1-25-176-V Solicitation Packet 2025-08-07.pdf

REQUEST FOR BEST VALUE BID NO. 25-176-V

ELECTRICAL GENERATOR REPAIR AND

MAINTENANCE SERVICES

PRE-BID MEETING:

Friday, August 15, 2025, at 9:00 AM Central

BID SUBMITTALS ARE DUE PRIOR TO:

Wednesday, August 27, 2025, at 11:00 AM Central

BID MAY BE SUBMITTED ELECTRONICALLY TO (Registration is free):

ntmwd.bonfirehub.com

DOCUMENTS MAY BE DELIVERED TO:

NORTH TEXAS MUNICIPAL WATER DISTRICT

PROCUREMENT DEPARTMENT

501 E. BROWN STREET

WYLIE, TX 75098

DOCUMENTS MAY BE MAILED TO:

PROCUREMENT DEPARTMENT

PO BOX 2408

WYLIE, TX 75098

NORTH TEXAS MUNICIPAL WATER DISTRICT CONTACT:

Nancy Leyva nleyva@ntmwd.com

INSTRUCTIONS TO BIDDERS

1. REQUIRED INFORMATION

The North Texas Municipal Water District’s (NTMWD) solicitation packets contain various documents that require completion by the bidder. Said information must be completed and submitted prior to the closing date and time for the submission of bids. Failure to provide required information may result in the rejection of your bid.

2. SUBMISSION OF BIDS

A response to a Request for Bid (RFB) may be submitted to NTMWD by any of the following means:

• Electronically submitted via ntmwd.bonfirehub.com;

• Hand delivered to the North Texas Municipal Water District Administrative Building, 501. E. Brown Street, Wylie, Texas 75098;

• Mailed to the North Texas Municipal Water District, Procurement Department, at P.O. Box 2408, Wylie, Texas 75098;

• No oral, telegraphic, telephonic, or facsimile submittals will be considered or accepted.

3. OFFICIAL TIME & LATE SUBMITTALS

The time clock at the North Texas Municipal Water District front receptionist area shall be the official time of receipt for all responses to a RFB submitted in hard copy paper form. All submittals received after the submission deadline shall be rejected. Absolutely no late submittals will be considered. Bidder will be notified of the rejected late bid submission and will advise NTMWD as bidder’s desired disposition of the bid submittal by either (1) pick up, (2) return at bidder’s expense, or (3) destroyed with written authorization of the bidder. If bids are sent by USPS to the Administration Building, the bidder shall be responsible for actual delivery of the bid to the Administration Building before the advertised date and hour for opening of bids. If mail is delayed either in the postal service or in the internal mail system of NTMWD beyond the date and hour set for the bid opening, bids thus delayed will not be considered and will be disposed of as authorized.

4. NOTIFICATION

NTMWD uses www.bonfire.com and The Wylie News to disseminate notification of bid opportunities. NTMWD shall not be responsible for receipt of notification and information from any source other than those listed above. It shall be the Bidder’s responsibility to verify the validity of all information received by sources other than those listed.

5. ELECTRONIC SUBMITTALS

NTMWD exclusively uses Bonfire for the electronic notification and dissemination of all bids. The receipt of documents through any other company may result in the receipt of incomplete specifications and/or addenda.

NTMWD accepts no responsibility for the receipt and/or notification of solicitations through any other company.

To streamline the solicitation process, all Bidders are highly encouraged to utilize the Bonfire system. There is no cost to the Bidder to download or respond to NTMWD solicitations on Bonfire. Even though electronic response submission are recommended, Bidders may continue to submit a hard copy, paper bid directly to NTMWD if desired.

6. MODIFICATION AND WITHDRAWAL

Bids may be withdrawn at any time prior to the official opening of the bids. Alterations made by a bidder before opening time must be initialed by bidder guaranteeing authenticity and must be resealed. After the official opening, bids become the property of NTMWD and may not be amended, altered, or withdrawn without the authorization of the Procurement Manager.

7. BID OPENINGS

All submittals will be opened and presented according to the legal requirements for the type of solicitation at the designated time and place specified in the solicitation. However, the reading of a bid at the opening should not be construed as a comment on the responsiveness of such bid or as any indication that NTMWD accepts such bid as responsive. NTMWD will make a determination as to the responsiveness of bids submitted based upon compliance with all applicable laws, NTMWD purchasing guidelines, and project documents, including but not limited to the specifications and required submittal documents. NTMWD will notify the successful bidder upon award of the contract and, according to State law, all bids received will be available for inspection at that time.

8. BID SUBMISSIONS

Due care and diligence has been used in preparation of the information contained in this request for bids, and the information is believed to be substantially correct. However, it is Bidder’s responsibility to determine the full extent http://www.bonfire.com/ of its exposure and to verify all information presented in the request for bids. NTMWD and its representatives are not responsible for any errors or omissions in these specifications. Additionally NTMWD and its representatives are not responsible for Bidder’s failure to determine the full extent of the exposure and risk associated with this request for bids.

This bid is issued in compliance with the NTMWD Purchasing Policy and with authorization from NTMWD’s Board of Directors.

A. Bids will be considered irregular if they show any omissions, alteration of form, additions or conditions not called for, or other irregularities of any kind. However, NTMWD reserves the right to waive any irregularities and to make one or more awards in the best interest of NTMWD.

B. NTMWD reserves the right to accept or reject in part or in whole any bids submitted and to waive any technicalities in the best interest of NTMWD. Bids may be rejected, among other reasons, for any of the following specific reasons:

• Bids containing any irregularities, and

• Unbalanced value of any items.

C. Bidders may be disqualified and their submissions not considered, among other reasons, for any of the following specific reasons:

• If NTMWD believes collusion exists among the bidders;

• Reasonable grounds for believing that any bidder has an interest in more than one bid for the work contemplated;

• The bidder having an interest in any litigation against NTMWD;

• The bidder being in arrears on any existing contract or having defaulted on a previous contract;

• Lack of competency as revealed by a financial statement, experience, equipment, questionnaires, etc.;

and

• Uncompleted work which, in the sole judgment of NTMWD, will prevent or hinder the prompt completion of additional work, if awarded.

D. It is the bidders’ sole responsibility to print and review all pages of the bid document, attachments, questions and their responses, addenda and special notices.

E. When in the best interest of NTMWD, NTMWD reserves the right to request additional information or clarification from bidders to determine bidders’ ability to meet the requirements specified by this bid.

F. On the Bid Pricing Form, in the case of a conflict between the unit price indicated and the extended amount shown, the unit price indicated, multiplied by the stated quantity shall govern.

G. NTMWD reserves the right to reject any of all submissions without cause prior to award, to waive formalities, or to proceed otherwise when in the best interest of the NTMWD.

9. EXAMINATION OF CONTRACT DOCUMENTS AND SITE

A. Bidders must examine the Solicitation, make observations and investigations, correlate knowledge and observations with the requirements of the Solicitation and consider these in preparation of a bid for the project.

B. Bidders must read the Solicitation and related technical data and reports thoroughly. Use a complete set of Solicitation Documents in preparing Bids. Assume responsibility for errors or misinterpretations resulting from the use of partial or incomplete documents.

C. Bidders may visit the sites to become familiar with general, local and site conditions that may affect cost, progress, or performance of the work in any manner.

D. Bidders must become familiar with federal, state and local laws, ordinances, rules, and regulations affecting cost, progress, or performance of the work.

E. Bidders should make additional visits and investigations as necessary to determine the bid price for performance of the work in compliance with the terms of the Solicitation before submitting a bid. Cost associated with these investigations is to be paid by the Bidders.

F. By the submission of a Bid for this project, Bidders acknowledge sole responsibility for job site safety.

G. The submission of a Bid is an incontrovertible representation by the Bidder that Bidder has complied with every requirement of this Section.

10. UNIT OF MEASURE

Responses to the RFB must be submitted in the units of measure specified in the bid pricing form.

11. INTERPRETATIONS

Bidders must submit all questions about the meaning or intent of the Solicitation to NTMWD in writing by the question due date and time. Replies are issued by Addenda to all parties recorded as having received the bidding documents. Only questions answered by formal written Addenda are binding. Oral and other interpretations or clarifications will be without legal effect.

12. ADDENDA

Any interpretations, corrections, or changes to this bid will be made by written addenda. Sole issuing authority of addenda shall be vested in NTMWD’s Procurement Department. Addenda will be issued via ntmwd.bonfirehub.com.

It is the responsibility of the bidder to ensure receipt of all addenda, and acknowledge by signing and including with the bid submittal.

13. CONFIDENTIALITY

A. Any material that is to be considered confidential must be clearly marked as such and shall be treated as confidential to the extent allowable under Chapter 552, Government Code.

B. The Texas Public Information Act gives the public the right to request access to government information, subject to certain narrow exceptions. NTMWD is an entity subject to this Act. Therefore, please be advised that your company's declaration that certain information submitted in response to a bid request is "confidential" will not be treated as such if NTMWD receives a request for a copy of the bid proposal. NTMWD will of course make an effort to inform your company of such a request and to provide you with an opportunity to object to the release of any proprietary information, but NTMWD cannot and will not make an agreement to withhold information from the public contrary to NTMWD’s responsibilities under the Act.

C. To the extent your response is incorporated into the contract, that contract will become an official record available for public inspection.

D. Bids shall be opened so as to avoid disclosure of contents to competing bidders and kept secret during the process of awarding a contract. All bids that have been submitted shall be open for public inspection after the contract is awarded, except for trade secrets and confidential information contained in the submission and identified as such.

14. BID TABULATIONS

As-Read Bid tabulations will be electronically posted to ntmwd.bonfire.com within forty-eight (48) hours after the bid opening.

15. PREPARATION COSTS

NTMWD will not be liable for any costs associated with the preparation, transmittal, or presentation of any bids or materials submitted in response to this bid.

16. TAXES

NTMWD is exempt from Federal Excise and State Sales Taxes. Tax must not be included in the pricing.

17. PRICING

Prices must be firm for a minimum of ninety (90) days from the date of the bid closing. In the case of an annual contract, the prices must remain firm for the period as specified in the solicitation.

18. BIDDER QUALIFICATIONS

A prospective Bidder must meet the following minimum requirements:

• Must have adequate financial resources, or the ability to obtain such resources as required;

• Must be able to comply with the required or proposed delivery/completion schedule;

• Must have a satisfactory record of performance;

• Must have a satisfactory record of integrity and ethics;

• Must be otherwise qualified and eligible to receive an award;

• NTMWD may request representation and other information sufficient to determine the Bidder’s ability to meet these minimum standards listed above.

19. AWARD OF CONTRACT

NTMWD reserves the right to award this contract by one of the following methods. The method selected will be in the best interest of NTMWD, as determined by the Procurement Manager.

• To the lowest responsible Bidder(s), bidding all items and meeting all specifications;

• To one or more Bidders, if deemed in the best interest of NTMWD;

• To the lowest responsible Bidder(s) meeting specifications per line item;

• If specified, to the low Bidder(s) meeting specifications, per category. To qualify for an award of a category, a Bidder must bid all items within that category. If all items of a category are not bid by all Bidders, award shall be made in the best interest of NTMWD;

• To the Bidder(s) who provide the goods or services specified in the solicitation at the best value to

NTMWD.

• NTMWD reserves the right to compare all bids against any State and/or Interlocal contracts in determination of the award of this bid.

SPECIAL CONDITIONS

1. GENERAL INFORMATION

The North Texas Municipal Water District (NTMWD) is soliciting sealed bids for preventative maintenance, repairs and inspections on approximately 58 generator units of various sizes at the various NTMWD-owned locations throughout the service area in accordance with the specifications provided herein.

2. PRE-BID MEETING

A pre-bid meeting will be on Friday, August 15, 2025, at 9:00 AM Central via Webex. It is highly recommended that all bidders attend the pre-bid meeting. Bidders may ask questions about the specification and bid process during the meeting. Questions and answers will be made in the presence of all attendees. If a question cannot be answered during the meeting, answers will be provided via a written addendum and distributed through ntmwd.bonfirehub.com.

URL:

https://ntmwd.webex.com/join/nleyva

OR

TEL: 1-415-655-0001 or 844-621-3956 Access Code: 2590 090 3440

3. DURATION OF AGREEMENT

A. The initial term of this agreement shall commence on the date of the last signatory and shall be for a period of one (1) year. The agreement will automatically renew under the same pricing, terms, and conditions for four (4) additional one-year periods unless NTMWD provides Contractor with written notice of its intent to terminate the agreement at least sixty (60) days prior to the expiration of the current term. If said notice is given by NTMWD, the agreement shall terminate at the conclusion of the current one-year term. In no event shall the entire term of this agreement exceed five (5) years.

B. Prices shall remain firm for the duration of the initial contract period. Thereafter, price changes are subject to the price adjustment provisions of this Contract.

C. NTMWD reserves the option to temporarily extend this service for an additional ninety (90) days from its expiration date for any reason.

4. BID QUESTIONS & CLARIFICATION

All questions regarding this request for bid shall be submitted in writing on ntmwd.bonfirehub.com no later than 4:00 PM Central on Monday, August 18, 2025. All questions will be addressed in an addendum. Questions received after the deadline may not be answered.

5. ESTIMATED ANNUAL CONTRACTS

The quantities specified are estimates of our projected annual requirements. The award of an estimated annual contract allows NTMWD to use the items and services as the requirements and needs of NTMWD arise on an annual basis and during any subsequent renewal period(s). Quantities may be increased beyond the estimated quantities listed in this bid, as necessary, provided funding is available. Quantities may be decreased below the estimated quantities listed in this bid, as necessary, if funding is not available or if items and services are no longer needed. NTMWD is not obligated to pay for or use a minimum or maximum amount of items or services and payment will be made pursuant to the unit prices bid in the contract. The Contractor shall have no claim against NTMWD for anticipated profits for the estimated quantities listed, diminished, or deleted.

6. BID SUBMITTAL REQUIREMENTS & OPENING

A. If paper bids are submitted, each firm shall submit one (1) original copy of their bid, including all supporting documentation. Paper bids must clearly show Bid No. 25-176-V. If bids are submitted electronically, the Bidder shall make sure all required supporting documentation is uploaded into the Bonfire system. Failure to provide requested information in this request for bid may result in disqualification from consideration. Bids shall be accepted until 11:00 AM Central Time on Wednesday, August 27, 2025. No late bids will be accepted.

https://ntmwd.bonfirehub.com/contracts/36875/people

B. The bid opening will be held on the bid due date and time via Webex:

URL:

https://ntmwd.webex.com/join/nleyva

OR

TEL: 1-415-655-0001 or 844-621-3956

Access Code: 2590 090 3440

C. The following documents must be included with this bid. Failure to supply the required forms may deem you non-responsive:

• Bid Signature Form

• Bid Pricing Form

• Questionnaire

• References

7. METHOD OF AWARD

A. NTMWD’s intent is to award to the responsible bidder(s) providing the best value to the District. All bidders must provide documentation and information requested in this solicitation (see Questionnaire in Bidder Forms section) in order to determine the best value as outlined below.

B. Pursuant to the Texas Local Government Code, § 252.043, Award of Contract, “Best Value” will be determined utilizing the following criteria:

Criterion Weight

Company Overview 10%

Team Qualifications 15%

Approach, Safety Record, Practice, and Quality Assurance Plan 25%

Past Experience 15%

Price 35%

SPECIFICATIONS

INTRODUCTION

The North Texas Municipal Water District (“NTMWD”) is soliciting bids for preventative maintenance, repairs and inspections on approximately 58 generator units and their accompanying manual or automatic transfer switches of various sizes at the various NTMWD owned locations throughout the service area. The locations, sizes and quantities are listed in the Bid Pricing Form (Attachment C) attached. Services include preventative maintenance services, annual maintenance services, load bank testing, oil and fuel analysis, and service calls for various types of generator systems. Contractor will supply all necessary parts, materials, equipment, labor and supervision to execute this contract as described. Contractor agrees to follow all specifications within this document to maintain the reliability, quality, integrity and longevity of the equipment. All work performed in fulfilling these requirements will be performed by competent personnel, utilizing professional maintenance methods that are in compliance with the original manufacturer standards, as well as the International Electrical Testing Association (NETA).

CONSTRAINTS

1. Site Security

a. Contractor must coordinate with an NTMWD representative prior to scheduling or conducting a site visit.

Due to priority of the units, night or weekend and holiday work may be necessary.

b. At no time will any contractor be authorized to begin work on any site without prior communication and scheduling with the NTMWD representative. Contractor must check in with the current contract administrator or the Plant Manager prior to scheduling or conducting a site visit.

2. Equipment Maintenance

a. No equipment repairs or routine maintenance will be allowed on contractor owned equipment while on

NTMWD property unless necessary to restore equipment mobility.

b. Generator units are not permitted to be operated for maintenance tasks prior to 12:00 PM to comply with regulatory requirements and operational guidelines.

SCOPE OF WORK

1. All work shall be accomplished in strict accordance with specifications set forth herein, and all applicable state, county and local laws, codes and ordinances. In addition, without exception, the contractor must have proper licensing at the time of submission of the response to this Request for Best Value Bid.

2. Preventative Maintenance Schedule

a. In coordination with the NTMWD Contract Manager, or designated person(s), the Contractor shall develop the preventative maintenance schedule for all the generators for Year 1.

b. The draft schedule shall be submitted for review by NTMWD within ten (10) business days of award of this contract.

c. Any deviation to this schedule during Year 1 shall be documented in writing to the NTMWD Contract

Manager, or designated person(s), stating the reason for the change in schedule and the proposed date of the maintenance activity. NTMWD will provide approval of an agreed upon revised date in writing to the

Contractor. It is the expectation of NTMWD the Contractor will provide sufficient resources (labor and materials) to complete the scheduled work on plan. NTMWD considers deviations an exception and not the norm and will be tracked to evaluate contractor performance.

d. Thirty (30) days before the end of the Year 1 Preventative Maintenance Schedule, the Contractor shall submit the Year 2 Preventative Maintenance Schedule for review and approval.

3. Annual Preventative Maintenance (APM) Services:

a. Annual Preventative Maintenance service (APM) shall include all visual inspections, service checks, change outs, cleaning, and testing as specified in Attachment A.. Annual shall mean one (1) time per year

b. Replace the oil and/or perform fuel reconditioning based on the lab analysis results obtained from the previously completed quarterly preventative maintenance (QPM), or as requested by NTMWD.

c. Record engine hours and fuel levels before and after maintenance testing.

d. Perform work during regular business hours 7:00 AM to 5:00 PM, Monday through Friday.

e. Report any noted problems with equipment and recommended courses of corrective action to the appropriate NTMWD representative or designee. Any noted problems that would prevent the operation of the generator shall be reported immediately.

f. Advise when main fuel tank is below 3/4 full.

g. Contractor must obtain approval from NTMWD in writing prior to performing corrective maintenance.

Repair service and parts costs shall be per the Pricing Form.

4. Quarterly Preventative Maintenance (QPM) Services:

a. Quarterly Preventative Maintenance (QPM) service shall include visual inspections, service checks, change outs, and cleaning as specified in Attachment B. Quarterly shall mean three (3) times per year spaced three months apart. The fourth quarter shall be reserved for the Annual Maintenance (APM).

b. On the QPM prior to the APM, the Contractor shall take oil and fuel samples for lab analysis on all generators. The lab analysis results on the condition of the oil and fuel sample shall be used to inform the

APM schedule for needed oil changes and fuel reconditioning.

c. Run engine unloaded for a minimum of 15 minutes.

d. Record engine hours and fuel levels before and after maintenance testing.

e. Perform work during regular business hours 7:00 AM to 5:00 PM, Monday through Friday.

f. Report any noted problems with equipment and recommended courses of corrective action to the appropriate NTMWD representative or designee. Any noted problems that would prevent the operation of the generator shall be reported immediately.

g. Contractor must obtain approval from NTMWD in writing prior to performing corrective maintenance.

Repair service and parts costs shall be per the Pricing Form.

LOAD BANK TESTING

1. APM could include a two (2) hour load bank test and shall be resistive tests. Engine load bank tests to be performed only with prior authorization from the NTMWD representative or designee.

2. The Contractor shall provide a licensed Journeyman or Master electrician during 4160V load bank testing.

3. Under no circumstance shall the Contractor interrupt power to a building or facility while performing load bank testing without prior authorization from the NTMWD representative or designee.

OIL AND FUEL LAB ANALYSIS

1. Perform at the 3rd QPM prior to the APM.Contractor shall use an independent Oil and Fuel analysis laboratory that can provide the following testing to ascertain condition:

a. Oil testing to meet NFPA 110 or manufacturer requirements

b. Diesel Fuel testing to meet NFPA 110 or manufacturer requirements

c. Coolant testing to meet NFPA 110 or manufacturer requirements

2. Contractor shall provide NTWMD with a copy of each generator’s independent lab analysis report with recommendation.

3. Should the report recommend replacement or conditioning, and upon approval from NTMWD, the Contractor shall perform these services at the upcoming APM.

MANUAL AND AUTOMATIC TRANSFER SWITCH (MTS/ATS) MAINTENANCE & TESTING

1. Contractor shall coordinate with NTMWD staff to conduct a full transfer test at least once annually, using building load to validate real-world generator and MTS/ATS response. Testing shall include a timed transition, return to utility, and cooldown sequence, with documentation of any alarms or operational delays.

2. Contractor shall follow the manufacturer’s recommendations and the most current ANSI/NETA Standards for

Acceptance Testing Specifications for Electrical Power Equipment and Systems.

3. Contractor shall provide a NETA qualified and certified technician to perform the maintenance and testing on the

MTS/ATS systems.

4. A NTMWD Electrician must be on-site for the duration of the test.

REPAIR SERVICES

1. Contractor shall provide on-call and non-emergency repairs on a time and material basis. Hourly rates paid under the agreement shall be only for actual productive hours on the job site.

2. For purposes of the agreement, the following are considered overhead, and the costs shall be included in the fixed hourly rates in Attachment C and not invoiced separately:

a. Travel and/or transportation of workers;

b. Parts and materials acquisition including freight, handling, and delivery; and

c. Movement of Contractor owned or rented equipment

3. Problem identification/investigation and/or diagnostics to determine appropriate corrective action prior to beginning of any repair or replacement. Repair services shall only occur when a proposal has been submitted and authorization to commence work has been given to Contractor by the appropriate NTMWD representative or designee.

4. Repair proposals shall include an itemized list of materials, costs of materials, mark-up percent, labor rates and hours, equipment rental, miscellaneous service, reference Generator model/serial number and/or description, location of equipment, and Job number (if available). Contractors shall also include the appropriate hours and number of Journeymen and/or Apprentice/Installers required to complete service.

5. Contractor shall furnish all necessary labor, tools, equipment, and materials as may be required to complete the repair service.

MAINTENANCE AND REPAIR REPORTS

1. Within ten (10) business days of the award of the contract, Contractor shall submit a report form template for review and approval by NTMWD.

2. Contractor is required to fully complete and submit electronically the approved report form after each service call

(maintenance, corrective, emergency) within three (3) business days of the completed service. NTMWD will not process an invoice for payment without a completed service report.

3. If an area of the report is not applicable due to the nature of the service call, the Contractor shall write “N/A” and not leave blank fields.

4. NTMWD reserves the right to amend the template during the contract period.

5. Maintenance reports shall outline all items listed in the APM and QPM procedures to demonstrate tasks are being accomplished and satisfied.

6. MTS/ATS test results shall be documented in a standardized format, including transition time, retransfer time, alarms, failure modes encountered (if any), time on generator, and condition of the MTS/ATS before and after testing. Any deviation from manufacturer performance thresholds shall be escalated in writing.

7. The report form shall have at a minimum, but not limited to, the following information:

a. NTMWD Contract Number

b. Generator Location – Facility Name and Address

c. NTMWD and Contractor Work Order Number

d. Type of Service

e. Generator make, model, serial number, NTMWD Asset Number

f. Manual or Automatic Transfer Switch make, model, serial number, NTMWD Asset Number

g. Description of Service to be performed

h. Readings o Beginning hours

▪ Record displayed run hours prior to running the generator.

o Time Stamp at Start of Generator

▪ Record the date and time stamp when generator was started to run (with or without load).

o Time Stamp at Stop of Generator

▪ Record the date and time stamp when the generator was stopped (with or without load).

o Ending hours

▪ Record displayed run hours following the running of the generator. .

o Fuel level (%)

▪ Record displayed fuel level (as percent full) following the running of the generator.

o Coolant level

i. Observations of condition and recommendations.

j. Technician names, number of hours, listing of materials/parts used during the service call.

CORRECTIVE AND EMERGENCY MAINTENANCE RESPONSE

1. Contractor shall have the ability to respond to calls twenty-four (24) hours a day, seven (7) days per week, all year, including holidays.

2. Contractor shall provide NTMWD with the Contractor’s emergency/after-hour notification procedure including point of contact(s) and phone number(s) that is accessible and responded to on a 24-hour basis. The Contractor is responsible for notifying NTMWD of any changes.

3. Normal business hours are 7:00am to 5:00pm, Monday through Friday, excluding holidays observed by NTMWD.

4. After hours is considered 5:01pm to 6:59am, Monday through Sunday, including holidays.

5. Non-emergency corrective maintenance shall occur during normal business hours. When notified of non-emergency work, the Contractor shall respond via phone or email within one (1) business day to arrange the details and schedule of the work. A written quote must be approved prior to performing the work.

6. Contractor shall physically arrive at the site of an emergency call-out within two (2) hours of NTMWD communication. It is the sole discretion of NTMWD to determine if the situation is an emergency.

7. Based on the results of a technician’s investigation of an emergency call-out, corrective work may occur after hours. NTMWD will provide the direction if work is to continue after hours or is to be performed during normal business hours. In the event the Contractor is directed to continue work without pause:

a. A written quote may be waived but an initial estimate of time and cost of work may be requested by

NTMWD

b. The Contractor shall provide sufficient resources necessary to expeditiously complete the corrective action.

8. At the discretion of NTMWD, a separate Contractor can be contacted to respond to emergency events should the

Contractor fail to respond.

SAFETY REQUIREMENTS

Work is outdoors, in water and wastewater facilities. Exposure to loud noise, fumes, hazardous substances, unpleasant odors, wet surfaces, and construction areas could occur. Contractor is responsible for having their own safety plan, wearing their required personal protection equipment (PPE) and providing properly trained staff to perform work in a safe manner.

NTMWD requires Contractor employees report to the work site in a clean company uniform with photo identification wearing long pants and work boots. No loose-fitting clothes or jewelry are to be worn. NTMWD reserves the right to stop work should unsafe conditions be observed.

EMPLOYEE ISSUES

The contractor supervisory personnel will be alerted to any problems concerning employees. NTMWD reserves the right to require immediate removal any contractor employee who is deemed incompetent or detrimental to the best interest of

NTMWD.

EQUIPMENT INSPECTION

1. The Contractor is responsible for becoming acquainted with and familiarizing themselves with the condition of the equipment and collecting information required to perform the work stated in the contract. As an example, not all part numbers are listed in the O&M Manual so the Contractor will need to document in order to know what to order.

2. The Contractor shall submit a proposed inspection schedule within ten (10) business days of the award of this contract.

3. Contractor shall maintain calibrated testing and diagnostic equipment. NTMWD reserves the right to request certification of calibration at any time. Use of non-calibrated equipment is grounds for termination of the contract.

SYSTEM FAILURE

Should any of the Contractor activities result in the generator system failure, or shutdown of any part of the system, the Contractor is required to immediately inform the NTMWD representative or designee and follow up with a written notice within twenty-four (24) hours. The written notification shall state the reason the equipment is not in service, when repairs will be completed and the system back in full operation. The contractor shall make every effort to expedite the service and minimize the disruption to the location being serviced and shall employ every ordinary and extraordinary effort to minimize loss standby generator power source.

SYSTEM CONDITION

Whenever services are provided, the Contractor shall ensure that the generator equipment, transfer switches and systems are left in an operable condition. During each APM, the Contractor shall assign a standardized condition rating (e.g., Good, Fair, Poor, Critical) for each generator and MTS/ATS unit based on defined criteria (to be provided by NTMWD), and recommend estimated remaining useful life. These ratings will be used by NTMWD for replacement planning.

STOPPAGE OF WORK

1. NTMWD reserves the right to stop work on any project if, in the opinion of the NTMWD representative or designee:

a. Materials or work are not in conformance with the OEM specifications, applicable codes, standards, NTMWD specifications and/or accepted practices.

b. The contractor’s activities result in damage to NTMWD property.

c. The contractor’s activity adversely interferes with the normal operation of NTMWD facilities.

d. Any other condition, situation, or circumstance which, in the opinion of the NTMWD representative or designee, would be a detriment to the best interests of NTMWD if allowed to persist.

REQUIRED SPECIAL EQUIPMENT

Contractor may be required to provide and utilize specialized equipment, depending on individual job requirements.

INSPECTION OF WORK

NTMWD reserves the right to inspect the contractor’s work at any time to assure compliance with all terms and conditions of this Agreement. All work will be inspected pursuant to applicable codes. All deficiencies noted by NTMWD will be submitted to the contractor for correction. Within thirty (30) calendar days after submission of deficiencies to the contractor. Should the deficiencies not be corrected, the contractor shall be liable for any cost incurred by NTMWD to ensure the correction to include, but not limited to, additional inspections, repairs and meetings.

PARTS

1. The contractor(s) shall have access to most of the common parts necessary to service the units.

2. All furnished materials shall be new and genuine manufacturers’ authorized replacement parts. Equivalent or rebuilt parts shall be pre-approved for use by NTMWD representative or designee prior to use. The utilization of used materials is strictly prohibited without the pre-approval and consent of the NTMWD representative or designee.

WARRANTY

Warranty on all parts and labor shall be provided at a minimum of 12 months from the date of service. If the same issue recurs within this period, the contractor shall correct the defect at no cost to NTMWD, including labor and parts.

MANUFACTURER WARRANTY CLAIM HANDLING

1. Work directly with manufacturers to manage warranty claims for covered equipment.

2. Ensure timely resolution of claims and maintain compliance with warranty requirements.

FEE SCHEDULE AND RATES

1. The Vendor shall fill out Attachment C Proposal Pricing Form to provide pricing for work performed under this contract.

2. Annual Maintenance & Preventative Maintenance Services: Prices shall be listed all-inclusive per generator.

3. Corrective or Emergency Maintenance Services: Hourly rates paid under the agreement shall be only for actual productive hours on the job site. The following are considered overhead in which the costs shall be included in the fixed hourly rates and not directly invoiced to NTMWD:

a. Travel and/or transportation of workers;

b. Parts and materials acquisition including freight, handling, and delivery; and

c. Movement of Contractor owned or rented equipment,

4. Materials: Parts and materials used during corrective and emergency maintenance services shall be itemized on the invoice with a part number and description. Provide supporting documentation to justify the amount invoiced.

QUALIFICATIONS

1. The following minimum requirements must be demonstrated for the submission to be considered responsive to

NTMWD.

a. Contractor shall have at least five (5) years of similar experience.

b. Must possess the required licenses to operate a business in the State of Texas.

c. All generator and MTS/ATS services must be performed by manufacturer-certified technicians or technicians holding a current NETA Level III/IV or equivalent certification. NTMWD reserves the right to review certifications before work authorization.

d. Time Of Performance: It is imperative that the Contractor responds to NTMWD emergency calls as specified above and maintain planned maintenance schedules as these generators are critical infrastructure. Describe your plan for successfully performing the requirements of this contract for 58 generators across a large service area.

END OF SECTION

ATTACHMENT A

Annual Preventive Maintenance Procedures

Annual Preventative Maintenance (APM) Procedures

X- Action R - Submit recommendation for replacement to NTMWD representative or designee if replacement is needed.

LA - Based on Lab Analysis Report

Component (as applicable) Visual

Inspection Check Change Clean Test

1. Fuel

(a) Main supply tank level X

(b) Day tank level X X

(c) Day tank float switch X X

(d) Supply or transfer pump operation X X

(e)Solenoid valve operation X X

(f) Strainer, filter, dirt leg, or combination X

(g) Water in system X X

(h) Flexible hose and connectors X R

(i) Tank vents and overflow piping unobstructed X X

(j)Piping X

(k) Gasoline in main tank (when used) LA

2. Lubrication System

(a) Oil level X X

(b) Oil change LA

(c) Oil filter(s) LA

(d) Lube oil heater X

(e) Crankcase breather

3. Cooling System

(a) Level X X

(b) Antifreeze protection level X

(c) Antifreeze X

(d) Adequate cooling water to heat exchanger X

(e) Rod out heat exchanger X

(f) Adequate fresh air through radiator X

(g) Clean exterior of radiator X

(h) Fan and alternator belt X X

(i) Water pump(s) X

(j) Condition of flexible hoses and connection X X

(k) Jacket water heater X

(l) Inspect duct work, clean louvers X X X

(m) Louver motors and controls X X X

4. Exhaust System

(a) Leakage X X

(b) Drain condensate trap X

(c) Insulation and fire hazards X

(d)Excessive backpressure X

(e) Exhaust system hangers and supports X

(f) Flexible exhaust section X

5. Battery System

(a) Electrolyte level X

(b) Terminals clean and tight X X

(c) Remove corrosion, case exterior clean and dry X X

(d) Specific gravity or state of charge X

(e) Charger and charge rate X

(f) Equalize charge X

6. Electrical System

(a) General inspection X

(b) Tighten control and power wiring connections X

(c) Wire chafing where subject to movement X X

(d) Operation of safeties and alarms X X

(e) Boxes, panels, and cabinets X

(f) Circuit breakers, fuses X X R X X

(g) Transfer switch main contacts X X

(h) Calibration of voltage-sensing relays/devices

X X

(i) Wire insulation breakdown

7. Prime Mover

(a) General inspection X

(b) Service air cleaner R X

(c) Governor oil level and linkage X X

(d) Governor oil R

(e) Ignition system - plugs, points, coil, cap, rotor, secondary wire insulation

X X R X X

(f) Choke setting and carburetor adjustment X

(g) Injector pump and injectors for flow rate pressure and/or spray pattern X

(h) EPS at minimum of 30% nameplate rating

(i) Valve clearnace

(j) Torque bolts

8. Generator

(a) Brush length, appearance, free to move in holder X X X

(b) Commutator and slip rings X X

(c) Rotor and stator X X

(d) Bearing(s) X R

(e) Bearing grease X R

(f)Exciter X X X

(g) Voltage regulator X X X

(h)Measure and record resistance readings of windings with insulation tester (Megger)

X

9.(a) General condition of EPSS, any unusual condition of vibration, leakage, noise, temperature, or deterioration

X X

(b) Service room or housing housekeeping X X

10. Restore system to automatic operation condition

ATTACHMENT B

QUARTERLY PREVENTIVE MAINTENANCE PROCEDURES

Quarterly Preventive Maintenance (QPM) Procedures

X- Action R - Submit recommendation for replacement to NTMWD representative or designee if replacement is needed.

Component (as applicable) Visual

Inspection Check Change Clean Test

1. Fuel

(a) Main supply tank level X

(b) Day tank level X X

(c) Day tank float switch X X

(d) Supply or transfer pump operation X X

(e)Solenoid valve operation X X

(f) Strainer, filter, dirt leg, or combination

X

(g) Water in system X X

(h) Flexible hose and connectors

X R

(i) Tank vents and overflow piping unobstructed

(j)Piping

(k) Gasoline in main tank

(when used)

2. Lubrication System

(a) Oil level X X

(b) Oil change

(c) Oil filter(s)

(d) Lube oil heater X

(e) Crankcase breather X R X

3. Cooling System

(a) Level X X

(b) Antifreeze protection level X

(c) Antifreeze

(d) Adequate cooling water to heat exchanger

X

(e) Rod out heat exchanger

(f) Adequate fresh air through radiator X

(g) Clean exterior of radiator

(h) Fan and alternator belt X X

(i) Water pump(s) X

(j) Condition of flexible hoses and connection X X

(k) Jacket water heater X

(l) Inspect duct work, clean louvers X X X

(m) Louver motors and controls

X X

4. Exhaust System

(a) Leakage X X

(b) Drain condensate trap X

(c) Insulation and fire hazards X

(d)Excessive backpressure X

(e) Exhaust system hangers and supports

X

(f) Flexible exhaust section X

5. Battery System

(a) Electrolyte level X

(b) Terminals clean and tight X X

(c) Remove corrosion, case exterior clean and dry X X

(d) Specific gravity or state of charge X

(e) Charger and charge rate X

(f) Equalize charge X

6. Electrical System

(a) General inspection X

(b) Tighten control and power wiring connections

X

(c) Wire chafing where subject to movement

X X

(d) Operation of safeties and alarms

X X

(e) Boxes, panels, and cabinets X

(f) Circuit breakers, fuses X X R X X

(g) Transfer switch main contacts X X

(h) Calibration of voltage-sensing relays/devices X X

(i) Wire insulation breakdown

7. Prime Mover

(a) General inspection X

(b) Service air cleaner R X

(c) Governor oil level and linkage

X X

(d) Governor oil R

(e) Ignition system - plugs, points, coil, cap, rotor, secondary wire insulation

X X R X X

(f) Choke setting and carburetor adjustment

(g) Injector pump and injectors for flow rate pressure and/or spray pattern

X

(h) EPS at minimum of 30% nameplate rating X

(i) Valve clearnace

(j) Torque bolts

8. Generator

(a) Brush length, appearance, free to move in holder X X X

(b) Commutator and slip rings X X

(c) Rotor and stator X X

(d) Bearing(s) X R

(e) Bearing grease X R

(f)Exciter X X

(g) Voltage regulator X X X

(h)Measure and record resistance readings of windings with insulation tester (Megger)

X

9.(a) General condition of EPSS, any unusual condition of vibration, leakage, noise, temperature, or deterioration

X X

(b) Service room or housing housekeeping X X

10. Restore system to automatic operation condition

END OF SECTION

BID PRICING FORM

THIS PAGE LEFT BLANK INTENTIONALLY.

PLEASE FILL OUT THE EXCEL BID PRICING FORM PROVIDED SEPARATELY.

INSURANCE REQUIREMENTS

Contractors doing business with NTMWD shall have, at minimum, the following insurance coverages and limits for the duration of the contract:

1. COMMERCIAL GENERAL LIABILITY – covering bodily injury and property damage (including property of NTMWD, its officers, agents and employees) with minimum limits on a per project basis of One Million Dollars ($1,000,000) occurrence, Two Million Dollars ($2,000,000) aggregate for premises/operations and One Million Dollars ($1,000,000) occurrence, Two Million Dollars ($2,000,000) aggregate for products/completed Operations.

2. AUTOMOBILE LIABILITY - covering all operations of Contractor pursuant to this contract involving the use of motor vehicles, including all owned, non-owned and hired vehicles with minimum limits of not less than Five Hundred Thousand Dollars ($500,000) combined single limit for bodily injury, death and property damage liability.

3. WORKERS’ COMPENSATION – in full accordance with the requirements of the state of Texas and shall include bodily injury, occupational illness or disease coverage with minimum Employer’s Liability limits of not less than Five Hundred Thousand Dollars ($500,000/$500,000/$500,000). These limits do not affect the payment of medical expenses or lost wages to injured employees.

4. Waiver of Subrogation – The Commercial General Liability, Workers Compensation and Auto insurance required pursuant to this Contract shall provide for waivers of all rights of subrogation against NTMWD, its officers, employees, and elected representatives for injuries, including death, property damage, or any other loss to the extent the loss, if any, is covered by the proceeds of insurance.

5. Additional Insured Status – All insurance shall be endorsed to name NTMWD, its officers, and employees as additional insureds as to all applicable coverage except for the Workers Compensation Insurance.

6. Proof of Carriage of Insurance – All certificates of insurance will be required in duplicate and filed with NTMWD.

7. All certificates shall provide North Texas Municipal Water District with an unconditional thirty (30) days’ written notice in case of cancellation or any major change to Contractor’s insurance policies or the contractually required coverages mentioned herein.

8. All copies of the certificates of insurance shall reference the project name and/or bid number for which the insurance is being supplied.

9. The Contractor is responsible for making sure any sub-contractor(s) performing work under this contract have the required insurance coverage(s) and supply NTMWD with the proper documents verifying the coverage.

10. The certificate of insurance shall cite the bid / contract number.

11. The certificate of insurance shall include the following name and address as the Certificate Holder:

North Texas Municipal Water District 501 E. Brown St Wylie, Texas 75098

PRICE ADJUSTMENTS FOR ANNUAL CONTRACTS

A. The unit prices of all items purchased under an estimated annual contract are firm for the first annual period of the agreement. A price adjustment upward or downward may be requested by either the Contractor or NTMWD by the application of the formula set forth in (B) below. The Contractor must submit the price adjustment request to NTMWD ninety (90) days prior to the expiration of the current term. The index to be used in the computation of the price adjustment shall be the Consumer Price Index for all Urban Consumers, which is issued by the U.S. Department of Labor, Bureau of Labor Statistics. The series identification is as follows:

Series ID: CUURS37ASA0 Series Title: All items in Dallas-Fort Worth-Arlington, TX all urban consumers

B. The index published in the month of July (of the prior year) shall be used as a base for determining price adjustment(s) for the upcoming renewal period. If a renewal option is exercised and a price adjustment is requested, the index published at the time of a contract renewal shall be used as the method for determining a price adjustment for the subsequent renewal period. Contract price adjustments shall be determined as follows: Unit Price X% change (the index published at the time of contract renewal divided by the base index at the time of the most recent contract period) if the index equals the amount of price change. There shall be a minimum of at least twelve months between price adjustments for contracts with multiple renewal options.

Example: May 2021 Index / May 2020 Index – 1 = Percentage Increase

252.14 / 245.51 – 1 = 2.70% Increase

Base Unit Price x [1+Percentage Increase] = New Unit Price $50.00 x [1.027] = $51.35

C. At the time of renewal, the Contractor may submit a written request for price adjustment and such request shall include the new proposed unit price(s) and the calculation for the price adjustment request.

D. If approved by NTMWD, in its sole discretion, the new unit prices will then be firm for the term of the renewal contract period.

E. If the requested adjustment is not supported by the referenced index, NTMWD, in its sole discretion, may consider approving an adjustment on fully documented market increases.

F. If the requested adjustment is not supported by the referenced index and NTMWD does not otherwise approve an adjustment, the contract will end at the end of the current Contract term and will be re-bid.

GENERAL TERMS AND CONDITIONS

By submitting a bid in response to NTMWD’s Request for Bids (the “Solicitation”), the bidder agrees that the Contract shall be governed by the following terms and conditions. Bidder shall be referred to Contractor below. Unless otherwise specified in the Contract, Sections 16, 17, 18, 19, 20, 21, 22, 32 and 33 shall apply only to a Solicitation to purchase Goods, and Sections 23, 24, 25, 26, 27, 28 and 34 shall apply only to a Solicitation to purchase Services to be performed principally on NTMWD’s property.

1. ADDITIONAL TERMS

No additional terms or conditions of Contractor, whether contained within Contractor’s invoice or otherwise, shall be accepted by NTMWD. Exceptions to terms and conditions may deem you non-responsive.

2. CONTRACTOR’S OBLIGATIONS

The Contractor shall fully and…