shall make good any such damage, injury or loss.

P. SAFETY: The contractor shall maintain an adequate safety program to insure the safety of contractor employees, subcontractor employees, and all other individuals working under this contract. In addition, the contractor must also provide Jackson County with a written safety program that he intends to follow in pursuing work under this contract. No work under this contract will be permitted until Jackson County is assured that the contractor has an adequate safety program in effect.

Q. SUBCONTRACTS: No portion of the work shall be subcontracted without prior written consent of Jackson County. In the event that the contractor desires to subcontract some part of the work specified herein, the contractor shall furnish Jackson County the names, qualifications and experience of their proposed subcontractors. The contractor will, however, remain fully liable and responsible for the work to be done by his subcontractor(s) and shall assure compliance with all requirements of the contract.

Nothing in the agreement shall be constructed as authority for the contractor to make commitments, which shall bind Jackson County or to otherwise act on behalf of Jackson County, except as Jackson County may expressly authorize in writing.

R. SUPERINTENDENCE BY CONTRACTOR: The contractor shall be responsible for all work means, methods, techniques, sequences and procedures and for coordinating all portions of the work under the contract except where otherwise specified herein. The contractor shall, at all times, enforce strict discipline and good order among the workers, and shall not employ any unfit person or anyone not skilled in their work.

S. WORK SITE DAMAGES: Any damage, including damage to finished surfaces, resulting from the performance of this contract shall be repaired to Jackson County's satisfaction at the contractor's expense.

VI. METHOD OF PAYMENT:

Jackson County will authorize payment to the contractor after providing satisfactory service and receipt of the contractor's invoice for services rendered. Payment will be made on a monthly or quarterly basis at the prices as bid. All invoices will be summarized on one statement.

VII. DOCUMENTS THAT ARE TO BE SUBMITTED:

The following items will be submitted to be considered a complete bid package:

A. Pricing Schedule

B. Insurance Information as outlined in paragraph V.N.3 above.

C. Vender Information (minimum requirements are the Vendor Form, W-9, and AP

Certificate)

D. Immigration Affidavit

VIII. PRICING SCHEDULE:

In accordance with this Invitation to Bid (ITB) and subject to all conditions imposed herein and in attachments, the undersigned agrees to provide GENERATOR MAINTENANCE Services for the price given for each building listed on Attachment A, SCOPE OF WORK:

Facility Name Address Cost of Service

Breakdown Included in Attachment A – Provide Total Here:

1. SUBTOTAL BI-ANNUAL INSPECTION PRICE: $ /Bi-Annually (Twice Per Year)

2. SUBTOTAL ANNUAL LOAD BANK TEST $ / Annually

Total Bid: __________________________________ Annually

I certify that I have read and understand the terms and conditions herein except as stated below.

I further state that I am and/or my company is capable, able to, and will provide the requested products and/or service described herein. I am the owner or agent of the company stated below and am authorized and empowered to contract. By my signature on this ITB, I/we guarantee and certify that all items included in my bid meet or exceed specifications. I certify that this quotation is made without prior understanding, agreement, or connection with any corporation, firm or person submitting a quotation for the same materials, supplies, equipment, or services and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of State and Federal Law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of the quotation and certify that I am authorized to sign this quotation for the Contractor.

(Please print or Type)

Firm Name: _________________________________________________

Address: ____________________________________________________ City, State, Zip Code: __________________________________________ Telephone Number: ___________________________________________ Name/Title: __________________________________________________ Signature (in Ink):______________________________________________ Date: _______________________________________________________

IX. OTHER ATTACHMENTS:

ATTACHMENT A: SCOPE OF WORK

ATTACHMENT B: CONTRACT

VENDOR PACKET

ATTACHMENT A

SCOPE OF WORK

Generator Preventative Maintenance Scope of Work (SOW)

1. Objective

To ensure the reliable and efficient operation of the generator system through scheduled preventative maintenance services, minimizing the risk of failure and extending the equipment’s operational life.

2. Equipment Covered

Diesel or Natural Gas Generator(s) Automatic Transfer Switch (ATS) Control Panel Associated batteries and fuel systems

3. Frequency

Bi-Annually: Full system inspection Annually: Load bank testing

4. Scope of Work (Full Service Preventative Maintenance)

A. Visual Inspection

Inspect overall generator condition Check for leaks (oil, coolant, fuel) Inspect belts and hoses for wear or cracking Verify cleanliness and secure fittings Inspect exhaust system for leaks and corrosion Inspect and clean air intake and housing

B. Electrical System

Inspect and test batteries (voltage, specific gravity, electrolyte level) Clean battery terminals and apply anti-corrosion treatment Test and inspect battery charger operation Inspect control panel for faults and warning indicators Inspect ignition system Check voltage regulator and adjust if required Check starter disconnect circuit Verify circuit breaker operation Check wiring for damage or looseness

C. Lubrication System

Check oil level and condition Top off oil if needed Annually: Drain and replace engine oil and oil filters Inspect for oil leaks

D. Cooling System

Inspect coolant level and condition Top off coolant if needed Check radiator and hoses Inspect fan and water pump operation Flush and replace coolant as per OEM specs

E. Fuel System

Check fuel levels and quality Inspect fuel lines, filters, and fittings Check for water or sediment in the fuel Annually: Replace fuel filters Drain fuel/water separators if applicable

F. Air Intake and Exhaust System

Inspect air filter and housing Replace air filter as needed (annually or per OEM specs) Check exhaust system for restrictions or leaks

G. Automatic Transfer Switch (ATS)

Inspect and test ATS functionality Clean contacts and inspect control wiring Test signal between ATS and generator Exercise switch manually or via test mode Calibrate if required

H. Operational Testing

Perform manual start and run test Record voltage, frequency, amperage, and phase balance Listen for unusual noises or vibrations Verify automatic start/stop operation

Check operation of block heater

I. Load Bank Testing (Annually on selective units, see site locations)

Connect load bank and run generator at rated capacity for no less than 2 hours Record performance metrics: voltage, frequency, temperature Observe for overheating or derating

5. Documentation

Provide written report with:

o Inspection results o Services performed o Recommendations for repair or further service o Photos if needed for documentation o Signature of technician and date of service

6. Safety and Compliance

Follow all OSHA and NFPA 110 guidelines Wear appropriate PPE Lockout/Tagout procedures where required Ensure disposal of fluids and parts is done in an environmentally responsible way

7. Exclusions

Major repairs or parts replacement outside of routine service Emergency call-outs Fuel polishing or replacement Environmental remediation

8. Locations

See Attached Spreadsheet

ATTACHMENT B

CONTRACT

This Agreement made and entered into this _____ Day of ___________ , Two Thousand and Twenty Five, BETWEEN

The Owner: The Jackson County Board of Commissioners Jackson County, Georgia 4965 Jackson Parkway Jefferson, GA 30549

And the Contractor: Company Name Company Address Company City, State Zip

PROJECT: THREE YEAR GENERATOR MAINTENANCE CONTRACT FOR

JACKSON COUNTY, GEORGIA

WITNESSETH: That said Contractor has agreed, and by these presents does agree, with the said County, for the consideration herein mentioned and under the provisions of the Invitation to Bid as required by the Specifications to furnish all equipment, tools, material, skill and labor of every description necessary to carry out and complete in a good, firm and substantial and workmanlike manner, proposal made by the Contractor, the Advertisement, the Instructions to Bid, Special Terms and Conditions and this Agreement, including all work outlined in the Scope of Service and listed in the conditions, provisions and specification to wit:

ARTICLE 1

The Contract Documents

The Contract Documents consist of this Agreement, conditions of the Contract (General, Supplementary and Other Conditions), Drawings, Specifications, and Addenda issued prior to execution of this Agreement and all Change Orders issued subsequent thereto. These form the Contract, and all are as fully a part of the Contract as if attached to this Agreement or repeated herein.

ARTICLE 2

The Work

The Contractor shall perform all work required by the Contract Documents for:

PROJECT: THREE YEAR GENERATOR MAINTENANCE CONTRACT FOR

JACKSON COUNTY, GEORGIA

All Work performed under this contract is subject to inspection by the Purchasing Department of Jackson County, Georgia. It shall be the Contractor’s responsibility to coordinate with the Purchasing Department of Jackson County, Georgia for inspection and maintenance services.

All Work shall be performed in accordance with current federal, state, and local laws and regulations which govern Generator maintenance services.

ARTICLE 3

Time of Commencement and Completion

The Work to be performed under this Contract shall begin on January 1st, 2026 and continue for a period of 36 months (3 years) to be completed on December 31, 2028. Contract may be renewed by Jackson County for an additional two (2) years so that the contract is in effect for no more than five (5) consecutive years. After five (5) years, the contract must be re-bid by Jackson County.

ARTICLE 4

Contract Price

The Owner shall pay the Contractor, for the performance of the Work as provided in the Conditions of the Contract, in current funds, the amount of $ _________________ per year.

This price may be increased or decreased during the initial term of the contract and during all renewal terms based upon changes to the Scope of Service as outlined in the Special Terms and Conditions of the Request for Quotes, ARTICLE 5

Payment

Payment for the Work as described in Article 4 above, shall be made upon completion of Work by the Contractor within thirty (30) days after the completion of the Work, provided that the Work has been completed and the Contractor fully performed in accordance with the Contract Documents. The Contractor shall complete and submit an invoice for the monthly payment to the Jackson County Government, Attention: Accounts Payable, 4965 Jackson Parkway, Jefferson, Georgia 30549. Jackson County reserves the right to request proof of performance of all work completed under this contract.

IN WITNESS WHEREOF, the parties have executed this Contract on the date first written above.

OWNER: CONTRACTOR:

Jackson County Board of Commissioners Company’s Legal Name

Marty Clark, Chairman Representative

ATTEST: ATTEST:

Notary Public Notary Public

Vendor Registration information can be located and downloaded from:

Jackson County Vendor Registration Page