REQUEST FOR PROPOSALS GENERATOR MAINTENANCE & REPAIR SERVICES

Town of Parker, Colorado | Generator Maintenance & Repair Services | Page 1

REQUEST FOR PROPOSALS

GENERATOR MAINTENANCE

& REPAIR SERVICES

Standby Diesel Generators and Automatic Transfer Switches

Solicitation Information

Issuing Agency Town of Parker, Colorado

Solicitation Number RFP 26-021-1

Proposal Submission Electronic submission through the Rocky Mountain E-Purchasing and Bonfire

Proposal Deadline As stated in the official procurement portal posting Section 1.2

OFFICIAL DISTRIBUTION: The Town officially distributes solicitation documents and addenda through the Rocky Mountain E-Purchasing System and Bonfire. Offerors are responsible for monitoring the official posting for updates and addenda.

Issued by the Town of Parker 20120 E. Mainstreet | Parker, Colorado 80138

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1. Solicitation Overview

1.1 Purpose

The Town of Parker, Colorado (Town) is soliciting proposals from qualified contractors to provide preventive maintenance, generator and automatic transfer switch testing, oil and coolant analysis, emergency response, and corrective repair services for standby diesel generator systems and associated automatic transfer switches at six Town facilities. These systems support administrative, cultural, recreational, public safety, and public works operations. The objective is to maintain reliable emergency power, operational readiness, and records of equipment condition.

1.2 Procurement Schedule and Communications

All dates, deadlines, question procedures, addenda, and submission instructions are governed by the official procurement portal posting. In the event of a conflict between this RFP and the portal posting, the latest written addendum issued by the Town controls.

Milestone Official Date / Method

RFP issued October 16, 2026

Deadline for written questions October 30, 2026 by 10:00am

Proposal due date and time November 6, 2026 @ 2:00pm

Interviews or demonstrations, if conducted At the Town’s discretion; selected offerors will be notified

Anticipated award / notice to proceed Following evaluation, approvals, and contract execution

Offerors shall direct all solicitation questions through the communication method identified in the official posting. Contact with other Town employees, elected officials, evaluators, or consultants regarding this solicitation may result in disqualification, except as expressly authorized by Procurement.

1.3 Proposal Submission Requirements

• Submit proposals electronically through the Rocky Mountain E-Purchasing System and Bonfire before the date and time stated in the official posting.

• Late submissions, emailed proposals, or submissions delivered by another method may be rejected unless the official posting expressly permits them.

• Offerors are responsible for confirming successful upload of all proposal files before the deadline.

• Proposal pricing shall remain valid for at least 120 calendar days after the proposal deadline unless the official posting states otherwise.

• Proposals shall be prepared at the offeror’s expense. The Town is not liable for proposal preparation, interview, travel, or negotiation costs.

1.4 Proposal Organization

To support an efficient evaluation, proposals should be concise, searchable, and organized in the following order:

1. Cover letter signed by an authorized representative, including legal company name, address, primary contact, email, and telephone number.

2. Executive summary and acknowledgment of all addenda.

3. Technical response to the Scope of Services and the eight Vendor Response Questions in Section 5.

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4. Project team, technician qualifications, certifications, manufacturer authorizations, and local service coverage.

5. Implementation plan, initial inventory timeline, and proposed preventive maintenance schedule.

6. Emergency response plan and guaranteed response times.

7. Sample completed inspection and service report.

8. Completed pricing schedules in Section 7, including all assumptions and exclusions.

9. References and required disclosures, exceptions, licenses, insurance evidence, and safety information.

1.5 Reservation of Rights

The Town reserves the right, in its sole discretion and as permitted by law, to reject any or all proposals; waive informalities or minor irregularities; request clarification or additional information; conduct discussions, interviews, or demonstrations; verify qualifications and references; negotiate with one or more offerors;

modify or cancel the solicitation; and award in whole or in part when determined to be in the Town’s best interest. Issuance of this RFP does not obligate the Town to award a contract.

2. Contract Framework

2.1 Anticipated Agreement

The selected contractor will be required to execute a written agreement acceptable to the Town. The initial term, renewal options, insurance requirements, and other contractual provisions will be established in the resulting agreement and any solicitation addenda. No work may begin until the agreement is fully executed and the Town issues written authorization or a purchase order, as applicable.

2.2 Pricing and Changes

Pricing shall remain firm for the period stated in the proposal and resulting agreement. Any requested adjustment for a renewal period must be submitted in writing with supporting documentation and is subject to Town approval. No additional charge, surcharge, travel fee, fuel fee, environmental fee, or other cost will be paid unless specifically identified in the accepted pricing and authorized in writing.

2.3 Contractor Status and Compliance

The contractor will act as an independent contractor and shall provide all labor, supervision, tools, vehicles, equipment, permits, licenses, safety controls, and incident reporting necessary to perform the work. The contractor shall comply with applicable federal, state, and local laws, codes, regulations, manufacturer requirements, and site rules throughout the contract term.

2.4 Insurance, Indemnification, and Background Requirements

Before commencing work, the selected contractor shall provide certificates of insurance and endorsements meeting the Town’s then-current requirements and shall comply with the indemnification provisions of the final agreement. Personnel assigned to secure or sensitive facilities may be subject to access controls, identification requirements, escorts, or background screening established by the Town.

3. Facilities and Equipment The current inventory below is provided for proposal development. Offerors shall identify assumptions and are responsible for verifying field conditions during the initial inventory. The Town may add or remove equipment through written amendment or authorized change.

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Facility Address Generator(s) Fuel Capacity Units

Town Hall 20120 E. Mainstreet, Parker, CO 80138 Rolls-Royce LSA 49.3/L10 1,515 gal 1

PACE Center 20000 Pikes Peak Drive, Parker, CO 80138 Onan 125 kW 200 gal 1

Fieldhouse 18700 Plaza Drive, Parker, CO 80134 Onan 400 kW 800 gal 1

MOTS Operations 12010 Motsenbocker Road, Parker, CO 80134

Detroit 150 kW; Detroit 250 kW 196 gal; 249-gal tank 2

Police Department 18600 Lincoln Meadows Parkway, Parker, CO 80134 Cummins 750 kW 1550 gal 1

Public Works Operations 9045 Tammy Lane, Parker, CO 80134 Kohler 500 kW 900 gal 1

EQUIPMENT COUNT: The listed inventory includes seven generator units at six facilities, plus associated automatic transfer switches. Final quantities, ratings, serial numbers, switch data, and conditions will be confirmed during the initial site inventory.

4. Scope of Services

4.1 General Requirements

The contractor shall furnish all labor, supervision, tools, equipment, transportation, testing equipment, reports, and consumables necessary to provide scheduled and unscheduled service for the covered diesel generator systems and automatic transfer switches. Work shall be performed by qualified technicians familiar with the applicable generator, engine, alternator, controller, and transfer-switch platforms.

• Coordinate all visits with the Town’s designated representative and comply with site access, security, shutdown, and restoration requirements.

• Protect Town property and immediately report unsafe conditions, leaks, spills, damage, alarms, or equipment conditions that could impair emergency operation.

• Maintain clean work areas and legally manage all waste fluids, filters, absorbents, and other service waste.

• Do not disable, bypass, transfer, load, or return equipment to service without required coordination and authorization.

4.2 Initial Site Inventory and Baseline Condition Record

Before routine maintenance begins, the contractor shall inspect each location and submit a baseline electronic inventory within 30 calendar days after the notice to proceed, unless another timeframe is approved in writing. At minimum, the record shall include:

• Facility, exact equipment location, access procedures, restricted hours, and Town contact requirements.

• Generator manufacturer, model, serial number, engine manufacturer/model, kilowatt rating, voltage, phase, engine hours, controller type, and apparent condition.

• Fuel type, tank configuration, usable capacity, level, and observed condition.

• Automatic transfer switch manufacturer, model, serial number, amperage, voltage, transition type, served load, settings, and apparent condition.

• Battery, charger, block heater, remote annunciation, enclosure, exhaust, starting, cooling, and safety-shutdown information.

• Photographs, identified deficiencies, recommended priorities, and any data that could not be verified.

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4.3 Preventive Maintenance Schedule

The contractor shall submit a coordinated annual schedule covering every generator and transfer switch. The schedule shall identify the planned month, scope, estimated outage or test duration, staffing, and coordination needs for each site. Police Department schedule is quarterly, three inspections and one annual service with oil change and transfer switch test.

4.4 Annual Preventive Maintenance

Each visit shall meet manufacturer’s recommendations and include, at minimum:

• Inspect the generator set, engine, alternator, controller, enclosure, exhaust system, mounts, guards, wiring, connections, and surrounding area.

• Record engine hours, active and historical alarms, fluid levels, operating status, voltage, frequency, temperature, pressures, and other applicable readings.

• Change engine oil and oil filters when required by manufacturer time or hour intervals and document the basis when not changed.

• Inspect and replace fuel filters, air filters, crankcase breathers, belts, hoses, clamps, gaskets, and other wear items when required or authorized.

• Inspect starting and charging systems, batteries, terminals, cables, battery chargers, and conductance or load-test results.

• Check coolant level, concentration, condition, freeze protection, leaks, hoses, radiator, fan, jacket-water heater, and cooling-system components.

• Inspect fuel tanks, caps, vents, lines, fittings, pumps, containment, and accessible tank areas for leaks, water, corrosion, contamination, or damage.

• Verify block heaters, annunciators, remote alarms, emergency stops, protective devices, safety shutdowns, controls, and exercise settings.

• Clean the equipment, control cabinet exterior/interior where appropriate, and the immediate service area without introducing contaminants.

• Complete an operational exercise under available facility load when authorized and document deficiencies and recommend corrective actions.

4.5 Automatic Transfer Switch Maintenance

• Inspect contacts, accessible internal components, terminals, conductors, insulation, controls, enclosure, and mechanical linkages for wear, heat, looseness, contamination, or damage.

• De-energize equipment when required for safe inspection and coordinate all outages in advance with the

Town.

• Clean and torque connections in accordance with manufacturer requirements; document torque values when applicable.

• Verify automatic transfer and re-transfer sequences, exercise settings, time delays, voltage sensing, frequency sensing, phase monitoring, and source-availability logic.

• Confirm coordination and communications between the transfer switch, generator controller, annunciation, and served systems.

• Document settings, test results, deficiencies, and corrective recommendations.

4.6 Load Bank Testing

Perform annual resistive load bank testing for each generator. The contractor shall provide appropriately sized equipment, cables, connections, barriers, and qualified personnel. Unless otherwise approved, testing shall progressively load the unit through defined intervals up to the manufacturer-recommended capacity and duration. Reports shall document load steps, time at each step, voltage, frequency, current by phase, Town of Parker, Colorado | Generator Maintenance & Repair Services | Page 6 coolant temperature, oil pressure, exhaust observations, ambient conditions, alarms, and recovery. Testing shall evaluate performance and help mitigate wet stacking, moisture, and carbon accumulation. Any inability to reach the planned load shall be explained.

4.7 Fluid Testing

The contractor shall collect representative engine oil and coolant samples using clean sampling methods and clearly labeled containers. Samples shall be submitted to a qualified laboratory for analysis. Oil analysis shall evaluate applicable wear metals, contamination, viscosity, fuel dilution, water, and glycol. Coolant analysis shall evaluate applicable contamination, acidity or alkalinity, coolant protection, and corrosion indicators.

The contractor shall provide the laboratory results, condition ratings, an interpretation of the findings, comparisons with prior results when available, and recommended corrective actions or changes to testing intervals.

4.8 Consumables

Routine service consumables shall be included as identified in the accepted pricing and shall meet or exceed original equipment manufacturer specifications. Consumables may include engine oil, oil filters, fuel filters, air filters, coolant, belts, hoses, batteries, gaskets, oil and coolant sampling kits, and cleaners. The contractor shall verify compatibility by generator and engine model and document part numbers, quantities, specifications, and disposal.

4.9 Emergency and Corrective Repair Services

Provide 24-hour, seven-day-per-week emergency response, including after-hours, weekends, and holidays.

The contractor shall state and honor a guaranteed response time, prioritize critical public safety facilities, and dispatch qualified personnel with appropriate diagnostic equipment. Services may include diagnosis and repair of engines, alternators, starting/charging systems, controllers, alarms, fuel systems, cooling systems, automatic transfer switches, wiring, and related components.

• Notify the Town promptly of any condition that prevents reliable operation or requires an extended outage.

• Provide a written estimate and obtain Town authorization before non-routine repairs, parts replacement, or work exceeding an approved limit, except when immediate action is expressly authorized to protect life, safety, or property.

• Provide genuine or manufacturer-approved parts. Identify expected lead times and available temporary measures when parts are delayed.

• Return equipment to its proper automatic operating state, remove temporary connections, and confirm status with the Town before leaving the site.

4.10 Reporting and Records

Submit searchable digital reports to the Town’s designated representative within five business days after each scheduled visit or test, and within one business day after an emergency call unless otherwise approved.

Reports shall be organized by facility and asset and include:

• Date, arrival/departure times, technician, engine hours, equipment identification, and reason for service.

• Inspection checklist, work performed, consumables and parts used, recorded readings, settings, alarms, photographs, and operational status when work concluded.

• Automatic transfer switch data, load bank results, and oil and coolant laboratory reports, as applicable.

• Clear deficiency descriptions, priority or severity, immediate actions, recommended repairs, estimated urgency, and follow-up responsibility.

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• Compliance records sufficient to demonstrate adherence to manufacturer and applicable regulatory maintenance requirements.

Emergency findings that could impair operation shall be communicated immediately by telephone or another approved real-time method and shall not wait for the written report.

4.11 Warranty

The contractor shall warrant parts and workmanship for the period stated in its proposal and the resulting agreement. Warranty service shall include diagnosis, labor, travel, removal, replacement, and reinstallation necessary to correct covered defects, unless an exclusion is expressly accepted by the Town. Manufacturer warranties shall be passed through to the Town and administered by the contractor.

5. Vendor Response Questions Respond to each question in the order presented. Restate the question or clearly label each response by question number. Cross-references shall identify the exact proposal section and page. “See website” responses are not sufficient.

1. Describe comparable multisite experience and provide three references.

2. Identify the technicians and resources available to serve Parker, including qualifications for the listed equipment.

3. Explain your timeline for the initial inventory and annual service schedule.

4. Describe how you will coordinate planned work at occupied and critical facilities.

5. State your guaranteed 24/7 emergency response time and how calls will be staffed.

6. Describe your process for diagnosing repairs, obtaining Town approval, sourcing parts, and limiting downtime.

7. Provide a sample completed service report and state the report turnaround time.

8. Identify any exceptions to the scope of work or contract requirements.

6. Evaluation and Award

6.1 Evaluation Criteria

Criterion Points Evaluation Focus

Price 30 Completeness and reasonableness of scheduled-service pricing, consumables, labor rates, parts pricing, and total evaluated cost.

Technical Approach and Ability to Meet Scope 20

Approach to inventory, preventive maintenance, ATS service, load bank testing, oil and coolant sampling, scheduling, and operational coordination.

Experience and Qualifications 20 Comparable experience, assigned team, factory training or authorization, multi-brand capability, parts access, warranties, and references.

Emergency Response Capability 20 Guaranteed response times, 24/7 staffing, proximity, diagnostic resources, escalation, and prioritization of critical facilities.

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Criterion Points Evaluation Focus

Reporting, Documentation, and Compliance 10

Quality and timeliness of reports, oil and coolant analysis interpretation, records, safety, licensing, insurance readiness, and compliance controls.

Total Available Points: 100

6.2 Evaluation Process

The Town may evaluate written proposals, verify references and qualifications, request clarifications, conduct interviews or demonstrations, and negotiate terms and pricing. The Town may establish a competitive range and may make an award without discussions. Award will be made to the responsible offeror whose proposal is determined to provide the best value to the Town based on the stated criteria, not necessarily the lowest price.

7. Pricing Schedules Complete all applicable fields in attached pricing sheets & proposal forms

8. General Solicitation Conditions Addenda and Interpretations: Only written addenda issued through the official procurement process modify this RFP. Oral explanations or instructions are not binding.

Public Records: Proposals may become public records subject to the Colorado Open Records Act and other applicable law. Offerors shall clearly identify information claimed confidential and provide the legal basis for the claim. The Town cannot guarantee confidentiality merely because information is marked confidential.

Conflicts and Ethics: Offerors shall disclose actual or potential conflicts of interest and shall not offer gifts, favors, or improper inducements to Town personnel or evaluators.

Collusion: Submission constitutes certification that the proposal was independently prepared without collusion, fraud, or improper coordination with another offeror.

Equal Opportunity and Nondiscrimination: The selected contractor shall comply with applicable equal employment opportunity and nondiscrimination requirements.

Assignment and Subcontracting: The selected contractor may not assign the agreement or subcontract material responsibilities without prior written Town approval. Approval does not relieve the contractor of responsibility for performance.

Town Property and Security: Keys, credentials, records, system data, and other Town property shall be protected, used only for authorized work, and returned upon request or contract completion.