REBID - GENERATOR MAINTENANCE SERVICES

1.0 INTRODUCTION
1.1 Purpose of Procurement
The White County Board of Commissioners is requesting sealed proposals from qualified
contractors to provide Generator Maintenance Services at multiple sites within White
County. All locations and generator information will be listed on Appendix D.
Vendors shall submit one proposal covering all locations referenced on Appendix D as a single
service package. The Contractor shall furnish all labor, supervision, materials, chemicals,
equipment, tools and transportation necessary to perform all maintenance and related services.
Contractor shall provide all schedules and work plans to be approved by White County staff prior
to implementation.
1.2 Proposal Certification
Pursuant to the provisions of the Official Code of Georgia Annotated 50-5- 67(a), White
County certifies that the use of competitive sealed proposals will be practical or advantageous
to the County in completing the acquisition described in this document.
The owner shall have the right to waive any informality, irregularity, or insufficiency in the
proposal procedure and in any proposal or proposals received, and to accept the proposal which,
in the Owner's sole judgment, is in the Owner's own best interest. The Owner shall have the right
to accept any proposal.
1.3 Schedule of Events
The Request for Proposals shall be governed by the following schedule:
DATE ACTIVITY
April 27, 2026 Release of RFP
May 8, 2026, 12:00pm EST Deadline for written questions to Purchasing
Assistant
May 11, 2026, 5:00pm EST Answers to written questions and
addenda posted to website
May 26, 2026 3:00pm EST Proposals Due
1.4 Restrictions on Communications
From the issue date of this RFP until a vendor is selected and the award is announced,
contractors are not allowed to communicate about this project with any County staff or
elected officials except: 1) through the Purchasing Assistant named herein, 2) at Pre-
Proposal meeting (if applicable to RFP) or 3) as provided by existing work agreement(s).
The County reserves the right to reject the submittal of any vendor violating this provision.

1.5 Questions & Addenda
All questions concerning this RFP MUST BE SUBMITTED IN WRITING, (email
is preferred but fax and mail may also be used) to the Purchasing Assistant no later
than 12:00PM, May 8, 2026.
Misti Lane, Purchasing Assistant
White County Board of Commissioners
1235 Helen Highway
Cleveland, GA 30528
mlane@whitecountyga.gov
Fax: 706-865-1324
No response to inquiries, other than written, will be binding upon the County. White
County reserves the right to issue written addenda to any inquiries that alter the scope of
the RFP. Addenda shall be posted to the county website, www.whitecountyga.gov
under the Bids/RPFs page no later than 5:00 PM, May 11, 2026. A signed copy of any
addenda shall accompany submitted proposals. Vendors are advised to check the
website for addenda before submitting their proposals.
1.6 Contract Term
The contract between the County and the vendor shall become effective upon signing
and shall remain in force until completion of the project or until notice of termination,
in writing, is given by the other party as provided herein.
White County reserves the right to terminate contract, with 30 days written notice, for
any violations in the terms of this agreement, rules, laws or unreconciled issues arising
as a result of this agreement. Vendor agrees to provide 30 days written notice and
complete any ongoing activity period if Vendor chooses to opt out of an agreement
with the County.
1.7 Bonds
Proposal Bonds Not Required
Payment Bonds Not Required
Performance Bonds Not Required
Information regarding bonds to be furnished (if required) is stated in the 6.0 Terms and
Conditions section of this proposal document, 6.28 "Proposal Bonds, Performance and
Payment Bonds."
1.8 Exception to RFP
Each contractor shall be deemed to agree to comply with all terms, conditions,
specifications, and requirements of this RFP. An "exception" is defined as the
Proposer's inability or unwillingness to meet a term, condition, specification, or

requirement in the manner specified in the proposal. All exceptions taken must be
identified and explained in writing in your RFP and must specifically reference the
relevant section(s) of this RFP. If the Proposer provides an alternate solution when
taking an exception to the requirement, the benefits of this alternative solution and
impact, if any, on any part of the remainder of the Proposer's solution must be
explained in detail.
The County welcomes innovative suggestions and recommendations from Proposers
that will ensure a 100% successful service approach.
2.0 SCOPE OF WORK
The White County Board of Commissioners is requesting sealed proposals from
qualified contractors to provide Generator Maintenance Services at multiple
locations within White County. These locations, and generator information, can be
found on Appendix D.
Vendors shall submit one proposal covering all locations as listed on Appendix D
as a single service package.
The contractor shall furnish all labor, supervision, materials, chemicals,
equipment, tools and transportation necessary to perform all operations necessary
for all maintenance and related services.
Contractor shall provide work plans and schedules, to be approved by White County
staff.
Contractor shall provide the following tasks:
* Annual (Routine): Full professional service - oil and filter change, air filter replacement,
spark plug inspection, battery load test, and firmware updates
* Bi-Annual: Recommended if the unit runs frequently (e.g., during long storm seasons) or
exceeds 125-150 hours of use
* Every 4 Years: Schedule B Maintenance - More intensive tasks like valve clearance
adjustments and replacing older fuel/coolant line
* On-Call Service: 24 hr/7 days a week emergency on-call for repairs
* Remote Monitoring: Remote monitoring of each generator, can be third party vendor
* All maintenance services are to be started on major services during the first quarter of the
fiscal year, which begins July 1, 2026
* The expected emergency response time is: 1 hour to 911 Center and both tower sites, 2 hours
to all other sites
* Pertaining to the remote monitoring: the current Generac monitors have an existing monitor
service through Gen-Link, White County will renew these subscriptions. As for the
remaining five generators, please quote a "basic monitoring package" (meaning
on/off/faults/power/failure notifications). Please include hardware and setup costs. The
County will pay the subscription
* Under section 2.0 Scope of Work for the Schedule B Maintenance - this will be on an "as
needed" basis
* Load Bank will be on a once yearly per NFPA 110

3.0 MANDATORY REQUIREMENTS
This section identifies all mandatory requirements which must be present in the proposal before
further consideration will be given.
3.1 Proposal Requirements
a. A transmittal letter that states the Proposal is submitted in response to Generator
Maintenance Services RFP Rebid Project# 2026-RFP-EMA04272026. Letter
must be signed by a person authorized to enter into a contractual agreement on
behalf of the submitting firm. Name, title, email address and phone number shall
be included for a contact person.
b. Completed Pricing Proposal that addresses all elements of the Scope of Work referenced
in Section 2 of this RFP, sealed in a separate envelope/package.
c. Qualifications Information requested in Section 4 of this RFP.
d. Evidence of Insurance.
e. Bidder's Certification (Appendix A)
f. E-Verify Affidavit (Appendix B)
g. Signed Contract (Appendix C)
h. Generators and Locations (Appendix D)
i. Signed Addendum (if any)
j. Brochures and warranty information
3.2 Pricing Proposal
The Pricing Proposal must be signed by an authorized individual/officer of the firm along with
company name and address and printed name of authorized individual/officer. The pricing proposal
should include an all-inclusive maximum price and is to contain all direct and indirect costs
including out of pocket expenses such as travel, lodging, etc.
The Pricing Proposal must be submitted as a separate, sealed envelope/package.
4.0 QUALIFICATIONS INFORMATION
Qualifications information together shall not exceed 20 pages. Provide the following qualifications
information:
a. Business location and officers of the firm (company background)
b. Provide financial information that would allow proposal evaluators to ascertain the
financial stability of the Proposer.
i. If a public company, include a recap of the most recent audited financial report.
ii. If a private company, provide a recap of the most recent internal financial
statement; and a letter, on the financial institution's letterhead, stating financial
stability.
c. Business Litigation
i. Disclose any involvement by the organization or any officer or principal in any
material business litigation within the last five (5) years. The disclosure will

include an explanation, as well as the current status and/or disposition.
d. Resumes of key personnel proposed to participate in the project including education
background and employment history.
e. A list of relevant work performed for public entities within the last five (5) years, including
contact names and telephone numbers (maximum 5).
f. Copies of manufacturer installer certificates (if applicable to RFP). Contractors must be
certified resellers of the products they provide and install.
g. Logistics Plan. Proposers shall submit a brief description of proposed site management
logistics including the following items:
i. Approach, planning and implementation of project
ii. Contractor's on site staffing, number of personnel and their primary duties.
iii. Space requirements for on-site materials storage.
iv. List of proposed subcontractors.
h. As the above items are to be considered in selection of the Contractor, submission of this
information shall be binding on the Contractor and shall not be changed without agreement
in writing from the Owner.
5.0 PROPOSAL SUBMISSION AND EVALUATION
5.1 Process for Submitting Proposals
5.1.1 Preparation of Proposal
Each proposal should be prepared simply and economically, avoiding the
use of elaborate promotional materials beyond those sufficient to provide
a complete presentation. If supplemental materials are a necessary part of
the technical proposal, the Contractor should reference these materials in
the technical proposal, identifying the document(s) and citing the
appropriate section and page(s) to be reviewed.
5.1.2 Packaging of Proposal
Mark the outside of the shipping package as follows:
Generator Maintenance Services RFP Rebid
Project# 2026-RFP-EMA04272026
FAILURE TO PROPERLY LABEL THE OUTSIDE OF THE SHIPPING
CONTAINER MAY RESULT IN DISQUALIFICATION.
Inside the shipping container, the proposal in response to this RFP must be
divided into two separate and appropriately labeled and sealed packages - a
Qualifications Proposal and a Pricing Proposal. The inner packages shall be
labeled with the submitting firm's name.
1. The contents of the sealed, inner package labeled "Qualifications Proposal"
will include an original and two (2) copies of each of the following:
* Transmittal letter referenced under Section 3.1 of this RFP
* Bidder's Certification (Appendix A)
* E-Verify Affidavit (Appendix B)
* Signed Contract (Appendix C)
* Generator and Locations (Appendix D)
* All qualifications information referenced under Section 4 of this RFP
* Proof of Insurance
* Signed Addendum (if any)
* Required information referenced in Section 2 of this RFP

2. The contents of the sealed, inner package labeled "Pricing Proposal" will
Include an original and two (2) copies of each of the following:
* Completed Pricing Proposal
Do not include price information of any kind in the Qualifications Proposal
5.1.3 Submission of Proposals
Proposals will be received by the White County Board of Commissioners
Purchasing Assistant until 3:00 PM on May 26, 2026. The original and two (2)
copies must be mailed, hand-delivered, or express mailed to:
Misti Lane, Purchasing Assistant
White County Board of Commissioners
1235 Helen Highway
Cleveland GA 30528
Any submission received after the due date and time will not be evaluated.
NOTE: Many express mail services do not guarantee overnight delivery times to
White County. Any proposal received after 3:00 PM on May 26, 2026, will not be
opened.
5.2 Evaluation Process
The evaluation of proposals received on or before the due date and time will be
conducted as follows:
5.2.1 Administrative Review
The proposals will be reviewed by the Purchasing Assistant for the following
administrative requirements:
1. Submitted by deadline
2. Separately sealed Qualifications Proposal and Pricing Proposal
3. All required documents have been submitted
4. Qualifications Proposal does not include any pricing information
5. All documents requiring an original signature have been signed and are
included
5.2.2 Mandatory Requirements Review
Proposals which pass the administrative review will be reviewed to ensure
all Mandatory Requirements identified in Section 3.0 are addressed
satisfactorily.
5.2.3 Qualifications Proposal Evaluation
Proposals which pass the Mandatory Requirements Review will then be evaluated,
by a review committee, based on the qualification factors. Qualifications
information will be scored as follows and may receive a maximum of one hundred
(100) points.

Company Background 15
Personnel Qualifications 20
Relevant Work 25
Project Approach 25
Pricing 15
Total Points 100
5.2.4 Pricing Proposal Evaluation
The Pricing Proposals from bidders not eliminated during the qualification
proposal evaluation will then be reviewed by a committee to determine which
proposal results are most beneficial to the County.
5.2.5 Oral Presentations
The County reserves the right to invite Proposers to present their qualifications.
5.2.6 Selection of Proposal
Upon completion of the evaluation process, White County will select the proposal
that is in the best interest of White County.
5.3 Rejection of Proposals/Cancellation of RFP
White County reserves the right to reject any or all submissions, to waive any irregularity or
informality in a submission, and to accept or reject any item or combination of items, when to do
so would be to the advantage of the County. It is also within the right of the County to reject
submissions that do not contain all elements and information requested in this document. The
County reserves the right to cancel this RFP at any time. The County will not be liable for any
cost/losses incurred by the Contractors throughout this process.
6.0 TERMS AND CONDITIONS
See Section 1.0 Introduction and Section 2.0 Scope of Work for submission
requirements specific to this Request for Proposal.
6.1 RFP Amendments
The County reserves the right to amend the RFP prior to the proposal due date. All
addenda and additional information will be posted to the County's website,
www.whitecountyga.gov, under the Bids/RFPs page no later than 5:00 pm, EST on
May 11, 2026. It is the Proposer's responsibility to check the website for addenda
before submitting a proposal. All signed addenda shall be included with the proposal.
6.2 Agreement and Project Forms
The agreement form shall be the Owner's agreement form. The Owner's payment,
waiver of lien, and change order form(s) shall be used.

6.3 RFP Withdrawal
A submitted RFP may be withdrawn prior to the due date by a signed written request
to the Purchasing Assistant.
6.4 Costs for Preparing RFP
The cost for developing the RFP is the sole responsibility of the contractor. The
County will not provide reimbursement for such cost.
6.5 Conflict of Interest
If a Proposer has any existing client relationship that involves White County, the
Proposer must disclose each relationship.
6.6 Contractor Selection
White County reserves the exclusive right to determine which Proposer should be
awarded the contract. The County also reserves the right to reject any and all RFPs at its
discretion, with or without cause.
6.7 Negotiations and Apparent Winner
Prior to award, the apparent winning proposer will be required to enter into
discussions with the County to resolve any contractual differences.
These discussions are to be finalized within two (2) weeks of notification unless
extending the time period is advantageous to the County. Failure to resolve
differences will lead to rejection of the contractor's RFP. The County reserves the
right to negotiate modifications and costs with the successful Proposer, provided that
no such modifications affect the specifications set forth herein. The contractor shall
commence work only after the transmittal of a fully executed contract and a Notice
to Proceed document is received from the County.
6.8 Taxes
White County is exempt from sales taxes; however, the contractor shall pay all taxes
required as stated by law. White County cannot exempt others from tax.
6.9 Compliance with Laws
The contractor will comply with all State and Federal laws, rules, and regulations.
6.10 Non-Collusive Bidding
Contractor shall not prevent or attempt to prevent competition in bidding or proposals
by any means whatsoever. Contractor shall not prevent or endeavor to prevent anyone
from making a bid or proposal by any means whatsoever, nor shall Contractor cause or
induce another to withdraw a bid or proposal for the work. 36-91-21.
If the contractor is a partnership, all of the partners and any officer, agent, or other person
who may have represented or acted for them in bidding for or procuring the contract shall
also make the oath. If the contractor is a corporation, all officers, agents, or other persons
who may have acted for or represented the corporation in bidding for or procuring the

contract shall make the oath. If such oath is false, the contract shall be void, and all sums
paid by the governmental entity on the contract may be recovered by appropriate action.
6.11 Cancellation
If either party shall refuse, fail, or be unable to perform or observe any of the terms or
conditions of the contract for any reason, then the party claiming such failure shall give the
other party a written notice of such breach. If within thirty (30) days from such notice, the
failure has not been corrected, the injured party may cancel the contract effective thirty (30)
days after notice of cancellation.
White County reserves the right to terminate the contract immediately in the event that
the contractor discontinues or abandons operations, is adjudged bankrupt or is
reorganized under any bankruptcy law or fails to keep in force any required insurance
policies or bonds.
Failure of the successful Proposer to comply with any section or part of the contract will
be considered grounds for immediate termination of the contract by the County without
penalty to White County. White County shall pay for services rendered up to the point
of termination.
Notwithstanding anything to the contrary contained in the contract between the County
and the successful contractor, the County may, without prejudice to any other rights it
may have, terminate the contract for convenience and without cause, by giving thirty
(30) days written notice to the successful Proposer.
If the termination clause is used by the County, the successful contractor will be paid by
the County for all scheduled work completed satisfactorily by the successful contractor
up to the termination date set forth in the written termination notice.
6.12 Conditions of Materials
It is understood and agreed that materials delivered shall be new, of latest design, and in
first quality condition.
6.13 Rejection of Submissions/Cancellation of Request for Proposal
White County reserves the right to reject any or all RFPs, to waive any irregularity or
informality in an RFP, and to accept or reject any item or combination of items, when to
do so would be to the advantage of White County. It is also within the rights of White
County to reject RFPs that do not contain all elements and information requested in this
document. White County reserves the right to cancel this Request for Proposal at any
time. White County will not be liable for any cost/losses incurred by the contractors
throughout this process.
6.14 Non-discrimination
White County does not discriminate on the basis of race, religion, color, sex, national
origin, age, or disability.
6.15 Payment
Payment terms and invoicing requirements shall be negotiated and defined by the final
contract. White County typically pays invoices on a net 30 basis. Invoices for