4544_Generator_Maintenace_Services_RFP_FINAL.pdf

CITY OF CHANDLER

NOTICE OF REQUEST FOR PROPOSAL PW3-936-4544

SOLICITATION TITLE: GENERATOR MAINTENANCE SERVICES

SOLICITATION NO.: PW3-936-4544

PROPOSAL DUE DATE: October 11, 2022

PROPOSAL DUE TIME: 4:00 pm local Arizona time

SUBMIT TO: Via email to:

raquel.mcmahon@chandleraz.gov Email and attachments may not exceed 50 MB

PRE-PROPOSAL CONFERENCE: September 27, 2022 10:00 am local Arizona time

CONFERENCE LOCATION: Chandler City Hall

3rd Floor Large Conference Room 175 S. Arizona Avenue, 85225

CONTACT: Raquel McMahon, CPPB Procurement Officer Phone: (480) 782-2407 Email: raquel.mcmahon@chandleraz.gov

ISSUE DATE: September 9, 2022

Proposals for the commodity or service specified will be received by the Purchasing Division, City of Chandler, via email to raquel.mcmahon@chandleraz.gov, until the time and date cited above.

Proposals must be received in the email inbox of the responsible Procurement Officer on or prior to the exact time and date indicated above.

Instructions for preparing proposals are provided on the following pages.

RFP Summary: The City is requesting proposals from qualified offerors to provide the City with generator maintenance services pursuant to the attached agreement.

INFORMATION AND INSTRUCTIONS TO PROPOSERS

1. Vendor Registration. Proposers must register via the on-line vendor registration system to automatically receive notification of addenda to this solicitation or notice of other solicitation opportunities. Visit https://www.chandleraz.gov/business/vendor-services/purchasing, select Vendor Registration and Management.

2. Addendum. This RFP may only be modified by a written addendum. Proposers are responsible for obtaining all addenda. A Proposer must not rely on verbal responses to inquiries. A verbal reply to an inquiry does not constitute a modification of the solicitation.

3. Late Proposals. Late proposals will not be accepted. It is the sole responsibility of the

Proposer to ensure that its proposal is received at or prior to the exact date and time indicated on the Notice Page. The time stamp of the City’s email system will govern timeliness of submission.

4. Cost of Proposal Preparation. The City will not reimburse any Proposer the cost of responding to a solicitation.

5. Duty to Examine. It is the responsibility of each Proposer to examine the entire solicitation, seek clarification and make inquiries, and examine its proposal for accuracy before submitting it. Lack of care in preparing a proposal will not be grounds for modifying or withdrawing the proposal after the due date and time, nor will it give rise to any claim.

6. Inquiries. Any inquiry related to this solicitation, including any requests for or inquiries regarding standards referenced in the solicitation must be directed solely to the Procurement Officer listed on the cover page of the solicitation. Proposers will not contact or direct inquiries concerning this solicitation to any other City employee unless the solicitation specifically identifies a person other than the Procurement Officer as a contact.

All inquiries, except those at the Pre-Proposal Conference, should be submitted in writing and refer to the appropriate solicitation number, page and paragraph. The City will consider the relevancy of all inquiries but is not required to respond in writing.

Any inquiry must be submitted as soon as possible and should be submitted at least ten days before the proposal due date and time for review and determination by City. Failure to do so may result in the inquiry not being addressed in a solicitation addendum.

7. Remote Attendance at Pre-Proposal Conference. The City may offer remote attendance at the Pre-Proposal Conference via a City-hosted dial-in meeting. If remote attendance is offered, meeting details will be provided on the Notice Page. Interested Offerors attending remotely may be required to register and provide, at a minimum, attendee name and company name.

Remote attendance is provided as a courtesy. Attendees are responsible for all aspects of their attendance. The City will not provide technical support for remote attendance.

https://www.chandleraz.gov/business/vendor-services/purchasing https://www.chandleraz.gov/business/vendor-services/purchasing

8. Exceptions to the Solicitation. Any exception to the solicitation must be submitted as soon as possible and should be submitted at least ten days before the proposal due date and time for review and determination by City. Failure to do so may result in the exception not being addressed in a solicitation addendum.

9. Proposal Amendment or Withdrawal. A proposal may be withdrawn at any time before the due date and time. A proposal may not be amended or withdrawn after the due date and time except as otherwise provided by applicable law.

10. Unit Price Prevails. In the case of discrepancy between the unit price or rate and the extension of that unit price or rate, the unit price or rate will govern.

11. Non-Collusion and Non-Discrimination. By signing and submitting the proposal, the

Proposer certifies that the Proposer did not engage in collusion or other anti-competitive practices in connection with the preparation or submission of its proposal; and the Proposer does not discriminate against any employee or applicant for employment or person to whom it provides services because of race, color, religion, age, sex, national origin, or disability, and that it complies with all applicable Federal, state and local laws and executive orders regarding employment.

12. Waiver and Rejection Rights. The City reserves the right to waive any immaterial defect or informality; or reject any or all proposals, or portions thereof; or reissue the Request for Proposal; and will be the sole judge of the merits of the proposals received.

13. Proposal Opening. Proposals will be opened as indicated on the Notice Page, unless amended in writing by the Procurement Officer issuing the solicitation. The name of each Proposer will be public information following the proposal opening. No other information will be publicly disclosed at that time.

14. Public Record. All proposals submitted in response to this solicitation and all evaluation related records will become property of City and will become a matter of public record for review, subsequent to publication by the City of the proposed award in the agenda for the City Council Meeting, or upon award by the appropriate approving authority or as otherwise required by law.

15. Confidential Information. A request for nondisclosure of data such as trade secrets or other proprietary information must be submitted with the proposal and must contain the basis for the request. Any information included in the request must be submitted as a separate file. Price is not confidential and will not be withheld. A blanket statement of confidentiality will not be considered. It is the Proposer’s responsibility to identify and segregate the information in the proposal provided to the City.

The City will review all requests for confidentiality and may approve or deny all or portions of the request. Information denied confidentiality will be released as public information. In the event of a public records request for information granted confidentiality, the City will endeavor provide 48-hours’ notice before releasing materials in order for the Proposer to apply for a court order blocking the release of the information.

16. Proposal Acceptance Period. All proposals will remain valid for 120 days after the day of the opening of proposals. The City may, at its sole discretion, release any proposal and return any security (as applicable) prior to that date. No Proposer may withdraw a proposal during this period without written permission from the City. Should any Proposer refuse to enter into an agreement, under the terms and conditions of the procurement, the City may retain any security (as applicable) as liquidated damages.

17. Discussions with Proposers and Revisions to Proposals. Discussions and additional investigations may be conducted with responsible Proposers who submit proposals determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of, and responsiveness to, the solicitation requirements. Proposers will be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals, and such revisions may be permitted after submissions and prior to award for the purpose of obtaining best and final proposals.

In conducting discussions, there will be no disclosure of any information derived from proposals submitted by competing Proposers. The purposes of such discussions will be to:

determine in greater detail such Proposer’s qualifications; explore with the Proposer the scope and nature of the project, the Proposer’s proposed method of performance, and the relative utility of alternate methods of approach; determine that the Proposer will make available the necessary personnel and facilities to perform within the required time;

agreeing upon compensation, which is fair and reasonable, taking into account the estimated value of the required services, and the scope, complexity and nature of such services.

18. Clarifications. City reserves the right to obtain Proposer clarifications where necessary to arrive at full and complete understanding of Proposer’s product, service, and solicitation response. Clarification means a communication with a Proposer for the purpose of eliminating ambiguities in the proposal and does not give Proposer an opportunity to revise or modify its proposal.

19. Agreement Negotiations. City reserves the right to conduct exclusive or concurrent negotiations with responsible Proposer(s) for the purpose of agreeing to the conditions, terms and price of the proposed agreement unless prohibited. Proposers will be accorded fair and equal treatment in conducting negotiations and there will be no disclosure of any information derived from proposals submitted by competing Proposers. Exclusive or concurrent negotiations will not constitute an agreement award nor will it confer any property rights to the successful Proposer. In the event the City deems that negotiations are not progressing, the City may formally terminate these negotiations and may enter into subsequent concurrent or exclusive negotiations with the next most qualified Proposer(s).

20. Payment. Proposers may agree to accept the City Procurement Card (Mastercard) for payment. Proposers should indicate on the Proposer Information and Offer Section of this RFP, their willingness to accept City Procurement Card payments. The inability to accept payment by City Procurement Card will not disqualify a Proposer’s response.

Proposers may also agree to accept other traditional payment methods, including automated clearinghouse (ACH). Payment terms for traditional payment methods are Net 30 upon receipt of an accurate invoice. Proposers may propose additional discounts for early payment within their proposal.

21. Local Business Consideration. Where the Chandler Administrative Regulation MS-16 Local Business Consideration is applicable, any applicable Chandler Transaction Privilege Tax will be deducted from the net cost for the purpose of evaluation.

22. Protests. A protest must be in writing and be filed with the Purchasing Division. To be considered filed, a protest must be submitted via email to the Procurement Officer identified on the Notice Page.

A protest of a solicitation must be received not less than five days before the solicitation opening date.

A protest of a proposed award requiring City Council approval must be filed within five calendar days of the first posting of the award recommendation. Award recommendations are posted on the Purchasing web site at www.chandleraz.gov/purchasing and/or the City Clerk web site at http://www.chandleraz.gov/default.aspx?pageid=1007 If the protest due date occurs on a weekend or holiday, the protest must be filed the next business day.

A protest of an award not requiring City Council approval (less than $50,000 or $30,000 for Consultants) must be submitted within ten calendar days of the date the protester knows or should have known the basis of the protest.

A protest must include:

• The name, address and telephone number of the protester;

• The signature of the protester or its representative;

• Identification of the project and the solicitation or agreement number;

• A detailed statement of the legal and factual grounds of the protest including copies of relevant documents; and the form of relief requested.

The City will review the protest and may issue a written response.

23. Award. Unless otherwise provided in this solicitation, the City reserves the right to make multiple awards, award by item, group or as a total, as is deemed most advantageous to the City.

24. Execution of Agreement. Within ten days of notice that Proposer is the recommended awardee, Proposer will execute and return the Agreement to Purchasing.

25. Persons with Disabilities. Persons with a disability may request a reasonable accommodation, such as a sign language interpreter, by contacting the Procurement Officer. Requests must be made as early as possible to allow time to arrange the accommodation.

http://www.chandleraz.gov/purchasing http://www.chandleraz.gov/default.aspx?pageid=1007

PROPOSAL CONTENT

Proposers must submit one copy of the proposal via email to the responsible Procurement Officer. The REQUEST FOR PROPOSAL TITLE, NUMBER AND OFFEROR NAME should be in the subject line of the email. Emails and attachments may not exceed 50 MB in size. Attachments should be in .pdf format and named with the RFP number and Offeror name. A single email is preferred, however multiple emails are permissible provided that all are received prior to the due date and time.

Proposals should include the following information in the order listed:

1. Completed Proposer Information and Offer Section. Complete and submit the Proposer Information and Offer Section in the format provided in this solicitation. Failure to do so may result in the proposal being rejected as non-responsive. The Proposer Information and Offer Section within the solicitation must include a signature by a person authorized to sign the proposal. The signature must signify the Proposer’s intent to be bound by its Proposal and the terms of the solicitation and that the information provided is true, accurate and complete.

2. Responses to Proposal Evaluation Criteria. Submit information requested in the Evaluation Criteria Section provided in this solicitation. Forms, such as pricing forms, must be completed in the format provided in the solicitation. Failure to do so may result in the proposal being rejected as non-responsive.

3. Exceptions to Agreement. The City’s standard Agreement is included as a part of this solicitation. By submitting a proposal, the Proposer acknowledges having reviewed the Agreement. Any exceptions to the Scope of Work or Specifications or to Agreement terms and conditions must be included with the proposal and be clearly identified. Exceptions not included in the proposal may not be introduced in the future. Any exceptions to the Scope of Work, Specifications or the Agreement language will be considered and included in City’s evaluation of the proposal. A proposal that takes exception to a material requirement of any part of the Scope of Work, Specifications or Agreement language may be rejected as non-responsive.

4. Disclosure. If the Proposer has been debarred, suspended or otherwise lawfully precluded from participating in any public procurement activity, including being disapproved as a subcontractor with any Federal, state or local government, or if any such preclusion is currently pending, the Proposer must make disclosure. In the proposal, the Proposer must include information including the name and address of the governmental entity, the effective date and duration of this suspension or debarment, and the relevant circumstances. The City reserves the right to reject a proposal received from a Proposer, including each of its principals, who is currently debarred, suspended or otherwise lawfully prohibited from any public procurement activity.

PROPOSER INFORMATION AND OFFER SECTION

Company Name

Business Type (Corporation, Partnership, etc.)

State of Incorporation (if applicable)

Federal Tax I.D. No.

Address

City, State, Zip

Authorized Signature

Name and Title

Contact Name

Title

Telephone

E-mail

Chandler Transaction Privilege Tax (TPT) No. (if applicable) Date of issue:

Is proposed purchase subject to TPT? _______yes _______no

Will you accept a City Procurement Card (MasterCard) for payment of invoices? _______yes _______no

If you accept a MasterCard for payment, do you charge a fee?

_______yes _______no If yes, what is the fee?______

Will you accept automated clearinghouse (ACH) for payment of invoices? _______yes _______no

Prompt Payment Terms Offered _______% Net _________ days

Disclosure of Debarment or Suspension

_______yes _______no

(If yes, please attach description of the circumstances)

Exceptions Taken

_______yes _______no

(If yes, please attach a clearly identified section)

Date Addendum #1 Acknowledged/Received

Date Addendum #2 Acknowledged/Received

Date Addendum #3 Acknowledged/Received

SCOPE OF WORK

GENERATOR MAINTENANCE

CONTRACTOR shall service and provide maintenance for CITY generators listed herein.

Generators are located throughout the CITY in various locations, addresses have been provided.

CONTRACTOR shall ensure that all service technicians have the capability to provide requested service and have the equipment on their service vehicles to troubleshoot all electrical controls.

Scheduling of services to be determined by Site Maintenance Supervisors.

1. Inspection. CONTRACTOR shall perform the following tasks:

A. Engine Lubrication System:

1. Check for leaks

2. Inspect strainers clean if required

3. Clean crank case breather

B. Engine Fuel System:

1. Check for leaks and damage

2. Clean fuel strainers and screens

3. Drain water from filters and separators

4. Drain sediment from fuel day and sub-base tanks

5. Check flexible fuel hoses

6. Check overflow line for blockage, unclog if necessary

7. Check operation of float switches in day tank

8. Obtain a Fuel sample from the fuel storage tank and send it out for testing

C. Ignition System:

1. Inspect all spark ignition system components for wear and proper adjustment (every visit on spark ignition engines)

2. Adjust timing (as necessary)

D. Air Intake System:

1. Check and tighten all hoses and connections

2. Clean and oil all wet type air cleaners

3. Clean and/or inspect all dry type air cleaners (every visit)

E. Governor:

1. Check and adjust engine speed

2. Check and adjust governor sensitivity and droop

3. Check oil level, drive belt, linkage and general operation

F. Cooling System:

1. Check coolant level, fill as necessary

2. Hydrometer check coolant and report freeze protection limit

3. Check radiator for leaks and general condition

4. Check and lube water pumps as necessary

5. Check engine fan and fan drive. Lube as necessary

6. Check ducts and louvers for proper operation

7. Check engine heater for proper operation

8. Check belts, hoses, and connections for wear and leaks

G. Exhaust System:

1. Check for leaks

2. Drain exhaust condensate from exhaust lines and mufflers

3. Check general condition of mufflers, connections, lines, and supports

H. Engine Electrical System:

1. Check battery electrolyte level and specific gravity

2. Check battery charger operation and adjust as necessary

3. Check Gen set battery charging system for proper operation

I. AC Generator:

1. Check appearance and clean generator windings

2. Check and clean air screens

3. Manually check generator tail bearing temperature

J. Controls and Instruments:

1. Check all instruments for proper operation

2. Clean instrument panel and control box

3. Check operation of all safeties and system alarms

K. Load Transfer Control and Inter-connection Devices:

1. Operate all circuit breakers manually

2. Inspect load transfer control power contacts, electrical connections, and bus bars for cleanliness and overheating

3. Check time delays for proper operation. Reset to customer specifications if necessary

L. Final Inspection Test:

1. Operate generator set without load until it achieves operating temperature

2. Shut system down and wait 10 minutes for fluid levels to stabilize

3. Re-check lube oil, coolant, battery electrolyte, and fuel levels. Fill as necessary

4. Clean all service areas leaving the site in a condition of good order and cleanliness.

2. Preventative Maintenance and Inspection Service. CONTRACTOR shall perform the following tasks:

A. Engine Lubrication System:

1. Check for leaks

2. Replace filters

3. Inspect strainers clean if required

4. Change oil

5. Clean crank case breather

6. Take oil sample, submit for analysis, and submit copy of analysis to the Contract

Administrator/designee along with invoice.

B Engine Fuel System:

1. Check for leaks and damage

2. Change fuel filter

3. Clean fuel strainers and screens

4. Drain water from filters and separators

5. Drain sediment from fuel day and sub-base tanks

6. Check flexible fuel hoses

7. Check overflow line for blockage, unclog if necessary

8. Check operation of float switches in day tank

C. Ignition System:

1. Inspect all spark ignition system components for wear and proper adjustment (on spark ignition engines)

2. Adjust timing (as necessary)

D. Air Intake System:

1. Check and tighten all hoses and connections

2. Clean and oil all wet type air cleaners

3. Clean and/or inspect all dry type air cleaners

E. Governor:

1. Check and adjust engine speed

2. Check and adjust governor sensitivity and droop

3. Check oil level, drive belt, linkage and general operation

F. Cooling System:

1. Check coolant level, fill as necessary

2. Hydrometer check coolant and report freeze protection limit

3. Pressure test system

4. Check radiator for leaks and general condition

5. Check and lube water pumps as necessary

6. Check engine fan and fan drive. Lube as necessary

7. Check ducts and louvers for proper operation

8. Check engine heater for proper operation

9. Check belts, hoses, and connections for wear and leaks

G. Exhaust System:

1. Check for leaks

2. Drain exhaust condensate from exhaust lines and mufflers

3. Check general condition of mufflers, connections, lines, and supports

H. Engine Electrical System:

1. Check battery electrolyte level and specific gravity

2. Float charge battery at a high charge rate for 30 minutes or until battery is at full charge and reconditioned

3. Clean and coat battery post and cable connections

4. Check starter motor, pinion, and ring gear for damages and proper operation

5. Check battery charger operation and adjust as necessary

6. Check Gen set battery charging system for proper operation

I. AC Generator:

1. Check appearance and clean generator windings

2. Check and clean air screens

3. Check appearance and clean slip rings and commutator if applicable

4. Check brushes for wear and brush tension if applicable

5. Manually check generator tail bearing temperature

J. Controls and Instruments:

1. Check all instruments for proper operation

2. Clean instrument panel and control box

3. Check operation of all safeties and system alarms

K. Load Transfer Control and Inter-connection Devices:

1. Operate all circuit breakers manually

2. Check time delays for proper operation. Reset to customer specifications if necessary

L. Final Inspection Test:

1. Operate generator set without load until it achieves operating temperature

2. Shut system down and wait 10 minutes for fluid levels to stabilize

3. Re-check lube oil, coolant, battery electrolyte, and fuel levels. Fill as necessary

4. Clean all service areas leaving the site in a condition of good order and cleanliness.

M. Final Power Outage Test:

1. CONTRACTOR shall notify responsible on-site CITY representative of your intentions to cut utility power on those circuits protected by the stand-by generator system. Advise the CITY representative that there will be at least a 10 second power outage on those circuits (every visit).

After notification to CITY, CONTRACTOR shall use the test switches on the generator switchgear panel to simulate a power outage. Observe the stand-by generator set system to make sure if functions properly. Return the test switch to the normal power position. Observe that the stand-by generator shuts down properly. Make any adjustments necessary. (every visit)

N. Site wrap-up:

1. Check to insure that all control switches are left in the proper position for automatic stand-by power protection (every visit)

2. Complete all routine maintenance check lists and summary reports (every visit)

3. Discuss the system condition with on-site personnel leaving with them copies of the maintenance check list. Insure a copy of the summary report is attached to the generator set (every visit)

3. Load Bank Test. CONTRACTOR shall perform a full power load bank test, using

CONTRACTOR supplied external test equipment and cables, once per year, as follows:

A Connect the vendor supplied load bank to the system. CONTRACTOR may disconnect generator set, if necessary, from the stand-by system to accomplish this hook-up.

B. Exercise the generator set under load for no less than two hours. No less than one hour of this test should be at 80% of the generator set’s name plate rating for all areas with the exception of Building & Facilities. All Building & Facilities load bank testing shall remain at 100% of the generator set’s name plate rating.

C. Record the following areas of generator set performance:

1. Load expressed as a percentage of maximum generator set rating

2. Voltage

3. Amps (all 3 legs if 3 phase)

4. Frequency

5. Oil pressure

6. Coolant temperature D. Note both time and effect of any adjustments attempted on the generator set during this test.

E. At the conclusion of this test, disconnect the load bank and allow the generator set to run for ten minutes to cool down.

F. Disconnect all external load test equipment and cables from the stand-by system leaving the system ready to respond automatically to a power outage.

G. Leave the site in a state of good order and cleanliness.

H. CONTRACTOR shall write a load bank test report as described in this specification and provide a copy for Contract Administrator/designee.

I. CONTRACTOR shall be escorted by CITY staff at the Water Treatment Plant. As an alternative to using external load bank equipment to perform load bank test on WTP1, WTP2, and WTP4, CITY will allow CONTRACTOR to load bank test these units by operating existing plant equipment. CONTRACTOR shall be required to complete all tasks identified in Section 3 “Load Bank Test”. .

J. As an alternative to using external load bank equipment to perform load bank test on AWRF 1 and AWRF 2, CITY will allow CONTRACTOR to load bank test these units by operating existing plant equipment. CONTRACTOR shall be required to complete all tasks identified in the this Section (C Load Bank Test)

4. Coolant Change. CONTRACTOR shall replace coolant with 50%/50% water and new (not recycled) antifreeze mixture as directed by City.

5. Emergency Temporary Replacement. It is CITY’s desire that CONTRACTOR provide an emergency contingency plan to Contract Administrator/designee should a generator considered to be “Critical / High Priority” (e.g. Information Technology, City Hall, Airport Tower or Police Department Main Bldg.) be off-line for an unavoidable extended period of time, such as overnight. The cost of such emergency contingency plan shall be listed on the pricing page or determined at time of rental. In the case of these specific generators, CONTRACTOR must be able to provide an emergency temporary replacement generator within 12-hours if the generator is going to be off-line. Should the off-line condition be due to “unforeseen” circumstances, the cost of such temporary replacement generator will be borne by CITY. However, if the off-line condition is due to non-availability of parts, or any condition that is caused directly by CONTRACTOR or CONTRACTOR’s staff, the cost will be borne by CONTRACTOR.

In the case of all other generators, CONTRACTOR must be able to provide an emergency temporary replacement generator within 48-hours if the generator is going to be off-line for that period of time or longer. Should the off-line condition be due to “unforeseen” circumstances, the cost of such temporary replacement generator will be borne by CITY.

However, if the off-line condition is due to non-availability of parts, or any condition that is caused directly by CONTRACTOR or CONTRACTOR’s staff, the cost will be borne by

CONTRACTOR.

6. Refueling/Additives. It is the CITY’s desire to include refueling in this Agreement.

CONTRACTOR is asked to provide a price for refueling generators on-site, if requested by CITY staff. CONTRACTOR shall add diesel fuel additive, as necessary.

7. Fuel Conditioning or Fuel Replacement. Contractor shall provide fuel testing, fuel conditioning, fuel draining and replacement, fuel disposal as necessary to maintain proper operation based on the rates identified for unforeseen repairs.

EVALUATION CRITERIA

Evaluation Criteria: The evaluation criteria are listed below in their relative order of importance. The offer should contain responses to all the specific information requested below. The Offeror’s submittal should be organized by section based on the listed criteria.

Qualifications, Experience and Resources 40%

1. Provide a brief history of the company including number of years in business, primary business focus and number of years providing the services described in the Scope of Work.

2. Provide the qualifications of the company and its leadership relative to the services described in the Scope of Work. Provide resumes or statements of qualifications for company leadership.

3. Provide resumes or statements of qualifications for all proposed personnel that will be responsible for servicing the City’s generators.

4. Provide a list of all customers including name of customer, location, contact information, description of the services provided including number of generators serviced and how long service has been provided.

5. Provide a list or resources used to carry out the scope of work including those owned by the company and those subcontracted

Method of Approach 40%

6. Describe plan to ensure all units are scheduled for periodic maintenance.

7. Describe plan to respond to unforeseen and emergency calls for service and repair.

8. Describe plan to maintain reliability of generators while minimizing cost.

Price Proposal 20% Complete and submit Exhibit B, Price Proposal Page

EXHIBIT B ----FEE SCHEDULE

Contractor will endeavor to ensure scheduling of maintenance and/or refueling of generators are serviced all on the same day as much as possible so as to avoid charging CITY multiple delivery / service fees. All fees shall be listed below. Fees not listed will not be paid.

Airport (4100)

Item Facility Location Brand Model # Serial # Size A.

Inspection

B.

Inspection

& PM

C.

Load Bank

D.

Coolant Change

1 Airport Tower (high priority)

2380 S Stinson Way ONAN DGEA-3371434 D990905670 125 KW

Diesel $ $ $ $

2 Airport Terminal 2380 S Stinson Way KOHLER

250RE0ZJD 2259206 250 Kw Diesel $ $ $ $

Total $ $ $ $

Water Production Facilities (3860)

Item Facility Location Brand Model # Serial # Size A.

Inspection

B.

Inspection

& PM

C.

Load Bank

D.

Coolant Change

1 WTP 1 1475 E Pecos Cummins 741FSM2368AP-R700W TM340 7191 900 KW Diesel $ $ $ $

2 WTP 2 1475 E Pecos Cummins 741FSM2364AP-R700W TM340 9193 900 KW Diesel $ $ $ $

3 WTP 4 1475 E Pecos Cummins DQAH5772888I7007010578 2250 kW Diesel $ $ $ $

4 McQueen 1200 E Galveston Rd Cummins DFEK-4423051 I080205957 500 kW

Diesel $ $ $ $

5 Airport 2250 S Airport Blvd Cummins DFEJ-7594618 B090232532 450 KW $ $ $ $

6 Amberwood 2327 W Calle Del Norte Kohler 350ROZD71 374404 350 kw

Diesel $ $ $ $

7 Apache 1350 N Hartford St Onan 300.ODFM B850748611 300 kw

Diesel $ $ $ $

8 Arrowhead 426 N Arrowhead Dr

Ths Generator is getting replaced 0

9 Basha Rd. 4501 S.

Basha. Cat SR-4B 8HGO1829 500 kw

Diesel $ $ $ $

10 Brooks Crossing 1405 W Calle Del Norte Cat D3412 6FA03440 800 kw

Diesel $ $ $ $

11 Bushway 625 W.

Bushway Kohler 500ROZD4 649104 500 kw

Diesel $ $ $ $

12 Cap Arizona 296 E Chilton Onan 300.ODFM-17R/27760M B850748610 300 kw Diesel $ $ $ $

13 CAP Hendrix 1330 W Cortez Ct Onan 300.ODFM-17R/27760M B850748612 300 kw

14 East Knox 450 E Knox Onan 230DFAB K980824788 230 kw $ $ $ $

Rd Diesel

15 Colt 2127 N 92nd Pl Cummins DFEK-4423051 E100117996 500 kw

Diesel $ $ $ $

16 Desert Breeze 600 N Desert Breeze Blvd Kohler 600ROZD71 378941 600 kw

Diesel $ $ $ $

17 Dobson South 3510 S Dobson Rd Onan 600DFGB G950581682 600 kw

Diesel $ $ $ $

18 Frye 592 W Frye Rd Onan 300.ODFM-17R/27761M A850744738 300 kw

Diesel $ $ $ $

19 Gilbert Rd

(DWP)

6120 S.

Gilbert Rd. Onan DFCC3372642 E990919234 350 kw

Diesel $ $ $ $

20 Gilbert Rd (WPF) 6122 S.

Gilbert Rd. Cat SR-4B 4DM00914 1250 kw

Diesel $ $ $ $

21 Hahn 500 E Warner Kohler 350RE0ZJB GM32FWT2 350 KWDiesel $ $ $ $

22 Hahn (DWP) 496 E Warner Onan 300.DFCB H980782735 300 kw Diesel $ $ $ $

23 Hunt Highway 2022 E Hunt Highway Spectrum 350DS60 396988 350 kw

Diesel $ $ $ $

24 Lindsay Rd. 6300 S.

Lindsay Rd. Cummins DFED-5563699 G020390019 500 kw

Diesel $ $ $ $

25 Monterey 3840 W Monterey St Onan 300.ODFM-17R/27760M B850748613 300 kw

Diesel $ $ $ $

26 Appleby 3445 S Pinaleno Dr Kohler 500RE0ZVB 786785 500kW Diesel $ $ $ $

27 Orchid Lane 1296 N Alma School Rd Synergy 600CA 99-208745-1 600 kw

Diesel $ $ $ $

28 Pennington 403 S Pennington Onan 350DFCC H980782737 300 kw

Diesel $ $ $ $

29 Price South 2499 S Price Rd Onan 300.ODVH-47R/29564A G860828120 300 kw

Diesel $ $ $ $

30 Roosevelt 331 S Roosevelt Cummins CC434F 111905 200 kw

Diesel $ $ $ $

31 Roosevelt (DWP) 331 S Roosevelt Onan DFCC3377448 I99083195 350 kw

Diesel $ $ $ $

32 Rural 600 N Rural Rd Cat SR-4 6NA00796 800 kw

Diesel $ $ $ $

33 Shawnee 1500 W Mesquite Kohler 350ROZD71 374403 350 kw

Diesel $ $ $ $

34 West Pecos Rd. 1177 S Alma School Rd. Onan DFED3377466 199083195 500 kw

Diesel $ $ $ $

35 Alamosa Rd. 4260 S.

Gilbert Rd. Cummings/Onan DFHD5699211 B050743133 1000 kw diesel $ $ $ $

36 Golden Lane 3651 W.

Golden Lane

Kohler / Mitsubishi 800REOZM 24172 610 kw diesel $ $ $ $

37 Iris Well S Gilbert Rd Kohler 300RE0ZJ SGM32HB3F 300 KW

Wastewater Collection (3900)

Inspection

B.

Inspection

& PM

C.

Load Bank

D.

Coolant Change

1 Old Pecos Lift 6700 W Pecos ONAN 0671TA 52448 150 kw Diesel $ $ $ $

2 Riggs Lift 598 W Riggs Kohler 180R0ZJ 675254 180 kw Diesel $ $ $ $

3 Manganaro Lift 2991 W Ray Cummins/Onan 150.0GFAL312301A F880132367 120 kw Diesel $ $ $ $

4 Sunbird Lift 1520 E Hunt Hwy Generac 92A03208-S 2004600 60 kw Diesel $ $ $ $

5 Golf Course lift 308 E. Riggs Kohler 300REOZD 675262 300 kw Diesel $ $ $ $

6 Robertson Lift 825 S Kyrene MTU 0500250D6RAH1574 365301-1-1-0913 250 kw Diesel $ $ $ $

7 Germann Lift Station

603 E Germann Rd Onan DGLB-5930089 I070101937 60kW Diesel $ $ $ $

OBRF (3930)

Inspection

B.

Inspection

& PM

C.

Load Bank

D.

Coolant Change

1 OBRF Plant 3737 Old Price Rd DMT DMT350D-2 95-6585-1 350 kW

Airport Water Reclamation Facility (WRF) (3940)

Inspection

B.

Inspection

& PM

C.

Load Bank

D.

Coolant Change

1 Lone Butte WRF Cummins 1500DFMB4961032 G010259565

1500 KW

Diesel 480 Volt $ $ $ $

Airport Water Reclamation Facility (AWRF) (3960)

Inspection

B.

Inspection

& PM

C.

Load Bank

D.

Coolant Change

1 Tumbleweed Recharge

Ryan Rd & McQueen Cummins 4B3.9G 45439235 40 KW Diesel

2 AWRF (1) 905 E Queen Creek Cummins 1500 DFMB J20428325

1500kW Diesel 12,000

Volt $ $ $ $

3 AWRF (2) 905 E Queen Creek Cummins 1500 DFMB J20428326

1500kW Diesel 12,000

Volt $ $ $ $

Ocotillo Water Reclamation Facility (OWRF) (3970)

Inspection

B.

Inspection

& PM

C.

Load Bank

D.

Coolant Change

1 AWRF/OWRF

Lift Station

3333 S Old Price Rd Kohler 200RE0ZMD SGM323XFB 2000kW

2 OWRF MLE (1) 3333 S Old Price Rd Cummins 682FDR7048JJ W RD-19-51444-4/29-2 750kW $ $ $ $

3 OWRF MLE (2) 3333 S Old Price Rd Cummins 682FDR7048JJ W RD-19-51444-4/29-1 750kW $ $ $ $

4 OWRF MBR (1) 3333 S Old Price Rd Cummins DQLF-1702705 E170189219 2750 kW

Diesel $ $ $ $

5 OWRF MBR (2) 3333 Old Price Rd Cummins DQLF-1702701 E170188633 2750 kW

Diesel $ $ $ $

6 IPS Standby 3333 S Old Price Rd Cummins DQKAB-16004178 C160937917 2000 kW

Other (3300)

Inspection

B.

Inspection

& PM

C.

Load Bank

D.

Coolant Change

1 Arrowhead Basin 1550 Erie Cummins GGKD 5550491 A020328882 150 Natural Gas $ $ $ $

2 Denver Basin Cummins GGLB-5692877 I040697812 150kW Natural Gas $ $ $ $

Rates for Unseen Repairs Est. Qty Rate Extended Rate

Provide methodology for pricing fuel for top-off service

Regular Hourly Labor Rate 400 $________/hr $

Overtime Hourly Labor Rate

$________/hr

Mark Up of Subcontractors $50,000

Mark up on parts % $50,000 _______% $

Quantities listed are estimates and not guarantees.

City Clerk Document No.

City Council Meeting Date:

SAMPLE

CITY OF CHANDLER SERVICES AGREEMENT

GENERATOR MAINTENANCE SERVICES

CITY OF CHANDLER AGREEMENT NO. PW3-936-4544

THIS AGREEMENT (Agreement) is made and entered into by and between the City of Chandler, an Arizona municipal corporation (City), and [INSERT NAME OF SERVICE PROVIDER], [INSERT JURISDICTION AND BUSINESS ORGANIZATION] (Contractor), (City and Contractor may individually be referred to as Party and collectively referred to as Parties) and made , 20 (Effective Date).

RECITALS

A. City proposes to provide generator maintenance services as more fully described in Exhibit A, which is attached to and made a part of this Agreement by this reference.

B. Contractor is ready, willing, and able to provide the services described in Exhibit A for the compensation and fees set forth and as described in Exhibit B, which is attached to and made a part of this Agreement by this reference.

C. City desires to contract with the Contractor to provide these services under the terms and conditions set forth in this Agreement.

AGREEMENT

NOW, THEREFORE, in consideration of the premises and the mutual promises contained in this Agreement, City and Contractor agree as follows:

SECTION I: DEFINITIONS

For purposes of this Agreement, the following definitions apply:

Agreement means the legal agreement executed between the City and the Contractor City means the City of Chandler, Arizona Contractor means the individual, partnership, or corporation named in the Agreement Days means calendar days May, Should means something that is not mandatory but permissible Shall, Will, Must means a mandatory requirement

SECTION II: CONTRACTOR’S SERVICES

Contractor must perform the services described in Exhibit A to the City’s satisfaction within the terms and conditions of this Agreement and within the care and skill that a person who provides similar services in Chandler, Arizona exercises under similar conditions. All work or services furnished by Contractor under this Agreement must be performed in a skilled and workmanlike manner. Unless authorized by the City in writing, all fixtures, furnishings, and equipment furnished by Contractor as part of the work or services under this Agreement must be new, or the latest model, and of the most suitable grade and quality for the intended purpose of the work or service.

SECTION III: PERIOD OF SERVICE

Contractor must perform the services described in Exhibit A for the term of this Agreement.

The term of the Agreement is ONE year, and begins on _________ and ends on _________ unless sooner terminated in accordance with the provisions of this Agreement. The City and the Contractor may mutually agree to extend the Agreement for up to FOUR additional terms of ONE year each, or portions thereof. The City reserves the right, at its sole discretion, to extend the Agreement for up to 60 days beyond the expiration of any extension term.

SECTION lV: PAYMENT OF COMPENSATION AND FEES

Unless amended in writing by the Parties, Contractor's compensation and fees as more fully described in Exhibit B for performance of the services approved and accepted by the City under this Agreement must not exceed [INSERT NUMERICAL FULL AGREEMENT AMOUNT]. Contractor must submit requests for payment for services approved and accepted during the previous billing period and must include, as applicable, detailed invoices and receipts, a narrative description of the tasks accomplished during the billing period, a list of any deliverables submitted, and any subcontractor’s or supplier’s actual requests for payment plus similar narrative and listing of their work. Payment for those services negotiated as a lump sum will be made in accordance with the percentage of the work completed during the preceding billing period. Services negotiated as a not-to-exceed fee will be paid in accordance with the work completed on the service during the preceding month. All requests for payment must be submitted to the City for review and approval.

The City will make payment for approved and accepted services within 30 days of the City’s receipt of the request for payment. Contractor bears all responsibility and liability for any and all tax obligations that result from Contractor’s performance under this Agreement.

All prices offered herein shall be firm against any increase for the initial term of the Agreement.

Prior to commencement of subsequent renewal terms, the City may approve a fully documented request for a price adjustment. The City shall determine whether any requested price increases for extension terms is acceptable to the City. If the City approves the price increase, the price shall remain firm for the renewal term for which it was requested. If a price increase is agreed upon by the Parties a written Agreement Amendment shall be approved and executed by the Parties.

SECTION V: GENERAL CONDITIONS

5.1 Records/Audit. Records of the Contractor's direct personnel payroll, reimbursable expenses pertaining to this Agreement and records of accounts between the City and Contractor must be kept on the basis of generally accepted accounting principles and must be made available to the City and its auditors for up to three years following the City’s final acceptance of the services under this Agreement. The City, its authorized representative, or any federal agency, reserves the right to audit Contractor's records to verify the accuracy and appropriateness of all cost and pricing data, including data used to negotiate this Agreement and any amendments. The City reserves the right to decrease the total amount of Agreement price or payments made under this Agreement or request reimbursement from the Contractor following final contract payment on this Agreement if, upon audit of the Contractor's records, the audit discloses the Contractor has provided false, misleading, or inaccurate cost and pricing data. The Contractor will include a similar provision in all of its contracts with subcontractors providing services under the Agreement Documents to ensure that the City, its authorized representative, or the appropriate federal agency, has access to the subcontractors’ records to verify the accuracy of all cost and pricing data. The City reserves the right to decrease Contract price or payments made on this Agreement or request reimbursement from the Contractor following final payment on this Agreement if the above provision is not included in subcontractor agreements, and one or more subcontractors refuse to allow the City to audit their records to verify the accuracy and appropriateness of all cost and pricing data. If, following an audit of this Agreement, the audit discloses the Contractor has provided false, misleading, or inaccurate cost and pricing data, and the cost discrepancies exceed 1% of the total Agreement billings, the Contractor will be liable for reimbursement of the reasonable, actual cost of the audit.

5.2 Alteration in Character of Work. Whenever an alteration in the character of work results in a substantial change in this Agreement, thereby materially increasing or decreasing the scope of services, cost of performance, or Project schedule, the work will be performed as directed by the City. However, before any modified work is started, a written amendment must be approved and executed by the City and the Contractor. Such amendment must not be effective until approved by the City. Additions to, modifications, or deletions from this Agreement as provided herein may be made, and the compensation to be paid to the Contractor may accordingly be adjusted by mutual agreement of the Parties. It is distinctly understood and agreed that no claim for extra work done or materials furnished by the Contractor will be allowed by the City except as provided herein, nor must the Contractor do any work or furnish any materials not covered by this Agreement unless such work is first authorized in writing. Any such work or materials furnished by the Contractor without prior written authorization will be at Contractor's own risk, cost, and expense, and Contractor hereby agrees that without written authorization Contractor will make no claim for compensation for such work or materials furnished.

5.3 Termination for Convenience. The City and the Contractor hereby agree to the full performance of the covenants contained herein, except that the City reserves the right, at its discretion and without cause, to terminate or abandon any service provided for in this Agreement, or abandon any portion of the Project for which services have been performed by the Contractor. In the event the City abandons or suspends the services, or any part of the services as provided in this Agreement, the City will notify the Contractor in writing and immediately after receiving such notice, the Contractor must discontinue advancing the work specified under this Agreement. Upon such termination, abandonment, or suspension, the

Contractor must deliver to the City all drawings, plans, specifications, special provisions, estimates and other work entirely or partially completed, together with all unused materials supplied by the City. The Contractor must appraise the work Contractor has completed and submit Contractor's appraisal to the City for evaluation. The City may inspect the Contractor's work to appraise the work completed. The Contractor will receive compensation in full for services performed to the date of such termination. The fee shall be paid in accordance with Section IV of this Agreement, and as mutually agreed upon by the Contractor and the City. If there is no mutual agreement on payment, the final determination will be made in accordance with the Disputes provision in this Agreement. However, in no event may the payment exceed the payment set forth in this Agreement nor as amended in accordance with Alteration in Character of Work. The City will make the final payment within 60 days after the Contractor has delivered the last of the partially completed items and the Parties agree on the final payment. If the City is found to have improperly terminated the Agreement for cause or default, the termination will be converted to a termination for convenience in accordance with the provisions of this Agreement.

5.4 Termination for Cause. The City may terminate this Agreement for Cause upon the occurrence of any one or more of the following events: in the event that (a) the Contractor fails to perform pursuant to the terms of this Agreement, (b) the Contractor is adjudged a bankrupt or insolvent,

(c) the Contractor makes a general assignment for the benefit of creditors, (d) a trustee or receiver is appointed for Contractor or for any of Contractor’s property (e) the Contractor files a petition to take advantage of any debtor's act, or to reorganize under the bankruptcy or similar laws, (f) the Contractor disregards laws, ordinances, rules, regulations or orders of any public body having jurisdiction, or (g) the Contractor fails to cure default within the time requested. Where Agreement has been so terminated by City, the termination will not affect any rights of City against Contractor then existing or which may thereafter accrue.

5.5 Indemnification. The Contractor (lndemnitor) must indemnify, defend, save and hold harmless the City and its officers, officials, agents and employees (lndemnitee) from any and all claims, actions, liabilities, damages, losses or expenses (including court costs, attorneys' fees and costs of claim processing, investigation and litigation) (Claims) caused or alleged to be caused, in whole or in part, by the wrongful, negligent or willful acts, or errors or omissions of the Contractor or any of its owners, officers, directors, agents, employees, or subcontractors in connection with this Agreement. This indemnity includes any claim or amount arising out of or recovered under workers' compensation law or on account of the failure of the Contractor to conform to any federal, state or local law, statute, ordinance, rule, regulation or court decree. The Contractor must indemnify lndemnitee from and against any and all Claims, except those arising solely from lndemnitee's own negligent or willful acts or omissions. The Contractor is responsible for primary loss investigation, defense and judgment costs where this indemnification applies. In consideration of the award of this Agreement, the Contractor agrees to waive all rights of subrogation against lndemnitee for losses arising from or related to this Agreement. The obligations of the Contractor under this provision survive the termination or expiration of this Agreement.

5.6 Insurance Requirements. Contractor must procure insurance under the terms and conditions and for the amounts of coverage set forth in Exhibit C against claims that may arise from or relate to performance of the work under this Agreement by Contractor and its agents, representatives, employees, and subcontractors. Contractor and any subcontractors must maintain this insurance until all of their obligations have been discharged, including any warranty periods under this Agreement. These insurance requirements are minimum requirements for this Agreement and in no way limit the indemnity covenants contained in this Agreement.