Generator Service RFP 4-5-2013
HARNETT COUNTY
FINANCE/PURCHASING
REQUEST FOR PROPOSALS
GENERATOR SERVICE CONTRACT
FOR THE PERIOD OF JULY 1, 2013 THROUGH JUNE 30, 2016
DUE DATE: NO LATER THAN 5:00 PM, APRIL
5, 2013
QUESTIONS: CHRIS JOHNSON, PUBLIC BUILDINGS SUPERVISOR
CJOHNSON@HARNETT.ORG, TELEPHONE: 910-893-7538
FAXES OR E-MAILS ARE NOT ACCEPTED FOR THIS QUOTE
THE COUNTY OF HARNETT
RESERVES THE RIGHT TO REJECT ANY OR ALL BIDS RECEIVED, OR TO SELECT THE BID WHICH, IN OUR OPINION, IS THE BEST OVERALL INTEREST OF THE COUNTY.
MAIL OR DELIVER BIDS IN A SEALED ENVELOPE
IDENTIFIED “QUOTE ENCLOSED PB2-04052013”, YOUR FIRM NAME AND THE DELIVER BY DATE ON THE OUTSIDE OF THE ENVELOPE
TO: Renea Warren-Ford
Purchasing Specialist
102 E. Front Street
P.O.
Box 760
Lillington, N.C. 27546
INFORMAL REQUEST FOR PROPOSALS
Title: Generator Service Contract RFP#: PB2-04052013
Issue Date: March 15, 2013
Due Date/Time: April 5, 2013 by 5:00 p.m.
Issuing Agency: Harnett
County
Public Buildings Department
801 S. First Street
Lillington, NC 27546
The Harnett County Public Buildings Department hereby solicits sealed proposals to provide a three-year
contract for the service and maintenance of generators located in various County government locations, as more particularly described in the attached specifications. All proposals shall
be sealed indicating “Proposals Enclosed, PB2-04052013, your firm name, and deliver by date prominently on the front of the each sealed proposal envelope or package. Electronically
submitted (e-mail/fax) proposals will not be accepted. Sealed proposals will be accepted until 5:00 p.m., April 5, 2013.
The County will hold a pre-proposal viewing of the generators
on Thursday, March 21, 2013 from 9:00 a.m. until 3:00 p.m. If you wish to attend the escorted viewing, you will need to be at the Public Buildings Meeting Room, located at 801 S. First
Street, Lillington, North Carolina, at 9:00 a.m. During the escorted viewing, you will be able to make notes and view all the generators at the sites specified in the Request for Proposals.
This will be the only opportunity for viewing the generators provided or allowed. All persons attending a pre-proposal viewing will be required to sign-in at the beginning of the session
and sign-out at the end of the site visits.
The Request for Proposal form to be used by the bidders, and specifications of the services and maintenance to be performed are attached.
The County of Harnett hereby reserves the right to reject any and all Request for Proposals.
GENERAL CONDITIONS
How to Submit Bid Proposals: Proposals must be mailed or delivered allowing sufficient time to ensure receipt by the County of Harnett on April 5, 2013. Proposals
not received by the date specified will not be opened or considered, unless the delay is a result of the negligence of the County, its agents, or assigns.
Mailing Address:
Harnett County
Finance
Renea Warren-Ford, Purchasing Specialist
PO Box 760
Lillington, N.C. 27546
Hand Delivery:
Harnett County Finance
Renea Warren-Ford, Purchasing Specialist
102 E. Front St.
Lillington,
N.C. 27546
Contact Information:
Harnett County Public Buildings
Chris Johnson
910-893-7538
Standards for Acceptance of Proposal for Award Contract: The County reserves the right
to reject any or all proposals. The award for Harnett County’s generator services contract may be made to the responsible bidder (also sometimes referred to as “Contractor”) that best
meets the needs and interests of Harnett County, taking into consideration quality and performance. Harnett County reserves the right to bid any other services for generators not listed
herein and/or award same to successful vendor.
Compliance with Laws: The Contractor shall obtain and maintain all licenses, permits, liability insurance, worker’s compensation insurance
and comply with any and all other standards or regulations required by Federal, State, or County statute, ordinances and rules during the performance of any contract between the bidder/contractor
and the County. Any such requirement specifically set forth in any contract document between the bidder and the County shall be supplementary to this section and not in substitution
thereof.
Bids for All or Part: Unless otherwise specified by the County or by the bidder, Harnett County reserves the right to make award on all items or on any of the items according
to the best interest of the County. Bidder may restrict his bid to consideration in the aggregate by so stating, but must name a unit price on each generator bid upon as shown on Attachment
E.
Contract Term/Conditions: This is an annual contract for (3) three years starting July 1, 2013 and ending on June 30, 2016. Bidder warrants that bid prices, terms, and conditions quoted
in his/her bid will be firm for acceptance for a period of three (3) years. The County has the right to add or remove equipment if the occasion arises.
Contract Extension: Harnett
County reserves the right to renew this contract each year with the same terms and conditions upon agreement of both parties, provided that funds have been appropriated by the governing
board and performance under this contract has been satisfactory. Price increase shall be considered at contract renewal time and may be cause for non-renewal.
Completeness: All information
required by Request for Proposal must be complete and submitted to constitute a responsible bid. Attachment D and Attachment E must be filled out in its entirety and a copy of all licenses
and certifications required must be attached.
Acceptance of Service: In the event that the service supplied to the County does not conform to specifications, the County reserves the
right to cancel the service upon 30-day written notice to the Contractor at the Contractor’s expense.
Guarantee: Unless otherwise specified by the County, the Contractor will unconditionally
guarantee the service and workmanship on all services. If within the guarantee period, any defects occur which are due to faulty services, the Contractor, at his/her expense, shall
repair, adjust the condition, or replace the services to the complete satisfaction of the County. These repairs, replacements, or adjustments shall be made only at such time designated
by the County to be the least detrimental to the operation of County business.
Transfer or Assignment: The covenants and agreements contained within the awarded bid are specifically
binding and the County will not allow the awarded bid to be transferred or assigned to any other party or parties without the express written consent from the County, which shall not
be unreasonably withheld.
Indemnity & Insurance: The Contractor will indemnify and hold harmless the County, its officers, agents, and employees from and against all loss, cost, damages,
expense and liability caused by accident or other occurrence resulting in bodily injury, including death and disease to any person, or damage or destruction to property, real or personal,
arising directly or indirectly from operations, products, or services rendered or purchased under the contract.
Where Contractors are required to enter or to go onto County property
to deliver materials or perform work, the contractor, at his/her sole expense, will purchase and maintain the insurance listed below as A, B, & C.
Where Contractors will not be required to enter or go onto County property and will only provide supplies, materials, or equipment, the Contractor, at his sole expense, will purchase
and maintain insurance coverage designated below as B.
Automobile – Automobile bodily injury and property damage liability insurance when the services to be performed require the use
of motor vehicles.
Commercial General Liability-Bodily injury and property damage liability as will protect the contractor from claims of bodily injury or property damages which arise
from operations of this contract. The amounts of such insurance shall not be less than $1,000,000.00 bodily injury and property damage – combined single limit each occurrence/aggregate.
This insurance shall include coverage for products/completed operations, personal injury liability and contractual liability.
Workers’ Compensation and employers’ liability meeting
the statutory requirements of the State of North Carolina.
The successful bidder shall provide the County with a certificate of such insurance and shall contain the provision that the
County will be given thirty (30) days written notice of any intent to amend or terminate by either the insured or the insuring company. However, a ten (10) day notice is sufficient
for cancellation due to non-payment of premium.
Default Provision: Failure to satisfactorily perform the services required by the contract for the project will be grounds for Harnett
County to declare the successful bidder in default. Unless otherwise provided herein, the Contract may be canceled or annulled with a 30-day notice by Harnett County in whole or in
part by written notice of default to the bidder upon nonperformance or violation of contract terms. An award may be made to another bidder for services specified, or they may be purchased
on the open market and the defaulting Contractor shall be liable to Harnett County for costs to the County in excess of the defaulted contract prices. The bidder shall continue the
performance of this contract to the extent that any part is not terminated under the provisions of this clause.
Certification of Independent Price Determination: By submission of
this bid, the bidder certifies and, in the case of a joint bid, each party thereto certifies as to its own organization, that in connection with this procurement:
The price in this
bid have been arrived at independently, without consultation, communication, or agreement for the purpose of restricting competition as to any matter relating to such prices with any
other bidder or with any competitor;
Unless otherwise required by law, the prices which have been quoted in this bid have not and will not be knowingly disclosed
by the bidder prior to bid opening, directly or indirectly, to any other bidder or to any competition; and
No attempt has been made or will be made by the bidder to induce any other
person or firm to submit or not to submit a bid for the purpose of restricting competition.
Offer/No Bid. All contractors in receipt of a Request For Proposal for a project are urged
to respond with an Offer or a No Bid.
Oral Explanations. The County will not be bound by oral explanations or instructions given at any time during the proposal process or after a
project is awarded.
Qualified Vendor: A “Qualified Vendor” is defined for this purpose as one who meets, or by the date of bid acceptance can meet, all requirements for licensing,
insurance, and service contained within these specifications.
List Five References For Whom You Are Providing Services:
The County requires a minimum of ten (10) years experience.
Prospective Contractor must supply at least five (5) references from government agencies and/or private firms for which it has done similar or related work during the past three years.
1. Agency or Firm Name:
Business Address:
Contact Person:
Telephone Number:
2. Agency or Firm Name:
Business Address:
Contact Person:
Telephone
Number:
3. Agency or Firm Name:
Business Address:
Contact Person:
Telephone Number:
4. Agency or Firm Name:
Business Address:
Contact Person:
Telephone Number:
5. Agency or Firm Name:
Business Address:
Contact
Person:
Telephone Number:
N.C.G.S. Sect. 143, Articles 3 and 3C. :
Pursuant to Article 3 and 3C, Chapter 143 of the North Carolina General Statutes, the State invites and
encourages participation in this procurement by businesses owned by small contractors, minorities, women, and the disabled. Place an X by the appropriate response below if you choose
to be identified as a qualified business as referenced above.
_____ I American Indian
_____A Asian American
_____B Black, African American
_____D Disabled
_____F Female
_____H Hispanic
_____S
Small Contractors
Business License:
Harnett County requires a valid Business License. Place an X by the appropriate response below.
_____Yes
_____No
20. Contractor’s Representative
for Business Purposes: The name, mailing address, electronic mail address, facsimile number, and telephone number of the Contractor's authorized agent with authority to bind the firm
and answer official questions concerning the Contractor's proposal must be clearly stated.
COUNTY OF HARNETT
LILLINGTON, NORTH CAROLINA
SPECIFIED
TERMS AND CONDITIONS
FOR
GENERATOR SERVICE
AT
VARIOUS LOCATIONS
This describes the terms and conditions for an annual generator
service for various locations in Harnett County.
This agreement shall be for three years starting July 1, 2013 to June 30, 2016.
Required Services For Generators:
This bid for
generator services should include two (2) trips to each site during the fiscal year.
Annual Preventative Maintenance (See Attachment A)
Annual Preventative Maintenance must be completed
on all generators by the first of September for each year.
Semi-Annual Preventative Maintenance (See Attachment B)
Semi-Annual Preventative Maintenance must be completed on all generators
by the first of March for each year.
It is understood this proposal does not include any parts or labor, other than those specifically stated for servicing generators. It does not
include expenses to repair damage caused by abuse, accident, theft, acts of a third person, forces of nature, or altering of the equipment.
Any parts required or labor needed, other
than for the agreed services will be charged to the County at regular rates.
All parts and material installed hereto shall be new and suitable for use intended.
Qualifications:
The Contractor shall be a minimum of a Cummins Level 3 Certified Technician and a Kohler generator dealer. The purpose of this requirement is to ensure qualified technicians
for service and for parts availability.
The Contractor warrants and agrees that all of its personnel performing service pursuant to this proposal shall be trained for the services they
are to perform.
Generator Specifications and Locations:
The information provided was gathered by the County. It is the Contractor’s responsibility to bring any discrepancies found
to the County’s attention before the proposal is to be submitted. (See Attachment C)
Emergency Service Calls:
The County will require the Contractor to respond within two (2) hours
when contacted.
Emergency service between annual and semi-annual visits will be provided per proposed customer labor rates for regular hours and overtime hours. Room and board, as
well as mileage, if applicable needs to be included in the agreed rates. (See Attachment D)
All emergency service should be done during regular rates if possible.
Responsibilities:
Contractor
shall be responsible for failure to render the service for causes beyond its control, including strikes and labor disputes.
Contractor agrees to correct by repair or replacement any
defects of material or workmanship installed under this agreement which may develop under normal and proper use within one year from installation. Such correction shall constitute a
fulfillment of all obligations to the County.
Contractor shall have no responsibility to the County for special or consequential damage or incidental or economic loss.
All warranty service work done by contractor will be performed during regular working hours. In the event the County requests work of this nature after regular working hours or weekends,
the County agrees to pay the portion of the charge that is over and above normal rate.
Payments:
Invoices for services shall be submitted twice per year, with one invoice for Annual
Preventative Maintenance and one invoice for Semi-Annual Preventative Maintenance. Invoices should be submitted by the first of October and the first of April respectively each year.
Payment for services will be Net 30.
Respectfully submitted this ________ day of _________ 2013
By: ___________________________ Title: __________________
Telephone Number: ________________________
___________________
Vendor: ____________________________________________________
___________________________________________________________
EXECUTION OF PROPOSAL PAGE
Harnett County Generator Maintenance Service Contract
Date:
By submitting this proposal, the Contractor certifies the following:
An authorized
representative of the firm has signed this proposal.
It can obtain insurance certificates required within 10 calendar days after notice of award.
The Contractor has determined the
cost and availability of all equipment, materials and supplies associated with performing the services outlined herein.
All labor costs, direct and indirect, have been determined and
included in the proposed cost.
The Contractor is aware of the prevailing conditions associated with performing this contract.
The Contractor agrees to complete the scope of work for
this project with no exceptions.
Therefore, in compliance with the foregoing Request for Proposal, and subject to all terms and conditions thereof, the undersigned offers and agrees,
if this proposal is accepted within (60) days from the date of the opening, to furnish the services for the prices quoted.
Contractor:
Mailing Address:
City, State, Zip Code:
Telephon
e Number:
Principal Place of Business if different from above
By
Title:
(Type or Print Name)
(Signature)