Generator Service/Repair/Inspection Contract Specifications: Inspections, Preventive Maintenance, Repairs, and Load Testing: Vendor to provide quote for the requested services on the generators listed on the provided excel spreadsheet (Generator List). Vendor must schedule Preventive Maintenance Inspections one (1) week prior to inspection with designated GRDA personnel per location. Service to Be Provided: Vendor will provide the following services:
1) Scheduled preventative maintenance. a) Vendor will perform monthly, semiannual, and annual inspections. All inspections will be performed at the discretion of the GRDA.
b) Vendor will schedule the inspections with a designated representative of the GRDA at least 1 week prior to the inspection date.
c) Vendor will prepare and submit to GRDA all forms and documentation required by GRDA.
d) Vendor shall provide and install only OEM parts or OEM approved equivalents. Pricing for all parts will be provided and will only be installed with GRDA approval. GRDA reserves the right to obtain competitive bids for normal maintenance parts.
e) Vendor will provide and use OEM specified lubricants and consumables or approved equal.
f) Vendor will perform periodic inspections during normal work hours. Normal work hours shall be considered 7:00 AM to 3:30 PM, Monday through Friday, excluding holidays as defined by the State of Oklahoma.
g) Vendor shall provide to GRDA representative documentation showing the date of the visit and the generators that were checked and what work/inspections were performed on each. This documentation shall be provided in a timely manner, not to exceed one week after work completion. Any inspection findings that would hinder the normal function of the generator and are considered an immediate concern, will be communicated at the time of the finding to the GRDA representative, or designee. If it is not corrected at the time of finding, then the vendor will follow up with a written quotation to include recommended repairs and estimated cost, within 36 hours. 2) Periodic Tests a) The vendor will perform periodic load testing in accordance with the standard set by the NFPA110. 3) After Hours and Emergency Hours a) Vendor must be available after hours and for emergency call outs. GRDA reserves the right to declare a generator repair an emergency. Vendor will provide a single 24-hour telephone number for emergency service. Vendor will have a maximum of 2 hours to respond by telephone and a maximum of 4 hours to commence emergency repair. A completed non-collusion certificate is required and must be completed, signed & submitted with your bid if pricing is over $5,000.00. The blanket agreement is for a 12-month period, commencing 10/15/2024, or date of award (whichever is later), and ending 10/14/2025. The blanket agreement may be renewed at the same terms and conditions and pricing for up to four (4) one-year option periods unless canceled by either party. Contracting Officer: Name: Paul Proctor Phone: 405-297-9963, ext. 6 Cell: 918-500-0198 Email: paul.proctor@grda.com Question Deadline 10/08/2024 at 2:00 PM CT Questions arising during the bidding process should be submitted via email to the GRDA purchasing agent named on the RFQ or RFP. The GRDA purchasing agent shall coordinate a reply from the end user to ensure that all potential bidders are provided the same information. Under no circumstances shall a bidder discuss pricing with any GRDA employee prior to the bid opening. GRDA reserves the right to waive any informalities, reject any and all bids, and to award a contract, as applicable, in the best interests of the Authority. All bid responses become the property of GRDA and are subject to the Oklahoma Open Records Act. GRDA shall endeavor to protect technical information designated by the bidder as proprietary information; however, only technical information (i.e., "trade secrets") may be considered proprietary - pricing and other nontechnical aspects of the quote shall be considered non-proprietary. Quotations or proposals may be submitted to GRDA via postal mail, delivery service,e-mail, provided all required signatures can be transmitted successfully.
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