USP Battery Backup System

City of Evansville - Vanderburgh County
RFP-948-01-2026
UPS Battery Backup System
NOTICE TO VENDORS
The City of Evansville and Vanderburgh County, by and through its Board of Public Works (herein after the "City") and
Vanderburgh County Commissioners (herein after the "County" on behalf of the City of Evansville and Vanderburgh
County is accepting sealed proposals for the replacement and installation of a new enterprise UPS Battery backup
system.
Sealed proposals will be received by the City of Evansville's Purchasing Department at 1 N.W. Martin Luther King, Jr.
Boulevard, Evansville, Indiana 47708. Room 323 of the Civic Center Complex until 1:15 p.m. CST on Thursday, April 2,
2026 . Proposals delivered after 1:15 PM must be delivered directly to the board by 1:30 PM.
FORMAT AND FORM
Each proposal shall be prepared in the format specified, incorporating the additional forms provided at the end of this
document, and be submitted in a sealed envelope bearing the name of the vendor, business address, proposal title, date,
and time of opening on the front of the envelope. One (1) original and one (1) thumb drive containing all requested
documents and forms shall be submitted by the vendor in a sealed envelope clearly marked as follows:
SEALED PROPOSAL ENCLOSED
(Vendor Name)
UPS Battery Backup System
RFP-948-01-2026
Opening Thursday, April 2, 2026
All prices shall be Free on Board ("FOB") and delivered to various City and County Department locations within the
City of Evansville, Vanderburgh County.
A. The Vendor shall state any discounts to apply. Discounts must be shown for individual items unless all
items have the same percentage of discounts.
B. Firm price proposals are required unless specifically designated otherwise. Any proposal which is subject
to an open or unlimited escalator clause may be rejected.

C. The City/County reserves the right to award on a line-item basis or lump sum basis, whichever is in the best
interest of the City/County.
D. Contract shall be awarded to the lowest, most responsive and responsible Vendor taking into consideration
reliability, productivity, and cost of maintenance, quality, performance and time of delivery.
1. RIGHT OF REJECTION
The City/County reserves the right to reject any one-or all proposals, or any part of any proposal, to waive any
irregularities in any proposal, and to award the purchase in the best interest of the City/County. Furthermore,
the City/County reserves the right to hold the proposals of the 3 (three) lowest vendors for a period of 60 (sixty)
calendar days from and after the time of the opening of the proposals.
2. CONTACT WITH MUNICIPAL EMPLOYEES
There shall be no verbal discussion of any nature concerning this RPF between any Vendor and City employees,
and/or Board Members before, during or after the public opening. To ensure a fair and objective evaluation of
quotes all questions, clarifications, or discrepancies shall be directed to Vernon Lutz via email at
vlutz@evansville.in.gov by Thursday, March 20, 2026 such that a response may be provided and distributed to all
prospective Vendors by Thursday, March 26, 2026.
3. AWARD
It is the intent of the Board to enter into a three (3) year agreement, with the ability to extend for an additional
twelve (12) months with a provider that will emphasize administrative efficiencies, and possess the capacity,
infrastructure, and organizational competence to perform required functions necessary for managed care
under this proposal.
All agreed upon pricing shall be guaranteed pricing throughout the lifetime of the agreement.
Proposals will first be reviewed to determine if the mandatory requirements have been met. Responsiveness
will be measured by the Vendor's response to the stated requirements in the specifications. Failure to meet
the mandatory submission requirements may result in the proposal being rejected.
Accepted proposals will be reviewed by an evaluation committee and scored against stated criteria. During
the evaluation process, the City may, at its discretion, request anyone or all firms to make oral presentations
to supplement their proposals. Such presentations will provide firms with an opportunity to answer any
questions the City may have on the firm's proposal. Not all firms may be asked to make such oral
presentations.
Proposals will be evaluated on the basis of the Vendor's experience in providing similar service, experience,
price, references provided and the ability of the Vendor to meet the City's reporting and scheduling
requirements.
The City/County reserves the right to negotiate the terms of the contract, including the award amount of this
contract, with the selected vendor prior to entering into a contract. The City/County reserves the right to
hold the proposal of the three (3) highest scoring vendors for a period of sixty (60) calendar after the time of
the opening.
4. PUBLIC PROPOSALS OPENING PROCEDURES
A. The purpose of a public opening is for a reading of proposals received. Under normal circumstances, no
award will be made or implied at this time, unless otherwise indicated.

B. Only the following information will be given:
a. Vendor name
C. Proposals or related documents may not be reviewed at the proposal opening. No discussion of any nature
concerning brand names, deliveries, samples, etc., can be entered into between any City/County personnel
and any Vendor personnel during or after the proposal opening until the evaluation of proposals has been
completed and a recommendation for award has been made.
D. A copy of the combined scorecard be available to review in the City/County Purchasing Department, Room
323, Civic Center Complex 1 NW M. L. King Jr. Blvd between the hours of 8:00 a.m. and 3:00 p.m. upon
completion of the recommended award.
E. Vendors who wish to review or request copies of proposals may do so by contacting the Computer Services
Department vlutz@evansville.in.gov or at the above address and time. A fee may be charged for paper copies.
5. SPECIFICATIONS
The City of Evansville / Vanderburgh County requests proposals for the replacement of its existing Symmetra PX 80kW
UPS Model SYCF88F Enterprise UPS Battery backup system with a similar system with a run time of 20-30 minutes.
SCOPE OF WORK
The awarded vendor shall provide a turnkey solution including, but not limited to:
A. Installation
1. Delivery, staging, and placement of all equipment
2. Assembly of UPS modules and battery cabinets
3. All internal and external wiring
4. Coordination with facility staff for installation scheduling
B. Electrical Work
1. Provide and install all electrical infrastructure required to support the new UPS
2. Verify load, input feeds, output distribution, grounding, and breaker sizing
3. Provide any required conduit, cabling, disconnects, and terminations
C. Generator Integration
1. Configure UPS for proper operation with the existing standby generator
2. Perform transfer testing between utility, UPS, and generator
3. Ensure proper synchronization and no load drop during transfer
D. Setup & Configuration
1. Full system configuration
2. Network configuration and monitoring setup
3. Alarm thresholds and notification configuration
4. Documentation of settings
E. Testing & Commissioning
1. Load bank testing (if required)

2. Runtime verification
3. Transfer testing (utility to battery to generator)
4. Provide commissioning report
F. Removal of Existing Equipment
1. De-energize and safely remove the existing UPS and battery system
2. Proper recycling/disposal in accordance with environmental regulations
3. Patch and restore affected areas as required
G. Warranty & Support
1. Minimum 1-year full warranty on UPS and batteries (3-5 years preferred)
2. On-site parts and labor included
3. Response time SLA for service calls
4. Option for extended maintenance agreement (provide pricing separately)
PROJECT OBJECTIVES
A. Replace the existing UPS with a modern, equivalent or higher-capacity enterprise UPS solution
B. Maintain or exceed current runtime requirements
C. Ensure seamless integration with the existing standby generator system
D. Provide installation, configuration, testing, and commissioning services
E. Remove and properly dispose of the legacy UPS system
MINIMUM TECHNICAL REQUIREMENTS
A. UPS Capacity
1. Minimum capacity: 80 kW / 80 kVA (or greater)
2. Scalable or modular enterprise UPS architecture preferred
3. Online double-conversion topology
B. Runtime
1. Minimum runtime at full load: 20 minutes
2. Vendors should state runtime at:
* 25% load
* 50% load
* 75% load
* 100% load
C. Electrical Characteristics
1. Input/output voltage must be compatible with existing facility power (vendor to verify during site visit)
2. Compatible with existing distribution and panel infrastructure
3. Include all required breakers, cabling, battery cabinets, and related electrical components
D. Redundancy & Reliability
1. N+1 internal redundancy preferred
2. Hot-swappable power modules and battery modules preferred

3. Internal static bypass and maintenance bypass required
E. Monitoring & Management
1. Network management card with SNMP and web interface
2. Integration with existing monitoring systems
3. Environmental and battery monitoring capabilities
4. Event logging and alerting
STANDARDS AND COMPLIANCE
A. UL listed
B. Compliant with applicable IEEE, NEC, and local electrical codes
C. Energy-efficient design (high efficiency mode preferred)
EVALUATION CRITERIA
Proposals will be evaluated based on:
1. Technical Solution 35
2. Implementation C Project Approach 15
3. Vendor Experience C Qualifications 15
4. Service, Support C Warranty 15
5. Compliance C Documentation 5
6. Cost Proposal +15
100 Point Possible
Proposals will be evaluated by the Selection Committee. The Selection Committee may, at its option, request any
or all proposers to provide on-site demonstrations of the proposed equipment
6. CONFLICT OF INTEREST DISCLOSURE
The Conflict-of-Interest Disclosure Statement included herein is a condition of the proposal. This form shall be filled out
by the Vendor even if no conflicts exist and returned with proposal.
7. LAWS
In regard to contract performance, Vendors shall comply with all applicable federal, state, and local laws, ordinances and
regulations.
8. VENDORS
The Municipality intends to contract with one vendor who will be solely responsible for contractual performance.
G. E-VERIFY PROGRAM
Pursuant to Indiana Code 22-5-1.7-11 (b)(2) the Vendor shall provide documentation that it has enrolled and is
participating in the E-Verify Program (see Indiana Legal Employment Declaration form). Vendor is required to submit
proof from the E-Verify Program that it is currently enrolled in the Program. An example of confirmation is the
confirmation e-mail received from E-Verify that the Vendor is successfully enrolled in E-Verify.
10. TAXES

The City of Evansville is exempt from Federal, State, and Local Taxes and will not be responsible for any such taxes in
connection with the award or performance of this contract.
11. LICENSES AND PERMITS
The successful Vendor or Vendors shall furnish the City of Evansville upon request any and all documentation regarding
licenses, permits, certifications and/or registrations required by the laws and regulations of the City of Evansville,
Vanderburgh County, the State of Indiana and the United States of America.
The Provider certifies that it is now and will remain in good standing with the aforementioned governmental agencies
and that it will maintains its licenses, permits, certifications and/or registrations in force during the term of the
contract/agreement with the City of Evansville, Vanderburgh County, Indiana.
12. CHOICE OF LAW AND VENUE
Any and all actions or proceedings arising out of, or related to, this RFP and any resulting contract shall be governed by
and construed in accordance with the laws of the State of Indiana. Submission of this proposal by Vendor constitutes
consent and stipulation to jurisdiction and venue in the courts of Vanderburgh County, Indiana, concerning all litigation
and proceedings arising out of or related to this RFP and any resulting contract.
13. VENDOR'S INSURANCE
Commercial General Liability Insurance: The Vendor shall furnish and maintain, at the Vendor's expense during the life of
the Contract, such Commercial General Liability Insurance as shall protect him, the Owner, as an additional insured, and
any vendor performing Work under this Contract, from claims for damage for personal injury, occupational sickness or
disease, including accidental death, as well as the claims for property damage, which may arise from operations under
this Contract, whether such operations be by himself or by any or by any one directly or indirectly employed by either of
them. The amounts of such insurance shall be as required by law. The Owner shall have the right to reject the insurance
carrier selected by the Vendor.
No Work shall commence prior to the Owner receiving a certificate of insurance verifying the coverages to be provided
as defined herein. In the absence of regulations, the amounts of coverage shall be as follows:
General Aggregate: Not Less Than $2,000,000
Products & Completed Not Less Than $2,000,000
Operations Aggregate: Not Less Than $2,000,000
Personal & Advertising Injury: Not Less Than $1,000,000
Each Occurrence: Not Less Than $1,000,000
Fire Damage (Any one fire): Not less Than $ 300,000
Medical Expense (Any one person):Not Less Than $5,000
Worker's Compensation Insurance: The Vendor shall furnish certificates from the Worker's Compensation Board of
Indiana, or its successor, that he is fully covered by Worker's Compensation and Occupational Diseases insurance, on all
Employees on the Project. The Vendor shall maintain said coverage for the life of the Contract. The same requirements
pertain to any Vendor(s). The Vendor shall be responsible for verifying that all Vendor(s) have Workmen's Compensation
and Occupational Insurance Coverage. No Work shall commerce prior to the Owner receiving a certificate of insurance
verifying the coverages provided herein.
Automobile Liability: The Vendor shall furnish and maintain, at his expense during the life of the Contract, automobile
liability insurance, covering claims for damages because of bodily injury, death or property damage arising from the use
of all motor vehicles engaged in operating within the terms of this Contract. The amounts of such combined single limit
coverage shall be not less than ($ 1,000,000) for any one occurrence, including hired and non-owned vehicles. All
Vendor(s) of the Vendor shall have similar automobile liability insurance. The Vendor shall be responsible for verifying

that all Vendor(s) have said automobile liability insurance. Coverage 1 shall apply. No Work shall commence prior to the
Owner receiving a certificate of insurance verifying the coverage provided herein.
14. PROOF OF INSURANCE
The Vendor shall furnish the Owner with satisfactory proof of coverage of the insurance required, in a reliable company
or companies to be approved by the Owner, licensed to do business in the State of Indiana, before commencing any
Work. Such proof shall consist of certificates executed by the respective insurance companies, filed with the Owner. The
certificates of insurance shall show the name and address of the Company, expiration date or dates, and the policy
number or numbers. The Owner reserves the right to require complete, certified copies of all required insurance policies
at any time.
Proof of insurance shall be maintained up to date, and failure to maintain adequate coverage and proof shall be deemed
sufficient reason for cancellation of the Contract. All insurance shall provide that the policy shall not be canceled,
terminated or modified unless thirty (30) days prior to such cancellation, termination or modification written notice is
given to the Owner. No policy may be modified, terminated or canceled by the Vendor without the prior written
approval of the Owner.
15. ADVERSARIAL PARTIES
Any party responding to a bid, Request for Proposal, or quote for any contract with the City of Evansville shall be
required to disclose any current adversarial litigation, contract dispute, or other adversarial proceeding against the City
of Evansville.
Any such disclosure of current adversarial litigation, contract dispute or other adversarial proceeding against the City of
Evansville shall be considered a factor in determining the qualification, responsiveness and responsibility of such party in
responding to a bid, quote, or Request for Proposal; and the matter shall be referred to the City Law Department for
investigation and recommendation to the Board prior to the award of any contract.
The Board shall consider the report and recommendation of the City Law Department in determining the qualifications,
responsiveness and responsibility of each such party in awarding any contract.

VENDOR CHECKLIST
1. Tabulation Sheet
2. Bond (if required)
3. Non-collusion Affidavit
4. Non-conflict of Interest
5. EEO Statement
6. Proof of Insurance
7. E-Verify
8. Flash Drive

TABULATION PAGE
RFP-948-01-2026: UPS Battery Backup System
(please place this form as 1st Page of your submission)
COMPANY NAME:
ADDRESS:
Hereby agree to provide the requested goods and/or services as defined in RFP-948-01-2026 for the price as stated on
this form.
PRICE PROPOSAL: $
Numeric
Written Amount
AUTHORIZED REPRESENTATIVE:
TITLE:
DATE:
PHONE NUMBER:
EMAIL:
By signing and submitting a proposal, your firm acknowledges and agrees that it has read and understands the RFP
Documents.

NON-COLLUSION AFFIDAVIT
STATE OFINDIANA )
) ss:
VANDERBURGH COUNTY)
The undersigned vendor or agent, being duly sworn on oath, says that he has not, nor has any other
member, representative, or agent of the firm, company, corporation or partnership represented by
vendor, entered into any combination, collusion or agreement with any person relative to the priceto be
proposed by anyone at such letting nor to prevent any person from submitting a proposal nor to induce
anyone to refrain from submitting a proposal, and that this proposal is made without reference to any
other proposal and without any agreement, understanding or combination with any other person in
reference to the proposal.
Vendor further says that no person or persons, firms, or corporation has, have or will receive directly or
indirectly, any rebate, fee, gift, commission or thing of value on account of such sale.
Signature:
Subscribed and sworn to before me this day of , 2025.
My Commission Expires:
County of Residence:
ACCEPTANCE
There now being sufficient unobligated appropriated funds available, the contracting authority of Board of
(City of Evansville) (Governmental Unit) hereby accepts
the terms of the attached proposal for classes or items numbered
and promises topay the undersigned vendor upon delivery the price proposal for the
materials/equipment stipulated in said proposal.
Contracting Authority Members: Date:
STATE OF )
) SS:
COUNTY OF )