INVITATION FOR BIDIFB #005-46For the provision of:Emergency Back-Up Generator Maintenance Annual ContractHall County, Georgia, Board of Commissioners (herein County ), is seeking qualified vendors on to provide Emergency Back-Up Generator Maintenance (herein Services ) on an as needed basis at various Hall County locations with a guaranteed price for a 12-month period. The County seeks to award one (1) vendor to perform all the services. Schedule of Events:Date IFB Issued: April 23, 2025Bidders' Questions Due: May 5, 2025Bid Due Date: May 15, 2025 Bidding Process: Hall County is now accepting sealed bids for the provision of Services in the County's Purchasing Division, located on the fourth (4th) floor of the Hall County Government Center, 2875 Browns Bridge Road, Gainesville, GA 30504, until 2:00 p.m., EST on Thursday, May 15, 2025.Bidders must submit three (3) copies of their bid along with all completed mandatory documents, signed affidavits in hardcopy and also include one (1) USB Flash Drive with all documents. Public Reading: Bid openings are open to the public and Bidders. Bidders are not required to attend bid openings but may do so. The Issuing Officer named herein will open and publicly read all Bidders' company names and cost proposals on the date, time, and at the address above.Addenda: If needed and in the best interest of the County, the Purchasing Division may make an extension of the bidding period by a formal written addendum and publicly posted on the County website. All addenda must be signed by the Bidder and returned with the bid packet.Proposal Documents: Bidders may download bid submittal documents via the County's website at https://www.hallcounty.org/Bids.aspx then scroll down and choose IFB #005-46, Emergency Back-Up Generator Maintenance. All bid documents are available for download at the bottom of the webpage.General Qualifications: Bidders must be in the regular business of providing similar services, be licensed, insured, and bonded to perform services in the State of Georgia. Bid Retention: Bidders may not withdraw their bid after the bid opening. Bids must be valid for one hundred twenty (120) calendar days. The County reserves the right to retain all bids submitted and use any idea(s) in a bid regardless of award. The County shall have the right to waive any informality or irregularity of immaterial deviation in any bid received. All forms and documents entitled Mandatory must be completed and returned with the bid. Please sign Exhibit B Contract for Services.Award Process: The County reserves the option to reject any or all bids, in whole or part, or to select any Bidder, without liability on part of the County to the Bidder to complete the described work. The County will award the contract to one (1) company to perform all work to the lowest cost, responsible and responsive bidder. Lead times and length of time to complete the services may also be a factor in award. The Bidder expressly understands that the County may reject bids for any reason.Non-Collusion Clause: Bidders must have no contact of any nature with any other bidders, County staff members, its elected officials, nor Commissioners, during the evaluation process. The County will deem such as collusion and thus render the submission in violation of the Official Code of Hall County and thus the County may render the proposal as non-responsive and not evaluate the proposal for an award.1.0 SCOPE OF WORKGeneral: To provide emergency back-up generator maintenance service with a guaranteed bid price for a 12-month period. This contract will begin upon contract execution and be in effect until June 30, 2026. The successful bidder may be allowed four (4) annual one (1) year renewals of this contract all upon the same terms and conditions. Specifications: The following minimum specifications shall apply to the requested services: A well-planned program of preventative maintenance and service should be integral to the design of an on-site power system. Failure of a standby generator set to start and run could lead to loss of life, personal injury, property damage, and loss of revenues. Failure to start and run due to low battery charge because of improper maintenance is the most common type of failure. A comprehensive program carried out on a scheduled basis by qualified persons can prevent such failures and their possible consequences.The maintenance schedule for prime power sets should be the basis of running time, as published by the manufacturer. Since standby sets run infrequently, the maintenance schedule should follow the manufacturer's instructions and include the following: QUARTERLY CHECKS:
Background
Hall County, Georgia, Board of Commissioners is seeking qualified vendors to provide Emergency Back-Up Generator Maintenance Services on an as-needed basis at various Hall County locations. The goal is to ensure reliable operation of emergency generators, which are critical for public safety and service continuity. The contract will be awarded to one vendor for a guaranteed price over a 12-month period.
Work Details
The contractor will provide comprehensive maintenance services for emergency back-up generators, including:
- A well-planned program of preventative maintenance and service integral to the design of an on-site power system.
- Quarterly checks that include: checking engine oil and fuel levels, inspecting the fuel supply system for leaks, changing engine oil and fuel filters during semi-annual checks, draining sediment from fuel tanks, and checking flexible fuel hoses for cuts and abrasions.
- The maintenance schedule must adhere to the manufacturer's instructions and specifications.
Period of Performance
The contract will commence upon execution and will be effective until June 30, 2026. The successful bidder may be allowed four (4) annual one-year renewals under the same terms and conditions.
Place of Performance
Various locations within Hall County, Georgia.
Bidder Requirements
Bidders must be in the regular business of providing similar services and must be licensed, insured, and bonded to perform services in the State of Georgia. Bids must remain valid for 120 calendar days post-opening.
