CTR013136-A2_ITB013136_Contract_A2_V1.pdf

STATE OF OHIO

DEPARTMENT OF ADMINISTRATIVE SERVICES

GENERAL SERVICES DIVISION

OFFICE OF PROCUREMENT SERVICES

4200 SURFACE ROAD, COLUMBUS, OH 43228-1395

MANDATORY USE CONTRACT FOR: EMERGENCY GENERATOR TESTING, PREVENTIVE MAINTENANCE, AND

REPAIR SERVICES FOR DAS BUILDINGS

CONTRACT No.: ITB013136

CONTRACT ID: 13136

EFFECTIVE DATES: 12/8/2023 to 9/30/2025

SUPPLIER: OHIO CAT POWER SYSTEMS

The Department of Administrative Services has accepted bids submitted in response to Invitation to Bid No.

SRC0000012882. The evaluation of the bid response(s) has been completed. The bidder(s) listed herein have been determined to be the lowest responsive and responsible bidder(s) and have been awarded a contract for the items(s) listed. The respective bid response, including the Instructions to Bidders and Standard Terms and Conditions, special contract terms & conditions, any bid addenda, specifications, pricing schedules and any attachments incorporated by reference and accepted by DAS become a part of this Requirements Contract.

This Requirements Contract is effective beginning and ending on the dates noted above unless, prior to the expiration date, the Contract is renewed, terminated or cancelled in accordance with the Contract Terms and Conditions.

CONTRACT RENEWAL. This Contract may be renewed after the ending date of the Contract solely at the discretion of the Contracting Agency for a period of one month. Any further renewals will be by mutual agreement between the Contractor and the Contracting Agency for any number of times and for any period of time. The cumulative time of all mutual renewals may not exceed 09/30/27 unless the Contracting Agency determines that additional renewal is necessary.

This Requirements Contract is available to Ohio Dept. of Administrative Services, as applicable.

Agencies are eligible to make purchases of the listed supplies and/or services in any amount and at any time as determined by the agency. The State makes no representation or guarantee that agencies will purchase the volume of supplies and/or services as advertised in the Invitation to Bid.

This Requirements Contract and any Amendments thereto are available from the OhioBuys public portal at the following address:

https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

Signed:

Kathleen C. Madden, Director Date https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

1 - SPECIFICATIONS AND REQUIREMENTS

1.1 SCOPE:

1.1.1 General Overview:

The Ohio Department of Administrative Services (DAS) is soliciting Bids for Emergency Power Generator Inspection, Testing, Preventive Maintenance (PM), and Repair Services. If a suitable Bid is made in response to this Invitation to Bid (ITB), the State of Ohio (State) may enter into a Contract to have the selected Bidder (“Contractor”) perform the work as described in the Specification and Requirements, and the Contract terms and conditions. This ITB includes details on what is required for the Bid submission and what will be required of the Contractor in performing the Contract work. There will be two awards, a Northern and Central Region.

1.1.2 Scope of Work:

The Scope of Work for this Contract includes the inspection, testing, preventive maintenance and repair services for emergency power generators, and associated systems that are owned by DAS, which include the locations listed in Table A. Generators at these locations are covered equipment. These services must be in accordance with the applicable generator manufacturer's recommendations and as specified herein. If requested by DAS, rental generators, including installation will also be provided by the Contractor.

1.2 SPECIFICATIONS:

1.2.1 Classification:

Generators that require service are of various brands and types. Specific, known information about each unit, such as model and engine type, is provided in Attachment One. The generators which are listed in Attachment One are Covered Equipment. Bidders should confirm the equipment during the site visits, as actual equipment on site (even if different than that listed in Attachment One) is covered equipment.

1.2.2 Contractor Requirements:

The Contractor must meet the following requirements in order to be eligible to perform the Contract.

1.2.2.1 OEM generators require the services of technicians with some formal factory training beyond what is required to be a licensed technician. The Contractor must employ and assign to this Contract at least one member of the Contractor's work team that is a generator technician certified for an OEM generator manufacturer and/or Electric Generating Association (EGSA). The Contractor must make every effort to ensure that technician site assignments remain constant during the life of the Contract.

The Contractor will be responsible to inform DAS of any changes/updates to technician certifications and provide required documentation.

1.2.2.2 The Contractor must have a minimum of three (3) years of experience in providing services for previous projects of similar size, scope and nature of work listed in this ITB. Experience should include working in high rise buildings, small office buildings, etc.

1.2.2.3 Work Plan: After award the Contractor shall submit to the agency a work plan. The work plan shall be sufficient to execute the work successfully, safely, economically responsible, and within the specifications and requirements herein. The contract should adhere to its submitted work plan, including schedule, for this project, unless mutually agreed upon by the contractor and the agency.

1.2.3 General Requirements:

Inspection, testing, maintenance, and repair service of the generators must be in accordance with the generator manufacturer's recommendations and/or performed according to the service frequency of each facility as listed in section 1.2.15. Elapsed time between scheduled service visits at each facility or remote site must be within a two (2) week period of the scheduled service date. Deviation from this schedule may be cause for cancellation of this contract.

Until completion and acceptance of the work, the Contractor must not change or remove a technician except with the consent of the facility contact person or designee.

No work under this contract shall be done by subcontractors.

1.2.4 Contact Persons:

Unless stated otherwise, the contact person for each DAS location will be the respective Facility Manager or Chief Building Engineer.

During the term of this contract, each party must notify the other parties of changes in contact person(s).

1.2.5 Charges for Scheduled Service:

Charges for scheduled services at all locations will be according to the Ohio Buys Price Catalog at the item pricing for scheduled services, e.g., normal bi-annual and annual preventive maintenance and load bank testing scheduled for October and April. The pricing offered must include all labor, travel, parts (except batteries), materials, fluids, supplies, and associated expenses that are normally required/replaced during the scheduled preventive maintenance or load bank testing service trip.

Batteries, including freight and disposal, will be reimbursed at the Contractor’s supplier invoice cost (no markup).

The Contractor must include the invoice for any batteries billed to the Agency.

1.2.6 Contractor Performance:

The Contractor must perform the inspections, testing (non-load and full load), and preventive maintenance service of the generators and associated systems at each facility based on the service frequency included in the Specifications and Requirements, herein.

The Contractor must notify the facility contact person not less than two (2) days prior to each inspection of that location and two hours in advance of arrival for emergency calls.

Any inspections required to comply with State and/or Federal regulations in effect during the contract period must be included in the Bid price (Annual Facilities Cost). This would include any new regulations enacted during the Contract period.

The Contractor must maintain a complete set of records of the inspections, including, but not limited to, inspection dates, equipment checked, pieces of equipment replaced, technicians involved, system operation and performance status and recommendations for improvement, etc. One copy of the records will be provided to the facility contact person. Records provided must include a completed copy of the Emergency Generator Checklist, which a blank copy may be provided by each facility.

Following completion of each inspection or repair, the Contractor's team must review with the facility contact, the details of the work just completed and the condition of the system, plus any recommendations for necessary repairs or improvements to the system. Quotations for recommended repairs must be sent to the facility contact person within ten (10) days from the facility’s request. Within two (2) weeks following an inspection, the Contractor must file a written inspection report with the facility contact person.

The Contractor must provide consultation services, by telephone (at no additional cost), to the facility to assist them in trouble-shooting problems with their emergency generator systems.

The Contractor’s written service report left with the facility contact person must include the arrival and departure times of the technician(s). If the Contractor fails to include the appropriate arrival and departure times on the service report, this may cause a delay in payment of invoices for the service and/or inspection.

1.2.7 Hours of Service:

Unless noted otherwise herein or authorized by the Facility Manager in advance, scheduled service must be performed between 7:30 a.m. until 4:00 p.m., Monday through Friday, except State Holidays. The State Holiday Schedule is shown in Attachment Two.

Emergency service will consist of having the Contractor's technician(s) arrive at the applicable generator location within four hours after notification by the facility, or the applicable contact person. The facility may contact the Contractor via pager, office or cell phone, fax and answering machine, as acceptable communication medium.

Any situation that results in a non-operational power generator will be considered an "Emergency".

Emergency service will be charged as an additional cost item at the rate provided in the Bid Price Pages, under the heading of “Cost for Parts, Materials, and Optional Services”. The emergency service hourly rate must only be charged for time on-site and does not include travel.

Overtime will be paid at no more than one and one-half (1 ½) times the straight time rate provided in the Bid Price Pages under the heading of “Cost for Parts, Materials, and Optional Services”. Overtime will be any hours over eight (8) hours in a workday, forty (40) hours in a work week and/or weekends and State holidays per technician.

The Contractor must be capable of responding at any time of the day or night upon notification when a shut-down or emergency has occurred. The Contractor must have adequate personnel available to provide emergency services twenty-four (24) hours per day, three hundred sixty-five (365) days per year. The Contractor will respond to all requests for emergency service in four (4) hours or less.

Invoices for emergency services must be forwarded to the facility contact and must contain a complete list of materials and supplies required, labor, and a written report covering the details of the emergency. Any additional emergency work will be performed upon request by the facility contact. Repairs must be approved by the appropriate facility contact.

1.2.8 Parts Discount:

Replacement parts must be invoiced at the discounted rate from list price quoted in the catalog. The State reserves the right to request additional documentation from the Contractor to support the pricing for replacement parts. In the event the DAS desires to purchase additional repair/replacement parts, the Contractor must provide the parts at the contracted discounted price. Any expenditure for labor and parts will require prior approval from the facility’s contact person.

1.2.9 Technical Consultation:

During the term of the contract, the Contractor must provide, without additional charges, technical consultation services upon request of the facility contact. A technician very familiar with the facility and equipment must provide this consultation.

The type of consultation must be provided by the facility contact, and may include, but not limited to, problem solving, recommendations, specification development and preparing written reports.

1.2.10 Telephone Diagnostics:

If an “emergency repair" is requested by a facility, the Contractor should first contact the facility personnel and determine if the problem can be corrected before dispatching a technician to the facility.

1.2.11 Workmanship – Responsibility:

1.2.11.1 The Contractor must be responsible for maintaining high quality service, quality of work and obtaining all necessary permits, at the Contractor’s expense.

1.2.11.2 The Contractor must be responsible for the acts or negligence of employees when performing work under this Contract. The Contractor's employees must observe the rules and regulations of the facility when engaged in work under this Contract on the facility's premises and adjacent private or public properties.

1.2.11.3 Upon completion of an inspection, the Contractor's team must leave the systems in satisfactory working condition; or, if not in operation, the team must inform the facility contact, explain why it is inoperative, and what must be done to put it into satisfactory working condition.

1.2.11.4 The Contractor must guarantee their workmanship and material for a period of one (1) year from the date of acceptance by the facility and must promptly remedy, at the Contractor’s expense, all defects which become evident during the guarantee period, and pay all expenses for any damage to other systems or structures resulting from work on the generators and associated systems.

1.2.11.5 The Contractor must be responsible for having a current Material Safety Data Sheet (MSDS) for any chemical the Contractor brings onto facility grounds for the purpose of this Contract (for reference:

OSHA Standard CFR 1910.1200). A copy of this MSDS must be given to the facility contact prior to using the chemical.

1.2.11.6 If preventive maintenance is not performed on schedule and is the cause of further damage, the Contractor will be responsible for all costs of the resulting damage and repair of any equipment or facilities.

1.2.11.7 Removal and proper disposal of all materials, including, but not limited to, oil, coolant, fluids and parts, will be the responsibility of the Contractor. Disposal of materials must be in accordance with all federal, state and local laws.

1.2.12 Providing Rental Generators:

1.2.12.1 The Contractor must provide rental generators within twenty-four (24) hours after having received the request from the facility manager. The Contractor's rental rates must be those currently in effect at the time of the rental. If the Contractor does not have the type and size of generator required in stock, the Contractor will secure the generator from a third party.

1.2.12.2 Third Party: If Contractor does not have the appropriate type and size generator available for rental, Contractor will provide the rental generator from a third party. Cost to the State will be based on the third-party rental cost plus the Rental Generator Percentage Markup over Cost rate provided in their bid. The third-party invoice must be submitted as documentation. The requested rental generator markup % must be submitted in the Ohio Buys Bid response, under the heading of “Cost for Parts, Materials, and Optional Services”.

1.2.12.3 The Contractor must deliver and install the rental generator and all required equipment at the facility.

Operational instructions must be given to the facility contact, and/or designee. Rental generators must be of equal size and output range for each unit replaced.

1.2.13 General Requirements/Preventive Maintenance and Inspection Services:

Each facility and awarded Contractor will mutually agree on the frequency of service. At the discretion of the facility, maintenance must include but will not be limited to the following:

1.2.13.1 Annual and Semi-Annual Engine Pm (October and April)

1.2.13.1.1 Check radiator core for obstructions.

1.2.13.1.2 Check anti-freeze protection.

1.2.13.1.3 Check coolant level.

1.2.13.1.4 Check coolant inhibitors.

1.2.13.1.5 Check condition of radiator cap and seal.

1.2.13.1.6 Check for coolant leaks (including water pump).

1.2.13.1.7 Check oil level.

1.2.13.1.8 Check belt condition and tension.

https://www.osha.gov/pls/oshaweb/owadisp.show_document?p_table=standards&p_id=10099

1.2.13.1.9 Check flexible water connections and hoses.

1.2.13.1.10 Check tightness of hose clamps/connections.

1.2.13.1.11 Check fuel in main tank.

1.2.13.1.12 Check Day tank fuel pumps and alarms.

1.2.13.1.13 Check for leaks in entire fuel delivery system.

1.2.13.1.14 Check battery cable connections.

1.2.13.1.15 Load test batteries.

1.2.13.1.16 Specific gravity test each battery cell (lead acid type).

1.2.13.1.17 Check flexible exhaust coupling.

1.2.13.1.18 Check air cleaner elements.

1.2.13.1.19 Check air cleaner seal.

1.2.13.1.20 Check air cleaner indicator.

1.2.13.1.21 Check turbo charger (if applicable).

1.2.13.1.22 Check for loose electrical terminals.

1.2.13.1.23 Check for loose relays.

1.2.13.1.24 Check jacket water heaters and thermostats.

1.2.13.1.25 Check oil level in governor. Generators Only

1.2.13.1.26 Lubricate governor linkages. Generators Only

1.2.13.1.27 Check air gap on generator. Generators Only

1.2.13.1.28 Check insulation on generator leads. Generators Only

1.2.13.1.29 Check brushes and slip rings. Generators Only

1.2.13.1.30 Check for dirt and build up in generator. Generators Only

1.2.13.1.21 Check for oil leaks.

1.2.13.1.22 Drain sediment from day tanks.

1.2.13.1.23 Lubricate rear generator bearing as required. Generators Only

1.2.13.1.24 Check and clean crankcase vent/breather.

1.2.13.1.25 Lubricate fan pulleys.

1.2.13.1.26 Check and clean primary fuel filter.

1.2.13.1.27 Replace filter elements in water separator/filter unit.

1.2.13.1.28 Conduct walk-around inspection of complete unit.

1.2.13.1.29 Check unit on-line capability: start engine and bring up to operating temperature.

1.2.13.1.30 Check battery voltage dip after starting engine.

1.2.13.1.31 Check cranking termination.

1.2.13.1.32 Check operation of governor while running. Generators Only

1.2.13.1.33 Check and record engine control gauges.

1.2.13.1.34 Check for abnormal noise or vibration.

1.2.13.1.35 Check for abnormal exhaust characteristics.

1.2.13.1.36 Check rain protection for exhaust system.

1.2.13.1.37 Check remote fuel pumps and solenoid valves.

1.2.13.1.38 Check inlet and outlet louvers and dampers.

1.2.13.1.39 Check for crankcase oil blow by.

1.2.13.1.40 Check output voltage, frequency and control gauges. Generators Only

1.2.13.1.41 Re-check oil level with engine running.

1.2.13.1.42 Re-check for oil leaks while running.

1.2.13.1.43 Re-check for coolant leaks while running.

1.2.13.1.44 Check all safeties and pre-alarms on control panels.

1.2.13.1.45 Verify all switches and selectors are in proper position.

1.2.13.1.46 Inspect alternator bearings, lubricate if required.

1.2.13.1.47 Lubricate engine fittings.

1.2.13.1.48 Check voltage on all three phases (phase to phase).

1.2.13.1.49 Check voltage to neutral on all 3 phases.

1.2.13.1.50 Adjust voltage output as required, test synchronization system (Vern Riffe only).

1.2.13.1.51 Measure frequency output and adjust as needed.

1.2.13.1.52 Adjust panel meter readings to calibrated meter.

1.2.13.1.53 Inspect generator, rotor, stator, and exciter.

1.2.13.1.54 Inspect generator output cables and circuit breaker.

1.2.13.1.55 The results of the preventive maintenance procedures and tests are maintained onsite.

1.2.13.1.56 Discuss/report all findings and conditions in final report.

1.2.13.2 Annual Only Engine PM (October)

Change oil, fuel, air, and water (if present) filters

1.2.13.3 *Two-Hour Load Bank Testing will be performed during the April Semi Annual Service period along with the following additional items) on all of the listed units.

1.2.13.3.1 Load bank test parameters shall be: (30%/30 min.: 50%/30 min.: 80%/60 min.).

1.2.13.3.2 Perform unit operation and performance inspection.

1.2.13.3.3 Check and record voltages, oil pressure, amperages, temperatures, and engine hours.

1.2.13.4 Conduct an engine oil analysis (Annually-October)

1.2.13.4.1 Wear Metal Analysis (Copper, Iron, Chromium, Lead, Tin, Aluminum, Molybdenum, Silicon, and Sodium)

1.2.13.4.2 Oil Contamination Analysis (Fuel Dilution Detection, Water Detection, Glycol Detection)

1.2.13.4.3 Oil Condition Analysis (FT-IR: Soot, Sulfur Compounds, Oxidation, Nitration)

1.2.13.4.4 Oil Cleanliness Analysis (ISO Code, Particle Count)

1.2.13.5 Add commercial grade fuel stabilizer to fuel tank to treat stored fuel volume. All stored fuel associated with each generator unit, including storage vessels tanks, will have a commercial grade fuel stabilizer

*Denotes update to service schedule with amendment 2.

installed during the October quarterly preventive maintenance service period (an acceptable fuel treatment is PRI (Power Research Inc.), or equivalent).

1.2.13.6 Conduct a fuel analysis as per approved ASTM standards for UST Only (Riffe and Lausche) annually in October

1.2.13.6.1 BTU ASTM 4294

1.2.13.6.2 Flash Point 093

1.2.13.6.3 Moisture 06304

1.2.13.6.4 Cetane Index ASTM 4737

1.2.13.6.5 Accelerated Stability ASTM 4737

1.2.13.6.6 Cloud Point ASTM D2500

1.2.13.6.7 Bottom Sediment and Water ASTM D2709

1.2.13.6.8 Particle Count ISO 4406

1.2.13.6.9 Yeast and Fungi E1259

1.2.13.6.10 Aerobic & Anaerobic Bacteria ASHA907

1.2.13.6.11 Sulfur ASTM 04294/05433/07039 (by lab certification)

1.2.13.6.12 Copper Corrosion ASTM 0130

1.2.13.6.13 Data Analysis (Evaluation and Recommendation)

1.2.15.6.14 Turn in the Semi-Annual report to the Facility Manager and Chief Engineer

1.2.13.7 Three Year Replacements:

1.2.13.7.1 All units will have a three (3) year belt replacement.

1.2.13.7.2 Coolant flush and coolant replaced every three (3) years.

1.2.13.7.3 All batteries are to be replaced every three (3) years (generator and diesel fire pump engines). Costs for batteries will be passed through to the State. See 1.2.5.

1.2.13.7.4 Coolant hoses are to be silicon rubber type upon change out and replaced every three

(3) years.

1.2.13.7.5 Inspect, clean, and regrease (if applicable) alternator bearings.

1.2.13.8 Automatic run times during the week are to be set or programmed to run each Tuesday morning, at 7:30am and run for a period of 10 minutes on all generators. RUN TIME IS WITH NO LOAD TRANSFER. When a generator unit does not have the capability of being set or programmed to run on an automatic cycle, a proposal is to be given to the Facility Manager for installation of the necessary equipment to facilitate automated run cycle.

1.2.14 PREVENTIVE MAINTENANCE SCHEDULE HOURS

It is the vendor's responsibility to contact the Facility Manager or his delegated representative to schedule the preventative maintenance service appointments during established weeks.

1.2.15 REPORTS

The vendor will provide reports for the following:

1.2.15.1 Submit a copy of their inspection reports and list of recommended repairs to the Facility Manager and Chief Engineer, within one week of the service.

1.2.15.2 Any proposal for a non-PM repair shall be reported to and approved by the Facility Manager.

1.2.15.3 Oil and Fuel analysis will be performed by independent laboratory as per above and the report of findings report will be submitted to the Facility Manager and Chief Engineer.

1.2.15.4 Vendor will cover all expenses if generation system fails due to vendor installed part failures.

Improperly installed part or non-performed scheduled maintenance.

1.2.16 MAINTAINING RECORDS:

The Contractor must maintain, for the facility, a complete set of records of the inspections, including, but not limited to, inspection dates, equipment checked, pieces of equipment replaced, oil analysis report, technicians involved, system operation and performance status, recommendations for improvement, etc. The records must be provided to the facility upon request.

1.3 - PRICE SCHEDULE

The Ohio Buys Price Catalog pricing, resulting from this ITB, will cover the testing and inspection of all covered systems/generators listed under each building. Based on the Ohio Buys Price Catalog, the Contractor will bill Agency for the period covered and only for work completed. No additional charges will be allowed under this Contract except those listed under the Ohio Buys Price Catalog pricing for Time and Materials (if not listed as covered equipment).

Quantities (QTY) in the bid price schedule tabs are Estimated Annual Usages and are for evaluation purposes only.

1.3.1 Scheduled Service Rate items

The Scheduled Service Rate items for specific locations and periods are under the price schedule tab heading of “Scheduled Service.”

When submitting your Scheduled Service Rate pricing for a specific locations and timeframe, the price should include all costs associated with the service, based on the information in this ITB. The unit measure (QTY) is per each completed scheduled service, for the location and timeframe in the line-item Description.

1.3.2 Time and Materials items

The Time and Materials items are under the price schedule tab headings of “Rates Additional” and “Material & Equip Markup.”

The Time and Materials items are only for extra work above and beyond the included scheduled services of the specific locations, i.e., extra work outside the scheduled services outlined in section 1.2.5, “Charges for Scheduled Service.”

If the need arises for repair, modification, or if generator rental or additional load bank testing is required (other than what is covered under the specification and requirements for PM), and the Agency approves the Contractor to provide these products and/or services, the Contractor may bill the Agency the Time and Materials labor rates, flat prices, and Parts, Materials, and Equipment markup. No additional charges will be allowed under this Contract for repairs, modifications, load bank testing, or Parts, Materials, and Equipment markup other than pricing in the Ohio Buys Price Catalog.

Twenty percent (20%) is the maximum percentage allowed for the Rental Generator percentage mark-up over cost;

the lesser of the Offeror’s percentage entered or 20% will be used for evaluation purposes.

1.3.3 PREVAILING WAGE

The Ohio Department of Commerce, Division of Labor and Worker Safety, Wage and Hour Bureau has identified that work in this solicitation and to be performed under contract may be subject to the requirements of Ohio Revised Code Sections 4115.03 to 4115.16, Prevailing Wage. Upon award of a Contract by DAS, the successful Contractor, and all of the sub-contractors, guarantees that the prevailing wage for the area, to include any adjustments thereto, as published by the Ohio Department of Commerce, Division of Labor and Worker Safety, Wage and Hour Bureau will apply to any workman assigned by the Contractor or all of the sub-contractors to this project. The participating state agency will serve as prevailing wage coordinator and will be responsible for proper application of labor rates as required by the Ohio Department of Commerce. Responsibilities of the Prevailing Wage Coordinator include but are not limited to; setting up and maintaining payroll reports, monitoring when payments of wages are made, receiving the Contractor’s complete payroll records of each employee, establish procedures to monitor compliance, notify Contractor of any adjustment to the prevailing wage scales and report delinquencies on the part of the Contractor. The successful supplier and all of the sub-contractors shall strictly comply with the wage provisions of the contract.

2 - STANDARD TERMS AND CONDITIONS

State of Ohio Standard Terms and Conditions (revised 10/18/22) will apply to this Contract.

3 - CONTRACT SPECIFIC TERMS AND CONDITIONS

3.1 - AMENDMENT TO CONTRACT TERMS AND CONDITIONS

The following Amendments to the Contract Terms and Conditions do hereby become a part hereof. In the event that an amendment conflicts with the Contract Terms and Conditions, the Amendment will prevail.

3.2 - ORDER OF PRIORITY

The order of priority of the Contract will be the following: 1.) Specifications and Requirements; 2) Contract Specific Terms and Conditions; 3) Standard Terms and Conditions.

3.3 - DELIVERY

Services will be performed as set forth in the Contract. The location of performance will be noted on the purchase order issued by the participating agency.

3.4 - FIXED PRICE WITH ECONOMIC ADJUSTMENT

The contract prices(s) will remain firm for the first twelve (12) months duration of the contract. Thereafter, the Contractor may submit a request to increase their price(s) to be effective thirty (30) calendar days after acceptance by DAS. No price adjustment will be permitted prior to the effective date of the increase received by the Contractor from its suppliers, or on purchase orders that are already being processed, or on purchase orders that have been filled and are awaiting shipment. If the Contractor receives orders requiring quarterly delivery, the increase will apply to all deliveries made after the effective date of the price increase.

The price increase must be supported by a general price increase in the cost, due to increases in the cost of raw materials, labor, freight, Workers' Compensation and/or Unemployment Insurance, etc. Detailed documentation, to include a comparison list of the contract items and proposed price increases, must be submitted to support the requested increase. Supportive documentation should include, but is not limited to: copies of the old and the current price lists or similar documents which indicate the original base cost of the product to the Contractor and the corresponding increase, and/or copies of correspondence sent by the Contractor's supplier on the supplier's letterhead, which contain the above price information and explains the source of the increase in such areas as raw materials, freight, fuel or labor, etc.

Should there be a decrease in the cost of the finished product due to a general decline in the market or some other factor, the Contractor is responsible to notify DAS immediately. The price decrease adjustment will be incorporated into the contract and will be effective on all purchase orders issued after the effective date of the decrease. If the price decrease is a temporary decrease, such should be noted on the invoice. In the event that the temporary decrease is revoked, the contract pricing will https://procure.ohio.gov/static/pdf/About_Procurement/Procurement_Policies/Standard_T_C_10_15_22.pdf be returned to the pricing in effect prior to the temporary decrease. For quarterly deliveries, any decrease will be applied to deliveries made after the effective date of the decrease. Failure to comply with this provision will be considered as a default and will be subject to the “Suspension/Termination” and the “Contract Remedies” sections of the “Standard Contract Terms and Conditions”.

3.5 - FIXED PRICE WITH IN-SERVICE COST ADJUSTMENT

The Contractor agrees to adjust the total monthly charges for any decrease/increase in the number of systems to be serviced due to destruction, construction, renovation, or replacement programs for the duration of the Contract. All adjustments will be in accordance with the Contract and will require pre-approval by the facility and DAS.

3.6 - INSURANCE

In addition to the State of Ohio Standard Terms & Conditions, section V.C. “Insurance,” Contractor shall also maintain the following insurance coverage:

3.6.1 Commercial General Liability: written on an "occurrence" basis, including products and completed operations, property damage, bodily injury and personal and advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.

Defense costs shall be outside the policy limit. The State of Ohio, its officers, officials and employees are to be covered as additional insureds on the commercial general liability policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations.

3.6.2 Automobile Liability: covering Code 1 (any auto), or if Contractor has no owned autos, Code 8 (hired) and 9 (non-owned), with a limit no less than $2,000,000 per accident for bodily injury and property damage.

3.6.3 Umbrella/Excess Liability insurance with a minimum limit of $5,000,000 per occurrence/aggregate.

3.6.4 Installation Floater that provides for the improvement, remodel, modification, alteration, conversion or adjustment to existing buildings, structures, processes, machinery, and equipment. The Property Installation Floater shall provide property damage coverage for any building, machinery, or equipment damaged, impaired, broken or destroyed during the performance of the Work, including during transit, installation, and testing at the site. The limit shall be the replacement cost value of the generators, tanks, or other equipment being installed.

4 - INVITATION TO BID INSTRUCTIONS

Instructions, Terms and Conditions for Bidding that apply to the solicitation.

5 - SPECIAL INSTRUCTIONS TO BIDDERS

5.1 - MANDATORY SITE VISITS

Mandatory site visits will be held as listed in the table below, to survey the facility and discuss the requirements of the solicitation. The site visit will commence promptly at the times listed in the table, barring an unforeseen circumstance that results in a delay of the site visit. Attendance will be taken. The state will not be responsible to a supplier for their failure to obtain information discussed during the site visit due to their arriving after the site visit has convened. Suppliers who fail to attend a site visit for each facility within a region will be deemed not responsive for that region and their bid will not be considered for that region. Suppliers who attended a facility site visit for solicitation SRC0000007821 on 05/02/23 and/or 05/03/23, do not https://procure.ohio.gov/pdf/OhioBuys_ITB_Instructions_to_Bidders_030921.pdf need to attend a facility site visit again. Please arrive 15 minutes early to complete registration and sign-in. Due to security at the location, Backpacks will not be permitted on the site.

TABLE A

FACILITY LOCATIONS

# Arrival Time Date of Site Visit Building Location

Central Region

1 8:30 a.m. Sept. 26, 2023 Vern Riffe Center for Government & the Arts

77 S. High St., Columbus, Ohio 43215 (Pre-registration at security desk, meet in lobby) 25 S. Front St., 2 25 S. Front Building Columbus, Ohio 43215 (meet in the front lobby)

3 James A. Rhodes State Office Tower

30 E. Broad St, Columbus, Ohio 43215 (meet in the front lobby) 246 N. High St. and 35 E. Chestnut, Columbus, Ohio 43215

Continue in sequence (from Vern Riffe Center to North High Complex) until approximately 11:30 a.m

Sept. 26, 2023

North High Complex

(meet in lobby of 35 E. Chestnut)

5 1:30 p.m.

Sept. 26, 2023

4200 Surface Rd. Building 4200 Surface Rd., Columbus, Ohio 43228 (meet in the front lobby)

Northern Region

6 10:30 a.m. * Sept. 27, 2023 Frank J. Lausche State Office Building

615 W. Superior Ave., Cleveland, Ohio 44113 (meet in the front lobby)

Note: The schedule above is subject to adjust as needed.

Bidders must Pre-Register with Ben Davis by Email at Bennett.Davis@das.ohio.gov by 1:00 PM (EST) on Monday, September 25, 2023. In your Email, include the word “DAS016-RSVP” in the subject line. In the body of the Email, include your name, Email address, the name of the person attending, phone number, the company/Offeror being represented, and which buildings that each person will attend. This contact person is for registration only – solicitation questions are not permitted. The State cannot ensure attendance at the site visit for Offerors that fail to register by the deadline.

mailto:Bennett.Davis@das.ohio.gov

The State cannot ensure attendance at the site visit for Offerors that fail to Pre-Register by the deadline. Visitors must check in with security upon entering. Due to security at the location, backpacks will not be permitted on the site. Visitors will follow all building requirements.

Should the site visit dates be re-scheduled, it would be unnecessary to repeat your RSVP – you only need to register once.

* Denotes correction of site visit arrival time from 10:30 p.m. to 10:30 a.m. at Frank J. Lausche State Office Building, per Amendment 1, Round 3.

5.2 - BIDDER REFERENCES

Bidders shall submit with their bid at least three (3) references from public or private organizations that the bidder has provided commercial generator services for facilities (e.g., office buildings, hospitals, etc.) within five (5) years, ATTACHMENT THREE.

References shall include: facility/organization name, contact person, phone number, email address, and details of the past project. Failure to submit current references with current phone numbers may result in the disqualification of your bid.

5.3 - DESCRIPTIVE LITERATURE

The Bidder may be required to submit descriptive literature of the supplies or services being offered. If requested, the literature will be used in the evaluation process to determine the lowest responsive and responsible bidder. If not provided as part of the bid response, the Bidder must provide said literature within seven (7) calendar days after request/notification by the Office of Procurement Services to do so. Failure of the bidder to furnish descriptive literature either as part of their bid response or within the time specified herein will deem the bidder not responsive.

5.4 EVALUATION

Bids will be evaluated in accordance with Article I-17 of the “Instructions to Bidders”. In addition, the state will multiply the estimated annual usage by the unit price resulting in the line-item total for each region. Lot total will be determined by adding together the line-item totals. Failure to bid all items by region may result in the bidder being deemed not responsive.

5.5 CONTRACT AWARD

The contract will be awarded to the lowest responsive and responsible bidder by low lot total by region. Low lot total will be determined by multiplying the unit cost by the estimated annual usage listed in the Bid Price Page and then adding each of the totals together to arrive at a lot total for all items. Failure to bid all items may result in the bidder being deemed not responsive.

ATTACHMENT ONE

COVERED EQUIPMENT

CENTRAL REGION

FACILITY LOCATION ENGINE GENERATOR

25 S. Front St., 43215 * Eng. # Model # MT855GS3 Gen. # 5J3311487-02

Cummins # 500FDR71166JJW

35 E. Chestnut St., 43215 Eng. # 35251234 Gen. # 0090239513

QSM 11-G4 NR3 DQHAV-7696755

246 North High St., 43215 Engine: Volvo

Eng. # DI6004362C2A

Model # TAD1641GE

Generator: Kohler

Gen. # 209906

Model # 500REZV1

4200 Surface Rd., 43228 * Eng. # (unknown) Gen. # 212285

Model # 125ROZ281

30 E. Broad St., 43215 Fire Pump: Cummins

Model 6BTA5.9-F

Serial # 44802024

Generator: Cummins

Model # DQAFO 206001

Serial # K200847766

* Expected to be replaced in 2023 or 2024

COVERED EQUIPMENT (CONTINUED)

CENTRAL REGION (CONT’D)

FACILITY LOCATION ENGINE GENERATOR

77 South High St., 43215 GENERATOR #1 Gen. # 65A00754

Eng. # 25Z00956 Cat SR-R

Model #3516

GENERATOR #2 Gen. # 65A00766

Eng. # 25Z00958 Cat SR-R

Model #3516

GENERATOR #3 Gen. # 65A00767

Eng. # 25Z00960 Cat SR-R4

Model #3516

* Fire Pump High Rise Model # V-378-F2

Make Cummins

Serial #20246603

* Fire Pump Low Rise Model #3208

Make Caterpillar

Serial #: 03206154

* Fire Pump Stand by Model #3208

Make: Caterpillar

Serial #: 03206723

* Expected to be replaced in 2023 or 2024.

COVERED EQUIPMENT (CONTINUED)

NORTHERN REGION

FACILITY LOCATION ENGINE GENERATOR

615. W. Superior Ave., 44113 Make - Caterpillar Make - Caterpillar

SN # CAT00C15KT3300233 SN # G7A06068

Model# C15 Model# 500

*TIME AND MATERIALS ONLY

FACILITY LOCATION ENGINE GENERATOR

8995 E. Main St., 43068 Make - Ford Make – Caterpillar

SN # 20956-1-04-98 SN #06611301

Model # Isg-875i-6005-A Model# 60rz/4p10

*Denotes updated facility location with Amendment 1.

ATTACHMENT TWO

STATE OF OHIO

HOLIDAY SCHEDULE

HOLIDAY DATE

New Year’s Day January 1 Martin Luther King Day Third Monday in January Washington-Lincoln day (President’s Day)

Third Monday in February

Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans’ Day Eleventh day of November Thanksgiving Day Fourth Thursday in November Christmas Day December 25

Notes: Holidays which fall on Saturday or Sunday may be rescheduled to a weekday, as determined by the Agency. Contractor shall confirm exact date(s) with the facility contact person.

The above State Holiday Schedule will follow any change to ORC 1.14.

6 - SUMMARY OF AMENDMENTS

Amendment Number

Effective Date Description

2 5/10/2024 This amendment is issued to update the service schedule as indicated by mutual agreement.

1 1/26/2024 This amendment is issued to include an additional facility under Time and Materials use only as indicated.