City of San Marcos

Invitation for Bids

2026-071 for

GENERATOR PREVENTATIVE MAINTENANCE AND

REPAIR SERVICES

Issued: Monday, October 14, 2026

ISSUED BY:

City of San Marcos

Purchasing Division

630 East Hopkins Street, Building 3

San Marcos, Texas 78666

RESPONSES DUE:

Thursday, November 12, 2026

Prior to 2:00 PM, Local Time

TABLE OF CONTENTS

I. INVITATION FOR BIDS

II. GENERAL INSTRUCTIONS

III. SPECIAL PROVISIONS

IV. SCOPE OF SERVICES AND DELIVERABLES

V. REQUIRED DOCUMENTS………………………………………………………………………………...18

EXHIBITS:

• EXHIBIT “A” – SAMPLE STANDARD SERVICES AGREEMENT

REQUIRED FORMS FOR SUBMISSION:

• BID FORM

• VENDOR INFORMATION QUESTIONNAIRE AND ASSURANCES FORM

• VENDOR REFERENCES AND QUALIFICATIONS FORM

• HOUSE BILL 89 VERIFICATION FORM

• CONFLICT OF INTEREST QUESTIONNAIRE

IFB 2026-071

I. INVITATION FOR BIDS

The City of San Marcos (“City”) requests bids from qualified interested Bidders for providing all labor, materials, equipment, supervision, and incidentals, and for performing all services required and stated herein.

By submission of a bid/offer to this invitation, Bidder agrees to the City of San Marcos Standard Terms and

Conditions hereby incorporated by reference, with the same force and effect as if they were incorporated in full text. “Standard Terms and Conditions” are available online at Standard Terms and Conditions.

The terms “Bidder”, “Contractor”, “Vendor”, and “Company” have the same meaning and shall be used interchangeably.

This solicitation complies with applicable City Policy and state of Texas law, including Local Government Code, Chapter 252.

II. GENERAL INSTRUCTIONS

A. ANTICIPATED CALENDAR:

The following is the anticipated schedule, in consideration of any holidays, for the selection process:

• October 14, 2026 – Advertise, mail, or email Solicitation

• October 22, 2026 – Deadline for submission of questions to cosmpurchasing@sanmarcostx.gov

• October 29, 2026 – Deadline for addendum to be posted at www.sanmarcostx.gov/eprocurement

• November 12, 2026 – Deadline for receipt of responses

• December 15, 2026 – City Council for consideration and contract

B. GENERAL CONDITIONS: Bidders will submit their bids upon the following express conditions:

1. Bidders will thoroughly examine the scope of services, specifications, and all other bid documents.

2. Bidders will make all investigations necessary to thoroughly inform themselves regarding performance of services as required by the bid documents. No plea of ignorance as a result of failure to make the necessary examinations and investigations will be accepted as a basis for varying the requirements of the City.

3. Bidders are advised that City contracts are subject to all legal requirements under Local, State, and Federal statutes, ordinances, and regulations.

C. PREPARATION OF BIDS: Bidders will prepare bids in accordance with the following:

1. All information required by the bid documents will be furnished. The bidder will manually sign the Bid

Form. The Bid Form, with original ink signatures, must be submitted.

2. Unit prices will be shown when called for on the Bid Form, and where there conflict between the unit price and the total price, the unit price will govern.

3. Alternate bids will not be considered unless expressly authorized by the bid documents.

4. The City is exempt from payment of State and Local sales, excise, and use taxes under the Texas Tax Code, Section 151.309.

IFB 2026-071

https://sanmarcostx.gov/DocumentCenter/View/10073/City-of-San-Marcos-Standard-Terms-and-Conditions-PDF mailto:cosmpurchasing@sanmarcostx.gov http://www.sanmarcostx.gov/eprocurement

5. By submitting a bid, the bidder certifies that it is a duly qualified, capable, and bondable business entity, that it is not in or contemplating bankruptcy or receivership, and that it is not currently delinquent with respect to payment of taxes assessed by any political subdivision.

D. SUBMISSION OF BIDS:

1. Submit one (1) original signed and sealed bid on the Bid Form of this solicitation along with required forms to the Office of the Purchasing Manager, Building 3, 630 East Hopkins Street, San Marcos, Texas

78666, by the date and time specified herein. The City will not accept bids after the submittal deadline.

2. All bids must be contained in a sealed envelope. The outside of the outermost container must clearly list the following information:

• Bid number and title;

• Bidder’s name, city, and state; and

• Submission deadline.

3. Submit only the required forms:

• Bid Form,

• Vendor Information Questionnaire,

• Vendor References and Qualifications Form,

• House Bill 89 Verification Form, and

• Conflict of Interest Questionnaire.

4. All bids must be submitted to the following location prior to the submission deadline, regardless of delivery method:

City of San Marcos

Office of the Purchasing Manager

630 East Hopkins Street

San Marcos, Texas 78666

If you choose to submit your bid in person, staff will be available during regular business hours of 8:00 AM to 12:00 PM and 1:00 PM to 5:00 PM, Monday through Friday, except on holidays. You may also drop off your bid in person in the Bid/Proposal drop box located inside the Municipal Building Lobby, Building 3, 630 East Hopkins Street, San Marcos, Texas 78666.

If submitting a bid via courier or by any other means, it is the Bidder’s responsibility to ensure timely delivery. The City is not responsible for late deliveries or deliveries made to any place other than the

Office of the Purchasing Manager for reasons including, but not limited to, the lack of or improper labeling of the outermost sealed shipping container. The City is under no obligation to return bids.

5. Revised bids must be received before the bid submission deadline. Revised bids must bear the original signature of the Bidder or the Bidder’s authorized representative. Revised bids in fax and email form are unacceptable.

E. WITHDRAWAL OF BIDS: A bidder may withdraw a bid only by submitting a written request to the

Purchasing Manager via email at cosmpurchasing@sanmarcostx.gov. Bidders must reference the bid number in the subject line.

F. PUBLIC BID OPENING: Bids will be opened and read aloud in the Municipal Building Conference Room, 630 East Hopkins Street, San Marcos, Texas 78666, immediately following the 2:00 PM submission deadline on the bid Due Date via videoconference. To join, click on the Teams Meeting Link and enter the following meeting ID and passcode information:

Meeting ID: 279 963 198 733

Passcode: RJsC5g

For call in (audio only), call 1-430-205-2151 and enter Phone Conference ID 173 482 704#.

G. LATE BIDS OR AMENDMENTS: Bids and amendments submitted after the time set for the bid opening will not be considered.

H. REJECTION OF BIDS: The City reserves the right to reject any bids, and to waive any and all informalities and irregularities in bids, whenever the City deems the rejection or waiver to be in its best interest. Other causes for the City to disqualify a Bidder or reject its bid include:

1. The bid has any omission, alteration of form, addition, or condition not called for, or unreasonable or unbalanced unit bid prices.

2. The bid is incomplete or is not accompanied by an acceptable bid guaranty, if required.

3. More than one (1) bid is submitted by the Bidder.

4. There is evidence of collusion among Bidders.

5. There is evidence of unsatisfactory performance, default, or litigation with an owner by the Bidder under a previous contract, either with this Owner or with another owner.

6. There is evidence that the Bidder is behind schedule, in arrears in payment to an employee, subcontractor, or material supplier, in default, or in litigation with an owner under an existing contract.

7. The Bidder is not responsible due to evidence that the Bidder does not have sufficient qualifications

(including without limitation, lack of experience, poor safety record, insufficient personnel, equipment, financial resources, or other attribute) to assure the satisfactory completion of the Project.

8. The Bidder has been convicted of a criminal offense committed in the United States involving fraud, theft, bribery, kickbacks, or unlawful gifts to a public official if the conviction occurred within three (3) years immediately preceding either the date of submission of your bid, the submission of your Statement of

Bidder’s Qualifications, or the advertised contract award date.

9. The Bidder does not meet the minimum experience qualifications established in the solicitation.

10. The Bidder is debarred, suspended, or otherwise excluded from or ineligible for participation on federal assistance programs.

11. Unbalanced Unit Price Bid: “Unbalanced Bid” means a bid, which includes a bid that is based on unit prices which are significantly less than cost for some Bid items and significantly more than cost for others.

This may be evidenced by submission of unit price bid items where the costs are significantly higher/lower than the cost of the same bid items submitted by other Bidders on the project.

12. The Bidder or principals are currently debarred or suspended by Federal, State, or Owner governmental agencies.

13. The Bidder is identified on a list maintained by the Texas Comptroller of Public Accounts as a company known to have contracts with or provide supplies or services to a foreign terrorist organization, unless otherwise exempted from sanctions by the United States government.

14. The Bidder failed to sign and submit a completed Vendor Information Questionnaire and Assurances form.

https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting?ef_id=_k_EAIaIQobChMIk-THsPvUkgMVSKADAB1FoACpEAAYASAAEgKTP_D_BwE_k_&OCID=AIDcmmyk3xpkyw_SEM__k_EAIaIQobChMIk-THsPvUkgMVSKADAB1FoACpEAAYASAAEgKTP_D_BwE_k_&ef_id=_k_EAIaIQobChMIk-THsPvUkgMVSKADAB1FoACpEAAYASAAEgKTP_D_BwE_k_&anchor=&gad_source=1&gad_campaignid=23382630896&gbraid=0AAAAADcJh_t5uQ6XXdhCifCGf6S3Yk4Pf&gclid=EAIaIQobChMIk-THsPvUkgMVSKADAB1FoACpEAAYASAAEgKTP_D_BwE#plans

I. ACCEPTANCE OF BID: Upon acceptance of a bid by City Council, if over $100,000, and issuance of a

Contract Award or Purchase Order (“PO”) by the Purchasing Manager, the successful bidder will deliver the goods and services as specified at the stated prices, within the time specified, and in accordance with all provisions of the bid documents.

J. TECHNICAL REPRESENTATIVES: Any advice, approvals, or instructions given by the City’s staff, technical personnel, or other representatives to any bidder are expressions of personal opinion only and do not alter or amend the bid documents unless included in an addendum.

K. RIGHT TO ASSURANCE: Whenever one party to this contract, in good faith, has reason to question the other party's intent to perform, the former may demand that the other party give written assurance of intent to perform. In the event that a demand is made, and no such assurance is received within five (5) business days, the demanding party may treat this failure as an anticipatory repudiation of this contract.

L. WARRANTY OF PRICE: The City will pay the price for services specified by the successful bidder’s bid.

The successful bidder warrants its price to be no higher than the successful bidder’s current prices for its performance of the services covered by this contract for others under similar conditions.

M. PROTESTS: The purpose of the protest procedures is to protect the public interest in the purchasing process.

This section is intended to give a Bidder, Proposer, or Contractor who is aggrieved in connection with the solicitation, evaluation, or award of a contract the opportunity to protest. The City’s objective is to resolve protests as soon as practical.

Any protest or complaint to the City's consideration must be submitted in writing and received by the Purchasing

Manager no later than 5:00 PM on the fifth (5th) calendar day after the City notifies the Bidder or Proposer: 1) that it is deemed non-responsive; 2) that it is deemed not responsible; 3) the name of the apparent winning

Bidder; or 4) the City’s intent to award a contract. If the protest or complaint does not contain the following information, it may be dismissed by the Purchasing Manager:

1. Protestor’s name, address, telephone number, and email address;

2. The solicitation number;

3. Identification of the statute or policy that is alleged to have been violated;

4. A precise statement of the relevant facts;

5. Identification of the issues to be resolved; and

6. Supporting documentation.

The protest must be concise and presented logically and factually to help with the City’s review and determination as to whether the grounds for the protest are sufficient. The Purchasing Manager will notify the protesting party that the protest has been received and make every effort to resolve the protest before contract award.

If it is determined that the grounds for the protest are insufficient and no violation of a statute or policy has occurred, the Purchasing Manager will provide a written decision to the protesting party setting forth the reasons for the determination.

If, after conferring with the City Attorney’s Office, it is decided that the grounds for the protest are sufficient and it is determined that a violation of a statute or policy has occurred, the Purchasing Manager will inform the protesting party by letter setting forth the reasons for the determination and the remedial action that will be taken.

When a protest is filed, the City will not make an award until a decision on the protest is made except, as determined by the City Manager, when a delay would jeopardize urgently needed goods or services, or a delay in making an award will unduly delay delivery or performance of urgently needed services.

N. DISPUTES AND APPEALS:

1. The City Council is the final authority on issues relating to this contract. The Purchasing Manager is the

City’s representative in the award and administration of this contract and will issue and receive all documents, notices, and correspondence.

2. If a protest is not resolved to a bidder’s satisfaction, the bidder may submit a notice of appeal to the City

Council through the Purchasing Manager within five (5) days from the bidder’s receipt of a reply to the protest. The decision of City Council is final and conclusive and binding on all parties concerned.

3. The contractor will continue performance of the contract during all disputes with the City. The timely production, shipment, and delivery of goods or provision of services must not be delayed or postponed pending resolution of any disputes, except as the contractor and the City may otherwise agree in writing.

O. DISCOUNTS: Prompt payment discounts will not be considered in determining low bids and making awards.

P. LOBBYING: A Bidder is prohibited from directly or indirectly communicating with City Council members or

City staff regarding their Bid or qualifications or any other matter related to the eventual award of a contract for the services requested in this Solicitation. Any violation will result in immediate rejection from the solicitation process.

Q. OFFICIALS NOT TO BENEFIT: If a member of the City Council or any City employee has a financial interest in a company, the City may not purchase goods or services from the company. If an officer of the City, other than a City Council member or City employee has an ownership interest in a company, then the City may not enter into contracts with that company exceeding a cumulative amount of $7,500.00 annually. Contracts made by the City in violation of these restrictions are voidable by the City Manager or the City Council.

R. DELEGATION, SUBCONTRACTS, ASSIGNMENT, AND SET-OFF: The Vendor/Contractor will not, without written consent of the Owner, make any contract with any other entity for furnishing any of the completed or substantially completed goods covered by this contract or assign its obligations under this contract.

The Owner may set-off against the amount payable to any person under this contract any claim or charge it may have against the Vendor/Contractor.

S. CHANGE OF NAME: The contractor is responsible for the performance of this contract. In the event the

Contractor changes its name, the Purchasing Manager must be notified in writing immediately. No change in the obligation of the Contractor will be recognized until such change is approved by the Purchasing Manager.

T. FORCE MAJEURE: In the event that the performance by either party of any of its obligations under this contract is interrupted or delayed by events outside of their control such as acts of God, war, riot, or civil commotion, then the party is excused from such performance for the period of time reasonably necessary to remedy the effects of the events.

U. TERMINATION FOR DEFAULT: Failure by either party to perform any of its provisions will constitute a default and breach of contract, in which case, the other party may require corrective action within ten (10) days from the date the defaulting party receives written notice citing the nature of the breach. Failure of the defaulting party to make corrective action or to provide a satisfactory written reply excusing such failure within the prescribed ten (10) days will authorize the other party to terminate this agreement by written notice.

V. NONDISCRIMINATION: It is the City’s policy that in regard to any contract entered into pursuant to this solicitation, historically underutilized businesses (HUBs) will be afforded equal opportunities to submit bids in response to this solicitation and will not be discriminated against on the grounds of race, color, sex, religion, national origin, age, or disability in consideration for an award. The Bidder warrants that it does not and will not discriminate in employment and in subcontracts based on race, color, sexual orientation, gender identity, national origin, sex, age, disability or economic condition and as an EEO employer, the Bidder prohibits retaliation, discharge, or discrimination against any employee or applicant for employment or against any subcontractor or supplier.

W. ENTIRETY OF AGREEMENT; AMENDMENTS: This represents the entire agreement between the parties relating to the subject matter of this contract. Any prior agreements, promises, negotiations, or representations between the parties are not binding unless included in this contract. All amendments to this contract must be in writing and executed by both parties.

III. SPECIAL PROVISIONS

A. CONTRACT AWARD: The successful Bidder will be awarded a contract for an initial term of one (1) year.

The contract will automatically renew for up to four (4) one-year periods for a not-to-exceed cumulative contract term of five (5) years. Either party may exercise the option to not renew the contract with 90 days’ written notice.

The successful Bidder will be required to enter into a written contract with the City which includes the City’s

Standard Terms and Conditions found at www.sanmarcostx.gov/termsandconditions. Where conflicts may exist between the provisions of the written contract and the provisions of this Solicitation, the provisions imposing greater responsibility on the successful Bidder will control. Refer to Exhibit “A” for the Sample Standard

Services Agreement.

Any modifications or changes to the contract will be documented via formal contract amendment.

B. EXTENSION FOR PROCUREMENT PROCESSES: Upon expiration of the term of this contract, including any renewals permitted herein, at the City’s sole discretion, this contract may be extended on a month-to-month basis for a maximum of six (6) months to allow for the City’s procurement processes in the selection of a vendor to provide the goods/services provided under this contract. The City will notify the Contractor in writing of its intent to extend the contract at least thirty (30) calendar days before the expiration of the contract. Any extension under this clause will be a continuation of the same terms and conditions as in effect immediately before the expiration of the then-current term.

C. FACTORS TO AWARD: The City reserves the right to award a contract to a Bidder on the basis of lowest http://www.sanmarcostx.gov/termsandconditions total cost. The Bidder will provide a price on all items of the Bid Form to be considered responsive. The following criteria will be utilized in the evaluation of the bid:

1. Lowest total cost;

2. Responsiveness of the bid; and

3. Responsibility of the bidder.

D. BASIS OF AWARD: The City reserves the right to award a contract on the basis of lowest total cost. The

City reserves the right to reject all bids. The City reserves the right to waive any minor informalities or irregularities in any bid.

E. ADDITIONAL INFORMATION: Inquiries regarding this solicitation must be submitted in writing via email to the following Purchasing Division Point of Contact, and must be received by 5:00 PM Local Time, ten (10) business days prior to the bid due date. Inquiries must include the Inquirer’s name, address, and telephone number. Reference the bid number in the subject line.

POINT OF CONTACT:

Dustan Lukasik, Senior Buyer

Email: cosmpurchasing@sanmarcostx.gov

Must Reference #2026-071 in Subject Line

F. ADDENDA: Any changes resulting from the questions submitted affecting specifications, the scope of work, or which may require an extension to the bid due date will be reduced to writing in the form of an addendum to this solicitation. It is the Bidder’s responsibility to check the above site to determine if the Owner has issued any addenda. Any clarification or interpretation will be included in an addendum to the Contract Documents and will be posted to www.sanmarcostx.gov/eprocurement (5) business days before the bid opening date.

G. BIDDER RESPONSIBILITY: The Bidder is responsible for its own measurements and its familiarization with the services required, prior to submission of a bid. The Bidder is expected to have become familiar with, and taken into consideration, site conditions which may affect the work. A plea of ignorance of conditions that may exist, or may hereafter exist, on the site of the work, or difficulties that may be encountered in the execution of the work, as a result of failure to make necessary investigations and examinations, will not be accepted as an excuse for any failure, or omission on the part of the successful Bidder to fulfill all the requirements and to complete the work for the consideration set forth herein, or as a basis for any claim whatsoever.

H. EXPERIENCE: By submission of this bid, Bidder certifies that it has a minimum of five (5) years of experience for the scope of work or services set forth herein.

I. SAFETY: All contractors and subcontractors performing services for the Owner are required and will comply with Occupational Safety and Health Administration (“OSHA”), State and City Safety and Occupational Health

Standards, and any other applicable rules and regulations. The Vendor/Contractor and its subcontractors will be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site area.

J. PRICES: All prices provided on the Bid Form by the bidder will include all labor costs, insurance, overhead, travel time, mileage, bond costs, and exclusive of all taxes.

IFB 2026-071

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K. ESTIMATED QUANTITIES: It is estimated that the City will purchase the quantity of services stated in the

Bid Form, on an as-needed basis, during the term of the contract. This represents a realistic estimate based on historical data for purposes of securing a quote. The quantities are not firm and are not hereby called for or ordered. These estimates do not constitute an order.

L. ADDITIONAL SERVICES QUANTITIES: The City anticipates that it may require additional quantities of the services described in the Bid Form. The bid price will apply to any additional quantities, including quantity discounts applied to the initial purchase. The City is not obligated to purchase any additional services under this solicitation.

M. CHANGES: In no event will the net amount of all change orders increase the Contract Price by more than twenty-five percent (25%). The net amount of all change orders will not decrease the Contract Price by more than twenty-five percent (25%) without the Contractor's consent to the decrease.

N. PRICE ESCALATION: The City will only consider a rate modification at the time of the annual renewal. A request for price adjustment must be made in writing by the Contractor prior to the annual renewal date.

Requested adjustments must be solely for the purpose of accommodating changes in the Contractor’s direct costs. Contractor shall provide an updated price listing once agreed to adjustment(s) have been approved by the City. Such price adjustment will be based on the Producer Price Index (PPI) from the U.S. Bureau of Labor

Statistics (BLS.)

O. SUBCONTRACTING: The Vendor/Contractor will perform one hundred percent (100%) of the work using their own personnel. If the Vendor/Contractor subcontracts any of the work to be performed, the Owner reserves the right to declare the Vendor/Contractor unqualified to do the work, declare the contract null and void, and re-award the contract to the next lowest responsible Bidder.

P. RIGHT TO PURCHASE ELSEWHERE: The City will not actively solicit bids, proposals, quotations, or otherwise test the market solely for the purpose of seeking alternative sources for the specified goods and services. If one or more contract terms are not met, the City reserves the right to purchase elsewhere any and/or all goods and services covered by this contract if available from another source. Should the successful bidder fail to supply the goods/perform the services when ordered in accordance with the terms specified herein, the

City will have the right to procure services in the open market, in which the extra costs of such goods and services above contract price will be charged against the successful bidder and may be deducted from any money due or which may become due to them.

Q. INSPECTION AND ACCEPTANCE: The Owner will inspect and accept delivery made under this contract or may reject any or all services which do not conform to specifications. The Vendor/Contractor will correct any services not meeting specifications noted during inspection.

R. HOLIDAYS: The Vendor/Contractor will observe the same holiday schedule as the Owner unless prior arrangements have been made with the Owner’s Representative for approval. If the holiday falls on a Saturday, then the holiday will be observed on the proceeding Friday. If the holiday falls on a Sunday, then the holiday will be observed on the Monday immediately following.

New Year’s Day 1st Day of January

Martin Luther King Jr. Day 3rd Monday of January

Presidents’ Day 3rd Monday of February

Memorial Day Last Monday of May

Juneteenth Day 19th Day of June

Independence Day 4th Day of July

Labor Day 1st Monday of September

Indigenous Peoples Day 2nd Monday of October

Veterans Day 11th Day of November

Thanksgiving Holiday 4th Thursday and Friday of November

Christmas Holiday 24th and 25th Days of December

S. SMOKING: In accordance with San Marcos Ordinance No. 2013-57, all contractors, subcontractors, and their employees are prohibited from smoking while on City property. This includes the enclosed areas of public places and workplaces, within ten (10) feet of doors and windows, City-owned or rented/leased property, including parks and facilities. This prohibition includes e-cigarettes and other inhaled vapor devices. The City reserves the right to terminate a contract(s) if the Contractor is found in noncompliance. The City reserves the right to direct the Contractor to remove or replace any employee for just cause.

T. INTERGOVERNMENTAL PURCHASES: The City reserves the right to extend all of the terms, conditions, specifications, and unit or other prices of any contract resulting from this proposal to any and all public entities, subdivisions, school districts, community colleges, colleges, and universities. This is conditioned upon mutual agreement of all parties pursuant to special requirements which may be deleted from the original contract. The

Bidder will notify any governmental entity that wishes to use any contract resulting from this proposal that it must contact the City Purchasing Manager for approval of its utilization of the City’s contract.

The City assumes no authority, liability, or obligation, on behalf of any other governmental entity that may use any contract resulting from this proposal. All purchases and payment transactions will be made directly between the successful Bidder and the requesting entity. Any exceptions to this requirement must be specifically noted in the Bid response.

U. PAYMENTS: Payment will be in accordance with Chapter 2251, Texas Government Code. Invoices will include the Contract Number, work description, unit price, quantity, extended price, and contract and/ or purchase order number.

1. Prior to receipt of Contract, the successful Bidder will complete a Request for Taxpayer Identification

Number and Certification Form. The Owner will not issue payment until the properly completed form has been received.

2. Progress payments will be made by the Owner upon the completion and acceptance of the work performed under this contract, and submission of an original invoice to the City of San Marcos, Accounts Payable

Division, 630 East Hopkins Street, San Marcos, Texas 78666, or cosmap@sanmarcostx.gov.

3. All payment terms will be “Net 30 Days” unless otherwise specified in these solicitation documents. The successful Bidder is encouraged to register for direct deposit payments prior to providing goods and/or services using the AP-ACH Direct Deposit form posted on the Owner’s website at:

http://sanmarcostx.gov/2863/New-Vendors.

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mailto:cosmap@sanmarcostx.gov http://sanmarcostx.gov/2863/New-Vendors

4. Vendors will submit invoices within sixty (60) days of completion of work/delivery of goods and/or services.

V. PAYMENT CARD (P-CARD): The Owner has implemented a Payment Card Program to streamline our payment process. In order to expedite payments for our suppliers, the Owner has the option to make payment utilizing a business credit card (P-Card) rather than a printed check.

IV. SCOPE OF SERVICES AND DELIVERABLES

A. BACKGROUND: City of San Marcos (“City”) is seeking a well-qualified company to provide standby generator Annual Maintenance (AM), Triennial Maintenance Service (TM), and Repair Services (RS) for City standby generators located throughout the City. The Contractor will be responsible for furnishing all necessary parts, labor, machine shop work, field work, shop and field welding, miscellaneous repair, travel time, expenses, and equipment necessary to do the work required. City of San Marcos reserves the right to add or remove standby generators at any time to meet the City requirements.

B. SCOPE: The Vendor/Contractor will provide all labor, equipment, tools, materials, supplies, supervision, and other items or services necessary to provide Generator Preventative Maintenance and Repair Services. All work shall be accomplished in strict accordance with specifications set forth herein, and all applicable state, City 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 solicitation.

C. WORK HOURS: The Vendor/Contractor will work the same hour workday as the Public Works Department.

The hours are normally from 8:00 am – 5:00 pm, Monday – Friday. These work hours allow for a thirty (30) minute lunch break and two (2) fifteen (15) minute breaks, in the morning and in the afternoon. Breaks will be taken on the job site in the field. Any deviation from the set scheduled hours will be approved in advance by the Owner’s Representative. All crew members will be required to keep time records of the start and end of each workday.

Contractor will work closely with the City’s Contract Coordinator to schedule Generator Presentative

Maintenance Services. When Technicians arrive at each site, before beginning service they are to notify staff at each location or contact the City’s Contract Coordinator to check in.

1. Annual Maintenance (AM) Services: Annual Maintenance Services shall include all complete service checks and cleaning as specified below. Annual shall mean one (1) time per year.

a. Inspect the enclosure for functionality and security.

b. Check for alarms and warnings.

c. Check fuel levels and advise when main fuel tank is below three-quarters (3/4) full.

d. Drain water from the separators in diesel-fueled units only, check supply piping for cracks or damage, and change the fuel filter.

e. Flush coolant System and fill with new coolant.

f. Change oil and filter.

g. Confirm exhaust system and ventilation are clear of obstructions.

h. Change the air filter.

i. Clean the crankcase breather.

j. Change spark plugs.

k. Correct all loose camps or wire connections, and clean or replace corroded wires.

l. Starting system (batteries and charger):

1) Wipe down battery and check for corrosion.

2) Check battery electrolyte level and specific gravity.

3) Inspect battery cables and connections for damage and secure connections if needed.

4) Check battery operator.

m. Inspect and clean alternators.

n. Inspect transfer switches and turn power on and off for testing.

o. Check for and report any leaks.

p. Test and recondition fuel in diesel-fueled units only.

q. Perform load bank testing for a minimum of two (2) hours and provide copy of test results to the City.

1) Perform work during regular business hours 8:00 AM to 4:00 PM, Monday through Friday.

2) Provide the City with a copy of each maintenance inspection report with all applicable areas filled out by the service technician.

3) Document in writing any problems noted with equipment and provide written recommended courses of corrective action to the Facilities Maintenance Manager (FMM) or their designee.

4) Contractor is required to obtain written permission from City of San Marcos prior to performing any repairs deemed necessary for proper operation of the standby power system at time of inspection.

2. Triennial Maintenance (TM) Services: Triennial Maintenance Services shall include all complete service checks and cleaning as specified below. Triennial shall mean one (1) time every three (3) years.

a. Triennial service will include all the services from annual services.

b. Change all thermostats.

c. Change all belts.

d. Change all coolant system hoses.

e. Change air cooler hoses.

f. Change intake home adaptor.

g. Change hose clamps associated with the generators.

3. Repair Services (RS): Contractor shall provide a contact telephone number and email address at which

Contractor can be reached at all times. If not answered immediately, the Contractor shall return a call from the

City within one (1) hour regardless of the time of day, day of week, weekend, or holiday. Repair Service calls

(subcategories: Emergency, Urgent, and Routine) for work outside the scheduled Annual Maintenance and

Triennial Services. Repair Service calls are activities undertaken to detect, isolate, and rectify a fault so that the failed and/or abnormal operating backup generator can be restored to its normal operating state.

When Technicians arrive at each site, before beginning service they are to notify staff at each location identified in Exhibit “B”, Site Locations, or call the contact number listed to check in.

4. Rates: Repair Services work shall be paid in accordance with the Bid Form for Repair Labor and Repair

Parts for all backup generators.

Contractor shall provide a quote, using the hourly rates established herein, for the Repair Services work. Parts and/or components supplied for repair service work will be paid to Contractor in accordance with the percentage markup indicated on the price schedule.

Bid Prices for parts and/or other components shall be submitted on percentage markup of Contractor's cost. Contractor shall only proceed with the Repair Service work after receipt of a purchase order issued by the City. City will not pay for any unauthorized parts or labor charges. Evidence of said costs shall be submitted with invoice for Repair Service calls. Contractor must submit invoices with a copy of the written purchase order supplied by the department for which the services are provided. Such invoices shall have the language REPAIR SERVICE and indicate Emergency, Urgent, or Routine thereon. Proof of costs shall be printed, properly identified and dated and submitted with the invoice.

a. Minor Service calls shall constitute any Repair Service call that costs $3,000.00 or less. Minor Service calls require the Facilities Maintenance Manager (FMM) written approval before initiating any work. City reserves the right to self-perform minor services.

b. Major Service calls shall constitute any services exceeding $3,000.00 in cost. A Purchase Order must be issued before performing Major Services on any equipment. Contractor shall submit an estimate prior to performing any Repair Service calls. The estimate shall include a comparison between repairing and replacing the item(s). Contractor will clearly annotate any item(s) where the cost of the Repair Service work is equal to or greater than seventy-five percent (75%) of the price of a new item(s).

c. Routine Service calls are service calls beyond the scheduled AM service. For routine service calls, the

Contractor shall respond on site within four (4) hours from receipt of a phone call or email from the

City during both Normal Working Hours and Overtime Hours. This response shall also occur after any change in project status. The FMM or their designee will request routine service calls for any location listed herein. Routine Service calls are a subcategory of Repair Services.

d. Urgent Service calls: For urgent service calls, the Contractor shall respond on site within two (2) hours from receipt of a phone call or e-mail from the FMM or their designee during both Normal Working Hours and Overtime Hours. The FMM or their designee will request urgent service calls for any location listed herein. Urgent service calls are a subcategory of Repair Services.

e. Emergency Service calls: An emergency service call is any condition that can potentially impact the health, safety and welfare of City employees and/or the general public as determined solely by the City.

The City will identify emergency calls at the time of notification. Contractor shall respond on site within one (1) hour. In the event of an emergency, a formal written proposal may be waived, however Contractor shall not commence work until explicitly given approval from the FMM or their designee. The FMM or their designee will request emergency service calls for any location listed herein. Emergency Service Calls are a subcategory of Repair Services.

f. Equipment Inspection: An initial full equipment inspection will be available to the awarded contractor(s) by site and within a timeframe that will be designated by the FFM or their designee, if they so desire. The vendor shall have visited the facilities and shall have inspected all equipment, to be fully acquainted and familiarized with conditions as they exist, and the operations to be carried out. The vendor shall make such investigations as appropriate, to fully understand any difficulties and restrictions involved, while attending to the execution of the work with minimal disruption to the operations of the facility.

g. System Failure: Should any of the contractor(s) activities result in the generator system failure, or shutdown of any part of the system, the vendor is required to immediately inform the FMM or their 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.

h. System Condition: Whenever services are provided, the contractor shall ensure that the standby generator equipment and systems are left in an operable condition. The contractor shall document all services performed and submit said documentation with their invoice for services.

i. Stoppage of Work: The City reserves the right to stop work on any project if, in the opinion of the FMM or their designee: Materials or work are not in conformance with the OEM specifications, applicable codes, standards, City specifications and/or accepted practices. The contractor’s activities result in damage to

City property. The contractor’s activity adversely interferes with the normal operation of the facility.

Contractor’s personnel are not properly licensed to perform the work or as it pertains to City facilities.

Any other condition, situation, or circumstance which, in the opinion of the FMM or Inspector, would be a detriment to the best interests of the City if allowed to persist.

j. Inspection of Work: The City 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 the City will be submitted to the contractor for correction.

Within thirty (30) calendar days after submission of deficiencies to the contractor, an inspection of the backup generator system may be conducted to ensure corrective action was taken. Should the deficiencies not be corrected, the contractor shall be liable for any cost incurred by the City to ensure the correction to include, but is not limited to, additional inspections, repairs and meetings.

k. New Installations: Any new installation(s) of generator shall be biddable at the sole discretion of the City.

No guarantee is given to Contractor awarded specific route where installation will occur.

l. Parts: The contractor(s) shall have access to most of the common parts necessary to service the units. All furnished materials shall be new and genuine manufacturers’ authorized replacement parts. Equivalent or rebuilt parts shall be pre-approved for use by the FMM or their designee prior to use. The utilization of used materials is strictly prohibited without the pre-approval and consent of the FMM or their designee.

m. Warranty: Warranty on all parts and labor shall be provided at a minimum of 12 months. Parts provided by the City shall not be included under the 12-month warranty.

n. Price Schedule and Rates: The Vendor shall fill out the Bid Form and provide pricing for Annual

Maintenance Services, Triennial Preventative Maintenance, and Repair Services labor rates for all labor categories of employees envisioned to provide repair and emergency services that align with the work.

1) Annual Maintenance and Triennial: Prices shall be listed for all-inclusive per standby generator.

Repair Services: Hourly rates paid under the agreement shall be only for actual productive hours on the job site.

2) Materials Markup: the City will not consider any bid with a parts and materials markup in excess of twenty percent (20%). Mark up on parts and materials shall include the contractors’ time, labor and travel to obtain the necessary parts for repairs and replacements.

3) Trip Charge: the City will not pay for more than one trip charge per Repair Services call out.

D. EMPLOYEES: All services will be performed by experienced, qualified personnel of the Vendor/Contractor, using current, acceptable practices.

1. The Vendor’s/Contractor’s employees, permanent or temporary, will present a neat appearance and be easily recognized while performing the work. This will be accomplished by wearing appropriate identification badges or uniforms.

2. All employees of the Vendor/Contractor that are not U.S. citizens will have valid work permits. The

Vendor/Contractor will follow all guidelines of equal employment practices.

3. The Owner reserves the right to direct the Vendor/Contractor to remove or replace any employee for just cause.

4. The Vendor/Contractor will have an English-speaking employee on site at all times while work is being performed.

5. The Vendor/Contractor will require employees to wear personal protective equipment in accordance with appropriate safety standards.

E. DRIVERS: The Vendor/Contractor will have drivers with a valid State of Texas Class “C” driver’s license.

F. CONDITION OF EQUIPMENT: The equipment specified will be new and of current manufacture. All items which are not specifically mentioned but are necessary to render the equipment complete and operational will be included in the price estimate.

G. SUBMITTAL(S): The Vendor/Contractor will provide the following report(s) during the term of the contract during and or after inspection or per each visit:

1. Send Customer a copy of each maintenance inspection report with all applicable areas filled out by the service technician.

2. Report any noted problem with equipment and recommended course of corrective action to the facilities maintenance manager or their designee.

H. EXPERIENCE REQUIREMENTS: The Bidder certifies that it has a minimum of five (5) years’ experience in this field.

I. MINIMUM QUALIFICATIONS: Minimum acceptable qualifications for responding vendors include the criteria below.

1. Contractor Qualifications: Contractor shall furnish evidence satisfactory to the City specifically demonstrating that the management of the firm has, in the past, satisfactorily performed the work required herein. The following minimum requirements must be demonstrated in order for the submission to be considered responsive to City of San Marcos.

a. Contractor shall have at least five (5) years of experience completing work of the same or similar nature.

b. Contractor shall be in good financial standing, not in any form of bankruptcy, and current in payment of taxes and fees, such as state franchise fees.

c. Contractor must possess the required licenses to operate a business in the State of Texas.

d. All Service Technicians assigned to this agreement must possess the certifications and licenses required by the State of Texas.

It is preferred that Contractor is an approved or accredited servicing agent for any of the backup generator manufacturers at the designated locations. If Contractor has such accreditation, Contractor shall provide documentation certifying such accreditation with its proposal. Alternatively, Contractor shall submit a letter, with its proposal, certifying that it is qualified to meet the requirements of the specifications/scope of work, including specific support for Contractor's assertions. The manufacturer's certification or

Contractor's letter shall validate, to the City's satisfaction, the Contractor's capability to perform the services required by this specification/scope of work.

2. Technician Qualifications: The Contractor shall submit with their bid, evidence that the technicians who will be assigned to this contract are manufacturer trained and certified technicians for the work specified herein (defined as personnel who have had formal specific manufacturer's training). Alternatively, Contractor shall provide a letter certifying that the Contractor's technicians have been trained to perform the same type of work on the same type of equipment. The manufacturer's certification or Contractor's letter shall validate, to the City's satisfaction, the technician’s capability to perform the services required by this specification/scope of work.

Each of the Contractor's technicians performing work on backup generators shall have a minimum of seven

(7) years of experience performing maintenance on backup generators and supporting components.

Contractor shall provide documentation to confirm this amount of actual experience.

Technicians shall be certified as per federal, state, and local regulations as applicable for related work tasks.

Helpers can be used to support qualified technicians. One qualified technician or supervisor shall be at the location at all times while work is being performed for this contract. Qualified technicians or a supervisor shall be responsible for the Scheduled Maintenance services and Repair Services at each location.

Specified services shall be performed by a Company with a minimum of five (5) years of experience or documented experience specializing in this type of work. Vendor/Contractor shall hold all proper and current licenses and bonds. In addition, the contractor is responsible for obtaining all required permits and inspections as applicable. The Vendor/Contractor shall supply all labor, equipment, materials, transportation, and tools necessary for the proper execution and completion of the work; and shall perform in the best and most workmanlike manner the complete scope of services and everything incidental thereto, as stated in the specifications or reasonably implied in accordance with the contract documents.

The Vendor/Contractor shall be solely responsible for their vehicles, equipment, tools, supplies, materials, and other property. The contractor shall remove such items from the work sites at the end of each work shift, as practical, and keep them in the contractor's possession unless otherwise approved by the Owner.

Vendor/Contractor is required to have a centralized point of contact and shall provide full time supervision of qualified personnel with demonstrated experience to perform the work required under this solicitation.

Unless specified to the contrary, all material used shall be new and of the best kind and grades specified and all workmanship shall be up to the best recognized standards known to the various trades. Contractor shall not subcontract or assign the performance of any of the services in this contract without the prior written approval of the Owner.

J. ELECTRICAL SAFETY: All electrical work is to be performed with the lines and equipment energized unless previous arrangements have been made with the Owner’s Representative to de-energize and properly ground the line and/or equipment. The Vendor/Contractor will not de-energize any line or equipment on their own.