ITB 26-09 City Hall Generator Purchase and Installation

City of Lake Wales
Invitation to Bid
City Hall Generator Purchase and Installation
ITB NO. 26-09

Cut along border and affix this label to your sealed bid envelope to identify it as a "Sealed
Bid". Be sure to include the name of the company submitting the bid where requested.
S EALED BID - DO NOT OPEN
S EALED BID NO: 26-09
B ID TITLE: City Hall Generator Purchase and Installation
DUE DATE/TIME: April 24, 2026 at 2:00 PM prevailing time.
S UBMITTED BY: _____________________________________
Name of Company
Deliver To:
City of Lake Wales
City Manager's Office
Attention: Cynthia Monk
201 West Central Avenue
Lake Wales, FL 33853
Please Note: From time to time, addenda may be issued to this bid. Any such addenda will be
posted on the same website, www.lakewalesfl.gov, from which you obtained this bid. Before
submitting your bid, you should check our website to download any addenda that may have been
issued. Please remember to sign and return addendum acknowledgement form with completed
bid package if applicable.
Questions regarding this solicitation will be received up to 5:00PM prevailing time, April 15,
2026. Addenda (if applicable) will be issued by 5:00PM prevailing time, April 17, 2026

INVITATION TO BID
ITB #26-09
NOTICE IS HEREBY GIVEN that the City of Lake Wales is accepting sealed bids for:
Generator Purchase and Installation at City Hall
At 2:00 P.M., prevailing time, on April 24, 2026 in the City Commission Chambers at the
Municipal Administration Building, 201 Central Ave. W., Lake Wales, Florida, bids will be
opened and read aloud.
An original and two (2) copies and one (1) digital copy on a USB drive of all bids, including
all executed documents and needed attachments, shall be placed in a sealed envelope, with label
from page 2 affixed, and delivered prior to the opening deadline, 2:00 P.M., prevailing time on
April 24, 2026.
Pre-Bid Meeting
A NON-MANDATORY Pre-Bid meeting will be held on April 8, 2026, at 10:00 A.M. local
time at the job site located at 201 Central Ave. W., Lake Wales, Florida 33853.
Intent
The City of Lake Wales has been awarded grant funding to purchase and install a generator at
201 Central Ave. W, Lake Wales, Fl, 33853. This project is funded in part by the Florida
Department of Commerce through the Community Development Block Grant - Disaster
Recovery (CDBG-DR) Program (Agreement No. HI005) and in part by the Florida Division of
Emergency Management through the Hazard Mitigation Grant Program (HMGP), FEMA-4673-
DR-FL, Project #4673-042-R.
Responding to the Invitation to Bid
All persons and firms wishing to submit bids must obtain a complete copy of the Invitation to
Bid and submit all required forms as outlined in the solicitation document with their response.
Bid specifications and related forms can be accessed on the City's website,
www.lakewalesfl.gov: Departments: Purchasing, or by contacting Cynthia Monk via email at
cmonk@lakewalesfl.gov.
Faxed or e-mailed bids will not be accepted. Responses may be hand delivered, mailed, or
delivered via courier service to the following address:
City of Lake Wales
City Manager's Office
Attention: Cynthia Monk
201 West Central Avenue
Lake Wales, FL 33853

INTENT OF PROJECT:
The City of Lake Wales is seeking to install a new 150 KW generator at the City's
Administration Building located at 201 W. Central Ave. Lake Wales, Fl. 33853. Work shall
include all necessary material and equipment.
SCOPE OF SERVICES:
The scope of services required by the City of Lake Wales in connection with this invitation to
bid covers all work to purchase and install an emergency generator, transfer switchgear, concrete
pad, along with, any required wiring and associated electrical components, and restoration of
disturbed earth or buildings.
All work to meet Florida Building Code.
All work must comply with the Florida State Statute 553.81 - "Protection of Underground
Pipelines" and the contractor must comply with all state and local water quality and electrical
standards. The awarded Bidder will be governed by the City's terms, conditions and agreement
and all work must be done in accordance with all exhibits and/or attachments.
All work shall be performed in strict accordance with all applicable federal requirements
including but not limited to 2 CFR Part 200, 24 CFR Part 570, applicable FEMA procurement
regulations, and all grant conditions contained in Commerce Agreement HI005 and FDEM
Agreement 4673-042-R.
ESTIMATED TIMELINE (subject to change):
Solicitation Posted: March 24, 2026
Pre-Bid Meeting (Non-Mandatory): April 8, 2026 at 10:00 A.M.
Last Day for Questions: April 15, 2026
Addendum posted (if necessary): April 17, 2026
Bids Due: April 24, 2026
Recommendation of Award to Commission: May 2026
General Information and Requirements
1. In accordance with Chapter 119, Florida Statutes, all bids received, and all materials
contained therein, once opened are public record, and subject to disclosure to any
person, organization, or firm, including other firms responding to this invitation to bid.
Contractor questions regarding the application of Chapter 119, Florida Statutes, to the
contractor's duty to provide public records relating to this contract, contact the Custodian
of Public Records at: (850) 815-7671; Records@em.myflorida.com, or 2555 Shumard
Oak Boulevard, Tallahassee, FL 32399.
2. In accordance with Section 287.133, Florida Statutes, a person or affiliate who has been
placed on the convicted vendor list following a conviction for a public entity crime may
not submit a bid or proposal on a contract to provide any goods or services to a public

entity and may not be awarded or perform work as a contractor, supplier, subcontractor,
or consultant under a contract with any public entity, and may not transact business with
any public entity in excess of the threshold amount provided in Section 287.017-for
CATEGORY TWO for a period of 36 months from the date of being placed on the
convicted vendor list.
3. The City reserves the right to accept or reject any or all bids, or part thereof, to waive any
informalities or technicalities, or to award contracts in the best interest of the City. In all
instances, the City's decision shall be final.
4. The City of Lake Wales is exempt from taxes imposed by the State and Federal
Government. Bids shall not include any taxes or fees.
5. Prospective firms must submit proposals strictly in accordance with the specifications
outlined in the Invitation to Bid. Each variance, if any, to the specifications shall be
specifically stated in the bid.
6. Prospective firms warrant by virtue of submission of bids that all prices, terms, and
conditions stated shall be honored for a period of ninety (90) days after the opening of
bids. Any changes at the time an order is placed shall result in automatic disqualification
of the vendor.
7. The original bid shall be signed, in blue ink, by a corporate officer, partner, or proprietor.
8. The City reserves the right to reject any or all items if in its judgment the item does not
meet the needs of the City, or for any reason it deems suitable.
9. Prospective firms are hereby warned not to contact any City employee or official on
matters relating to this Invitation to Bid, except as indicated herein. Any attempt to do
so, or engaging in lobbying or any other activity interfering with the evaluation process
may result in immediate disqualification of the vendor from any City business.
10. Per City ordinance, agreements and contracts with a term in excess of one year shall
include the following language: "The performance of the City of Lake Wales and its
obligation to pay under this contract is contingent upon annual appropriation by the City
Commission of Lake Wales." Vendors are warned that this requirement is written into the
Code of Ordinances of the City, a public document, and is binding upon all vendors
whether or not referenced in any agreement.
11. Prospective firms quoting State of Florida contract pricing must provide the state contract
number and date of expiration in their bids or proposals. Firms will be required to
provide a copy of the entire contract prior to the placing of orders by the City.
12. Prospective firms hereby warrant by virtue of submission of bids that any and all terms,
conditions, and requirements as stated in this document are valid, enforceable, and
binding upon the selected vendor.
13. This project is federally funded through a Federal FEMA grant and a Florida Commerce
CDBG-DR. Therefore, contractors must complete this project in accordance with Sub-
Recipient Agreements and all applicable regulations contained in Title 2 Code of Federal
Regulations (CFR) Part 200, as well as regulations promulgated by Federal Agencies,
including OMB, FEMA, and FHWA, as well as Florida State Agencies FDOT, FDH,

NRCS, SFWMD, and FDEP in conjunction with any grant requirements and the City's
needs.
14. MINORITY / WOMEN'S / LABOR SURPLUS FIRMS PARTICIPATION: The City of
Lake Wales encourages the active participation of minority businesses, women's business
enterprises, and labor surplus area firms as a part of any subsequent agreement whenever
possible either as prime contractors or subcontractors. If subcontracts are to be let,
through a prime contractor, that contractor is required to take the affirmative steps listed
in items (1) through (5) below:
(1) Placing qualified small and minority businesses and women's business enterprises
on solicitation lists;
(2) Assuring that small and minority businesses, and women's business enterprises are
solicited whenever they are potential sources;
(3) Dividing total requirements, when economically feasible, into smaller tasks or
quantities to permit maximum participation by small and minority businesses, and
women's business enterprises;
(4) Establishing delivery schedules, where the requirement permits, which encourage
participation by small and minority businesses, and women's business enterprises;
(5) Using the services and assistance, as appropriate, of such organizations as the Small
Business Administration and the Minority Business Development Agency of Florida
Commerce.
15. Contractors must be registered with E-Verify system to verify that work authorization
status of all newly hired employees.
Specific Information and Requirements
1. Answers to questions submitted about this Invitation to Bid or the Project will be
provided to all known prospective bidders.
2. The selected firm may not discriminate against any employee employed in the
performance of services, or against any applicant for employment because of race,
religion, color, handicap, national origin, age, gender, or marital status.
3. Bids shall include all information required in the Invitation to Bid. Bidders shall use City
standard forms as included in the Invitation to Bid to submit all information, or shall
follow the format dictated or include the information required herein where no form is
provided. Bid documents shall be arranged in order as indicated on the Bid Contents
Form.
4. The City will allow the use of approved subcontractors or third parties in performing
work outlined in this Invitation to Bid.
Evaluation of Bids
The City of Lake Wales shall be the sole judge of the bid and the resulting agreement that is in its
best interest and its decision shall be final. All bidding and award procedures undertaken by the

City in regard to this project shall be consistent with the City's adopted procurement procedures,
City of Lake Wales Policy Manual for Federal Awards, and any grant award agreements. The City
reserves the right to seek clarification from prospective firms on any issue in a bid, or take any other
action it feels necessary to properly evaluate the bids and construct a solution in the City's best
interest. Award shall be made to the lowest responsive and responsible bidder whose bid conforms
to all material terms and conditions of the Invitation to Bid, in accordance with 2 CFR
200.320(b)(1).
Terms of Contract
The contract shall be for six (6) months with the option to renew for a period of up to three (3)
months after the initial contract. Termination by the contractor shall require notification two (2)
months prior to the actual conclusion of services.
BIDDER INSTRUCTIONS AND GENERAL
INFORMATION
BIDDER INSTRUCTIONS: To ensure acceptance of this bid, follow these instructions.
BID DOCUMENTS MUST BE DELIVERED TO THE PURCHASING DIVISION PRIOR
TO THE TIME AND DATE SPECIFIED. THERE WILL BE NO EXCEPTIONS.
1. EXECUTION OF BID: Bid must contain an original signature of an authorized
representative in the space provided on the signature page. Bid must be typed or printed
in blue ink. Erasable ink is not permitted. Corrections made by bidder to any bid entry
must be initialed by the person who signs the bid.
2. NO BID: Bidder not interested in submitting a bid should return a "no bid," with an
indication of the reason for no bid and the interest in future bid solicitations.
3. BID OPENING: It is the responsibility of the bidder to assure that their bid is delivered
at the proper time and place prior to the bid opening. All bid openings shall be public, at
2:00 p.m. prevailing time, on the date specified in the Notice to Bidders. Bids, which for
any reason are not so delivered, will not be considered. BID SUBMITTAL FORMS
USING FACSIMILE OR E-MAIL WILL NOT BE ACCEPTED.
NOTE: Bidders may call or email the Purchasing Agent only for bid results. The bid
recap will be posted to the City of Lake Wales website at http://www.lakewalesfl.gov
within ten (10) working days after the bid opening date. The bid analysis will also be
posted to the City's website as soon as possible after the bid opening date. Bid files may
be examined during normal working hours by appointment.
4. CITY AS GATEKEEPER OF DOCUMENTS: This document is issued by City of
Lake Wales and as such shall be the sole distributor of all addenda(s) and/or changes to
these documents. It is the responsibility of the bidder to determine issuance of documents
directly with the Purchasing Division. The City is not responsible for any solicitations
issued through subscriber, publications, or other sources not connected with the City and
the Bidder should not rely on such sources for information regarding the solicitation.

5. TAXES: Bidders are responsible for the payment of any applicable taxes that are
connected to the purchase of any materials or subcontractors used in the execution of this
bid.
6. DISCOUNTS: Bidders may offer a cash discount for prompt payment; however, such
discounts shall NOT be considered in determining the lowest net cost for bid evaluation
purposes. Bidders are encouraged to reflect cash discounts in the unit price quoted.
7. MISTAKES: Bidders are required to examine the specifications, delivery schedule, bid
prices and all instructions pertaining to the requirements of this bid. Failure to do so will
be at bidder's risk. In case of a mistake in extension of a unit price, the unit price will
govern. Corrections made by bidder to any bid entry must be initialed by the person who
signs the bid.
8. INVOICING AND PAYMENT: The successful bidder shall submit a properly
certified invoice to the City at the prices bid. An original invoice shall be submitted to
the appropriate Division at their drawer number, P.O. Box 1320, Lake Wales,
Florida 33859 or may be emailed to Sirvine@lakewalesfl.gov. The vendor shall
include the bid number and/or the purchase order number on all invoices. Invoices will be
processed for payment when approved by the user division.
9. CONFLICT OF INTEREST: All bidders must disclose, with their bid, the name of any
officer, Director or agent who is also an employee of the City or any of their agencies.
Furthermore, all Bidders must disclose the name of any City employee who owns,
directly or indirectly, any interest of any amount in the bidder's firm or any of their
branches. Award of this bid shall be subject to the provisions of Chapter 112, Florida
Statutes.
10. WARRANTY: Unless otherwise specified, the bidder agrees that the services furnished
under this bid shall be covered by the most favorable commercial warranty the bidder
gives to any customer for comparable services, and that the rights and remedies provided
herein are in addition to and do not limit any rights afforded to the City by any provision
of this bid.
11. ADDENDUM: Any changes in the bid shall be made in the form of a written addendum
by the Purchasing Agent or her representative. No other person shall be authorized to
make changes verbally or in writing.
12. LIABILITY: The contractor shall hold and save the City, its elected and appointed
officials, agents, employees, the Florida Division of Emergency Management and State
of Florida Department of Commerce, harmless from liability of any kind in the
performance of this bid and against claims by third parties resulting from the supplier's
breach of contract or the supplier's negligence.
13. PATENTS AND ROYALTIES: The bidder, without exception, shall indemnify and
save Harmless the City and its employees from liability of any nature or kind, including
cost and Expenses for, or on account of, any copyrighted, patented or non-patented
invention, process, or article manufactured and used in the performance of this bid. If the
bidder uses any design, device or material coved by letters, patent or copyright, it is
mutually agreed and understood without exception that the bid prices shall include all
royalties or cost arising from the use of such design, device or material in any way
involved in the work.

14. BID PROTEST: Bid protest procedures shall be conducted in accordance with the
City's adopted procurement policy and 2 CFR 200.318(k). Any bidder desiring to file a
bid protest, with respect to a recommended award of any bid, shall do so by filing a
written protest. The written protest must be in the possession of the Purchasing Division
within 72 working hours of electronic posting of the bid award, unless only one bid was
received.
FAILURE TO FOLLOW BID PROTEST PROCEDURE REQUIREMENTS
WITHIN THE TIME FRAMES PRESCRIBED HEREIN AS ESTABLISHED BY
THE CITY OF LAKEWALES, FLORIDA, SHALL CONSTITUTE A WAIVER
OF THE BIDDER'S RIGHT TO PROTEST AND ANY RESULTING CLAIM.
15. SUMMARY OF TOTAL SALES: At the end of each quarter, the successful vendor is
required to furnish the Purchasing Division with a summary of sales, in total dollars, for
the work performed as a result of this bid.
16. INDEMNIFICATION: In consideration of Ten Dollars ($10.00) and other valuable
Considerations, Seller shall defend (by counsel reasonably acceptable to City), indemnify
and hold Harmless the City, its employees and agents from and against, including, but not
limited to, all liability, claims, suits, demands, damages, losses and costs, including
attorney fees, arising out of or resulting from the performance of its services, provided
that any such liability, claims, suit, demand, damage, loss or expense is (a) attributable to
bodily injury, sickness, disease or death, or injury to or destruction of tangible property
(other than the service itself), including the loss of use resulting there from; and (b)
caused in whole in part by an act or omission of the contractor, any subcontractor, anyone
directly or indirectly employed by any of them, or anyone for whose acts any of them
may be liable, whether or not it is caused in whole or in part by the negligence or other
fault of a party indemnified hereunder. The contractor shall indemnify and hold harmless
the City and anyone directly or indirectly employed by it from and against all claims,
suits, demands, damages, losses and expenses (including attorney fees) arising out of any
infringement or patent rights or copyrights held by others and shall defend all such claims
in connection with any alleged infringement of such rights.
17. PUBLIC ENTITY: A person or affiliate who has been placed on the convicted vendor
list following a conviction for a public entity crime may not submit a bid on a contract to
provide any goods or services to a public entity, may not submit a bid on a contract with
a public entity for construction or repair of a public building or public work, may not
submit bids on leases of real property to a public entity, may not be awarded or perform
public entity in excess of the threshold amount provided in Section287.017, Florida
Statutes, for CATEGORY TWO for a period of 36 months from the date of being placed
on the convicted vendor list. When submitting this bid, the bidder hereby certifies that
they complied with said statute.
18. PREFERENCE FOR DRUG FREE WORKPLACE: Whenever two or more bids,
which are equal with respect to price, quality and service, are received, preference shall
be given to a bid received from a business that certifies that it has implemented a drug
free workplace program in accordance with Section 287.087, Florida Statues. In order to
receive preference, a signed certification of compliance must be submitted with the bid
response.

19. PRICES, TERMS AND PAYMENT: Firm prices shall be bid and include all packing,
handling, shipping charges and delivery to any point within the City. Discount time will
be computed from the date of satisfactory delivery at place of acceptance. Prices bid shall
be firm for forty-five (45) days.
20. SAFETY STANDARDS: Unless otherwise stipulated in the bid, all manufactured items
and fabricated assemblies shall comply with applicable requirements of Occupational
Safety and Health Act (OSHA) and carry evidence of Underwriters Laboratories'
Listings (UL).
21. PACKAGING: All containers shall be suitable for storage or shipment, and all prices
should include standard commercial packaging.
22. MEETS SPECIFICATIONS: It is understood and agreed that any item offered or
shipped as a result of this bid shall be new (current model at the time of this bid) unless
otherwise specified in the specifications. The bidder represents that all equipment
offered under this specification should meet or exceed the minimum requirements
specified. Bidder shall strictly adhere to delivery specifications.
23. SILENCE OF SPECIFICATIONS: The apparent silence of this specification and any
Supplemental specifications to any details or the omission from some of any detailed
description concerning any point shall be regarded as meaning that only the best
commercial practices are to prevail and that only materials of first quality and correct
type, size and design are to be used. All Workmanship is to be first quality. All
interpretations of these specifications shall be made upon the basis of this statement.
24. GOVERNMENTAL RESTRICTIONS: In the event that any governmental
restrictions may be imposed which would necessitate alteration of the material, quality,
workmanship or performance of the items offered on this bid/proposal prior to delivery, it
shall be the responsibility of the supplier to notify the Purchasing Division at once. Their
letter shall indicate the specific regulation, which required an alteration. The City
reserves the right to accept any such alteration, including any price adjustments, or to
cancel the contract at no expense to the City.
25. TOXIC SUBSTANCE: Notice of successful vendor (s) to provide to City toxic
substances (As listed in Chapter 442, Appendix "G" of the Florida Statutes) if applicable.
a. Chapter 442 of the FS states that manufacturers, importers or distributors of any toxic
Substance shall prepare and provide each direct purchaser of such toxic substance
with Material Safety Data Sheet (s), herein referred to as MSDS, which to the best of
manufacturer's, importer's or distributor's knowledge, is current, accurate and complete based
on information then reasonably available to the manufacturer, importer or distributor. Upon
notification of a new or revised MSDS the manufacturer, importer or distributor, on a
timely basis not to exceed three (3) months after notification, shall provide the City
with the revised information as it becomes available to the manufacturer, importer or
distributor.
b. Failure to provide the MSDS, when applicable, shall be cause of rejection of bid.
26. INSPECTION, ACCEPTANCE AND TITLE: Inspection and acceptance will be at
the designated facility unless otherwise indicated. Title and risk of loss or damage to all