RFQ _900_26_1286 Generators _ Switches Maint .pdf

Request for Quotation

To Provide

Generators and Transfer Switches Maintenance Services

RFQ No. 900-26-1286

June 5, 2026

REQUEST FOR QUOTATION

RFQ #900-26-1286

GENERATORS AND AUTOMATIC TRANSFER SWITCHES

MAINTENANCE SERVICES

CONTENTS

Request For Quotation

Section 1 – Instructions to Bidders Section 2 – Bidder Qualifications Section 3 – Scope of Services

Forms & Exhibits

• Bidder Qualifications and Certification Form

• Bid Form

• Contractor’s Affidavit Under O.C.G.A §13-10-91(b)(1)

• Guidelines for Working Within GBA Facilities

• W-9 Rev. October 2018

• Sample – GBA Services Contract

Bid Submission Checklist

• Proof of Commercial Licensed Personnel on Staff

• Completed Bidder Qualifications and Certification Form

• Completed Bid Form

• Completed W9

• Completed Contractor’s Affidavit Under O.C.G.A §13-10-91(b)(1)

• Certificate of Insurance

GENERATORS AND AUTOMATIC TRANSFER SWITCHES

1. INSTRUCTIONS TO BIDDERS

Purpose of Procurement The Georgia Building Authority (“GBA”) serves as the landlord for state government buildings on Capitol Hill, and the Georgia Governor’s Mansion. GBA is requesting bids for preventative maintenance and repairs for the standby emergency generators and automatic transfer switches.

Bid Timeline All times are expressed in prevailing Eastern Standard Time. GBA reserves the right to adjust the schedule as necessary.

EVENT DATE TIME

Bid Posting Date June 5, 2026 Pre-Bid Conference and Site Visit June 15, 2026 9:00 a.m.

Deadline for Submission of Questions June 17, 2026 10:00 a.m.

Bid Closing June 25, 2026 11:00 a.m.

Mandatory Pre-Bid Conference and Site Visit Mandatory Pre-Proposal Conference/Site Visit will be held:

June 15, 2026, at 9:00 a.m.

Georgia Building Authority 270 Washington Street, SW, Suite 2101 Atlanta, GA 30334

Potential bidders’ failure to attend the pre-bid conference will bar the potential bidders from participating in the solicitation.

Restrictions on Communications with Staff; Submission of Questions Bidders are not allowed to communicate with GBA staff regarding this solicitation except through the identified Issuing Officer, Bernard Canty. Questions regarding the RFQ process should be directed to the Issuing Officer via email to: bernard.canty@gba.ga.gov and must reference RFQ #900-26-1286.

The deadline for submitting written questions is noted in the Bid Timeline above. Responses to all relevant questions will be posted to the Georgia Procurement Registry.

Bid Submission All bids must be received electronically via the EGNYTE UPLOAD LINK.

Bidders shall submit/upload one (1) electronic copy in .pdf format of the complete quotation package to a GBA ftp site. Submittals must be prepared in a manner that when printed would typically fit on standard (8 ½” x 11”) paper. (The entire response shall not exceed 50 pages. Licenses and forms do not count against the page count). Emphasis should be on completeness, relevance, and clarity of content. To expedite the review of submittals, it is essential that respondents follow the format and instructions outlined below:

GENERATORS AND AUTOMATIC TRANSFER SWITCHES

Generators and Automatic Transfer Switches Maintenance Services

Name of Company Primary Contract for Company

Phone Number of Primary Contact

The entire submittal should be submitted as ONE (1) file. Please do not submit individual documents or sections separately.

Upload one (1) electronic copy of the complete package in pdf format onto the GBA (GSFIC) / Egnyte ftp site by selecting this link: https://gsfic.egnyte.com/ul/pNZmp64ims and following the upload instructions provided below.

Click on the provided link above, when the page opens, enter name, email address, and company name, click “Continue.”

Drag and drop your file or click the “Browse” button to select a document from your computer. You should see an upload progress bar and when it gets to 100% the upload is complete.

Bids must be received by the date and time for Bid Closing. GBA will not accept bids received via hand-delivery, UPS, FedEx, US Mai, facsimile (fax), or email. Late bids will not be accepted.

Bid Contents Bids shall include the Bidder Qualification and Certification Form, Bid Form, W-9 Form, and Contractor’s Affidavit Under O.C.G.A §13-10-91(b)(1), which forms are attached hereto. All forms must be completed fully. Failure to complete the required forms in its entirety, may not be considered sufficient and cause for rejection. The inclusion of any conditions/exceptions, alternate, qualification, limitation, or provision not called for may be sufficient cause for rejection of bid.

Award The Contract if awarded, will be awarded to the lowest, responsive and responsible bidder. This RFQ does not guarantee that a contract will be issued by GBA. GBA reserves the right to reject any or all bids and to waive technicalities and irregularities.

Addenda GBA reserves the right to modify or withdraw this RFQ prior to the Bid Closing Date. Any modification to the RFQ will be made through addenda which will be posted to the Georgia Procurement Registry located at http://ssl.doas.state.ga.us/PRSapp/. Bidders are responsible for all addenda and shall be required to acknowledge any addenda in this RFQ, when instructed.

Bid Withdrawal A submitted bid may be withdrawn prior to the bid closing date by submitting a written request to the Issuing Officer. After the bid closing date, no bid may be withdrawn, and all bids shall remain valid for a period of ninety (90) consecutive calendar days after the bid closing date.

https://gsfic.egnyte.com/ul/pNZmp64ims http://ssl.doas.state.ga.us/PRSapp/

GENERATORS AND AUTOMATIC TRANSFER SWITCHES

Open Records The details of the bids will remain confidential until final award in accordance with the terms of the Georgia Open Records Act. Labeling information provided in bids as “proprietary” or “confidential,” or any other designation of restricted use will not protect the information from public view unless it is otherwise not subject to disclosure under the Open Records Act. Bidders shall be solely responsible for taking all steps necessary to ensure such documents are exempted from disclosure by law.

Protests Protests regarding this solicitation process shall be made in accordance with GBA Bid Protest Policy. A copy of GBA Bid Protest Policy may be found at the following website address:

http://gba.georgia.gov/documents/bid-protest-policy.

Bid Preparation Costs All expenses for preparing and submitting responses to this solicitation shall be solely borne by the party submitting the response. GBA is not obligated to any party to reimburse such expenses.

2. BIDDER QUALIFICATIONS

Project Specific Qualifications The bidder shall have a history of successful contract performance and shall have specific experience performing the work described in the Scope of Services. Bidders shall provide a list of three similar projects and include references for each project.

The bidder shall have an Electrical Contractor License. Proof of proper licensing will be required and shall be submitted with your bid.

General Qualifications Insurance:

Bidder shall maintain commercial general liability insurance that shall include, without limitation, coverage for bodily injury and property damage arising from premises and operations liability, independent contractors, products and completed operations, personal and advertising injury, and contractual liability in in an amount of not less than $1,000,000 per occurrence and $3,000,000 in the aggregate, which limit may be met through a combination of primary and excess liability policies. Contractor shall submit a current insurance certificate showing proof of commercial general liability insurance.

Registration with Georgia Secretary of State Unless bidder is an individual, all bidders must be registered with the Georgia Secretary of State. This registration requirement includes bidders that incorporated in another state. Out of state bidders are required to obtain a Certificate of Authority from the Georgia Secretary of State which authorizes the Bidder to transact business within the state.

3. SCOPE OF SERVICES

Scope of Services

3.1 Specifications for Preventative Maintenance for Generators and Transfer Switches The typical maintenance schedule for maintenance and repairs for emergency generators and automatic transfer switches is provided below. The required maintenance will include a semi-annual and annual http://gba.georgia.gov/documents/bid-protest-policy

GENERATORS AND AUTOMATIC TRANSFER SWITCHES

comprehensive service and performance inspection including an annual 4-hour load bank test. This contract will also include all parts and materials necessary to complete the assigned tasks including but not limited to oil, coolant, batteries, hoses, fittings, gauges, oil filters, air filters, fuel filters, indicator lamps and any electrical wiring and components. The semi-annual inspection and service must be completed by December 31st. The annual inspection and service must be complete by June 30th. The maintenance contractor will document and log all findings for all typical tasks and assignments. The maintenance contractor will submit its completed report to the Georgia Building Authority within 10 days of inspection, which report shall include estimates for repairs of any deficiencies or parts not covered in the contract.

Semi-Annual Inspection Tasking

3.1.1 – Lubrication System 3.1.1.1- Check lubrication system.

3.1.1.2- Check oil level, top off / replace as needed.

3.1.1.3- Inspect engine seals for leaks.

3.1.1.4- Inspect lube oil for contamination.

3.1.1.5- Conduct general overview visual inspection of generator.

3.1.1.6- Replace any cracked or leaking hoses and fittings.

3.1.2 – Fuel / Exhaust System 3.1.2.1- Inspect and replace air filters as needed.

3.1.2.2- Inspect intake system and clean as needed.

3.1.2.3- Inspect exhaust system for leaks or insulation problems.

3.1.2.4- Test fuel transfer pumps and lines.

3.1.2.5- Inspect fuel tanks for leaks or corrosion.

3.1.2.6- Check fuel levels, draw a sample of fuel, and submit for testing.

3.1.2.7- Inspect carburetors, regulators and linkages. Adjust as necessary.

3.1.2.8- Replace any cracked or leaking hoses and fittings.

3.1.2.9- Replace fuel filters annually

3.1.3 – Battery / Charging System 3.1.3.1- Check charger and gauges for proper operation.

3.1.3.2- Inspect racks, mountings and casings.

3.1.3.3- Inspect cabling condition. Replace damaged cables as needed.

3.1.3.4- Inspect connections and clean as needed.

3.1.3.5- Check electrolyte levels and fill.

3.1.3.6- Load test batteries.

3.1.3.7- Replace batteries as needed.

3.1.4 - Coolant System 3.1.4.1- Check coolant level and top off. Replace with lifetime coolant such as DEX or approved equal.

3.1.4.2- Test coolant protection levels.

3.1.4.3- Inspect hoses. Replace as needed.

3.1.4.4- Inspect system for leaks. Repair as necessary.

3.1.4.5- Inspect radiator cap.

3.1.4.6- Replace any cracked or leaking hoses and fittings.

3.1.4.7- Check Coolant heater operation (if applicable).

GENERATORS AND AUTOMATIC TRANSFER SWITCHES

3.1.5 – Engine General 3.1.5.1- Inspect belts and belt tension. Adjust/ replace as necessary.

3.1.5.2- Inspect, adjust, and lubricate all governor linkages.

3.1.5.3- Test starter operation.

3.1.5.4- Check engine block heater operation.

3.1.5.5- Check all gauges and meters. Repair/ replace as needed.

3.1.5.6- Inspect crankcase breather and air filter. Clean or replace as needed.

3.1.6 – Generator 3.1.6.1- Check unit voltage and adjust.

3.1.6.2- Check frequency of output voltage and adjust as needed.

3.1.6.3- Check exciter rotor.

3.1.6.4- Clean and inspect DC commutator and slip rings. (as applicable) 3.1.6.5- Inspect all cabling connections.

3.1.6.6- Check for any bearing, grinding, or arcing.

3.1.6.7- Check for any foreign debris and remove.

3.1.6.8- Run no-load test of generator.

3.1.6.9- Check control panel operation.

3.1.6.10- Document log hour meter reading / run time.

3.1.6.11- Replace any indicator lamps and meters as needed.

3.1.7 – Transfer Switch 3.1.7.1- Check all gauges and meters. Replace as necessary.

3.1.7.2- Test all alarms and auto shutdowns.

3.1.7.3- Inspect all safety switches. Repair / replace as needed.

3.1.7.4- Check exerciser clock operation.

3.1.7.5- Check all wiring and connections. Tighten or replace as needed.

3.1.7.6- Check relays, contacts, and controls. Repair/ replace as needed.

3.1.7.7- Complete transfer test.

3.1.8 – General 3.1.8.1- Inspect condition of all mountings.

3.1.8.2- Inspect weather protection.

3.1.8.3-Inspect/ check safety shutdown devices.

3.1.8.4- Inspect/ adjust locks, latches, and weather seals.

3.1.8.5- Check fans, dampers, and louvers.

Annual Service and Performance Inspection: Includes all tasks from the semi-annual inspection plus the following tasks:

3.1.9 – Engine 3.1.9.1- Change engine oil and filters.

3.1.9.2- Change coolant.

3.1.9.3- Test no-load operation.

GENERATORS AND AUTOMATIC TRANSFER SWITCHES

3.1.10 - Generator 3.1.10.1- Meg generator / insulation test.

3.1.10.2- Connect portable load bank and complete 4-hour Load bank test.

3.1.11 – Transfer Switch 3.1.11.1- Transfer load to building load.

3.1.12 – Emergency Response Time 3.1.12.1- Contractor shall provide guaranteed rapid response times for unexpected 24/7 failures (e.g., on-site within 4 hours).

3.1.12.1- Contractor shall, without additional charge to the owner, provide an emergency callback service.

3.1.12.2- Contractor shall respond to emergency calls within 30 minutes of the time request for service is made.

3.1.12.3- Contractor shall guarantee the on-site response of an authorized technician within 4 hours of a notification, 24/7/365 for qualified failures. *Example, loss of utility power when generator fails to start/transfer.

Additional Requirements Contractor shall provide all services in accordance with GBA’s Guidelines for Working Within GBA Facilities, a copy of which is attached hereto. Additional terms for the performance of the work are included in the GBA template Services Contract which is available online at https://gba.georgia.gov/procurement and is incorporated herein by reference.

Invoicing The Maintenance Contractor will invoice the Georgia Building Authority for 50% of their Annual Price Amount from the Bid Form when the Semi-Annual Inspection Tasking is completed and the other 50% once the Annual Service and Performance Inspection is completed. Reports for each generator must be received prior to invoicing or with the invoice. Invoices will not be paid unless the reports are received.

https://gba.georgia.gov/procurement