The successful bidder shall provide all labor, equipment, materials, and services necessary to furnish and install a new propane-fueled standby generator system.

All equipment and installation work shall comply with applicable federal, state, and local codes and requirements, including applicable National Fire Protection Association (NFPA) standards, the National Electrical Code (NEC), and any requirements of the authority having jurisdiction. 

Bids shall include, at a minimum: 

• Furnishing and installation of a new 50kW (approx.) propane-fueled standby generator, or an appropriately sized unit recommended by the bidder based upon the facility’s requirements.

• Identification of the proposed manufacturer, model, rated output, and applicable specifications.

• Evaluation of the existing automatic transfer switch (ATS) and determination of whether it may be reused or should be replaced.  Any proposed ATS replacement shall be identified separately and priced separately.

• All necessary electrical connections, controls, wiring, conduit, breakers, and related components necessary to provide a complete and operational installation.

• Connection to the existing propane supply system, including any regulators, piping, valves, or modifications necessary for proper operation.

• Removal and lawful disposal or recycling of the existing generator and any components that will not be reused.  Any salvage or trade-in credit offered for the existing equipment shall be identified separately in the proposal.

• Any necessary concrete pad modification or replacement, anchoring, weatherproofing, or other site work.

• All required permits, inspections, and coordination with applicable authorities having jurisdiction.

• Manufacturer-authorized startup and commissioning.

• Testing of the completed installation, including verification of automatic transfer and operation under facility load.  Bidders shall identify whether load-bank testing is included.

• Owner orientation or training covering normal operation, testing, emergency procedures, and basic troubleshooting.

• Delivery of applicable operating manuals, warranty documentation, electrical drawings, and maintenance information upon completion.

• Identification of the manufacturer’s standard warranty and pricing for any available extended warranty.

• Identification of the availability of authorized service and parts support for the proposed equipment, including the location of the nearest authorized service provider.

• Estimated equipment lead time and anticipated installation schedule following authorization to proceed.

The bidder shall also identify any anticipated interruption of electrical service necessary to complete the work and the estimated duration of such interruption.  Any planned interruption shall be coordinated with SPVFC in advance.

Prospective bidders are strongly encouraged to conduct a site visit prior to submitting a proposal.  The site visit will provide bidders an opportunity to inspect the existing generator, ATS, propane supply system, electrical connections, equipment pad, site access, and other conditions that may affect the proposed installation.

Site visits may be scheduled by emailing Chief Dustin Lang at dlang@spvfc.org. 

Bidders are responsible for identifying reasonably apparent site conditions that may affect the work and incorporating associated costs into their proposals.

Bidders shall provide separate pricing for routine preventative maintenance of the proposed generator and associated equipment in accordance with the manufacturer’s recommended maintenance schedule.

The maintenance proposal should identify:

• Annual maintenance cost;

• Recommended service frequency and number of scheduled visits;

• Inspections, testing, fluid changes, filters, and other preventative maintenance included;

• Consumable materials included in the quoted price;

• Any services or materials specifically excluded;

• Hourly labor rates and applicable service or travel charges for work outside routine maintenance; and

• Availability and terms of emergency or after-hours service.

To facilitate comparison of proposals, bidders shall identify, separately, pricing for:

1. Generator and associated equipment;

2. Installation labor and materials;

3. ATS replacement, if proposed;

4. Propane system modifications, if required;

5. Concrete pad or other site work, if required;

6. Removal and disposal of the existing generator;

7. Permits and inspections;

8. Startup, commissioning, and testing;

9. Optional or recommended equipment;

10. Routine maintenance; and

11. Total project cost.

Bidders shall identify any required deposit, progress-payment schedule, or other proposed payment terms.

Bidders shall provide evidence of appropriate licensing and insurance, identify any manufacturer certifications or authorizations applicable to the proposed equipment, and provide references for at least two comparable standby-generator installations completed within the past five years.

Bids shall remain valid for a minimum of 30 days following the bid submission deadline.

Bid submission deadline: Friday, September 11, 2026, by 5:00 PM EST

Site visit: Recommended; available by appointment

Questions/site visit contact: Chief Dustin Lang, dlang@spvfc.org

Bid submission: Via email to dlang@spvfc.org

SPVFC reserves the right to reject any or all bids, waive informalities or irregularities, request clarification from bidders, and select the proposal that provides the best overall value to the organization. SPVFC is not obligated to select the lowest-priced bid.