1-Specs.pdf

SPECIFICATIONS FOR COGEN GENERATOR

MAINTENANCE AND REPAIR

RFP 26-538

SECTION A – STATEMENT OF PURPOSE

Hudson Valley Community College (“HVCC” or the “College”) is seeking an experienced and qualified Vendor (“Contractor”) to provide maintenance and repairs to the generators in the co-generation plant located at HVCC’s Troy campus. The generator sets that provide the campus with electricity and heat have been in operation for over 20 years. The generators have been maintained over the years by contract personnel and in-house staff in accordance with manufacturers’ recommendations and HVCC requirements. HVCC is looking for pricing for the service outlined on the pages that follow.

SECTION B – INTRODUCTION

Founded in 1953, Hudson Valley Community College is the largest community college in upstate New York and offers degree and certificate programs in three schools: Business and Liberal Arts; Health Sciences; and Science, Technology, Engineering and Math (STEM). The College also administers the Educational Opportunity Center for academic and career training at no cost to those who qualify.

As one of 30 community colleges in the SUNY system, Hudson Valley enrolls more than 19,000 students in credit and non-credit courses and is a recognized leader in distance learning and workforce development. The College has more than 90,000 alumni.

SECTION C – PROJECT SCOPE

Repair & Replacement Services

Hudson Valley Community College (“HVCC” or the “College”) will contact the selected Contractor when repair services are required. The Contractor shall repair or replace failed or worn moving and non-moving parts (including, but not limited to, bearings, motor rotors, motor stators, seals, gears, controls, and switches). Components identified during service that are suspected of being faulty may be repaired or replaced in advance, with prior approval from HVCC, to minimize the risk of system interruptions.

HVCC will be responsible for the cost of parts required for repair or replacement.

Once annually, the Contractor shall perform a supervised safety shutdown simulation test in coordination with HVCC personnel.

All services shall be invoiced at the hourly rates provided in the bid documents. Rates must reflect straight time, overtime, and holiday pay.

Emergency On-Site Response

To minimize downtime resulting from unexpected failures, the Contractor shall provide 24/7 emergency on-site response services on an on-call basis. The Contractor shall respond within twenty-four (24) hours of notification. HVCC will place additional value on response times of less than twenty-four (24) hours.

Emergency services shall be invoiced at the hourly rates provided in the bid documents. Rates must reflect straight time, overtime, and holiday pay.

Responsibilities

The College and the Contractor shall jointly agree to maintain the systems in accordance with the equipment manufacturer’s specifications.

Minor Internal Inspection (Top-End Overhaul)

At approximately 13,000 run hours, the Contractor shall perform a minor internal inspection and top-end overhaul of the engines. The necessity of this service shall be determined by operating experience, the equipment manufacturer’s published recommendations, equipment application, and location.

The Contractor shall conduct instrumented analysis of internal engine components and, if required, replace engine heads and perform additional maintenance as needed to ensure reliability and extend engine life.

Minimum Expected Tasks:

• Bore scope cylinders

• Check bearings

• Examine fuel pump

• Inspect and tighten terminal connections

• Inspect ignition components

• Repair or replace components as necessary

• Perform compression testing

Major Internal Inspection (Major Overhaul)

At approximately 33,000 run hours, the Contractor shall perform a major internal inspection of the engines in accordance with established best practices, manufacturer’s recommendations, and operating conditions. This service may require full or partial engine disassembly.

The purpose of this service is to confirm that all internal bearings and gears are within manufacturer’s design tolerances, to extend equipment operating life, and to help prevent catastrophic failures. The Contractor shall identify parts or components that require repair or replacement based on wear analysis and diagnostic findings. Labor and material for repair or replacement shall be covered as outlined under the scope of Repair & Replacement Services.

Minimum Expected Tasks:

• Bore scope cylinders

• Repair or replace carburetor

• Repair or replace oil pump

• Re-sleeve cylinders

• Repair or replace ignition components

• Replace pistons

• Replace wrist pins

• Perform compression testing

• Inspect bearings

• Replace bearings

• Repair or replace crankshaft

• Inspect and tighten terminal connections

GENERATOR SET EQUIPMENT LIST

Quantity Equipment Manufacturer

2 825 KW Natural Gas Engine Caterpillar

3 1350 KW Natural Gas Engine Caterpillar

1 2200 KW Diesel Engine Caterpillar

ADDITIONAL

Equipment List

Generators 1 and 2 are Cat 3516 1200 rpm natural gas engines.

Generators 3, 4, and 6 are Cat 3516 1800 rpm natural gas engines.

Generator 5 is a 3516 1800 rpm diesel.

All maintenance should be performed as outlined by the Cat Maintenance Interval Schedule.

(The outline can be provided by HVCC, if needed).

Add the following to maintenance items:

Replace turbo cartridges at minor and major internal inspections as needed.

FORECAST FOR MAJOR WORK

Work to be performed

1. Generator #2 – top end overhaul (FY 25-26)

2. Generator #6 – top end overhaul (FY 25-26)

3. Generator #3 – top end overhaul (FY 26-27)

4. Generator #4 – top end overhaul (FY 26-27)

SECTION D – SPECIAL REQUIREMENTS

Prevailing Wage Rates HVCC is a public institution; all employees working for Contractors on-site are required to be paid prevailing wage. Contractors must submit certified payroll upon request.

Availability Contractor shall be available for emergency response 24 hours a day, 7 days a week.

SECTION E – VENDOR QUALIFICATIONS

• Vendor must have a service location within 200 miles of HVCC, Troy, NY.

SECTION F – CONTRACTOR RESPONSIBILITIES

Schedule of Work

• Contractor must notify HVCC Facilities of planned schedules prior to commencing work.

• Employees must check in with Campus Public Safety at the Parking Garage upon arrival.

• The on-site foreman and project manager’s contact information must be provided to

Public Safety. Public Safety can be contacted at 518-629-7210

Self-Performance of Work

• All work must be performed by the Contractor’s employees. Subcontracting is prohibited unless expressly approved in writing by HVCC.

Project Manager

• Contractor shall designate a competent person to act as Project Manager and primary point of contact.

Final Cleaning

• Contractor must remove all debris and notify HVCC Facilities staff for inspection prior to leaving the site.

Campus Functionality

• The campus must remain fully functional during all work. Any disruption of services must be coordinated with college personnel.

Quotes/Invoices for Service

• Written quotes/invoices must include contract bid number, approved labor rates, material costs, and approved material markups. Lump-sum pricing will not be accepted.

• Invoices must be submitted after service approval.

Work Zone Traffic Control

• Contractors shall cone, barrel, or tape off work areas to protect pedestrians, vehicles, and College property.

Contract Term

• Contract shall be in effect from September 1, 2025 – August 31, 2026.

• HVCC reserves the right to extend the contract for up to two (2) additional one-year terms at its sole discretion. The maximum possible duration of the contract is three (3) years ending August 31, 2028.

SECTION H – TERMS & CONDITIONS

HVCC may investigate the responsibility of any bidder. The College reserves the right to reject any bid if the evidence submitted does not satisfy HVCC of the bidder’s ability to perform.

The successful Contractor must complete and sign the Service and Supply Agreement located on the HVCC Purchasing website.

Awarded Contractors may not subcontract work without prior written consent from HVCC.

SECTION J – SUBMISSION INFORMATION

Proposals must be submitted electronically through HVCC’s procurement portal:

https://hvcc.bonfirehub.com

• Submissions must be received no later than the Submission Deadline.

• Requests for extensions will not be granted. Late submissions will not be accepted.

• Vendors are encouraged to submit early to avoid technical issues.

Technical Assistance https://hvcc.bonfirehub.com/

• Email: support@gobonfire.com

• Phone: 1-800-354-8010

Mail/Hand-Delivery (Sealed Proposals Only):

Tabitha D’Attilio Director of Procurement Hudson Valley Community College Administration Building, Room 240 80 Vandenburgh Avenue Troy, NY 12180

SECTION K – CONTACTS

Andrew Novak Director of Planning, Design, and Construction Hudson Valley Community College LaPan Services Building, Room 115 80 Vandenburgh Avenue Troy, NY 12180