Generator Preventative Maintenance

Fairfax County Public Schools and Fairfax County Government seek an as-needed term contract for comprehensive generator preventative maintenance and repair services through Invitation for Bid (IFB) 2000004289, issued March 24, 2026, with proposals due May 8, 2026 at 2:00 p.m. via the Euna Procurement portal. The procurement encompasses preventative maintenance, inspections, repairs, emergency services, and the purchase and installation of new generators, uninterruptible power systems (UPS), battery systems, and cooling systems across nine facility locations containing 11 generators, five UPS units, one sealed battery system, and two cooling systems manufactured by Caterpillar, Cummins, Volvo, and Liebert. Bidders must demonstrate a minimum of five years of documented experience in generator preventative maintenance and repair services and submit three professional references from clients served within the past five years; the contractor must meet strict service response requirements including callbacks within 60 minutes for routine requests, 24-hour response for standard service calls, and 4-hour response for emergencies, with all work completed within eight hours unless otherwise agreed. Pricing must be submitted on a firm fixed price, F.O.B. Destination basis with pricing remaining firm for 365 days, including annual preventative maintenance line items, hourly labor rates for repairs and installations (distinguishing regular and overtime rates), and a percentage discount applicable to all parts and equipment from manufacturer price lists. An optional pre-bid conference is scheduled for April 6, 2026 at 10:00 a.m. via Zoom, and written questions must be submitted by April 17, 2026 at 5:00 p.m.; bidders are encouraged to contact Contract Specialist Humaira Hassan at hfhassan@fcps.edu for conference access and technical support.

The solicitation is open to all business classifications including large and small businesses, minority-owned enterprises, women-owned enterprises, and non-profit organizations, with no set-aside restrictions noted in the procurement documents. Successful bidders must maintain comprehensive insurance coverage including statutory Workers' Compensation with $100,000 employer's liability minimum, Commercial General Liability of $1,000,000 per occurrence/$2,000,000 aggregate, and Automobile Liability of $1,000,000 Combined Single Limit, with Fairfax County Public Schools named as additional insured; bidders must also certify compliance with Virginia State Corporation Commission registration and local Business Professional and Occupational License requirements. The contract term shall run from the award date through December 30, 2031, with three optional one-year renewal periods at the discretion of both parties and subject to Board of Supervisors appropriations. No incumbent contractor, pricing budget range, or specific award value is disclosed in the solicitation materials; the County reserves the right to award contracts in the aggregate, by line item, by section, or by manufacturer and may make both primary and secondary awards based on its best interests. Bidders may offer prompt payment discounts as part of their proposals, and Fairfax County operates as an Equal Opportunity Purchasing Organization that does not discriminate against faith-based organizations or bidders based on race, religion, color, sex, national origin, age, disability, or other legally protected characteristics.