834236genArlin.pdf

ARLINGTON COUNTY, VIRGINIA

OFFICE OF THE PURCHASING AGENT

2100 CLARENDON BOULEVARD, SUITE 500

ARLINGTON, VA 22201

(703) 228-3410

INVITATION TO BID NO. N1479

ELECTRONIC SEALED BIDS WILL BE RECEIVED BY ARLINGTON COUNTY VIA PRISM+ UNTIL 2:00 P.M. ON

THE ELEVEN DAY OF AUGUST, 2026.

FOR: GENERATOR MAINTENANCE, REPAIR AND OTHER SERVICES

NO RESPONSES WILL BE ACCEPTED AFTER THE BID DUE DATE AND TIME.

VENDORS ARE REQUIRED TO REGISTER IN PRISM+, ARLINGTON COUNTY’S ePROCUREMENT SYSTEM, AS FOLLOWS:

• NEW VENDORS ARE REQUIRED TO COMPLETE A NEW REGISTRATION. AS A PART OF NEW SUPPLIER

REGISTRATION, IT IS IMPORTANT TO SELECT THE PRODUCTS AND SERVICES RELEVANT TO YOUR

ACCOUNT.

• EXISTING VENDORS ARE REQUIRED TO LOG INTO THEIR ENABLED ACCOUNT HERE. TO MAKE

CHANGES TO YOUR PRODUCT AND SERVICE OFFERINGS, PLEASE SUBMIT YOUR REQUEST HERE.

THOUGH REGISTRATION IS NOT REQUIRED TO VIEW COMPETITIVE BID SOLICITATIONS IN PRISM+, REGISTRATION IS REQUIRED TO SUBMIT A RESPONSE, ASK A QUESTION RELATED TO THE COMPETITIVE SEALED BIDDING, AND RECEIVE NOTIFICATIONS OF FUTURE CONTRACTING OPPORTUNITIES FROM

ARLINGTON COUNTY.

The County will conduct a virtual bid opening via Microsoft Teams Application (APP). Bidders interested in viewing the public bid opening must download the APP and join the meeting via the Microsoft Teams APP and enable audio, video or both. The link to join the virtual bid opening is provided below:

Join Microsoft Teams Meeting Meeting ID: 222 189 431 258 346, Passcode: iU6cC3iY

+1 347-973-6905,Conference ID: 113 632 623# https://fa-exkk-saasfaprod1.fa.ocs.oraclecloud.com/fscmUI/faces/NegotiationAbstracts?prcBuId=300000009743672&_afrLoop=14301948248763335&_afrWindowMode=0&_afrWindowId=null&_adf.ctrl-state=5or86ikyg_1&_afrFS=16&_afrMT=screen&_afrMFW=1504&_afrMFH=915&_afrMFDW=1504&_afrMFDH=1003&_afrMFC=8&_afrMFCI=0&_afrMFM=0&_afrMFR=144&_afrMFG=0&_afrMFS=0&_afrMFO=0 https://nam11.safelinks.protection.outlook.com/?url=https%3A%2F%2Ffa-exkk-saasfaprod1.fa.ocs.oraclecloud.com%2FfscmUI%2Fredwood%2Fsupplier-registration%2Fregister-supplier%2Fregister-supplier-verification%3Fid%3DRBAftsyLsxSthoDqyfAnzfehRnTK0SFy3Lx4mg8FNL22rWJ%252FZ8sUGRoTNQ%253D%253D&data=05%7C02%7Clalexander%40arlingtonva.us%7Cde2fad2841704c609bb608dd4dd5f468%7C803548041fdf428e9f5f5091e994cf54%7C0%7C0%7C638752303541450466%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=6e8v7qravz6alsbuEcEY0kSxFqjz%2FZEy8JQ3%2F9PcHh8%3D&reserved=0 file://acg.arlington.local/ArlGov/DEPT-DMF/Divisions/DMF-Purchasing/TEMPLATES%20FY23%20(READ%20ONLY)/JUNE%202025%20Approved%20As%20To%20Form%20Templates/HERE https://egov.arlingtonva.us/TicketGeneration/Tickets/SupplierTechTicket https://teams.microsoft.com/meet/222189431258346?p=CJdV99meOKyIKQvW6K tel:+13479736905,,113632623

PRE-BID CONFERENCE

A virtual pre-bid conference will be held at 10:00 a.m., on July 16, 2026, via Microsoft Teams to allow potential Bidders an opportunity to obtain clarification of the specifications and requirements of the solicitation. To join the meeting, please click the following link TEAMS MEETING, Meeting ID: 283 614 893 728 067, Passcode: re6n925p or join by dialing +1 347-973-6905 and enter Conference ID 462 572 948#.

ATTENDANCE AT THE PREBID CONFERENCE IS OPTIONAL. Minutes of the pre-bid conference will be recorded by the County and may be incorporated into the solicitation documents through an Addendum.

Interested Bidders are, however, urged to attend.

NOTICE: ANY BIDDER ORGANIZED AS A STOCK OR NONSTOCK CORPORATION, LIMITED LIABILITY COMPANY, BUSINESS TRUST OR LIMITED PARTNERSHIP, OR REGISTERED AS A LIMITED LIABILITY PARTNERSHIP, MUST BE AUTHORIZED TO TRANSACT BUSINESS IN THE COMMONWEALTH OF VIRGINIA

BEFORE CONTRACT AWARD (REFER TO AUTHORITY TO TRANSACT BUSINESS SECTION OF THE

SOLICITATION FOR FURTHER INFORMATION).

Arlington County reserves the right to reject any and all bids, cancel this solicitation, and waive any informalities as defined in the Arlington County Purchasing Resolution.

Arlington County, Virginia Office of the Purchasing Agent

Javier Iturralde, CPPO, CPPB, VCA

Procurement Officer Jiturralde1@arlingtonva.us https://teams.microsoft.com/meet/283614893728067?p=TYweDp6IZa6S6cfq60 tel:+13479736905,,462572948 mailto:Jiturralde1@arlingtonva.us

TABLE OF CONTENTS

I. INFORMATION FOR BIDDERS

II. SCOPE OF SERVICES

III. CONTRACT TERMS AND CONDITIONS

EXHIBIT C - LIVING WAGE FORMS………………………………………………………………………………………….. 39

EXHIBIT D - CONTRACTOR LIVING WAGE QUARTERLY COMPLIANCE REPORT

EXHIBIT E - CONTRACTOR PERFORMANCE EVALUATION FORM…………………………………………….. 57

IV. ATTACHMENTS AND FORMS

BID FORM

Attachment 1 - Pricing Schedule

Schedule A – Equipment List

Schedule B - General Equipment Preventive Maintenance Guidelines

ITB Services No. N1479

I. INFORMATION FOR BIDDERS

1. QUESTIONS AND ADDENDA

BIDDERS MUST BE REGISTERED IN PRISM+ TO SUBMIT A QUESTION FOR THIS INVITATION TO BID.

All communications relating to this solicitation must be submitted online using the Messages button in the upper right menu bar of PRISM+. Prior to the award of a contract resulting from this solicitation, Bidders are prohibited from contacting any County staff other than those assigned to the Office of the Purchasing Agent.

QUESTIONS REGARDING THE ORIGINAL SOLICITATION MUST BE SUBMITTED BY July 23, 2026, AT 5:00 P.M. EASTERN TIME TO BE CONSIDERED. ALL QUESTIONS RECEIVED BY THE QUESTION DEADLINE WILL

BE RESPONDED TO WITHIN PRISM+ AND POSTED FOR ALL BIDDERS.

Any revisions to this solicitation will be by formal addendum only. Bidders are cautioned not to rely on any written, electronic, or oral representations made by any County representative or other person, including the County’s technical contact, that appear to change any portion of the solicitation, unless the change is ratified by an electronic updated version to this solicitation issued by the Office of the Purchasing Agent.

If the County issues an addendum after a Bidder submits a bid, the Bidder must acknowledge the addendum in PRISM+ and resubmit the bid. The Bidder must take these steps after each addendum if the County issues more than one in the course of a solicitation. If the Bidder does not take these steps, the County will no longer see or consider the Bidder’s original bid. The County is not responsible for missed PRISM+ acknowledgments or the Bidder’s failure to acknowledge the addendum or resubmit a bid.

2. INTEREST IN MORE THAN ONE BID AND COLLUSION

Reasonable grounds for believing that a Bidder is interested in more than one bid for a solicitation, including both as a Bidder and as a subcontractor for another Bidder, or that collusion exists between two or more Bidders, will result in rejection of all affected bids. However, an individual or entity acting only as a subcontractor may be included as a subcontractor on bids of two or more different Bidders. Bidders rejected under the above provision will also be disqualified if they respond to a re-solicitation for the same work.

3. TRADE SECRETS OR PROPRIETARY INFORMATION

Trade secrets or proprietary information that a Bidder submits in connection with a procurement transaction may be exempted from public disclosure under the Virginia Freedom of Information Act (“VFOIA”). However, the Bidder must invoke VFOIA protection clearly and in writing with its response to this solicitation. The written request must be included with the Bidder’s original bid and must include at least the following: (1) the data or other materials sought to be protected and (2) specific reasons why the Bidder considers the material confidential or proprietary. It is the Bidder’s sole responsibility to defend such exemptions if challenged in a court of competent jurisdiction.

https://fa-exkk-saasfaprod1.fa.ocs.oraclecloud.com/fscmUI/faces/NegotiationAbstracts?prcBuId=300000009743672&_afrLoop=14301948248763335&_afrWindowMode=0&_afrWindowId=null&_adf.ctrl-state=5or86ikyg_1&_afrFS=16&_afrMT=screen&_afrMFW=1504&_afrMFH=915&_afrMFDW=1504&_afrMFDH=1003&_afrMFC=8&_afrMFCI=0&_afrMFM=0&_afrMFR=144&_afrMFG=0&_afrMFS=0&_afrMFO=0

4. DEBARMENT STATUS

The Bidder must indicate on the Bid Form whether it or any of its principals is currently debarred, enjoined, or suspended from submitting bids to the County or to any other state or political subdivision and whether the Bidder is an agent of any person or entity that is currently debarred, enjoined or suspended from submitting bids to the County or to any other state or political subdivision. An affirmative response may be considered grounds for rejection of the bid.

5. AUTHORITY TO TRANSACT BUSINESS

Any Bidder organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership must be authorized to transact business in the Commonwealth of Virginia as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code of Virginia, or as otherwise required by law. The proper and full legal name of the entity and the identification number issued to the Bidder by the Virginia State Corporation Commission must be included on the Bid Form. Any Bidder that is not required to be authorized to transact business in the Commonwealth must include in its bid a statement describing why the Bidder is not required to be so authorized. The County may require a Bidder to provide documentation that 1) clearly identifies the complete name and legal form of the entity and 2) establishes that the entity is authorized by the State Corporation Commission to transact business in the Commonwealth of Virginia. Failure of a Bidder to provide such documentation will be a ground for rejection of the bid or cancellation of any award. For further information refer to the Commonwealth of Virginia State Corporation Commission website at: www.scc.virginia.gov.

The County reserves the right to waive this requirement at any time, for any reason.

6. ARLINGTON COUNTY BUSINESS LICENSES

The successful Bidder must comply with the provisions of Chapter 11 (“Licenses”) of the Arlington County Code, if applicable. For information on the provisions of that Chapter and its applicability to this solicitation, contact the Arlington County Business License Division, Office of the Commissioner of the Revenue, at 2100 Clarendon Blvd., Suite 200, Arlington, Virginia, 22201, tel. (703) 228-3060, or e-mail business@arlingtonva.us.

7. VIRGINIA CONTRACTOR LICENSE

For all work that is classified as being performed by "Contractors" as defined by the Virginia State Board for Contractors, a Class A, B, or C License is required.

If a contract for performing or managing construction, removal, repair or improvements is for $120,000 or more, or if the total value of all such construction, removal, repair, or improvements undertaken by the bidder within any twelve month period is $750,000 or more, the bidder is required under Title 54.1, Chapter 11, Code of Virginia, as amended, to be licensed as a "CLASS A CONTRACTOR."

If a contract for performing or managing construction, removal, repair or improvements is for $10,000 or more, but less than $120,000, or if the total value of all such construction, removal, repair, or improvements undertaken by the bidder within any twelve month period is $150,000 or more, but less than $750,000, the bidder is required under Title 54.1, Chapter 11, Code of Virginia, as amended, to be licensed as a "CLASS B CONTRACTOR."

http://www.scc.virginia.gov/ mailto:business@arlingtonva.us

If a contract for performing construction, removal, repair or improvements is for $1,000 or more, but no more than $10,000 or if the total value of all such construction, removal, repair, or improvements undertaken by the bidder within any twelve month period is less than $150,000, the bidder is required under Title 54.1, Chapter 11, Code of Virginia, as amended, to be licensed as a "CLASS C CONTRACTOR."

Class C contractors shall not include electrical, plumbing, and heating, ventilation and air conditioning contractors.

For further information, contact the State Board for Contractors, 2 South Ninth Street, Richmond, VA 23219, (804) 367-8511.

8. ESTIMATED QUANTITIES/NON-EXCLUSIVITY OF CONTRACTOR

The contract that will result from this solicitation will not obligate the County to purchase a specific quantity of items during the Contract Term. Any quantities that are included in the contract documents are the present expectations the County has for the period of the contract, and the County is under no obligation to the estimated quantity, or any, amount as a result of having provided this estimate or of having had any normal or otherwise measurable requirement in the past. The County may require more goods than the estimated annual amount, and any such additional quantities will not give rise to any claim for compensation over the unit prices and/or rates specified in the contract.

The items covered by this contract may be or become available under other County contract(s), and the County may determine that it is in its best interest to procure the items through such other contract(s).

The County does not guarantee that the selected contractor will be the exclusive provider of the goods covered by the resulting contract.

9. BID FORM SUBMISSION

The submitted Bid Form must be fully executed. A bid may be rejected if the Bid Form is not signed in the designated space by a person authorized to legally bind the Bidder.

The Bidder name on the electronic bid submittal shall be the same as the Contractor/Vendor name on the uploaded W9 Form and the registration in PRISM+ to be considered a valid response.

ONLY ELECTRONIC SUBMISSION IS ALLOWED. NO BID SUBMITTED VIA MEANS OTHER THAN PRISM+

ELECTRONIC UPLOAD WILL BE ACCEPTED.

The bid must be submitted no later than the date and time specified in this solicitation. The PRISM+ system will not accept bids after the close date and time. Timely submission is the sole responsibility of the Bidder.

Arlington County is not responsible for late submissions, missed Addendums, or questions not submitted before the last date and time to submit.

Bids and all documents uploaded/submitted to Arlington County by a Bidder become the property of the County upon receipt.

The County may reject any bid that modifies or supplements the solicitation requirements; however, Arlington County reserves the right to decide, in its sole discretion, whether to reject such a bid as nonresponsive. As a precondition to bid acceptance, Arlington County may request the Bidder to withdraw or modify any such modifications or additions, if it does not affect quality, quantity, price, or delivery.

10. BIDDER CERTIFICATION

Submission of a signed Bid Form is certification by the respective bidder that it is registered with the Virginia State Corporation Commission, if applicable, it is the legal entity authorized to enter into an agreement with the County, and that it will accept any award made to it as a result of the submission.

11. ERRORS IN EXTENSION

If the unit price and the extension price differ, the unit price will prevail.

12. EXCEPTIONS AND NONCONFORMING TERMS AND CONDITIONS

If a bid contains exceptions to the solicitation or alternate terms and conditions that do not conform to the terms and conditions in this solicitation, the bid will be subject to rejection for non-responsiveness.

The County reserves the right to permit a Bidder to withdraw such exceptions or nonconforming terms and conditions from its bid prior to the County’s determination of non-responsiveness.

13. DISCOUNTS

Discounts for the County’s on-time payment of invoices are allowed, but the County will not consider the discount when evaluating bid prices or awarding the contract.

14. NEW MATERIAL

Unless the solicitation specifically allows it, all offered goods, materials, supplies and components must be new, not used or reconditioned, and must be current production models. If the Bidder believes that used or reconditioned goods, materials, supplies or components will be in the County's best interest, the Bidder must notify the County in writing of the reason(s) at least ten business days before the bid deadline.

If the Purchasing Agent authorizes the bidding of used or reconditioned goods, materials, supplies or components, such approval will be communicated to the Bidders in an Addendum to the solicitation.

15. BIDDERS’ RESPONSIBILITY TO INVESTIGATE

Before submitting a bid, each bidder must make all investigations necessary to ascertain all conditions and requirements affecting the full performance of the contract and to verify any representations made by the County upon which the bidder will rely. No pleas of ignorance of such conditions and requirements will relieve the successful bidder from its obligation to comply in every detail with all provisions and requirements of the contract or will be accepted as a basis for any claim for any monetary consideration on the part of the successful bidder.

16. BIDDER’S RESPONSIBILITY FOR ERRORS OR OMISSIONS IN DOCUMENTS

Each Bidder is responsible for having determined the accuracy and/or completeness of the solicitation documents, including electronic documents, upon which it relied in making its bid, and has an affirmative obligation to notify the Arlington County Purchasing Agent immediately upon discovery of an apparent or suspected inaccuracy or error in the solicitation documents.

17. QUALIFICATION OF BIDDERS

The Purchasing Agent may require a Bidder to demonstrate that it has the necessary facilities, ability and financial resources to furnish the materials or goods specified herein. A Bidder may also be required to provide past history and references.

18. ALTERNATE BID

Bidders who have other items they wish to offer in lieu of, or in addition to, what is required by this solicitation shall submit a separate bid clearly marked “ALTERNATE BID”. Alternate bids will be automatically deemed nonresponsive.

19. BID WITHDRAWAL PRIOR TO BID OPENING

The Bidder may withdraw a bid from PRISM+ before the opening date and time. It is the sole responsibility of the Bidder to remove and/or resubmit a bid before the bid deadline.

20. WITHDRAWAL OF BID FROM CONSIDERATION AFTER BID OPENING

After the opening of a bid, a bidder may withdraw its bid from consideration if the price of the bid is substantially lower than other bids due solely to a mistake therein, provided the bid is submitted in good faith, the mistake is a clerical mistake as opposed to a judgment mistake, and is actually due to an unintentional arithmetic error or an unintentional omission of a quantity of work, labor or material made directly in the compilation of the bid, which unintentional error or unintentional omission can be clearly shown by objective evidence drawn from inspection of original work papers, documents and materials used in the preparation of the bid sought to be withdrawn. No partial withdrawals of bids will be permitted after the time and date set for the bid opening. The bidder must give an electronic written notice to the Arlington County Purchasing Agent of a claim of right to withdraw a bid and provide all work papers, documents and other materials used in the preparation of the bid sought to be withdrawn, within two (2) business days after the date of bid opening. A bid may also be withdrawn if the County fails to award or issue a notice of intent to award the bid within ninety (90) days after the date fixed for opening bids.

21. METHOD OF AWARD

The County will award the contract to the lowest responsive and responsible Bidder determined by the Grand Total price for Sections A and B that meet all the minimum qualifications and requirements.

22. INFORMALITIES

The County reserves the right to waive minor defects or variations from the exact requirements of the solicitation in a bid insofar as those defects or variations do not affect the price, quality, quantity, or delivery schedule of the goods being procured. If insufficient information is submitted for Arlington County to properly evaluate a bid or a bidder; the County may request such additional information after bid opening, provided that the information requested does not change the price, quality, quantity, or delivery schedule for the goods being procured.

23. INSURANCE REQUIREMENTS

Each bidder must be able to demonstrate proof of the specific coverage requirements and limits applicable to this solicitation. If the bidder is not able to do so, it may propose alternate insurance coverage for consideration by the County. Written requests for consideration of alternate coverage must be received by the County Purchasing Agent at least 10 working days prior to bid due date. If the County permits alternate coverage, an amendment to the Insurance Checklist will be issued prior to the time and date set for receipt of bids.

24. LIVING WAGE CONTRACT

If this solicitation and the resulting contract are subject to the Service Contract Wage (also called “Living Wage”) provisions covered under Article 4-103 of the Arlington County Purchasing Resolution, all employees of any contractor or subcontractor working on County-owned, County controlled property, facilities owned, or leased, and operated by a Contractor if services provided at that location are exclusive to Arlington County, or contracts for home-based client services must be paid an hourly wage no less than the Living Wage published on the County’s website. By submitting a bid, the Bidder certifies that it will comply with this provision and will ensure that its subcontractors, if any, do so as well. (Refer to draft Contract Terms and Conditions for further Living Wage details specific to this solicitation/contract.)

25. NOTICE OF DECISION TO AWARD

When the County has made a decision to award a contract(s), the County will post a Notice of Award or Intent to Award to the Arlington County’s Purchasing Division website.

26. EXPENSES INCURRED IN PREPARING BID

The Bidder is responsible for all expenses related to its bid.

27. RIDER CLAUSE

The Bidder will have the option to extend any contract resulting from this solicitation as follows:

A. Extension to Other Jurisdictions The County extends the resultant contract(s), including pricing, terms and conditions, to all public entities under the jurisdiction of the United States of America and its territories.

B. Inclusion of Governmental & Nonprofit Participants Eligible entities include but are not limited to private schools, parochial schools, non-public schools such as charter schools, special districts, intermediate units, non-profit agencies providing services on behalf of government, and/or state, community and/or private colleges/universities.

C. Contract Agreement

The contractor may be required by a using jurisdiction to enter into a separate contract containing general terms and conditions unique to that jurisdiction.

28. NEGOTIATIONS WITH LOWEST RESPONSIVE AND RESPONSIBLE BIDDER

If the bid by the lowest responsive and responsible bidder exceeds available funds, the County reserves the right to negotiate with the apparent low bidder to obtain an acceptable price. Negotiations with the apparent low bidder may involve discussions of reduction of quantity, quality, or other cost saving mechanisms. The final negotiated contract shall be subject to final approval of the County, in its sole discretion.

29. ELECTRONIC SIGNATURE

If awarded, the Bidder may be required to accept an agreement and sign electronically through the County's e-signature solution, DocuSign.

II. SCOPE OF SERVICES

A. BACKGROUND

The County is responsible for the maintenance of emergency and stand-by generators and fuel oil transfer pumps at various County-owned locations throughout Arlington County. The scope of services covers the contract requirements for a qualified Contractor to provide inspection, maintenance, repair, replacement, and installation services for County-owned or leased generators and fuel oil pumps.

B. SERVICE REQUIREMENTS:

The Contractor shall furnish all necessary labor, transportation, parking fees, tools-of-the-trade, consumable supplies, and materials as required to provide comprehensive preventive maintenance on all generators and transfer pumps listed herein. The generators and transfer pumps listed in Schedule A represent current County inventory covered by this contract. The Contractor shall provide emergency on call response, repairs, replacement, and installation services for the generators on Schedule A on a time and materials or project basis. Other additional services within scope shall be charged on a time and material or project basis.

C. SERVICE CHANGES

The County reserves the right to add or remove generators or fuel oil transfer pumps to or from the contract by written amendment. The additions or removals shall be at the sole discretion of the County. The service contract value of listed generators or pumps discontinued from service during the Contract Term shall be deducted from the contract price. The value of any such additions or subtractions shall be negotiated by the County and the Contractor.

D. PREVENTIVE MAINTENANCE SERVICE:

The Contractor shall perform preventive maintenance of all generators and fuel oil transfer pumps list in Schedule A per the preventive maintenance guidelines identified in Schedule B. Contractor shall provide to the County Project Officer, within ten (10) calendar days of the issuance of a valid County Purchase Order, a preventive maintenance schedule for the generators and transfer pumps in Schedule A for review and approval by the County Project Officer.

Contractor shall begin maintenance on all listed generators and transfer pumps in Schedule A upon County approval of the submitted preventive maintenance schedule.

The initial preventive maintenance service to all generators and fuel oil pumps shall be the annual service and shall meet the annual guidelines identified in Schedule B. Upon completion of the annual service of all generators and transfer pumps listed in SCHEDULE A and within one-hundred (100) calendar days of the County’s approval of the schedule, the Contractor shall submit to the County’s Project Officer, one (1) electronic PDF copy on or other electronic format, of a written report identifying the generator or pump name, building the facility serves, the date of service visit and the following information on each generator.

1. Type, model, model number, serial number, and manufacturer (the Contractor shall verify the equipment listed in Schedule A for accuracy).

2. A general statement as to the current condition of the generator or fuel oil pump.

3. A description of work performed as a part of the annual preventive maintenance visit. Also include all results/readings

4. Color photographs of the generator or/and fuel oil pump.

5. Specific recommendations for any repair or modification which the Contractor believes could enhance the operation of this generator or pump.

6. An estimate of the cost of each task to accomplish the work recommended in item 5 above using the contract labor rates.

A written report shall be provided yearly after each annual service.

All major deficiencies found during any preventive maintenance service visit shall be relayed to the County Project Officer or designee on the same day of the service visit.

The consumable supplies and materials required for preventive maintenance work shall include, but not be limited to, coolant, belts, filters, distilled water, hoses, and cables.

E. PREVENTIVE MAINTENANCE EQUIPMENT LOG SHEETS

The Contractor shall provide and maintain a preventive maintenance equipment log sheet for each generator and fuel oil pump. The log sheet shall be kept in a clear plastic folder and be posted at or near each generator or pump. These folders shall be posted during the initial service.

The preventive maintenance equipment log shall show the following:

1. Date scheduled preventive maintenance was last performed and by whom.

2. “REMARKS” column shall identify all maintenance that was performed satisfactorily.

3. If anything other than “satisfactory” is entered in the REMARKS column, the Contractor’s mechanic shall indicate on the log sheet any uncorrected deficiencies and who they contacted to inform of the issue; reasons for deferring corrective services; critical readings taken (pressure, temperature etc.) and any other information the County may need to know regarding the condition or operational status of the equipment.

4. Recorded readings of items as required by Schedule B.

For Preventive Maintenance work, in addition to the onsite equipment log sheets, the Contractor shall provide a Work Order service ticket document (in their own format) indicating the unique work order number issued by the County; a description of the preventive maintenance work performed. This Work Order service ticket shall also serve to validate the Contractor’s employee visit to the site to perform the preventive maintenance work and will need to be validated through sign-off on the Work Order service ticket by the designated County Project Officer. The signed Work Order service ticket must be included and submitted with All preventive maintenance invoices submitted to the County for payment (see section K. DOCUMENT NEEDED TO INITIATE PAYMENT FOR CONTRACT SERVICES).

NOTE: The County Project Officer sign-off on the Contractor’s Work Order service ticket shall be considered evidence of the site visit only and shall not be construed as the County’s acceptance of any work performed during the visit. Upon completion of the work, the Contractor’s employees shall present the Work Ticket to the Project Officer, or designee, for final review and approval.

F. NEW AND CORRECTIVE WORK:

In addition to the work on equipment listed in Schedule A, preventive maintenance, repair, replacement, and installation of existing and new generators or associated equipment not listed in Schedule A and which are not due to the Contractor’s improper performance or negligence, shall be completed on a time and materials or project basis using the contract labor rate(s) and additional task item cost(s). All time and material work which is estimated at less than $10,000, the County will issue Work Orders to the Contractor. The time and material work shall require associated Work Tickets indicating the issued Work Order number. This work shall also include, but not be limited to, fuel treatment, fuel polishing, fuel testing, and leasing of temporary generators. Materials and equipment for this work shall be at the Contractor’s cost. Upon request by the County, the Contractor shall provide evidence of the materials cost. The County shall compensate the Contractor for Work performed by their subcontractor strictly on a pass-through, direct cost basis.

1. Definition of Direct Cost: "Direct Cost" shall mean the actual, net amounts invoiced by the

Subcontractor to the Contractor for labor and materials cleanly utilized on the Project. Labor shall be billed at the Subcontractor’s actual, unburdened or burdened base labor rates. Materials shall be billed at the Subcontractor’s actual invoice cost, net of any discounts, rebates, or refunds. No mark-ups are allowed.

Work is not authorized unless specifically approved in advance by the County Project Officer and supported by issuance of a Purchase Order (“PO”).

The Contractor shall submit a formal proposal for all inspections, testing, maintenance, repair, replacement, and installation services whose cost estimates exceed $10,000.00

The Contractor shall furnish all necessary labor, transportation, parking fees, tools-of-the-trade, consumable supplies, and materials as required for this work.

G. ON-CALL SERVICE:

The Contractor shall provide twenty-four (24) hour, 7 days a week on-call and emergency repair services. The Contractor shall respond onsite within two (2) hours of a call identifying an emergency and no less than 24 hours from receipt of routine service calls. The Contractor shall arrive on site with the necessary diagnostic tools and materials to perform emergency repairs. The emergency response time is a mandatory requirement to maintain continuous operations of the mission critical sites.

On-call repair services shall be completed on a time and materials basis using contract unit prices. No work is authorized unless specifically approved in advance by the County Project Officer and, unless a separate County Purchase Order is issued.

In the event that an authorized on-call or emergency repair will experience a significant delay due to parts procurement limitations beyond the Contractor’s reasonable control, the Contractor must notify the County Project Officer in writing within twenty-four (24) hours of identifying the constraint.

This notification must include the cause of the delay, documentation of the procurement limitation, and an estimated timeline for part delivery and repair completion.

If the Contractor is unable to or fails to respond within the required time frame, the County reserves the right to obtain the service elsewhere

Note: All emergency requests will be specifically identified by the County on work orders, purchase orders, emails and/or phone calls.

H. GENERATOR INSTALLATION, REPAIR, AND REPLACEMENT

The Contractor shall submit proposal indicating the cost for the work, all the necessary material and the associated labor each as a separate cost item. The Contractor’s proposal shall be based on the contract’s labor Rates, and the actual cost for materials used to complete the work.

The County may procure unforeseen replacement equipment that does not exceed $200,000 in value, not inclusive of labor costs. Equipment value that exceeds that amount may be bid competitively. The Contractor shall not begin any work without written authorization in the form of a PO. The County reserves the right to issue a separate competitive bid for any such work, inclusive of equipment, parts and labor.

I. WORK TICKET & WORK ORDERS:

For time and material work, the County will issue Work Orders to the Contractor. All time and material work shall require associated Work Tickets. In addition, the Contractor’s employees shall validate their time and material work through sign-off on the Work Ticket by the County Project Officer or designee. The sign-off on the Work Ticket shall be considered evidence of the site visit only and shall not be construed as the County’s acceptance of any work performed during the visit. Upon completion of the work, the Contractor’s employees shall present the Work Ticket to the Project Officer, or designee, for final review and approval.

WORK HOURS:

Regular work hours are defined as: 7:00 a.m. to 5:00 p.m., Monday through Friday, except County observed holidays. All work shall be performed during regular working hours unless indicated otherwise in this contract. Some County facilities are only accessible at different hours, including some with twenty-four (24) hour access. It is the Contractor’s responsibility to determine the hourly schedule and access availability for each facility covered by this contract. No overtime payments will be allowed for work done before 7:00 am or after 5:00 pm when such scheduling is done at the Contractor’s option.

OVERTIME WORK:

Work authorized to be performed on a time and material basis outside of regular work hours shall be paid at the overtime hourly labor rate(s) established in the Exhibit B – Pricing Schedule of the contract.

The Contractor shall not perform overtime work for any reason without the advance approval of the County Project Officer. Work performed outside of regular work hours without the advance approval of the Project Officer will be paid for at straight-time hourly labor rate(s) only.

CHECK-IN AT SITE AND SIGN-OFF:

The Contractor’s employees shall check in and out with the County’s Facilities Management Bureau Hotline (703-228-4422) to allow for proper notification to County staff at the various sites.

THE CONTRACTOR’S PERSONNEL SHALL CALL THE FACILITIES MANAGEMENT BUREAU HOTLINE (703-228- 4422) AND INFORM THE DISPATCHER IN ADVANCE OF THEIR TIME OF ARRIVAL AT THE COUNTY FACILITY

AND THEIR TIME OF DEPARTURE.

J. CONTRACTOR’S PERSONNEL REQUIREMENTS:

1. CONTRACT MANAGER

The Contractor shall assign a qualified individual to serve as the Contract Manager (Field Supervisor, Project Officer, etc.). The Contractor shall identify to the County the Contract Manager within ten (10) days notification of award of contract. The Contract Manager shall be experienced in project management; supervision of employees; knowledgeable in all aspects of generators; have the ability to troubleshoot problems and issues quickly and be able to consult with the County Project Officer about remedies.

The Contract Manager shall report to the County’s Project Officer for communication, coordination and evaluation of inspection and maintenance services and quality control. The Contract Manager shall serve as the single point of contact with the County for work assignments, Contractor cost proposals, and problem resolution.

The Contract Manger shall meet with the County Project Officer for quarterly progress meetings and site tours as needed to discuss performance and receive feedback on all services performed. The Contract Manager hours are not billable and shall be considered Contractor overhead.

2. PROJECT MANAGER

The Contractor shall provide project management on an as-needed basis. The Project Manager shall be responsible for project coordination of installation, repair, and replacement projects. The coordination tasks shall include, but not be limited to: scheduling, ordering and delivery of equipment and materials, project oversight, coordination, and close-out (i.e. checklist, start-up, warranty, etc.).

A Project Manager may only be charged for project work over $25,000.

3. TECHNICIAN

The Contractor shall provide a minimum of five trained (including service trucks) Technicians who are qualified through factory certification, or other industry training, to work on the specific make and type of equipment to be repaired or serviced and are directly employed and supervised by the Contractor on an as-needed basis. Technicians servicing equipment still under warranty shall be factory certified in order that the County’s warranty with the manufacturer is not voided. Each employee must have at least five (5) years of experience in this field. Evidence of stated qualifications shall be made available to the County upon request at any time.

4. HELPER

The Contractor shall provide a helper to assist the Technician on an as-needed basis.

All employees shall be uniformed or otherwise neatly attired with appropriate employment identification displayed and shall conduct themselves in a professional manner at all times. Employees may not adorn Arlington County logos or name on their uniform while working in Arlington buildings.

K. DOCUMENTATION NEEDED TO INITIATE PAYMENT FOR CONTRACT SERVICES

The Contractor shall submit invoice for payment for each project. All invoices shall contain the following information:

1. Building where work was performed;

2. Date and time the repair work was done;

3. Brief description of the service;

4. Amount of billing showing all materials used and total hours required to complete the work.

Contractor’s invoices for materials and signed work orders shall be attached;

5. Purchase order and work order numbers in the right upper corner of the invoice.

6. Payment is subject to the submission of valid professional licenses for all contractor personnel providing service. The contractor must attach these credentials to each submitted invoice

7. Signed work order service ticket describing the work performed (preventive or new and corrective work) that contain the issued County work order number.

8. Contractor must submit invoices within fifteen (15) days after the service is completed.

PAYMENT FOR SERVICES:

Payments for all labor performed on a time and materials basis shall be for work performed and services rendered on the job site only. No “portal to portal” charges are permitted under the contract.

TIMELY COMPLETION OF WORK:

The Contractor shall proceed diligently to complete the work during regular working hours without interruption, except for scheduled lunch breaks. The County will deduct from Contractor’s invoices any charges for time spent by the Contractor’s crew on extended lunch breaks or other breaks.

Scheduling of priority work, including the interruption of a current assignment, requires the advance approval of the Project Officer. Priority work identified by the County Project Officer or designee shall take precedent over current work.

L. SPECIAL REQUIREMENTS:

1. EQUIPMENT ACCESSIBILITY: The Contractor shall provide the means and methods to access all electrical equipment included in this Contract. This includes, but is not limited to, ladders and scissors lifts (man-lifts). Cost for access shall be considered Contractor overhead and shall not be charged separately.

2. ROOF SAFETY: The Contractor shall follow all applicable federal, state, and local safety requirements and regulations for roof safety.

3. SAFETY WORK PLAN: The Contractor shall provide a safety work plan to the County Project Officer or designee for all work requested unless otherwise directed by the County Project Officer or designee. This plan shall be submitted for approval at the beginning of the contract with the initial schedule and separately at County’s request for any project work prior to the start of work.

4. CODES AND STANDARDS: All work performed under this Contract shall be in strict accordance with all applicable codes https://www.nfpa.org/codes-and-standards/all-codes-and-standards/list-of-codes-and-standards/detail?code=110 , industry standards, and County Standards. Should permits for any work performed by the Contractor be required by Arlington County, the Contractor shall prepare, submit, and obtain approval and the permit from the County. The Contractor shall be responsible for all permit fees.

5. QUALITY CONTROL PLAN: The Contractor shall provide a quality control plan to the County Project Officer or designee for all work requested unless otherwise directed by the County Project Officer or designee. This plan shall be submitted for approval at the beginning of the contract with the initial schedule and separately at County’s request for any project work prior to the start of work.

M. JUSTICE CENTER BACKGROUND CHECK

Within thirty (30) calendar days after award of the contract, a minimum of two (2) technicians employed by the Contractor must obtain background check approval from the Arlington County Sheriff and receive one day Arlington County Detention Facility (ACDF) training to work in the ACDF and Courthouse. Upon the Contractor’s request, the County will reimburse the Contractor for time required for ACDF training.

https://www.nfpa.org/codes-and-standards/all-codes-and-standards/list-of-codes-and-standards/detail?code=110 https://www.nfpa.org/codes-and-standards/all-codes-and-standards/list-of-codes-and-standards/detail?code=110

N. METHOD OF MEASURING PERFORMANCE:

The performance of the Contractor will be measured during the term of the contract by consideration of the following performance criteria:

1. Failure to provide appropriately certified and trained personnel

2. as required in the section titled “Contractor’s Personnel.”

3. Providing and adhering to the approved schedules as described in this specification.

4. Number of call-backs to correct malfunctions/failures.

5. Failure to respond to requests for work as provided for in these specifications.

6. Failure to perform services within accepted industry standards and codes.

7. Failure to adhere to contractual requirement for onsite response for emergency work and routine service calls.

8. Contract Manager failure to evaluate performance, provide quality control, and effectively communicate and/or report to the County’s Project Officer as required in the Contractor’s Personnel section.

O. SERVICES FOR OTHER COUNTY DEPARTMENTS

This Contract is extended to other County Departments. If other Departments make use of this Contract a separate Purchase Order (“PO”) must be issued by that Department. All the following, including, but not limited to, project and Contractor management, invoices, scheduling, coordination, and payments shall be the responsibility of the Department issuing the PO. Schedule “A” contains separate generator information for the Office of Emergency Management (“OEM”), Water Sewer Streets Bureau, Water Pollution Control Bureau and the Department of Parks and Recreation.

SCHEDULE B

GENERAL EQUIPMENT PREVENTIVE MAINTENANCE GUIDELINES

At a minimum, the Contractor shall perform the following inspection and maintenance tasks listed in Schedule B for all equipment indicated in Schedule A. Any deviations from the listed guidelines below require the advance approval of the County Project Officer. This list is not represented as being all inclusive of the services to be performed or the frequency required. The Contractor is required to perform all services necessary to provide a safe and efficient maintenance program commensurate with recommended practices for PREVENTIVE maintenance specified by each manufacturer.

If guidelines are not readily available for any equipment indicated in Schedule A, the Contractor shall submit preventive maintenance guidelines for that specific equipment in accordance with manufacturer recommendations to the County Project Officer for approval.

The Justice Center (“JC”) shall be defined as the generators and pump sets located at the Detention Facility and the Courthouse. “Other” shall be defined as all equipment listed on Schedule A excluding Justice Center equipment. Items with an asterisk (*) are critical functions.

During annual visits the Contractor shall also perform all quarterly and monthly tasks. During quarterly visits the Contractor shall also perform all monthly tasks. During monthly visits the Contractor shall only perform monthly tasks.

A = Annual; Q = Quarterly; M = Monthly.

Frequency Tasks

JC Other

GENERATORS AND TRANSFER SWITCHES

M Q

Check coolant level and add provide manufacturer recommended coolant as necessary to maintain the proper level in the radiator and coolant reservoir. When coolant is added it shall have a freeze to a minimum of - 34oF or as recommended by manufacturer for local climate conditions.

M Q Check cooling system for leaks and tighten any loose hose connections.

M Q Check engine oil and provide oil as required.

M Q Check oil filter for signs of leaks, tighten as needed.

M Q Check V-belts, adjust or replace with new belt as required. Belts showing cracks shall be replaced.

M Q Check condition of all flexible hoses and replace as necessary. Any hose showing signs of cracks, shall be replaced.

M Q Check water level and specific gravity in all batteries. Check service and top off battery solution. Provide and add distilled water as necessary. Check

JC Other battery charge and electrolyte corrosion, clean as required. Record readings.

M Q Inspect and test external battery charger and/or battery charger alternator for proper operation.

M Q Check operation of battery trickle charger.

M Q Check condition of batteries, battery cables and check terminals for tightness. Cables showing signs of corrosion shall be cleaned and if they cannot be cleaned, then replaced.

M Q Check condition, setting and operation of all automatic and safety controls at generator. Record this information in PM work ticket.

M Q Check condition of gauges, switches and meters for proper operation.

Adjust as required.

Q* Q*

Perform 30 minute generator run test with building load. Check for proper operation, record engine temperature, RPM, run hours when engine is started and when engine is turned off, natural gas pressure (if applicable), any problem with fuel pressure, fuel tank level and visible condition. Check transfer switch for proper operation.

Q* Q*

Transfer load and check transfer switch for proper operation. Inspect and test transfer switch to ensure that it automatically starts the generator and is transferring properly, plus all options, such as “time delay emergency to normal”, “time delay cool down”, and “plant exerciser”.

M* N/A

Manually operate generator set at NO LOAD and verify generator is producing rated AC voltage and frequency and that all control panel instruments and gauges are functioning.

Q Q Calibrate transfer switch voltage sensors.

Q Q Check exhaust line(s) for leaks and proper support.

M Q Clean and wipe equipment so that all oils or coolant that may have leaked or spilled are cleaned off.

Q Q Inspect transfer switch for evidence of damage hardware, loose or damaged wires due to overheating and for excessive contact erosion.

M Q Check transfer switch control settings and any sign of damage or defect.

M Q Check all indicator lights for burned out bulb or indicator. Provide new bulbs/indicators to replace burned out ones.

JC Other

M Q Check fuel injectors, regulator, solenoids and ignition devices condition and for proper operation.

M Q Check spark plugs (if applicable) and cables condition.

M Q

Check for any evidence of vibration or noise which may indicate operating problems, record and report to County Project Officer, with recommendations on what should be done to accurately identify the problem and correct.

Q Q Clean, lube and assure free movement of all linkages.

Q Q Check condition of electrical hardware, connections, and wires.

Q Q Check condition of starter brushes for proper operation. Repair/replace as necessary.

Q Q Check condition of generator exciter slip rings and commutator surfaces.

Q Q Check, clean and replenish oil in air cleaner. Check air filter.

Q Q Check the cool-down run time of the generator and the time it takes to transfer when normal power is restored, and record in service ticket and log sheet.

N/A Q Clean and adjust spark plugs, points, rotor and distributor cap (if applicable).

M Q Check engine timing and adjust as necessary (if applicable).

M Q Check oil heater for proper operation.

M Q Completely inspect air intake and…