This is a service / maintenance or supply contract in Waterford, Connecticut. Contact the soliciting agency for additional information.

The Town of Waterford is requesting sealed proposals from qualified contractors for the Preventative Maintenance and Service for Town-Wide Generators. The Town of Waterford is requesting proposals from generator repair service professionals experienced in preventative maintenance and servicing various diesel and LP gas generators. The work consists of the provision of maintenance service and, if necessary repairs, to stand-by and portable generators as per list, according to manufacturer's recommendations, including labor, plant, equipment, parts, and other goods and services incidental to the fulfillment of the contract, including the disposal of oil, filters, and other material(s) generated during the provision of these services. Geographical coordinates of these locations will be provided to potential bidders upon request. All annual routine service will be scheduled to coincide with the last completed annual maintenance. In addition to performing the annual service, the successful bidder must be available to perform "on-site" 24/7 emergency service to any of the listed generator sets, within a reasonable response time to be included on the bid form. Unless otherwise stated, throughout this document the term "generator" refers to the whole emergency stand-by power generation unit, including the connections from commercial power, the transfer switch, the engine, the alternator, etc. The successful contractor agrees to hold hourly rates for the periods specified in the Bid Proposal. Hourly rates are to include all costs for labor, equipment, and tools, including portal to portal transportation. The successful bidder must be able to provide a twenty-four (24) hour, 7 days/week, 365 days/year emergency service, and provide telephone number for a responsible party (parties), not for an answering service. From time to time, the Town of Waterford, at its sole option, may also engage the services of the successful bidder for the design and/or installation of replacement and/or new generator sets at Town facilities. These services will be negotiated on a job-by-job basis. It is the intent of the Town to award an initial contract for one (1) year, commencing the day the contract is signed by both parties. The Town reserves the right to extend the contract length annually upon agreement to same by the Vendor, and only up to two additional one year extensions. Nothing herein shall obligate the Town to any such extension. All bid prices contained within the accepted proposal must be held for the original and extended contract term or terms, should said agreement to extend the term or terms take effect. Considering the various make and/or brand of generators to be serviced, the successful bidder shall certify to the Town of Waterford that: 1)Technicians performing work on particular units are trained to conduct such work 2)The manufacturer's hardware, software, and other troubleshooting aids applicable to any of the brands to be serviced will be used. The following are basic service(s) that shall be performed annually on each of the generators, as applicable. All routine maintenance service shall be performed during normal business hours with notification/schedule forwarded in advance to the responsible Town designated representative. All services to be conducted in accordance with manufacturers instruction manuals. Unless accepted and/or directed by the Town of Waterford's designated representative, only OEM certified replacing parts are acceptable. 1. Operational inspection of the unit while under load. Maintenance and operational reliability and of the transfer switch. Check and record operating temperature, oil pressure, voltage regulator output, charging system, as well as checking for any coolant leaks or other abnormal operation. 2. Inspect cooling system for leaks and check coolant rating in degrees. Test anti-freeze in accordance with the generator equipment manufacturer's specifications (i.e. refractometer vs. floating ball hydrometer) for proper levels and fill if necessary. For each annual service, coolant systems of all the generators shall be tested and analyzed for contaminants and scheduled for flushing only as required following manufactures recommendations. All cost associated with the purchase and legal disposal of antifreeze shall be provided in a proposal to the owner before the work is scheduled. The CONTRACTOR will be responsible for the proper disposal of all liquids. All reports on condition/strength of antifreeze reported to owner annually. 3. Change oil and oil filters annually unless run times warrant more frequent servicing. It is the CONTRACTOR's responsibility to dispose of used oil and filters properly. Based on run hours, the OWNER's may request form CONTRACTOR , a sample of used oil to be sent out and analyzed, with a report delivered directly to the Town of Waterford Representative will be assigned at contract award, (copy to Contractor) from the Servicing Lab. 4. Factory OEM certified parts shall be used for all repair/replacement items. 5. Inspect all belts; adjust or replace as needed. 6. Replace air filter, oil & fuel filter elements with approved Fleet Guard, Baldwin or Wix filters. 7. Inspect governor controls. 8. Check all cut-off switches/alarms for proper operation. 9. Check electrical generator for proper operation under a load. Full load test to be scheduled with owner to verify proper operation of transfer switches/contacts. 10. Check all rubber hoses for wear and replace as required. 11. Where applicable, Gas/LP engines: Inspect complete ignition system, check timing, points, condenser, and spark plugs 12. Inspect the fuel delivery system including piping, solenoid valve and transfer tank where applicable. Perform a water test annually on all fuel tanks and include results in report. 13. Check the condition of the batteries and the charger unit. Check battery electrolyte levels and specific gravity, clean terminals as needed and apply corrosion proof solvents. 14. Check block heater for proper operation and temperature. 15. A written report of the service conducted and condition of each unit shall be completed, signed by the Town's on-site representative, and submitted to the respective Town Agency/Department along with an appropriate invoice, before payment can be issued. The report must include a list of all the work performed, cost, and parts installed, instrument readings, antifreeze levels (in degrees), adjustments performed, and any additional work that is performed on the listed unit. The oil sample analytical results for each unit are to be included with this report. All work shall be performed in the presence of the Town's representative. 16. Any additional work other than the routine service as listed above shall be approved by the Town before work shall proceed. The cost for this additional work shall be submitted in the form of a written estimate. Parts that are required will be supplied at cost plus 10% (copies of invoices shall be required on all parts). 17. Defective parts which are replaced are to remain on site for inspection prior to disposal by contractor unless instructed by the Town representative to remove and dispose of the parts. 18. Contact persons for the Town of Waterford are to be provided once contract is awarded. A list of the responsible Town representative will be provided along with the generator inventory. 19. In the event that one of the Town's generators as listed below requires removal and replacement with a new generator, the newly installed generator at that location shall be serviced and maintained according to the Contract Specifications for those tasks or work not included under the warranty. Question Deadline 05/23/2024 at 2:00 PM ET Questions concerning this Request for Proposal must be submitted through the Town's e-Procurement Portal