Carteret County Government -Generator Preventive Maintenance, Inspections, and Repair Services RFP

RFP NO. 06122026GEN
Request for Proposal
Carteret County Government
Generator Preventive Maintenance, Inspections, and Repair Services
Issued: June 12, 2026
Submission Deadline: June 24, 2026 by 10:00 AM, EST.

RFP NO. 06122026GEN
CARTERET COUNTY GOVERNMENT
Phone: 252-648-7877
REQUEST FOR PROPOSAL
Date: 06/12/2026
To: Interested Contractors
Project Name: Generator Preventive Maintenance, Inspections, and Repair Services
Scope of Work:
Carteret County Government is seeking competitive proposals from qualified and experienced contractors to provide preventive
maintenance, inspection, testing, emergency repair, and related services for County-owned emergency standby generators.
The County currently operates four (4) generators located throughout the County in Beaufort, Morehead City, and Newport,
North Carolina. Exact site locations will be provided to interested contractors upon request by emailing the County Point of
Contact. The generators identified in this RFP represent the County's current inventory of equipment covered under this RFP.
The County reserves the right to add or remove generators and related equipment during the term of the contract. Any future
generators installed or acquired by the County may be incorporated into this contract through a mutually agreed upon
amendment and/or addendum, utilizing the pricing structure and service provisions established herein.
The generators covered under this RFP include:
Location Manufacturer Capacity
Newport, NC Briggs & Stratton 150 kW
Morehead City, NC Kohler 100 kW
Beaufort, NC Kohler 250 kW
Beaufort, NC Caterpillar 350 kW
General Scope of Work
The contractor shall furnish all labor, supervision, tools, equipment, materials, transportation, and consumables necessary to
perform preventive maintenance inspections, testing, reporting, and repair services. Services shall include but are not limited
to:
Quarterly Minor Inspections and Maintenance - Four (4) visits annually per generator. Each quarterly inspection shall
include, at a minimum:
General Inspection
* Inspect generator and enclosure condition
* Inspect for fluid leaks
* Inspect fuel system components
* Inspect coolant system components
* Inspect exhaust system
* Inspect belts, hoses, clamps, and fittings

RFP NO. 06122026GEN
* Verify proper operation of battery charger
* Inspect engine block heater
* Inspect air intake system
* Inspect engine mounts and vibration isolators
Electrical Inspection
* Inspect generator wiring and connections
* Inspect automatic transfer switch (ATS) for proper operation
* Inspect control panel and indicators
* Verify alarm functionality
* Verify battery condition and terminal cleanliness
Operational Testing
* Perform generator exercise under load or simulated load conditions when feasible
* Record operating parameters including:
1. Voltage
2. Frequency
3. Oil pressure
4. Coolant temperature
5. Battery voltage
6. Engine run hours
7. Overall condition
Maintenance Activities
* Check and replenish fluids as required
* Inspect and clean battery terminals
* Lubricate components where applicable
* Clean enclosure and equipment surfaces as necessary
Annual Major Services - Two (2) major service visits annually per generator. Major services shall include all quarterly
inspection items plus:
Engine Service
* Change engine oil
* Replace oil filters
* Replace fuel filters
* Replace air filters
* Replace coolant filters (if applicable)
* Sample and inspect coolant condition
Fuel System Service
* Inspect fuel lines and fittings
* Inspect fuel tank condition
* Inspect fuel transfer equipment, where applicable
Electrical Service
* Perform battery load test
* Inspect alternator operation
* Inspect charging system
Load Testing
* Perform annual load bank testing when required by manufacturer recommendations and applicable standards
* Document test results and operating conditions
Comprehensive Reporting
Provide detailed written reports including:
* Inspection findings
* Maintenance performed
* Deficiencies identified
* Recommended corrective actions

RFP NO. 06122026GEN
* Photographs of deficiencies when applicable
Repair Services - The Contractor shall be available to provide repair services on an as-needed basis. These services shall
include, but are not limited to:
* Emergency response
* Diagnostic troubleshooting
* Parts replacement
* Controls and programming support
* Transfer switch repairs
* Fuel system repairs (excludes separate tanks)
* Cooling system repairs
* Electrical system repairs
All repairs outside the preventive maintenance scope shall require County authorization before work proceeds, except in
emergency situations approved by the County representative.
Scheduling
Each maintenance visit shall be custom prepared to meet special County requirements and manufacturer guidelines.
Maintenance intervals will generally follow the schedule established within this RFP, however, exact service dates may be
adjusted based on seasonal conditions, manufacturer recommendations, and equipment operating hours. All load test shall be
conducted outside normal business hours.
Additional Provisions
* The Contractor shall provide a detailed breakdown on company letterhead with this RFP.
* Any damages caused by the Contractor shall be repaired or replaced at the Contractor's expense, subject to the
County's discretion.
* The awarded Contractor shall execute a contract with the County and comply with all Terms and Conditions and the
Agreement for Services.
* The Contractor shall obtain the required permits, if required, give all notices to the County POC (including a copy of
any permits), and comply with all laws, ordinances, codes, rules and regulations bearing on the conduct of the work.
Permits shall be posted onsite at project location. No time extensions shall be granted or financial consideration given
to the Contractor for time or monies lost due to violations of any such ordinance, code, law or regulations that may
occur.

RFP NO. 06122026GEN
G E N E R A L C O N D I T I O N S
GENERAL
a) It is understood and agreed that by submitting a bid that the Contractor has examined these contract documents,
drawings and specifications and has visited the site of the Work, and has satisfied himself relative to the Work to be
performed.
MATERIALS, EQUIPMENT AND EMPLOYEES
a) The Contractor shall, unless otherwise specified, supply and pay for all labor, transportation, materials, tools,
apparatus, lights, power, fuel, sanitary facilities and incidentals necessary for the completion of his work, and shall
install, maintain and remove all equipment of the construction, other utensils or things, and be responsible for the safe,
proper and lawful construction, maintenance and use of same, and shall construct in the best and most workmanlike
manner, a complete job and everything incidental thereto, as shown on the plans, stated in the specifications, or
reasonably implied there from, all in accordance with the contract documents.
b) All materials shall be new and of quality specified, except where reclaimed material is authorized herein and approved
for use. Workmanship shall at all times be of a grade accepted as the best practice of the particular trade involved,
and as stipulated in written standards of recognized organizations or institutes of the respective trades except as
exceeded or qualified by the specifications.
c) No changes shall be made in the Work except upon written approval and change order by Director, Carteret County
General Services.
d) Products are generally specified by ASTM or other reference standard and/or by manufacturer's name and model
number or trade name. When specified only by reference standard, the Contractor may select any product meeting
this standard, by any manufacturer. When several products or manufacturers are specified as being equally
acceptable, the Contractor has the option of using any product and manufacturer combination listed.
e) However, the Contractor shall be aware that the cited examples are used only to denote the quality standard of
product desired and that they do not restrict bidders to a specific brand, make, manufacturer or specific name; that
they are used only to set forth and convey to bidders the general style, type, character and quality of product desired;
and that equivalent products will be acceptable. Substitution of materials, items or equipment of equal or equivalent
design shall be submitted to the architect or engineer for approval or disapproval; such approval or disapproval shall
be made by the architect or engineer prior to the opening of bids.
f) If at any time during the construction and completion of the work covered by these contract documents, the conduct of
any worker of the various crafts be adjudged a nuisance to the Owner or if any worker be considered detrimental to
the work, the Contractor shall order such parties removed immediately from the site.
g) The Contractor shall designate a foreman/superintendent who shall direct the work.
CODES, PERMITS AND INSPECTIONS
a) The Contractor shall obtain the required permits, if required, give all notices, and comply with all federal, state, and
local laws, ordinances, codes, rules and regulations bearing on the conduct of the work under this contract. If the
Contractor observes that the drawings and specifications are at variance therewith, he shall promptly notify the
Designer in writing. If the Contractor performs any work knowing it to be contrary to such laws, ordinances, codes,
rules and regulations, and without such notice to the Owner, he shall bear all cost arising from non-compliance with
requirements.
b) All work under this contract shall comply with all local, state, and federal laws, ordinances, codes, rules and
regulations bearing on the conduct of work. All work shall conform to the current North Carolina Building Code and
other state and national codes as are applicable.

RFP NO. 06122026GEN
c) The Contractor shall accompany a County designated representative(s) on inspections of the work as scheduled by
Carteret County Government. Carteret County Government reserves the right to make determination as to whether
service is being performed satisfactorily.
SAFETY REQUIREMENTS
a) The Contractor shall be solely responsible for the entire site and the construction of the same and provide all the
necessary protections as required by laws or ordinances governing such conditions and as required by the Owner or
Designer. He shall be responsible for any damage to the Owner's property or that of others on the job, by himself, his
personnel or his subcontractors, and shall make good such damages. He shall be responsible for and pay for any
claims against the Owner arising from such damages.
b) The Contractor shall adhere to the rules, regulations and interpretations of the North Carolina Department of Labor
relating to Occupational Safety and Health Standards for the Construction Industry (Title 29, Code of Federal
Regulations, Part 1926 published in Volume 39, Number 122, Part 11, June 24, 1974 Federal Register), and revisions
thereto as adopted by General Statutes of North Carolina 95-126 through 155.
c) The Contractor shall provide all necessary safety measures for the protection of all persons on the work, including the
requirements of the AGC Accident Prevention Manual in Construction as amended, and shall fully comply with all state
laws or regulations and North Carolina Building Code requirements to prevent accident or injury to persons on or
about the location of the work. He shall clearly mark or post signs warning of hazards existing, and shall barricade
excavations and similar hazards. He shall protect against damage or injury resulting from falling materials and he
shall maintain all protective devices and signs throughout the progress of the work.
TAXES
a) Carteret County is not exempt from North Carolina State Sales and Use Taxes on labor, material and equipment to
be incorporated in the Work. Said taxes shall be included in invoices submitted by Contractor. Contractor in submitting
his invoices shall break out all sales taxes as a separate item and County where purchase was made.
EQUAL OPPORTUNITY
a) The non-discrimination clause contained in Section 202 (Federal) Executive Order 11246, as amended by
Executive Order 11375, relative to Equal Employment Opportunity for all persons without regard to race, color,
religion, sex or national origin, and the implementing rules and regulations prescribed by the Secretary of Labor,
are incorporated herein.
b) The Contractors agree not to discriminate against any employees or applicant for employment because of
physical or mental handicap about any position for which the employees or applicant is qualified. The
Contractor agrees to take affirmative action to employ, advance in employment and otherwise treat qualified
handicapped individuals without discrimination based upon their physical or mental handicap in all employment
practices.
INSURANCE
(a) To the fullest extent permitted by laws and regulations, Contractor shall indemnify and hold harmless the County and
its officials, agents, and employees from and against all claims, damages, losses, and expenses, direct, indirect, or
consequential (including but not limited to fees and charges of engineers or architects, attorneys, and other
professionals and costs related to court action or arbitration) arising out of or resulting from Contractor's performance
of this Contract or the actions of the Contractor or its officials, employees, or Contractors under this Contract or under
contracts entered into by the Contractor in connection with this Contract. This indemnification shall survive the
termination of this Contract.

RFP NO. 06122026GEN
(b) In addition, Contractor shall comply with the North Carolina Workers' Compensation Act and shall provide for the
payment of workers' compensation to its employees in the manner and to the extent required by such Act.
Additionally, Contractor shall maintain, at its expense, the following minimum insurance coverage:
$1,000,000 per occurrence /$2,000,000 aggregate-Bodily Injury Liability, and
$100,000 --- Property Damage Liability or 1,000,000 per occurrence /$2,000,000 aggregate-Combined
Single Limit Bodily Injury and Property Damage.
(c) The Contractor upon execution of this Contract shall furnish to the County a Certificate of Insurance reflecting the
minimum limits stated above. The Certificate shall provide for thirty-(30) days advance written notice in the event of a
decrease, termination or cancellation of coverage. Providing and maintaining adequate insurance coverage is a
material obligation of the Contractor. All such insurance shall meet all laws of the State 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.
INVOICE FOR PAYMENT
a) Payment will be made in one lump sum within thirty (30) consecutive days after acceptance of the work and the
submission both of notarized Contractor's affidavit and four copies of invoices, which are to include the contract,
account and job order numbers.
b) Each invoice shall note the amount of Sales Tax paid by the Contractor, contain release of lien from subcontractors
and vendors for prior invoices paid, and contain a notarized Contractor's affidavit.
c) The Contractor's affidavit shall state, "This is to certify that all costs of materials, equipment, labor, and all else
entering into the accomplishment of this contract, including payrolls, have been paid in full."
d) Executed contract documents, insurance certifications and, upon completion and acceptance of the work, invoices and
other information requested are to be sent to:
Mr. Ray Farnum
Project Coordinator
5231 Business Drive, Newport, NC 28570
Email: Ray.farnum@carteretcountync.gov
Telephone: 252-241-6913
e) It is imperative that contract documents, invoices, etc., be sent only to the above address in order to assure proper
and timely delivery and handling.
CLEANING UP
a) The Contractor shall keep the sites and surrounding area reasonably free from rubbish at all times and shall remove
debris from the site from time to time or when directed to do so by Carteret County. Before final inspection and

RFP NO. 06122026GEN
acceptance of the project, the Contractor shall thoroughly clean the sites, and completely prepare the project and site
for use by Carteret County.
GUARANTEE
a) The Contractor shall unconditionally guarantee materials and workmanship against patent defects arising from faulty
materials, faulty workmanship or negligence for a period of twelve (12) months following the final acceptance of the
work and shall replace such defective materials or workmanship without cost to the owner.
b) Where items of equipment or material carry a manufacturer's warranty for any period in excess of twelve (12) months,
then the manufacturer's warranty shall apply for that particular piece of equipment or material. The Contractor shall
replace such defective equipment or materials, without cost to the owner, within the manufacturer's warranty period.
c) Additionally, the owner may bring an action for latent defects caused by the negligence of the Contractor, which is
hidden or not readily apparent to the owner at the time of beneficial occupancy or final acceptance, whichever
occurred first, in accordance with applicable law.
CONTRACTOR-SUBCONTRACTOR RELATIONSHIPS
The Contractor agrees that the terms of these contract documents shall apply equally to a
subcontractor as to the Contractor, and that the subcontractor is bound by those terms as an
employee of the Contractor.
UTILITIES
Temporary utilities services are furnished at Contractor's expense unless otherwise noted. (i.e.; power, water, sewer, steam,
telephones, portable toilets, trash containers, etc.)
INSTRUCTIONS FOR WORKING ON COUNTY PROPERTY
The Contractor shall ensure all its employees abide by the following rules set forth by Carteret County Government.
1. They shall wear an identification badge and/or distinct uniform provided by the Contractor at all times while on County
premises.
2. They shall be of good integrity and character.
3. They shall report any property loss or damage to their supervisor immediately. The supervisor shall report such
damage or loss within 24 hours to Carteret County Government in writing, specifying the location, time and extent of
the damage or loss. Failure to report such damage or loss, as required, may be construed as default of the contract.
4. They shall not engage in idle or unnecessary conversation with County employees, other employees of the Contractor,
tenants, or visitors to the building(s).
5. They shall abide by the rules and regulations set forth by Carteret County Government which affects the performance
of the work.
6. They shall not remove any article or materials from the premises, regardless of its value or regardless of any
employee's or tenant's permission. This is to include the contents of any item found in trash containers or trash cans
designated for that purpose.
7. They shall be respectful and use appropriate language at all times.
8. They shall not carry any weapons, alcoholic beverages, drugs (except those prescribed by a physician) while on
County premises.
Upon written request by Carteret County Government to the Contractor, any Contractor's employees who fail to abide by these
or other rules established by the Contracting Agency will be immediately pulled off the job and replaced at no contract cost
adjustment.
PERFORMANCE & PAYMENT BONDS
In accordance with G.S. 44A-26, the successful bidder shall furnish a Performance Bond and a Payment Bond, each in an
amount equal to one hundred percent (100%) of the contract price, executed by a surety company licensed to do business in

RFP NO. 06122026GEN
the State of North Carolina and acceptable to the Owner.
These bonds shall be delivered to the Owner within ten (10) days after notice of award and prior to execution of the contract.
Failure to provide required bonds may be grounds for forfeiture of bid security and award to the next lowest responsible bidder.
The Performance Bond shall guarantee faithful performance of the contract and payment of all obligations arising thereunder.
The Payment Bond shall guarantee payment to all persons supplying labor and materials for the project. The cost of bonds
shall be included in the bid price, if applicable.
MINORITY BUSINESS PARTICIPATION
a) It is the intent of the County to encourage Contractors in making every effort to utilize Minority Business Enterprises
for subcontracted work. The County has established efforts to record participation of such Enterprises by the attached
"Appendix E - MBE DOCUMENTATION FOR CONTRACT PAYMENTS". The Contractor shall include the attached
Appendix E with each pay application.
b) Bidders can use the Office for Historically Underutilized Business website http://www.doa.state.nc.us/doa/hub/ to
locate HUB Contractors.
c) Nothing in these guidelines shall be construed to require Contractors or awarding authorities to award contracts or
subcontracts to or to make purchases of materials or equipment from minority-business Contractors or minority-
business subcontractors who do not submit the lowest responsible, responsive bid or bids.
E-VERIFY EMPLOYER COMPLIANCE
The Contractor represents and covenants that the Contractor and its subcontractors comply with the requirement of Article 2 of
Chapter 64 of the North Carolina General Statutes (NCGS). In this E-Verify Compliance section, "Contractor" "its
subcontractors" and "comply" shall have the meanings intended by NCGS 153A-499 (b). The County is relying on this section
in entering into this contract. The parties agree to this section only to the extent authorized by law. If this section is held to be
unenforceable or invalid in whole or in part, it shall be deemed amended to the extent necessary to make this contract comply
with NCGS 153A-499 (b).
SUPERINTENDENT
The Contractor shall employ a competent superintendent who shall represent the Contractor and have the authority to make
field decisions necessary for performing the work. Competency must be demonstrated by performing high quality construction
work on time according to Contractor's approved schedule. County reserves the right to require replacement of the
superintendent by Contractor without explanation from the County.
INDEMNIFICATION
The Contractor will indemnify and hold the County harmless from any and all liability, expense, judgment, suit, or cause of
action for personal injury, death, or direct damage to tangible property which may accrue against the County to the extent it is
caused by the negligence of Contractor, or its Sub-Contractors, or their employees or agents, while performing duties under
this Agreement, provided that the County gives the Contractor prompt, written notice of any such claim or suit.
TERMINATION
Carteret County Government shall have the right to terminate this contract immediately by written notice to the Contractor if the
Contractor fails to execute the services promptly and to Carteret County Governments satisfaction, or fails to perform any
obligation imposed by any provisions of this Contract. In the event of termination for default, Carteret County Government has
against the Contractor all remedies provided by law and equity.
TERM OF CONTRACT
The term of this contract will be for a period of one (1) year beginning July 1, 2026 and ending on June 30, 2027. The option to
renew this contract may be offered for five (5) one (1) year renewals at the discretion of Carteret County Government.

RFP NO. 06122026GEN
AWARD OF CONTRACT
Carteret County Government reserves the right to award to multiple Contractors deemed to be fully qualified and best suited
among others submitting proposals on the basis of the evaluation factors included within this RFP. Once the proposals are
ranked by Carteret County Governments Committee and the qualified contractor is determined, Carteret County Government
may conduct further negotiations, and/or request presentations to any or all Contractors. Carteret County Government reserves
the right to accept or reject, in whole or in part, proposals directed to the best interest of the County. Each Contractor shall fill
out the required information within this RFP, submit Certificate of Insurance for liability and Worker's Compensation in order for
the proposal to be qualified.
Carteret County POC
All inquiries concerning the Scope of Services, Proposal Submission Requirements or Site Visits should be directed
to:
Mr. Ray Farnum
Project Coordinator
5231 Business Drive, Newport, NC 28570
Email: Ray.farnum@carteretcountync.gov
Telephone: 252-241-6913
All post-award communications shall filter through the Carteret County POC below:
Mr. David Rice
Public Buildings Manager
5231 Business Drive, Newport, NC 28570
Email: David.rice@carteretcountync.gov
Telephone: 252-648-7877
Proposals shall be emailed, mailed, and/or hand delivered to the address of the POC shown above, and if mailed
the sealed envelope shall clearly state the name of this RFP. It is the sole responsibility of the Contractor to
ensure that their proposal arrives by the designated submission date assigned.
Issued Date: June 12, 2026
Due Date: Proposals to the attention of Mr. Ray Farnum are due no later than June 24, 2026 by 10:00 AM, EST.
SUMMARY OF PAPERWORK