REQUEST FOR PROPOSAL
AMERICA’S SECOND HARVEST OF THE BIG BEND, INC.
PROJECT #19-02: Emergency Backup Generator – Provision, Installation and Startup
PROPOSAL DUE DATE: October 31, 2019, by 5 p.m., Eastern Daylight Time (EDT)
APPLICATION METHOD: All bids shall be delivered by a representative of the Bidder or by registered mail with return receipt requested.
Requester’s Background and Project Overview
America’s Second Harvest of the Big Bend (Second Harvest) is accepting proposals to provide, install and startup a backup generator at the agency’s 41,000 square foot food storage facility in Tallahassee, Florida. The purpose of this RFP is to give a fair evaluation of all Bidders and to give Bidders the evaluation criteria against which they will be judged.
Once in place, a backup generator will protect and preserve Second Harvest’s frozen and refrigerated food inventory during an extended electrical utility outage, and enable Second Harvest staff to continue disaster relief operations during an extended power outage. An electrical engineering study has determined that a 200 kilowatt, three-phase emergency backup generator to be optimal to properly maintain the food inventory.
Drawings and Specifications may be obtained at the office of Ooten and Associates, LLC, 6700 Treasure Oaks Circle, Tallahassee, Florida, under the Instructions to Bidders upon receipt of an email request for a digital set from email@example.com. Materials furnished and work performed shall be in accordance with Drawings and Specifications. Each Bid shall be addressed to:
Second Harvest of the Big Bend
4446 Entrepot Blvd.
Tallahassee, Florida 32310
and be marked:
- Bids for Second Harvest Emergency Backup Generator
- (Name and address of Bidder)
All bids shall be sealed and hand delivered by a representative of the Bidder or by registered mail with return receipt requested. Proposals received after the due date will be rejected.
At a minimum, sealed bids must include:
- A brief cover letter signed by a responsible party with a statement that Bidder has read and understood the RFP and can provide the services requested. Note any exceptions.
- Experience involving at least three projects providing, subcontracting and installing the size and type of generator referenced to service a like sized facility. Provide reference name and phone number for each project
- Experience maintaining compliance with state and federal guidelines, including recordkeeping.
- A copy of all current licenses, registrations and certifications issued by federal, state and local agencies, and any other licenses, registrations or certifications from any other governmental entity with jurisdiction, allowing Bidder to perform the covered services, including licenses, registrations and/or certifications.
- Insurance certificates showing the type, amount, class of operations covered, effective dates, and date of expiration of policies.
- A warranty that unless otherwise specified, all items proposed by the Bidder shall include a warranty covering services, parts and/or labor for a specified period. All goods furnished shall be guaranteed by the successful Bidder against factory defects and workmanship.
- Experience in training staff in organizations on safety standards associated with the safe operations of emergency backup generators.
- Anticipated timeline to completion.
- Detailed cost estimate.
- Signed statement by a corporate officer that bidder acknowledges that Chapter 120 of the Florida Statutes does not apply to this RFP or Second Harvest’s Procurement Process. Further, in submitting its bid, bidder will not challenge, question, or contest the ultimate selection or decision made by Second Harvest through this procurement process.
- An example contract with terms that would govern the generator installation.
All bids must comply with State and Federal standards identified in Second Harvest’s agreement with the Florida Division of Emergency Management (“FDEM”) executed January 18, 2019 (Agreement No. 19-SP-10-02-47-08-284; “FDEM Agreement”). A copy of the FDEM Agreement is available upon request to firstname.lastname@example.org.
On November 1, 2019, all sealed bids will be opened for consideration in the order received. Second Harvest shall maintain the confidentiality of all bids following consideration, award and contract execution; however, because Second Harvest is pursuing this RFP using state funds, all documents shall be maintained under the FDEM Agreement.
Questions regarding this RFP can be submitted in writing by October 25, 2019, to email@example.com. The questions and responses will be provided on the Second Harvest website: https://www.fightinghunger.org/About-Us/RFPs-ITBs on October 28, 2019.
Second Harvest reserves the right to waive irregularities and/or informalities or allow a bidder to cure such irregularities and/or informalities in any Bid and to reject any or all Bids in whole or part, with or without cause, and/or accept the Bid deemed to be in its best interests. Bidders will expressly waive any appeal or legal action related to this RFP and Second Harvest’s decisions regarding its execution.
Any necessary additional information can be obtained by email to: firstname.lastname@example.org.
Award information will be provided November 1, 2019, by 5 p.m. EDT and posted to the Second Harvest website: fightinghunger.org.
Scope of Work
Work required consists of providing a turnkey solution to include all labor, equipment, materials, shipping and supervision to evaluate, make recommendations, and provide an emergency backup generator to the Second Harvest.
The generator and other required equipment shall:
- Consist of entirely new components. The generator, all of its parts, and the other required equipment and materials within the finished deliverable must not have been used.
- Comply with Local, State, and Federal regulations for permanently installed emergency standby generators.
- Meet Environmental Protection Agency (EPA) requirements for Federal Emission Regulation and comply with all codes (local, state, federal), industry standards, laws and regulations.
- Be U.L. 2200 Listed.
- Fuel tank shall meet Underwriters Laboratories certifications (UL 142 for steel tanks) and plumbed ready for operation.
- Fuel tank shall be at least 72-hour operation at full load, and meet state requirements.
The generator must adhere to and comply with the following classification:
- Emergency Power System: An independent reserve source of electrical energy that, upon failure or outage of the normal utility source, automatically provides reliable electrical power within a specified time to all electrical loads at the Second Harvest facility whose failure to operate satisfactorily would jeopardize the health and safety of personnel or result in damage to property.
- The generator and its installation must adhere to all applicable National Electrical Codes (NEC) and National Fire Protection Association (NFPA) codes.
At a minimum, a diesel-fueled generator shall be supplied with these features:
- 120 Volt A. C. powered D.C. battery to maintain charger with ammeter and float switch to prevent over charging.
- C. starting battery with rack and cables installed.
- Controller shall be capable of interfacing with the Automatic Transfer Switch (ATS).
- Sound attenuated Level 2 weather resistant steel or aluminum enclosure capable of wind force of up to 120 mph, and wind gusts of up to 150 mph, per Florida Building Code – Building (FBC-B) 6th Edition, Section 1609.3.1.
- Hospital-grade muffler, with exhaust directed away from the building air intakes.
- Double-wall, sub-base diesel fuel tank shall be installed under EPA other applicable state environmental guidelines and be U.L. 142 listed for steel tanks.
- Concrete pad conforming to applicable
- ATS and annunciator panel in a location determined by Second Harvest.
- Electrical utility supply line installation to ATS.
- Vibration isolators.
- Automatic programmable standby exerciser.
- One-year warranty with semiannual maintenance inspection and service.
- Installation shall be performed by licensed electricians and other certified installers.
The generator must comply with the most current NFPA 110 standards. This standard covers performance requirements for emergency power systems providing an alternate source of electrical power in buildings and facilities if normal electrical utility power source fails. Systems include power sources, ATS, controls, supervisory equipment, automatic programmable standby exerciser, and accessory equipment needed to supply electrical loads at the Second Harvest facility. This standard covers installation, maintenance, operation, and testing requirements as they pertain to performing the emergency standby power supply system.
The successful Bidder installing the generator will ensure that pre-testing is performed and the copies of testing materials containing NFPA standards be distributed to the successful Bidder by Second Harvest.
The successful Bidder installing the generator shall provide training to the owners of the newly installed system on how to perform routine testing and maintenance on the system to ensure continuous compliance with NFPA standards. And the owners of the system must be made aware of service, testing and maintenance contract available to ensure continued compliance with state and federal regulations for “Emergency Power Systems.”
Note: Maintenance after the warranty period is not within the scope of this RFP and will be addressed separately.
Questions regarding this RFP can be submitted in writing by October 25, 2019, to email@example.com. The questions and responses will be provided on the Second Harvest website: https://www.fightinghunger.org/