BCCX_Generator_Specs.pdf

Specifications Bledsoe Correctional Complex (BCCX)

Generator Maintenance, Service, and Repair

Location:

Bledsoe Correctional Complex 1045 Horsehead Road Pikeville, TN 37367

GENERAL SCOPE OF CONTRACT

To provide preventive maintenance, service, repairs, and emergency service to equipment listed herein. The omission of detailed specifications does not limit the quality of service rendered and only the best commercial practices are acceptable. All work shall comply with industry guidelines. All repairs, maintenance testing and inspections must be performed in accordance with recommended procedures of the manufacturer and in a craftsman like manner. This shall be an awarded procurement for a contract term of five (5) years.

INSTRUCTIONS FOR BID PREPARATION

• Annual/Quarterly Inspections o Trip charges need to be included in the amounts bid; these costs cannot be billed separately when related to scheduled maintenance.

• Trip Charges o Service calls outside the scope of annual and quarterly inspections are to include all travel costs and associated expenses CIE: Personnel, Vehicle, Fuel, etc. per round trip. Return trips due to incomplete or unsatisfactory work shall be limited to single trip charges.

• Service Charges o Annual and quarterly inspections will be paid per contracted costs. Pre-approved and emergency repairs will be paid per contracted costs for time, material, and trip charges.

Technician Requirements:

• Minimum of five years (5) of experience in servicing equipment as listed.

• A background check is required on every Contractor that visits the Institution. A form will be provided by the Facility Manager, and it must be completed and returned before an employee can come on site.

Types of Service:

• Regular time: Service during normal business hours of 7:00 AM to 3:00 PM, Central Time, Monday through Friday, excluding State holidays. Charges to be at regular hourly rates.

• Premium time: Services performed outside the normal business hours, Monday through Sunday, including weekends and/or State holidays. Charges to be at premium hourly rates.

• Routine service and repairs shall be accomplished within 15 working days of receiving a Purchase Order.

Emergency Service:

• In emergency situations, the Facility Manager/Supervisor shall request the repairs by phone or email without a purchase order utilizing their name at the time of the request for authorization and following up with a purchase order number the next business day.

• Written quotes shall be provided for all repairs and services and actual price shall not exceed the quoted price. In times of an extreme emergency, the service Contractor may be provided a verbal authorization from the Facility Manager or Supervisor to proceed with a task. A written quote for the specific task must be provided the next working day and a Procurement Requisition or Purchase Order Number must be provided to Contractor the next working business day after receiving the quote.

• Contractor must arrive on site within four (4) hours of notification for emergency service/repairs.

Contractor must be available to respond to emergency repair service requests 24 hours a day, seven days a week, as determined by the Facility Manager based on the nature of the request. Only during emergency repairs shall premium time be authorized by the facility. All other repairs are to be performed by use of regular time as defined.

Contractor must provide telephone numbers of personnel to contact on an as needed basis for said services. An outside answering service and /or voice message system (I.E. electronic answering device, etc.) is not acceptable to the State as a contact for “emergency” and/or “non-emergency” situations.

Billing and Documentation:

• Upon arrival and departure of the facility all Contractors must sign-in and correctly fill out needed information on the facility’s Contractor log and which will be the basis of labor payment. It is required that all Contractor service personnel / technicians personally sign in and sign out to verify their presence and length of stay. Contractor shall also sign-in and sign-out with the job log sheet during the following: (1) lunch breaks when taken while performing services on-site; (2) when going to obtain parts; or (3) leaving the facility for any reason.

• Trip charges are limited to stated trips per given work order. Return trips due to incomplete work and/or services shall be limited to a single trip charge. Trip charge shall include any fuel, wear and tear on vehicle, overnight stays, meal allowance, etc.

• Contractor shall furnish a written field service report to Facility Manager at the conclusion of each visit documenting the time in which the Contractor’s technicians signed-in and signed-out, the status of the system upon completion of each visit, the schedule of test(s) being performed, percentage of system tested, field devices tested, comments/recommendations, repairs performed, and any replacement parts that were ordered or installed. The Contractor shall ensure that all testing equipment used in specified services have been correctly calibrated and may be required to provide evidence of proper maintenance and calibration to the Facility Manager upon request. Please note that the Contractor must have prior approval from the Facility Manager before any repairs are made and before any replacement parts are ordered. The written report shall be required as supporting documentation of services provided and to assist in expending payment upon receipt of invoice.

Parts and Invoicing:

• Contractor must supply purchase invoices for parts to the Facility Manager within ten (10) business days of receipt of parts.

• All parts, materials, supplies, and equipment will be billed at Contractor cost, minus any applicable sales or use tax pursuant to Tennessee Code Annotated, Section 67-6-209, plus fifteen percent (+15%). Reference Standard Term & Condition titled “Taxes”. If the Contractor cannot produce a copy of the original purchase invoice as proof of cost, the state may verify current market value and if necessary, adjust the invoice to reflect fair market price.

• Original manufacture parts are required unless prior authorization is given by the Facility Manager on each individual case. All current and future parts warranty will be honored to their individual expiration date and copies of warranty provided to the Facility Manager with delivery of parts.

• Contractor will be responsible to provide all warranty documentation, service tickets, parts, and materials invoicing to the Facility Manager before the invoice can be processed. All repairs must retain at least a 30-day warranty for parts and labor after the pump/motor is placed back into service.

• Facility purchase order numbers shall be referenced on all correspondence.

• Copies of invoices must be shared with the maintenance secretary and accounting department.

Reporting Requirements:

• All work must be approved in writing by the Facility Manager prior to starting any repair, test, or modification.

• Contractor must furnish a written service ticket to the Facility Manager upon conclusion of each visit, whether the visit was non-emergency or emergency type.

• All visits by the Contractor must be logged on site as to date and time (in/out) by Facility Manager, facility security personnel, and/or authorized representative. It is required that all Contractors personally sign-in and sign-out to verify their presence and length of stay at the facility.

Payment Conditions:

• Payment is contingent upon proper documentation, including service tickets, parts invoices, and warranty.

• Contractor shall note the facility’s purchase order number on all correspondence, billing, service tickets, and invoices that apply to a service repair so as the facility’s billing package will ensure proper payment.

• Contractor shall submit as backup documentation a copy of the original purchase invoice(s) as proof of cost for parts, material, supplies, and equipment. This backup documentation must accompany the invoice for the agency to process payment. If the Contractor cannot produce a copy of the original purchase invoice as proof of cost, the state may verify current market value and if necessary, adjust the invoice to reflect fair market price.

List of Equipment:

Generators Site 1

#1 MAINT – Caterpillar LC7: Serial # G7A03320, Engine Caterpillar Model C18, Serial # EST01168 #2 ADMIN & 21 – Caterpillar LC7: Serial # G7A03331, Caterpillar Engine Model C18, Serial # EST01134 #3 Unit 22 & 23 – Caterpillar LC7: Serial # G7A03339, Caterpillar Engine Model C18, Serial # EST01140 #4 UNIT 24 & 25 – Caterpillar LC7: Serial # G7A03329, Caterpillar Engine Model C18, Serial # EST01132 #5 BLDG D – Caterpillar LC7: Serial # G7A03332, Caterpillar Engine Model C18, Serial # EST01135 #6 UNIT 28 – Caterpillar LC7: Serial # G7A03349, Caterpillar Engine Model C18, Serial # EST01141 #7 BLDG D - Caterpillar LC7: Serial # G7A03333, Caterpillar Engine Model C18, Serial # EST01136 #8 T BLDG – Caterpillar LC7: Serial # G7A03338, Caterpillar Engine Model C18, Serial # EST01142 Generators Site 2

COMMISSARY - Kohler Model 250ROZ71, Serial No. 237790, Engine Marathon Model 432RSL4015, 250KW, Serial No. WA-569260-0909 SITE 2 - Caterpillar SR-4 Serial No. 6AA01537 Engine Model 3516, Engine Caterpillar 3516 Serial No. 257030

30, 1500KW

RADIO ROOM - Generac: Model 0058870 Serial # 6175479, Generac Engine Model OH4653, Serial 0499546 10328

Generators Site 3

TAFT COC – Cummins: Model DGDK-5708771 Serial # C050760794, Engine Model 6BTA5.9G3 Serial 46469598

Generators Sewer Plant

Kohler Model KD800 Serial # 333GMHC0003 Kohler Model 750RE0ZMB Serial # 3021427 Engine: Mitsubishi S12A2-Y2PTAW-2 Serial # 27015

Annual Services: (This will serve as the fall quarterly inspection)

Before starting the engine:

A. Visual inspection - check the engine, radiator and generator for debris, foreign objects, loose or broken fittings, guards, and components.

B. Cooling System – check for leaks, add coolant conditioner if required.

C. Fuel System – Drain water and sediment from tank, Change fuel filters. (Included) D. Air Cleaner Element – Inspect; clean or replace.

E. Governor- Check and maintain oil level. (Included)

F. Engine Crankcase- Check oil level, maintain oil level between the add and full marks on the engine stopped side of the dipstick. (Included) G. Engine Crankcase Breather – Clean H. Valve lash- Check and adjust according to service manual I. Linkages – Check and adjust all linkages if necessary. Lubricate all linkage fittings.

J. Alarms and shutdown devices – check; test for proper operation.

K. Batteries – Check electrolyte level, clean terminals, and connections.

L. Engine – Wipe down; clean as needed.

M. Generator – Lubricate bearings, vacuum clean and check wiring of the regulator, exciter, and stator. Check generator windings with me megohmmeter and record readings for reference N. Check operation of space heaters.

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

With Engine Running:

A. Start the engine and check all gauges, oil pressure, fuel pressure, RPM (Frequency), generated voltage and engine jacket water temperature, for correct readings.

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

C. Radiator louvers – Check for proper operation.

D. Leaks and noises – Check for leaks and unusual noises.

E. Load Test – Load the engine to minimum of 30% of rated load. Operate at this level for minimum of 1.5 hours run time.

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

After Stopping Engine:

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

B. Engine Crankcase – Change oil; take sample for analysis, change filters, cut old filter open and inspect for foreign material.

C. Fuel level – Record the fuel tank level.

D. Battery charge – Record the voltage.

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

Fuel System

A. Change fuel filters. (Included) B. General Inspection of all components.

C. Check fuel pressure at cylinder head.

D. Check fuel level in main day tanks.

E. Pump off water and sediment from main fuel tank.

F. Drain water and sediment from day tank.

G. Check operation of day tank.

H. Conduct fuel flashpoint test and add fuel sufficient stabilizers, biocides and polish fuel based on test results.

I. Add sufficient fuel additives to inhibit bacterial growth and to absorb condensate water in main.

J. Perform tank and line tightness tests.

Lubricating System

A. Change oil in engine (Oil included).

B. Check and record engine oil pressure.

C. Check engine for oil leaks.

D. Change oil filter/filter elements (Filter/Filter Elements Included).

E. Leave customer make-up oil (One {1} Quart per engine cylinder included).

Cooling System

A. Check all cooling system hoses.

B. Check coolant level (add or change as needed-not included).

C. Check freeze protection (add, if needed-not included) D. Check belts (change, if needed-not included).

E. Check operation of water jacket heater.

F. Check engine water pump.

G. Check and clean all louvers.

H. Clean external core of radiator.

I. Add rust inhibitor to cooling system. (Included) J. Check for adequate fresh air to engine.

K. Check condition of fan hub.

L. Check and record operating temperature, verifying that M. Operating temperature is in the correct range.

Exhaust System

A. Check condition of exhaust system.

B. Check for exhaust leaks.

C. Check condition of turbocharger.

Air intake system

A. Check air inlet piping.

B. Check condition of air filter element or Oil bath (Element/Oil Included).

C. Check air box pressure.

D. Check crankcase pressure.

E. Check exhausts restriction.

F. Clean crankcase breather pads.

G. Check all air system piping.

Control System

A. Check operation of all gauges and meters B. Check operation of all controls.

C. Check shutdown systems.

D. Clean control cabinets.

Engine electrical starting system

A. Clean batteries and cables B. Add distilled water to maintain proper electrolyte level.

C. Check operation of float charger.

D. Check and record battery voltage.

E. Check condition of batteries.

Generator

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

B. Check transfer switch for proper condition and operation.

C. Blow out with low pressure air.

D. Check cables from generator to transfer switch.

E. Clean interior of transfer switch enclosure.

F. Check condition of bearing.

General

A. Check for any unusual condition of vibration, deterioration leakage, high surface temperature or noise.

B. Run generator under emergency conditions, if possible, if not, run generator under test conditions.

C. Record all readings and present to Facility Manager, or designee.

D. Leave control panel in automatic mode.

E. Notify owner of additional service/repair work required.

Quarterly Services (Four per year) Before starting the engine:

A. Visual inspection - check the engine, radiator and generator for debris, foreign objects, loose or broken fittings, guards, and components.

B. Cooling System – check for leaks, add coolant conditioner if required. (included) C. Fuel System – Drain water and sediment from tank, Change fuel filters. (Included) D. Air Cleaner Element – Inspect; clean or replace.

E. Governor- Check and maintain oil level. (Included) F. Engine Crankcase- Check oil level, maintain oil level between the add and full marks on the engine stopped side of the dipstick. (Included) G. Engine Crankcase Breather – Clean H. Linkages – Check and adjust all linkages if necessary. Lubricate all linkage fittings.

I. Alarms and shutdown devices – check; test for proper operation.

J. Batteries – Check electrolyte level, clean terminals, and connections.

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

With Engine Running:

A. Start the engine and check all gauges, oil pressure, fuel pressure, RPM (Frequency), generated voltage and engine jacket water temperature, for correct readings.

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

C. Radiator louvers – Check for proper operation.

D. Leaks and noises – Check for leaks and unusual noises.

E. Gauge Readings – After one hour of running record the readings of all gauges: Oil Pressure, Fuel Pressure, Oil level, RPM (Frequency), Generated voltage, service meters, engine jacket water temperature, exhaust temperature and manifold vacuum.

F. Perform 1.5-hour load test.

After Stopping Engine:

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

B. Fuel level – Record the fuel tank level.

C. Battery charge – Record the voltage.

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

Fuel System

A. General inspection of all components.

B. Check fuel pressure at cylinder head.

C. Check fuel level in main day tanks.

D. Drain water and sediment from day tank.

Lubricating System

A. Check oil level-Fill to proper level. (Included) B. Check and record engine oil pressure.

C. Check engine for oil leaks.

Cooling System

A. Check all cooling system hoses.

B. Check coolant level.

C. Check freeze protection (Add, if needed) D. Check condition of belts.

E. Check operation of water jacket heater.

Exhaust System

A. Check condition of exhaust system.

B. Check for exhaust leaks

Air intake system

A. Check air inlet piping.

B. Check condition of air filter element or Oil bath (Element/Oil Included).

Control System

A. Check operation of all gauges and meters.

B. Check operation of all controls.

C. Check shutdown systems.

Engine electrical starting system.

A. Clean batteries and cables.

B. Add distilled water to maintain proper electrolyte level.

C. Check operation of float charger.

D. Check and record battery voltage.

E. Check condition of batteries.

Generator

A. Check main circuit breaker for operation.

B. Check transfer switch for proper condition and operation.

General

A. Check for any unusual condition of vibration, deterioration leakage, high surface temperature or noise.

B. Run generator under emergency conditions, if possible, if not, run generator under test conditions.

C. Record all readings and present to Facility Manager, or designee.

D. Leave control panel in automatic mode.

E. Notify owner of additional service/repair work required.

ADDITIONAL REQUIREMENTS

Third year additional maintenance for each of the nine (9) Caterpillars:

This will occur once during this contract (2028) and will be in addition to the Annual Inspections.

Quote cost each for 8 - Caterpillar Model LC7 and quote 1 - Caterpillar Model SR-4

A. Drain, clean, and flush the cooling system. Replace thermostats, refill with coolant solution and conditioners. (if needed) B. Replace all hoses and belts. (if needed) C. Inspect the turbocharger.

D. Check for leaks on the exhaust system.

E. Perform a complete engine adjustment and tune up.

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

Parts

A. Replacement parts must be OEM or equivalent if not available.

B. Supplier shall attach a copy of the parts invoice to the service invoice. If requested, supplier shall provide additional copies.

Repairs

Contractor shall be responsible for furnishing all materials, supplies, equipment, labor, modifications, and services needed to complete all testing, inspections, modifications, calibrations and/or repairs. All repairs must be approved by the Facility Manager or Facility Administrator, prior to commencing any repairs and/or replacement of parts. A Maximum Not-to-Exceed Cost will be submitted in writing to the Facility Manager or Facility Administrator. No work shall begin until written approval from the Facility Manager or Facility Administrator is received. No increases to the Maximum Not-to-Exceed Cost will be allowed unless approved in writing by the Facility Manager or Facility Administrator.

Contractors are encouraged to attend this site visit; however, attendance is not mandatory to submit a response. The State conducts site visits to discuss and answer questions prior to response due date. The site visit is for informational purposes only. Nothing stated at the site visit shall change the solicitation unless the change is reflected in writing and disseminated to all prospective respondents that attended the site visit. The State is not responsible for errors and/or omissions in bidders pricing due to not having made a site visit.

Contact for a “walkthrough” appointment:

Facility Supervisor: Shannon Beach Email: Shannon.M.Beach@tn.gov Phone: 423-881-6236 1045 Horsehead Road Pikeville, Tn 37367 mailto:Shannon.M.Beach@tn.gov