Request for Proposals
City of Portsmouth, New Hampshire
Annual Services Contract – Comprehensive Services for
Emergency Generator Systems
City of Portsmouth, New Hampshire
Department of Public Works
"Annual Services Contract - Comprehensive Services for Emergency Generator Systems"
REQUEST FOR PROPOSAL
Sealed Request for Proposals, plainly marked with "RFP #07-22 Annual Services Contract -
Comprehensive Services for Emergency Generator Systems" on the outside of the mailing
envelope as well as the sealed Non-Price Proposal & Price Proposal Envelopes, delivered to
the Front Desk at City Hall, 1 Junkins Avenue, Portsmouth, New Hampshire 03801, addressed to
the Purchasing Coordinator will be accepted until October 29, 2021 at 10:00 a.m.
The City of Portsmouth Public Works Department is seeking Proposals from firms to provide
comprehensive services for servicing Emergency Generator Systems throughout the City of
Portsmouth. The purpose of this RFP is to contract for these services.
There will be a one-time site visit for vendors who are interested in seeing the generators.
Interested vendors are to meet at October 18, 2021 at 9:00 a.m. in the Conference Room on the
main floor at the Department of Public Works, 680 Peverly Hill Road, Portsmouth, NH. This
visit will give vendors an opportunity to look at some of the larger generators. This visit is not
mandatory, but it is the only time available to see the generators.
Five (5) copies of Proposals shall be submitted by the date and time as indicated above.
Specifications may be obtained from the City's web site:
http://www.cityofportsmouth.com/finance/purchasing.htm, by contacting the Finance/Purchasing
Department on the third floor at the above address, or by calling the Purchasing Coordinator at
603- 610-7227. Questions may be addressed to the Purchasing Coordinator. Addenda to this
proposal document, if any, including written answers to questions, will be posted on the City of
Portsmouth website under the project heading. Addenda will not be provided directly to bidders.
The City of Portsmouth reserves the right to reject any or all Proposals, to waive technical or
legal deficiencies, and to accept any proposal that it may deem to be in the best interest of the
The City of Portsmouth, New Hampshire seeks specific qualifications from interested firms
that are capable of providing comprehensive services as part of an annual service contract
for Emergency Generator Systems.
Each firm must submit a two-part Proposal, each being in its own sealed envelope,
consisting of a "Price Proposal" and a "Non-Price Proposal".
The CITY OF PORTSMOUTH operates and maintains a total of37 emergency generator
systems. The attached Table 1 indicates the Emergency Generator System locations that
will be part of this Services Contract. A summary of each system is also attached indicating
the specifics of each emergency generator system including size, manufacturer and
operating fuel system.
C. Description of the Contract Services Firm Procurement Process
The process for procurement of Services will proceed in two stages. Each firm must
submit a two part Proposal, each being in its own sealed envelope, consisting of a
"Price Proposal" and a "NonPrice Proposal".
b) Delivery of Proposals
When sent by mail, the sealed Proposal shall be addressed to the Owner at the address
and in the care of the official in whose office the Proposals are to be received. All
Proposals shall be filed prior to the time and at the place specified in the Invitation for
Proposals. The Proposal shall include the Price Proposal in a separate sealed envelope.
The Price Proposal portion shall not be opened until after the selection committee
concludes the preliminary selection process. Proposals received after the time for
opening of the Proposals will be returned to the firm, unopened. Faxed Proposals are
c) Submission of Written Qualifications
The selection committee will review and evaluate the written responses to the Request
for Proposal (RFP). Firms making proposals must respond in writing to all
requirements of this RFP. Responses should reflect detailed considerations of the issues
and opportunities presented by this specific project. Any additional information that is
felt to be relevant by the proposing firm should be included after required components
of the proposal described in paragraph g.
Firms with no prior experience and submittals that do not meet the minimum
requirements will not be considered.
The Price Portion of the firm(s) selected will be opened once two or three firms have
been short listed and prior to the oral interviews if any.
d) Oral Interview
The selection committee may, at its discretion, select a minimum of one and no more
than three qualified firms to proceed to the competitive oral interview stage of the
procurement process. Each of the selected qualified firms will participate in a detailed
oral interview to more fully discuss their approach to this project and to answer
questions posed by the selection committee.
The top ranking candidate will be invited to negotiate a Contract with the City of
Portsmouth. Should the City and the top ranked firm not be able to reach an agreement,
the City will then negotiate with the second-highest ranked firm. The City reserves the
right to discontinue the selection process at any time prior to execution of the contract.
There will be no reimbursement to any firm for the cost of proposal preparation. The
Contract shall include among other items a requirement that the firm carry certain
insurance policies naming the City as an "additional insured".
f) Proposal Evaluation
The City reserves the exclusive right to select or reject the firm(s) that it deems to be in
the best interest to accomplish the project specified herein. Factors integral to the
evaluation process, include:
a. The firm's ability, capacity, and skill to perform within the specified time limits.
The firm shall have experience and capabilities for municipal facilities and
wastewater and water applications in the electrical and mechanical disciplines. The
firm's experience, reputation, efficiency, judgment and integrity. The firm shall
have prior experience with municipal facilities and wastewater and water
application systems. The quality and availability of supplies and materials that the
firm has access to for maintenance and repairs to the City's equipment.
b. Firm's prior performance. The firm shall demonstrate that they have been involved
in emergency generator service work for a minimum of five (5) years in municipal
facilities and wastewater and water applications similar in size and complexity to
the City of Portsmouth. Please provide at least three (3) reference contact names
and phone numbers.
c. Sufficiency of firm's financial resources to fulfill the Contract.
d. Other applicable factors as the City determines necessary or appropriate.
e. Firm's Proposal has been prepared in accordance with the instructions of the RFP.
f. Proposed schedule and scope of work.
The City reserves the right to undertake such investigation of the firm's qualifications and
references as it deems necessary to determine the firm's ranking. The firm may be requested to
provide additional information as part of the interview process. Failure to provide additional
information and to execute any releases requested for reference checks may result in
D. Submission - Minimum Requirements
Submittals at a minimum shall consist of the following:
a) Description of Firm
Brief description of the firm including location of corporate headquarters and potential
satellite office proposed to handle this project.
b) Scope of Services
Describe in narrative form the firm's approach and technical plan for accomplishing the
work described in Section "E". Provide a discussion of how the firm will assure
adequate and timely completion of this work. A description of the firm's overall
capability and assurance that it can meet its' commitment to successfully complete this
Provide the names, with their resumes, of all members of the team. Each team
member's experience, background and special skills shall be included. The team
leader(s) should be designated.
d) Relevant Experience and References
Provide the details of experience and past performance of the firm on comparable work
for other communities. This item should cover, at a minimum, the substantive nature of
comparable work. Contract firms are required to give sufficient information of their
experiences to permit the City to understand and verify the exact nature of the
contributions made by team members.
Provide the name, title, locations and telephone number of persons who can
substantiate the firm's referenced experiences. Contractor shall supply executed
releases, see Appendix A, for all references.
e) Work Schedule
Provide a proposed work schedule as part of the annual Services Contract.
Costs shall be submitted as part of the SCHEDULE OF PRICES listed in the Price
Proposal Form in a separate sealed envelope. In addition, the Firm shall include their
standard rate schedule for work beyond the proposed scope outlined within this RFP.