COBC-PW-GS-2026 - Generator Maintenance_ Testing and Emergency Repair Services.pdf

City of Bay City

Request for Proposals (RFP) Generator Maintenance, Testing, and Emergency Repair Services

RFP No. COBC-PW-GS-2026 Issued: Wednesday, July 15, 2026

Submission Deadline: Friday, July 31, 2026

Issued By: City of Bay City-Public Works Department Facilities Maintenance Division

RFP: COBC-PW-GS-2026 Page 2 of 16 City of Bay City, Texas

Table of Contents

I. Notice to Proposers

II. Procurement Schedule

III. Introduction

IV. Scope of Services

V. Contract Requirements and General Terms

VI. Proposal Instructions and Requirements

VII. Evaluation and Award

VIII. Required Forms

Appendix A. Generator Inventory and Preventive Maintenance Price Schedule

Appendix B. Load Bank Testing Price Schedule

Appendix C. Service Rates

RFP: COBC-PW-GS-2026 Page 3 of 16 City of Bay City, Texas

I. Notice to Proposers The City of Bay City, Texas, is soliciting sealed proposals from qualified contractors for RFP No. COBC-PW- GS-2026, Generator Maintenance, Testing, and Emergency Repair Services. The services generally include semi-annual preventive maintenance, annual load bank testing, automatic transfer switch testing, and as-needed emergency diagnosis and repair for City-owned generator systems.

RFP documents will be available beginning July 15, 2026, through BidNet Direct at www.bidnetdirect.com, on the City’s website at www.cityofbaycity.org, or by email request to glopez@baycitytx.gov or ayracheta@baycitytx.gov. BidNet Direct will serve as the official solicitation portal for electronic submissions and issuance of addenda.

A non-mandatory pre-proposal meeting will be held July 23, 2026, at 11:00 AM in the Bay City Council Chambers, 1901 5th Street, Bay City, Texas. A Microsoft Teams option will be available upon email request for the pre-proposal meeting. Optional in-person visits to selected generator locations may be conducted following the meeting. Generator site visits will not be available through Microsoft Teams or livestreamed.

Questions must be submitted in writing by July 24, 2026, at 4:00 PM to both email addresses listed above.

Responses that modify or clarify the RFP will be issued by written addendum.

Proposals must be received by July 31, 2026, at 2:00 PM and may be submitted electronically through BidNet Direct at www.bidnetdirect.com or delivered as a sealed proposal package to the Office of the City Secretary, Attn:

Jeanna Thompson, 1901 5th Street, Bay City, Texas 77414. Proposals submitted by email or facsimile will not be accepted.

Physical proposal packages must be clearly marked as follows:

RFP No. COBC-PW-GS-2026

GENERATOR SERVICES

DUE JULY 31, 2026, AT 2:00 PM

Late proposals will not be accepted. Proposals will be opened immediately following the submission deadline in the Bay City Council Chambers. The City reserves the right to reject any or all proposals and to waive minor informalities when permitted by law and determined to be in the City’s best interest.

II. Procurement Schedule The following schedule is provided for planning purposes. The City reserves the right to revise these dates as necessary. Any change to the procurement schedule will be issued through a written addendum.

Milestone Date

Request for Proposals Issued July 15, 2026

Pre-Proposal Meeting (Non-Mandatory) July 23, 2026, at 11:00 AM

Deadline for Questions July 24, 2026, at 4:00 PM

Proposal Submission Deadline July 31, 2026, at 2:00 PM City Council Award (Estimated) August 11, 2026

III. Introduction A. Background The City owns and operates emergency and standby generators at facilities that support public safety, water and wastewater operations, communications, airport operations, and other municipal services. Reliable generator operation is essential during utility outages and emergency events. Scheduled maintenance, functional testing, load bank testing, timely repair, and complete service records are required to maintain operational readiness.

B. Purpose The purpose of this RFP is to establish one or more unit-price service contracts with qualified generator service contractors. The selected contractor or contractors will provide recurring preventive maintenance and testing and will remain available for authorized emergency and non-routine repair work throughout the contract term.

RFP: COBC-PW-GS-2026 Page 4 of 16 City of Bay City, Texas

C. Contract Structure This is a requirements-based, unit-price service contract. The recurring work consists of two preventive maintenance visits and one load bank test per generator during each contract year. Emergency service, troubleshooting, repairs, parts, rentals, and related work will be ordered only as needed and authorized by the City. The City does not guarantee any minimum quantity of emergency or non-routine work.

IV. Scope of Services A. General Requirements The Contractor shall furnish qualified personnel, supervision, tools, diagnostic equipment, load bank equipment, cables, adapters, transportation, reports, and all other items necessary to perform the work, except items expressly identified as City-furnished. Work shall follow manufacturer recommendations, applicable adopted codes and standards, and NFPA 110 where applicable to the facility or generator system.

• Coordinate all visits with the City’s designated representative and comply with facility access and security requirements.

• Use technicians experienced with the generator and automatic transfer switch manufacturers included in the

City inventory.

• Restore each generator, breaker, controller, and transfer switch to normal automatic operating status before leaving the site.

• Immediately notify the City of any unsafe condition, failed test, disabled automatic function, active alarm, fluid leak, or condition that may impair emergency operation.

• Do not perform non-routine repairs without written authorization from the City’s designated representative, except diagnostic work included within an authorized service call or emergency stabilization specifically authorized by the City.

B. Preventive Maintenance Frequency and Scheduling Preventive maintenance shall be performed two times per contract year for each generator. The first preventive maintenance cycle and annual load bank testing shall be completed within fifty (50) calendar days after contract execution. The second preventive maintenance cycle shall begin no earlier than 180 days and no later than 210 days after completion of the first cycle. Each preventive maintenance cycle shall be completed within thirty (30) calendar days after work begins, unless otherwise approved in writing by the City.

The Contractor shall submit a proposed service schedule for City approval before beginning each cycle. Planned shutdowns or transfer tests shall not occur without advance approval from the affected City department.

C. General Preventive Maintenance Inspection At each preventive maintenance visit, the Contractor shall inspect and service the complete generator system, including the engine, alternator, controller, starting system, charging system, cooling system, fuel system, exhaust system, enclosure, generator breaker, and associated automatic transfer switch. At a minimum, the Contractor shall:

• Inspect the enclosure, doors, louvers, hinges, latches, panels, mounting hardware, labels, and general cleanliness.

• Record engine hours, controller status, active and historical alarms, battery voltage, output voltage, frequency, and other available operating data.

• Inspect for fuel, oil, coolant, and exhaust leaks and evidence of overheating, corrosion, loose connections, vibration, or physical damage.

• Inspect belts, hoses, clamps, wiring, terminals, grounding, engine mounts, and accessible electrical connections.

• Test starting batteries, clean and tighten terminals, and test the battery charger, starter, and charging system.

• Verify operation of block heaters, jacket-water heaters, control-panel heaters, and associated thermostatic controls when installed.

• Inspect coolant level and condition, radiator, cap, hoses, fan, and cooling airflow.

• Inspect the exhaust system, flexible connection, muffler, rain cap, insulation, and supports.

• Verify controller settings, exercise settings, clock, alarms, shutdown functions, and automatic mode.

RFP: COBC-PW-GS-2026 Page 5 of 16 City of Bay City, Texas

• Perform an operational run and record voltage, frequency, oil pressure, coolant temperature, and charging performance.

• Identify deficiencies and provide written recommendations describing each deficiency’s effect on generator reliability or operation, the recommended corrective action, and the recommended timeframe for correction.

D. Natural Gas and Other Spark-Ignited Generators In addition to the general requirements, the Contractor shall perform the following for each natural gas or other spark-ignited generator, as applicable:

• Replace engine oil and oil filter at the manufacturer-recommended interval and at least annually unless the manufacturer requires a shorter interval.

• Inspect the air filter and clean or replace it based on condition and manufacturer requirements.

• Inspect spark plugs, ignition wiring, coils, regulator, mixer or carburetion components, and fuel shutoff components; replace spark plugs at the manufacturer-recommended interval or when condition requires.

• Inspect gas piping and flexible connections for visible damage or leakage and verify fuel pressure when required for diagnosis or performance testing.

• Check valve clearance and ignition timing when required by the manufacturer’s maintenance schedule.

• Document all parts and fluids replaced.

E. Diesel Generators In addition to the general requirements, the Contractor shall perform the following for each diesel generator, as applicable:

• Replace engine oil and oil filter at the manufacturer-recommended interval and at least annually unless the manufacturer requires a shorter interval.

• Replace primary and secondary fuel filters and service fuel-water separators at the manufacturer-recommended interval.

• Inspect the air filter and clean or replace it based on condition and manufacturer requirements.

• Inspect the day tank or main fuel tank, fuel level, visible fuel condition, supply and return lines, vents, caps, pumps, and accessible fittings.

• Drain accumulated water from fuel-water separators and report evidence of water, microbial growth, sediment, stale fuel, or other contamination.

• Inspect the starting aid, glow plug, or intake heater system when installed.

• Document all parts and fluids replaced.

F. Automatic Transfer Switch Inspection and Functional Testing The Contractor shall inspect each associated automatic transfer switch during preventive maintenance. Inspection shall include the enclosure, controller, normal and emergency source indications, accessible wiring and terminations, exercise settings, alarms, and visible condition of switching components. A functional transfer test shall be performed at each preventive maintenance visit when authorized by the City and when facility operations permit. The test shall simulate loss of normal power or use the approved test function, verify generator start, transfer to emergency power, stable operation, retransfer to normal power, cooldown, and return to automatic mode. Any interruption to facility power must be coordinated in advance.

G. Annual Load Bank Testing The Contractor shall perform one annual load bank test for each generator. The test shall be performed in accordance with the generator manufacturer’s recommendations, applicable adopted standards, and the following minimum requirements:

• Provide the load bank, cables, adapters, connection equipment, qualified personnel, and all labor required to complete the test.

• Inspect the generator and verify fluid levels, fuel supply, alarms, and operating condition before applying load.

• Apply progressive load steps and operate the generator under load for a minimum total test duration of two (2) hours, unless a different procedure is approved in writing by the City based on manufacturer requirements or equipment limitations.

• Achieve and sustain not less than 75 percent of the generator’s rated kW capacity during the test unless the Contractor documents why that level cannot safely be achieved and obtains City approval.

RFP: COBC-PW-GS-2026 Page 6 of 16 City of Bay City, Texas

• Record load percentage, kW, voltage, amperage, frequency, oil pressure, coolant temperature, battery or charging voltage, ambient conditions, alarms, and any abnormal condition at each load step.

• Allow appropriate cooldown and return the generator and transfer switch to normal automatic service.

• Submit a complete test report with results, pass/fail determination, deficiencies, and recommended corrective actions.

H. Emergency and As-Needed Repair Services The Contractor shall provide emergency response coverage twenty-four (24) hours per day, seven (7) days per week, including weekends and holidays. The response requirements are:

• A qualified representative shall acknowledge the City’s emergency call within thirty (30) minutes.

• A qualified technician shall arrive onsite within two (2) hours after notification under normal travel and operating conditions. The two-hour response requirement means onsite arrival, not merely a returned call or dispatch confirmation.

• During a widespread emergency or disaster that prevents safe or timely access, the Contractor shall provide an immediate status and estimated arrival time, maintain communication with the City, and respond to City facilities in the priority order identified by the City.

• Emergency service documentation shall comply with Section J and shall identify, at a minimum, the notification, acknowledgment, arrival and departure times; diagnosis; work performed; parts used; system status at departure; and required follow-up.

The City may request non-emergency diagnosis, repair, replacement, or other corrective work identified during preventive maintenance, testing, or routine operations. Unless otherwise directed by the City, this work is not subject to the emergency-response times stated above.

Before performing non-emergency repair work, the Contractor shall provide a written estimate identifying anticipated labor, parts, travel, rentals, subcontracted work, and the estimated schedule or parts lead time, when known. The Contractor shall not exceed the authorized amount or materially change the approved scope without additional written authorization from the City.

I. Parts, Materials, Rentals, and Warranty

• Preventive maintenance prices shall include all labor, travel, reporting, disposal, incidental materials, and filters, fluids, and routine consumables required by the scope and applicable manufacturer-recommended maintenance intervals. Replacement items not specifically required by the preventive maintenance scope, including batteries, belts, hoses, and similar corrective items, require separate authorization.

• Replacement parts shall be new original equipment manufacturer parts or City-approved equivalents.

Used, rebuilt, or remanufactured parts require advance written approval.

• Parts and materials shall be invoiced at the Contractor’s actual documented net cost, less applicable discounts or credits, plus the markup stated in the proposal.

• Rental equipment and subcontracted specialty work require advance written authorization and shall be invoiced using the applicable proposed markup.

• The Contractor shall pass through applicable manufacturer warranties and warrant its labor for at least ninety (90) days after completion.

J. Documentation and Reporting Complete reports shall be submitted electronically within five (5) business days after each maintenance, testing, or repair visit. For emergency service calls, an initial service ticket or written summary shall be provided within one

(1) business day identifying the condition found, work performed, current operational status, and any required follow-up. Each final report shall include, as applicable:

• City asset number, facility, address, generator manufacturer, model, serial number, fuel type, rated kW, and associated transfer switch identification.

• Date, technician name, arrival and departure times, engine hours, service type, and work authorization reference.

• Inspection checklist, measured operating data, test results, photographs of material deficiencies, and a list of parts and fluids replaced.

RFP: COBC-PW-GS-2026 Page 7 of 16 City of Bay City, Texas

• Clear description of each deficiency, its effect on generator reliability or operation, recommended corrective action, and recommended timeframe for correction.

• Confirmation that the generator and transfer switch were returned to automatic operating status, or immediate written notice if the system remains impaired.

• Load bank test data and pass/fail determination when applicable.

The Contractor shall maintain an organized service history for each generator and provide the City with an annual summary of services, recurring deficiencies, outstanding recommendations, and repair history. The annual summary may be provided in the Contractor’s standard report format and shall compile services performed, recurring deficiencies, outstanding recommendations, and repair history for each generator.

K. Safety and Site Protection The Contractor is responsible for the safety of its personnel, subcontractors, tools, and work practices. The Contractor shall comply with applicable occupational safety, electrical safety, lockout/tagout, environmental, fire, and facility requirements. Work areas shall be kept orderly, spills shall be contained and reported immediately, and waste fluids, filters, batteries, and other materials shall be removed and lawfully disposed of.

L. Generator Locations and Inventory The City currently identifies eighteen (19) generator assets for this contract. The locations are listed in Appendix A.

Available equipment information, including fuel type, manufacturer, model, rated kW, voltage and phase, serial number, automatic transfer switch information, and address, will be included in Appendix A or issued by written addendum. The inventory and all City-issued addenda are part of the RFP and resulting contract.

V. Contract Requirements and General Terms A. Term and Renewal Options The initial contract term will be one (1) year beginning on the date of execution. The City may renew the contract for up to three (3) additional one-year terms by written agreement, subject to satisfactory performance, continued need, availability of funds, and required City approval. Rates shall remain firm during the initial term. Any requested renewal adjustment must be submitted with supporting documentation at least sixty (60) days before the renewal date and is subject to City approval. The City may decline renewal and resolicit the services.

B. Work Authorization and No Guaranteed Quantity Recurring preventive maintenance and load bank testing will be scheduled by the City. Emergency and non-routine work will be authorized by the City’s designated representative through a service request, work order, purchase order, email authorization, or other written direction accepted by the City. The contract does not guarantee any minimum quantity of emergency work, repairs, parts, or expenditure.

C. Potential Primary and Secondary Awards The City may make a single award or designate primary and secondary contractors when doing so supports continuity of service and emergency response. The City will generally contact the primary contractor first and may use the secondary contractor when the primary contractor is unavailable, cannot meet the required response time, lacks capacity for an assignment, or when the City otherwise determines that use of the secondary contractor is necessary to protect operations. A secondary award does not guarantee work.

D. Contractor Personnel and Subcontractors The Contractor shall use qualified personnel identified in its proposal or personnel with equal or greater qualifications. The City may require removal of personnel for documented safety, conduct, security, performance, or qualification concerns. Subcontractors must be disclosed in the proposal or approved in writing before use. The Contractor remains fully responsible for all subcontracted work.

E. Invoicing and Payment Invoices shall be itemized by facility, City asset number, service date, work authorization, labor classification and hours, travel, parts, markup, rentals, and other approved charges. The applicable service report shall accompany the invoice. The City is exempt from state and local sales and use taxes and will not pay sales tax. Payment is subject to verification and acceptance of the work and will be made in accordance with applicable law and City procedures.

RFP: COBC-PW-GS-2026 Page 8 of 16 City of Bay City, Texas

F. Insurance Requirements Before contract execution and throughout the contract term, the selected Contractor shall maintain insurance issued by carriers authorized to do business in Texas and acceptable to the City. Certificates and required endorsements shall be provided before work begins. Minimum limits are:

Coverage Minimum Limit Commercial General Liability $1,000,000 each occurrence; $2,000,000 general aggregate

Automobile Liability $1,000,000 combined single limit for owned, hired, and non-owned vehicles

Workers’ Compensation Statutory limits

Employers’ Liability $1,000,000 each accident; $1,000,000 disease policy limit;

$1,000,000 disease each employee

Umbrella or Excess Liability $1,000,000 each occurrence and aggregate The City, its elected and appointed officials, officers, employees, and agents shall be named as additional insureds on general liability and automobile liability coverage. Coverage shall be primary and noncontributory, and waivers of subrogation shall be provided in favor of the City where permitted. The Contractor shall provide advance notice of cancellation or material reduction in coverage as required by the policy and applicable law.

G. General Terms

• The City may reject any or all proposals, cancel the RFP, waive minor informalities, request clarification, verify information and references, and accept the proposal determined most advantageous to the City.

• The Contractor shall comply with all applicable federal, state, and local laws, regulations, ordinances, codes, licensing requirements, and City policies.

• The Contractor is an independent contractor and is solely responsible for the direction, compensation, supervision, safety, and conduct of its employees and subcontractors.

• The Contractor shall protect City property and is responsible for damage caused by its operations, negligence, or failure to follow approved procedures.

• The City may terminate the contract for cause or convenience upon written notice as provided in the final contract. The Contractor shall be paid only for accepted work properly performed through the effective termination date.

• The contract is subject to the availability and appropriation of funds. Nothing in the contract creates a debt beyond the current fiscal year.

• The Contractor may not assign the contract without the City’s prior written consent.

• The laws of the State of Texas govern the contract. Venue shall lie in Matagorda County, Texas, to the extent permitted by law.

• The proposal, addenda, negotiated clarifications, pricing schedules, final contract, work authorizations, and applicable City documents will constitute the contract documents. In the event of conflict, the final executed contract and City-issued addenda will control.

VI. Proposal Instructions and Requirements A. Communications and Questions All questions concerning this RFP must be submitted in writing by July 24, 2026, at 4:00 PM to both contacts listed below:

Gabriel Lopez Engineering Technician City of Bay City Public Works 1217 Avenue J Bay City, Texas 77414

(979) 323-1659 glopez@baycitytx.gov

Amanda Yracheta Senior Administrative Assistant City of Bay City Public Works 1217 Avenue J Bay City, Texas 77414

(979) 323-1659 ayracheta@baycitytx.gov

RFP: COBC-PW-GS-2026 Page 9 of 16 City of Bay City, Texas

Only written City-issued addenda modify the RFP. Proposers are responsible for monitoring BidNet Direct and acknowledging all addenda in the Proposal Form. Oral explanations are not binding.

B. Pre-Proposal Meeting The pre-proposal meeting is non-mandatory but strongly encouraged. The City will review the service expectations, generator inventory, pricing form, response requirements, and proposal process and will address questions from attendees. A Microsoft Teams option will be available upon email request for the pre-proposal meeting.

Following the meeting, attendees may participate in optional visits to selected generator locations. Attendees may request to view particular generators, and the City will determine the locations visited based on attendee interest, site availability, operational conditions, and available time. Generator site visits will be conducted in person only and will not be available through Microsoft Teams or livestreamed.

Attendance at the pre-proposal meeting or generator site visits is not required to submit a proposal. Proposers remain responsible for independently reviewing the RFP and requesting clarification of any ambiguity.

C. Submission Requirements Proposals may be submitted by either of the following methods:

Electronic Submission: Submit one complete proposal electronically through BidNet Direct at www.bidnetdirect.com by the deadline stated in Section I. The electronic submission shall include the complete proposal, required forms, and pricing schedules in PDF format.

Physical Submission: Submit one sealed proposal package containing one (1) signed original, three (3) copies, and one (1) USB flash drive containing a complete PDF copy of the proposal to the Office of the City Secretary at the address and by the deadline stated in Section I. The original shall be clearly marked “Original,” and the USB flash drive shall be labeled with the proposer’s name and RFP number. If there is a discrepancy among the physical copies or USB file, the signed original will control.

Only one submission method is required. Proposals submitted by email or facsimile will not be accepted.

Proposers are responsible for ensuring that their complete proposal is received through the selected submission method before the deadline. The exterior of a physical proposal package must contain the exact RFP identification shown in Section I.

Proposals shall remain valid for ninety (90) days after the submission deadline unless the City and proposer agree in writing to an extension.

D. Proposal Content Proposals should be concise and should provide the information listed below. Proposers may use their own format for the narrative portions, but the information should be presented in the order shown to facilitate evaluation. A cover letter and table of contents may be included at the proposer’s discretion. The entire RFP does not need to be returned; only the proposal, required forms, and pricing schedules.

1. Qualifications and Relevant Experience. Describe the firm’s experience providing generator preventive maintenance, load bank testing, automatic transfer switch testing, and emergency repair services. Include comparable municipal, utility, public-safety, airport, or other critical-facility work; experience with equipment comparable to the City’s inventory; and the qualifications, training, and certifications of personnel proposed for this contract.

2. Service Capacity and Emergency Response. Describe the firm’s service area, staffed locations, twenty-four-hour dispatch procedures, technician and vehicle availability, load bank and diagnostic resources, parts support, and ability to meet the thirty-minute acknowledgment and two-hour onsite response requirements.

Address staffing and prioritization during hurricanes, widespread outages, freezes, flooding, or other regional emergencies.

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3. Preventive Maintenance Approach and Documentation. Describe the proposed scheduling, preventive maintenance, automatic transfer switch testing, load bank testing, quality-control, safety, deficiency reporting, and recordkeeping procedures. Include a representative preventive maintenance report and load bank test report; samples may be redacted.

4. References. Provide at least three references for comparable generator service contracts performed within the last five years. Include the entity, contact information, contract dates, approximate number and type of generators, and services provided.

5. Cost Proposal. Complete Appendices A through C. Disclose all minimum charges, travel or vehicle charges, markups, assumptions, exclusions, and limitations that may affect the City’s cost.

6. Subcontractors, Exceptions, and Required Forms. Identify proposed subcontractors and the work each will perform; identify any exception or requested modification to the RFP; and complete and sign the forms in Section VIII.

E. Public Information and Confidential Material Proposals and related records may be subject to the Texas Public Information Act. A proposer claiming that specific information is confidential shall clearly identify the information and the legal basis for the claim. The City does not agree that information is confidential merely because it is marked as such and will handle requests in accordance with applicable law.

F. Proposal Costs The City is not responsible for costs incurred in preparing or submitting a proposal, attending the pre-proposal meeting, participating in interviews, or otherwise participating in the procurement process.

VII. Evaluation and Award Proposals will be evaluated using the following criteria:

Evaluation Criteria Weight (%) Qualifications and Relevant Experience 30% Service Capacity and Emergency Response 25% Preventive Maintenance Approach and Documentation 20% Cost Proposal 25% Total 100%

An evaluation committee will evaluate the proposals using the criteria and weights above. The City may verify references and proposal information, request written clarification, and conduct interviews when determined useful to complete the evaluation. Any award is contingent upon approval by the appropriate City authority and execution of a contract acceptable to the City.

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VIII. Required Forms Complete and return this section and Appendices A through C with the proposal.

A. Proposer Information

Legal Company Name

Assumed Name, if any

Street Address

Mailing Address

City, State, ZIP

Years in Business

Primary Proposal Contact / Title

Email Address / Phone Number

24/7 Emergency Dispatch Number

Nearest Staffed Service Location

B. References Provide at least three references for comparable generator service contracts performed within the last five years.

Entity Contact / Email / Phone Contract Dates Generators / Facilities Services Provided

C. Subcontractors and Exceptions Identify each proposed subcontractor and the work it will perform. Enter “None” if no subcontractors are proposed.

Subcontractor Work to Be Performed Approximate Percentage of Work

Identify each exception or requested modification to the RFP, scope, response requirements, insurance, pricing terms, or contract requirements. Reference the applicable section. Enter “None” if no exceptions are requested.

RFP Section Exception or Requested Modification Reason / Proposed Alternative

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D. Addenda Acknowledgment and Proposer Certification Addendum No(s).: ________________________________ The undersigned certifies that the proposer has reviewed this RFP and all acknowledged addenda; that the proposal is accurate and submitted without collusion; that the signer is authorized to bind the proposer; that all material exceptions, subcontractors, and pricing have been disclosed; and that the proposal will remain valid for ninety (90) days after the submission deadline. The proposer understands that submission does not create a contract and that any award is effective only after required approval and execution of a written agreement.

Company Name

Authorized Signature

Printed Name

Title

Date

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Appendix A. Generator Inventory and Preventive Maintenance Price Schedule The City has identified the generator locations below. Available equipment information will be provided in this appendix or by written addendum. Proposers shall enter a preventive maintenance unit price and annual total for each listed generator. Preventive maintenance prices shall include two visits per contract year and all labor, travel, standard filters, engine oil, routine consumables, disposal, reporting, and incidental materials required by the scope.

Asset No. Site / Facility Lat. Long. Generator Description PM Qty. Unit PM Unit Price ($) Annual PM Total ($)

1 Airport (Fuel Farm) 28.9805 95.9673 Generac; Model SG60; Gen. Model SG0060KG036.8V18HPYYA;

60 kW; propane; 277/480 V, 3-phase; S/N 3005525512

2 Each

2 Airport (Main Building) 28.9805 95.9673 Generac; Model SG130; Gen. Model SG0130AG269.OL18HPYYF;

130 kW; liquid propane; 120/240 V, 1-phase; S/N 3005504853

2 Each

3 City Hall 28.9813 95.9669 Caterpillar; Model DG200GC; Full Model BG0200GG20142S18KPLYE; 200 kW; natural gas; 120/208 V, 3-phase; S/N CATDG200CKJ700117

2 Each

4 Civic Center 28.9835 95.9877 Caterpillar; Model DG300GC; Gen. Model BG0300GG20142S18KPLYE; 300 kW; natural gas; 120/208 V, 3-phase; S/N CATDG300JKJ200129

2 Each

5 Cottonwood Lift Station 28.9682 95.9662 Generac; Model SG175; Full Model SG0175KG20142S18HPLYE;

175 kW; natural gas; 277/480 V, 3-phase; S/N 3000066662

2 Each

6 Communications Tower (WWTP) 28.9579 95.9576 Generac; Model RG06024ANAX; 60 kW; natural gas; 120/240 V, 1-phase; S/N 9879833 2 Each

7 Fire Department 28.9817 95.9666 Generac; Model SG0060; Gen. Model SG0060GG036.8N18HPLYA;

60 kW; natural gas; 208 V, 3-phase; S/N 30042311860

2 Each

8 Grace Water Well #10 28.9924 95.9777 Generac; Model SG0230KG20129N18HPYYE; 230 kW; natural gas;

277/480 V, 3-phase; S/N 9951091

2 Each

9 Katy Water Well #8 28.9819 95.9509 Cummins; Model C250N6; Engine Model GTA855EICS; 250 kW;

natural gas; 480 V, 3-phase; PSN 009127459; ESN 99800654

2 Each

10 Mockingbird Water Well #7 28.95639 95.9712 Onan; Model DQAE4964856; 275 kW; diesel; 277/480 V, 3-phase;

S/N I010286077 2 Each

11 Municipal Service Building 28.9918 95.9650

Caterpillar; Model DG200 GC; Gen. Model BG0200JG20142S18KPLYE; 200 kW; natural gas; 120/240 V, 3-phase; S/N CATD200EKJ700116

2 Each

12 Police Department 28.9815 95.9668 Generac; Model QT13068; 130 kW; natural gas; 110/208 V, 1-phase;

S/N 5032402

2 Each

13 Tenaris Lift Station 29.0027 95.9075 Caterpillar; Model 350; 350 kW; diesel; 277/480 V, 3-phase; S/N

CAT00C15JNAP00969

2 Each

14 Wastewater Treatment Plant (Office) 28.9573 95.9588 Generac; Model QT06024ANAX; 60 kW; natural gas; 120/240 V, 1-phase; S/N 8532648 2 Each

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Asset No. Site / Facility Lat. Long. Generator Description PM Qty. Unit PM Unit Price ($) Annual PM Total ($)

15 6th & Avenue I Water Well #9 28.9824 95.9662

Generac; Generator No. 15272170100; Type Code SGQ300KG13133N23HPYYE; 300 kW; natural gas; 277/480 V, 3-phase; S/N 8110449

2 Each

16 11th St. & Avenue I Lift Station 28.9870 95.9667 Generac; Model SG050; Full Model SG0050JG264.5S18SPYYA; 48 kW; natural gas; 120/240 V, 3-phase; S/N 3005508407 2 Each

17 Avenue B Wells 5 & 6 28.9798 95.9751 Generac; Model SG300; Full Model SG0300KG20142S18PPYYE;

300 kW; natural gas; 277/480 V, 3-phase; S/N 3005537444

2 Each

18 Portable Generator #1 (Unit 953) 28.9573 95.9588 Generac; Model MDG100DF4; Manufacturing Code MDG100DF4-

STD; diesel; 240 V, 1-phase / 208–480 V, 3-phase; S/N 3005537488 2 Each

19 Portable Generator #2 (Unit 954) 28.9573 95.9588 Generac; Model MDG100DF4; Manufacturing Code MDG100DF4-

STD; diesel; 240 V, 1-phase / 208–480 V, 3-phase; S/N 3005537489 2 Each

Annual PM Subtotal:

RFP: COBC-PW-GS-2026 Page 15 of 16 City of Bay City, Texas

Appendix B. Annual Load Bank Testing Price Schedule Unit prices shall include mobilization, load bank equipment, cables, adapters, labor, setup, testing, data collection, cooldown, restoration to automatic service, and the required report. The City will provide the fuel already contained in the generator system; the Contractor shall notify the City before testing if available fuel is insufficient or unsuitable.

Asset No. Site / Facility Lat. Long. Generator Description PM

Qty. Unit Load Bank Unit Price ($)

Annual LB Total

1 Airport (Fuel Farm) 28.9805 95.9673 Generac; Model SG60; Gen. Model SG0060KG036.8V18HPYYA; 60 kW; propane; 277/480 V, 3-phase; S/N 3005525512 2 Each

2 Airport (Main Building) 28.9805 95.9673 Generac; Model SG130; Gen. Model SG0130AG269.OL18HPYYF; 130 kW; liquid propane; 120/240

V, 1-phase; S/N 3005504853 2 Each

3 City Hall 28.9813 95.9669 Caterpillar; Model DG200GC; Full Model BG0200GG20142S18KPLYE; 200 kW; natural gas;

120/208 V, 3-phase; S/N CATDG200CKJ700117 2 Each

4 Civic Center 28.9835 95.9877 Caterpillar; Model DG300GC; Gen. Model BG0300GG20142S18KPLYE; 300 kW; natural gas;

120/208 V, 3-phase; S/N CATDG300JKJ200129 2 Each

5 Cottonwood LS 28.9682 95.9662 Generac; Model SG175; Full Model SG0175KG20142S18HPLYE; 175 kW; natural gas; 277/480 V, 3-phase; S/N 3000066662 2 Each

6 Communications Tower (WWTP) 28.9579 95.9576 Generac; Model RG06024ANAX; 60 kW; natural gas; 120/240 V, 1-phase; S/N 9879833 2 Each

7 Fire Department 28.9817 95.9666 Generac; Model SG0060; Gen. Model SG0060GG036.8N18HPLYA; 60 kW; natural gas; 208 V, 3-phase; S/N 30042311860 2 Each

8 Grace Water Well #10 28.9924 95.9777 Generac; Model SG0230KG20129N18HPYYE; 230 kW; natural gas; 277/480 V, 3-phase; S/N 9951091 2 Each

9 Katy Water Well #8 28.9819 95.9509 Cummins; Model C250N6; Engine Model GTA855EICS; 250 kW; natural gas; 480 V, 3-phase; PSN 009127459; ESN 99800654 2 Each

10 Mockingbird Water Well #7

28.9563 9 95.9712 Onan; Model DQAE4964856; 275 kW; diesel; 277/480 V, 3-phase; S/N I010286077 2 Each

11 Municipal Service Building 28.9918 95.9650 Caterpillar; Model DG200 GC; Gen. Model BG0200JG20142S18KPLYE; 200 kW; natural gas;

120/240 V, 3-phase; S/N CATD200EKJ700116 2 Each

12 Police Department 28.9815 95.9668 Generac; Model QT13068; 130 kW; natural gas; 110/208 V, 1-phase; S/N 5032402 2 Each

13 Tenaris Lift Station 29.0027 95.9075 Caterpillar; Model 350; 350 kW; diesel; 277/480 V, 3-phase; S/N CAT00C15JNAP00969 2 Each

14 Wastewater Treatment Plant 28.9573 95.9588 Generac; Model QT06024ANAX; 60 kW; natural gas; 120/240 V, 1-phase; S/N 8532648 2 Each

15 6th & Avenue I Water Well #9 28.9824 95.9662 Generac; Generator No. 15272170100; Type Code SGQ300KG13133N23HPYYE; 300 kW; natural gas; 277/480 V, 3-phase; S/N 8110449 2 Each

16 11th St. & Avenue I Lift Station 28.9870 95.9667 Generac; Model SG050; Full Model SG0050JG264.5S18SPYYA; 48 kW; natural gas; 120/240 V, 3-phase; S/N 3005508407 2 Each

17 Avenue B Wells 5 & 6 28.9798 95.9751 Generac; Model SG300; Full Model SG0300KG20142S18PPYYE; 300 kW; natural gas; 277/480 V, 3-phase; S/N 3005537444 2 Each

18 Portable Generator #1 28.9573 95.9588 Generac; Model MDG100DF4; Manufacturing Code MDG100DF4-STD; diesel; 240 V, 1-phase / 208– 480 V, 3-phase; S/N 3005537488 2 Each

19 Portable Generator #2 28.9573 95.9588 Generac; Model MDG100DF4; Manufacturing Code MDG100DF4-STD; diesel; 240 V, 1-phase / 208– 480 V, 3-phase; S/N 3005537489 2 Each

Annual PM Subtotal:

RFP: COBC-PW-GS-2026 Page 16 of 16 City of Bay City, Texas

Appendix C. Service Rate Schedule Complete each line below. Enter a proposed rate, “Included,” or “Not Offered,” as applicable; do not leave an entry blank. Rates for the required twenty-four-hour emergency service must be provided. Identify all minimum charges, unit assumptions, and limitations in the final column. Regular hours are the proposer’s stated normal business hours.

Description Unit Proposed Rate / Markup Minimum Charge, Included Charges, or Explanation

Regular-Hours Generator Technician Labor Hour

After-Hours / Weekend / Holiday Technician Labor Hour

Additional Technician Labor Hour

Travel Time Hour

Mileage or Service Vehicle Charge Mile / Each

Minimum Service Call Charge Each

Remote Diagnostic Support Hour

Parts and Materials Markup on Documented Net Cost Percent

Subcontracted Specialty Work Markup Percent

Rental Equipment Markup Percent

Freight, Expedited Shipping, or Fuel Surcharge Actual / Markup / Each