Renovation of a fire / police facility in Berryville, Virginia. Completed plans call for the renovation of a fire / police facility.

The Clarke County Purchasing Office, on behalf of the Clarke County Government is soliciting competitive sealed bids from qualified firms for the delivery and installation of emergency generators at the County's E911 Center and Broadcast Tower per the specifications stated within this document. Each bidder must be an Equal Opportunity Employer as defined by Federal and State laws and the Code of Virginia 11-51. Clarke County reserves the right to reject any and all bids, to waive informalities, and to negotiate with the successful offeror(s) INTRODUCTION AND BACKGROUND A. The intent of this "INVITATION FOR BIDS" (hereinafter known as "this document") and resulting contract is to obtain the services of a qualified firm (hereinafter known as "Vendor") to successfully deliver and install generators for the Clarke County E911 Center and Broadcast Tower per the specifications stated within this document. B. The Clarke County E911 Center is located at 100 North Church Street, Berryville, VA 22611. The E911 Center is open at all times. Due to the important emergency calls received, it is vital that the E911 Center have power at all times. The intent of this document is to have procure the services of a vendor that can provide, deliver, and install an emergency generator replacement for this building. C. The County recently decided to move its broadcast tower from Springsbury Road to 88 Ramsburg Lane, Berryville, VA 22611. The tower is located behind D.G. Cooley Elementary School (240 Westwood Road, Berryville, VA 22611) and the County's Joint Maintenance Department (370 Westwood Road, Berryville, VA 22611). The broadcast tower has equipment that interacts with the County's police and fire/rescue equipment. Due to the importance of this equipment having power at all times, the County would like to procure the services of a vendor to provide, deliver, and install an emergency generator for this location as well. D. Vendors shall include the costs of all fuel, labor, travel, equipment, material, insurance, and administrative resources, and other items as necessary, needed to successfully fulfill the requirements of this IFB in their respective bid submissions. E. Clarke County (hereinafter known as "County") has hired Lawrence Perry Associates to create the technical specifications and drawings for this project. The technical specifications and drawings are a part of Appendix A and Appendix B. The documents will be available for viewing and downloading on the Clarke County website A representative of Lawrence Perry Associates ("LPA") will be in attendance at the mandatory pre-bid meeting. The representative from LPA and representatives from Clarke County will show interested vendors the jobsite and answer questions. F. Vendors will be asked to price the project based on the bid response form included in this IFB. G. The award(s) shall be based on the bidder(s)' ability to meet all IFB requirements. Clarke County will award the bid to the lowest responsive and responsible bidder. H. The provisions set forth herein are for contractual goods/services rendered to Clarke County, Virginia, hereinafter to be inclusive of but not limited to Clarke County Joint Administrative Services, General Government, Sanitary Authority, and School Board, and referred to as Clarke County. All offerors are bound by these provisions. Further, these conditions and requirements become part of any contract awarded between Clarke County and the successful vendor(s). I. Any contract resulting from this solicitation shall be governed in any respects by the laws of Virginia, and any litigation with respect thereto shall be brought in the courts of the Commonwealth of Virginia. The Contract shall comply with all applicable federal, state and local laws and regulations. J. The County intends to issue a contract for a single firm, but reserves the right to award to multiple firms if deemed in the best interest of the County. BID INQUIRES AND CORRESPONDENCE A. All questions should be done in writing via email (purchasing@clarkecounty.gov) to Mr. Mike Legge, Purchasing Manager. Please put "Question: IFB #24-0213" in the subject line. Please have all questions submitted no later than noon on Monday, February 5, 2024. This will allow us to answer all questions and issue any addendum, if necessary, in a timely manner. B. Questions will likely either be answered directly by an email or through an addendum. C. Note that a representative of LPA and Joey Braithwaite, Clarke County Joint Maintenance Director will oversee the project. D. Should you need to contact someone regarding this document, the following names are listed for your convenience. Please be sure to contact the person best suited to answer your questions or concerns. The County would like the work to be completed by October 31, 2024, if possible. However, the County is aware that there are unusually long lead times with manufacturers and supply chain issues; therefore, the County will not have a required completion date, but will work with the apparent low bidder to determine an agreeable completion date before a contract is issued. If an acceptable completion date can not be agreed upon by the County and the apparent low bidder, the County reserves the right to rebid the project. A. A Bid Bond is not required. B. Payment and Performance Bonds are not required. SCOPE OF WORK A. PURPOSE AND SPECIFICATIONS 1. Clarke County is soliciting competitive sealed bids from qualified firms for the delivery and installation of emergency generators for the Clarke County E911 Center and the Broadcast Tower per the specifications stated in this document. 2. Clarke County (hereinafter known as "County") has hired Lawrence Perry Associates to create the technical specifications and drawings for this project. The technical specifications and drawings are a part of Appendix A and Appendix B. The documents will be available for viewing and downloading on the Clarke County website under business and procurement notifications. The documents will be labeled as Appendix A- E911 Center and Appendix B-Broadcast Tower. 3. The plans for the Broadcast Tower (E-101) state that the selected vendor shall provide a Kohler propane generator or equal to a model 25CCL 25KW, 240/120V, 1 Phase, 3 Wire with standard features, alternator 4D8.3, (1) 125A 2 Pole 100% Rated Breaker, Battery Charger 6 Amps with alarm, Block Heater (Match Existing Voltage), APM402 Controller, All aluminum sound-attending weather enclosure (57dBA) 23 Feet. The plans for the E911 Center (E-101) state that the selected vendor shall provide a Kohler generator or equal to a model 36CCL 36kw, 240/120V, 3 Phase, 4 Wire with Standard Features, Alternator 4D8.3 or 4P7BX, (1) 150A 3 Pole 100% Rated Breaker, Battery Charger 10Amps with Alarm, Block Heater (Match Existing Voltage), APM402 Controller, All Aluminum Sound-Attending Weather Enclosure (57dBA) 23 Feet. If an interested vendor wants to bid a different brand name of generator other than Kohler, the vendor must send an email to purchasing@clarkecounty.gov requesting consideration of acceptance of an alternate brand before noon on Monday, February 5, 2024. The County will discuss the request with the County's contracted engineering firm and will issue an addendum if other brand names are added as acceptable brands for bid. 4. The E911 Center can never be without power. The selected vendor will need to provide a temporary generator when taking the existing generator off-line. The selected vendor will need to disconnect the existing generator conductors from the ATS and provide temporary conductors from a temporary generator, which could be set just outside of the basement doors. 5. The generators shall come with at least a five-year/2000 hour limited warranty that covers all generator set systems and components. 6. The selected vendor shall guarantee all other materials and labor required by the contract drawings to be free from defective materials or workmanship for one year after final acceptance of the project. Defective materials or workmanship occurring during this period shall be corrected at no additional cost.