REAL ESTATE DEVELOPMENT AND MANAGEMENT INVITATION TO NEGOTIATE FOR GENERATOR MAINTENANCE AND REPAIR SERVICES ITN NO.

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1 REAL ESTATE DEVELOPMENT AND MANAGEMENT INVITATION TO NEGOTIATE FOR GENERATOR MAINTENANCE AND REPAIR SERVICES ITN NO.: DMS 10/ RELEASE DATE: NOVEMBER 29, 2010 Refer ALL Inquiries to Procurement Officer: Lysle W. Robinson, FCCM, FCCN Contract Administrator/Purchasing Analyst Departmental Purchasing Department of Management Services 4050 Esplanade Way, Suite 380.9X Tallahassee, FL Telephone: (850) Fax: (850) Page 1 of 53

2 TABLE OF CONTENTS SECTION 1 INTRODUCTORY MATERIALS DEFINITIONS BACKGROUND OVERVIEW TIMELINE SECTION 2 SPECIAL INSTRUCTIONS TO RESPONDENTS AMENDMENTS TO THE SOLICITATION DOCUMENTS QUESTIONS ALTERNATE REPLIES SPECIAL ACCOMMODATION CONFIDENTIAL, PROPRIETARY, OR TRADE SECRET MATERIAL CERTIFICATION OF DRUG-FREE WORKPLACE PROGRAM DIVERSITY INAPPLICABLE PROVISIONS OF ATT. B - PUR 1001 GENERAL INSTRUCTIONS FOR RESPONDENTS PRICE SHEET INFORMATION/INSTRUCTION INITIAL PRICING RESPONSE SUBMITTAL PASS / FAIL REQUIREMENTS RESPONSE EVALUATION CRITERIA NEGOTIATION PROCESS DISCLOSURE OF REPLY CONTENTS SUBCONTRACTING MANDATORY SITE VISITS 15 SECTION 3 TECHNICAL SPECIFICATIONS EQUIPMENT LOCATION, EQUIPMENT TYPE AND SERVICE TIMES ADDITION AND DELETION OF EQUIPMENT GENERAL SITE PROCEDURES OPTION 1- FULL SERVICE MAINTENANCE AND REPAIRS OPTION 2 - PREVENTIVE MAINTENANCE SERVICES (SEMI-ANNUAL AND ANNUAL) CONTRACTOR'S GENERAL REQUIREMENTS RECORDS AND DOCUMENTATION REPORTING REQUIREMENTS PERFORMANCE STANDARDS AND GUARANTEES DEPARTMENT RESPONSIBILITIES..34 SECTION 4 SPECIAL CONDITIONS INSPECTION AND ACCEPTANCE COMPLIANCE WITH LAWS PERFORMANCE BOND WARRANTY BACKGROUND CHECK CONTRACT MANAGEMENT CONTRACT TERM PREFERRED PRICE INSURANCE REQUIREMENTS 37 SECTION 5 FORMS INSTRUCTION AND INFORMATION ATTACHMENT 1 RESPONDENT S CONTACT INFORMATION ATTACHMENT 2 - CERTIFICATION OF DRUG-FREE WORKPLACE PROGRAM ATTACHMENT 3 - NOTICE OF CONFLICT OF INTEREST ATTACHMENT 4 - NON-COLLUSION AFFIDAVIT ATTACHMENT 5 - STATEMENT OF NO INVOLVEMENT ATTACHMENT 6 BUSINESS/CORPORATE REFERENCE ATTACHMENT 7 ADDENDUM / AMENDMENT ACKNOWLEDGEMENT FORM Page 2 of 53

3 INCLUDED AS SEPARATE DOCUMENTS: ATTACHMENT A PUR 1000 General Contract Conditions ATTACHMENT B PUR 1001 General Instructions to Respondents ATTACHMENT C FACILITY LIST ATTACHMENT D SITE VISITS ATTACHMENT E PRICE SHEETS OPTION 1 - Full Service Maintenance and Repairs ATTACHMENT F PRICE SHEETS OPTION 2 - Preventive Maintenance Service (Semi-Annual and Annual) ATTACHMENT G - PERFORMANCE STANDARDS AND GUARANTEES PRICE SHEETS See Section 2.09, A PLEASE THE PROCUREMENT OFFICER TO REQUEST ELECTRONIC COPIES OF ATTACHMENTS E AND F (PRICE LISTS). IF ANY OTHER ATTACHMENTS (C, D AND/OR G) REQUIRE AN ELECTRONIC COPY, PLEASE PROCUREMENT OFFICER WITH YOUR REQUEST. THIS SPACE INTENTIONALLY LEFT BLANK. Page 3 of 53

4 SECTION 1 INTRODUCTORY MATERIALS 1.01 Definitions A. Real Estate Development and Management (REDM): A division within the Department of Management Services (DMS). B. Contract: Means the legally enforceable agreement, if any that results from this solicitation. The parties to the Contract will be the DMS and the Contractor. C. Contractor: The Responsive Respondent who is awarded a contract as a result of this solicitation. D. Department: The State of, Department of Management Services, is referred to in this document as DMS or the Department. E. Procurement Officer: See Attachment B PUR 1001 General Instructions to Respondents for definition. F. Respondent: See Attachment B PUR 1001 General Instructions to Respondents for definition. G. Response: See Attachment B PUR 1001 General Instructions to Respondents for definition. H. State: The state of and its agencies Overview The Department is interested in entering into a contract with a vendor or vendors for services identified in Section 3 of the solicitation. The term of the prospective contract will be five (5) years with five (5), one-year renewals. Scope of Services Requested Option 1 - Full Service Maintenance and Repairs The Contractor shall provide full service maintenance and repairs of the engines, generator sets and fire-pump engines as identified in Attachment C, Facility List. The Contractor shall bear 100% (one-hundred percent) financial responsibility for all maintenance, repairs, replacement and labor costs (regardless of time of day) for said equipment. All services shall be provided in accordance with the requirements specified in this ITN and must meet or exceed the service levels described herein. Option 2 - Preventive Maintenance Service (Semi-Annual and Annual) Page 4 of 53

5 The Contractor shall provide semi-annual and annual maintenance service for the engines, generator sets and fire pump engines as identified in Attachment C, Facility List. All services shall be provided in accordance with the requirements specified in this ITN and must meet or exceed the service levels described herein Timeline Listed below are important dates and times during which actions must be taken or completed. If the Department finds it necessary to update any of the dates and times noted, it will be accomplished by an addendum to the solicitation. All times listed below are local times in Tallahassee,. DATE TIME 11/29/10 Release of Solicitation 12/07/10 12/21/10 Mandatory Site Visits 01/05/10 12:00 p.m. Questions Due 01/11/11 01/17/11 3:00 p.m. Replies Due/Opening Anticipated Date Answers to Questions are posted on the Vendor Bid System 01/19/11 01/24/11 Anticipated Dates of Evaluation 01/25/11 Anticipated Posting Date of Qualified Respondents on the Vendor Bid System 02/07/11 02/10/11 Anticipated Dates of Negotiations 02/21/11 Public Meeting Recommended Award 02/28/11 Anticipated Posting of Intended Award on Vendor Bid System 04/01/2011 Anticipated Contract Start Date THIS SPACE INTENTIONALLY LEFT BLANK. Page 5 of 53

6 SECTION 2 SPECIAL INSTRUCTIONS TO RESPONDENTS This section serves in conjunction with Attachment B - PUR 1001 General Instructions to Respondents Amendments to the Solicitation Documents The Department shall post amendments to the solicitation documents on the Vendor Bid System (VBS) at by selecting Department of Management Services in the Agency drop down box. Each Respondent is responsible for monitoring the VBS for new or changing information Questions Respondents shall address all questions regarding this solicitation, in writing, to the Procurement Officer identified on the cover sheet of this solicitation. The Department shall post answers to questions on the VBS as noted on Section 1, Timeline. (See Attachment B - PUR 1001 General Instructions to Respondents, Section 21. Limitation on Vendor Contact with Agency during Solicitation Period.) The Respondents shall advise the Department, in writing and prior to bid, of all discrepancies between these procedures and the manufacturer's specific procedures Alternate Replies Alternate replies and exceptions to this solicitation are not permitted. If the Respondent has any issue with the requirements or terms and conditions of this solicitation, such issues shall be presented to the Department and addressed by the Department during the question and answer phase of the solicitation. Including alternate replies or exceptions to this solicitation in any response may result in the response being deemed non-responsive to the solicitation Special Accommodation Any person requiring a special accommodation at Departmental Purchasing because of a disability should call Departmental Purchasing at (850) at least five (5) workdays prior to the scheduled event. If you are hearing or speech impaired, please contact Departmental Purchasing by using the Relay Service at (800) (TDD) Confidential, Proprietary, Or Trade Secret Material The Department takes its public records responsibilities, as provided under Chapter 119, Statutes and Article I, Section 24 of the Constitution, very seriously. If the Respondent considers any portion of the documents, data or records submitted in response to this solicitation to be confidential, trade secret or otherwise not subject to disclosure pursuant to Chapter 119, Statutes, the Constitution or other authority, the Respondent must also simultaneously provide the Department with a separate redacted copy of its response and briefly describe in writing the grounds for claiming exemption from the public records law, including the specific statutory citation Page 6 of 53

7 for such exemption. This redacted copy shall contain the Department s solicitation name, number and the name of the Respondent on the cover and shall be clearly titled Redacted Copy. The Redacted Copy shall be provided to the Department at the same time the Respondent submits its response to the solicitation and must only exclude or obliterate those exact portions that are claimed confidential, proprietary or trade secret. The Respondent shall be responsible for defending its determination that the redacted portions of its response are confidential, trade secret or otherwise not subject to disclosure. Further, the Respondent shall protect, defend and indemnify the Department for any and all claims arising from or relating to the Respondent s determination that the redacted portions of its response are confidential, proprietary, trade secret or otherwise not subject to disclosure. If the Respondent fails to submit a Redacted Copy with its response, the Department is authorized to produce the entire documents, data or records submitted by the Respondent in answer to a public records request for these records Certification of Drug-Free Workplace Program The State supports and encourages initiatives to keep the workplaces of s suppliers and contractors drug-free. Section , Statutes, provides that, where identical tie proposals are received, preference shall be given to a proposal received from a Respondent that certifies it has implemented a drug-free workforce program. If applicable, the Respondent shall sign and submit the attached Certification of Drug-Free Workplace Program form to certify that the Respondent has a drug-free workplace program. The Contractor shall describe how it will address the implementation of a drug-free workplace in offering the items of bid Diversity is a state rich in its diversity and is dedicated to fostering the continued development and economic growth of small, minority, women and service-disabled veteran owned business enterprises in the State of. Participation of a diverse group of vendors doing business with the State is central to our effort. To this end, it is vital that small, minority, women and service-disabled veteran owned business enterprises participate in the State s procurement process as both prime contractors and subcontractors under prime contracts. Small, minority, women and service-disabled veteran owned businesses are strongly encouraged to submit replies to this solicitation Inapplicable Provisions of Attachment B - PUR 1001 General Instructions to Respondents The following are not applicable: A. Section 3. Electronic Submission of Responses Responses shall be submitted in accordance with Section 2.10 of this solicitation. B. Section 5. Questions Questions shall be submitted in accordance with Section 2.02 of this solicitation Price Sheet Information/Instruction Initial Pricing Page 7 of 53

8 Each Respondent shall return the Price Sheets with its response to this solicitation. The Price Sheets shall identify the name of the Respondent, date of submission and shall bear the signature of a Business/Corporate Representative to the prices bid. The Price Sheets shall be returned under Tab 5 of the response submittal. By submitting a response under this solicitation, each Respondent warrants its agreement to the prices submitted. Any qualifications, counter offers, deviations or challenges shall render the bid non-responsive. The Contractor shall indicate NO BID, by initialing the NO BID line in the individual regions, if not bidding on services for any individual region. A. The Respondent shall the Procurement Officer identified on the cover sheet of this solicitation for an electronic version of the Price Sheets to complete. B. The Respondent shall price all items in the Region on the Price Sheets. Failure to price all items in a Region shall deem the Respondent non-responsive. Respondents are not required to bid on all Regions but must bid on all facilities within a Region. If zero is entered on the Price Sheets, the Respondent shall make a notation at the bottom of the Price Sheets indicating the intent of the zero. If no notation is made at the bottom of the Price Sheets, the Department will assume that the service(s) or item(s) bid will be at no cost to the Department. C. The Respondent shall print and sign the completed Price Sheets and submit in accordance with Section 2.10, A. D. The Respondent shall save an electronic version of its completed Price Sheets on a CD-Rom and submit with its response (see Section 2.10, B. 3.). Special Note: Respondent may provide an electronic version in a pdf format, but must provide a copy in Microsoft Excel. The Summary page for the Price Sheets for Option 1 and Option 2 will automatically populate as the Price Sheets are completed. The Department will verify all price sheet calculations for accuracy. If a mathematical error(s) in the Respondent s price sheets calculations is identified, unit prices submitted by the Respondent will be used to determine the total price for that Respondent. Price proposal points will be awarded based on the Department s verification and, if applicable, any corrected price sheets. Department-corrected price sheets will be made available upon written request. Best and Final Offers from qualified Respondents will be solicited to establish the best value for the Department Response Submittal Responses should be prepared simply and economically, providing a straightforward, concise description of the Respondent s ability to provide the solution sought by the solicitation. Excessive information distracts readers from focusing on essentials. When responding to specific questions, please reprint each question in its entirety before the response. Page 8 of 53

9 The response shall be limited to a page size of eight and one-half by eleven inches (8½" x 11"), unless otherwise indicated. Type size shall not be less than a 12-point font. The response should be indexed and all pages sequentially numbered. Bindings and covers will be at the Respondent s discretion. However, elaborate notebooks and hardback binders are discouraged. Elaborate brochures, artwork, expensive paper and expensive visual and other presentation aids are neither necessary nor desired. The overall response must be written in a concise manner, which is conducive to effective evaluation and product selection. The Respondent may not apply any conditions to any aspect of the solicitation (see Section 2.03). The only recognized changes to the solicitation prior to the opening will be by written amendments issued by the Department. A. The Respondent shall organize each response submittal contents as follows: Tab 1 Tab 2 Tab 3 Tab 4 Tab 5 Tab 6 A cover letter on the Respondent s letterhead with the following information: a) Name and headquarters location of the Respondent. b) Primary location from where the work will be executed. Completed Attachments 1 7 and Attachment D Pass/Fail Requirements As indicated in Section Response Evaluation Criteria As indicated in Section Attachment E - Price Sheets Option 1 Full Service Maintenance and Repairs Attachment F Price Sheets Option 2 Preventive Maintenance Service (Semi-Annual and Annual) Exceptions If any, to the solicitation (see Section 2.03). B. The Respondent shall submit: 1. One (1) original version of the response submittal, with four (4) copies. 2. One (1) original signed version of the price sheet, with four (4) copies. 3. One (1) scanned copy of the entire response and price sheet (see Section 2.09, D.) on a CD-ROM (with large files scanned as several separate.pdf files.) Special Note: Respondent may provide an electronic version in a pdf format, but must provide a copy in Microsoft Excel. The Summary page for the Price Sheets for Option 1 and Option 2 will automatically populate as the Price Sheets are completed. Page 9 of 53

10 4. One (1) REDACTED scanned copy of the response, if applicable (see Section 2.05). 5. Sealed packages to be delivered shall be clearly marked on the outside of the package with the solicitation number and company name. 6. Submitted hardcopies contained within the sealed packages shall be clearly marked with the Respondent s company name and solicitation number. Respondents are responsible for submitting responses to the Procurement Officer by the date and time specified in Section 1 of the solicitation. The Department shall not consider late responses Pass/Fail Requirements The Respondent must satisfy the requirements listed below. By submitting a response, the Respondent certifies that it either meets or exceeds the requirements below. The Respondent shall place this information under Tab 3 of its response submission. A. Timely Response Submission Response received by the date and time indicated in the Timeline, Section B. Convicted Vendor List The Respondent has not been disqualified from the public contracting and purchasing process in accordance with Section (3) (d), Statutes. C. Suspended Vendor List The Respondent has not been removed from the Department s vendor list pursuant to Rule 60A-1.006, Administrative Code. D. MyMarketPlace Registration Respondents desiring to sell commodities or contractual services to the State are required by Rule 60A-1.030, Administrative Code, to register in MyMarketPlace. Also, see Attachment A PUR 1000 General Contract Conditions. E. Articles of Incorporation/Certificate of Authorization The Respondent shall provide the Department copies of its Articles of Incorporation in order to transact business in State of. NOTE: Pursuant to Section 4.02, Compliance with Laws, out-of-state corporations are required to obtain a Certificate of Authorization from the Department of State, Division of Corporations, to transact business in the State of. The Respondent agrees to attain such authorization within seven (7) business days of notice of award, should the Respondent be awarded. Website: F. Local Service Area Address Presence Page 10 of 53

11 1. Due to the critical operation of the generators and fire pumps, the Department requires the Respondent to have a local service area presence within the Region to timely respond to service calls per Section 3. The Respondent shall indicate in its response the address from where services will be provided. The Respondent shall have an established presence in the Region being bid Response Evaluation Criteria Respondents may submit Price Sheet responses to Option 1 or Option 2, or both Option 1 and Option 2. However, Respondents MUST submit one (1) Tab 4 for each Option that the Respondent wishes to submit in order to be considered for award. The information submitted via Tab 4 will be used to evaluate both Option 1 and/or Option 2. An evaluation team will be established to review and evaluate responses received for this solicitation. For the purposes of evaluation, scoring and ranking, responses are divided into three (3) categories. The following shows the maximum number of points that may be awarded by category. (See Attachment B - PUR 1001 General Instructions to Respondents, Section 15. Clarifications/Revisions.) The Respondent shall insert this information from this section under Tab 4 of its response submittal. Category 1 Qualifications Category 2 Technical Specifications Category 3 Price 50 Points 40 Points 10 Points Evaluators will use the following criteria to evaluate Respondents proposals. A. Qualifications (Maximum 50 Points) Evaluators, based on the Respondents detailed responses, will award points subjectively for Qualifications. Respondents should ensure descriptions are elaborate and clear. The Respondent shall provide the following information to support its qualifications and experience: 1. Years of Experience (0 10 Points) Please indicate the number of years your organization has provided the services identified in this ITN (the Services). 2. Current Contracts (0 10 Points) Submit a list of current contracts of similar size and scope wherein the Respondent has provided the Services as a Contractor. The list shall also contain the name, contact name and address, telephone number and address of the entity who received the services from the Respondent. In addition, the listing shall include a detailed description of the services provided to the identified customer. Consideration shall be given to the duration of such contracts, the volume of services and the quality of services provided. Page 11 of 53

12 3. Ability to Perform (0 10 Points) The Respondent s ability to provide the operational services described in this solicitation based upon its past professional experience and performance. 4. Project Team (0 10 Points) Provide a listing of each team member that the Respondent will be using to provide the services. The listing shall provide the team member s name, title and years of services with the Respondent, and a description of the duties and responsibilities of each identified team member. 5. Business/Corporate References (0 10 Points) The Respondent shall furnish with its response a minimum of six (6) references with at least four (4) of those references having eight (8) generators or more currently in service under a maintenance contract agreement with its company utilizing the form provided as Attachment 6 of this solicitation to support the requirements of the Business/Corporate Experience. In order to qualify current experience, services described by corporate references shall be ongoing or shall have been completed within the twenty four (24) months preceding the issue date of this solicitation. References should be directly relevant to the services in the solicitation. References that do not support the service delivery experience may be rejected, along with any incomplete Business/Corporate Reference forms. References will not be accepted from the following: 1. Current employees of the Department. 2. Former employees of the Department within the past three (3) years. 3. Persons currently or formerly employed by the Respondent s organization. 4. Board members of the Respondent s organization. 5. Relatives. 6. Corporations based solely in a foreign country. 7. A member of the Respondent s organization who has written, completed and submitted the form on behalf of the reference. B. Technical Specifications (Maximum - 40_ Points) The Respondent must respond to Section 3 by inserting the response immediately below the text of each numbered section and subsection. If the Respondent deems a particular section or subsection does not require a detailed response, the Respondent will indicate that they have Read, Understood and Acknowledged or otherwise below that particular section or subsection. For example: 3.02 Facilities Served, Equipment and Service Times A. Addition of Facilities/Equipment Served. Response: Page 12 of 53

13 Respondent will insert their response here or insert Read, Understood and Acknowledged. Based on the Respondent s response, evaluators will award points as follows: 1. Section 3.01, C. 1 and C. 2 - Service Times 0 5 Points 2. Section General Site Procedures 0 5 Points 3. Section Option 1 - Full Service Maintenance and Repairs 0 5 Points Section Option 2 - Preventive Maintenance Service (Semi-Annual and Annual) Section 3.06, A Contractor s General Requirements Section 3.06, B - Staffing Requirements Section Records and Documentation Section Reporting Requirements Section Performance Standards and Guarantees 0 5 Points 0 5 Points 0 2 Points 0 3 Points 0 5 Points 0 5 Points C. Price (Maximum 10 points) The Procurement Officer will be responsible for calculating and awarding points for price as follows: 2.13 Negotiation Process Option 1: The Respondent with the lowest price will receive 10 (ten) points. Each additional Respondent will be awarded a percentage of the 10 (ten) points relative to the lowest full service maintenance and repair total (Lowest Price/ each additional Respondent s Price x 10 (ten) points = Points Awarded). Option 2: The Respondent with the lowest price will receive 10 (ten) points. Each additional Respondent will be awarded a percentage of the 10 (ten) points relative to the lowest preventive maintenance total (Lowest Price/each additional Respondent s Price x 10 (ten) points = Points Awarded). Using the evaluation criteria specified above, and in accordance with Section , Statutes, the Department shall evaluate and rank responses. At the Department s sole discretion, it may negotiate with more than one qualified Respondent. The Department intends to conduct negotiations with qualified Respondents whose proposed service delivery demonstrates the best ability to meet the needs of the Department and provides the best value to the state. The Department will negotiate with Respondent(s) either serially or concurrently. Page 13 of 53

14 Respondent(s) may be requested to make a presentation and provide additional references, etc. The Department reserves the right to require attendance by particular representatives of the Respondent(s). Any written summary of presentations or demonstrations shall include a list of attendees, a copy of the agenda and copies of any visuals or handouts, and shall become part of the Respondent(s) response. Failure to provide the requested information may result in rejection of its response. After sufficient negotiations, the Department will request a Best and Final Offer from all qualified Respondents with whom it negotiated for final consideration prior to a final award decision. After submission of Best and Final Offers to the Procurement Officer (electronic version via ), the Department reserves the right to clarify any element of required service delivery or further negotiate pricing with a single Respondent or all qualified Respondents prior to final award. In addition, subsequent to establishing a contract resulting from this solicitation, if the Department determines that additional services within the scope of the service, additional minimum specifications, modifications or deletions are needed and it is in the Department s best interest to amend the scope of service with regards to the specified service delivery, then the Department may enter into negotiations with the Contractor to amend the Contract. In the event any Contract resulting from this solicitation is terminated early by either party, the Department reserves the right to negotiate with the next highest-ranking responsive and responsible Respondent. Consideration shall be given to price, location, site inspection and performance of other contract awardees. At any time during the solicitation process, the Department may reject any and all responses and may modify its statement of services sought, tasks to be performed and the deliverables Disclosure of Response Contents All documentation produced as part of this solicitation shall become a public record of the Department and may not be removed by the Respondent or its agents or be returned. The Department shall have the right to use any or all ideas or adaptations of the ideas presented in any response. Selection or rejection of a response shall not affect this right Subcontracting No subcontracting will be permitted under the resulting Contract of this solicitation Mandatory Site Visits Respondents shall visit every facility in a Region, as listed in Attachment C, Facility List, for which the Respondent wishes to be considered for an award. The site visits will allow the Respondent the opportunity to review the scope of work and to inspect all general and specific conditions that may affect the preparation of a response, if any, and/or the performance of the resultant Contract. A. Respondent s Responsibility Page 14 of 53

15 1. Contact the Facility Manager identified in Attachment C, Facility List, to schedule site visits. 2. Visit sites during the dates indicated in Section 1, Timeline. 3. Obtain the Facility Manager s signature and date on Attachment D, Site Visits, for each site visited. 4. Submit Attachment D as indicated in Section 2.10, Response Submittal. FAILURE TO ATTEND A MANDATORY SITE VISIT MAY RESULT IN DISQUALIFICATION. THIS SPACE INTENTIONALLY LEFT BLANK. Page 15 of 53

16 SECTION 3 - TECHNICAL SPECIFICATIONS Option 1 - Full Service Maintenance and Repairs The Contractor shall provide full service maintenance and repairs, and shall be responsible for all maintenance, repairs and/or replacement costs for equipment identified in Attachment C, Facility List, All services shall be provided in accordance with the requirements specified in the following sections of this ITN and must meet or exceed the service levels described in these sections. Option 2 Preventive Maintenance Service (Semi Annual and Annual) The Contractor shall provide semi-annual and annual preventative maintenance service. All services shall be provided in accordance with the requirements specified in the following sections of this ITN and must meet or exceed the service levels described in these sections Equipment Location, Equipment Type and Service Times A. Equipment Location See Attachment C, Facility List. B. Equipment Type See Attachment C, Facility List. C. Service Times All services, unless otherwise coordinated and approved by the Contract Manager and/or designee, shall be conducted during normal working hours, Monday through Friday, 7:00 a.m. until 5:00 p.m. 1. Scheduling Annual and quarterly maintenance schedules will be provided to the Facility Manager at least seven (7) working days in advance by , and a phone call reminder or at least twenty-four (24) hours prior to being on-site. 2. Response Time (Emergency) A service technician will be on-site within two (2) hours of notification to assess problem or problems and determine corrective actions. The Facility Manager or designee shall be advised of all findings Addition and Deletion of Equipment A. Additions In the event the Department requests services at facilities not currently listed, the Contractor shall provide a written estimate for those services within thirty (30) days of written notice from the Department. If the Department and the Contractor cannot mutually agree to a price for services for the additional facilities, the Page 16 of 53

17 Department reserves the right to procure products and services for the facilities from another Respondent that offered to provide services for that county or otherwise procure the services as authorized by law. B. Deletions The Department shall provide written notice to the Contractor a minimum of thirty (30) days prior to deletions. An amendment to the Contract will be issued for deletion of equipment or a facility General Site Procedures For each visit to a site to perform work under this Contract, the Contractor's staff shall report to the Department s Facility Manager or designee without fail. The Contractor s technician shall fill in and update the site service log for the generator/fire pump engine upon each visit regardless of whether the visit is for preventative maintenance or repair service Option 1 - Full Service Maintenance and Repairs The Contractor shall be responsible for providing full service maintenance and repairs for the engine and generator sets identified in Attachment C, Facility List. All services shall be provided in accordance with the requirements specified in the following sections of this ITN and must meet or exceed the service levels described in these sections. General maintenance guidelines are from the NFPA (National Fire Protection Association) 110, Sections A.8.1 through A Standard for Emergency and Standby Power Systems 2010 Edition. A. Annual Maintenance Service Annual maintenance shall include all of the requirements of the quarterly maintenance service (Section 3.04, B) along with the following additional services: 1. Change the oil and filters in all generators to conform to manufacturer s specifications that shall be done annually and/or every one hundred (100) hours of operation, whichever occurs first. Only manufacturer s approved oil and filters shall be used. 2. Lubricating System a. change governor oil (where applicable) b. change injection pump oil (where applicable) c. change oil in crankcase breather (where applicable) d. take oil sample, send to laboratory for analysis and provide a copy of the report to the respective Contract Manager and Facility Manager within thirty (30) days from the service date 3. Fuel Delivery System Page 17 of 53

18 a. lubricate the day tank float switch and manual pump (where applicable) b. replace fuel filters c. lubricate carburetor and linkage (where applicable) d. lubricate governor linkage and service air filters 4. Cooling System 5. Battery a. replace water filters (where applicable) a. check specific gravity and load test, and replace as needed 6. Exhaust System a. drain condensation where possible b. check and lubricate heat riser plate 7. Ignition System a. replace plugs (where applicable) b. replace points (where applicable) c. replace condenser (where applicable) d. replace rotor (where applicable) e. inspect cap, replace as necessary (where applicable) f. lube point cam (where applicable) g. lube advance wick (where applicable) h. lube upper and lower bearing i. set timing j. inspect and lube mechanical advance (where applicable) k. inspect wires 8. Generator a. clean rings and commutator b. lubricate over speed switch c. check diode heat sinks d. inspect rear bearing 9. Engine Running a. test Low Oil Pressure safety switch record seconds to shutdown b. test High Engine Temperature safety switch record seconds to shutdown c. test Over speed safety switch record seconds to shutdown d. check pre-alarms (where applicable) e. check over crank system record seconds to shutdown f. check cycle cranker time record seconds of cranking; seconds of rest Page 18 of 53

19 10. Accessories a. lubricate all hinges, door locks, snap covers, etc. 11. Loadbank Test a. loadbank (resistive and reactive) test each generator under full-rated load for at least two (2) hours b. record of all operating systems of the alternator and the engine during the loadbank test c. provide a complete written report of the loadbank test to the Contract Manager and Facility Manager or designee for each generator set B. Quarterly Maintenance Service The Contractor shall provide quarterly inspections and preventive maintenance services of all equipment to be established on a schedule during each quarter provided by the Contract Manager or his/her designee. Testing and adjusting of the equipment will be performed on-site. On a quarterly basis for the term of the Contract, the Contractor shall conduct all checks as required by the manufacturer s operating documents or per the Department s request. The Contractor shall perform the following services on all equipment, systems or components: 1. Test each generator for at least one-half (1/2) hour under no load for quarterly inspections 2. Lubricating System a. check lube oil level and add oil as necessary b. inspect for oil leaks - check and re-torque connections to manufacturer s specifications c. check governor oil level and add oil as necessary (where applicable) d. check condition of lube oil hoses and connections e. check oil base heater and adjust if necessary f. check injection pump oil level and add oil if necessary (where applicable) check engine breather - clean and remove any oil residue, dust, dirt or other restriction g. start engine, check oil pressure and adjust if necessary to manufacturer s specifications h. check engine oil stick for water or residue i. check turbo-charger for oil leaks (where applicable) j. check front and rear crank shaft seals for oil leaks k. check equipment hour meter for hours of operation; refer to manufacturer s operation and service manual; if hours of operation are near or exceed manufacturer s stipulated time for oil service, change oil and filter with manufacturer s approved oil and filter; start engine and check for oil leaks at the filter; and check oil stick for proper oil level Page 19 of 53

20 l. engine oil sample taken with written report furnished to the Contract Manager 3. Fuel Delivery System a. inspect fuel lines, hoses, connections, clamps, injectors/carburetors, injector pumps, and priming pump, etc. for leaks and correct as needed b. check operation of day tank (where applicable) c. drain water from fuel traps (where applicable) d. drain water from day strainer (where applicable) e. clean sediment bowl (where applicable) f. check for water in fuel g. inspect fuel filter and change filter as necessary h. check fuel pressure ensuring compliance with manufacturer s specifications 4. Cooling System a. check for leaks b. check coolant level and add if necessary c. check coolant PH and add long-life anti-freeze and replace as necessary d. check all belts for cracks or wear and replace as necessary e. check all belts for proper tension and adjust as necessary f. check condition of water hoses and clamps g. check for leakage and repair leaks h. check water, filter, and replace water filter elements annually or as needed, whichever is sooner i. pressure test radiator and cap j. check water pump for leaks and bearing noise k. verify the temperature gauge is reading the correct temperature using infrared device l. check operation of engine heater and switch m. check fan & radiator for physical damage, obstruction & leaks n. drain and replace anti-freeze, when required 5. Air Systems a. check air cleaner (dry type) b. check turbocharger clearance (where applicable) c. check and service oil bath air cleaner as needed (where applicable) d. check air hoses and connections (where applicable) 6. Electrical System a. check battery fluid and correct if necessary b. check battery specific gravity and correct if necessary c. check battery trickle charger and record rate d. check battery connections and clean and tighten if necessary e. lubricate generator, starter/cranking Page 20 of 53

21 f. check air compressor, if not electric start g. check for loose load line connections and emergency supply line connections 7. Exhaust System a. inspect the entire exhaust system b. check raincap for leaks c. inspect the manifold connection for leaks and re-torque as necessary 8. Engine Safety Controls a. check operations of all safety controls and emergency stops 9. Engine Test - No Load a. start engine and check operation and adjust RPM if necessary b. observe oil pressure and record 10. Ignition System a. inspect all wires b. check ammeter for discharging while cranking c. check ammeter for full charge at start-up 11. Generator Sets a. check slip rings b. check commutator c. check brushes to assure they are free d. inspect generator wiring for fraying e. check and record each phase volts, amps and frequency, and check operation of transfer switch f. check automatic start-up g. check generator grounding h. adjust voltage regulator i. check generator windings and armature for cleanliness j. check excitor belts for fraying or cracking k. check excitor and regulator for cleanliness l. check generator mounting bolts for tightness and re-torque as required m. lubricate generator bearings, drive and joints n. inspect for potential hazards resulting from vibration and/or pressure o. check for alternator vibration; p. inspect and torque (if necessary) all main supply, emergency supply and load line connections q. verify phase relay drop out and pickup points, adjust, if necessary 12. Transfer Switch a. check all wiring b. inspect to assure all supply and load lines are tight Page 21 of 53

22 c. check for proper mechanical operation of the transfer mechanism d. note settings on timers and assure they are proper for the application e. verify phase relays drop out and pick up points, traditionally drop out at 70% and pick up at 90% of rated voltage, and adjust if necessary f. attach calibration tag with date and calibration of relays noted g. advise the Contract Manager as to any options he might want to add or change 13. Engine a. check for engine noises b. check carburetor/injectors for proper adjustments and operation and correct as necessary c. check choke adjustment (where applicable) d. check engine for excessive smoke e. check for air in the induction system f. check cylinder head and head gasket g. check for excessive blow by h. check turbocharger for noise i. check prelube pump for proper operation j. check engine high idle speed and correct if necessary k. check engine low idle speed and correct if necessary l. check emergency shutoff for proper operation m. check engine for proper operation at rated speed n. inspect engine mounting bolts, tightening bolts if loose and replacing bolts if broken o. check engine wiring harness for breaks or wear, repairing harness if broken and repairing and re-routing if worn to prevent wear 14. Testing While engine is running under actual connected load such as during Loadbank test, adjust voltage and frequency; a. adjust clock exerciser as necessary b. test delay start c. test delay pick-up d. test delay retransfer e. test delay cool down f. test delay transition g. test delay preheat h. calibrate undervoltage sensors i. calibrate overvoltage sensor j. calibrate generator sensors k. record load per leg l. record voltage per leg m. record frequency n. record oil pressure o. record water temperature p. check battery charging system q. clean up work area Page 22 of 53

23 C. General Maintenance Responsibilities 1. The Contractor shall correct all deficiencies discovered during the annual and quarterly maintenance service visits described above at the Contractor s sole expense. The Contractor shall keep the equipment in proper working condition at all times. 2. The Contractor shall be responsible for removal and disposal of all oil and filters and shall comply with all Federal, State, and local regulations for disposal of hazardous materials. 3. Department personnel will perform a weekly inspection. This inspection will be to check oil, coolant, fuel, batteries, gauges, belts, oil pressure, engine temperature, etc. Liquids will be topped off with Contractor provided supplies. All major problems will be promptly reported to the Contractor who shall take appropriate action based upon Section 3.04, D, Repair and Response Time as delineated below. D. Repair and Response Time 1. Repair or replacement of all equipment, additional equipment and any replacement equipment, is the responsibility of the Contractor. The Contractor shall keep the equipment in proper working condition at all times. 2. Response time for emergency repairs shall require that a technician be on-site within two (2) hours from time of notification to the Contractor by the Department. In the event the Contractor fails to meet this requirement, a second independent contractor may be called in to perform this function and the cost of this service (including parts) will be deducted from the original Contractor s price. 3. Response time for non-emergency repairs shall be within twenty-four (24) hours from time of notification to the Contractor by the Department. In the event the Contractor fails to meet this requirement, a second independent contractor will be called in to perform this function and the cost of this service (including parts) will be deducted from the original Contractor s price. 4. In the event an emergency repair cannot be completed within eight (8) hours of response by the Contractor, a portable unit shall be supplied by and connected by the Contractor. All temporary, portable units shall be fully operational and of equitable service capability. All costs associated with the hook up, disconnect, pick-up, delivery and rental charges of temporary portable units will be the responsibility of the Contractor. 5. Travel time to and from a job site shall be non-billable. Page 23 of 53

24 E. Warranted Equipment The original warranty supplier shall provide all new equipment warranty work. All warranty responsibility for previously purchased equipment will continue to be provided by the original warranty supplier until expiration of the warranty period. Upon expiration of the warranty period, responsibility for maintenance and repairs shall automatically transfer to the Contractor awarded any Contract that may result from this ITN, unless otherwise directed by the Department s Contract Manager. All trouble calls shall be initially reported to the Contractor. If the trouble call involves a warranty item, the Contractor shall notify the Department s Contract Manager, who will then have the responsibility of placing and tracking the warranty trouble call with the warranty supplier. Maintenance of the warranty inventory list and the notification of a warranty trouble call to the Department shall be provided by the Contractor at no additional cost to the Department. F. Replacement Parts 1. The Contractor shall provide, at no cost to the Department, all test equipment, tools, materials and parts necessary to maintain and/or repair equipment. 2. Services under this Contract shall include the provision of unlimited replacement parts with the exception of the following: a. Replacement parts required to repair damage due to fire, flood, wind and vandalism b. Replacement parts required to repair damage due to actions of the Department relating to alterations or attachments to the equipment 3. The cost of replacement parts not included in this Contract shall be in accordance with the following: a. Cost shall not exceed current manufacturer s price, regardless of the reason for the replacement b. Cost shall not exceed the cost for replacing the entire unit c. Cost shall be the lesser of: 1) the bidder s standard government discounted price 2) the price available to the Department on a State of contract 3) a special sales price offering 4) the lowest price given to any customer 4. Replacement parts must be genuine original manufacturer s parts, unless approved by the Department, and must be either new or like new refurbished parts. Replaced (old) parts shall become the property of the Contractor. New and refurbished replacement parts shall become the property of the Page 24 of 53

25 Department. Only parts approved by the original manufacturer, for the specific device being serviced, shall be used when replacement parts are required Option 2 Preventive Maintenance Service (Semi-Annual and Annual) The Contractor shall be responsible for providing preventative maintenance service (semi-annual and annual) for engine and generator sets identified in Attachment C, Facility List. All services shall be provided in accordance with the requirements specified in the following sections of this ITN and must meet or exceed the service levels described in these sections. General maintenance guidelines are from the NFPA (National Fire Protection Association) 110, Sections A.8.1 through A Standard for Emergency and Standby Power Systems 2010 Edition. A. Annual Maintenance Service The Contractor shall provide annual inspection and preventive maintenance services of equipment during March and April or by a maintenance schedule provided by the Contract Manager or his/her designee. Annual maintenance shall include all of the requirements of the semi-annual maintenance service (Section 3.05, B) along with the following additional services: 1. Change the oil and filters in all generators to conform to manufacturer s specifications that shall be done annually and/or every one hundred (100) hours of operation, whichever occurs first. Only manufacturer s approved oil and filters shall be used. 2. Lubricating System a. change governor oil (where applicable) b. change injection pump oil (where applicable) c. change oil in crankcase breather (where applicable) d. take oil sample; send to laboratory for analysis; provide a copy of the report to the Contract Manager and Facility Manager within thirty (30) days from the service date 3. Fuel Delivery System a. lubricate the day tank float switch and manual pump (where applicable) b. replace fuel filters c. lubricate carburetor and linkage (where applicable) d. lubricate governor linkage and service air filters 4 Cooling System a. replace water filters (where applicable) 5. Battery a. check specific gravity and load test and replace as needed Page 25 of 53

26 6. Exhaust System a. drain condensation where possible b. check and lubricate heat riser plate 7. Ignition System a. replace plugs (where applicable) b. replace points (where applicable) c. replace condenser (where applicable) d. replace rotor (where applicable) e. inspect cap, replace as necessary (where applicable) f. lube point cam (where applicable) g. lube advance wick (where applicable) h. lube upper and lower bearing i. set timing j. inspect and lube mechanical advance (where applicable) k. inspect wires 8. Generator a. clean rings and commutator b. lubricate over speed switch c. check diode heat sinks d. inspect rear bearing 9. Engine Running a. test Low Oil Pressure safety switch and record seconds to shutdown b. test High Engine Temperature safety switch and record seconds to shutdown c. test Over speed safety switch and record seconds to shutdown d. check prealarms (where applicable) e. check over crank system and record seconds to shutdown f. check cycle cranker time and record seconds of cranking; seconds of rest 10. Accessories a. Lubricate all hinges, door locks, and snap covers, etc. 11. Loadbank Test a. loadbank (resistive and reactive) test each generator under full-rated load for at least two (2) hours b. record of all operating systems of the alternator and the engine during the loadbank test c. provide a complete written report of the loadbank test to the Contract Manager and Facility Manager or designee for each generator set. Page 26 of 53