RFP Generators.pdf

Invitation to Bid for Generator(s)

Introduction & Instructions

Background: The Confederated Tribes of Siletz Indians (CTSI) Community Health Department is requesting proposals for one or more Portable 100kw-150kw 480v 3 Phase Diesel Generator(s)

Purpose of the Invitation to Bid (1TB) CTSI is soliciting bids for the generator, (as specified in Attachment

"A"). Attachment "A" describes qualities of the equipment to be provided by the successful bidder.

Unrestricted Solicitation

This Solicitation is not restricted to Indian individual and/or Indian-owned economic enterprises and organizations but award is subject to Indian preference in accordance with the Tribal Plan of Operations.

Bidders must submit evidence of eligibility for Indian preference with their bid or at any time prior, to

May 15, 2023 (see contact, below).

Contract

The CTSI Chief Executive Officer is the authorized representative to conduct contract term negotiations, and all CTSI contracts are subject to legal review by CTSI attorneys.

Contract Terms

The term of the contract regarding procurement process and all needed documentation shall not exceed thirty (15) days from the start date as agreed by CTSI and successful bidder, understanding shipping and delivery of generator(s) to commence as soon as possible. The bidder's proposal start/completion date must be clearly defined in the proposal bid. This 1TB and the Bid submitted by the successful bidder, including the proposed bid price and completion date, shall define the terms by which the successful bidder shall perform the services contemplated by the 1TB. As such, an 1TB should include a proposed timeline for completion of the proposed services.

Contract Bid Price

This contract will be for a "fixed sum not to exceed" amount. The bid submitted must clearly state the proposed "fixed sum, not to exceed" amount proposed. That amount will be used in the process of determining the successful bidder.

Contact Person

Bidder may direct questions regarding this 1TB to:

Attention: Max Hoover

Confederated Tribes of Siletz Indians

Public Works Program

PO BOX 549

Siletz, Oregon 97380

Phone: (541) 351-0135

FAX:(541)4448365

Email: maxh.@ctsi.nsn.us

Office: Public Works

Bid Submission

The bids must be received by CTSI front desk administration the contact person at the above address no later than May 15, 2023 at 4:00 p.m. Pacific Time. Bids can be mailed or hand delivered in sealed envelopes, marked "Public Works Portable Generator Attn: Max Hoover-BID". Bids will be opened and review will begin after the deadline established for receipt of bids. Bids will be opened publicly at the

CTSI offices and will be available for public inspection after the award of the contract.

Bid Tenure

All bids shall include a statement that the bid shall be valid until contract award by no more than ninety

(90) calendar days from the bid due date.

Incurred Expenses

CTSI shall not be responsible for any expenses incurred by bidder in responding to this 1TB. All costs incurred by bidder in the preparation, transmittal or presentation of any bid or material submitted in response to this 1TB will be borne solely by the bidder.

Cancellation of 1TB or Rejection of Bids

CTSI may cancel this 1TB at any time for any reason. CTSI may reject any and/or all bids for any reason as determined by CTSI.

mailto:maxh.@ctsi.nsn.us

Evaluation of Bids Award Notice

The project Manager will open the bids and will decide when the specified time has arrived; no bid received thereafter will be considered. Responses will be evaluated on the basis of price and responsibility (the criteria listed in Part II below), with final selection to be made by the CSTI Chief

Executive Officer.

CTSI shall purchase from the bidder whose bid(s) is deemed to be most advantageous to CTSI. If a bidder's proposal is reasonably likely, in CTSl's discretion, to be selected, CTSI may provide the bidder an opportunity to discuss and revise their bid prior to award for the purpose of obtaining a final and best offer.

Award Notice

CTSI shall provide written notice of the award to all bidders within 10m business days of the date of the award.

Bid Confidientiality

Until the award is made and notice is given to all bidders, no employee, agent, or representative of a bidder shall make available or discuss its bid with any officer, member, employee, agent or representative of CTSI other than the Contact Person, except in response to inquiries from the Contact

Person as part of the evaluation process. Until the award is made and notice of award is given to all bidders, CTSI will not disclose the contents of any bid or discuss the contents of any bid with any bidder or potential bidder.

Irregularities in Bids

CTSI may, at their discretion, waive technical irregularities in the bid format of any bidder selected for award, which do not alter the price, quality or quantity of the services offered.

Certification of Compliance with Law

Successful bidders will be required to comply with applicable tribal, state and federal laws, regulations, and executive orders.

Protest

To be filed under CTSl's Tribal Plan of Operations§ 2.019(C)(IO)&(l1). Available at http://www.ctsi.nsn.us/uploads/downloads/Ordinances/Tribal%20Plan%20of<>/o200perations%20

FINAL%20Effective%201-l-12.12df

Part II:

Evaluation Factors

CTSI shall award the contract to the bidder whose bid is most advantageous to CTSI. Awards shall be made to the qualified Indian-owned economic enterprise or organization with the lowest responsive bid, if that bid is within the maximum total contract price established for the project, and the bid is within the range specified in Attachment "B" (referred to as the X factor). If equal low bids are received from qualified Indian-owned economic enterprises or organizations, award shall be made by drawing lots or similar random method. If no responsive bid by a qualified, Indian-owned economic enterprise or organization is within range, award shall be made to the lowest qualified responsive bidder.

Part IV: Bid Format and Instructions to Bidder

Bids submitted to CTSI must, at minimum, contain the following information and shall be organized as follows:

A. Letter of Transmittal

Include at least the following information:

a. Name, address and telephone number of Bidder.

b. A signature of the bidder or of any partner, officer or employee who certifies that he or she has the authority to bind the Bidder.

c. Date of Bids.

d. A statement that the submitted bid is valid for 90 days after the deadline for submission of bids.

e. The firm fixed price bid to purchase and outfit/modify the equipment described in

Attachment A, including fees, and taxes if applicable.

f. Equipment lists.

g. Documentation proving the equipment meets or exceeds the required specification.

h. Exact date of delivery from date of proposed acceptance.

B. Disclosure: Please provide a statement disclosing:

a. Any current or proposed business transaction between Bidder and any CTSI officer, employee or any other Tribal entity which may give rise to a claim of conflict of interest.

Bidder shall warrant that it has no interest, direct or indirect, which would conflict in any manner or degree with the performance of services required under this contract.

C. Proof of Bidder's right to Indian Preference, if applicable.

D. Item

Generator (1 each)

Additional Alternate Generator (1 each)

Additional Alternate Generator (1 each) http://www.ctsi.nsn.us/uploads/downloads/Ordinances/Tribal%20Plan%20of

Proposal: $___________

Alternate 1: $_______________

Alternate 2: $___________

Total without Alternate: $ _

Total with Alternative(s): $ _

Submission Procedures

A. In accordance with the Bid submission section in Part 1 above, on signed original copy of the bid must be submitted to the Contact Person by the submission deadline.

B. Incomplete Bids shall not be considered.

C. Discussion may be conducted with Bidder to provide clarification, but bids may be selected or rejected without such discussions.

Appendix A

Please provide a proposal NLT 5/15/23 at 4:00pm for a new or used 150 KW Trailer mounted generator set equipment following minimum features:

US EPA Tier Ill complaint

Rugged 4 cycle industrial diesel engine

HD two stage air cleaners

Auto-start stop with remote start feature

Auto shutdown for low oil pressure, high water temp, overspeed, overcrank

PMG excitation

12 lead reconnectable generator

Sound Attenuated white powder coated lockable enclosure

Colling system rated for 120 degree F

Complete engine fluid containment reservoir

Shore power connections for battery charger and coolant heater

Multiple voltage selector switch (480/277, 3 phase, 120/208 3 phase, 120/240 volt 3 phase and 120/240 volt single phase

Connections for single phase convenience receptacles

Distribution panel with Ll, L2, L3 neutral ground

Main line shunt trip circuit breaker

Barrel lug and Cam Lock distribution panel

Heated HMI panel

Battery disconnect switch

DOT approved trailer with electric breaks, heavy duty center mounted jack, ball hitch

25 Hours fuel tank (100% prime rated) with gauge

Prompt delivery time to Siletz Oregon is of the essence

Must not have more than 4,000 hours or over 6 years old

Indicate on your bid the current hours and year of production along with brand name and model.

Provide with bid a comply, non-comply, and acceptations statement for each item listed above.

ATTACHMENT: INDIAN PREFERENCE

In accordance with paragraph III.C.5.b of this policy, contract award shall be made under unrestricted solicitations to the lowest responsive bid from a qualified Indian.owned economic ' enterprise or organization within the maximum total contract price established for the specific project or activity being solicited, if the bid is no more than "X" higher than the total bid price of the lowest responsive bid from any qualified bidder. The factor "X" is determined as follows:

X=lessor of:

When the lowest responsive bid 10% of that bid, or is Jess than $100,000 $9,000

When the lowest responsive bid is: 9% of that bid, or At least $100,000, $16,000 but less than $200,000

At least $200,000, 8% of that bid, or but less than $300,000 $21,000

At least $300,000, 7% of that bid, or 0 but less than $400,000 $24,000

At least $400,000, 6% of that bid, or u but less than $500,000 $25,000

At least $500,000, but less than $ I million

5% of that bid, or

$40,000

At least $1 million, but less than $2 million

4% of that bid, or

$60,000

At least $2 million, but less than $4 million

3% of that bid, or

$80,000

At least $4 million, but less than $7 million

2% of that bid, or

$105,000

$7 million or more l% of the lowest responsive bid, with no dollar limit

New & Compliant NAHASDA Procurement Policy December 16, 2005 Approved by resolution No. 2005-480