Project Information

Bid Title

USP Battery Backup System

Issuing Agency

City of Evansville

Location

Indiana

Published Date

Mar 17, 2026

Closing Date

Apr 2, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

DEPARTMENT	DESCRIPTION	ATTACHED DOCUMENT	CLOSE DATE
Computer Services	USP Battery Backup System	RFP-948-01-2026	Thursday, April, 2, 2026 @ 1:30 PM

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City of Evansville – Vanderburgh County

RFP-948-01-2026

UPS Battery Backup System

NOTICE TO VENDORS

The City of Evansville and Vanderburgh County, by and through its Board of Public Works (herein after the “City”) and

Vanderburgh County Commissioners (herein after the “County” on behalf of the City of Evansville and Vanderburgh

County is accepting sealed proposals for the replacement and installation of a new enterprise UPS Battery backup

system.

Sealed proposals will be received by the City of Evansville’s Purchasing Department at 1 N.W. Martin Luther King, Jr.

Boulevard, Evansville, Indiana 47708. Room 323 of the Civic Center Complex until 1:15 p.m. CST on Thursday, April 2,

2026 . Proposals delivered after 1:15 PM must be delivered directly to the board by 1:30 PM.

FORMAT AND FORM

Each proposal shall be prepared in the format specified, incorporating the additional forms provided at the end of this

document, and be submitted in a sealed envelope bearing the name of the vendor, business address, proposal title, date,

and time of opening on the front of the envelope. One (1) original and one (1) thumb drive containing all requested

documents and forms shall be submitted by the vendor in a sealed envelope clearly marked as follows:

SEALED PROPOSAL ENCLOSED

(Vendor Name)

UPS Battery Backup System

RFP-948-01-2026

Opening Thursday, April 2, 2026

All prices shall be Free on Board (“FOB”) and delivered to various City and County Department locations within the

City of Evansville, Vanderburgh County.

A. The Vendor shall state any discounts to apply. Discounts must be shown for individual items unless all

items have the same percentage of discounts.

B. Firm price proposals are required unless specifically designated otherwise. Any proposal which is subject

to an open or unlimited escalator clause may be rejected.

C. The City/County reserves the right to award on a line-item basis or lump sum basis, whichever is in the best

interest of the City/County.

D. Contract shall be awarded to the lowest, most responsive and responsible Vendor taking into consideration

reliability, productivity, and cost of maintenance, quality, performance and time of delivery.

1. RIGHT OF REJECTION

The City/County reserves the right to reject any one-or all proposals, or any part of any proposal, to waive any

irregularities in any proposal, and to award the purchase in the best interest of the City/County. Furthermore,

the City/County reserves the right to hold the proposals of the 3 (three) lowest vendors for a period of 60 (sixty)

calendar days from and after the time of the opening of the proposals.

2. CONTACT WITH MUNICIPAL EMPLOYEES

There shall be no verbal discussion of any nature concerning this RPF between any Vendor and City employees,

and/or Board Members before, during or after the public opening. To ensure a fair and objective evaluation of

quotes all questions, clarifications, or discrepancies shall be directed to Vernon Lutz via email at

vlutz@evansville.in.gov by Thursday, March 20, 2026 such that a response may be provided and distributed to all

prospective Vendors by Thursday, March 26, 2026.

3. AWARD

It is the intent of the Board to enter into a three (3) year agreement, with the ability to extend for an additional

twelve (12) months with a provider that will emphasize administrative efficiencies, and possess the capacity,

infrastructure, and organizational competence to perform required functions necessary for managed care

under this proposal.

All agreed upon pricing shall be guaranteed pricing throughout the lifetime of the agreement.

Proposals will first be reviewed to determine if the mandatory requirements have been met. Responsiveness

will be measured by the Vendor’s response to the stated requirements in the specifications. Failure to meet

the mandatory submission requirements may result in the proposal being rejected.

Accepted proposals will be reviewed by an evaluation committee and scored against stated criteria. During

the evaluation process, the City may, at its discretion, request anyone or all firms to make oral presentations

to supplement their proposals. Such presentations will provide firms with an opportunity to answer any

questions the City may have on the firm’s proposal. Not all firms may be asked to make such oral

presentations.

Proposals will be evaluated on the basis of the Vendor’s experience in providing similar service, experience,

price, references provided and the ability of the Vendor to meet the City’s reporting and scheduling

requirements.

The City/County reserves the right to negotiate the terms of the contract, including the award amount of this

contract, with the selected vendor prior to entering into a contract. The City/County reserves the right to

hold the proposal of the three (3) highest scoring vendors for a period of sixty (60) calendar after the time of

the opening.

4. PUBLIC PROPOSALS OPENING PROCEDURES

A. The purpose of a public opening is for a reading of proposals received. Under normal circumstances, no

award will be made or implied at this time, unless otherwise indicated.

B. Only the following information will be given:

a. Vendor name

C. Proposals or related documents may not be reviewed at the proposal opening. No discussion of any nature

concerning brand names, deliveries, samples, etc., can be entered into between any City/County personnel

and any Vendor personnel during or after the proposal opening until the evaluation of proposals has been

completed and a recommendation for award has been made.

D. A copy of the combined scorecard be available to review in the City/County Purchasing Department, Room

323, Civic Center Complex 1 NW M. L. King Jr. Blvd between the hours of 8:00 a.m. and 3:00 p.m. upon

completion of the recommended award.

E. Vendors who wish to review or request copies of proposals may do so by contacting the Computer Services

Department vlutz@evansville.in.gov or at the above address and time. A fee may be charged for paper copies.

5. SPECIFICATIONS

The City of Evansville / Vanderburgh County requests proposals for the replacement of its existing Symmetra PX 80kW

UPS Model SYCF88F Enterprise UPS Battery backup system with a similar system with a run time of 20-30 minutes.

SCOPE OF WORK

The awarded vendor shall provide a turnkey solution including, but not limited to:

A. Installation

1. Delivery, staging, and placement of all equipment

2. Assembly of UPS modules and battery cabinets

3. All internal and external wiring

4. Coordination with facility staff for installation scheduling

B. Electrical Work

1. Provide and install all electrical infrastructure required to support the new UPS

2. Verify load, input feeds, output distribution, grounding, and breaker sizing

3. Provide any required conduit, cabling, disconnects, and terminations

C. Generator Integration

1. Configure UPS for proper operation with the existing standby generator

2. Perform transfer testing between utility, UPS, and generator

3. Ensure proper synchronization and no load drop during transfer

D. Setup & Configuration

1. Full system configuration

2. Network configuration and monitoring setup

3. Alarm thresholds and notification configuration

4. Documentation of settings

E. Testing & Commissioning

1. Load bank testing (if required)

2. Runtime verification

3. Transfer testing (utility to battery to generator)

4. Provide commissioning report

F. Removal of Existing Equipment

1. De-energize and safely remove the existing UPS and battery system

2. Proper recycling/disposal in accordance with environmental regulations

3. Patch and restore affected areas as required

G. Warranty & Support

1. Minimum 1-year full warranty on UPS and batteries (3–5 years preferred)

2. On-site parts and labor included

3. Response time SLA for service calls

4. Option for extended maintenance agreement (provide pricing separately)

PROJECT OBJECTIVES

A. Replace the existing UPS with a modern, equivalent or higher-capacity enterprise UPS solution

B. Maintain or exceed current runtime requirements

C. Ensure seamless integration with the existing standby generator system

D. Provide installation, configuration, testing, and commissioning services

E. Remove and properly dispose of the legacy UPS system

MINIMUM TECHNICAL REQUIREMENTS

A. UPS Capacity

1. Minimum capacity: 80 kW / 80 kVA (or greater)

2. Scalable or modular enterprise UPS architecture preferred

3. Online double-conversion topology

B. Runtime

1. Minimum runtime at full load: 20 minutes

2. Vendors should state runtime at:

• 25% load

• 50% load

• 75% load

• 100% load

C. Electrical Characteristics

1. Input/output voltage must be compatible with existing facility power (vendor to verify during site visit)

2. Compatible with existing distribution and panel infrastructure

3. Include all required breakers, cabling, battery cabinets, and related electrical components

D. Redundancy & Reliability

1. N+1 internal redundancy preferred

2. Hot-swappable power modules and battery modules preferred

3. Internal static bypass and maintenance bypass required

E. Monitoring & Management

1. Network management card with SNMP and web interface

2. Integration with existing monitoring systems

3. Environmental and battery monitoring capabilities

4. Event logging and alerting

STANDARDS AND COMPLIANCE

A. UL listed

B. Compliant with applicable IEEE, NEC, and local electrical codes

C. Energy-efficient design (high efficiency mode preferred)

EVALUATION CRITERIA

Proposals will be evaluated based on:

1. Technical Solution

2. Implementation C Project Approach

3. Vendor Experience C Qualifications

4. Service, Support C Warranty

5. Compliance C Documentation

6. Cost Proposal

35

15

15

15

5

+15

100 Point Possible

Proposals will be evaluated by the Selection Committee. The Selection Committee may, at its option, request any

or all proposers to provide on-site demonstrations of the proposed equipment

6. CONFLICT OF INTEREST DISCLOSURE

The Conflict-of-Interest Disclosure Statement included herein is a condition of the proposal. This form shall be filled out

by the Vendor even if no conflicts exist and returned with proposal.

7. LAWS

In regard to contract performance, Vendors shall comply with all applicable federal, state, and local laws, ordinances and

regulations.

8. VENDORS

The Municipality intends to contract with one vendor who will be solely responsible for contractual performance.

G. E-VERIFY PROGRAM

Pursuant to Indiana Code 22-5-1.7-11 (b)(2) the Vendor shall provide documentation that it has enrolled and is

participating in the E-Verify Program (see Indiana Legal Employment Declaration form). Vendor is required to submit

proof from the E-Verify Program that it is currently enrolled in the Program. An example of confirmation is the

confirmation e-mail received from E-Verify that the Vendor is successfully enrolled in E-Verify.

10. TAXES

Commodity Codes

• NAICS 335911Storage Battery Manufacturing
• NAICS 335999All Other Miscellaneous Electrical Equipment and Component Manufacturing
• NAICS 541519Other Computer Related Services

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