32941-13852_WTSP_Generator_Specifications_v2.pdf

Central Procurement Office • Tennessee Tower, 3rd Floor 312 Rosa L. Parks Avenue, Nashville, TN 37243 Tel: 615-741-1035 • Fax: 615-741-0684 Website: tn.gov/generalservices/

Specifications for Emergency Generator Service and Maintenance at West Tennessee State Penitentiary (WTSP)

I. Introduction This is a procurement for the Tennessee Department of Correction (TDOC), West Tennessee State Penitentiary (WTSP), to provide maintenance, preventive maintenance, service, repair, and emergency service to emergency generator equipment listed herein. All repairs, maintenance testing and inspections must be performed in accordance with recommended procedures of the manufacturer and shall reflect a high standard of professional quality, adhering to all applicable codes, manufacturer specifications, and established professional practices. This shall be an awarded procurement for a contract term of three (3) years. At the State’s sole option, the State reserves the right to execute up to two (2) renewal options not to exceed twelve (12) months each. The maximum Term, including all renewals or extensions, shall not exceed a total of sixty (60) months. WTSP is an active correctional facility that is located at 480 Green Chapel Road, Henning, TN 38041.

II. General Information

a. Pre-bid Site Visit:

The Contractor is strongly encouraged to visit the job site to survey equipment and all pertinent details prior to bidding. The State shall not be held responsible for errors and/or any omissions in bid pricing resulting from Contractor’s failure to conduct a site visit.

Site inspections may be arranged by contacting:

West Tennessee State Penitentiary Donnie Myatt, Darryl Williams 480 Green Chapel Road Henning, TN 38041 Donnie Cell: 731.316.5131 Darryl Cell: 731.413.2526 Email: donnie.l.myatt@tn.gov | darryl.williams@tn.gov

Additional contacts:

West Tennessee State Penitentiary Jeff Langley, Elizabeth Collums 480 Green Chapel Road Henning, TN 38041 Jeff Cell: 731.612.3110 Elizabeth Phone: 731.738.1770 Email: jeffery.t.langley@tn.gov | elizabeth.e.collums@tn.gov

Tel: 615-741-1035 • Fax: 615-741-0684 Website: tn.gov/generalservices/

b. Definitions:

State Building Commission (SBC)

State of Tennessee governmental body responsible for matters concerning real property

State State of Tennessee government, specifically the Tennessee Department of Correction (TDOC)

WTSP West Tennessee State Penitentiary Facility Manager Maintenance Supervisor that is assigned to the facility Contractor Supplier, vendor, business, or entity that agrees to perform these specifications herein and is awarded the contract Preventive Maintenance (PM)

Maintenance services associated with preventing equipment failures or malfunctions

Corrective Maintenance

Maintenance services intended to restore equipment to the state in which it performs its intended function

On-Site Maintenance

Maintenance services that require technicians to be onsite with all necessary parts, tools, and equipment

Emergency Services

Unscheduled maintenance services requested by the State that require qualified technicians to be dispatched onsite within the contractually specified response time to address conditions that pose an immediate risk to safety, facility operations, or equipment functionality

As Need Work Maintenance services, initiated by the State, that are not considered preventive maintenance but instead are performed only when a condition, failure, or specific need arises

Cost for Parts Parts shall be at Contractor’s wholesale cost plus fifteen percent per items and conditions

Trip Charges Costs associated with a single round trip to the facility and shall include, at a minimum, expenses associated with vehicle operation, fuel, travel time, and associated labor

Job Log Sheet Printed sign-in/sign-out record that Contractor technicians are required to complete upon arrival at and departure from the facility premises.

The Job Log Sheets are maintained within the main Maintenance Office.

F.O.B Destination “Free on board” or “freight on board”, all associated freight fees shall be prepaid by Contractor

c. Labor Hours and Requirements:

1. Regular Time – services provided Monday through Friday, 7:00 a.m. until 6:00 p.m.

(CST), excluding State Holidays.

i. During Regular Time hours, Contractor shall provide, at a minimum, one (1) full-time employee responsible for receiving service requests and dispatching technicians.

Tel: 615-741-1035 • Fax: 615-741-0684 Website: tn.gov/generalservices/

2. Premium Time – services provided Monday through Friday 6:01 p.m. until 6:59 a.m.

(CST), including weekends and/or State Holidays. Premium labor hours require prior approval by the Facility Manager or designee.

i. If Contractor anticipates a job will take more than eight (8) consecutive hours in one working day, Premium Time rates may be charged with approval from the State. Lunch breaks, time spent off-site to obtain parts, and any departures from the facility for any reason shall be excluded from the calculation of consecutive work hours within a single day.

3. Utilizing the appropriate Job Log Sheet provided by the Facility Manager or designee, Contractor service personnel and technicians shall sign in and out with each visit to the facility. The Job Log Sheet shall be used to verify presence and length of stay.

Contractor personnel shall also sign in and out during the following:

i. Lunch breaks when taken while performing On-Site Maintenance

ii. Leaving the facility to obtain parts

iii. Leaving the facility for any reason

d. Freight Charges:

1. Payment for Freight Charges: Freight charges shall be F.O.B. and included in bid pricing, as necessary. The State shall not be responsible for any additional freight charges.

2. Inspection and Acceptance: If Contractor utilizes a third party freight carrier to deliver product or supplies necessary for maintenance services directly to the facility, Contractor shall be responsible for being present to inspect and approve product delivery.

e. Equipment:

1. Contractor shall be responsible for all necessary material, equipment and tools necessary to perform all services for the emergency generators listed within these specifications.

2. Equipment and tools shall be properly maintained and operated by trained personnel.

3. Any expenses associated with specialized equipment or tools shall be included in

Contractor’s bid. The State shall not be responsible for any additional expenses incurred for equipment and/or tools.

f. Contractor Qualifications and Requirements:

1. Contractor shall possess a minimal of three (3) years of experience in servicing equipment listed herein.

2. Contractor’s technicians shall be properly trained to work on equipment listed herein and must hold any applicable certifications and or licenses that may be required by Federal, Industry, State or Local Board(s).

3. Contractor must be able to provide, at minimum, three (3) organizations or entities to

Tel: 615-741-1035 • Fax: 615-741-0684 Website: tn.gov/generalservices/ which the Contractor is currently providing, or has recently provided, comparable services and that are willing to provide references upon request. The State reserves the right to verify all references as part of the evaluation process.

g. Warranty:

1. The State shall be granted manufacturer warranty agreements for all equipment, parts, and material supplied or installed by Contactor on the emergency generator equipment identified herein.

2. Contractor shall immediately provide the State with all applicable manufacturer warranty documentation upon completion of service request(s).

3. Any equipment, parts, or materials owned by the State and that remain under the manufacturer’s warranty shall be serviced in full accordance with the terms of that warranty.

III. Scope of Work

a. Service Requests and Charges:

1. Inspections shall be billed and paid per the contracted cost.

2. Preventative Maintenance, outside of scheduled inspections, shall be billed and paid per contracted labor costs, parts costs, and/or Trip Charges.

3. Regardless if services are emergency-related or scheduled, Corrective Maintenance, On-

Site Maintenance, and As Need Work shall be billed and paid per contracted labor costs, parts costs, and/or Trip Charges.

4. For all planned maintenance services that are not associated with preventative maintenance or inspections, Contractor shall submit a maximum not-to-exceed quote to the Facility Manager or designee, based on contracted hourly rates, parts and applicable Trip Charge(s).

5. All non-emergency work shall be approved in writing by the Facility Manager or designee prior to beginning any repairs, tests, or modifications.

6. During initial visit(s), Contractor shall determine all malfunctioning equipment and systems. With Facility Manager or designee’s approval, necessary repairs shall be performed during the initial service call.

7. Services requiring the Contractor to return to the facility due to equipment system(s) failure with reference to services preciously provided by Contractor, shall be at no additional charge to the State.

i. Requests submitted by the State concerning system(s) failure must be made within ten (10) business days following the completion of the job.

8. Contractor shall absorb all costs incurred for the replacement, repair, or corrections made to equipment or system(s) failure due to the following:

i. Faulty equipment or parts installed by Contractor

ii. Equipment or system(s) failure due to Contractor’s poor workmanship

Tel: 615-741-1035 • Fax: 615-741-0684 Website: tn.gov/generalservices/

9. Any single maintenance work order that exceeds $250,000, including contingencies and other related costs, must be pre-approved by SBC prior to proceeding. The State shall be responsible for initiating and obtaining this approval.

10. Contractor shall furnish a written report to the Facility Manager or designee upon conclusion of each visit, regardless of the intent or purpose of the visit. The written report shall include scope of work, labor hours incurred, including details such as time in and time out of each service visit, as well as a complete itemization of all parts utilized.

b. Emergency Services:

1. Contractor shall be able to provide Emergency Services twenty-four (24) hours a day and seven (7) days a week. Contractor shall ensure that a qualified technician is available to respond on site to emergency service requests within two (2) hours during Regular Time hours and within three (3) hours during Premium Time hours.

2. Emergency Services may be initiated by the State either by email or telephone and the State shall be responsible for identifying the service request as Emergency Services.

Regardless of the method of communication, all response time and performance requirements shall remain as specified herein.

3. Contractor shall provide, at a minimum, a telephone number that is available twenty-four (24) hours a day and seven (7) days a week. Any unattended answering machine or voice mail system shall not be acceptable.

4. A purchase order from the State is not required to initiate Emergency Services. At the time the service is requested, Facility Manager or designee shall provide their name and title in lieu of purchase order. This information shall be documented and provided within the subsequent written report(s).

5. Upon arrival and after completing the necessary Job Log Sheet, Contractor technicians shall immediately begin troubleshooting the equipment. Once needed repair is determined, technician(s) shall provide a verbal report to the Facility Manager or designee. Dependent upon the technician’s assessment, estimated costs, timeline for completion, and other relevant considerations, the Facility Manager or designee may grant verbal authorization to proceed with repair immediately.

6. Otherwise, in accordance with Section III. Scope of Work, Subsection a. Service Requests and Charges, 10., Contractor shall furnish a written report for services rendered, and in accordance with Section III. Scope of Work, Subsection a. Service Requests and Charges, 4., Contractor shall provide a maximum not-to-exceed quote for the further necessary repairs.

7. Upon satisfactory completion of Emergency Services, a purchase order shall be issued for services rendered. If Contractor provides a maximum not-to-exceed quote, a purchase order shall be necessary prior to commencement of the quoted repairs.

Tel: 615-741-1035 • Fax: 615-741-0684 Website: tn.gov/generalservices/

c. Trip Charges:

1. Shall be included in bids for all required inspections outlined herein.

2. Shall be limited to a single charge per round trip to and from the facility and shall include, at a minimum, expenses associated with vehicle operation, fuel, travel time, and associated labor.

3. Shall not apply for jobs that take one (1) hour or less of On-Site Maintenance to complete. This shall be verified using the Job Log Sheet.

4. Shall not apply to return trips due to incomplete work.

5. Shall not apply to Contractor service personnel leaving the facility during job to obtain parts not identified prior to the start of the job.

6. Any job requiring more than two (2) working days may be subject to additional Trip

Charges. The Contractor must obtain written approval from the Facility Manager or designee prior to the application of additional Trip Charges.

7. Contractor shall not charge for more than one (1) Trip Charge without prior written approval from the State.

d. Parts and Parts Costs:

*This is not an evaluated line item in the solicitation.

1. All parts, materials, supplies, and equipment shall be billed at the Contractor’s cost, minus any applicable sales or use tax pursuant to TCA 67-6-209, plus fifteen (15%) percent markup.

2. All parts, material, supplies and equipment used in the performance of this contract must be new.

3. Manufacturer Parts, Manufacturer-approved parts, or equal, as per the agency equipment, shall be used to maintain the integrity of the equipment under the contract.

e. Emergency Generator Equipment Listing:

1. MAINTENANCE SITE 1 – CAT

Engine Genset

Make CAT Make CAT Model 3512 Model SR-4HV Serial 6WN00153 Serial 8LS008501

SP/SO/AR SP/SO/AR 1390316

Tel: 615-741-1035 • Fax: 615-741-0684 Website: tn.gov/generalservices/

2. MAINTENANCE SITE 2 – CUMMINS

Engine Genset

Make CUMMINS Make CUMMINS Model KTTA-50-G Model 3052047 Serial 33113817 Serial 127201

SP/SO/AR 79053-1/D283016DX02 SP/SO/AR 1250KRR50/32649C/J8801

70505

3. RADIO TOWER – KOHLER

Engine Genset Make JOHN DEERE Make KOHLER

Model DD15352/FG17368 Model 20ROZL Serial CD4039D377113 Serial 607527

SP/SO/AR 4039DF004 SP/SO/AR 1250KTT50/32649C/J8801

70505

4. WATER PLANT – CUMMINS*

Make Make CUMMINS – KW450

Model QSX15-G9 Model 450DFEJ Serial 80528631 Serial E230230271

SP/SO/AR SP/SO/AR

5. TRANSPORTATION – CUMMINS*

Make Make CUMMINS – KW250 Model N/A Model 250DQDAA Serial N/A Serial D230225854

6. WELL STATION #1 AND #3 – CUMMINS*

Make Make CUMMINS – KW125 Model QSB7-Q5 Model C125D6D Serial 99071984 Serial C230213977

Tel: 615-741-1035 • Fax: 615-741-0684 Website: tn.gov/generalservices/

7. LAGOON – CUMMINS*

Engine Genset

Make Make CUMMINS – KW125 Model QS87-G5 Model C125D6D Serial 99067913 Serial C230213976

8. BOOSTER STATION – CUMMINS*

Make Make CUMMINS – KW125 Model QSB7-G5 Model C125D6D Serial 99062632 Serial C230213978

9. MSC – CUMMINS*

Make Make CUMMINS – KW40 Model 4BT3.3-G5 Model C40D6 Serial 72063235 Serial B230205795

10. SOLID LIFT – CUMMINS*

Make Make CUMMINS – KW40 Model 4BT3.3-G5 Model C40D6 Serial 72063233 Serial B230205793

11. WELL STATION #2 – CUMMINS*

Make Make CUMMINS – KW40 Model 4BT3-G5 Model C40D6 Serial 72062872 Serial B230205794

*NOTE: Under manufacturer warranty until July 25th, 2028

f. Annual Inspection Services (will also serve as the Fall quarterly inspection):

1. All product and supplies necessary to perform the following specifications shall be included in Contractor’s bid pricing.

Tel: 615-741-1035 • Fax: 615-741-0684 Website: tn.gov/generalservices/

2. Before Starting the Engine:

i. Visual Inspection – Check of the engine, radiator and generator for debris, foreign objects, loose or broken fittings, guards and components

ii. Cooling System – Check for leaks, add coolant conditioner if required

iii. Fuel System – Change fuel filters

iv. Air Cleaner Element – Inspect and clean or replace.

v. Governor – Check and maintain appropriate oil level

vi. Engine Crankcase – Check oil level (take sample for analysis), change filters, inspect old filter for foreign material

vii. Engine Crankcase Breather – Clean

viii. Valve Lash – Check and adjust according to service manual

ix. Linkages – Check and adjust all linkages, if necessary, and lubricate all linkage fittings

x. Alarms and Shutdown Devices – Check and test for proper operation

xi. Batteries – Check electrolyte level and clean terminals and connections

xii. Engine – Wipe down and clean as needed

xiii. Generator – Lubricate bearings, vacuum clean and check wiring of the regulator, exciter, and stator. Check generator windings with me a megohmmeter and record readings for reference.

xiv. Check operation of cooling heaters *NOTE: Refer to the generator service manual for information relating to use of the megohmmeter and low resistance readings

3. With Engine Running:

i. Start the engine and check all gauges, oil pressure, fuel pressure, RPM

(Frequency), generated voltage and engine jacket water temperature, for correct readings

ii. Engine Crankcase – Check the oil level, maintain the oil level between the add and full marks on the engine running side of the dipstick

iii. Radiator Louvers – Check for proper operation

iv. Leaks and Noises – Check for leaks and unusual noises

v. Load Test – Load the engine to minimum of 70% of rated load. Operate at this level for a minimum of two (2) hours.

vi. Gauge Readings – After one hour of running record the readings of all gauges: oil pressure, fuel pressure, oil level, RPM (Frequency), generated voltage, service meters, engine jacket water temperature, exhaust temperature and manifold vacuum.

4. After Stopping Engine:

i. Adjust – Make any adjustments to the engine and generator set as necessary

ii. Fuel level – Record the fuel tank level

iii. Battery charge – Record the voltage

iv. Automatic switches – Check that all switches are in proper position for automatic

Tel: 615-741-1035 • Fax: 615-741-0684 Website: tn.gov/generalservices/ start

v. Fuel System:

(a) General Inspection of all components

(b) Check fuel pressure at cylinder head

(c) Pump off water and sediment from main fuel tank, if necessary

(d) Check overfill and fill pumps of the day tank

(e) Conduct fuel flashpoint test and add fuel sufficient stabilizers, biocides and polish fuel based on test results

(f) Add sufficient fuel additives to inhibit bacterial growth and to absorb condensate water in main

(g) Perform tank and line tightness tests

vi. Lubricating System:

(a) Change oil in engine

(b) Check and record engine oil pressure

(c) Check engine for oil leaks

(d) Leave customer make-up oil (One {1} quart per engine cylinder included)

vii. Cooling System:

(a) Check all cooling system hoses

(b) Check coolant level (add or change as needed)

(c) Check freeze protection (add, if needed)

(d) Check belts (change, if needed)

(e) Check operation of water jacket heater

(f) Check engine water pump

(g) Check and clean all louvers

(h) Clean external core of radiator

(i) Add rust inhibitor to cooling system

(j) Check for adequate fresh air to engine

(k) Check condition of fan hub

(l) Check and record operating temperature, verifying that operating temperature is in the correct range

viii. Exhaust System

(a) Check condition of exhaust system

(b) Check for exhaust leaks

(c) Check condition of turbocharger

ix. Air Intake System

(a) Check air inlet piping

(b) Check condition of air filter element or oil bath, replace element as needed

(c) Check air box pressure

(d) Check crankcase pressure

(e) Check exhausts restriction

(f) Clean crankcase breather pads

Tel: 615-741-1035 • Fax: 615-741-0684 Website: tn.gov/generalservices/

(g) Check all air system piping

x. Control System

(a) Check operation of all gauges and meters

(b) Check operation of all controls

(c) Check shutdown systems

(d) Clean control cabinets

xi. Engine Electrical Starting System

(a) Clean batteries and cables

(b) Add distilled water to maintain proper electrolyte level

(c) Check operation of float charger

(d) Check condition of batteries

xii. Generator

(a) Check main, intermediate, line (source), and generator side circuit breakers for operation

(b) Check transfer switch for proper condition and operation

(c) Check cables from generator to transfer switch

(d) Check condition of bearing

xiii. General

(a) Check for any unusual condition of vibration, deterioration leakage, high surface temperature or noise

(b) Run generator under emergency conditions if possible, if not, run generator under test conditions

(c) Record all readings and present to Facility Manager, or designee

(d) Leave control panel in automatic mode

(e) Notify Facility Manager or designee of additional service/repair work required

g. Quarterly Inspection Services (three per calendar year):

1. All product and supplies necessary to perform the following specifications shall be included in Contractor’s bid pricing.

2. Before Starting the Engine:

i. Visual Inspection – Check of the engine, radiator and generator for debris, foreign objects, loose or broken fittings, guards and components

ii. Cooling System – Check for leaks, add coolant conditioner if required

iii. Air Cleaner Element – Inspect and clean or replace.

iv. Governor – Check and maintain appropriate oil level

v. Engine Crankcase Breather – Clean

vi. Linkages – Check and adjust all linkages, if necessary, and lubricate all linkage fittings

vii. Alarms and Shutdown Devices – Check and test for proper operation

viii. Batteries – Check electrolyte level and clean terminals and connections

Tel: 615-741-1035 • Fax: 615-741-0684 Website: tn.gov/generalservices/

*NOTE: Refer to the generator service manual for information relating to use of the megohmmeter and low resistance readings

3. With Engine Running:

i. Start the engine and check all gauges, oil pressure, fuel pressure, RPM

(Frequency), generated voltage and engine jacket water temperature, for correct readings

vii. Engine Crankcase – Check the oil level, maintain the oil level between the add and full marks on the engine running side of the dipstick

viii. Radiator Louvers – Check for proper operation

ix. Leaks and Noises – Check for leaks and unusual noises

x. Gauge Readings – After one (1) hour of running record the readings of all gauges:

oil pressure, fuel pressure, oil level, RPM (Frequency), generated voltage, service meters, engine jacket water temperature, exhaust temperature and manifold vacuum.

4. After Stopping Engine:

i. Adjust – Make any adjustments to the engine and generator set as necessary

ii. Fuel level – Record the fuel tank level

iii. Battery charge – Record the voltage

iv. Automatic switches – Check that all switches are in proper position for automatic start

v. Fuel System:

(h) General Inspection of all components

(i) Check fuel pressure at cylinder head

(j) Check fuel level in main day tanks

vi. Lubricating System:

(e) Check oil level, record, and adjust as needed

(f) Check and record engine oil pressure.

(g) Check engine for oil leaks.

vii. Cooling System:

(a) Check all cooling system hoses

(b) Check coolant level (add or change as needed)

(c) Check freeze protection (add, if needed)

(d) Check belts (change, if needed)

(e) Check operation of water jacket heater

viii. Exhaust System

(d) Check condition of exhaust system

(e) Check for exhaust leaks

ix. Air Intake System

(a) Check air inlet piping

(b) Check condition of air filter element or oil bath

x. Control System

Tel: 615-741-1035 • Fax: 615-741-0684 Website: tn.gov/generalservices/

(e) Check operation of all gauges and meters

(f) Check operation of all controls

(g) Check shutdown systems

xi. Engine Electrical Starting System

(e) Clean batteries and cables

(f) Add distilled water to maintain proper electrolyte level

(g) Check operation of float charger

(h) Check and record battery voltage

(i) Check condition of batteries

xii. Generator

(e) Check main circuit breakers for operation

(f) Check transfer switch for proper condition and operation

xiii. General

(f) Check for any unusual condition of vibration, deterioration leakage, high surface temperature or noise

(g) Run generator under emergency conditions if possible, if not, run generator under test conditions

(h) Record all readings and present to Facility Manager, or designee

(i) Leave control panel in automatic mode

(j) Notify Facility Manager or designee of additional service/repair work required

h. Load Bank Testing Services:

1. All product and supplies necessary to perform the following specifications shall be included in Contractor’s bid pricing.

2. Shall be completed annually and completed within four (4) weeks following the conclusion of the Annual Inspection.

3. Contractor shall furnish and connect a portable load bank suitable for testing the generator at its rated capacity. Load bank equipment shall be specifically designed for generator testing and shall comply with all applicable electrical safety requirements.

4. Load bank shall be connected using appropriately sized, insulated, and rated cables, cam-lock connectors, or hardwired connections approved for generator output. Load bank equipment shall be properly grounded in accordance to manufacturer requirements, and all connections shall be clearly identified and protected to prevent accidental contact or damage.

5. If portable load bank equipment is not available or suitable for generator’s rated capacity, facility switchgear equipment may be utilized for load bank testing services at the discretion and approval of the Facility Manager or designee.

6. With the engine running – load the engine to minimum of seventy percent (70%) of rated load. Operate at this level for a minimum of two (2) hours.

7. Upon completion of load test, generator shall be returned to a no-load operation and

Tel: 615-741-1035 • Fax: 615-741-0684 Website: tn.gov/generalservices/ inspected for leaks, loose connections, or abnormal conditions.

i. Third Year Inspection:

1. All product and supplies necessary to perform the following specifications shall be included in Contractor’s bid pricing.

2. Contractor shall complete within one (1) month of contract award and shall be in addition to the annual and quarterly inspections that same year.

i. Drain, clean and flush the cooling system. Replace thermostats and refill with coolant solution and conditioners (as needed)

ii. Replace all hoses and belts (as needed)

iii. Inspect the turbocharger

iv. Check for leaks on the exhaust system

v. Perform a complete engine adjustment and tune up

vi. Coolant conditioners, filters, air cleaner elements, oil and lubricants (must be manufacturers recommended) are to be included for inspections/preventative maintenance pricing.

j. Emergency Generators Initial Manufacturer Warranty:

1. The following generators are covered by their initial manufacturer warranty until July 25th, 2028:

i. Cummins Serial #B230205793

ii. Cummins Serial #B230205794

iii. Cummins Serial #B230205795

iv. Cummins Serial #C230213976

v. Cummins Serial #C230213977

vi. Cummins Serial #C230213978

vii. Cummins Serial #D230225854

viii. Cummins Serial #E230230271

2. These units shall be included in all inspections outlined within these specifications.

However, if any of these units are determined to require repair or maintenance beyond the inspection requirements, the Contractor shall immediately report any issues directly to the Facility Manager or designee, who will then be responsible for notifying the warranty contractor of services required. If the needed services are not covered by the manufacturer warranty (to be determined by the manufacturer and not the Contractor or the State), then the Facility Manager or designee may request the Contractor perform the needed repairs within the scope of these specifications.

3. Contractor is required to receive written permission from the Facility Manager or designee prior to beginning any repairs on units still covered by the initial manufacturer warranty.

Tel: 615-741-1035 • Fax: 615-741-0684 Website: tn.gov/generalservices/

k. Environmental Considerations:

1. Contractor shall be responsible for the removal and disposal of all materials in accordance with all applicable environment protection agency regulations.

l. Invoice Requirements:

1. Final invoice shall be submitted to the Facility Manager or designee with supporting documentation verifying the work performed, labor costs, Trip Charge(s), as well as proof of Cost for Parts.

2. Payment shall be contingent upon verification of invoiced labor hours against the corresponding Job Log Sheet, as well as the itemized cost of parts plus the fifteen percent (15%) markup.

IV. Industry Standards

a. National Fire Protection Association (NFPA) (https://www.nfpa.org):

1. All inspections, testing, maintenance, and repairs of the emergency generator systems shall comply with the requirements of NFPA 110, Standard for Emergency and Standby Power Systems, including any and all applicable manufacturer recommendations.

V. Security Requirements for Site Visits

a. Identification of Contractor Personnel:

1. All Contractor personnel shall be subject to a background check conducted by the institution prior to being permitted to enter the institution. The Contractor shall complete all background check information. Background check forms from the National Crime Information Center (NCIC) provided by the Warden shall be completed prior to Contractor’s mobilization to the site. Background checks shall be performed on employees, delivery drivers and vehicle operators employed by the Contractor or sub- Contractors. Any consistent driver that frequents the project site shall require a background check. Contractor should assume that background checks shall take a minimum of seven (7) business days to complete. The Contractor shall notify the Warden and complete the background check forms for all replacement and/or new employees, drivers, etc. not identified in the initial list of site personnel. Background checks may be repeated on any employee at any time. Any subsequent information, such as a recent arrest, may result in denial of access.

2. A valid driver’s license number, social security number, date of birth and/or other similar information is required for a NCIC background check. NCIC information shall not be disclosed to or discussed with the Contractor. Per applicable laws and TDOC policy, NCIC information shall remain confidential.

3. The Contractor shall identify for the Warden, promptly upon their employ, persons who have been previously convicted of a felony, incarcerated, or who have a family member currently incarcerated at the institution. Warden may require such persons to be https://www.nfpa.org/

Tel: 615-741-1035 • Fax: 615-741-0684 Website: tn.gov/generalservices/ excluded from working on the premises.

4. Denial of access decisions by the Warden shall be final and non-negotiable.

5. An identification card or pass may be provided to each worker employed by the

Contractor who enters the secure confines of the institution. Workers shall be required to show a valid government issued photo identification card in order for a card to be issued. Identification cards shall be worn in plain sight at all times. If lost or stolen, the Contractor shall report to the Warden for issuance of a new card. Identification cards shall be returned to the Warden upon completion of work or termination of employment. The cost of replacement cards/ID shall be the Contractor’s responsibility.

b. Security Policies:

1. The Contractor is advised that this is a correctional institution, and Contractor’s employees are required to strictly abide by all Tennessee Department of Correction and West Tennessee State Penitentiary policies and procedures at all times. Deviations from these policies by the Contractor or the Contractor’s employees shall not be tolerated and shall be considered grounds for immediate contract cancellation.

2. Contractor’s employees and vehicles are subject to search. Per TDOC policy 506.06, all persons and property are subject to search. Drugs, alcohol, firearms, ammunition, explosives, and weapons are prohibited. Violators shall be prosecuted.

3. In accordance with TDOC Policy 506.05 and Policy 506.06, daily and upon every entrance and exit of the secure compound, all persons, tools, materials, and equipment shall be thoroughly inspected and searched. These searches shall include but are not limited to visual inspection, frisk searches, X-ray machines, metal and cell phone detection devices, and full body scanners.

4. All tools shall be documented, itemized, and inspected before workers shall be allowed to enter the secure compound or depart from the secure compound. A copy of all itemized inventories shall be maintained at the checkpoint area where the tools enter the compound. It is the responsibility of the Contractor to maintain security of all tools while on the secure compound and State property. If a tool or material where to be misplaced, it is the responsibility of the Contractor to immediately inform the escort, security or facility staff in the area. No tools, secured or otherwise, shall be stored on State property without written approval from the Warden.

5. TDOC policy 206.02 restricts and may prohibit the usage of cellular telephones at this Correctional facility. Use of cellular telephones while on State property shall require the prior approval of the Warden. The Warden’s decision shall be based on the Contractor’s need to perform his/her job responsibility. Contractors have no guarantee that approval shall be granted.

6. Contractors shall anticipate delays as workers enter and exit the secure compound due to the time required to adhere to these policy restrictions. These measures are in place for the safety of staff, visitors, contractors, and offenders. The State will not unduly delay the process of ingress and egress, but these delays may be unavoidable as the

Tel: 615-741-1035 • Fax: 615-741-0684 Website: tn.gov/generalservices/ facility is required to maintain the highest standards of security to ensure safety. The State shall not be billed for any item or cost outside of the agreed upon costs as noted in the solicitation that results from these delays.

c. Tobacco Free Facility:

1. WTSP is a tobacco free facility. Any tobacco product(s) outside a secure vehicle shall be considered contraband on State property. This rule applies to all staff, Contractors & visitors.