3-SPECS.pdf

SPECIFICATIONS FOR EMERGENCY GENERATOR

MAINTENANCE AND REPAIR

BID 4015

SECTION A – STATEMENT OF PURPOSE

Hudson Valley Community College (“HVCC” or the “College”) is seeking an experienced and qualified Vendor (“Contractor”) to perform preventative maintenance, testing, and repairs on emergency generators and associated systems at both the Troy, NY and Malta, NY campuses.

SECTION B – INTRODUCTION

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

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

SECTION C – PROJECT SCOPE

HVCC has emergency generators in the following locations.

Building Location Fuel Type

Joe Bruno Stadium

On the West side of the stadium in between the Home clubhouse & the main entrance to the stadium.

Natural Gas

Bulmer Telecommunications

Center

Outside on the Northwest side of the building.

Natural Gas

Brahan Hall Inside of the electrical room of the lower Southeast corner. Natural Gas

CoGen Plant Southwest corner outside of the Cogen Plant Diesel

Gunether Hall On the roof of the building. (Access through the 2nd floor custodial closet.) Natural Gas

Higbee Hall Outside on the Northeast side of the building.

Diesel-Kerosene Mix

McDonough Sports Complex

Outside of the field house, Northeast corner of the building. Natural Gas

Administration Building

Outside on the Northeast side of the building. Diesel

Administration Building

On the roof of the building. (Access through the 2nd floor custodial closet.) Natural Gas

Daycare Outside on the Northwest corner of the building. Diesel

TEC-Smart Building (Malta) Outside on the North side of the building Natural Gas

STEM Building (Malta) Outside on the Southwest corner of the building. Natural Gas

PART 1 – GENERAL

1.1 Summary

A. Provide all labor, materials, equipment, and services necessary to perform preventative maintenance, testing, and repairs on emergency generators and associated systems at HVCC.

B. Work includes, but is not limited to:

1. Inspection, testing, and servicing of diesel and natural gas emergency generators.

2. Repair and replacement of generator components, including engines, alternators, fuel systems, cooling systems, exhaust systems, control panels, and batteries.

3. Load bank testing and performance verification.

4. Emergency troubleshooting and repairs.

C. Coordinate all work with HVCC to minimize disruption to campus operations and ensure continuous emergency power readiness.

1.2 References

• NFPA 110 – Standard for Emergency and Standby Power Systems.

• NFPA 70 – National Electrical Code.

• Manufacturer service manuals.

1.3 Submittals

• Service Reports: Detailing inspections, maintenance performed, test results, and any corrective actions taken.

• Parts Lists: For replaced components.

• Warranty Documentation.

1.4 Quality Assurance

• Service Provider Qualifications: Minimum of 5 years’ experience in commercial emergency generator maintenance and repair.

• Technicians must be certified by the generator manufacturer or recognized industry programs.

1.5 Warranty

• Manufacturer’s warranties must be provided for all replaced parts.

• Contractor shall provide a workmanship warranty for one (1) year.

PART 2 – PRODUCTS

• OEM or manufacturer-approved replacement parts only.

• Engine oils, filters, and coolant must meet manufacturer specifications.

PART 3 – EXECUTION

3.1 Examination

• Verify equipment condition and site access before work begins.

3.2 Maintenance and Repair

• Perform scheduled maintenance per manufacturer and NFPA 110 requirements.

• Replace worn or defective components with OEM-approved parts.

• Adjust, lubricate, and calibrate as necessary for reliable operation.

3.3 Testing

• Perform monthly and annual testing per NFPA 110.

• Conduct load bank testing as required.

• Verify automatic start and load transfer functionality.

3.4 Cleaning and Protection

• Remove debris and waste materials.

• Protect all equipment and work areas until final acceptance.

SECTION D – SPECIAL REQUIREMENTS

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

SECTION E – VENDOR QUALIFICATIONS

• Service Provider Qualifications: Minimum of 5 years’ experience in commercial emergency generator maintenance and repair.

• Technicians certified by the generator manufacturer or recognized industry programs.

• Vendor must have a service location within 60 miles of HVCC, Troy, NY.

SECTION F – CONTRACTOR RESPONSIBILITIES

Availability

• Contractor must provide emergency response availability 24 hours a day, 7 days a week.

Schedule of Work

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

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

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

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

Self-Performance of Work

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

Project Manager

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

Final Cleaning

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

Campus Functionality

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

Quotes/Invoices for Service

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

• Invoices must be submitted after service approval.

Work Zone Traffic Control

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

College property.

Contract Term

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

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

Proximity Requirement

• The contractor must maintain a business location within a sixty (60) mile radius of Hudson Valley Community College’s Troy, New York Campus.

SECTION H – TERMS & CONDITIONS

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

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

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

SECTION J – SUBMISSION INFORMATION

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

https://hvcc.bonfirehub.com

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

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

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

Technical Assistance

• Email: support@gobonfire.com

• Phone: 1-800-354-8010

Mail/Hand-Delivery (Sealed Proposals Only):

Tabitha D’Attilio Director of Procurement Hudson Valley Community College Administration Building, Room 240 80 Vandenburgh Avenue Troy, NY 12180 https://hvcc.bonfirehub.com/ mailto:support@gobonfire.com

SECTION K – CONTACTS

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

SECTION K – CONTACTS