NEW SMYRNA BEACH UTILITIES

REQUEST FOR QUOTATIONS

26-773

RFQ 26-773 Generator Maintenance Contract 1

WE HEREBY INVITE YOUR COMPANY TO SUBMIT A FORMAL QUOTATION FOR THE

AGREEMENT FOR ANNUAL MAINTENANCE CONTRACT ON OUR STANDBY AND

PORTABLE GENERATORS FOR NEW SMYRNA BEACH UTILITIES, PER THE ATTACHED

TERMS AND CONDITIONS.

SUBMIT COPIES OF YOUR QUOTES BY E-MAIL OR THRU VENDORLINK TO:

New Smyrna Beach Utilities Attn: Lauren Wright Purchasing Agent

(386) 424-3016 lwright@nsbufl.com

QUOTATIONS DUE PRIOR TO: Thursday October 15, 2026 at 2:30 P.M.

mailto:lwright@nsbufl.com

RFQ 26-773 Generator Maintenance Contract 2

SCHEDULE

Distribution of the Request for Quotation September 23, 2026

RFQ Return Deadline by 2:30PM Location : VendorLink or e-mail https://www.myvendorlink.com/external/bids?a=358 October 15, 2026 https://www.myvendorlink.com/external/bids?a=358

RFQ 26-773 Generator Maintenance Contract 3

TABLE OF CONTENTS

General Instructions 4-9

References

E-Verify Affidavit Form 11

Non-Collusion Affidavit

Foreign Country of Concern Attestation

Certification of Drug-Free Workplace Form 14

Vendor Application 15

W-9 16

Scope of Work 17-18

Quote Tabulation 19-20

Vendor Questionnaire 21

Sample Agreement 22-42

RFQ 26-773 Generator Maintenance Contract 4

GENERAL INSTRUCTIONS

1. COMMISSION. The term Commission used herein refers to the New Smyrna Beach Utilities, or its duly authorized representative.

2. SOLICITATION. The term Solicitation used herein refers to this Request for Quotations.

3. VENDOR. The term Vendor used herein refers to the manufacturer or business organization submitting a quotation to the Commission in response to this Solicitation

4. FURNISHED ITEMS. No material, labor or facilities will be furnished by the Commission unless specifically stated.

5. COLLUSION. The Vendor hereby attests that the prices in this offer have been arrived at independently without consultation, communication, or agreement with any competitor for the purpose of restricting competition.

6. PRICE WARRANTY. The Vendor warrants that the prices of the items set forth herein do not exceed the prices charged by the Vendor under a contract with the State of Florida.

7. COMMERCIAL WARRANTY. The Vendor agrees that the supplies and services furnished under this award shall be covered by the most favorable commercial warranties the Vendor gives any customers for comparable quantities of such supplies or services and that the rights and remedies provided herein are in addition to and do not limit any rights afforded to the Commission by any other provision of this award.

8. PREPARATION OF QUOTATION. Carelessness in preparation of the quotation, will not relieve any vendor of its obligations. Vendors are expected to examine, when applicable, drawings, specifications, delivery schedule and requirements, extensions, performance sites, instructions, and all terms and conditions in the Solicitation to satisfy themselves of the conditions affecting the cost and performance of this Solicitation. Quotations having erasures or corrections must be initialed in ink by the Vendor. In the event of an extension error(s), the unit price will prevail. Written amounts shall take precedence over numerical amounts.

9. DELIVERY OF QUOTATIONS. Quotations shall be addressed and mailed or delivered as specified on page 1.

10. REJECTION OF QUOTATIONS. To ensure consideration of your quotation, please follow these instructions. Quotations not in compliance with conditions specified herein are subject to rejection.

RFQ 26-773 Generator Maintenance Contract 5

The Commission reserves the right to reject quotations containing any additional terms or conditions not specifically requested in the original conditions and specifications.

11. BRAND OR TRADE NAMES. When brand or trade names are used in this Solicitation, it is for the purpose of item identification and to establish standards for quality, style, and features. Quotations including equivalent items will be considered unless items are noted as no substitutes. Quotations containing equivalent items must be accompanied by descriptive literature and/or specifications to receive consideration. Demonstrations and/or samples may be required and shall be at no charge to the Commission. The Commission reserves the right to determine if the proposed goods are equivalent to specified goods.

12. COMMISSION’S DISCRETION AS TO AWARD. Awards shall be made as required for the best interest of the Commission. The Commission has no obligation to accept the lowest quotation, rather, the Commission is entitled to award to the vendor and quotation that is in the best interest of the

Commission. The Commission reserves the right to make award(s) by individual items, group of items, all or none, or any combination thereof, with one or more vendors. The Commission reserves the right to cancel the solicitation, reject any and all quotes, or waive any irregularity or technicality in the quotations received. The Commission reserves the right to not make any award(s) under this

Solicitation.

13. SAMPLE CONTRACT. The Commission possesses the sole authority to award a contract for the services sought herein. The contract that the Commission intends to use for award is attached, however the Commission reserves the right to add and/or amend the terms at its sole discretion.

14. QUESTIONS REGARDING QUOTATIONS. The Commission has made every effort to provide prospective vendors with the information needed to appropriately respond to this solicitation. The

Commission realizes that some clarification, interpretation, or additional information may be required.

Questions regarding any portion of this Solicitation shall be directed, in writing, to:

New Smyrna Beach Utilities

Lauren Wright, Purchasing Agent

LWRIGHT@NSBUFL.COM

or

VENDORLINK

mailto:LWRIGHT@NSBUFL.COM

RFQ 26-773 Generator Maintenance Contract 6 https://www.myvendorlink.com/external/bids?a=358

Any additional information pertaining to this Solicitation or to the services being sought hereunder obtained in a manner other than as described in the preceding paragraph should be regarded as unofficial. The Commission will not be bound in any way by information so obtained, or by a vendor’s reliance thereon

15. COMMUNICATIONS. Any communication between any potential vendor, service provider, lobbyist or consultant and any Commission Member, staff member, or consultant of the Commission regarding this procurement is strictly prohibited from the date on which the Solicitation advertisement appears on the Commission website, Vendor Link or newspaper through the date of contract award.

Also, from the date of the filing of any notice of protest of award through resolution for the parties involved in the protest or contract award, whichever is longer. The only exceptions to this are communications with the Commission Material Manager or the Commission designated point of contact. Any violation shall constitute grounds for immediate and permanent disqualification of the offending firm and possible debarment or suspension. At the Commission General Manager/CEO and

Director of Finance (CFO)’s sole discretion, it may also serve as grounds for the voiding of any contract with the violator and/or to temporarily or permanently debarring the violator from future work with the Commission. This process will safeguard the integrity of the Commission procurement and protest process and also provide an ethical, equitable, and transparent procurement process.

16. TRADE SECRETS AND CONFIDENTIAL INFORMATION: Trade secrets and information confidential and exempt from Subsection 119.07 (1) of the Florida Statutes and Subsection 24(a) of

Article I of the Florida Constitution is not solicited nor desired as information to be submitted with quotes. The Florida Statutes and the State Constitution govern whether information in a quote is confidential or exempt from the Florida Public Records Act. If information is submitted in a quote which a vendor deems to be a trade secret or confidential and exempt from the Public Records Act, the information shall be submitted with the quote in a separate, clearly identifiable email referencing the specific statutory citation for such exemption. Submitted quotes which are marked “confidential”

(or other similar language) in their entirety or those in which a significant portion of the submitted quote is marked “confidential” may be deemed non-responsive by NSBU. The NSBU is not obligated to agree with the vendors claim of an exemption and by submitting a quote, the consultant agrees to

RFQ 26-773 Generator Maintenance Contract 7 be responsible for defending its claim that each and every portion of the separately marked information is exempt from inspection and copying under the Public Records Act. The vendor agrees that it shall protect, defend, and indemnify, including attorneys fees and costs, the NSBU for any and all claims and litigation (including litigation by the NSBU) arising from or relating to the consultant’s claim that the separately marked portions of its quote are not subject to disclosure. If the vendor fails to separately mark portions of its quote or marks its quote “confidential” (or other similar language) in its entirety, the NSBU is authorized to produce the entire quote submitted by the vendor in responding to a Public

Records Request.

17. AMENDED OR WITHDRAWN QUOTATIONS. Quotations may be amended or withdrawn only by written notice prior to the quotation opening. Amendments will only be accepted in the form of a new package. The Vendor must pick up the original quotation package and submit an amended quotation prior to the closing date and time. Amendments or withdrawals received after the quotation opening will not be effective, and the original quotation submitted will be considered.

18. CONSIDERATION OF QUOTATIONS. Commission reserves the right to award the contract to the vendor(s) that Commission deems to offer the best overall quotation. Commission is therefore not bound to accept a quotation on the basis of lowest price. In addition, Commission at its sole discretion reserves the right to cancel this Solicitation, to reject any and all quotations, to waive any and all informalities and/or irregularities, to re-advertise with either the identical or revised specifications, or not award a contract at all if it is deemed to be in the best interest of Commission to do so. Commission also reserves the right to make multiple or split awards if it is deemed to be in Commission’s best interest. Commission shall not be responsible for any cost or expense incurred by the Vendor in preparing or submitting a quotation or any cost prior to the execution of a contract.

19. PURCHASING MANUAL. All responses to this Solicitation shall be in accordance with the

Commission’s Purchasing Policies and Procedures Manual.

20. E-VERIFY. By submitting a response to this Solicitation, you are obligated to comply with the provisions of Section 448.095, Florida Statutes, “Employment Eligibility.” Further, by submitting a response to this solicitation, you affirm and represent that you are registered with the E-Verify system are using same and will continue to use same as required by Section 448.095, Florida Statutes.

RFQ 26-773 Generator Maintenance Contract 8

Compliance with Section 448.095, Florida Statutes, includes, but is not limited to, utilization of the

E-Verify System to verify the work authorization status of all newly hired employees, and requiring all subcontractors to provide an affidavit attesting that the subcontractor does not employ, contract with, or subcontract with, an unauthorized alien. Failure to comply will lead to disqualifying you for award of this Solicitation, or if your subcontractor knowingly violates the statute, the subcontract must be terminated immediately. Any challenge to termination under this provision must be filed in the

Circuit Court no later than 20 calendar days after the date of termination. If disqualified for a violation of the statute by the Vendor, the Vendor may not be allowed to do business with the Commission or be awarded a solicitation or contract for a period of 1 year after the date of termination. All costs incurred to initiate and sustain the aforementioned programs shall be the responsibility of the Vendor.

21. PROHIBITION AGAINST CONSIDERATION OF SOCIAL, POLITICAL OR

IDEOLOGICAL INTEREST. Vendors are hereby notified of the provisions of section 287.05701, Florida Statutes, as amended, that the Commission will not request documentation of or consider a vendor’s social, political, or ideological interests when determining if the vendor is responsible.

Vendors are further notified that the Commission’s governing body may not give preference to a vendor based on the vendor’s social, political, or ideological interests.

22. COMPLIANCE WITH FOREIGN ENTITY LAWS. The Vendor hereby attests under penalty of perjury the following:

A. Entity is not owned by the government of a foreign country of concern as defined in Section 287.138, Florida Statutes.

B. The government of a foreign country of concern does not have a controlling interest in Entity.

C. Entity is not owned or controlled by the government of a foreign country of concern, as defined in Section 692.201, Florida Statutes.

D. Entity is not a partnership, association, corporation, organization, or other combination of persons organized under the laws of or having its principal place of business in a foreign country of concern, as defined in Section 692.201, Florida Statutes, or a subsidiary of such entity.

E. Entity is not a foreign principal, as defined in Section 692.201, Florida Statutes.

RFQ 26-773 Generator Maintenance Contract 9

F. Entity is in compliance with all applicable requirements of Sections 692.202, 692.203, and 692.204, Florida Statutes.

G. (Only applicable if purchasing real property) Entity is not a foreign principal prohibited from purchasing the subject real property. Entity is either (a) not a person or entity described in Section 692.204(1)(a), Florida Statutes, or (b) authorized under Section 692.204(2), Florida Statutes, to purchase the subject property. Entity is in compliance with the requirements of Section 692.204, Florida Statutes

23. PUBLIC ENTITY CRIMES. Under Section 287.133(2)(a), Florida Statutes, a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a quotation on a contract to provide any goods or services to a public entity, may not submit a quotation on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.0l7, Florida Statutes, for Category Two for a period of 36 months from the date of being placed on the convicted vendor list.

24. REQUIRED DISCLOSURE. At its sole discretion, the Commission may reject any quotations that the Commission finds to lack, or whose present or former executive employees, officers, directors, stockholders, partners or owners are found by the Commission to lack honesty, integrity, or moral responsibility. The discretion of the Commission may be exercised based on the Commission’s own investigation, public records, or any other reliable sources of information. By submitting a quotation, Vendor recognizes and accepts that the Commission may reject the quotation based upon the exercise of its sole discretion and Vendor waives any claim it might have for damages or other relief resulting from the rejection of its quotation based on these grounds.

RFQ 26-773 Generator Maintenance Contract 10

REFERENCES

Provide the business names, contact persons and telephone numbers of three (3) references for which the firm has provided the services described in this RFQ. Include relationships with utility and governmental agencies. It is the Commission’s intent to contact these references during the award process. Award of this contract will be based on price AS WELL AS REFERENCES AND EXPERIENCE (A Minimum of five (5) years in business is required).

1. Name of Company: ___________________________________ Address: ____________________________________________

Point of Contact: _____________________________ Phone Number: ______________________________ Dates of Service: _____________________________

Service(s)Provided:______________________________________________________________

2. Name of Company: ___________________________________ Address: ____________________________________________

Point of Contact: ______________________ Phone Number: _______________________ Dates of Service: ______________________

Service(s)Provided:______________________________________________________________

3. Name of Company: _______________________________ Address: ________________________________________

Point of Contact: _____________________________ Phone Number: ______________________________ Dates of Service: _____________________________

Service(s)Provided:______________________________________________________________

RFQ 26-773 Generator Maintenance Contract 11

COMPLIANCE WITH EMPLOYMENT ELIGIBILITY REQUIREMENTS

(§448.095, Florida Statutes – E-Verify)

The E-Verify system is an internet-based system operated by the United States Department of Homeland Security that allows participating employers to electronically verify the employment eligibility of newly hired employees. Florida Statutes §448.095 provides that any person or entity that has entered or is attempting to enter a contract with New Smyrna Utilities to provide labor, supplies or services must register with and use the E-Verify system to verify the work authorization status of all employees hired after January 1, 2021. Further, the contractor must maintain certain required employment compliance records of sub-contractors for the duration of the contract with New Smyrna Utilities.

Contractor Name:

Contractor E-Verify Registration Number:

The undersigned, on behalf of the contractor referenced above, after first being duly sworn, states as follows:

1. That said contractor understands that the contractor must comply with §448.095, Florida Statutes.

2. That the contractor uses the E-Verify system to verify the work eligibility status of employees.

3. That the contractor has enrolled in the E-Verify system under the registration number referenced above and will verify the work eligibility status of employees hired after January 1,2021 through said registration number throughout the contract period of any and all contracts with New Smyrna Utilities.

4. That the contractor will maintain affidavits of sub-contractors engaged to perform work on all contracts with New Smyrna Utilities.

5. That said contractor further understands that violation of §448.095, Florida Statutes may result in lawful termination of a contract by New Smyrna Beach Utilities, subjecting the contractor to liability for additional costs incurred by New Smyrna Utilities as a result of the termination of the contract.

Signed Title Subscribed and sworn before me this ____ day of________,20__.

Notary Public My Commission Expires:__________________________

RFQ 26-773 Generator Maintenance Contract 12

NON-COLLUSION AFFIDAVIT OF VENDOR

STATE OF ______________

COUNTY OF ____________

_____________________________, being first duly sworn, deposes and says that:

He/she is ______________of__________________ (“Vendor”), and has submitted the attached quotation;

He/she is fully informed respecting the preparation and contents of the attached quotation and of all pertinent circumstances respecting such quotation;

Neither the said Vendor nor any of its officers, partners, owners, agent representatives, employees, or parties in interest, including this affiant, has in any way colluded, conspired, connived or agreed, directly or indirectly, sought by agreement or collusion or communication or conference with any other vendor, firm or person, to fix the price or prices in the attached quotation or of any other vendor, or to fix any overhead, profit or cost element of the quotation or the quotation price of any other Vendor, or to secure through any collusion, conspiracy, connivance or unlawful agreement any advantage against the Commission.

The price or prices quoted in the attached quotation are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the Vendor or any of its agents, representatives, owners, employees, or parties in interest, including this affiant.

Signed

Title

Subscribed and sworn to before me this _____day of________, 20___.

Title

My Commission Expires: ___________

RFQ 26-773 Generator Maintenance Contract 13

FOREIGN COUNTRY OF CONCERN ATTESTATION

This form must be completed by an officer or representative of the entity submitting a bid, proposal, or reply to, or entering into, renewing, or extending, a contract with Commission (the Governmental Entity), which would grant the entity access to an individual’s Personal Identifying Information. Capitalized Terms used herein have the definitions ascribed in Rule 60A-1.020, F.A.C.

Vendor is not owned by the government of a Foreign County of Concern, is not organized under the laws of nor has its Principal Place of Business in a Foreign Country of Concern, and the government of a Foreign Country of Concern does not have a Controlling Interest in Vendor.

Under penalties of perjury, I declare that I have read the foregoing statement and that the facts stated in it are true.

Date: ____________________, 20___ Signed: _________________________

Entity: _______________________ Name:___________________________

Title: __________________________

RFQ 26-773 Generator Maintenance Contract 14

CERTIFICATION OF DRUG-FREE WORKPLACE FORM

Preference shall be given to businesses with drug-free workplace programs. Whenever two or more quotations are equal with respect to price, quality, and service are received by the State or by any political subdivision for the procurement of commodities or contractual services, the quote received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. In order to have a drug-free workplace program, a business shall:

1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

2. Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.

3. Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in subsection (1).

4. In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction.

5. Impose a sanction on or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community, by any employee who is so convicted.

6. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.

As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements.

Title: __________________________

RFQ 26-773 Generator Maintenance Contract 15

VENDOR INFORMATION

In addition to General Conditions, your quote may be disqualified if the following vendor information is not returned with your quote.

Vendor is:

( ) Corporation ( ) Partnership ( ) Sole Proprietorship ( ) Other________________________________________(Explain)

Federal Employer Identification Number or Social Security Number:_____________________________

Do you collect Florida State Sales Tax? ( )Yes ( )No

Firm Name:_______________________________________________________

Mailing Address: ______________________________________________

Telephone Number: _______________________________________________

Facsimile Number: _______________________________________________

E-mail: _______________________Web Address: ________________________

If vendor is bidding as a manufacturer's representative and the purchase order should be addressed to the manufacturer in care of the bidder, so indicate.

If remittance address is different from the mailing address so indicate below.

Firm Name:________________________________________________________

Mailing Address: ____________________________________________________

Form W-9 (Rev. March 2024)

Request for Taxpayer Identification Number and Certification

Department of the Treasury Internal Revenue Service Go to www.irs.gov/FormW9 for instructions and the latest information.

Give form to the requester. Do not send to the IRS.

Before you begin. For guidance related to the purpose of Form W-9, see Purpose of Form, below.

P ri nt o r ty p e.

S ee S p ec if ic

In st ru ct io n s on p ag e 3.

1 Name of entity/individual. An entry is required. (For a sole proprietor or disregarded entity, enter the owner’s name on line 1, and enter the business/disregarded entity’s name on line 2.)

2 Business name/disregarded entity name, if different from above.

3a Check the appropriate box for federal tax classification of the entity/individual whose name is entered on line 1. Check only one of the following seven boxes.

Individual/sole proprietor C corporation S corporation Partnership Trust/estate

LLC. Enter the tax classification (C = C corporation, S = S corporation, P = Partnership) Note: Check the “LLC” box above and, in the entry space, enter the appropriate code (C, S, or P) for the tax classification of the LLC, unless it is a disregarded entity. A disregarded entity should instead check the appropriate box for the tax classification of its owner.

Other (see instructions)

3b If on line 3a you checked “Partnership” or “Trust/estate,” or checked “LLC” and entered “P” as its tax classification, and you are providing this form to a partnership, trust, or estate in which you have an ownership interest, check this box if you have any foreign partners, owners, or beneficiaries. See instructions

4 Exemptions (codes apply only to certain entities, not individuals;

see instructions on page 3):

Exempt payee code (if any)

Exemption from Foreign Account Tax Compliance Act (FATCA) reporting code (if any)

(Applies to accounts maintained outside the United States.)

5 Address (number, street, and apt. or suite no.). See instructions.

6 City, state, and ZIP code

Requester’s name and address (optional)

7 List account number(s) here (optional)

Part I Taxpayer Identification Number (TIN) Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid backup withholding. For individuals, this is generally your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the instructions for Part I, later. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN, later.

Note: If the account is in more than one name, see the instructions for line 1. See also What Name and Number To Give the Requester for guidelines on whose number to enter.

Social security number or Employer identification number

Part II Certification Under penalties of perjury, I certify that:

1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and

2. I am not subject to backup withholding because (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue

Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding; and

3. I am a U.S. citizen or other U.S. person (defined below); and

4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct.

Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and, generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the instructions for Part II, later.

Sign Here

Signature of U.S. person Date

General Instructions Section references are to the Internal Revenue Code unless otherwise noted.

Future developments. For the latest information about developments related to Form W-9 and its instructions, such as legislation enacted after they were published, go to www.irs.gov/FormW9.

What’s New Line 3a has been modified to clarify how a disregarded entity completes this line. An LLC that is a disregarded entity should check the appropriate box for the tax classification of its owner. Otherwise, it should check the “LLC” box and enter its appropriate tax classification.

New line 3b has been added to this form. A flow-through entity is required to complete this line to indicate that it has direct or indirect foreign partners, owners, or beneficiaries when it provides the Form W-9 to another flow-through entity in which it has an ownership interest. This change is intended to provide a flow-through entity with information regarding the status of its indirect foreign partners, owners, or beneficiaries, so that it can satisfy any applicable reporting requirements. For example, a partnership that has any indirect foreign partners may be required to complete Schedules K-2 and K-3. See the Partnership Instructions for Schedules K-2 and K-3 (Form 1065).

Purpose of Form An individual or entity (Form W-9 requester) who is required to file an information return with the IRS is giving you this form because they

Cat. No. 10231X Form W-9 (Rev. 3-2024)

RFQ 26-773 Generator Maintenance Contract 17

Scope of Work

The New Smyrna Beach Utilities is seeking a quote from a qualified Generation Contractor to perform inspections of the specified Generators (See table below). Contractor shall provide a formal, written report which will document the findings including pictures and video. Contractor will provide two (2) hard copies of the report, and an electronic version in PDF format.

Terms:

Initial One Year Contract with three additional one-year renewals upon mutual agreement

Specifics:

A. Perform thorough documented inspection of complete generator assembly upon arrival.

B. Perform a two (2) hour load bank test annually. Provide written report.

C. Inspect ATS cabinet, ATS contactor and ATS position switches. Provide written report.

D. Infrared scan with report and pictures on (MLCB) generator and service entry breakers performed annually. Provide written report.

E. Adjust valves as needed. Provide written report of before and after valve lash and compression.

F. Must have access to proprietary operating software to trouble shoot all generators.

G. Must be able to respond during an outage, within one hour of initial call.

H. Future generator add-ons would be priced based on existing like generator.

Make Model Kw Site Address Baldor UC1274H 180 200 Canal Street Generac SD0275KG17103D18HPN 275 203 Williamson Blvd ONAN C125D6C2180146 125 1151 Field Street Caterpillar SR4B 1000 3119 HWY 44 ONAN DFHA-3384003 750 2640 Paige Avenue Kohler 1500REOZDC 1600 2640 Paige Avenue Cummins DQDAA*235084 250 390 E 2nd Ave Cummins C60 D6C 60 1990 Saxon Drive Generac 15103860200 100 27th & Saxon Cummins C150D6D 150 804 Wayne Avenue Generac 15103860200 100 2560 Fairfax Avenue Kato Engineering 750-68336111.1 750 1555 West Canal Street ONAN DSFAD-1703524 60 Gibraltar and Sugar Mill ONAN C175D6D 175 728 East Third Avenue Caterpillar SR4B 600 413 Smith Street ONAN C200D6D-2050040 200 4510 South Atlantic

RFQ 26-773 Generator Maintenance Contract 18

Blue Star JD150-01 150 Portable (ID 6-2006) Blue Star JD150-01 150 Portable (ID 6-2007) Blue Star VD300-01 300 Portable (ID 6-3001) Blue Star JD150-01 150 Portable (ID 6-3002) Blue Star VD150-02FT4 150 Portable (ID 6-3003) Blue Star VD150-02FT4 150 Portable (ID 6-3004) Blue Star VD150-02FT4 150 Portable (ID 6-3005) Blue Star VD150-02FT4 150 Portable (ID 6-3014) Blue Star VD150-02FT5 150 Portable (ID 6-3015)

Any Questions on RFQ will be directed, via email, to Lauren Wright, Purchasing Agent, lwright@nsbufl.com or ask thru VendorLink.

mailto:lwright@nsbufl.com

RFQ 26-773 Generator Maintenance Contract 19

QUOTE TABULATION

VENDOR NAME:

QUOTE FORM

Make KW Location Inspection Load Bank Testing

Infrared Scan

ATS

Inspections

Valve Adjust

Caterpillar 600 413 Field Street $ $ $ $ $ Onan 175 728 E. 3rd Ave $ $ $ $ $ Onan 125 1151 Field St. $ $ $ $ $ Kato Eng 750 1555 W. Canal St. $ $ $ $ $ Baldor 180 200 Canal St. $ $ $ $ $ Generac 100 2560 Fairfax Ave $ $ $ $ $ Cummins 150 804 Wayne Ave. $ $ $ $ $ Onan 750 2640 Paige Ave. $ $ $ $ $ Kohler 1600 2640 Paige Ave. $ $ $ $ $ Caterpillar 1000 3119 Hwy 44 $ $ $ $ $ Generac 275 203 Williamson Blvd $ $ $ $ $ Generac 100 27th & Saxon $ $ $ $ $ Cummins 250 390 E 2nd Ave $ $ $ $ $ Cummins 60 1990 Saxon Drive $ $ $ $ $ Onan 60 Gibraltar & Sugar Mill $ $ $ $ $ Onan 200 4510 S. Atlantic $ $ $ $ $ Blue Star 150 Portable (ID 6-2006) $ $ $ $ $ Blue Star 150 Portable (ID 6-2007) $ $ $ $ $ Blue Star 300 Portable (ID 6-3001) $ $ $ $ $ Blue Star 150 Portable (ID 6-3002) $ $ $ $ $ Blue Star 150 Portable (ID 6-3003) $ $ $ $ $ Blue Star 150 Portable (ID 6-3004) $ $ $ $ $ Blue Star 150 Portable (ID 6-3005) $ $ $ $ $ Blue Star 150 Portable (ID 6-3014 $ $ $ $ $ Blue Star 150 Portable (ID 6-3015) $ $ $ $ $ Misc. Services Rate Minimum Call

(hrs.)

Service Call Hourly Rate $ Emergency Service Call Hourly Rate (1.5 hr.

show-up)

RFQ 26-773 Generator Maintenance Contract 20

New Smyrna Beach Utilities reserves the right to waive informalities in any quotation, to reject any and all quotations in whole or in part, with or without cause, and/or accept the quotations or portions thereof that in its judgment will be in the best interest of the New Smyrna Beach Utilities. The quotation shall be valid for award within sixty (60) days from the date of opening unless specified otherwise.

The term of the resulting agreement shall be one year. New Smyrna Beach Utilities reserves the right to extend this contract up to three (3) additional one (1) year periods based upon mutual agreement.

UNIT PRICES QUOTED MUST REMAIN FIRM FOR THE INITIAL ONE YEAR PERIOD. PRICE

ADJUSTMENTS WILL BE CONSIDERED PRIOR TO ANY RENEWAL AGREEMENT

Submitted By:

Name of Company: _____________________________________________ Please Print

Name & Title: __________________________________________________ Please Print

Signature: _____________________________________________________

Telephone No. ___________________ Facsimile No.___________________

E-Mail: _______________________________________________________

RFQ 26-773 Generator Maintenance Contract 21

VENDOR QUESTIONNAIRE

Additional space may be required. Please answer questions in the order presented. All questions must be answered, or Vendor may be disqualified.

1. Has your company ever been denied insurance or had insurance canceled?

2. Is your company bondable? Has your company ever been denied bond? If yes, explain.

3. Can your insurance company produce a certificate of insurance stating your limits and naming Commission as an Additional Insured?

4. Has your company been a defendant in any lawsuits?

5. Is your company a subsidiary or otherwise legally affiliated with any other company?

6. Is your company rated by Dunn & Bradstreet or any other rating agency? If yes, what is the name of the agency and rating?

7. Is your company in any stage of bankruptcy, including initial filing?

8. Has your company been disbarred by the Federal Government or any State Government?

9. How many employees does your company have?

Staff Employees: Full Time______________ Part Time______________

Contract Employees: Full Time_______________ Part Time_______________

RFQ 26-773 Generator Maintenance Contract 22

AGREEMENT FOR ANNUAL SERVICE CONTRACT

THIS AGREEMENT FOR CONTINUING SERVICES (“Agreement”) is made and entered into this __ day of ____________, by and between the UTILITIES COMMISSION, CITY OF NEW SMYRNA BEACH, FLORIDA, a political subdivision of the State of Florida (hereafter “Commission”), located at 200 Canal Street, New Smyrna Beach, Florida 32168, and _ _ _ _ _ _ _ (hereafter “Service Provider”), located at ____________ (collectively the “Parties”). .

RECITALS

ACCORDINGLY, for and in consideration of the mutual undertakings and agreements herein contained and assumed, and other good and valuable consideration the receipt and sufficiency of which are acknowledged by the Parties, the Parties hereby covenant and agree as follows:

SECTION 1. INTRODUCTION. The Commission was created by special act of the Florida

Legislature as a political subdivision of the State of Florida with certain powers, authorities, and duties related to the provision of water, wastewater, reclaimed water, and electric utility services, including the authority to enter into contracts. The Commission wishes to obtain an annual contract for services. The Service Provider is willing to provide such services.

SECTION 2. TERM. This Agreement is to be become effective upon execution by both parties.

The initial term shall be for ONE (1) year(s) from ________ to ______. Additionally, the parties agree that this Agreement may be renewed beyond the initial term, up to three (3) additional one-year periods upon mutual agreement by the Parties in writing. UNIT PRICES QUOTED MUST REMAIN FIRM FOR THE

INITIAL ONE YEAR PERIOD. PRICE ADJUSTMENTS WILL BE CONSIDERED PRIOR TO ANY

RENEWAL AGREEMENT.

SECTION 3. DESCRIPTION OF SERVICES. Service Provider agrees to perform Generator Maintenance services as specified in the Scope of Services, attached as Attachment A, (“Services”) and incorporated into this Agreement.

SECTION 4. CHANGES IN THE SCOPE OF WORK.

4.1 The Commission may make changes in the Services at any time by giving written notice to Service Provider. If such changes increase, decrease or eliminate any amount of work, Commission and Service Provider will negotiate any change in total cost or schedule modifications. If Commission approves, Commission shall amend the Scope of Services to reflect the modifications; and Service Provider shall be compensated for said Services in accordance with the terms of Section 6 herein. All change orders shall be in writing and executed by both Commission designated representative and the Service Provider.

4.2 The Services and amendments thereto shall be performed in strict accordance with the terms of this Agreement insofar as they are applicable.

RFQ 26-773 Generator Maintenance Contract 23

SECTION 5. SCHEDULE AND PERIOD OF PERFORMANCE

5.1 Time is of the essence with respect to the obligations hereunder. Service Provider shall perform its services in conformance with the agreed upon schedule. Service Provider shall complete all of said services in a timely manner and will keep Commission apprised of the status of work on a monthly basis. Should Service Provider fall behind the agreed-upon schedule, it shall employ such resources so as to comply with the agreed-upon schedule.

5.2 No extension for completion of Services shall be granted to Service Provider without

Commission prior written consent, except as provided in Section 4.1 herein.

SECTION 6. COMPENSATION FOR SERVICES. The Commission agrees to compensate Service Provider for services properly performed at the rates of:

[INSERT METHOD OF COMPENSATION]

UNIT PRICES QUOTED MUST REMAIN FIRM FOR THE INITIAL ONE YEAR PERIOD. PRICE

ADJUSTMENTS WILL BE CONSIDERED PRIOR TO ANY RENEWAL AGREEMENT.

SECTION 7. PAYMENT; INVOICES

7.1 Invoices for Service Provider’s Services shall be submitted to the Commission at monthly intervals for Services rendered during the previous period. Each invoice shall delineate the period in which the Services were rendered; shall include a summary of the progress to date as a percentage of the major phases of the work. Each invoice shall be certified as correct by a duly authorized representative of Service Provider. The bill[s] shall identify the services completed and the amount charged.

7.2 The Commission or its authorized representative shall have the right, at all reasonable times, at its own expense, to inspect and audit the books and records of Service Provider insofar as they pertain to the direct charges payable by Commission under this Agreement and such audit is performed within three (3) years after the expiration of this Agreement. The composition of fixed rates will not be subject to audit.

7.3 All invoices shall be due and payable thirty (30) days from receipt thereof by Commission, subject to Commission right to contest, in good faith, all or any part of the charges set forth therein. Payment of invoices shall not be unreasonably withheld by Commission , but the Commission reserves the right to reject any statement which fails to adequately describe the Services rendered by Service Provider. Upon written notice to Service Provider, payment may be withheld, in whole or in part, for Service Provider’s failure to comply with a term, condition or requirement of this Agreement. Service Provider will help effect resolution and transmit a revised invoice as necessary. Thereafter, the withheld amount(s) shall be paid upon Service Provider’s satisfactory demonstration of compliance to the Commission.

Amounts not disputed by Commission shall be promptly paid to Service Provider in accordance with the above payment procedures.

RFQ 26-773 Generator Maintenance Contract 24

SECTION 8. RIGHT TO INSPECTION. Commission or its affiliates shall at all times have the right to review or observe the services performed by Service Provider. No inspection, review, or observation shall relieve Service Provider of its responsibility under this Agreement.

SECTION 9. WARRANTY AND ACCEPTANCE. The Service Provider agrees that all materials furnished under this Agreement shall be new, all Services shall be performed correctly and in accordance with all laws, rules, codes, and regulations, and workmanship shall be first class in every respect. The work shall be subject to inspection and acceptance by the Commission. Service Provider guarantees it’s the quality of its Services hereunder for a period of 24 months after completion and acceptance of the Services unless otherwise set forth herein. In the event Commission discovers defects in material or workmanship at any time, or discovers that the Services have not been performed correctly or in accordance with all laws, rules, codes, and regulations, before the expiration of the specified warranty period, Service Provider shall, upon written notice from the Commission, repair, correct or replace any such defective materials or Services, at its sole expense. The Commission may perform such repairs, corrections, or replacements by other reasonable means and Service Provider agrees to pay for such corrective measures. Neither acceptance of the work by the Commission nor payment shall relieve Service Provider from liability under this Agreement.

SECTION 10. INSPECTION AND ACCEPTANCE. A duly authorized representative of the Commission will accomplish inspection and acceptance of the Services and shall have the right to reject Services that were not performed correctly or in accordance with all laws, rules, codes, and regulations and demand reperformance at Vendor’s sole expense.

SECTION 11. SAFETY. Service Provider agrees to comply with the Commission’s safety standards while on the property of the Commission. Service Provider shall have full responsibility and assumes all liability for the safety and supervision of its employees while performing services provided hereunder. Service Provider, and not the Commission, shall be solely responsible for ensuring performance of the Services complies with all applicable health and safety laws, rules, and regulations, including but not limited to OSHA.

SECTION 12. INSURANCE.

12.1 Service Provider shall maintain in force during the term of this Agreement, at its own expense, public liability insurance and other insurance coverage as set forth in Exhibit "B" which is hereby made a part of this Agreement.

12.2 Service Provider and Commission waive all rights against each other and their respective directors, officers, partners, New Smyrna Beach Utilities, officials, agents, subcontractors, Service Providers, and employees for damages covered by any type of property insurance during and after the completion of the Services. A similar provision shall be incorporated into all construction contractual arrangements entered into by Commission and shall protect Commission and Service Provider to the same extent. All project contractors shall be required to include Commission and Service Provider as additional insureds on their general liability insurance policies.

RFQ 26-773 Generator Maintenance Contract 25

SECTION 13. STANDARDS OF CONDUCT; COMPLIANCE WITH FEDERAL, STATE,

AND LOCAL LAWS.

13.1 The Service Provider warrants that it has not employed or retained any company or person, other than a bona fide employee working solely for the Service Provider to solicit or secure this Agreement, and that he has not paid or agreed to pay any person, company, corporation, individual, or firm other than a bona fide employee working solely for the Service Provider any fee, percentage, gift, or any other consideration, contingent upon or resulting from the award of this Agreement.

13.2 The Service Provider covenants that it or any of its employees presently has no interest and shall not acquire any interest, direct or indirect, financial or otherwise, that would conflict in any manner or degree with performance of Services hereunder.

13.3 The Service Provider agrees that it and its employees shall be bound by the Standards of

Conduct provided in Section 112.313, Florida Statutes, as it relates to Services performed under this Agreement, which standards will by reference be made a part of this Agreement as though set forth in full.

The Service Provider agrees to incorporate the provisions of this paragraph in any subcontract into which it might enter with reference to the Services performed.

13.4 The Service Provider shall comply with all federal, state, and local laws and ordinances applicable to the work or payment for work thereof, and shall not discriminate on the grounds of race, color, religion, sex, or national origin in the performance of work under this Agreement.

13.5 The Service Provider warrants that he has not employed or retained any company or person, other than a bona fide employee working solely for the Service Provider to solicit or secure this agreement and that he has not paid or agreed to pay any person, company, corporations, individual, or firm, other than a bona fide employee working solely for the Service Provider any fee, percentage, gift or other consideration contingent upon or resulting from the award or making of this agreement.

13.6 Service Provider affirms that it is aware of the provisions of Section 287.133(2)(a), Florida Statutes, and that at no time has Service Provider been convicted of a Public Entity Crime. Service Provider agrees that it shall not violate such law and further acknowledges and agrees that any conviction during the term of this Agreement may result in termination of this Agreement by the Commission.

13.7 As a condition precedent to entering into this Agreement, and in compliance with section 448.95, Florida Statutes, Service Provider and its subcontractors shall register with and use the E- Verify system to verify work authorization status of all employees hired after January 1, 2021.

a. Service Provider shall require each of its subcontractors to provide the Service Provider with an affidavit stating that the subcontractor does not employ, contract with, or subcontract with any unauthorized alien. Service Provider shall maintain a copy of the subcontractor’s affidavit as part of and pursuant to the records retention requirements of

b. The Commission, Service Provider, or any subcontractor, upon good faith belief that a

RFQ 26-773 Generator Maintenance Contract 26 person or entity with which it is contracting knowingly violated section 448.09(1), Florida Statutes, or the provisions of this section, shall terminate the contract with the person or entity.

c. The Commission, upon good faith belief that a subcontractor knowingly violated the provisions of this section, but the Service Provider otherwise complied, shall promptly notify the Service Provider and the Service Provider shall immediately terminate the contract with the subcontractor.

d. A contract terminated under the provisions of this section is not a breach of contract and may not be considered as such. Any contract terminated under the provisions of this section may be challenged pursuant to section 448.095(2), Florida Statutes.