RFP #26-31-IS GENERATOR PREVENTIVE SERVICES AND LOAD BANK TESTING

Agency:	State Government of North Carolina
State:	North Carolina
Type of Government:	State & Local
NAICS Category:	811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance
Posted Date:	Mar 25, 2026
Due Date:	Apr 10, 2026
Solicitation No:	600RFP #26-31-IS GENERATOR PREVENTIVE SERVICES AND LOAD BANK TESTING
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Solicitation Number:	600RFP #26-31-IS GENERATOR PREVENTIVE SERVICES AND LOAD BANK TESTING
Project Title:	RFP #26-31-IS GENERATOR PREVENTIVE SERVICES AND LOAD BANK TESTING
Description:	RFP #26-31-IS GENERATOR PREVENTIVE SERVICES AND LOAD BANK TESTING
Opening Date:	4/10/2026 5:00 PM
Posted Date:	3/26/2026
Status:	Open
Department:	COUNTY OF CUMBERLAND


Solicitation Number * 600RFP #26-31-IS GENERATOR PREVENTIVE SERVICES AND LOAD BANK TESTING	Department COUNTY OF CUMBERLAND	Status Reason Open
Opening Date 2026-04-10T17:00:00.0000000	Posted Date * 2026-03-25T20:17:04.0000000Z	Primary Commodity Code Construction Services
Mandatory Conference/Site Visit — —	Special Instructions —	Solicitation Type * Select RFP IFB RFI
Owner Sophia Murnahan
Description RFP #26-31-IS GENERATOR PREVENTIVE SERVICES AND LOAD BANK TESTING

Attachment Preview

Internal Services Department

March 25, 2026

TO:

Prospective Contractors

FROM:

Jeremy Stefanko, Internal Services Director

Chad Jeffrey, Facilities & Grounds Manager

RE:

RFP #26-31-IS Generator Preventive Services and Load Bank Testing

Cumberland County is soliciting proposals for generator preventative maintenance and load bank

testing for Cumberland County’s generator equipment. The Contractor shall provide all labor, equipment, and

transportation and shall perform all preventative maintenance in connection with accomplishment of:

Preventative maintenance on generators with oil change and load bank testing on County facilities:

New courthouse 2 gens located at 117 Dick St, Fayetteville, NC 28301;

LEC (Sheriff’s Office) 2 Gens located at 131 Dick St, Fayetteville, NC 28301;

Detention Center 3 Gens located at 204 Gillespie St, Fayetteville, NC 28301;

Public Health 1 Gen located at 1235 Ramsey St, Fayetteville, NC 28301;

DSS 1 Gen located at 1225 Ramsey St, Fayetteville, NC 28301;

Child Support Building 1 Gen located at 109 Braford Ave, Fayetteville, NC 28301;

Roxie Detox clinic 1 Gen located at 1724 Roxie Ave, Fayetteville, NC 28304;

Sheriffs Annex Building 1 Gen located at 1515 S Eastern Blvd, Fayetteville, NC 28306;

Sheriffs Training Center 1 Gen located at 4710 Corporation Dr, Fayetteville, NC 28306;

Animal Services 1 Gen located at 4704 Corporation Dr, Fayetteville, NC 28306;

911 Call Center Building 1 Gen located at 500 Executive Pl, Fayetteville, NC 28305;

Central Maintenance Building 1 Gen located at 426 Mayview St, Fayetteville, NC 28306;

Specifications – See ATTACHMENT B: EQUIPMENT SCHEDULE & MINIMUM SERVICES

Proposals will be received in the Internal Services Department, 426 Mayview St. at any time before 5:00 P.M, as per

the clock located in the Internal Services office, Friday, April 10, 2026. Proposals may also be submitted by email to

Jeremy Stefanko at jstefanko@cumberlandcountync.gov and Chad Jeffrey at cjeffrey@cumberlandcountync.gov. The

subject line MUST read “RFP #26-31-IS Generator Preventive Services and Load Bank Testing”. It is the sole

responsibility of the vendor to ensure that the proposal reaches the destinations listed above by the designed time and

hour. If submitting by email, it is recommended that vendors obtain confirmation that email was received. Proposals

received after the specified date and time will be deemed nonresponsive and cannot be considered for award. Important

Note: The Execution of Proposal (Attachment A) and all other required forms must be completed, signed and

submitted with proposals.

Should additional information be necessary to prepare a proposal, written questions via email relating to such

information may be submitted to Jeremy Stefanko at jstefanko@cumberlandcountync.gov and Chad Jeffrey at

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cjeffrey@cumberlandcountync.gov no later than 10:00 A.M. on Thursday, April 2, 2026. Written questions and

responses will be shared with all prospective vendors. Vendors shall rely only on written material contained in an

Addendum to this RFP. Each vendor submitting a proposal, including its representatives, subcontractors, and

suppliers, is prohibited from having any communication with any employees or members of the board of

commissioners of the County except those employees as designated in this RFP. A vendor who does not comply

with this provision may be disqualified from award of the contract.

This solicitation, all attachments and addenda are incorporated herein by reference to any executed contract resulting

from this request for proposals. By submitting a proposal, the vendor agrees to meet all stated requirements,

specifications, and terms and conditions stated in this solicitation. If a vendor is unclear about a requirement or

specification or believes a change to a requirement would allow for the County to receive a better proposal, the vendor

is urged and cautioned to submit these items in the form of a question during the question-and-answer period.

All addendums and/or corrections will sent by email to vendors who submit an intent to bid and be posted to the

Cumberland County Vendor Self Service site: https://ccmunis.co.cumberland.nc.us/vss/Vendors/VBids/Default.aspx

!IMPORTANT INFORMATION! CONFIDENTIAL INFORMATION: The proposal must not contain any

information marked as “confidential” or as a “trade secret” or in any other manner as to indicate that it is information

protected by the Trade Secrets Protection Act ( the “Act”) as set out in Article 24 of Chapter 66 of the North Carolina

General Statutes, unless the Vendor has noticed the County Department of its intent to designate any information in the

proposal as such and received permission from the County Department to do so in writing. Vendor’s notice to the

County Department must be in writing and must describe the information for which confidentiality is requested and

explain how the information is a “trade secret” as defined in G.S. § 66-152(3). If the County Department determines

the information for which confidentiality is requested is a “trade secret” covered by the Act, it will notify the Vendor

how to mark the information in the proposal and will identify the measures that County will take to protect the

confidentiality of the information. Vendor’s submission of a proposal after receipt of this notice from the County

Departments shall be deemed to be acceptance of the County Department’s statement of how it will maintain

confidentiality. If the County Department determines the information for which confidentiality is requested is not a

“trade secret” covered by the Act, it will notify vendor of that determination. Any proposal marked with any information

as “confidential” or as a “trade secret” or in any other manner as to indicate that it is information protected by the Act

in violation of this section shall be regarded as not responsive to the request for proposals and shall not be considered.

The County reserves the right to reject any and all proposals.

SERVICE SPECIFICATIONS

1. GENERATOR PREVENTATIVE MAINTENANCE:

The Contractor shall provide all labor, equipment, transportation, and coordinating in connection with

accomplishment of generator PMs with oil change and load bank testing for a minimum of 2-hours for

Cumberland County.

2. PERSONNEL:

a. Quality of Personnel. All personnel employed by the Contractor in the performance of this service or any

service representative of the Contractor entering all County Buildings shall conform to all security

regulations which may be in affect during the contract period and shall be subjected to such checks as may

be deemed necessary to assure that no violations occur. No employee will be permitted in any County

Building when such a check reveals that his/her presence would be detrimental to the security of the County

Building or accomplishment of the work. The Contracting Officer may require the Contractor to remove

any employee for misconduct or security reasons.

b. Project Manager/Supervisor. The Contractor shall provide a Project Manager/Supervisor who will be

responsible for the competent performance of the work. The Project Manager/Supervisor must have full

authority to act for the Contractor at the County Building. The Project Manager/Supervisor or a designated

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representative shall meet with the Facility Manager as designated by the Assistant County Manager

(Contracting Officer) to discuss immediate problem areas. The Project Manager/Supervisor or a

representative shall respond within two (2) hours after notification. The contractor shall provide a point of

contact (POC), telephone number, fax number and e-mail address to the Contracting Officer representative

as a means of contact should the need arise.

c. Employee's Identification. Contractor personnel must be recognizable as such while in a County Building.

This may be accomplished by wearing distinctive clothing bearing the name of the company, or by the

wearing of a clearly readable Identification (ID) badge furnished by the contractor, made of durable material

or plastic, which consists of the Contractor's company name, employee's name, and picture. The Contractor

is responsible for acquiring an appropriate number of badges/clothing to meet their need at his/her own

expense.

3. LOST AND FOUND PROPERTY. It is the responsibility of the Contractor to ensure that all articles

(personal or monetary) found by the Contractor's employees are turned into the Facility Manager.

4. QUALITY CONTROL/QUALITY ASSURANCE

Quality Control. The Contractor will establish a complete quality control program to ensure the requirements

of the contract are provided as specified. One copy of the Contractor's Quality Control Program shall be

provided to the Contracting Officer at the Pre-Work Conference. An updated copy must be provided to the

Contracting Officer on contract start date and as changes occur. The program will include, but not limited to

the following:

◼ An inspection system shall be established covering all the services to be performed under this

contract. It must specify areas to be inspected on both a scheduled and unscheduled basis and

the title of the. individual (s) who will do the inspection.

◼ A method for identifying deficiencies in the quality of services performed before the level of

performance becomes unacceptable.

◼ A file of all inspections conducted by the Contractor and the corrective action taken. This

document must be made available to the Contracting Officer representative, the Facility

Manager, during the term of the Service Agreement.

◼ Quality Assurance. The Contracting Officer representative, the Facility Manager, will monitor

the Contractor's performance under this Service Agreement using the quality assurance

procedures outlined in the Contractor’s Quality Control Program submitted.

◼ Performance Evaluation Meeting. The Contractor representative will meet with the Facility

Manager quarterly. Thereafter, meetings will be as often as necessary as determined by the

Facility Manager or Contracting Officer. A meeting will be held whenever a Contract

Discrepancy Report (CDR) is issued. A mutual effort will be made to resolve all problems

identified. The Contractor or his designated representative and the Facility Manager will sign

the written minutes of these meetings. Minutes signed by the Contractor or his designated

representative and the Facility Manager will be provided to the Contracting Officer. The

Contracting Officer will resolve CDR differences between the Contractor and the Facility

Manager.

◼ Holidays. Exempt as specified. Work shall not be required on the following holidays: New

Years Day, Martin Luther King Birthday, Good Friday, Easter, Memorial Day, Fourth of July,

Labor Day, Veterans Day, Thanksgiving, and Christmas.

◼ Conservation of Utilities. The contractor will be directly responsible for instructing employees

in utilities conversation practices. The Contractor shall be responsible for operating under

conditions that prelude the waste of utilities, which shall be included but shall not necessarily

be limited to:

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➢ Lights shall be used in areas where (and at the time when) work is actually being

performed.

➢ Mechanical equipment controls for heating ventilation and air conditioning systems will

not be adjusted by workers.

➢ Water faucets or valves shall be turned off after the required usage has been

accomplished.

➢ County telephones will not be for personal reasons or any toll or long distance calls.

5. HOURS OF SERVICE. The Contractor and/or his/her employees should be present and shall

maintain a consistent presence during agreed time frames between owner (Cumberland County) and

Contractor completing the work.

6. DAMAGED CAUSE BY THE CONTRACTOR. The contractor on behalf of his/her employees will

be held accountable and liable to the county for any damages to County facilities, fixtures, furnishings,

equipment, and grounds.

7. INTERFERENCE WITH GOVERNMENT OPERATIONS. The Contractor and the Contractor’s

employees shall perform all routine and project work in such a way as not to interfere with regularly

scheduled County operational activities at all County Buildings.

8. CIRCUMSTANCES TO BE REPORTED. The Contractor and the contractor's employees shall

report any circumstance or needed repair of the facility which may affect the performance of the work,

and unhealthful or hazardous conditions, or any delays or interference with the work caused by the

employees of the County. The Contractor shall make such report immediately upon discovery to the

Contracting Officer's Representative.

9. FREQUENCE OF SERVICE. The frequency of services shall be performed according to

Attachment B.

10. WORK SCHEDULES. The Contractor shall prepare a detailed work schedule for services to be

performed in accordance with the specifications. This schedule shall be submitted to the Facility

Manager for approval prior to the contract start date.

11. ACCIDENT PREVENTION AND SAFETY REQUIREMENTS. In order to provide safety controls

for protection of life and health of employees and other persons, to prevent damage to property, material,

supplies and equipment, and to avoid work interruptions in the performance of this contract:

a. The contractor shall maintain an accurate record of and shall report to the Facility Manager in the

manner and on the forms prescribed by the Facility Manager, exposure data and all accidents, resulting

in death, traumatic injury, occupational disease, or damage to property, materials, supplies, and

equipment incident to work performed under this contract.

b. The Contracting Officer shall notify the contractor of any noncompliance with the foregoing provisions

and the action to be taken by him or her. The Contractor shall, after receipt of such notice, immediately

correct the conditions. Such notice, when delivered to the Contractor fails or refuses to comply

promptly; the Contracting Officer may issue an order in writing. The provisions of paragraph 2, Section

C of the Service Agreement will be cited.

c. Compliance with the provisions of this article by all employees of the Contractor shall be the

responsibility of the Contractor.

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d. Prior to commencement of work, the Contractor shall meet in conference with representatives of the

Contracting Officer to discuss and develop mutual understanding relative to administration of overall

safety program of the Contractor during the execution of any contract award.

12. FIRE, SAFETY, AND TRAFFIC REGULATIONS AND VEHICLE REQUIREMENTS. The

Contractor and his personnel shall comply with all fire, safety, and traffic regulations. Failure to comply

with these regulations will be considered the cause of any damage to property or injury to personnel,

which may result from the non-complying act(s) and/or omission(s). The Contractor shall be responsible

for instructing his workmen in appropriate safety measures.

13. KEY CONTROL. The Contractor shall establish a key control system so that keys issued to the

Contractor by the county are not lost or misplaced and are not used by unauthorized persons. The

contractor for any reason shall not duplicate county furnished keys. Procedures developed to control

County furnished keys, to determine authorized persons, and a list of authorized persons shall be included

in the Contractor's Quality Control Program. The Contractor shall reimburse the County for replacement

of locks or rekeying required as a result of Contractor losing any key. If a master key is lost or duplicated,

the County will replace all locks and keys for that system and the total cost charged against the contractor.

The Contractor shall notify the Facility Manager within two (2) hours of discovering a key to be lost and

provide written confirmation the Contracting Officer within 24 hours after a key is determined to be lost.

The Contractor's use of County keys by authorized persons. The Contractor shall limit entrance to locked

areas to personnel whose access has been approved in writing by the Contracting Officer.

In the event that weather or other conditions, which the Contractor has no control, prevent the Contractor

from completing an item of work, as required by the specifications, the Contractor shall notify the Facility

Manager of such conditions as soon as they arise.

14. SPECIFICATIONS: SCHEDULE OF WORK

Please see “Attachment B” for equipment inventory and minimum maintenance schedule.

The specifications included in this package describe the services that the County feels are necessary to meet the

performance requirements of this RFP and shall be considered the minimum standards expected of the proposer.

However, the specifications are not intended to purposefully exclude potential bidders.

If the vendor is unable to meet any of the specifications as outlined therein, vendors are advised to submit questions and

concerns regarding the specifications during the question-and-answer period described above.

If the vendor does not submit questions or concerns regarding the specifications, the County shall assume it is able to

fully comply with these specifications. The County shall be the sole and final judge of compliance with all

specifications. The County further reserves the right to determine the acceptability or unacceptability of any and all

alternatives or deviations.

EVALUATION CRITERIA

All proposals will be evaluated initially to determine if they meet the minimum requirements. The proposal must be

complete and be in compliance with all requirements of the RFP. All qualified proposals will be evaluated and award

made based on considering the following criteria to result in an award most advantageous to the County:

Criteria to be considered in evaluation will include:

a. Qualifications and Experience (10 points)

b. Technical Approach (10 points)

c. Cost/Pricing (10 points)

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This page summarizes the opportunity, including an overview and a preview of the attached documents.

* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.

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RFP #26-31-IS GENERATOR PREVENTIVE SERVICES AND LOAD BANK TESTING

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