2026 UPS Preventative Maintenance Service Agreement ReBid

NOTICE TO CONTRACTORS
Sealed bids will be received by the City of Auburn, Alabama ("City"), until 10:00 a.m., local time,
on Thursday, October 29, 2026, in the Office of the City Manager, 144 Tichenor Avenue, Auburn,
Alabama, and then publicly opened and read at the City Meeting Room, 122-B Tichenor Avenue,
for furnishing all labor, materials and equipment necessary for the completion of the following
project:
2026 UPS PREVENTATIVE MAINTENANCE SERVICE AGREEMENT
BASE BID ITEM: The City is requesting bid prices provide all labor, materials, and equipment
necessary to ensure that preventative maintenance services are performed in a manner that will
maintain the performance and function of the City's critical Uninterruptible Power Supply (UPS)
systems. The City of Auburn currently has a total of eight (8) UPS systems that require routine
servicing in the form of the preventative maintenance described in the Description of Services
(see Special Conditions). The Contractor may perform corrective maintenance discovered during
a service visit without prior authorization in an amount not to exceed $1,000.00 per service visit
(cumulative and applies collectively to all facilities), provided such work is necessary to maintain
reliable operation of the equipment and does not involve replacement of batteries, UPS power
modules, major electronic assemblies, or other components having an individual replacement
cost exceeding $500.00. All such work shall be documented in the service report. Any work
exceeding the preauthorized limit shall require prior written approval from the Owner.
Regardless of repair costs, the contractor shall immediately notify the City of any necessary
repairs. The selected contractor will be awarded a 1-year contract with the option to renew for
two additional 1-year terms. The work shall be done in accordance with the Description of
Services (Paragraph 5, Special Conditions) and shall be performed according to applicable
industry standards. The work will consist principally of servicing the following items:
ITEM DESCRIPTION FACILITY LOCATION UPS MAKE, SERIAL
MODEL, AND NUMBER
RATING
*01 UPS CITY HALL 144 Eaton, BPIII, ET153ZBA02
PREVENTATIVE Tichenor 65kVA
MAINTENANCE Ave.
*02 UPS ENGINEERING 161 N. Eaton, ET331ZBA03
PREVENTATIVE BUILDING Ross St. Powerware
MAINTENANCE 9315-50
50 kVA
03 UPS RADIO TOWER 161 N. Eaton, 9PXM- BF12K31204
PREVENTATIVE Ross St. 12SU 120v /
MAINTENANCE 175A

04 UPS PUBLIC SAFETY 141 N. Eaton, 93PM- EN171UXX02
PREVENTATIVE Room 114 Ross St. 200-4
MAINTENANCE
05 UPS PUBLIC SAFETY 1 41 N. Eaton, 93PM- EN153UXX14
PREVENTATIVE Room 164 Ross St. 100 IAC-D
MAINTENANCE
06 UPS PUBLIC SAFETY 2701 Eaton, ES285FBB11
PREVENTATIVE SOUTH TOWER Corporate Powerware
MAINTENANCE Pkwy 9155-10, 10kVA
*07 UPS WATER 1501 W Eaton, EW341ZBA03
PREVENTATIVE RESOURCE Samford Powerware
MAINTENANCE MANAGEMENT A v e 9315-50, 50kVA
08 UPS GAY STREE 151 N APC, Smart UPS, AS2609190966
PREVENTATIVE PARKING DECK Gay Street SRT3000XLA3kVA
MAINTENANCE
*The Owner anticipates replacing these UPS systems during the first contract period.
Replacement systems are expected to be of comparable size, capacity, configuration, and
operational function. Bidders shall consider these anticipated replacements when developing
their bid and shall not assume that the specific manufacturer, model, or serial number of
equipment will remain unchanged throughout the contract term. All applicable preventive
maintenance, inspection, and operational testing requirements shall transfer to replacement
equipment at no additional cost when the replacement equipment is substantially comparable to
the unit replaced.
ADDITIVE ALTERNATE ITEM: The owner is also requesting unit pricing for battery capacity testing
as described within the Description of Services (see Special Conditions). Battery capacity testing
is not included in the base scope of work and shall only be performed when and if specifically
authorized in writing by the Owner. These prices will be used only if the City elects to authorize
this work during the contract term. No work under this alternate shall be performed without
prior written authorization by the City. The City makes no guarantee that such work will be
requested during the contract term.
The deadline for questions related to this invitation to bid is Tuesday, October 27 at 5:00 PM.
Plans, specifications, and contract documents are available for viewing, free of charge, at
www.auburnalabama.org/bids. Plans and specifications may be obtained by prime contractor
bidders electronically at no charge via email by request. Please contact Patrick Slaughter, Project
Manager, at 334-501-3008 or pslaughter@auburnal.gov for additional project information.

Guarantee will be required with each bid to submit the following: At least five percent (not to
exceed $10,000) of the amount bid in the form of a certified or cashier's check or bid bond
payable to the City of Auburn, Alabama.
All bidders are required to be compliant with the Beason-Hammon Alabama Taxpayer and Citizen
Protection Act, Act No. 2011-535 (Code of Alabama (1975) 31-13-9) as amended May 16, 2012
regarding employment practices.
The successful bidder is responsible for acquiring the appropriate business licenses and permits
to conduct work within the City of Auburn.
Your attention in particular is invited to the section entitled "Instructions to Bidders", which is to
be followed in all respects. The City reserves the right to select the lowest responsible bidder as
the best interest of the City may require, to award the purchase contract from any of the bids, to
reject any and all bids, and to waive any informalities in bids received. Bids will be good for thirty
(30) days after being opened by the City.

PROJECT MANUAL
2026 UPS
PREVENTATIVE
MAINTENANCE
SERVICE
AGREEMENT
Patrick Slaughter * 334-501-3008
Project Manager:
City of Auburn
Public Works Department
4277 Wire Road, Suite 300
Auburn, Alabama 36832

2026 UPS PREVENTATIVE MAINTENANCE SERVICE AGREEMENT
TABLE OF CONTENTS
INVITATION TO BID
INSTRUCTIONS TO BIDDERS
BID
BID BOND
BASE BID SHEET
ADDITIVE ALTERNATE BID SHEET
SAMPLE SERVICE AGREEMENT
PERFORMANCE BOND
LABOR AND MATERIALS BOND
SPECIAL CONDITIONS
PROJECT DESCRIPTION ............................................................................................................. (1)
TIME OF COMPLETION ............................................................................................................. (2)
DESCRIPTION OF SERVICES ....................................................................................................... (3)
SAFETY ..................................................................................................................................... (4)
ENVIRONMENTAL .................................................................................................................... (5)
GOVERNING DOCUMENTS ....................................................................................................... (6)
WORK HOURS .......................................................................................................................... (7)
PROJECT SCHEDULE.................................................................................................................. (8)
EXPERIENCE AND REFERENCES ................................................................................................. (9)
MEASUREMENT & PAYMENT
PREVENTATIVE MAINTENANCE ................................................................................................. 01
APPENDIX A
EXPERIENCE AND REFERENCES FORM
CITY OF AUBURN STANDARD SPECIFICATIONS
Please go to https://www.auburnal.gov/engineering-services/standard-specifications/ for the
City of Auburn Standard Specifications.

October 14, 2026
INVITATION TO BID
1. GENERAL INFORMATION AND SUBMISSION REQUIREMENTS
Please note, the City of Auburn is updating its online bid notification system to
better communicate with those interested in bidding on City Projects. To receive
notifications, bidders need to register in the City's Vendor Self Service (VSS)
System.
Those already registered in VSS will need to add their NIGP commodity codes.
Previously entered codes were removed from all vendor records in VSS during the
system update. Please note, NIGP commodity codes are required for vendors to
receive bid notifications.
Sealed bids will be received by the City of Auburn, Alabama ("City"), until 10:00 a.m.,
local time, on Thursday, October 29, 2026, in the Office of the City Manager, 144
Tichenor Avenue, Auburn, Alabama, and then publicly opened and read at the City
Meeting Room, 122-B Tichenor Avenue, for furnishing all labor, materials and
equipment necessary for the completion of the following project:
2026 UPS PREVENTATIVE MAINTENANCE SERVICE AGREEMENT
BASE BID ITEM: The City is requesting bid prices provide all labor, materials, and
equipment necessary to ensure that preventative maintenance services are
performed in a manner that will maintain the performance and function of the City's
critical Uninterruptible Power Supply (UPS) systems. The City of Auburn currently has
a total of eight (8) UPS systems that require routine servicing in the form of the
preventative maintenance described in the Description of Services (see Special
Conditions). The Contractor may perform corrective maintenance discovered during
a service visit without prior authorization in an amount not to exceed $1,000.00 per
service visit (cumulative and applies collectively to all facilities), provided such work
is necessary to maintain reliable operation of the equipment and does not involve
replacement of batteries, UPS power modules, major electronic assemblies, or other
components having an individual replacement cost exceeding $500.00. All such work
shall be documented in the service report. Any work exceeding the preauthorized
limit shall require prior written approval from the Owner. Regardless of repair costs,
the contractor shall immediately notify the City of any necessary repairs. The selected
contractor will be awarded a 1-year contract with the option to renew for two
additional 1-year terms. The work shall be done in accordance with the Description

2026 UPS Preventative Maintenance Service Agreement
Invitation to Bid
Page 2 of 7
of Services (Paragraph 5, Special Conditions) and shall be performed according to
applicable industry standards. The work will consist principally of servicing the
following items:
ITEM DESCRIPTION FACILITY LOCATION UPS MAKE, SERIAL NUMBER
MODEL, AND
RATING
*01 UPS CITY HALL 144 Eaton, BPIII, ET153ZBA02
PREVENTATIVE Tichenor 65kVA
MAINTENANCE Ave.
*02 UPS ENGINEERING 161 N. Ross Eaton, ET331ZBA03
PREVENTATIVE BUILDING St. Powerware
MAINTENANCE 9315-50
50 kVA
03 UPS RADIO TOWER 161 N. Ross Eaton, 9PXM- BF12K31204
PREVENTATIVE St. 12SU 120v /
MAINTENANCE 175A
04 UPS PUBLIC SAFETY 141 N. Ross Eaton, 93PM- EN171UXX02
PREVENTATIVE Room 114 St. 200-4
MAINTENANCE
05 UPS PUBLIC SAFETY 1 41 N. Ross Eaton, 93PM- EN153UXX14
PREVENTATIVE Room 164 St. 100 IAC-D
MAINTENANCE
06 UPS PUBLIC SAFETY 2701 Eaton, ES285FBB11
PREVENTATIVE SOUTH TOWER Corporate Powerware
M AINTENANCE P kwy 9 155-10, 10kVA
*07 UPS WATER 1501 W Eaton, EW341ZBA03
PREVENTATIVE RESOURCE Samford Powerware
MAINTENANCE MANAGEMENT A v e 9315-50, 50kVA
08 UPS GAY STREE 151 N Gay APC, Smart UPS, AS2609190966
PREVENTATIVE PARKING DECK Street SRT3000XLA3kVA
MAINTENANCE
*The Owner anticipates replacing these UPS systems during the first contract period.
Replacement systems are expected to be of comparable size, capacity, configuration,
and operational function. Bidders shall consider these anticipated replacements
when developing their bid and shall not assume that the specific manufacturer,

2026 UPS Preventative Maintenance Service Agreement
Invitation to Bid
Page 3 of 7
model, or serial number of equipment will remain unchanged throughout the
contract term. All applicable preventive maintenance, inspection, and operational
testing requirements shall transfer to replacement equipment at no additional cost
when the replacement equipment is substantially comparable to the unit replaced.
ADDITIVE ALTERNATE ITEM: The owner is also requesting unit pricing for battery
capacity testing as described within the Description of Services (see Special
Conditions).Battery capacity testing is not included in the base scope of work and
shall only be performed when and if specifically authorized in writing by the Owner.
These prices will be used only if the City elects to authorize this work during the
contract term. No work under this alternate shall be performed without prior written
authorization by the City. The City makes no guarantee that such work will be
requested during the contract term.
Specifications and contract documents are available for viewing, free of charge, at
www.auburnalabama.org/bids. Specifications may be obtained by prime contractor
bidders electronically at no charge via email by request. Please email
pslaughter@auburnal.gov for information on obtaining these specifications. Please
contact Patrick Slaughter, Project Manager, 334-501-3008 for additional project
information. The deadline for questions related to this invitation to bid is Tuesday,
October 27 at 5:00 PM.
Bids must be submitted upon the attached forms furnished by the City of Auburn,
Alabama. No bids may be withdrawn for a period of thirty (30) days after the
scheduled closing time for the receipt of bids. A sealed envelope containing the
original proposal and one (1) copy must be delivered or mailed to:
Purchasing Officer, City of Auburn
144 Tichenor Avenue, Suite 5
Auburn, AL 36830
The envelope must be plainly marked on the outside as follows:
BID: 2026 UPS PREVENTATIVE MAINTENANCE SERVICE
AGREEMENT
OPENING: 10:00 a.m. local time
DATE: Thursday, October 29, 2026
Bids must be submitted on the forms provided and must include the References
and Experiences Form as provided in Appendix A.
2. CONTRACT AWARD
The City reserves the right to select the lowest responsible bidder as the best interest
of the City may require, to award the purchase contract from any of the bids, to reject
any or all bids, and to waive any informalities in bids received. Bid will be good for
thirty (30) days after being opened by the City of Auburn, Alabama.

2026 UPS Preventative Maintenance Service Agreement
Invitation to Bid
Page 4 of 7
Award of the contract, if to be awarded, will be made within thirty (30) calendar days
after opening of bids to the lowest responsible bidder whose proposal complies with
the requirements of the invitation to bid. Should no award be made within the thirty
(30) days, all proposals will be rejected unless the successful bidder agrees in writing
to a stipulated extension in the time limit for award. The successful bidder will be
notified by letter, mailed to the address shown on his proposal, that his bid has been
accepted and that he has been awarded the contract.
3. E-VERIFY AND NO-BOYCOTT CLAUSE
All bidders are required to be compliant with the Beason-Hammon Alabama Taxpayer
and Citizen Protection Act, No. 2011-535 Code of Alabama (1975) 31-13-9 as amended
May 16, 2012, regarding employment practices. For all bidders that employ persons
in the State of Alabama, documentation of enrollment in E-Verify should be included
with the bid and will be required as a condition for the award of any contract. All
bidders are advised that the award of the contract is conditioned on the bidder not
knowingly employing, hiring for employment or continuing to employ an
unauthorized alien within the State of Alabama. The awarded contract will contain a
provision whereby the bidder pledges not to violate federal immigration law.
Legislative Act 2016-312 (the "Act") prohibits the City from entering into contracts with
any business entity that is actively engaged in or plans to engage in the boycott of a
person or an entity based in or doing business with a jurisdiction with which the State
can enjoy open trade; unless such business entity provides the goods or services for
at least 20 percent (20%) less than the lowest business entity in compliance with the
Act. All bidders understand and agree that in the awarded contract, the lowest
responsive bidder must either certify that it is in compliance with the Act and agree
that it will not violate the act during the term of the contract; or agree to offer the
goods or services for at least 20 percent (20%) less than the lowest business entity
certifying compliance with the Act.
4. LICENSING REQUIREMENTS
The successful bidder is responsible for acquiring the appropriate business licenses
and permits to conduct work with the City of Auburn. In addition to the business
license and permit requirements, the bidder is required to remit all applicable sales
and use tax, occupational license fees, and contractors/subcontractors license fee in
accordance with City ordinances and codes. In accordance with Section 39-3-5 of
State Code, any non-Alabama bidders must submit a written opinion from an
attorney stating the amount and criteria, if any, of local preference granted by law to
non-resident businesses in his state of residence. Questions regarding business
license and applicable taxes may be directed to the Revenue Office at 334.501.7239.

2026 UPS Preventative Maintenance Service Agreement
Invitation to Bid
Page 5 of 7
5. EQUAL OPPORTUNITY
The City of Auburn believes fully in equal opportunity in the provision of supplies,
equipment, construction and services. Positive steps should be taken to assure that
small business, minority businesses and women-owned businesses are given many
opportunities to provide the above-mentioned services when economically feasible.
In the case of construction projects, the City of Auburn shall rely on individuals or
firms seeking to do business with the City of Auburn to ensure that such above-
mentioned businesses are given ample opportunity to participate on a sub-
contractual basis.
6. US SOURCING
The Contractor agrees in all events to use materials, supplies and products
manufactured, mined, processed or otherwise produced in the United States or its
territories if the same are available at reasonable prices. If the Contractor determines
that said items are not available at a reasonable price, the Contractor must first
contact the City of Auburn and obtain approval for the use of other materials, supplies
and products. In the event the Contractor breaches the agreement to use domestic
products, and domestic products are not used, there shall be a downward
adjustment in the contract price equal to any realized savings or benefits to the
Contractor.
7. PAYMENT AND INVOICING
The City of Auburn will process only one invoice per month for partial payment to the
Contractor. If you have any questions concerning billing, contact our accounts
payable office at 334.501.7237 or 334.501.7238.
8. INSURANCE REQUIREMENTS
The successful bidder will be required to provide certificates of insurance showing
that it carries, or has in force, automobile liability insurance, general liability
insurance, and workers' compensation insurance. Limits of liability for automobile
liability insurance shall be, at a minimum, $1,000,000.00 combined single limit.
Limits of liability for general liability insurance shall be, at a minimum, $1,000,000.00
per occurrence, $1,000,000.00 personal and advertising injury, $1,000,000.00
general aggregate and $1,000,000.00 products/completed operations aggregate.
General liability insurance will include coverage for contractually assumed liability
and explosion, collapse and underground hazards (X,C & U). If the general liability
insurance coverage is on a claims-made basis, the successful bidder will maintain
coverage in force for a period of two (2) years following completion of the work
specified in the agreement at the limits specified in this paragraph. Workers'
compensation insurance shall provide statutory workers' compensation coverage