IFB+Generator+Services++Repairs.doc

Bid Number: 110.7-17-115 Bid Title: Generator Service & Repair

Deadline for Questions:

12/05/2017 @ 12:00 PM CT

Deadline for Bids:

12/12/2017 @ 3:00 PM CT

E-mail: ckeech@nd.gov

You are invited to participate in this Invitation for Bid. Please submit your bid response in conformance with the instructions specified herein.

By submitting a bid response, the bidder agrees and promises to sell, furnish, and deliver to the State all commodities and services contained in this Invitation for Bid for which a contract is awarded by the State. The bidder shall fully perform the contract in accordance with the all specifications, terms and conditions, and requirements contained in the Invitation for Bid and shall comply with all applicable provisions of the North Dakota Century Code Chapters 54-44.4, 46-02, 44-08 and North Dakota Administrative Code Chapter 4-12, made a part of the Invitation for Bid and contract by reference.

Written acceptance of the bidder's bid response by the State, by issuance of a purchase order or contract, constitutes a binding contract made and entered into by and between the State of North Dakota, acting through the Purchasing Agency named above, and the bidder named below:

Bidder Company Name:

Street Address:

Type or Print Name of Person Signing:

Title:

Authorized Signature:

Acceptance (For State Use Only)

Bid response accepted and contract awarded.

By____________________________________________Title_________________________________

Signature ______________________________________Date ________________________________

Mailing Instructions Mail a completed and signed Invitation for Bid response in a sealed envelope to the address listed below. Bid responses received after the date and time specified on the cover sheet of this Invitation for Bid will be rejected. Address the envelope containing your response in the following manner:

BID # 110.7-17-115 REF bid_no \* MERGEFORMAT

BID OPENING DATE: 12/12/2017 @ 3:00 PM CT

Attn: Chad Keech, State Procurement Officer II

North Dakota State Procurement Office

600 E. Boulevard Ave. Dept. 012

Bismarck, ND 58505-0310 Bidder Checklist: Have you remembered to:

· Review all instructions, terms and conditions, and specifications to ensure your bid response complies?

· Sign your bid response on the cover sheet?

· Initial all changes and corrections?

· Submit any required samples or enclosures, if applicable?

· Mark the envelope as indicated above?

· One electronic version of the “Bid Summary Sheet” on USB, DVD/CD Bidder’s Instructions

Addition of Terms and Conditions: Additional terms and conditions submitted with a bid response are of no effect unless accepted in writing by the Purchasing Agency. Bids with any additional terms and conditions may be rejected as non-responsive.

Assistance to Bidders with a Disability: Bidders with a disability that need an accommodation must contact the Procurement Officer prior to the deadline for receipt of bids so that reasonable accommodation can be made.

Bid Held Firm: Bids are not awarded at the bid opening. Bid responses will be firm for 90 days, unless otherwise specified by the Procurement Officer in writing.

Bid Opening: All bids received by the time and date of the bid opening will be publicly opened by the Purchasing Agency at the location indicated on the cover sheet of this solicitation. Interested parties are invited to attend the bid opening.

Bid Results: Bidders will be notified when an award decision has been made. Bidders may obtain bid results or arrange to review the bid file by contacting the Purchasing Agency or by visiting www.nd.gov/spo.

Corrections: The bidder’s authorized representative must initial any corrections and alterations (i.e. erasures, whiteouts, correction tape, etc.) made to the bid response. Those bid responses with corrections and alterations that are not initialed are subject to confirmation by the Procurement Officer.

Definitions:

· Bidder any person or firm submitting a competitive bid in response to a solicitation.

· Bid Results a summary of all bid responses received and the award results

· Bid response the executed document submitted by a bidder in response to a solicitation.

· Contractor any person or firm having a contract with a governmental body.

· Solicitation the process of notifying prospective bidders that the State wishes to receive bids for furnishing goods and services.

Facsimile Bids: Bid responses faxed to the Purchasing Agency will be rejected. Bids may be faxed to a third party who will put it in a properly-addressed envelope and deliver it to the Purchasing Agency before the date and time specified in the solicitation.

Late Bids: It is the bidder’s responsibility to ensure that a bid response is physically deposited with the Purchasing Agency prior to the date and time specified for the opening. Late bid responses will not be opened and will be rejected regardless of the degree of lateness or the reason.

Minor Informalities: The State reserves the right to waive minor informalities in bid responses in accordance with N.D.A.C. § 4-12-10. Minor informalities are insignificant omissions or nonjudgmental mistakes that are matters of form rather than substance, evident from the bid document, with a negligible effect on price, quantity, quality, delivery, or contractual conditions that can be waived or corrected without prejudice to other bidders.

Multiple Bids: Bidders may submit only one bid in response to this solicitation. Each bid submitted must comply in all aspects with the bid requirements and these instructions.

Prices, Currency: All prices must be in United States currency.

Pricing (Unit and Total Prices): The unit price is to be according to the unit of measurement specified in the solicitation. In the event of mathematical differences between the unit price and extended total, the unit price will prevail.

Protests: An interested party may protest the solicitation within seven days before the bid opening or protest the Notice of Intent to Award or the award within seven days after receiving notice in accordance with N.D.C.C. § 54-44.4-12 and N.D.A.C. § 4-12-14. Notice of Intent to Award will be issued only to those bidders who submitted responses to this IFB. It will be assumed that all interested parties knew or should have known all the facts surrounding the award.

Questions and Clarifications: All questions and requests for clarification regarding this solicitation must be addressed to the Procurement Officer referenced on the cover sheet of this document. The requirements of this solicitation can only be altered by written amendment of the solicitation. Verbal communications from whatever source are of no effect. Questions must be received by the deadline specified on the cover sheet to allow the Procurement Officer to issue any needed amendments in sufficient time before the bid opening date.

Review of the Bids: After the bid opening, bids become subject to North Dakota open records laws. Interested parties may request public information and make arrangements to review the bid file by contacting the Procurement Officer.

Rejection: The State reserves the right to reject any and all bids in whole or in part. Bid responses will be rejected if:

· the bid response is not legible.

· the bid response is not completed as requested.

· the bid response is faxed to the Purchasing Agency

· the bid response is not responsive to the specifications or other requirements of the solicitation.

· the bid response is received after the time and date specified.

· the bidder was required to be registered as an approved bidder by the deadline for receipt of bids, and failed to do so.

· the bidder is determined to be not responsible, in accordance with N.D.A.C. § 4-12-11-04.

Signature: The bidder submitting the bid response or that bidder’s duly authorized agent or representative must sign the bid response manually in ink. The name and title of the person signing the bid response must be typed or printed below the signature.

Specifications, Brand Name or Equivalent: Unless otherwise indicated in the detailed specifications of this solicitation, the use of a specific brand name or make/model is for illustrative purposes only, and the State will consider equivalent products. If a commodity or service put forth by a bidder is rejected as not being equivalent, the Procurement Officer will notify the bidder of the rejection.

Specifications, Compliance: All bids submitted in response to this Invitation for Bid must comply with the specifications contained herein, and the successful bidder will be held responsible. Noncompliance with specifications is grounds for rejection of the bid response. Bidders who desire to submit commodities or services that deviate from these specifications or have any objections to the specifications stated herein must contact the Procurement Officer in writing as soon as possible, so the Procurement Officer can determine whether the specifications need to be amended.

Taxes: The State does not pay sales tax or federal excise tax. The State sales tax exemption number is E-2001. The federal tax-free transaction number is 45-70-0010K. The Purchasing Agency will furnish a tax exempt certificate upon request.

Withdrawal or changes to a bid response prior to the bid opening date and time: Before the bid opening date and time, the bidder’s authorized representative may withdraw or change a bid response by making a written request to the Procurement Officer.

Withdrawals after the bid opening date and time: After the opening, no changes may be made to the bid response. The bidder may make a written request to withdraw the bid response, subject to approval by the Purchasing Agency. Bidders repeatedly withdrawing bids after the opening date may be removed from the State bidders list.

GENERAL CONTRACT TERMS AND CONDITIONS

Affirmative Action: The Contractor will take affirmative action in complying with all Federal and State requirements concerning fair employment and employment of the handicapped, and concerning the treatment of all employees without regard to race, color, religion, sex, national origin or physical handicap.

Applicable Law and Venue: This contract is governed by and construed in accordance with the laws of the State of North Dakota. Any action to enforce this contract must be brought in the District Court of Burleigh County, North Dakota.

Assignments and Subcontracts: The Contractor may not assign or otherwise transfer or delegate any right or duty without the State’s express written consent. However, the Contractor may enter into subcontracts provided that any such subcontractor acknowledges the binding nature of this contract and incorporates this contract, including any attachments. The Contractor is solely responsible for the performance of any subcontractor. The Contractor shall not have the authority to contract for or incur obligations on behalf of the State.

Binding Contract: The acceptance of a bid response in writing by the Purchasing Agency constitutes a contract between the bidder and the State. Written acceptance from the Purchasing Agency will be in the form of a purchase order, or contract. Any oral agreement or arrangement by a bidder with a State employee or Purchasing Agency will have no force or effect unless reduced to writing.

Compliance with Laws: The CONTRACTOR must, in performance of work under this contract, fully comply with all applicable federal, state, or local laws, rules and regulations, including Title VI of the Civil Rights Act of 1964. Any subletting or subcontracting by the CONTRACTOR subjects subcontractors to the same provision.

Compliance With Public Records Law: The Contractor understands that, except for disclosures prohibited under North Dakota open records laws related to confidentiality, N.D.C.C. § 44‑04‑18, the State must disclose to the public upon request any records it receives from Contractor. The Contractor further understands that any records which are obtained or generated by the Contractor under this contract, except for records that are confidential under N.D.C.C. § 44‑04‑18, may, under certain circumstances, be open to the public upon request under the North Dakota open records law. The Contractor agrees to contact the State immediately upon receiving a request for information under the open records law and to comply with the State’s instructions on how to respond to the request. Bid responses are exempt records until the time and date of the bid opening.

Confidentiality: The contractor agrees not to use or disclose any information it receives from the State under this contract that the State has previously identified as confidential or exempt from mandatory public disclosure except as necessary to carry out the purposes of this contract or as authorized in advance by the State. The State agrees not to disclose any information it receives from the contractor that has previously been identified as confidential and which the State determines in its sole discretion is protected from mandatory public disclosure under a specific exception to the North Dakota open records law, N.D.C.C. § 44‑04‑18. The duty of the State and the contractor to maintain confidentiality of information under this section continues beyond the term of this contract, or any extensions or renewals of it.

Contract Amendment: After a binding contract has been entered into, no changes (i.e. substitution of product or a price adjustment) may be made, unless prior written approval has been obtained from the Purchasing Agency.

Inspection and investigations: The State reserves the right to conduct inspections and investigations related to the bidder and offered commodities or services, including but not limited to the firm, its facility, personnel, qualifications, and the commodities and/or services offered to make determinations regarding compliance with the bid requirements and responsibility of the bidder.

Material and Workmanship: All material and workmanship shall be subject to inspection and testing by the State either at the point of manufacturer, place of storage, or upon receipt.

Payment Terms: Payment will normally be made within thirty days after delivery and acceptance of commodities or services under this contract and receipt of a correct invoice. All invoices and payment inquiries must be directed to the Purchasing Agency.

Termination for lack of funding or authority: This contract shall become null and void, in total or in part, should the Legislature of the State of North Dakota fail to appropriate funds for any or all agencies, which are committed to the terms of this contract. Any such contract termination shall be at no cost to the State.

Termination of Contract:

a. Termination without Cause. This contract may be terminated by mutual consent of both parties, or by either party upon 30 days written notice.

b. Termination for Lack of Funding or Authority. The State may terminate this contract effective upon delivery of written notice to the Contractor, or on any later date stated in the notice, under any of the following conditions:

1) If funding from federal, state, or other sources is not obtained and continued at levels sufficient to allow for purchase of the services or supplies in the indicated quantities or term. The contract may be modified by agreement of the parties in writing to accommodate a reduction in funds.

2) If federal or state laws or rules are modified or interpreted in a way that the services are no longer allowable or appropriate for purchase under this contract or are no longer eligible for the funding proposed for payments authorized by this contract.

3) If any license, permit or certificate required by law or rule, or by the terms of this contract, is for any reason denied, revoked, suspended or not renewed.

Termination of this contract under this subsection is without prejudice to any obligations or liabilities of either party already accrued prior to termination.

c. Termination for Cause. The State by written notice of default to the Contractor may terminate the whole or any part of this contract:

1) If the Contractor fails to provide services required by this contract within the time specified or any extension agreed to by the State; or

2) If the Contractor fails to perform any of the other provisions of this contract, or so fails to pursue the work as to endanger performance of this contract in accordance with its terms.

3) The rights and remedies of the State provided in the above clause related to defaults by the Contractor are not exclusive and are in addition to any other rights and remedies provided by law or under this contract.

d. Termination, Deliveries. If the contract is terminated for any reason, the Contractor is responsible for delivery of all commodities and services ordered prior to the termination, unless those orders had been canceled by the Purchasing Agency or Entity.

Force majeure: Contractor will not be held responsible for delay or default caused by fire, riot, acts of God or war if the event is beyond Contractor’s reasonable control and Contractor gives notice to STATE immediately upon occurrence of the event causing the delay or default or that is reasonably expected to cause a delay or default.

Severability: If any term of this contract is declared by a court having jurisdiction to be illegal or unenforceable, the validity of the remaining terms must not be affected, and, if possible, the rights and obligations of the parties are to be construed and enforced as if the contract did not contain that term.

Assignment and subcontracts: Contractor may not assign or otherwise transfer or delegate any right or duty without State’s express written consent. However, Contractor may enter into subcontracts provided that any subcontract acknowledges the binding nature of this contract and incorporates this contract, including any attachments. Contractor is solely responsible for the performance of any subcontractor. Contractor has no authority to contract for or incur obligations on behalf of the State.

Applicable law and venue: This contract is governed by and construed in accordance with the laws of the State of North Dakota. Any action to enforce this contract must be brought in the District Court of Burleigh County, North Dakota.

Spoliation – notice of potential claims: Contractor agrees to promptly notify State of all potential claims that arise or result from this contract. Contractor shall also take all reasonable steps to preserve all physical evidence and information that may be relevant to the circumstances surrounding a potential claim, while maintaining public safety, and grants to State the opportunity to review and inspect the evidence, including the scene of an accident.

Indemnity: Contractor agrees to defend, indemnify, and hold harmless the state of North Dakota, its agencies, officers and employees (STATE), from claims resulting from the performance of the CONTRACTOR or its agent, including all costs, expenses and attorneys' fees, which may in any manner result from or arise out of this agreement. This obligation to defend, indemnify, and hold harmless does not extend to professional liability claims arising from professional errors and omissions. The legal defense provided by CONTRACTOR to the State under this provision must be free of any conflicts of interest, even if retention of separate legal counsel for the State is necessary. CONTRACTOR also agrees to defend, indemnify, and hold the State harmless for all costs, expenses and attorneys' fees incurred in establishing and litigating the indemnification coverage provided herein. This obligation shall continue after the termination of this agreement.

Insurance:

A.

CONTRACTOR shall secure and keep in force during the term of this agreement, from insurance companies, government self‑insurance pools or government self‑retention funds, authorized to do business in North Dakota, the following insurance coverages:

1) Commercial general liability, including premises or operations, contractual, and products or completed operations coverages, with minimum liability limits of $250,000 per person and $1,000,000 per occurrence.

2) Workers compensation coverage meeting all statutory requirements. The policy shall provide coverage for all states of operation that apply to the performance of this contract.

3) Employer’s liability or “stop gap” insurance of not less than $1,000,000 as an endorsement on the workers compensation or commercial general liability insurance.

B.

The insurance coverages listed above must meet the following additional requirements:

1) Any deductible or self insured retention amount or other similar obligation under the policies is the sole responsibility of CONTRACTOR. The amount of any deductible or self retention is subject to approval by State.

2) This insurance may be in policy or policies of insurance, primary and excess, including the so‑called umbrella or catastrophe form and must be placed with insurers rated “A‑” or better by A.M. Best Company, Inc., provided any excess policy follows form for coverage. Less than an “A‑” rating must be approved by State. The policies shall be in form and terms approved by State.

3) State will be defended, indemnified, and held harmless to the full extent of any coverage actually secured by CONTRACTOR in excess of the minimum requirements set forth above. The duty to indemnify State under this agreement must not be limited by the insurance required in this agreement.

4) The State of North Dakota and its agencies, officers, and employees (State) must be endorsed on the commercial general liability policy, including any excess policies (to the extent applicable), as additional insured. State must have all the rights and coverages as CONTRACTOR under the policies.

5) The insurance required in this agreement, through a policy or endorsement, shall include:

a) A “Waiver of Subrogation” waiving any right to recovery the insurance company may have against State;

b) A provision that the policy and endorsements may not be canceled or modified without 30‑days prior written notice to the undersigned State representative;

c) A provision that any attorney who represents State under this policy must first qualify as, and be appointed by, the North Dakota Attorney General as a special assistant attorney general as required under N.D.C.C. § 54‑12‑08;

d) A provision that CONTRACTOR’s insurance coverage will be primary (i.e., pay first) as respects any insurance, self‑insurance or self‑retention maintained by the state and that any insurance, self‑insurance or self‑retention maintained by State must be in excess of CONTRACTOR’s insurance and must not contribute with it;

e) Cross liability/severability of interest for all policies and endorsements;

f) The legal defense provided to State under the policy and any endorsements must be free of any conflicts of interest, even if retention of separate legal counsel for State is necessary.

g) The insolvency or bankruptcy of the insured CONTRACTOR shall not release the insurer from payment under the policy, even when such insolvency or bankruptcy prevents the insured CONTRACTOR from meeting the retention limit under the policy.

6) CONTRACTOR shall furnish a certificate of insurance to the undersigned State representative prior to commencement of this agreement. All endorsements must be provided as soon as practicable.

7) Failure to provide insurance as required in this agreement is a material breach of contract entitling State to terminate this agreement immediately.

Attorney fees: In the event a lawsuit is instituted by State to obtain performance due of any kind under this contract, and State is the prevailing party, Contractor shall, except when prohibited by N.D.C.C. § 28-26-04, pay State’s reasonable attorney fees and costs in connection with the lawsuit.

Alternative dispute resolution – jury trial: State does not agree to any form of binding arbitration, mediation, or other forms of mandatory alternative dispute resolution. The parties have the right to enforce their rights and remedies in judicial proceedings. State does not waive any right to a jury trial.

Independent entity: Contractor is an independent entity under this contract and is not a State employee for any purpose, including the application of the Social Security Act, the Fair Labor Standards Act, the Federal Insurance Contribution Act, the North Dakota Unemployment Compensation Law and the North Dakota Workers’ Compensation Act. Contractor retains sole and absolute discretion in the manner and means of carrying out Contractor’s activities and responsibilities under this contract, except to the extent specified in this contract.

Nondiscrimination and compliance with laws: Contractor agrees to comply with all applicable laws, rules, regulations and policies, including those relating to nondiscrimination, accessibility and civil rights. Contractor agrees to timely file all required reports, make required payroll deductions, and timely pays all taxes and premiums owed, including sales and use taxes and unemployment compensation and workers' compensation premiums. Contractor shall have and keep current at all times during the term of this contract all licenses and permits required by law.

Warranty: Contractor warrants that its services will be provided in a good and workmanlike manner and that parts repaired or replaced by Contractor will be free from defects in workmanship, design and material until the end of this contract or one (1) year, whichever is earlier. Contractor’s sole obligation shall be to repair or replace, at its option, defective parts or to properly redo defective services. These warranties are in lieu of all other warranties, express or implied, including, but not limited to, the implied warranties of merchantability and fitness for a particular purpose.

State audit: All records, regardless of physical form, and the accounting practices and procedures of Contractor relevant to this contract are subject to examination by the North Dakota State Auditor or the Auditor’s designee. Contractor will maintain all such records for at least three years following completion of this contract.

SPECIAL TERMS AND CONDITIONS

1. Approved Bidder Registration. Every person or business entity that desires to bid on contracts for commodities and services must be an approved bidder in order to be placed on the bidders list. Bidders must comply with the bidder registration requirements related to approved bidder registration as set forth in N.D.C.C. ( 54-44.4-09 and this solicitation:

· Bidders Must Be Approved Before Contract Award. Bids will be accepted from bidders who are not currently Approved Bidders for the State of North Dakota; however, the successful bidder will be required to become approved prior to award, in accordance with N.D.C.C. 54-44.4-09. To become an Approved Bidder, you must: 1) register with the North Dakota Secretary of State (fees apply), and 2) submit a completed Approved Bidder Application to the ND State Procurement Office. Registration instructions and forms are available on-line at: www.nd.gov/spo/vendor. Contact the ND State Procurement Office at 701-328-2683 or infospo@nd.gov for assistance. The successful bidder must register and become approved within sixty calendar days or shorter time specified in writing by the purchasing agency from the date of the Notice of Intent to Award. The bid may be rejected if the bidder fails to register within the specified time period.

Placement on the bidders list does not guarantee a bidder will receive notice of every formal solicitation. Bidders must maintain current information by submitting a Notice of Change form to the State Procurement Office (Fax 701-328-1615). Visit the website for forms: www.nd.gov/spo/vendor.

2. Cooperative Purchasing Contract. This contract is a cooperative purchasing contract established pursuant to North Dakota Century Code (NDCC) sections 54-44.4-13. This contract is made available to state entities, institutions under the jurisdiction of the State Board of Higher Education, other government entities (including counties, cities, townships, public primary and secondary educational entities, governmental boards and commissions), nonprofit entities established on behalf of public entities, tribal agencies, transportation providers under N.D.C.C chapter 39-04.2, and the International Peace Garden.

3. Award. Award will be made to the responsible bidder with the lowest priced bid that is responsive to the specifications and all other requirements stated herein. Award will be made as a split award as follows:

· Single award for the Governor Residence, State Capitol and Heritage Center. Multiple awards to more than one bidder per city. Each manufacturer is a sole source and licensed exclusively for servicing their equipment. If the bidder is responsible and the price submitted per category is fair and reasonable awards will be made to more than one manufacturer.

4. Addition of Facilities. Although this bid solicitation identifies specific locations to be serviced, it is hereby agreed and understood that the North Dakota State Procurement Office may add service for any location allowed to join this contract in accordance with NDCC 54-44.4-13 and 15.1-09-34.

The successful bidder(s) shall be asked to provide a price quote for services at additional (new) locations as they become available. These new locations shall be awarded to the lowest responsive, responsible bidder evaluated based on bidder’s total contractual rate and non-contractual rate. Only bidder’s who have been awarded locations listed in “Attachment A” will be allowed to bid on additional new locations under this contract.

5. Contract Period. The contract or contracts issued as a result of this solicitation will be for the period of 24 months from the date of execution of this contract by both parties, with three (3) options to renew for additional twelve (24) months each, upon mutual agreement, as set forth in a written amendment to this contract.

6. Pricing. The total bid price is to include all discounts and deductions, and is to be less federal and state taxes, for which exemption certificates will be furnished upon request. Pricing under this contract shall be as follows:

Firm Fixed with adjustment. Pricing shall be firm for the initial term of the contract. The Contractor must provide evidence of any price changes as a result of any federal, state, or locally imposed regulations or charges. Such price changes will become effective when mutually agreed upon in writing between the contractor and state. The State may reimburse the Contractor for any increased dumping charges at the disposal site, or any costs associated with imposed Federal or State regulations that occur subsequent to the commencement of the contract. The Contractor shall provide written evidence of increased charges to the State Procurement Officer immediately upon notification from the landfill. Within 30 days the State will accept and amend the contract, reject and allow the contract to continue, or cancel the contract. The price changes will become effective as set forth in a written amendment to the contract.

7. Purchasing Cards. The Purchasing Agency or Entity may elect to make payment using a purchasing card. The Contractor will accept a purchasing card without passing the processing fees for the purchase card back to the Purchasing Agency.

8. Estimated Volume. The volume of this contract is estimated at $40,000 per biennium. Estimates are not to be considered as either a minimum or maximum, but rather an estimate based upon past and anticipated usage. The contractor or contractors will be required to furnish actual requirements upon receipt of an order. This contract will not include items of a similar nature, which must be bought for emergency use.

9. Special Security Instructions: Department of Corrections and Rehabilitation (DOCR) which consists of North Dakota State Penitentiary (NDSP), Missouri River Correctional Center (MRCC), and Youth Correctional Center (YCC) have heightened security requirements as follows:

The Contractor shall comply with all applicable DOCR rules, regulations, and policies, including rules and regulations relating to safety, security, and confidentiality. DOCR reserves the right to deny admission in DOCR facilities to the Contractor for violation of any applicable DOCR rule, regulation, or policy. A staff member of DOCR shall review any violations with the Contractor prior to making a determination of denying the admission of the Contractor personnel or terminating the contract.

DOCR may require and complete a criminal history background check, including fingerprints for all Contractor personnel. The Contractor shall submit the names of personnel who will be on the premises not less than ten (10) workdays prior to the personnel coming on premises. No person convicted of a Class A misdemeanor involving violence, weapons, or controlled substances, or anyone convicted of a Felony may enter any DOCR facility property without prior written authorization of the Facility Administrator or Designee. Contractor personnel shall attend required security related training before being allowed to enter the facilities without an escort.

The Contractor shall be aware that DOCR facilities are secure environments. When Contractor personnel arrive at a DOCR facility, they will be subject to search at any time, they must sign in and out as applicable, and they are responsible for ensuring that all tools and test equipment that are allowed in the facility are accounted for at all times. The Contractor shall report to the DOCR area supervisor immediately if any tools are lost, misplaced, or stolen.

Tobacco products will be allowed only in the Contractor’s vehicles, or vehicles belong to Contractor’s personnel, unless the vehicles will be coming into secured areas, at which point all tobacco products must be turned over to the gate security officer. Cell phones, cameras and other wireless electronic devices are not allowed in DOCR facilities without prior written approval from the Facility Administrator or Designee. No alcohol or products containing alcohol are allowed on DOCR property. If the Contractor requires items that contain alcohol or alcohol related products for performance under the contract, the items must be checked in and out through the facility’s area supervisor. The Contractor shall provide copies of Material Safety Data Sheet (MSDS) of chemical(s) or product(s) used or brought into the DOCR facilities. Possession, distribution or delivery of alcohol, tobacco, a controlled substance, firearm, or a dangerous weapon is a criminal offense, and will be prosecuted accordingly.

SCOPE OF WORK

The State Procurement Office (STATE) is requesting bids to provide all labor, materials, equipment and supplies necessary to provide generator service and repair. The following cities listed in Attachment A is not all inclusive, but representative of those State agencies who have expressed interest and may wish to contract for the services in this solicitation document. Other locations may be added in accordance with Special Terms and Conditions item #4 of this IFB.

Contractor must be authorized by manufacturer in order to be considered responsive for this solicitation.

Level II Maintenance- Includes, checking the batteries for proper specific gravity, testing of the coolant (Coolant Analysis- Level 1) for proper concentration levels of antifreeze and conditioner, visual inspection of all vbelts, hoses and radiator core and piping. Contractor must start the generator and transfer the building load to check generator performance and switchgear operation; In addition contractor shall test the engine-related safety system for proper operation and SOS sampling of coolant. Level II maintenance will be performed once a year as required by facilities management.

Level III Maintenance- Includes, engine oil, oil filters and fuel filters. Level III maintenance is designed by manufacture recommendations, SOS Sampling, allowing sampling to extend engine service intervals (typically no longer than three years). Level III maintenance will be performed once a year as required by facilities management. Contractor must use exact product or preapproved equivalent for filter replacements.

Check engine coolant level, verify its temperature rating and take a sample and turn it in for analysis.

Check all belts and hoses, tighten any loose belts, tighten coolant hose clamps (as needed).

Verify operation of all Accessories, to see they are working correctly, these are coolant, and oil heaters, chargers, fuel tank systems, housing heaters, dip the diesel fuel tank with water finding paste, to verify no water buildup in tanks.

Connect Electronic Technician software, and accomplish downloads , and as needed update software of all the ECM’s within the system to the most current for best operation., check all electric connection and tighten as needed .

Clean control panel areas with a vacuum as needed.

Will clean slip rings and brushes if equipped, or check and verify connection on rotating diode assemblies, also check generator circuit breakers and connections.

Check oil, and fuel systems, verify fuel pressure, replace all fuel filters, oil filters and oil when required. Take samples which go to laboratory for testing, for oil, and coolant, fuel available at a separate cost.

Check battery fluid level’s and condition, will top off with distilled water, as needed. Clean all battery terminals, and apply light coat of anticorrosion grease. Verify external battery charger working and that charging alternator is working.

Inspect air intake, exhaust systems, and air filters.

Start and run unit, with ET software monitor and test safety circuits to verify working as advertised, run unit verify proper VAC, and HZ. Wipe down equipment.

Accomplish load test if allowed and accomplish all paperwork to turn into customers for their records, supply direct results of samples taken to customer as soon as they are received.

Battery Replacement- As per the customer’s request, battery replacement will be performed as required by facilities management. Typically once every two years. Batteries used for replacement must be exact replacements or preapproved equivalent.

Fuel Sampling- As per the customer’s request, fuel sampling will be performed. Typically once every two years.

Load Bank Testing- Testing typically performed once every two years. The test consists of 50% name plate for 30 minutes, 75% name plate for 1 hour and 50% name plate for 30 minutes. 2 hours total for load testing.

Coolant Analysis – SOS Fluids Analysis- Coolant Analysis- Level 1 Fluid Analysis required testing info:

Sample Information – Date Taken, Hours on Unit, Hours on Current Fluid, CH Changed

Maintenance Items – Glycol %, Freeze F/C, Boil F/C, pH, Nitrate Inhibitor, Moly Inhibitor, Cond Conductivity, Overall evaluation.

Physical Properties – Color, Appearance, Turb, Odor, Foam, Oil

Solids/Precipitate – Date Taken, Amount, Solids/Precipate, Appearance, Properties, Other

Engine Oil Analysis- SOS Oil Sample Fluid Analysis required testing info:

Sample Information – Date Taken, Hours on Unit, Hours on Current Oil

Elemental Analysis (parts per million) – Cu, Fe, Cr, Ni, Ti, V, Ag, Pb, Sn, Al, Si, Na, K, Mo, B, Ba, Ca, Mg, Mn, P, Sb, Zn, Oil Condition – FTIR Analysis to include Soot, Sulf, Oxid, Nitr

Oil Change History – Date Changed, Changed Oil, Changed Filter, Oil Added, Label Visc, Visc SAE, Visc cSt 110 C

PV-1 – Particle Volume

PQ – Ferrous Debris

Physical – Anti Freeze, Fuel Dilution, Water

Fuel Testing

Fuel Analysis required testing info:

Basic Info - Sample Collection Date, Date Received, Date Released, Component Make, Component Model, Tank Capacity, Quantity in Tank, Test Package, Type of Fuel, Serial Number

Test Info –

Test

Limits

Methods

Result

Distillation – 50%

Report C

ASTM D86-08a

C

Distillation – 90%

282-338 C

ASTM D86-08A

Flash Point

52C

ASTM D93-10

Water by Karl Fischer report by ppm

ASTM D6304-07

Water and Sediment

0.05 maximum (%volume)

ASTM D2709

API Gravity & Hydrometer reports

ASTM D1298-99

Appearance pass/fail

ASTM D4176-97

Cetane Index

40 minimum

ASTM D976-01

Microbial Growth report

Micro/Culture Medium

Copper Strip Corrosion

3 maximum

ASTM D130-04

Sulfur report in ppm

ASTM D5453-09

Bid Response Format Instructions

1. Bid Response.

a. Bidders must use and submit the Microsoft Excel® spreadsheet labeled Attachment A as the Bid Response Form.

b. Bidders must submit the following to be considered responsive:

i. One (1) hard (paper) copy of page 1 of this IFB, completed and signed.

ii. One (1) hard (paper) copy of the completed “Bid Summary Sheet” worksheet (See Attachment A.)

iii. One electronic version of the “Bid Summary Sheet” on USB memory device Purchasing Agency:

ND State Procurement Office

Attn: Chad Keech, State Procurement Officer

600 E. Boulevard Avenue Dept. 012

Bismarck, ND 58505-0310

Phone: (701) 328-3494 Fax: (701) 328-1615

INVITATION FOR BID

State of North Dakota

OMB/Central Services Division

(9-2015)

Bid No: 110.7-17-115 Generator Service & Maintenance Bid Deadline Date: 12/12/2017 @ 3:00 PM CT