RFP 2602 Uninterruptible Power Supplies.pdf

GWINNETT COUNTY PUBLIC LIBRARY

REQUEST FOR PROPOSALS

Uninterruptible Power Supplies

RFP # GCPL-2602

ISSUED December 19, 2025

TABLE OF CONTENTS

I. GENERAL PROJECT DESCRIPTION……………………………………….…..3

A. Introduction

1. Library Background B. Objective of this Request for Proposals

1. Project Description

2. Scope of Work, Services, Outcomes, and Deliverables

C. Schedule D. Questions

II. SUBMISSION OF PROPOSALS……………………………………………..…7

A. Submission, Copies and Due Date

1. Proposal Contents

a) Section 1 – Qualifications and Experience

b) Section 2 - Project Approach and Work Schedule

c) Section 3 - Cost of Service

B. Proposal Duration and Contract Timing Requirements C. Confidentiality of Information Contained in Proposals

III. SELECTION PROCESS……………………………………………………..……9

A. Evaluation Committee to Review Proposals B. Additional or Supplemental Information C. Interviews D. Selection of Proposals

IV. CONTRACT AWARD…………………………………………………………...….10

A. Notice of Intent to Award Contract B. Contract Award

EXHIBIT A Insurance Requirements………………………….………………………...11

EXHIBIT B Contractor Affidavit…………………………………..………………………12

Request for Proposals to Provide Uninterruptible Power Supplies

I. GENERAL PROJECT DESCRIPTION

A. Introduction

Gwinnett County Public Library (hereafter referred to as “GCPL” or “library”) is soliciting formal proposals from qualified vendors (hereafter referred to as “Vendor” or “respondent”) for replacement of uninterruptible power supply (UPS) systems at three GCPL locations. This request is for OEM new Vertiv Liebert GXT5 Lithium Ion N Online UPS 2000VA/1800W 120V Tower/Rack units and matching external lithium ion battery cabinets at the following sites:

Grayson (GRA), Norcross (NOR), and Snellville (SNE). The intent of this project is to replace existing lead acid UPS and battery systems with lithium ion technology to improve reliability, runtime stability, and lifecycle performance. Vendor will deliver, install, commission, and validate each UPS and external battery cabinet system at the listed locations, and will remove and dispose of existing lead acid equipment in accordance with applicable regulations.

Vendors must propose an E rate eligible solution that meets or exceeds the requirements in this technical section. References to specific manufacturers or models are provided for example only and are not intended to limit competition. Vendors may propose functionally equivalent or superior equipment, provided all requirements are met. Proposals must clearly identify any optional, non required items, price them as separate line items, and distinguish E rate eligible versus ineligible components.

1. Library Background

The Gwinnett County Library system was founded in 1935. Currently 16 facilities totaling 262,000 square feet are located throughout Gwinnett County. The library website offers the convenience of remote access, enabling customers to search for materials and information, access their library record, request or renew materials without driving to the library, and download music, videos, audiobooks and ebooks 24 hours/day, 7 days per week.

Mission: As an organization, Gwinnett County Public Library promotes lifelong learning and growth to meet the changing needs of its board, staff and community.

Vision:GwinnettCountyPublicLibraryprovidesresourcesandservicesthatenrichandinspire our community.

Find more at gwinnettpl.org.

B. Objective of this Request for Proposals

1. Project Description

UPS Units

● Three (3) Vertiv Liebert GXT5 Lithium-Ion N Online UPS 2000VA/1800W 120V Tower/Rack UPS (or equivalent) to be delivered per the Locations chart below.

● Three (3) External Battery Cabinets for the above UPS units (or equivalent) to be delivered per the Locations chart below.

Compatibility, Installation, and Commissioning

● Vendor must confirm full compatibility between the proposed lithium-ion UPS units and external battery cabinets. Vendor will install and commission each UPS/battery system, including verification of UPS battery recognition, charging status, alarms, and management communications, and will complete a basic runtime validation test (load-supported discharge verification) witnessed by GCPL IT staff.

● Proposed UPS and external battery configurations must meet or exceed the current runtime at each site under existing load. Vendor must state expected runtime at approximately 50% and 100% UPS load.

Warranty

● Vendor must provide proof of a minimum five (5) year manufacturer warranty for each

UPS and external battery cabinet. Warranty terms (including whether prorated) must be stated clearly in the proposal. Vendor is responsible for any required warranty registration.

2. Scope of work Proposal Format and Deliverables

Proposals must itemize costs per location, including UPS hardware, external battery cabinet, installation/commissioning, removal/disposal of existing equipment, warranty,andanyoptional items. Each site must have a subtotal, with a grand total provided.

● Vendor will remove, transport, and recycle/dispose of all existing lead-acid UPS batteries and associated cabinets in accordance with applicable regulations and will provide disposal documentation to GCPL upon completion.

● Vendor must provide a brief commissioning/acceptance report per site confirming model/serial numbers, successful UPS and EBC recognition, alarm/management verification, and runtime validation results.

Specific Unit Descriptions and Locations

Gwinnett County Public Library Grayson location 700 Grayson Parkway, Grayson, GA 30017

Existing:

UPS Model - Vertiv Liebert GXT5 2000VA 120V UPS, GXT5-2000LVRT2UXL.

External Battery Cabinet - Model - GXT5-EBC48VRT2U

REQUEST:

UPS Model - Vertiv Liebert GXT5 Lithium-Ion N Online UPS 2000VA/1800W 120V Tower/Rack UPS, GXT5LI-2000LVRT2UXLN

External Battery Cabinet - Model - VEBCLI-48VRT1U

Gwinnett County Public Library Norcross location 5735 Buford Highway, Norcross, GA 30071

Existing:

UPS Model - Vertiv Liebert GXT5 2000VA 120V UPS, GXT5-2000LVRT2UXL.

External Battery Cabinet - Model - GXT5-EBC48VRT2U

REQUEST:

UPS Model - Vertiv Liebert GXT5 Lithium-Ion N Online UPS 2000VA/1800W 120V Tower/Rack UPS, GXT5LI-2000LVRT2UXLN

External Battery Cabinet - Model - VEBCLI-48VRT1U

Gwinnett County Public Library Snellville location 2245 Wisteria Drive, Snellville, GA 30078

Existing:

UPS Model - Vertiv Liebert GXT5 2000VA 120V UPS, GXT5-2000LVRT2UXL.

External Battery Cabinet - Model - GXT5-EBC48VRT2U

REQUEST:

UPS Model - Vertiv Liebert GXT5 Lithium-Ion N Online UPS 2000VA/1800W 120V Tower/Rack UPS, GXT5LI-2000LVRT2UXLN

External Battery Cabinet - Model - VEBCLI-48VRT1U

C. Schedule

ThefollowingScheduleappliestothisRFP,butissubjecttochange.Exceptasprovidedbelow, changes will be made only by written amendment to this RFP.

● December 19, 2025 - Release of Request for Proposals

● January 9, 2026 -Proposers’ written questions due by 3:00 pm. ET

● January 16, 2026 - Library’s written responses to questions published

● January 30, 2026 - Proposals due by 3:00 pm. ET

● February 2 to 6, 2026 - Proposals evaluated by Library’s Evaluation Committee

● February 9 to 13, 2026 - Interviews with finalist(s) conducted

● February 13, 2026 - Notice of Intent to Award issued

● February 16 to 20, 2026 -Negotiations and contract creation with finalist

● March 16, 2026 - Contract presented to Library Board of Trustees for approval

The Library reserves therighttorevisethesedatesatitssolediscretionbasedonunforeseen events or organizational requirements. Any revisions made will be published using the same sources and media as this RFP.

D. Questions

Proposers may submit written questions regarding this RFP via email, which the Library will respond to in writing via email, based on the dates set forth in the Schedule (above). The Library’s written email responses will be provided to all proposers who have submitted their email contact information to the Library.

Questions regarding this RFP should be sent via email directly to the Library’s contact person:

Jessica Fulks

Business Services Manager jfulks@gwinnettpl.org

Email should include referenceRFP # GCPL-2602 Uninterruptible Power Supplies

Allquestionsandresponsesmustbeinwriting;noverbalcommunicationsbetweenaproposer and Library staff regarding the substance of a pending RFP are permitted, and any verbal representations provided by Library staff are not binding on the Library.

Ifaproposerdiscoversanyambiguity,conflict,discrepancy,omission,orothererrorinthisRFP, the proposer shall immediately notify the Library’s contact person of such perceived error.

Modifications to this RFP may be made by addenda, which then become part of this RFP.

II. SUBMISSION OF PROPOSALS

A. Submission, Copies and Due Date

Proposers must submit their proposal on a flash drive in a sealed envelope marked “PROPOSAL UNINTERRUPTIBLE POWER SUPPLIES” to:

Gwinnett County Public Library Attn: Jessica Fulks

1001 Lawrenceville Highway Lawrenceville, GA 30046

Proposals must be received by 3:00 pm ET on January 30, 2026.

Late Proposals will not be accepted or considered. It is the responsibility of the proposer to ensurethattheproposalarrivesattheGwinnettCountyPublicLibrarypriortothedateandtime indicated.

Section 1 – Qualifications and Experience:

Please explain your and your staff’s qualifications and experience in this section, including:

i. Yourqualificationsandexperienceinthesubjectareasthatareapplicabletotheproject.

Be specific in describing the depth of both you and your staff’s knowledge and experience (Experience with providing the requested services to local government clients is strongly preferred);

vi. Abriefrepresentativelistingofsimilarprojectscompletedinthepastthree(3)yearsand your responsibilities for those projects, as well as the responsibilities of other key personnelwhowouldbepartoftheteamonthisproject.(Experiencewithprovidingthe requested services to local government clients is strongly preferred);

viii. Disclose any lawsuit or any other type of proceeding (such asanarbitration)resulting from any job undertaken by you or your sub- contractors which is still pending orhas occurred on projects within the last five years, and related details; and

xv. Any other information which might aid the Evaluation Committee in ascertaining your qualifications and experience.

Section 2 - Project Approach and Work Schedule:

In this section, please explain your understanding of the RFP’s requirements and objectives regarding the project, and how you will satisfy them.

Section 3 - Cost of Service:

In this section, please disclose all expense types, rates, and charges to be assessed to the Library for the required services. All proposals must identify the following:

i. TheproposalprovidedtotheLibraryunderthissectionmustincludealllabor,materials, equipment and accessories required to furnish, configure, install, and integrate a complete wide area network connection.

ii. Provide the monthly cost for service. Include all mandatory fees and charges.

iii. Provide one-time costs including any installation, activation, initial configuration, programming or service charges.

A fixed price cost for the project will be developed and agreed to during the negotiation and contract development phase of the solicitation.

B. Proposal Duration and Contract Timing Requirements

All proposals will remain in effect and shall be legally binding for at least one hundred and twenty (120) days after the proposal submission due date.

UnlessotherwiseauthorizedbytheLibrary,theselectedcontractorwillbeexpectedtoagreeto a mutually acceptable contract with the Library for the services requested within fifteen (15) days of the Library’s issuance of thenoticeofintenttoaward.Ifagreementoncontractterms and conditions acceptable to the Library cannot be achieved within that time frame, or if it appears that an agreement will not be possible after reasonable negotiations have been conducted (as determined at the sole discretion of the Library), then the Libraryreservesthe righttoretractthenoticeofintenttoawardandproceedwithawardstootherconsultants,orto withdraw this RFP.

D. Confidentiality of Information Contained in Proposals

AllproposalsaresubjecttotheprovisionsofTheOfficialCodeofGeorgiaAnnotated§15-18-70

et. seq. Georgia procurement law, however, provides that all proposals shall be treated as confidential documents until the selection and negotiationprocesshasbeencompleted.Once the Library has issued its notice of intent to award and the contract negotiations have been completed, all submitted proposals shall be deemed public records and become subject to public disclosure.

III. SELECTION PROCESS

A. Evaluation Committee to Review Proposals

TheLibraryshallformanEvaluationCommitteetoreviewthecontentofallproposalssubmitted inresponsetothisRFP.TheEvaluationCommitteemaybecomposedofLibraryemployeesor officers, Board members, or persons outside of the Library. The Evaluation Committee shall review and evaluate all timely proposals based on the terms of this RFP, and shall make a recommendation for selection of a contractor to the Library Board. The Library Board is ultimately responsible for approving any contract to be awarded under this RFP, in its sole discretion.

ThoseLibraryemployeeswhohavearelationshipwithapersonorbusinessentitysubmittinga proposal shall notparticipateintherevieworselectionprocess.Anypersonorbusinessentity submitting a proposal who has such a relationship with a Library employee who may be involved in the selection process shall advise the Library of the name of its employee in the proposal.

The Evaluation Committee mayrejectanyorallproposals,orportionsthereof,ifitdetermines that it is in the Library’s best interests to do so.

B. Additional or Supplemental Information

TheEvaluationCommitteemay,duringtheevaluationprocess,requestanyproposertoprovide additional information which the Evaluation Committee deems necessary to evaluate the proposer’s ability to perform the required services. Such information shall be required to be provided in writing, and shall become part of the proposal on record.

C. Interviews

After initial screening, the Evaluation Committee may select those proposers deemed most qualified for this project for further evaluation. Interviews of those selected proposersmaybe conducted as part of the final selection process. Interviews may or may not have their own separate scoring during the evaluation process.

D. Selection of Proposals

TheLibraryreservestherighttoselecttheproposal(s)whichinitssolejudgmentbestmeetsits needs, and to award a contract to one ormultiplequalifiedsubmittals.Thelowestproposed cost is not the sole criterion for recommending contract award.

The Libraryalsomakesnoguaranteeofanyorequalamountsofworkfortheprojectwhichis the subject of this RFP. Further, the Library is not responsible for any costs incurred in the preparation or submission of a proposal or any work performed prior to the execution of a contract.

IV. CONTRACT AWARD

A. Notice of Intent to Award Contract

Upon selecting a proposal, the Library will enter into contract negotiations with the chosen contractor. If such negotiationsareunsuccessful,theLibrarywillproceedtonegotiatewiththe proposer who scored next highest in rank.

Upon successful completion of contract negotiations, all proposers who have submitted proposals in response to this RFP will be provided with notice as to the successful contractor(s).

B. Contract Award

The Evaluation Committee will make a recommendationonawardingacontracttotheLibrary Board of Trustees. No contract will be in effect until approved by the Board.

ThisRFPdoesnotcommittheLibrarytoawardacontract.TheLibraryhasabsolutediscretion inawardingacontractandreservestherighttowaiveinformalitiesandirregularitiesinthisRFP and/or the proposals received. The Library reserves the right to accept or reject any or all proposals or to modify or cancel this RFP in part or its entirety.

EXHIBIT A

INSURANCE REQUIREMENTS

WithrespecttoperformanceofworkunderthisAgreement,Consultantshallmaintainandshall require all of its subcontractors, consultants, and other agents to maintain insurance as described below unless such insurance has been expressly waived by the Library through a Waiver of Insurance Requirements. Any requirement for insurance to be maintained after completion of the work shall survive this Agreement.

The Library reserves the right to review any and all of the required insurance policiesand/or endorsements, but has no obligation to do so. Failure to demand evidenceoffullcompliance withtheinsurancerequirementssetforthinthisAgreement(orfailuretoidentifyanyinsurance deficiency) shall not relieve Consultant from, nor be construed or deemed a waiver of, its obligation to maintain the required insurance at all times during the performance of this Agreement.

1. Workers Compensation and Employers Liability Insurance Within ten days after execution of this Contract and during the entire period of the contract,theConsultantshallmaintainWorkersCompensationinsuranceinthestatutory amounts required. The Consultant shall file with the Library a certificate of insurance from an insurance company or agent licensed to do business in the State of Georgia showing evidence of workers compensation insurance meeting statutory requirements.

2. General Liability Insurance Within ten days after execution of this Contract and during the entire period of the contract, the Consultant shall maintain professional liability insurance (errors and omissions insurance) applicable to the Services being performed. If there is no professional liability insurance product applicable to the services, the Consultant shall maintain a commercial general liability policy covering his Services. The Consultant shallfilewiththeLibraryacertificateofinsurancefromaninsurancecompanylicensed to do business in the State of Georgia showing evidence of such professional or commercial general liability insurance in limits of not less than $1,000,000 per occurrence and $3,000,000 in aggregate. Consultant shall provide a certificate of insurance from an insurance companyoragentlicensedtodobusinessintheStateof Georgia and copies of the additional insured endorsement naming Gwinnett County Public Library as an additional insured. Any deductibles and self-insurance retention may not be greater than $100,000.

3. Material Breach IfConsultantfailstomaintaininsurancewhichisrequiredpursuanttothisAgreement,it shallbedeemedamaterialbreachofthisAgreement.TheLibrary,atitssoleoption,may terminate this Agreement and obtain damages from the Consultantresultingfromsaid breach. Alternatively, the Library may purchase the required insurance, and without further notice to Consultant, the Library may deduct from sums duetoConsultantany premiumcostsadvancedbytheLibraryforsuchinsurance.Theseremediesshallbein addition to any other remedies available to the Library.

EXHIBIT B

Contractor Affidavit under O.C.G.A. § 13-10-91(b)(1)

By executingthisaffidavit,theundersignedcontractorverifiesitscompliancewithO.C.G.A.§ 13-10-91, stating affirmatively that the individual, firm orcorporationwhichisengagedinthe physicalperformanceofservicesonbehalfof(GwinnettCountyPublicLibrary)hasregistered with, is authorized to useandusesthefederalworkauthorizationprogramcommonlyknown as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, theundersigned contractorwillcontinuetousethefederalworkauthorizationprogramthroughoutthecontract periodandtheundersignedcontractorwillcontractforthephysicalperformanceofservicesin satisfactionofsuchcontractonlywithsubcontractorswhopresentanaffidavittothecontractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number

Date of Authorization

Name of Contractor

Name of Project

Gwinnett Co Public Library__________ Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on ______, ___, 202__ in _____(city), ______(state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE ______ DAY OF ________, 202__.

NOTARY PUBLIC

My Commission Expires: