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

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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d. Staffing level and scheduling (10 Points)
METHOD OF AWARD
RFP will be awarded based on best overall value method of award.
The County reserves the right to make separate awards to different vendors, to not award, or to cancel this RFP in its
entirety without awarding a contract, if it is considered to be most advantageous to the County to do so.
VENDOR'S RESPONSE REQUIREMENTS
The Execution of Proposal (Attachment A) must be completed, signed and submitted with proposals.
Vendors must include the following in their proposal:
* Cost of service by facility including any applicable fees (i.e. - mileage/travel)
* Any applicable terms - options for renewal or price lock should be included
* Quote must be signed
* Certificate of Insurance
A. QUALIFICATIONS AND EXPERIENCE
Proposals will be evaluated based on history of working on large scale commercial generators. In its Proposal, vendor
shall demonstrate experience with public and/or private sector clients with similar or greater size and complexity to the
County of Cumberland.
REFERENCES:
Vendors shall provide at least three (3) references for which your company has provided services of similar size and
scope for generator preventative services and load bank testing.
COMPANY NAME CONTACT NAME TELEPHONE NUMBER EMAIL ADDRESS
B. TECHNICAL APPROACH
Vendor's proposal must explain the way the preventative maintenance services are handled and how load bank testing
is completed.
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C. COST/PRICING
Cost must be submitted and shall be all inclusive. List/identify any other charges or fees. Vendors may attach on a
separate sheet with any other type of discounts that are available. List all other terms and conditions, considerations,
and fees. Please be sure to note any minimum requirements per service year. Please attach additional sheets, if
necessary. Exclude all sales tax from your proposal, or if included, show sales tax separately in your proposal.
D. STAFFING LEVEL AND SCHEDULING
Vendor's proposal shall include number of staff members providing the service and who will be the POC, noting if
this is a direct supervisor or not. Proposals will be evaluated based on the number of staff members providing services
and if the POC is a direct supervisor.
TERMS AND CONDITIONS
IRAN DIVESTMENT ACT: As provided in N.C.G.S. 147-86.55-69, any person identified as engaging in investment
activities in Iran, determined by appearing on the Final Divestment List created by the North Carolina State Treasurer
pursuant to G.S. 147-86.57(6) c, is ineligible to contract with the County of North Carolina or any political subdivision
of the COUNTY.
E-VERIFY: CONTRACTOR shall comply with the requirements of Article 2 of Chapter 64 of the General Statutes.
Further, if Contractor utilizes a subcontractor, CONTRACTOR shall require the subcontractor to comply with the
requirements of Article 2 of Chapter 64 of the General Statutes.
DIVESTMENT FROM COMPANIES THAT BOYCOTT ISRAEL: The CONTRACTOR certifies that it has not
been designated by the North Carolina State Treasurer as a company engaged in the boycott of Israel pursuant to
N.C.G.S. 147-86.81. It is the responsibility of each CONTRACTOR to monitor compliance with this restriction.
Contracts valued at less than $1,000.00 are exempt from this restriction.
INSURANCE REQUIREMENTS:
Providing and maintaining adequate insurance coverage is a material obligation of the CONTRACTOR and is of the
essence of this Contract. All such insurance shall meet all laws of the County of North Carolina. Such insurance
coverage shall be obtained from companies that are authorized to provide such coverage and that are authorized by the
Commissioner of Insurance to do business in North Carolina. The CONTRACTOR shall at all times comply with the
terms of such insurance policies, and all requirements of the insurer under any such insurance policies, except as they
may conflict with existing North Carolina laws or this Contract. The limits of coverage under each insurance policy
maintained by the CONTRACTOR shall not be interpreted as limiting the CONTRACTOR'S liability and obligations
under the Contract.
During the term of the contract, the CONTRACTOR at its sole cost and expense shall provide commercial insurance of
such type and with such terms and limits as may be reasonably associated with the contract. As a minimum, the
CONTRACTOR shall provide and maintain the following coverage and limits (CONTRACTORS may propose
alternative insurance requirements. Acceptance of any insurance requirement changes will be at the discretion
of the COUNTY and must be pre-authorized by Risk Management):
Please note the County requires vendors to carry the following minimum insurance requirements:
- Statutory limits on Worker's Compensation
- $1,000,000 on Automobile
- $1,000,000 on General Liability
The Contractor shall furnish Cumberland County with a certificate of insurance, executed by a duly authorized
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representative of each insurer showing compliance with the insurance requirements prior to commencing the work and
upon renewal or replacement of each certified coverage throughout the term of this contract. Evidence of additional
insured status shall be noted on the certificate of insurance.
Copies or originals of correspondence, certificates, endorsements, or other items pertaining to insurance shall be sent
to: Cumberland County Risk Management, 117 Dick Street, Fayetteville, NC 28301.
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ATTACHMENT A: EXECUTION OF PROPOSAL
EXECUTION
In compliance with this Request for Proposals (RFP), and subject to all the conditions herein, the undersigned vendor
offers and agrees to furnish and deliver any or all items/services upon which prices are proposed. By executing this
proposal, the undersigned vendor certifies that this proposal is submitted competitively and without collusion, that it
and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible from covered
transactions by any Federal or State department or agency. Furthermore, the undersigned vendor certifies that it and its
principals are not presently listed on the Department of State Treasurer's Final Divestment List as per N.C.G.S 147-
86.55-69.
The potential Contractor certifies and/or understands the following by placing an "X" in all blank spaces:
_______ The County has the right to reject any and all proposals or reject specific proposals with
deviated/omitted information, based on the County's discretion if the omitted information is considered
a minor deviation or omission. The County will not contact vendors to request required
information/documentation that is missing from a proposal packet. Additionally, if the County
determines it is in its best interest to do so, the County reserves the right to award to one or more
vendors and/or to award only a part of the services specified in the RFP.
_______ This proposal was signed by an authorized representative of the Contractor.
_______ The potential Contractor has determined the cost and availability of all materials
and supplies associated with performing the services outlined herein.
_______ All labor costs associated with this project have been determined, including all
direct and indirect costs.
_______ The potential Contractor agrees to the conditions as set forth in this RFP with no exceptions.
_______ Selection of a contract represents a preliminary determination as to the qualifications of the vendor.
Vendor understands and agrees that no legally binding acceptance offer occurs until the Cumberland
County Board of Commissioners, or its designee, executes a formal contract and/or purchase order.
Therefore, in compliance with the foregoing RFP, and subject to all terms and conditions thereof, the undersigned offers
and agrees to furnish the services for the prices quoted within the timeframe required. Vendor agrees to hold firm offer
through contract execution.
Failure to complete, execute/sign (E-signature or handwritten) proposal prior to submittal shall render the
proposal invalid and it WILL BE REJECTED.
VENDOR:
STREET ADDRESS: P.O. BOX: ZIP:
CITY & COUNTY & ZIP: TELEPHONE TOLL FREE TEL. NO:
NUMBER:
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO
VENDORS ITEM #10):
PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF FAX NUMBER:
VENDOR:
VENDOR'S AUTHORIZED SIGNATURE: DATE: EMAIL:
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ATTACHMENT B: EQUIPMENT SCHEDULE & MINIMUM SERVICES
I. SEE ATTACHED EQUIPMENT LIST
II. MINIMUM SERVICES BY EQUIPMENT TYPE
A. Generators PM's
1. 1X/YEAR - Contractor is to perform at a minimum manufacturer's recommended annual
preventative maintenance on all generators listed in attached equipment schedule to
include oil/filter change.
2. 1X/YEAR - Contractor is to perform at a minimum of 2-hour load bank testing.
B. REPORTING
1. Contractor is to submit a detailed report to include all findings and results of any and all
required tests performed on equipment (fuel levels, coolant levels, operating
voltage/current). Report is to be submitted within two weeks following each scheduled
preventative maintenance visit and should document all tasks performed, any
deficiencies found, and corrective measures to be taken.
2. Contractor shall be able to respond within an hour window in case of an emergency.
C. PREVENTATIVE MAINTENANCE CHECKLIST
1. Included in Contractor's bid should be a detailed checklist for each individual
preventative maintenance schedule based on equipment type.
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