ITB 26-18 GENERATOR REPAIR, PREVENTATIVE MAINTENANCE AND LOAD BANK TESTING

City of Lake Wales
INVITATION TO BID
GENERATOR REPAIR, PREVENTATIVE MAINTENANCE AND LOAD BANK TESTING
BID NO. ITB 26-18

Cut along border and affix this label to your sealed bid envelope to identify it as a
"Sealed Bid". Be sure to include the name of the company submitting the bid where
requested.
SEALED BID - DO NOT OPEN
SEALED BID NO: 26-18
BID TITLE: GENERATOR REPAIR, PREVENTATIVE
MAINTENANCE AND LOAD BANK TESTING
DUE DATE/TIME: September 24, 2026 at 2:00 PM prevailing time.
SUBMITTED BY: _____________________________________
Name of Company
DELIVER TO: PURCHASING DEPARTMENT
CITY OF LAKE WALES
201 W CENTRAL AVE.
LAKE WALES, FL 33853
Please Note: From time to time, addenda may be issued to this bid. Any such addenda will be posted on
the same Website, www.lakewalesfl.gov, from which you obtained this bid. Before submitting your bid
you should check our Website to download any addenda that may have been issued.

INVITATION TO BID
Bid #26-18
NOTICE IS HEREBY GIVEN that the City of Lake Wales is accepting sealed bids for:
GENERATOR REPAIR, PREVENTATIVE MAINTENANCE AND LOAD BANK TESTING
At 2:00 P .M., EST on Thursday, September 24, 2026, in the City Commission Chambers at the
Municipal Administration Building, 201 Central Ave. W., Lake Wales, Florida, bids will be opened and read
aloud.
An original and two (2) copies and one (1) digital copy on a USB drive of all bids, including all executed documents
and needed attachments, shall be placed in a sealed envelope, marked "26-18: SEALED BID FOR Generator repair,
preventative maintenance and load bank testing", and delivered prior to the opening deadline,
2:00 P.M., EST on September 24, 2026.
Staff will be available to answer any questions and will conduct site visits to the facilities upon request.
Question deadline will be September 10, 2026 before 4pm, with the final addendum to post by end
of day on September 15, 2026.
Intent
The City desires to obtain a yearly contract with a qualified vendor to perform maintenance and repair services on all
city generators.
Responding to the Invitation to Bid
All persons and firms wishing to submit bids must obtain a complete copy of the Invitation to Bid and submit all required
forms as outlined in the bid document with their response. Bids and related forms can be accessed on the City's website,
www.lakewalesfl.gov: Government: Purchasing, or by contacting Cynthia Harnage at (863) 678-4182, ext. 1187, or by
email at charnage@lakewalesfl.gov.
Faxed or e-mailed responses will not be accepted. Responses may be hand delivered, mailed, or delivered via
courier service to the following address:
City of Lake Wales
City Manager's Office
Attention: Cynthia Harnage
201 West Central Avenue
Lake Wales, FL 33853

General Information and Requirements
1. In accordance with Chapter 119, Florida Statutes, all bids received, and all materials contained therein, once
opened are public record, and subject to disclosure to any person, organization, or firm, including other firms
responding to this invitation to bid.
2. In accordance with section 287.133, Florida Statutes, a person or affiliate who has been placed on the convicted
vendor list following a conviction for a public entity crime may not submit a bid or proposal on a contract to
provide any goods or services to a public entity and may not be awarded or perform work as a contractor, supplier,
subcontractor, or consultant under a contract with any public entity, and may not transact business with any
public entity in excess of the threshold amount provided in section 287.017-for CATEGORY TWO for a period
of 36 months from the date of being placed on the convicted vendor list.
3. The City reserves the right to accept or reject any or all bids, or part thereof, to waive any informalities or
technicalities, or to award contracts in the best interest of the City. In all instances, the City's decision shall be
final.
4. The City of Lake Wales is exempt from taxes imposed by the State and Federal Government. Bids shall not
include any taxes or fees.
5. Prospective firms must submit proposals strictly in accordance with the specifications outlined in the Invitation
to Bid. Each variance, if any, to the specifications shall be specifically stated in the bid.
6. Prospective firms warrant by virtue of submission of bids that all prices, terms, and conditions stated shall be
honored for a period of ninety (90) days after the opening of bids. Any changes at the time an order is placed
shall result in automatic disqualification of the vendor.
7. The original bid shall be signed, in blue ink, by a corporate officer, partner, or proprietor.
8. The City reserves the right to reject any or all items if in its judgment the item does not meet the needs of the
City, or for any reason it deems suitable.
9. Prospective firms are hereby warned not to contact any City employee or official on matters relating to this
Invitation to Bid, except as indicated herein. Any attempt to do so, or engaging in lobbying or any other activity
interfering with the evaluation process may result in immediate disqualification of the vendor from any City
business.
10. Per City ordinance, agreements and contracts with a term in excess of one year shall include the following
language: "The performance of the City of Lake Wales and its obligation to pay under this contract is contingent
upon annual appropriation by the City Commission of Lake Wales." Vendors are warned that this requirement
is written into the Code of Ordinances of the City, a public document, and is binding upon all vendors whether
or not referenced in any agreement.
11. Prospective firms quoting State of Florida contract pricing must provide the state contract number and date of
expiration in their bids or proposals. Firms will be required to provide a copy of the entire contract prior to the
placing of orders by the City.
12. Prospective firms hereby warrant by virtue of submission of bids that any and all terms, conditions, and
requirements as stated in this document are valid, enforceable, and binding upon the selected vendor.

Specific Information and Requirements
1. Answers to questions submitted about this Invitation to Bid or the Project will be provided to all known
prospective bidders.
2. The selected firm may not discriminate against any employee employed in the performance of services, or against
any applicant for employment because of race, religion, color, handicap, national origin, age, gender, or marital
status.
3. Bids shall include all information required in the Invitation to Bid. Bidders shall use City standard forms as
included in the Invitation to Bid to submit all information, or shall follow the format dictated or include the
information required herein where no form is provided. Bid documents shall be arranged in order as indicated
on the Bid Contents Form.
4. The City will allow the use of approved subcontractors or third parties in performing work outlined in this
Invitation to Bid.
ESTIMATED TIMELINE (subject to change):
Solicitation Posted: September 4, 2026
Last Day for Questions: September 10, 2026 before 4:00 PM
Addendum posted (if necessary): September 15, 2026 by 5:00 PM
Bids Due: September 24, 2026 at 2:00 PM
Recommendation of Award to Commission: October 2026
Evaluation of Bids
The City of Lake Wales shall be the sole judge of the bid and the resulting agreement that is in its best interest, and its decision
shall be final. All bidding and award procedures undertaken by the City in regard to this project shall be consistent with the
City's adopted procurement procedures. The City reserves the right to seek clarification from prospective firms on any issue
in a bid, or take any other action it feels necessary to properly evaluate the bids and construct a solution in the City's best
interest.
Scope of Work, Specifications, and Other Requirements
Repair services will be performed on the following generators:
Generator Address Phone Contact
150kw John Deere JD-150-01 Plant Building Henry St. 863-678-4114 Randell Britt
285kw Magna-One Detroit Diesel Market St Plant 863-678-4182 Jose Perez
500kw Cat C15 High School Plant 863-678-4182 Jose Perez
Generac Mitsubishi Diesel Grove Ave. Plant 863-678-4182 Jose Perez
240kw Cummins Power Airport Fire Flow 863-678-4182 Jose Perez
100w CAT Park Water Plant 863-678-4182 Jose Perez
230kw Kohler M340 Fire Department (Central) 863-678-4203 Jose Perez
130kw Generac SD 130 Fire Department (Chalet) 863-678-4203 Chief Jenkins
250kw Blue Star Diesel Police Department 863-678-4223 Chief Jenkins
40kw Blue Star Diesel Police Department 863-678-4223 Lt. Goreck
80kw Baldor TS80 Portable 1 863-678-4114 Lt. Goreck
175kw Baldor TS175T Portable 2 863-678-4114 Randell Britt
Blue Star JD-200-01 Plant Reuse 863-678-4114 Randell Britt
300kw Onsite Energy Oxidation Ditch West 863-678-4114 Randell Britt
Water Department Hodges Street 863-678-4114 Randell Britt
100 kw John Deere 4045HF158 JPA Community Center 863-678-4182 Gary Stephens
D100-4 CAT Police Department 863-678-4203 Lt. Goreck

LIFT STATIONS
Expectations and Other Project Requirements
EMERGENCY RESPONSE TIME
Vendors are required to supply repair service within a three (3) hour period for emergency failures.

LEVEL ONE PREVENTATIVE MAINTENANCE SERVICES
Services listed below will be performed on an annual basis. Level 1 and 2 maintenances should be performed at least 30
days prior to hurricane season, June 1st of each year. Level 1 and 2 maintenances may be performed concurrently. A
minimum of said services will include:
Visual Inspection checks:
Oil Level
Coolant Level/Antifreeze
Air Cleaner Assembly (leaks, cracks)
Inlet Manifold and Piping, Rain Cap (condition)
Exhaust Manifold and Piping (condition)
Fuel System (day tank operation - lines, leaks, condition)
Fuel Priming Pump (operation, condition)
Radiator, Radiator Cap, Radiator Air Flow (leaks, damage, blocking)
Water Hoses (condition, leaks)
Fan assembly (cracks, bent blades, bearings)
Vee Belts, Balancer (proper tension, condition)
Crankcase Breather
Engine Mounts (condition)
Electrical Wiring (engine)
Battery(s)
Battery Charger (log output voltage)
Overall Appearance (paint, etc.)
Generator Stator - Armature (visual condition)
Brushes, Holders, Slip Rings (condition)
Rotating Fields (condition)
Controller (fault indicators)
Performance Evaluations
Starter (cranking ability, operation) voltage drop
Engine Smoke (critical system indicator)
Gauges and Indicators (operation, condition)
Battery Charge Rate (voltage, reading, amps reading)
Fuel Transfer Pump (PSI, valves, condition, leaks)
Lubrication System (PSI valve) and High Idle
Lubrication System (leaks)
Cooling System, Block Heater (s) (leaks, condition)
Temperature Regulators (operation, stability, response)
Governor (operation, stability, response)
Turbocharger (operation)
After Cooler (condition, leaks)
Safety Devices (operation, condition) (faults?)
Oil Pressure
1. Water Temperature
2. Overspeed
3. Overcrank
4. Water Level
5. Others
Control Panel (operation, condition (faults?)
Electrical Power Generator (operation)
1. Voltage
2. Amperage
3. Hertz
Results obtained shall be logged on a P.M. Checklist Form, provided to the vendor by the City of Lake Wales.

LEVEL TWO PREVENTATIVE MAINTENANCE SERVICES:
Services listed below will be performed on a once-per-year basis, and at a minimum, said service will include:
Level one Services (see attached)
Change oil and filters
Change fuel filters
Change air filters as needed
Sample engine oil for engine wear or contaminants; report results
Service batteries
Inspect and lubricate airflow louvers
Clean dust and dirt from unit and unit housing
LEVEL THREE PREVENTATIVE MAINTENANCE SERVICES:
Services listed below will be performed as needed, per the City's instruction, and at a minimum, said service will include:
Load Bank Test
Load bank testing will be performed on each generator once a year. The load bank test will be a 2-hour test.
The City of Lake Wales operating personnel shall be available during the load test and shall be responsible for
application of appropriate load.
It is understood that this agreement does not include expenses to repair damage caused by abuse, accident,
theft, acts of a third person, altering of equipment, or forces.
Prospective firms are encouraged to include any additional information they feel may be relevant in the City's decision
process. Prospective firms are hereby notified that City personnel may contact client references for additional information.
Repair Notification
If repairs are necessary after inspection is completed, the vendor agrees to notify City staff prior to departing from the
location. If the generator must be taken offline for any reason, notification should be made in person to someone onsite
prior to departing the location.
Terms of Contract
The contract shall be for one year with the option to renew for a period of up to two (2) one-year periods after the initial
contract on a yearly basis. Termination by the contractor shall require notification six months prior to the actual
conclusion of services.

BIDDER INSTRUCTIONS AND GENERAL
INFORMATION
BIDDER INSTRUCTIONS: To ensure acceptance of this bid, follow these instructions.
BID DOCUMENTS MUST BE DELIVERED TO THE PURCHASING DIVISION PRIOR TO
THE TIME AND DATE SPECIFIED. THERE WILL BE NO EXCEPTIONS.
1. EXECUTION OF BID: Bid must contain an original signature of an authorized representative in the space
provided on the signature page. Bid must be typed or printed in blue ink. Erasable ink is not permitted.
Corrections made by bidder to any bid entry must be initialed by the person who signs the bid.
2. NO BID: Bidder not interested in submitting a bid should return a "no bid," with an indication of the reason
for no bid and the interest in future bid solicitations.
3. BID OPENING: It is the responsibility of the bidder to assure that their bid is delivered at the proper time and
place prior to the bid opening. All bid openings shall be public, at 10:00 a.m., on the date specified in the
Notice to Bidders. Bids, which for any reason are not so delivered, will not be considered. BID SUBMITTAL
FORMS USING FACSIMILE OR E-MAIL WILL NOT BE ACCEPTED.
NOTE: Bidders may call the Purchasing Agent only for bid results. The telephone number is (863) 678-4182 extension
1187. The bid recap will be posted to the City of Lake Wales website at www.lakewalesfl.gov within ten (10) working
days after the bid opening date. The bid analysis will also be posted to the City's website as soon as possible after
the bid opening date. Bid files may be examined during normal working hours by appointment.
4. CITY AS GATEKEEPER OF DOCUMENTS: This document is issued by City of Lake Wales and as such
shall be the sole distributor of all addenda's and/or changes to these documents. It is the responsibility of the bidder to
determine issuance of documents directly with the Purchasing Division. The City is not responsible for any solicitations
issued through subscriber, publications, or other sources not connected with the City and the Bidder should not rely on
such sources for information regarding the solicitation.
5. TAXES: Bidders are responsible for the payment of any applicable taxes that are connected to the purchase of
any materials or subcontractors used in the execution of this bid.
6. DISCOUNTS: Bidders may offer a cash discount for prompt payment; however, such discounts shall NOT be
considered in determining the lowest net cost for bid evaluation purposes. Bidders are encouraged to reflect cash
discounts in the unit price quoted.
7. MISTAKES: Bidders are required to examine the specifications, delivery schedule, bid prices and all
instructions pertaining to the requirements of this bid. Failure to do so will be at bidder's risk. In case of a mistake in
extension of a unit price, the unit price will govern. Corrections made by bidder to any bid entry must be initialed by the
person who signs the bid.
8. INVOICING AND PAYMENT: The successful bidder shall submit a properly certified invoice to the City at
the prices bid. An original invoice shall be submitted to the appropriate Division at their drawer number, P.O. Box
1320, Lake Wales, Florida 33859. The vendor shall include the bid number and/or the purchase order number on all
invoices. Invoices will be processed for payment when approved by the user division.
9. CONFLICT OF INTEREST: All bidders must disclose, with their bid, the name of any officer, Director or
agent who is also an employee of the City or any of their agencies. Furthermore, all Bidders must disclose the name of
any City employee who owns, directly or indirectly, any interest of any amount in the bidder's firm or any of their
branches. Award of this bid shall be subject to the provisions of Chapter 112, Florida Statutes.
10. WARRANTY: Unless otherwise specified, the bidder agrees that the services furnished under this bid shall be
covered by the most favorable commercial warranty the bidder gives to any customer for comparable services,

and that the rights and remedies provided herein are in addition to and do not limit any rights afforded to the
City by any provision of this bid.
11. ADDENDUM: Any changes in the bid shall be made in the form of a written addendum by the Purchasing
Agent or her representative. No other person shall be authorized to make changes verbally or in writing.
12. LIABILITY: The vendor shall hold and save the City, Its Officers, agents and employees harmless from
liability of any kind in the performance of this bid and against claims by third parties resulting from the
supplier's breach of contract or the supplier's negligence.
13. PATENTS AND ROYALTIES: The bidder, without exception, shall indemnify and save Harmless the City
and its employees from liability of any nature or kind, including cost and Expenses for, or on account of, any
copyrighted, patented or non-patented invention, process, or article manufactured and used in the performance
of this bid. If the bidder uses any design, device or material coved by letters, patent or copyright, it is mutually
agreed and understood without exception that the bid prices shall include all royalties or cost arising from the
use of such design, device or material in any way involved in the work.
14. BID PROTEST: Any bidder desiring to file a bid protest, with respect to a recommended award of any bid,
shall do so by filing a written protest. The written protest must be in the possession of the Purchasing Division
within 72 working hours of electronic posting of the bid award, unless only one bid was received.
FAILURE TO FOLLOW BID PROTEST PROCEDURE REQUIREMENTS WITHIN THE TIME
FRAMES PRESCRIBED HEREIN AS ESTABLISHED BY THE CITY OF LAKEWALES, FLORIDA,
SHALL CONSTITUTE A WAIVER OF THE BIDDER'S RIGHT TO PROTECT AND ANY
RESULTING CLAIM.
15. SUMMARY OF TOTAL SALES: At the end of each quarter, the successful vendor is required to furnish the
Purchasing Division with a summary of sales, in total dollars, for the work performed as a result of this bid.
16. INDEMNIFICATION: In consideration of Ten Dollars ($10.00) and other valuable Considerations, Seller
shall defend (by counsel reasonably acceptable to City), indemnify and hold Harmless the City, its employees
and agents from and against, including, but not limited to, all liability, claims, suits, demands, damages, losses
and costs, including attorney fees, arising out of or resulting from the performance of its services, provided that
any such liability, claims, suit, demand, damage, loss or expense is (a) attributable to bodily injury, sickness,
disease or death, or injury to or destruction of tangible property (other than the service itself), including the
loss of use resulting there from; and (b) caused in whole in part by an act or omission of the contractor, any
subcontractor, anyone directly or indirectly employed by any of them, or anyone for whose acts any of them
may be liable, whether or not it is caused in whole or in part by the negligence or other fault of a part
indemnified hereunder. The contractor shall indemnify and hold harmless the City and anyone directly or
indirectly employed by it from and against all claims, suits, demands, damages, losses and expenses (including
attorney fees) arising out of any infringement or patent rights or copyrights held by others and shall defend all
such claims in connection with any alleged infringement of such rights.
17. PUBLIC ENTITY: A person or affiliate who has been placed on the convicted vendor list Following a
conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a
public entity, may not submit a bid on a contract with a public entity for construction or repair of a public
building or public work, may not submit bids on leases of real property to a public entity, may not be awarded
or perform public entity in excess of the threshold amount provided in Section287.017, Florida Statutes, for
CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list.
When submitting this bid, the bidder hereby certifies that they complied with said statute.
18. PREFERENCE FOR DRUG FREE WORKPLACE: Whenever two or more bids, which are equal with
respect to price, quality and service, are received, preference shall be given to a bid received from a business
that certifies that it has implemented a drug free workplace program in accordance with Section 287.087,
Florida Statues. In order to receive preference, a signed certification of compliance must be submitted with the
bid response.