2026-0403-AC Statement of Work.pdf

RFP No. 2026-0403-AC for Generator Maintenance and Repair

Services Statement of Work

Public Works - Fleet Services

RFP 2026-0403-AC

Generator Maintenance and Repair Services

Statement of Work

Contents

1. Background/Introduction

2. Definitions

3. Objectives

4. Current Environment

5. Scope of Effort

6. Constraints

7. Requirements

8. Non-Functional Requirements

9. OMITTED

10. OMITTED

11. Desired Skills and Knowledge

12. Work History/Past Performance

13. Insurance

14. OMITTED

15. OMITTED

16. Data Ownership

17. OMITTED

18. Assignment

19. Warranty

20. OMITTED

21. Travel

22. Period of Performance

23. Place and Hours of Performance

24. Proposal Response Format

25. Evaluation Criteria

26. Best and Final Offer

RFP 2026-0403-AC

Generator Maintenance and Repair Services

Statement of Work

1. BACKGROUND/INTRODUCTION

The City of Plano (the “City”) is soliciting proposals for inspection, preventive maintenance (PM), load bank testing, and repair of emergency generators.

The City of Plano, TX requires comprehensive preventive and corrective maintenance services for generator systems located at various City facilities. These generator systems serve as critical backup power infrastructure supporting essential municipal operations, public safety facilities, utility operations, and administrative functions. The selected contractor must provide qualified technicians, appropriate tools and equipment, genuine manufacturer-compatible parts, and proven technical expertise to ensure that all generator assets remain in reliable, code-compliant operating condition at all times.

This Statement of Work (SOW) identifies the City’s functional and non-functional requirements. While the listed requirements are mandatory, the City will evaluate various proposals as to how the requirements will be met. Offerors are also invited to propose added value that will further the City’s stated objectives.

2. DEFINITIONS

2.1 Adjust

Refer to service manual specifications.

2.2 Brand

A product manufactured by a particular company under a particular name.

2.3 Check

To observe for satisfactory conditions, accuracy, safety and performance.

2.4 Emergency Generator

Power backup generators and the switchgear installed at City facilities.

2.5 Emergency Repairs

Tasks necessary to immediately resolve unforeseen, unsafe and/or unsatisfactory conditions.

2.6 Estimated Quantity

Quantities listed on the Item Response Form (line items) represent estimated annual usage.

They are given for the information of bidders and for the purpose of bid evaluation. They do not establish an obligation on the part of the City to order any quantity, nor do they limit the supply to be made available. Actual order quantities will depend upon requirements of the department as well as funds appropriated.

2.7 Inspect

To examine closely in critical appraisal while testing or evaluating components or systems.

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2.8 Lubricate

To apply a lubricant (oil, grease, etc.) as specified for reducing friction, heat and wear between solid surfaces.

2.9 Price

Price specified by the bidder shall include all direct and indirect costs including, but not limited to, freight, delivery, fuel surcharges, travel time, etc. No additional charges will be allowed.

2.10 Record

Provide written documentation of the action specified.

2.11 Replace

To install something new or rebuilt in place of a broken or failing component.

2.12 Test

To perform a manufacturer‐specified procedure to determine if the component or system is operating within manufacturer’s specifications.

3. OBJECTIVES

Improve readiness and reduce needed repair of Emergency Generators through regular inspection and preventive maintenance.

4. CURRENT ENVIRONMENT

The City currently contracts with four (4) companies for scheduled preventive maintenance and repair of Emergency Generators via a price agreement. The Fleet Department coordinates and requests repair services as needed via Purchase Order and schedules preventative maintenance services twice a year.

Pumping Facilities provides access as needed and they call for emergency repairs as needed. Building Facilities provides access to generators when needed and calls for service if an issue is found. Once service is coordinated, the Fleet Department is notified of the issue.

The Master Generator Pricing List includes the list of Emergency Generators by Manufacturer and their locations. Fuel sources include diesel, natural gas, and propane.

Total spend under this contract for the previous 3 years is about $750,000. Expenditures for this program are below.

06/2023-06/2024: $32,059.14

06/2024-06/2025: $316,970.22

06/2025-06/2026: $387,845.83

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5. SCOPE OF EFFORT

5.1 Description of Scope

The scope of the project is the regular preventative maintenance, inspection, and repair of emergency generators to reduce the number of repairs and down time. Submit relevant reports after each visit, such as but not limited to Field Service Reports, etc. Repairs that are deemed necessary after an inspection will be scheduled and ordered separately.

The contractor must hold all applicable licenses required by the State of Texas and local ordinances to perform electrical and mechanical work on generator systems. All technicians assigned to this contract must demonstrate documented training and experience specific to generator maintenance and repair.

Generators may be added to or removed from the list at any time during the contract term.

5.2 Out of Scope

Fleet provides fuel.

6. CONSTRAINTS

6.1 To be eligible for award for a Brand, bidder must be a manufacturer‐certified, warranty service provider for that Brand.

6.2 To be eligible for award for a Brand that includes generators 400 kW and above, bidder must have a licensed electrician on staff or available for subcontracting.

6.3 Technicians must be manufacturer‐trained and ‐certified.

6.4 The contractor will be responsible for all materials and labor necessary for providing the required services. The contractor will also be responsible for all equipment necessary at each site.

6.5 Emergency Generators serve buildings that are currently occupied and open for business.

6.6 Maintenance and repair activities should not disturb the existing facility operations.

6.7 All work must comply with applicable federal, state and local codes and regulations.

6.8 The contractor shall not provide replacement parts that do not meet the OEM specifications without prior approval by the City.

6.9 Subcontracting is allowed only with prior written approval of the City. City reserves the right to reject or accept any subcontracting plan.

6.10 All work shall comply with applicable National Electrical Code requirements, Original Equipment Manufacturer specifications, and all applicable federal, state, and local regulations.

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7. REQUIREMENTS

7.1 Preventative Maintenance - Standard preventive maintenance intervals include semi-annual, annual, and 3-year visits or as determined by the City depending on the specific unit and facility designation.

Perform inspection and preventive maintenance per the final proposed & negotiated schedule.

The contractor is responsible for providing the manufacturer’s recommended maintenance requirements and intervals for each generator.

Coordinate all preventative maintenance service work with City of Plano Fleet Services division. The City will provide a schedule at least 30 days in advance for scheduling purposes. All Emergency Generator sites are restricted access.

Report any unsatisfactory or unsafe conditions identified at a respective site in writing to the City.

7.1.4.1 Do not proceed with service work until a resolution to the unsafe or unsatisfactory condition has been approved or addressed by the City.

7.1.4.2 In some instances, the contractor may be directed by the City to perform the tasks necessary to resolve the unsafe or unsatisfactory condition. If so, then the work associated with these tasks will be considered to be outside the preventative maintenance program, and will be billable at the applicable hourly rates for repair.

Load Bank Test consists of a four‐hour test as follows:

7.1.5.1 First stage with a 60‐minute duration with engine loaded to 25% of nameplate rating

7.1.5.2 Second stage with a 60‐minute duration with engine loaded to 50% of nameplate rating

7.1.5.3 Third stage with a 60‐minute duration with engine loaded to 75% of nameplate rating

7.1.5.4 Fourth stage with a 60‐minute duration with engine loaded to 100% of nameplate rating

7.1.5.5 City will refill the fuel tank upon completion of Load Bank Test.

7.2 Repair Services

Repairs are not included in the flat rates for inspection and maintenance and will be billable per the final negotiated rates . Repair time begins upon arrival at the site and ends upon departure.

If repairs are recommended on any report, include an itemized cost estimate of repairs.

Emergency Repairs require a response time of four to not more than six hours. The City will determine whether a repair is an emergency.

7.3 All materials or replacement parts utilized within this program will be new or rebuilt components meeting the original manufacturer’s specifications. Any items requiring replacement that are identified as obsolete will be addressed case by case.

7.4 The contractor shall maintain reasonable parts inventory or have demonstrated access to rapid parts sourcing to support emergency repair timelines.

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7.5 Added Value

Offerors are invited to propose added value solutions that are not specifically requested but which will assist the City in meeting its stated objectives. Examples may include additional functionality or modules, savings/deductions, unique qualifications, or new technology/ innovations. Such as, but not limited to:

Telematics for scheduled maintenance and repairs or technology to offer the City 24-hour monitoring of current work orders and repair requests.

Facility Inventory and Asset Management

7.5.2.1 Development and maintenance of a generator inventory log identifying each unit by facility, location, make, model, serial number, rated capacity, fuel type, and installation year

7.5.2.2 Tracking of preventive maintenance history, corrective maintenance history, and parts re-placement records for each unit

7.5.2.3 Notification to the City of Plano, TX when any unit reaches a condition or age threshold that warrants consideration for replacement or major overhaul

7.5.2.4 Provision of maintenance records in a format compatible with City of Plano, TX asset management systems upon request

8. NON-FUNCTIONAL REQUIREMENTS

8.1 Provide an itemized invoice, showing unit location, parts (if any), and labor, within 15 days of each service visit.

8.2 For each unit serviced, provide Field Reports, also known as Inspection Report, Service Report, Maintenance Report, and/or Load Bank Test Report, as applicable. Work will not be considered complete until the proper report is submitted.

8.3 The contractor shall provide a dedicated point of contact available during normal business hours and an emergency contact available at all times for after-hours urgent service needs.

8.4 Parts shall be invoiced at cost plus a pre-agreed markup percentage established in the contract pricing schedule.

Contractor Employee Requirements

8.5 The contractor will assign only qualified, trained, competent, and reliable personnel to perform the services.

8.6 All employees must be able to meet the requirements stipulated with the United States Department of Justice Employee Eligibility Verification Form (Form I-9).

8.7 The contractor shall ensure that their employees shall observe all City codes and ordinance governing City employees when on City premises.

8.8 In the event that the City shall deem an employee unacceptable or unsatisfactory, contractor shall remove such employee from the job site and shall supply a suitable replacement.

8.9 The contractor shall maintain adequate staffing levels to meet the service demands of the City of Plano, TX without delays or interruptions.

8.10 The contractor’s employees must coordinate with City contact for access to restricted areas.

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Reporting

8.11 A detailed report of the reason for the call-out and the work performed will be provided for each service call.

9. OMITTED

10. OMITTED

11. DESIRED SKILLS AND KNOWLEDGE

11.1 Bidders must provide applicable manufacturer certification for warranty, parts and training of employees.

11.2 Experience in generator and electrical switchgear repair/maintenance.

12. WORK HISTORY/PAST PERFORMANCE

12.1 Work history must show approximately five years of successful maintenance and repair experience for commercial or public entities, with projects of similar scope and complexity, including emergency response for critical operations.

13. INSURANCE

The successful offeror must submit proof of meeting necessary insurance requirements within ten (10) business days of request by the City. Failure to respond within ten business days may be grounds for declaring offer non-responsive to the specifications.

14. OMITTED

15. OMITTED

16. DATA OWNERSHIP

In conducting business and in anticipation of conducting business with contractor, it may be necessary for the City to share trade secrets and/or other confidential information and/or proprietary information or matter with contractor. The parties agree that such information and the materials referenced in the contract, the results and developments therefrom are confidential/proprietary information which belongs to the City. Contractor agrees not to disclose to any third party any such trade secrets and/or confidential or proprietary information for its own separate benefits. Contractor will be responsible for its employees or agents complying with the provisions of this Contract.

17. OMITTED

18. ASSIGNMENT

The offeror understands that, should their proposal be accepted, they agree as the contractor to retain control and to give full attention to the fulfillment of this contract, that this contract shall not be assigned without the prior written consent of City, and that no part or feature of the work will be assigned to anyone objectionable to City. Contractor further agrees that subcontracting any portion or feature of the work, or materials required in the performance of this contract, shall not relieve contractor from its full obligations to City as provided by this contract. Failure to obtain City’s written consent prior to assignment of this contract as set forth herein, may result in termination of this contract at the City’s discretion, without penalty or prejudice to any other remedy it may be entitled to at law, or in equity or otherwise under this contract. If the City elects to terminate this contract, the contractor shall provide the City refund of any prepaid, unused portion of the fees, calculated from the date of termination to the end of the then-current term.

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19. WARRANTY

Standard manufacturer’s warranty will apply to equipment. Contractor may offer extended warranty as added value and must warranty installation and labor.

20. OMITTED

21. TRAVEL

The City will not reimburse for travel expenses related to this project.

22. PERIOD OF PERFORMANCE

Contract term will be for one (1) three-year term, with two (2) automatic three-year renewals.

23. PLACE AND HOURS OF PERFORMANCE

23.1 Place

Locations listed on the Master Generator Pricing List.

Additional units to be provided by City, as needed.

23.2 Hours of Performance

Preventative Maintenance Work

Facilities Hours

Monday - Friday: 8:00 AM to 5:00 PM

Municipal Building (City Hall), Avenue N Radio Tower, Data Center Radio Tower, and Technology Solutions Hours:

Monday - Friday: 7:00 AM to 5:00 PM

Pumping Facilities

Monday - Friday: 7:00 AM to 3:00 PM

Emergency Repair Work: Hours As Needed

24. PROPOSAL RESPONSE FORMAT

The preferred method of proposal submission is online through planotx.ionwave.net. If you elect not to submit your proposal online, provide one hardcopy and be prepared to submit a soft copy after the responses have been unsealed.

Include all information requested in this SOW, in the format described in this section. Provide detailed descriptions of how you fulfill each requirement. Be as accurate and succinct as possible. Evaluators may take the clarity and completeness of a proposal into consideration. Otherwise, documents must be received within three (3) business days of request by the City of Plano. Failure to comply within three (3) business days may be grounds for declaring the proposal non-responsive to specifications. All submittals may be researched, evaluated, and verified by City of Plano staff. If you include exceptions in your proposal, identify each exception taken, noting the specific SOW section number, and provide a detailed description of the exception taken and your proposed replacement language.

The offeror is solely responsible for thoroughly understanding the RFP and its attachments, exhibits and forms. All issues that might be advanced or addressed by way of assumption should be submitted as questions before question cutoff.

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The City is prevented by the Texas Constitution (Article 11, Section 5) from indemnifying vendors.

Offerors are strongly discouraged from including terms in their proposals that require the City to indemnify them. Such terms may result in the proposal being rejected.

SECTION I—EXECUTIVE SUMMARY

Summary Provide a concise narrative summary of your proposal, including significant risks, and a highlight of any key or unique features, excluding cost/price. The highlighted features should tie in with the stated evaluation criteria. Summary material presented here does not meet the requirement for any portion for other sections of the proposal.

Table of Contents Provide a master table of contents of the entire proposal.

SECTION II—COMPANY PROFILE

Overview An overview of your company, including its structure and primary business.

Key Personnel Provide resumes and certificates of key personnel who will be assigned to this project. Describe their role in the company as well as their planned participation in the project.

Provide training and certification per Section 11. Desired Skills and Knowledge.

Subcontracting Plan If you plan to subcontract any or all portions of the work for this project, provide subcontractor information in this section.

For each proposed subcontractor provide a company overview, resumes of key personnel, and references as described above. Provide information regarding your firm’s history working with the subcontractor. Detail what portion of the work you plan to subcontract to each subcontractor.

Please note the requirement outlined in the Section 18. Assignment.

SECTION III—SERVICE PLAN

Provide a detailed narrative plan for routine generator maintenance, including scheduled service intervals and annual testing in accordance with the manufacturer’s recommendations.

Specify how the Contractor will report the costs of parts (e.g., manufacturer price list, vendor invoice, catalog pricing) so that the City can verify and calculate the mark‑up.

SECTION IV—EXPERIENCE

References

Provide recent references most relevant in demonstrating your ability to successfully complete this project. Refer to Section 12. Work History.

Offerors are cautioned that the City may use data obtained from other sources in addition to the information provided in this section when evaluating past and present performance.

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SECTION V—DOCUMENTATION

Provide one sample document per listed item below:

• Sample Invoice per requirements Section 8.1.

• Sample Field Service Report,

• Sample Preventative Maintenance Report,

• Sample Preventative Maintenance Checklist,

• Sample Load Bank Test Report

SECTION VI—ADDED VALUE

Offerors are invited to propose added value solutions that are not specifically requested but which will assist the City in meeting its stated objectives.

SECTION VII—COST

In the Master Generator Pricing List spreadsheet, include hourly labor rates and travel time charges, including after‑hours labor rates. Also include the percentage mark‑up for parts.

Provide any rates not included or covered in the Master Generator Pricing List, and provide a detailed breakdown of pricing for any value‑added items. No additional rates or costs will be accepted if they are not included in the submittal.

25. EVALUATION CRITERIA

The City intends to award this contract by manufacturer. The successful offeror(s) will be awarded a three-year contract with two (2) three-year renewals.

The City of Plano will select the proposals that are determined to be the best value for the City by manufacturer considering the relative importance of the following criteria and weights and any other facts considered relevant by the City. The City reserves the right to request presentations or demonstrations from some or all offerors in order to further develop evaluation scores. The City reserves the right to award contracts without any negotiations and reserves the right not to make an award.

Criterion WEIGHT

Qualifications Section II, Section IV

30%

Service Plan Section III, and Section V

20%

Added Value Section VI

10%

Cost

Section VII

40%

Offerors should be aware that any information regarding sealed proposals cannot and will not be disclosed to the public prior to contract award.

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26. BEST AND FINAL OFFER

The City reserves the right to request best and final offers from any or all offerors.

2026-0403-AC Statement of Work Page A-1

APPENDIX A—ROLES AND RESPONSIBILITIES

City of Plano Representative Only the city representative or his/her designated alternate has the authority to inspect, accept, or reject all deliverables. Acceptance of deliverable, final or otherwise, may be provided in writing or in electronic format as deliverables are met.

The city representative or his/her designated alternate shall ensure all work under the project has been completed and the project is ready for closeout prior to final payment. Final payment may not be made until all work is complete and all deliverables are received and accepted.