4425 Old Airport Road P.O. Box 388 Concord, NC

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1 4425 Old Airport Road P.O. Box 388 Concord, NC (704) (704) (fax) Facilities Management Department Cabarrus County Schools will be accepting proposals for annual preventative maintenance service on standby building generators based on the following: 1. With the consent of both parties, this Agreement may be renewed annually for a maximum of three (3) years or until canceled by either party through written notice to be received thirty (30) days prior to this Agreement s anniversary date. Any prepaid services due the Owner at the time of cancellation may be completed as scheduled or the value of said services will be returned to the Owner by check within thirty (30) days of cancellation. 2. Contractor agrees to perform, in a good and workmanlike manner, the services described, and to furnish all materials, equipment and labor necessary to perform the work. Said services are to be performed at the individual building(s) listed on Attachment A. 3. Owner agrees to pay Contractor for said services at the prices quoted. 4. Contractor understands that no services in addition to those described herein are to be performed without Owner s authorization. 5. Contractor shall perform all work in accordance with this Agreement except when prevented by act of God, strikes, lockouts, fire, unavoidable casualties or any other cause beyond Contractor s control. 6. Contractor agrees to correct, by repair or replacement, any defects of material or workmanship installed under this Agreement which may develop under normal and proper use within thirty (30) days from installation, provided Owner gives written notice within forty-eight (48) hours of such defects and inspection substantiates Owner s claim. Such correction shall constitute Owner s sole remedy. Contractor shall have no responsibility to Owner for special or consequential damages, including loss of time, injury to person or property or any other consequential damages or incidental or economic loss. All other warranties, expressed or implied, including merchantability and fitness for a particular purpose, are hereby waived, disclaimed and excluded. 7. This Agreement represents the entire and integrated agreement between the parties hereto and supersedes all prior negotiations, representations, or agreements, either written or oral. This Agreement may be modified only by a written amendment signed by authorized representatives of both parties. 8. Contractor shall take all reasonable precautions for job site safety, and shall provide all reasonable protection necessary to prevent damage, injury, or loss at the job site. Contractor shall submit insurance certificates, evidencing insurance coverage, if requested by Owner. The minimum levels of insurance will be as follows: 1

2 Commercial General Liability $1,000, Automobile Liability 500, Excess Liability (umbrella) 1,000, Worker s Compensation (each accident) 100, Owner may, by addendum and purchase order, make changes so that new equipment may automatically be added to the Agreement upon agreeing to additional cost. 10. While service work is being performed, Contractor and/or its servicing technician reserves the right to request the continuous presence of an Owner employee when service work is hazardous due to location, time of day, storms, water, or any other threatening conditions. 11. Due to the variety of equipment within Cabarrus County Schools, the Contractor will establishment and maintain a spare parts supply to support proper maintenance. 12. Contractor shall furnish all technical and professional service, including labor, materials, supplies, equipment, transportation and supervision necessary to perform the work set forth herein. Contractor shall furnish competent and skilled personnel to perform the work under this agreement with that degree of professional skill, sound practice and judgment, which is normally exercised by other professionally recognized firms. Contractor hereby acknowledges under this Agreement and expressly agrees that, with respect to any request for emergency maintenance services, time is of the essence. 13. Contractor will instruct Owner s personnel, if such personnel are present at time of inspection, on operating and upkeep procedures between regular service calls by Contractor s personnel. 14. Owner shall pay Contractor s invoices, which are issued in accordance with all provisions of the Agreement. Rates shall remain in effect during the term hereof. Contractor shall provide notice of rate adjustments to Owner no later than sixty (60) days prior to the anniversary date. 15. It is understood and agreed by Owner that, if this Agreement is accepted and credit is extended to Owner, the terms of such credit account will be net on receipt of invoice. 16. It is understood that the emergency standby electric equipment covered by this Agreement is in good condition on the date this Agreement becomes effective. Equipment, which requires repair or overhaul, will not be accepted for maintenance service by the Contractor until such repairs or conditions are corrected. The equipment s condition shall be determined during the first service call by the Contractor s service technician. 17. Cabarrus County Facilities Management Department will perform an oil check and fluid level during the following months: March and September. The contractor shall perform the Preventive Maintenance during the following months: June and December. Cabarrus County Schools custodians will perform a monthly visible check during the 2

3 scheduled exercise period on Mondays and note and irregular conditions on the Generator Log sheet per school. A. PREVENTATIVE MAINTENANCE PROGRAM The above generators will be serviced at the building site listed. Service rates must include all travel time and mileage. Preventative Maintenance Service will include at least the following: 1. Electrical System - AC & DC A. Check all cables, clean and tighten as required B. Check batteries* for correct electrolyte add distilled water if necessary C. Check Control Panel, control components, warning systems and emergency shutdowns for proper operation. *Note: If system uses lead acid batteries, they should be replaced every 2.5 years. 2. Engine A. Check ignition condensers, points, spark plugs, spark plug wires, and rotorcap. B. Check and replace as necessary fuel filter(s), lube oil filter(s),to be done on first visit. C. Change engine oil at least every 100 operating hours or every two years. 3. Cooling System Check all hoses, clamps, jacket water heater connections and entire system for leaks. Check Belts and replace as necessary. 4. Air System - Inspect complete air intake and exhaust systems including louver/shutters for correct operation whenever generator is running either in manual or automatic mode. 5. Exhaust system A. Open and drain condensation traps B. Check for any exhaust restrictions. C. Inspect system for leaks. D. Check all mounting hardware and tighten as necessary. E. Check rain cap for proper operation. 3

4 6. Generator Set A. Manually operate generator set with building load, if allowed, and verify that generator is producing rated AC voltage and frequency and that all control panel instruments and gauges are functioning.* B. Check for any unusual noise. 7. Transfer Switch - A. Inspect and test transfer switch to ensure that it automatically starts the generator and, if allowed, is transferring properly. * B. Examine all options, such as Time delay emergency to normal, Time delay to cool down, Plant exercise, etc. be certain that they are functioning in accordance with Owners requirements. * *Note: Whenever possible the customer should allow the system to be tested under load for a period of 60 minutes to record unit panel instrument readings. 8. Fuel system 9. General A. Check entire fuel system. B. Check system tank level and verify. C. Check float switch, fuel transfer pump and solenoid for proper operation. D. Check flexible fuel lines and vent. Visually inspect all vibration isolators; duct work, weatherproof enclosures, worn and/or rubbing parts and components. 10. Reports - Issue a report describing work performed and corrective maintenance recommendations, which are not covered by the Preventative Maintenance Service Agreement. B. UNSCHEDULED MAINTENANCE 1. Scheduling- All work schedules must be coordinated with owner s representative. 2. Replacement parts- The contractor will repair or replace any parts or components of the system which are worn or defective, when in the contractors best judgment replacement 4

5 is necessary to maintain system reliability. All parts that are replaced will be returned to the owner with an invoice and explanation as to why they were replaced. Prior approval from Cabarrus County Schools is required for replacement parts! C. EMERGENCY SERVICE The contractor shall provide 24 hour, 365 day per year On Call emergency service and will respond by telephone within two (2) hours after receipt of notification from the owner to make repairs. D. PAYMENT BASIS For work not covered by this maintenance agreement, contractor shall be compensated for parts and labor furnished under this section as follows: 1. Replacement parts. All repair parts will be replaced at list price. Proof of list price may be required at time of invoicing. 2. Normal Work Time Normal work time will be considered Monday through Friday, excluding holidays, between the hours of 8:00 A.M. and 4:30 P.M. List any discounts from normal labor rate on bid sheet. 3. Overtime Any work or travel time outside of the above listed Normal Work Hours, Monday through Friday, excluding holidays will be one and one half times the normal rate less any discount listed on the bid sheet. 4. Emergency Service If the owner elects to have Emergency Service beyond the normal workday a minimum of four hours will be paid at the applicable rate. 5. Waiting Time will be considered work time ONLY when the contractor is actually waiting for the owner in order that the contractor can complete his work. For example: If the contractor is waiting because he is at the site, but cannot get into the area where the equipment to be serviced is located. He is waiting for someone to unlock a door. 5

6 Date and Time of Bid Opening: December 8th 1:00 pm, 2014 The contractor will provide turnkey service The contractor awarded the contract must adhere to all state, city and county codes. All permits will be provided by the contractor. All specifications are noted on the Bid Form, and are not subject to change. The Contractor is required to ensure that all employees have criminal background checks and pose no risk to the student population. Each person working on site must have a valid ID and check in and out in the front office through the Ident A Kid system daily. The work will be commenced immediately upon issuance of a notice to proceed and be completed by IT IS MUTUALLY UNDERSTOOD THAT THIS PROPOSAL SETS FORTH OUR ENTIRE AGREEMENT AND SHALL BECOME EFFECTIVE ON THE DATE LISTED BELOW: Accepted by the Owner Owner Name: Cabarrus County Schools Address: P.O. Box 388 City: Concord State: NC Zip: Title: Date: Accepted by the Contractor Contractor Name: Address: City: State: Zip: Title: Date: 6

7 Attachment A Systems covered by this Agreement are: Location Asset Tag # Gen- Set Mfg Model # Spec # Serial # KW Rating A T Allen Elementary Cummins GGLB Spec H E A T Allen Pump Station Generac QT02524KNSNA Bethel Elementary Cummins GGHG Spec E B Bus Garage Kohler 100RE02J0 GM51063-GA C C Griffin Middle 6206 Generac CCS Admin Generac SG0080KG189 ON18HBYYA Carl A Furr Elementary Cummins GGHG Spec. G A Charles E Boger Elem Cummins GGHG Spec. G A Concord Middle 4042 Kohler 50RZ272 PA N PA N 50 Cox Mill Elem 6203 Onan 80RZG GM13934-CAI Cox Mill High Kohler 1250RE02M GM GA Forest Park Elem 5852 Kohler 20R0ZJ71 PA Fred L Wilson Elem Generac Glenn Center 7108 Kohler 20RZ PA H E Winkler Middle Cummins DSH AC D I Harris Road Middle 6202 Generac Harrisburg Elem 5365 Kohler 30RZ Hickory Ridge High Cummins GGHG Spec. E E Hickory Ridge Middle Cummins DSHAC D A J M Robinson High 6207 Kohler 50RZ PA J.N. Fries Middle/PLC 1839 Kohler 40R0ZJ71 PA Jackson Park Elem 3300 Kohler 20R0ZJ81 PA Kannapolis Intermediat 4808 Kohler 60REZGB GM79037-GA2 SGM32925B 60 Kannapolis Middle Cummins GGFE Spec D H Mt. Pleasant High 194 Kohler 40R0ZJ71 PA Patriots Elementary Cummins GGHG K D Old Odell Pump Station Generac Pitt School Road Elem Cummins GGHG Spec E L Rocky River Elem 6205 Kohler 30RZ72 PA N Shady Brook Elem Generac W R Odell Elem 7110 Cummins GGHF K W.M. Irvin Elem 6204 Kohler 30RZ72 PA N Weddington Hills Elem 1920 Kohler 30RZ72 PA N Winecoff Elem 3906 Kohler 30RZ72 PA N

8 Total Annual Cost $ Hourly labor rate for services not listed in agreement: $ Please list any other anticipated charges not covered by agreement Generator Service Maintenance Plan (Multiple Schools) SECTION INSTRUCTIONS TO BIDDERS 1. SECURING DOCUMENTS Copies of the Contract Documents are on file at the office of the Owner at: Cabarrus County Schools Facilities Management Department 4425 Old Airport Road, Concord, NC Phone: Fax: FORM OF PROPOSAL Bids shall be made upon the Bid Form provided, properly executed and with all items filled out. Do not change the wording of the Bid Form and do not add words to the wording of the Bid Form. Unauthorized conditions or limitations of provisions attached to the proposal may be cause for rejection of the proposal. Alterations, erasure or interlineations must be explained or noted in the bid over the signature of the bidder. 3. SUBMISSION OF BIDS A. Bids are due at 1:00 PM on Monday December 8th, 2014 at the offices of Cabarrus County Schools, Facilities Management Department at the address noted above. B. Each bid shall be delivered to the location indicated on the Bid Form on or before the day and hour set for opening of bids. Each bid shall be submitted in an opaque, sealed envelope and marked in the lower left-hand corner as follows: 8

9 Bidder s Name Bidder s Address Bidder s Phone Contractor s License No. Title of Project Date and Time of Bid Opening C. If not delivered in person, this envelope shall be enclosed in a second envelope for posting to the location indicated for receipt of bids. This envelope shall be addressed as follows: W. Jason Irvin Construction Project Manager Cabarrus County Schools 4425 Old Airport Road Concord, NC (704) Label Packages URGENT TIME SENSITIVE BID ENCLOSED It is the sole responsibility of the bidder to see their bid is received in proper time. D. No telecommunicated bid or telecommunicated modification of a bid will be considered. No bids received after the time fixed for receiving them will be considered. Late bids will be returned to the bidder unopened. 4. INSURANCE The contractor is required to provide liability insurance, immediately following award of the project, in the amounts shown below: A. Workers Compensation Statutory Employers Liability $1,000,000 B. Commercial General Liability for premises/ $2,000,000 each occurrence/ operations including independent contractor s general aggregate protective, personal injury, contractually assumed liability, products and completed operations, broad form property damage (including X, C and U coverage where applicable) C. Comprehensive Automobile (including non-owned $1,000,000 combined single limit and hired motor vehicles) D. Umbrella Liability Coverage $5,000, EXAMINATION OF CONTRACT DOCUMENTS AND SITE OF WORK Before submitting a bid, each bidder shall carefully read the specifications and all other contract documents and visit the site of work. Each bidder shall fully inform himself, prior to bidding, as to all existing conditions and limitations under which the work is to be performed, and he shall include in his bid a sum to cover the cost of all items necessary to perform the work as set forth in the contract documents. No allowance will be made to any bidder 9

10 because of lack of such examination or knowledge. The submission of a bid shall be construed as conclusive evidence that the bidder has made such examination. 6. SUBSTITUTIONS Each bidder represents that their bid is based upon the materials and equipment described in the bidding documents. 7. MODIFICATION AND WITHDRAWAL OF BIDS A. Bids may be withdrawn on personal requests received from bidders prior to opening time. Withdrawn bids may be resubmitted up to opening time. Negligence or error on the part of the bidder in preparing his bid confers no right for withdrawal of the bid after it has been opened. No bid may be withdrawn for 30 consecutive calendar days after opening time except as provided by North Carolina G. S B. Telecommunicated (phone, fax, , etc.) bids will not be considered. 8. AWARD OR REJECTION OF BIDS A. The contract(s), if awarded, will be based on, but not necessarily limited to, the following criteria: 1. Cost (best cost advantage for the Owner) 2. Conformance with contract documents 3. Acceptable date of delivery 4. Acceptable form of bid security 5. Such other reasonable factors as the Owner deems fit B. Multiple Prime contracts to be awarded. All bids are subject to the Owner s right to reject any or all bids and to waive any informality in the bids or the bidding. Failure to complete all information required on the Bid Form, or provides adequate bid security may result in rejection of the bid. C. Bids may be rejected if they show any unexplained erasures, omissions, alterations of forms, additions not called for, added restrictions or qualifying conditions or other irregularities of any kind. D. Bids will be considered if there are at least three bidders for the contract. E. Cabarrus County Schools reserves the right to reject any bid for any reason it deems for the good of the public or in the interest of the public s welfare. The Contractor is required to ensure that all employees have criminal background checks and pose no risk to the student population. Each person working on site must have a valid ID and check in and out in the front office through the Ident A Kid system daily. 9. EXECUTION OF AGREEMENT A. The form of agreement, which the successful bidder, as contractor, will be required to execute, is available from the Owner upon request. The General Conditions of the Contract, the Supplementary General Conditions, all sections of the Project Manual, and the drawings shall be carefully examined by each bidder prior to the submittal of a bid; no allowance shall be made by the Owner to a Contractor for failure to review or understand the provisions of the Contract. 10

11 B. The bidder to whom the contract is awarded by the Owner, shall, within 10 days after notice of award from the Owner, sign and deliver to the Owner all required copies of the agreement forms, with the required insurance certificates and payment and performance bonds on the proper forms. C. At, or prior to, delivery of the signed agreement, the Contractor shall deliver to the Owner documents described in the Project Manual and the policies or certificates of insurance as required by the contract documents. All bonds and policies or certificates of insurance shall be approved by the Owner before the successful bidder may proceed with the work. D. Failure or refusal to furnish bonds or insurance policies or certifications in the form satisfactory to the Owner and in a timely manner, could subject bidder to forfeit award of contract. 10. INTERPRETATION OF CONTRACT DOCUMENTS PRIOR TO BIDDING A. If any person contemplating submitting a bid for the consideration of the work is in doubt as to the true meaning of any part of the contract documents, or finds discrepancies in or omissions from any part of the contract documents, he may submit to the Cabarrus County Schools Facilities Management Dept. a written request for an interpretation or correction thereof, before the bids will be opened. B. Address all communications regarding this work to the Owner. C. Any interpretation or correction of the contract documents will be made by written addendum and will be mailed, faxed or delivered to each prime bidder of record. The Owner will not be responsible for any other explanations or interpretation of the contract documents. D. It is the responsibility of each bidder to verify for himself that he has received all Addenda before he submits his bid. It is responsibility of all sub-bidders and material suppliers to be familiar with and to include in their price, all Addenda issued up to the time of bid opening. Requests for clarification or additional information shall be accepted from the prime contractor only; sub-bidders and suppliers shall coordinate their requests through the prime contractors only. 11. PRE-BID CONFERENCE A. A pre-bid conference will be held at Cabarrus County Schools, Facilities Management Dept., 4425 Old Airport Rd, Concord NC, 28025,on Monday, November 24 th, 2014, at 1:00 p.m. B. In accordance with North Carolina G.S , specifications may list one or more preferred brands as an alternate to the base bid in limited circumstances. Specifications containing a preferred brand alternate under this section must identify the performance standards that support the preference. Performance standards for the preference must be approved in advance by the Owner in an open meeting. Any alternate approved by the Owner shall be approved only where (i) the preferred alternate will provide cost savings, maintain or improve the functioning of any 11

12 process or system affected by the preferred item or items, or both, and (ii) a justification identifying these criteria is made available in writing to the public. 12. RETURN OF BOUND BIDDING DOCUMENTS All bid documents shall be returned to the Owner in good condition or the Owner will request reimbursement for the set(s). END OF SECTION