PUBLIC SERVICES DEPARTMENT 15 School Street Rangeley, Maine 04970 207-864-2294 publicworks@rangeleyme.org REQUEST FOR PROPOSALS FOR COMMERICAL GENERATOR MAINTENANCE & REPAIR Released February 3, 2017 Submissions Due February 28, 2017 GENERAL CONDITIONS A. PURPOSE The Town of Rangeley is issuing this Request for Proposals (RFP) to solicit sealed proposals from qualified vendors that specialize in commercial generator maintenance and repair for Town owned generators. Questions should be directed to Joe Roach, Public Services Director at publicworks@rangeleyme.org or 207-864-2294. B. CONTRACT PERIOD The initial term of a contract awarded as a result of this RFP shall be from July 1, 2017 through June 30, 2018. The contract may be renewed according to the terms stated herein for two (2) additional one (1) year periods. The contract shall terminate absolutely and without further obligation at such time as appropriated and otherwise unobligated funds are no longer available to satisfy the obligations of the Town under this contract. The Town does not guarantee a minimum value for this contract. The pricing for the 2017 fiscal year shall remain as bid for the entire year. Any price increases for subsequent years must be submitted to the Town of Rangeley Public Services Department no later than ninety (90) days prior to the renewal. The Contractor shall submit a price change request to the Director of Public Services (Director) detailing the additional services required with the associated costs. 1
If, at any time, the Town determines it is in its best interest to discontinue use of these services the Town reserves the right to cancel this Agreement by giving thirty (30) days advance written notice. The Town of Rangeley reserves the right to reject or accept any and all bids. C. SCOPE OF WORK Preventative Maintenance (PM) Preventative maintenance service will include: One (1) complete annual full service check October Two (2) additional semi-annual inspections for each generator March and July The following maintenance checks shall be provided on the equipment during the annual service check in October: Replace lubrication oil Replace lubrication oil filter Replace spark plugs except diesel Replace ignition points and condenser Check radiator, hoses (etc.) for leakage and pliability Check anti-freeze and add if low (up to 1 gallon) Clean sediment bowl or replace fuel filters Check fuel capacity Check unit for fuel or oil leakage Check and adjust fan and governor belts Service battery, add water, clean post, check specific gravity Service air filter Check all brushes for setting and wear Clean slip rings and commutator Wipe down outside of generator and motor Conduct safety shut down checks, oil pressure overspeed high temperature, etc. Inspect transfer switch for proper operation, check connections and settings Simulate power failure (with permission of owner or representative) Check charging rate of battery charger Any necessary programming & software updates and control adjustments All PM service work recommended by the manufacturer at this interval A complete written report of work performed and any findings shall be provided. The Following maintenance checks shall be provided on the equipment during semi-annual inspections in March and July: Full inspection of systems, including cooling, air intake, fuel, exhaust, electrical Active check while generator engine is running Check oil level Check for oil leaks Check fuel capacity Check air filter Check for air filter leaks 2
Check coolant level Check battery level Any necessary programming & software updates and control adjustments All PM service work recommended by the manufacturer at this interval Simulate power failure (with permission of owner or representative) Delivery of Services Normal business hours for Town of Rangeley are Monday through Friday, 8:00 AM through 4:00 PM, excluding observed holidays. Vendors responding to this proposal must be able to provide emergency services Twenty-four (24) hours a day, seven (7) days a week, three hundred sixty-five (365) days a year, including holidays, for the duration of the agreement. The Town of Rangeley expects the Vendor to give priority service to any call for generator maintenance services/repairs in the Town. Response time must be stated on the Vendor s RFP response form. Service will be performed in a variety of locations. Vendor is to coordinate scheduled visits with the Director of Public Services or his designee. No work is to be performed without prior knowledge of the Director or his designee. Emergency Service Response This service maintenance program is to provide emergency response twenty-four (24) hours a day, seven (7) days a week. Non-emergency requests for services are to be responded to within 24 business hours. The Vendor shall provide all of the transportation, equipment, and labor needed to complete necessary repairs. Note: EMERGENCY SERVICE CALLS ARE PART OF THIS AGREEMENT. Warranty Work Certain generators are currently still under warranty. Vendors are expected to honor these warranties to the fullest extent possible, and shall be qualified by the manufacturer(s) of the Town s equipment to perform warranty work on the equipment. Vendors shall list their approach to warranty work in their response. Equipment Repair Vendor will make repairs to equipment during normal business hours, except as noted above under Emergency Response. Equipment covered by original equipment manufacturers (OEM) warranty will be repaired under warranty first. Repairs to equipment outside of OEM warranty will be repaired under the terms of this service agreement. All components deemed defective will be replaced with new OEM approved parts or equivalent. Any damage to a facility because of the Vendor, employees or his work will be the responsibility of the Vendor to repair as required and supervised by the Town at the Vendor s expense. 3
If during the preventative/scheduled maintenance services, the Vendor determines the need for repair or replacement of parts, the scope of which extends beyond the assigned preventative/scheduled maintenance tasks, the Contractor shall promptly notify the Director or his designee. Exceptions Non-routine installations or repairs that will cost over $1,000.00 must be approved by the Director before any service is performed. Payment will not be made under this contract for such service unless prior approval is obtained and a Purchase Order (PO) is issued by the Director or his designee. Insurance Vendor must provide written evidence with their proposal of general liability insurance in the amount of one million dollars with the Town listed as additionally insured. Management Agent/Employees The Vendor shall appoint a main point of contact, or agent, who will routinely review operations and consult with the Town on current and future services. The vendor shall also appoint a secondary (back-up) point of contact and they shall be as familiar with the terms as the primary. The Vendor s agent shall be thoroughly familiar with all aspects of the contract and shall have full authority on the Vendor s behalf in all matters pertaining to the contract. References Proposers must submit at least three (3) references. Any contracts with municipal governments should be included. E. RESPONSES Sealed proposals are to be submitted to the Rangeley Town Office at 15 School Street, Rangeley Maine 04970, no later than 10:00 AM on Tuesday, February 28, 2017. Proposals must be submitted in a sealed envelope and clearly marked 2017 GENERATOR SERVICE PROPOSAL on the outside. Proposals will be opened on Tuesday February 27, 2017 at 10:00 AM local time at the Rangeley Town Office. Emailed or faxed submissions will be considered unresponsive. 4
TOWN OF RANGELEY, MAINE PUBLIC SERVICES DEPARTMENT RESPONSE FORM REQUEST FOR PROPOSALS FOR GENERATOR SERVICE Released February 3, 2017 We herewith submit our proposal in accordance with the acknowledged requirements and specifications hereinabove and hereinafter and further agree to comply with the general specifications hereinabove and hereinafter. Company Name: Company Address: Company Telephone: Authorized Representative Name: Authorized Representative Signature: Representative Telephone Number: Representative Email if Available: RETURN THIS PAGE AND PAGES 6 & 7 WITH YOUR PROPOSAL. PLEASE ATTACH ADDITIONAL ITEMS REQUESTED AND LIST ANY EXCEPTIONS OR ALTERNATES TO THE SPECIFICATIONS ON A SEPARATE SHEET(S) AND ENCLOSE IT WITH YOUR RESPONSE. The Town of Rangeley reserves the right to reject any and all proposals. 5
Company Name: The Town reserves the right to add or delete generators to this contract. Any changes will result in a contract amendment. Equipment Description Full Service Inspection Semi-Annual Inspection Total Cost Per Unit Kohler 8RESV, 7kw, LP, $ $ $ 2015. Radio Tower. Pow r Gard AE8, 8kw, LP. Oquossoc Fire Station. Pump Station #1, Main St Pump Station #2, 32 Robbins Ave Pump Station #3, 23 Mendolia Rd Pump Station #4, 221 Loon Lake Rd Treatment Plant Preventative Maint. Annual Cost $ RESPONSE TIMES For service calls during regular working hours: For EMERGENCY service calls during regular hours: For EMERGENCY service calls outside regular hours: Hourly labor rate for service calls not included in PM during regular working hours: 6
Hourly labor rate for EMERGENCY service calls outside regular hours: Please describe your warranty on the work and services that you provide: 7