(Template Version 1)

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

INVITATION TO BID (ITB)

FOR

GENERATOR MAINTENANCE AND REPAIR SERVICES –

PORTABLE AND STATIONARY GENERATORS

SOLICITATION NO.: 26-8618

VALESKA ESCOBAR, PROCUREMENT STRATEGIST II

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

TELEPHONE: (239) 252-2220

Valeska.Escobar@collier.gov mailto:Valeska.Escobar@collier.gov

SOLICITATION PUBLIC NOTICE

INVITATION TO BID (ITB)

NUMBER:

26-8618

PROJECT TITLE: GENERATOR MAINTENANCE AND REPAIR SERVICES –

PORTABLE AND STATIONARY GENERATORS

DUE DATE: March 24, 2026, AT 3:00 PM EST

PLACE OF BID OPENING: PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FL 34112

All bids shall be submitted online via the Collier County Procurement Services Division Online Bidding System:

https://procurement.opengov.com/portal/collier-county-fl.

INTRODUCTION

As requested by the Public Utilities Water Division (hereinafter, the “Division or Department”), the Collier County

Board of County Commissioners Procurement Services Division (hereinafter, “County”) has issued this Invitation to

Bid (hereinafter, “ITB”) with the intent of obtaining bid submittals from interested and qualified Bidders in accordance with the terms, conditions and specifications stated or attached. The Bidders, at a minimum, must achieve the requirements of the Specifications or Scope of Work stated herein. All references to “Bidder” are also referred to as

“Contractor” and “Vendor.”

The results of this solicitation may be used by other County departments once awarded according to the Board of

County Commissioners Procurement Ordinance.

Historically, County departments have spent approximately $1,500,000 annually however, this may not be indicative of future spending pattern.

BACKGROUND

Multiple County Divisions utilize generators of various manufacturers, sizes, and horsepower in their daily operations. To ensure continued operation, address future growth and increase asset lifespan, the County utilizes outside Vendors to maintain and repair generators. The County desires Vendors to perform work on portable and/or stationary generators.

A list of all current County existing generators is provided as Attachment A for reference purposes. This list is not intended to be all inclusive and the County may add or remove generators at any time.

TERM OF CONTRACT/AGREEMENT

The contract term, if an award(s) is made is intended to be for (3) years with one (2) two-year renewal option.

Prices shall remain firm for the initial term of the awarded contract. Refer to Section 11 for Price Increases.

AWARD CRITERIA

ITB award criteria are as follows:

➢ The County’s Procurement Services Division reserves the right to clarify a Bidder’s submittal prior to the award of the solicitation.

➢ It is the intent of Collier County to award to the lowest, responsive and responsible Bidder(s) that represents the best value to the County.

➢ For the purpose of determining the winning bidder, the County will select the Bidder with the lowest total bid per Group as outlined below:

Group 1 – Portable Generators

Group 2 – Stationary Generators

➢ All line items in the bid schedule must be completed, or you may be deemed non-responsive.

➢ Collier County reserves the right to select one, or more than one Bidder award in each Group, establish a https://procurement.opengov.com/portal/collier-county-fl pool for quoting, or other options that represents the best value to the County; however, it is the intent to:

• Award on a Primary and Secondary basis for each Group (Portable and Stationary

Generators).

➢ The County reserves the right to issue a formal contract or standard County Purchase Order for the award of this solicitation.

DETAILED SCOPE OF WORK

Section A – Generator Maintenance, Repair, and Installation

1. Technical Qualifications

Repair or installation of the power unit and generator shall be performed by fully trained generator technicians.

Technicians shall have at least five (5) years’ experience in service repair and installation of generators and related equipment at other facilities with emergency application similar to that of Collier County’s (i.e., hospitals, water pumping station, lift station, plants etc.).

The successful bidder shall be required to supply all necessary tools, equipment, labor and parts as necessary to complete repair and/or installation.

Contractor(s) shall be required to provide backup documentation of the Contractor’s time and proof of the subcontractor services and/or parts/materials/ equipment/rental equipment by providing invoices and receipts at the time of invoice submission. The markup for subcontractors shall not exceed 15%. The markup for parts/materials shall not exceed 10%. The markup for rental equipment shall not exceed 10%. Ancillary charges may be transferred to the

County in the actual amount; however, mark-ups will not be allowed. Mark-ups will not be allowed on freight, sales tax, consumer fees or taxes, use, and other similar taxes or fees associated with any work under the resultant contract.

For Unit Price work included in a bid schedule, the contractor shall include all costs associated with providing the requested item in a full and complete manner. This shall be priced to the extent that if the quantity of the items is increased or decreased during the course of the project, the contractor shall increase or decrease the charge for the associated item only by the amount listed as the unit price.

Non-emergency work shall be provided within three (3) working days of request. Upon contract execution the Vendor will provide a list of contacts for regular calls for service, emergency calls for service, and an escalation list when an issue is not successfully addressed within the contract allowed timeframes.

2. Annual Preventive Maintenance Program:

Power Units/Generators and Associated Equipment:

Visual maintenance inspections shall be performed quarterly, biannually or annually (frequency determined by the requesting County Division) with a complete full-load test (duration to be set by the requesting Division), and preventive maintenance service included with one (1) inspection annually. The awarded Vendor will provide a list of all sites to be inspected with a proposed schedule of service. The schedule must be approved by each division or site designee. Service will be scheduled with the applicable Divisions. All routine scheduled work will be done during the normal workday, 7:00 a.m. to 5:00 p.m., Monday through Friday, excluding County holidays.

If work is to be performed outside of these hours, a request will be made to the Division 24 hours prior to the requested day of the work. Overtime work will be compensated the Overtime Work hourly rates identified in the bid schedule.

Maintenance Inspections shall include a “Maintenance Inspection Checklist,” which shall include, at a minimum, all items listed below.

2.1 Oil and Oil Filter Change

2.1.1. Pre-Oil Change Run:

Before performing the oil and filter change, start and run the generator until it reaches normal operating temperature. This helps to suspend contaminants in the oil for more effective draining and allows for an initial operational assessment.

2.1.2. Oil and Filter Change:

• Safely drain the engine oil into an approved container.

• Remove and replace the engine oil filter(s). Ensure new filter gaskets are properly lubricated.

• Refill the engine with the correct type and quantity of new engine oil as per the manufacturer's specifications.

• Inspect and replace oil fill cap and drain plug seals if necessary.

• All canister filters will have a label placed on the exterior of the canister with the Technician's name, date, and unit hours.

2.1.3. Post-Oil Change Run and Verification:

After the oil and filter change, run the generator for a minimum of 12 minutes.

• During this run, verify proper cooling system operation and lubrication system operation (e.g., check for leaks, monitor oil pressure).

• Check oil level and take a visual sample for analysis by the Technician. Note on the inspection report any concerns with the oil.

2.2 Battery System Inspection

2.2.1. Electrolyte Level: Check and adjust electrolyte levels in all battery cells (if applicable for flooded batteries).

Top up with distilled water as needed.

2.2.2. Battery Charger Float Rate: Check and record the battery charger float voltage. Adjust, if necessary, per manufacturer specifications.

2.2.3. Battery Charger Equalization Rate: Check and record the battery charger equalization rate (if applicable).

Adjust, if necessary, per manufacturer specifications.

2.2.4. Specific Gravity: Verify the specific gravity of each battery cell using a hydrometer. Record readings.

2.2.5. Conductance Test: The technician will perform a battery conductance test on all battery cells. Results of the conductance test will be reported on the inspection report.

2.2.6. Terminals and Connections: Clean battery terminals and cable end of any corrosion. Apply a battery protectant to the terminal. Ensure all battery terminals and cable connections are tight and secure. Inspect battery cables for wear, fraying, or damage.

2.2.7. Installation Date: Verify and record the battery installation date. Recommend replacement if nearing the end of its service life.

2.2.8. Load Test: Perform a load test on the batteries to assess their health and capacity. Record results.

2.2.9. Battery Replacement: Any battery older than twenty-one (21) months old will be replaced during the PM visit with the site contacts' approval.

2.3 Fuel System Inspection – Note this is different than the Florida Department of Environmental

Protection required inspection.

2.3.1. Inspect and test the fuel tank system per Standard Operating Procedure Fuel Tank Inspection.

2.3.2. Day Tank Level: Verify and record the fuel level in the day tank (if applicable).

2.3.3. Transfer and Return Pump Operation: Verify the correct operation of the fuel transfer pump and return pump (if applicable).

2.3.4. Fuel Solenoid Operation: Verify the correct operation of the fuel solenoid(s).

2.3.5. Fuel Quality:

• Check for water in all fuel tanks. Take a visual sample of fuel from the bottom of each tank. Probe the bottom of the fuel tank with water finding paste.

• Inspect the fuel sample for water, sludge, and overall clarity. Note any contaminants or discoloration. If necessary, perform fuel polishing or treatment depending on fuel condition.

2.4. Cooling System Inspection

2.4.1. Coolant Level and Condition:

• Check the coolant level in the radiator and any expansion tanks. If necessary, top off with the correct type of coolant.

• Inspect the coolant condition for clarity, color, and signs of contamination (oil, rust). Note the age of the coolant.

2.4.2. Freeze Protection and Inhibitor Level: Verify the coolant freeze protection level using a refractometer or test strips. Verify the corrosion inhibitor level. Adjust or recommend coolant replacement as needed.

2.4.3. Radiator Cap Pressure Test: Pressure test the radiator cap to ensure it holds pressure according to manufacturer specifications. Replace if faulty.

2.4.4. Radiator Pressure Test: Pressure test the radiator and cooling system to verify there are no leaks.

2.4.5. Water Pump: Inspect the water pump for leaks, bearing noise, or signs of wear.

2.4.6. Radiator Airflow: Check the radiator core for obstructions (dirt, debris) and ensure clear airflow for proper engine cooling. Clean radiator fins if necessary.

2.4.7. Heat Exchanger Airflow: If equipped, check the heat exchanger for obstructions and ensure clear airflow for proper engine cooling. Clean if necessary.

2.4.8. Jacket Water Heater: Verify the jacket water heater functions correctly and maintains proper engine block temperature.

2.4.9. Hoses: Inspect all cooling system hoses for leaks, cracks, hardening, swelling, or deterioration due to age.

Recommend replacement as needed based on condition or age.

2.4.10. Belts: Inspect all engine belts for cracks, fraying, glazing, proper tension, and age. Recommend replacement as needed based on condition or age.

2.5. Intake System Inspection

2.5.1. Hoses and Clamps: Check all engine intake hoses and clamps for tightness, cracks, or damage. Ensure all connections are secure.

2.5.2. Air Filter: Check the engine air filter restriction indicator (if equipped). Inspect the air filter element for cleanliness and condition. Replace it if it is obstructed after cleaning or damaged.

2.5.3. Leak Check: Inspect the intake system for any signs of air leaks.

2.6. Exhaust System Inspection

2.6.1. Supports: Check all exhaust system supports and hangers for security and integrity.

2.6.2. Rain Cap: Check the rain cap on the exhaust outlet for proper operation and condition.

2.6.3. Insulation: Inspect exhaust insulation (blankets, wrapping) for damage, security, and proper coverage.

2.6.4. Flex Pipes and Connections: Inspect flexible exhaust pipes and all connections for leaks, cracks, or damage.

2.6.5. Condensate Drain: Check and drain any accumulated condensate from exhaust system low points or traps, if applicable.

2.6.6. Leak Check: Inspect the entire exhaust system for leaks.

2.6.7. DEF Tank Level (if applicable): Check and record the Diesel Exhaust Fluid (DEF) tank level. Fluid tanks must be at least 50% full.

2.6.8. DEF Concentration and Age (if applicable): Check the DEF concentration using a refractometer. Note the age of the DEF if known. Recommend replacement if the concentration is out of specification or DEF is expired. All portable generators will have the DEF tank drained and new fluid added on an annual basis.

2.6.9. Aftertreatment: Inspect aftertreatment systems for proper operation and ensure the system meets the manufacturer's specification of operation.

2.7. Prime Mover Inspection

2.7.1. Governor Linkage: Check governor linkage for freedom of movement, wear, and proper adjustment (if applicable).

2.7.2. Vibration Mounts: Inspect generator and engine vibration mounts for deterioration, cracking, or looseness.

2.7.3. Engine Harness: Inspect the engine wiring harness for chafing, proper routing, and secure connections.

2.7.4. Ignition Wires (if applicable): For spark-ignited engines, inspect ignition wires for cracking, arcing, or damage.

Check connections.

2.8. Generator (Alternator) Inspection

2.8.1. Brushes/Rings (if applicable): Inspect brushes for wear and rings for cleanliness and condition on brushed alternators.

2.8.2. Diodes/Heat Sink: Visually inspect diodes and heat sinks for any signs of overheating or damage.

2.8.3. Leads and Connections: Check all generator output leads and connections for tightness, corrosion, or signs of overheating.

2.9. System Operation Checks

2.9.1. Unusual Noises: Listen for unusual noises (knocking, grinding, whining) during engine operation.

2.9.2. Unusual Vibrations: During engine operation, observe any unusual vibrations.

2.9.3. Exhaust Smoke: Observe exhaust smoke during operation. Note if it is excessive or abnormal in color (blue, black, white) and investigate the cause.

2.9.4. Governor Operation: Verify proper governor operation, ensuring stable engine speed under varying load conditions (if load testing is performed).

2.9.5. Oil Pressure: During operation, check and record the engine oil pressure to ensure it is within manufacturer specifications.

2.9.6. Water Temperature: During operation, check and record engine water temperature. Verify proper cooling system operation, ensuring temperature stabilizes within the normal range.

2.9.7. Engine Alternator Operation: Verify the engine-mounted battery charging alternator is charging correctly.

Check the output voltage and record.

2.9.8. Overcrank Operation: Simulate or verify the overcrank protection feature.

2.9.9. Low Oil Pressure Sensor Operation: Safely simulate or test the low oil pressure shutdown sensor operation.

2.9.10. High Water Temp Sensor Operation: Safely simulate or test the high-water temperature shutdown sensor operation.

2.9.11. Overspeed Shutdown: Safely simulate or test the overspeed shutdown feature.

2.9.12. E-Stop Switch Operation: Check the operation of all Emergency Stop (E-stop) switches.

2.9.13. Pre-Alarms Operation: Check the operation of any pre-alarms (e.g., low coolant level, low fuel pre-alarm).

2.9.14. Building Load Test: If allowed and scheduled with the site contact, perform a building load test to verify generator and ATS performance underload. Monitor and record parameters during the test.

2.10 Automatic Transfer Switch (ATS) Inspection (if applicable and accessible)

2.10.1. Normal Voltage Monitoring: Verify the ATS is correctly monitoring normal (utility) power voltage.

2.10.2. Emergency Voltage Monitoring: Verify the ATS is correctly monitoring emergency (generator) power voltage.

2.10.3. ATS Time Delays: Verify all programmed ATS time delays are functioning correctly (e.g., engine start delays, transfer delay, re-transfer delay, engine cooldown).

2.10.4. In-Phase Operation (if applicable): If the ATS is equipped for in-phase transfer, verify its operation.

2.10.5. Switch Contacts: Visually inspect switch contacts for pitting, arcing, or excessive wear.

2.10.6. Exercise Clock Settings and Operation: Verify exercise clock settings are correct and that the exerciser initiates a test sequence as programmed.

2.10.7. Clean and Lube Switch: Clean the ATS interior of dust and debris. Lubricate moving parts as needed by manufacturer recommendations.

2.10.8. ATS Cabinet Condition: Check the condition of the ATS cabinet, including enclosure integrity, seals, and hinges. Recommend replacement for any weathered or deteriorating components.

2.11. Ancillary Equipment Inspection

2.11.1. Annunciator or SCADA Operation: If equipped, check the operation of any remote annunciator panels or

Supervisory Control and Data Acquisition (SCADA) system reporting for the generator. Verify alarm signals.

2.11.2. Generator Enclosure: Inspect the generator enclosure for defects, damage, rust, or loose panels. Ensure louvers operate correctly.

2.11.3. Battery Backup Lighting (if applicable): Check any battery backup lighting within or around the generator enclosure or room. Report to the site contact any non-functioning lighting.

2.12 Post-Service Procedure

2.12.1. Clean-Up:

• Wipe down the generator unit and surrounding area after service is complete

• Remove all tools, equipment, and waste materials from the site.

• Ensure proper disposal of used oil, filters, coolant, and any other waste.

2.12.2. Site Check-Out and Update:

The Service Technician must contact the site to check out when work for the day (or the entire job) has been completed. Provide a comprehensive update to the site contact regarding the status of the unit, including:

• Work completed.

• Any deficiencies found.

• Recommendations for repairs or further action.

• Overall condition of the generator.

2.13. Documentation Required To Be Provided After An Inspection

2.13.1. Generator Annual PM Service Checklist/Report

2.13.2. Record of all readings (temperatures, pressures, voltages, specific gravity, etc.)

2.13.3. List of all parts and materials used.

2.13.4. Recommendations for repairs or further actions with justification.

2.13.5. Technician notes and observations.

2.13.6. Site contact check-in/check-out log (can be part of the service report)

3. Urgent Request/Emergency Services

3.1. The successful vendor must supply the County with phone numbers for emergencies (unscheduled) and routine call-out service. In the case of an emergency call-out, the awarded Vendor shall be on-site to provide service within four (4) hours of call-out and be available to respond twenty-four (24) hours a day, three hundred sixty-five (365) days a year. If the primary Vendor is unable to respond within four (4) hours, the County may contact the secondary Vendor and assign the repair.

3.2. Should the County representative determine an emergency/urgency need for service; the vendor shall complete the work to relieve the emergency/urgent situation within twenty-four (24) hours of the County’s initial request. The

County representative may provide additional time to fully complete the work.

3.3. Per the Bid Schedule, an emergency/urgent request fee may be added to the invoice for County-approved urgent requests. The vendor shall also receive their hourly rate while performing the emergency work. The Emergency/Urgent

Request Fee may only be invoiced once per emergency/urgent request.

3.4. An emergency/urgency shall be considered when any failed system hardware or software prevents, or threatens to prevent, the operation of the generator or switch gear from fulfilling its intended purpose.

3.5. The awarded vendor shall employ an adequate staff of approved technicians to provide this emergency service, taking into account vacation and other leaves.

3.6. The vendor may be requested to provide a quote for parts.

3.7. The awarded vendor shall provide an escalation policy with phone numbers in the event the assigned technician fails to make progress on the repair.

3.8. Procedure to be followed for services under an Emergency/Urgent Request includes:

3.8.1. Technician Response and On-Site Arrival

• Delayed Arrival Notification: If the technician cannot be onsite within the two-hour timeframe, the

Technician or Dispatch/Service Coordinator must immediately inform the site contact of the delay and an estimated time of arrival so the site manager or project can determine if the secondary Vendor will be contacted.

• On-Site Check-In: Upon arrival at the site, the technician must call the site contact to check-in and announce their presence before commencing any work.

3.8.2. Diagnostics and Repair

Initial Assessment: The technician will perform a thorough diagnosis of the generator to identify the cause of the issue.

• On-Site Repair Attempt: The technician will attempt to repair the unit during the initial site visit.

• Notification if Unit Cannot Be Fixed On-Site: If the generator cannot be fully repaired during the site visit, the technician must call the site contact and provide the following information:

a. Current status of the unit.

b. A clear explanation of what next steps will be taken to repair the unit (e.g., parts ordering, further diagnostics required, specialized equipment needed).

c. Rental Generator Provision: If the site contact requests a rental generator due to the primary unit being non-operational, the technician will coordinate this request through the appropriate channels.

3.8.3. Parts Ordering Prompt Ordering: Any parts required for the repair must be ordered as soon as possible.

Expedited Shipping: All parts orders related to emergency service calls must utilize expedited shipping.

3.8.4. Unit Out of Service Protocol

• Notification: If any generator unit is taken out of service for any reason (e.g., awaiting parts, safety concerns, extensive repair needed), the site contact must be contacted and informed immediately.

4. General Requirements

4.1. Lock-Out/Tag-Out (LOTO) - Disconnected Wiring/Breaker Panels:

• If any wiring feeding from breaker panels is disconnected, the breakers must be locked out and tagged out.

• Any device (e.g., Block heaters) that is fed from a breaker panel and is taken out of service, the technician must utilize the lockout/tagged out system.

• A tag must be placed on the affected breaker(s).

• The tag must clearly state: "OUT OF SERVICE".

• The tag must include the technician's name, the date, and the technician's phone number.

4.2. End of Day / Departure from Site

• Site Check-Out: Before leaving the site for the day (regardless of whether the repair is complete), the technician must call the site contact to check out.

• Status Update During Check-Out: During the check-out call, the technician must provide the following information:

a. The current status of the generator unit.

b. A summary of the repairs that were made during the visit.

c. Details of any repairs that still need to be performed.

4.3. Service Ticket Documentation

Timely Submission: A detailed service ticket documenting all work performed, findings, parts used (if any), and recommendations must be generated and sent to the site contact as soon as possible following the site visit.

4.4. Communication Summary

Clear and consistent communication is critical with the site manager or project manager:

• On-site check-in call.

• Notification if the unit cannot be repaired during the visit, including next steps.

• Confirmation of rental generator request (if applicable).

• Immediate notification if a unit is taken out of service.

• End-of-day check-out call with status update.

• Prompt delivery of the service ticket.

5. Load Bank Testing

5.1. Objective

To provide a safe and controlled procedure for conducting a load bank test on a generator set, ensuring it can perform reliably under various load conditions and at its rated capacity.

5.2. Safety Precautions

5.2.1. PPE: All personnel involved must wear appropriate Personal Protective Equipment, including safety glasses, steel-toed boots, and hearing protection.

5.2.2. Lockout/Tagout (LOTO): Before connecting the load bank, ensure the generator's main circuit breaker is in the

"off" position and a LOTO procedure is implemented.

5.2.3. Electrical Safety: Only qualified and authorized personnel shall perform connections and disconnections. Use properly insulated tools and cables.

5.2.4. Clearance: Ensure the load bank and generator exhaust areas are clear of personnel and flammable materials.

5.2.5. Fire Extinguisher: A suitable fire extinguisher (Class B/C) must be readily available at the test site.

5.2.6. Emergency Stop: Know the location and operation of the generator's and the load bank's emergency stop buttons.

5.3. Required Equipment

5.3.1. Generator set to be tested.

5.3.2. Appropriately sized load bank with power cables.

5.3.3. Multimeter for voltage and amperage checks.

5.3.4. Thermal imaging camera (optional, for hot spot detection).

5.3.5. Infrared thermometer

5.3.6. Test log sheet or digital data collection device.

5.4. Test Procedure

5.4.1. Pre-Test Checks (Before Starting)

• Loadbank test must be scheduled.

• The site contact must be contacted before the start of a loadbank test and informed how long the unit will be out of service.

• Visually inspect the generator, load bank, and all connecting cables for any signs of damage or wear.

• Generator alternator end must be visually inspected for any abnormal wear and tear.

• Verify fluid levels (fuel, oil, coolant)

• Confirm all connections are secure and properly torqued.

• Ensure the load bank's controls are set to zero load.

• Log all initial readings: Date, time, hour meter, oil level, coolant level, and ambient temperature.

5.4.2. Engine Warm-up (15 Minutes)

Start the generator and allow it to run with no load for 15 minutes.

• Monitor all initial engine parameters (engine temp, oil temp, oil pressure, voltage, and frequency) to ensure they stabilize within normal operating range.

• Record these parameters on the test log sheet at the 15-minute mark.

5.4.3. Load Steps (Minimum 2 Hours)

Begin applying load in the following steps, with a minimum of 2 hours of total run time. Total loadbank duration to be determined by County representative.

5.4.4. Data Collection

At each load step, and every 15 minutes thereafter, record all of the following parameters:

• Engine Temperature (∘F or ∘C)

• Oil Temperature (∘F or ∘C)

• Oil Pressure (PSI)

• Output Voltage (V)

• Output Amperage (A)

• Frequency (Hz)

• Any unusual noises or vibrations.

• Take measurements of exhaust gas temperatures, looking for out of specification values and abnormal imbalances.

5.4.5. At 25% Load Step:

• Increase the load bank to apply 25% of the generator's rated load.

• Hold this load for at least 15 minutes, recording data every 15 minutes

• Increase the load bank to apply 50% of the generator's rated load.

• Hold this load for at least 15 minutes, recording data every 15 minutes.

• Increase the load bank to apply 85% of the generator's rated load.

• Hold this load for at least 1 hour, recording data every 15 minutes.

5.4.6. Engine Cooldown (15 Minutes)

• After completing the final load step, gradually decrease the load on the load bank back to zero.

• Allow the generator to run with no load for 15 minutes to cool down.

• During this period, monitor and record all engine parameters to ensure a stable cooldown.

5.4.7. Post-Test Checks

• Shut down the generator.

• Perform a final inspection, checking for any fluid leaks, unusual wear, or new issues.

• Disconnect the load bank and restore the generator to its normal operating configuration.

5.4.8. Data Log and Reporting

• The completed log sheet must be reviewed and signed by the technician performing the test.

• A formal report will be generated and sent to site contact, summarizing the test results and comparing the performance data against the manufacturer's specifications. Any deviations or anomalies will be noted with a recommendation for follow-up.

6. Fuel Polishing

6.1. Water and Sludge Removal

The Vendor shall remove “free water” and sludge material prior to filtering.

6.1.1. Filtering

The Vendor shall set up suction and discharge hoses to create flow through fuel tanks requiring cleaning services.

Fuel shall be drawn from the low point, processed through the filtration unit and returned to the opposite end of the tank. During the suction process, the Vendor shall move the suction wand around within the tank in order to reach as much of the tank as possible. The amount of fuel within each proposed tank shall be filtered two (2) to three (3) times.

The filtration unit must achieve a final filtration level of no more than 1 micron.

6.1.2. Chemical Additives

A 1.5 Biocide (Predator 5000 or similar) shall be used to kill microbial growth and shall be added to the fuel at least

24 hours prior to the filtering and polishing process. A 1.5 Biocide may also be used as a preventative measure when added to the fuel after the filtering and polishing process.

6.1.3. Pricing

Price per gallon shall include all labor, material, travel, removal and disposal of waste fuel, water and sludge, to complete requested services. Removal of solid and liquid waste from the cleaning and polishing process in accordance with EPA and State compliance. The Contractor shall provide suitable handling equipment and vehicles to remove from site any sludge or scale which could give rise to dangerous conditions.

7. Invoicing

7.1. The work must be completed to the County’s satisfaction within the time agreed upon and the County representative must be in possession of any required documentation for the work, so the County shall approve the

Vendor’s invoice for payment. Any delays without County approval may delay the Vendor’s payment.

7.2. The Vendor shall only invoice for actual hours at the work site. The County will not compensate the Vendor for travel time.

7.3. The Vendor must submit all third-party invoices as support for those items where mark-up percent is applicable.

Third party (subcontractor) shall be provided at the time of invoicing.

7.4. Any parts under $500 do not require back-up documentation.

7.5. For urgent requests, the Vendor shall invoice their hourly rate per the Fee Schedule for work performed at the site plus the Urgent Request Fee.

8. Assignment of Work

8.1. The vendor shall provide a company contact name, phone number and email address for all requests and shall be available twenty-four (24) hours per day, 365 days per year.

8.2. If the Primary Vendor does not respond in the required time period for response, the County Representative may solicit the Secondary Vendor. The County reserves the right to seek services outside of the contract if the Primary or

Secondary vendor is unable to perform requested work.

9. SAFETY

9.1. The awarded Vendors shall comply with all Occupational Safety and Health Administration (OSHA) as well as any applicable federal, state and county regulations while performing work under the resultant Contract. The Vendor shall be 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 service areas.

9.2. Barricades shall be provided and utilized by the Vendor when work is performed in public areas, or when deemed necessary by the County Representative, at no additional cost to the County.

9.3. Hazardous conditions shall be immediately reported to the County Representative. Adhere to all site-specific safety requirements and protocols.

9.4. Wear appropriate Personal Protective Equipment (PPE) at all times (e.g., safety glasses, gloves, hearing protection, steel-toed boots). Ensure the generator is properly locked out and tagged out (LOTO) before performing any maintenance, unless a running test is required. Upon awarding the contract, the Vendor will supply a copy of their safety procedures, including Lock Out / Tag Out.

9.5. Be aware of hot surfaces, moving parts, and electrical hazards.

9.6. Dispose of all waste materials (used oil, filters, coolant) in accordance with environmental regulations.

9.7. Ensure adequate ventilation when running the generator.

10. Board Declared States of Emergency/Urgency

10.1. The Vendor will provide an annually updated Hurricane by June 1st of every year to the Division.

10.2. Upon written authorization by the county, the vendor will be prepared to provide a minimum of two (2) technicians to be staged on County property twenty-four hours a day seven days a week once an urgency or a state of emergency is declared, during the storm, and depending on conditions after the storm at two locations. The Collier

County Emergency Center and at Palmetto Ridge High School.

10.3. After a storm has passed, the County may request up to eight technicians working two (2) 12-hour shifts per day be assigned to Collier County to handle generator repairs after a storm for the County.

10.4 The Vendor will be compensated at the Overtime Work hourly rates identified in the bid schedule.

11. Price Increase

11.1. Price increase requests may be submitted on an annual basis after the initial term of the contract. Retroactive price adjustments are not authorized.

11.1. Price increase requests may be submitted after the initial term of the contract. Retroactive price adjustments are not authorized.

11.1.1. All requests must be submitted to the County Representative or designee. Any requested adjustment shall be fully documented and submitted to the County no less than thirty (30) days prior to the contract anniversary date. Any approved cost adjustments shall become effective as of the anniversary date or upon Procurement Director approval.

11.1.2. Contractor shall provide supporting documentation justifying price increases (examples: Contractor’s material agreements, distributor invoices, proof of fuel increases, etc.).

11.1.3. County Representative or designee shall analyze prices to determine if increases are fair and reasonable using the following methods: price competition (reviewing competitive bids or offers), market prices, historical prices, or independent estimates.

11.1.4. Contractor shall continue to fill all purchase orders received at the current agreement prices during the review process.

11.1.5. The Procurement Director has the authority to approve price adjustments in accordance with the Procurement

Ordinance, as amended. The bid tabulation shall be modified with the price increases and uploaded into the County’s

Finance system.

11.1.6. Price increase requests are not guaranteed. If approved, the Procurement Director or designee will notify the

Contractor in writing with the effective date of any approved price increases.

11.2. The County may, after examination, refuse to accept the adjusted costs if they are not properly documented, are considered to be excessive, or if decreases are considered to be insufficient. In the event the County does not wish to accept the adjusted costs and the matter cannot be resolved to the satisfaction of the County, a contract termination will have to be processed.