DYS Facilities Generator Systems MRO - FY26 SRC0000030495.pdf

Ohio Department of Youth Services

Request for Quote (RFQ)

DYS Facilities Generator Systems MRO - FY26: SRC0000030495

Purpose: This solicitation is intended to award a purchase order to a supplier on contract MAC034 - RS901022 GENERATOR SERVICE AND REPAIR to provide Preventative

Maintenance and Load Bank Testing to the Facility’s existing Emergency Power Generator by a certified technicians to cover The Ohio Department of Youth Services Juvenile Correctional

Facilities. The Service Agreement will cover services from 7/1/2025 through 6/30/2026.

RFQ Schedule:

• RFQ Issued: 5/2/2025

• Inquiry Periods Begins: 5/2/2025

• Site Visits: Not mandatory, no later than 5/4/2025

• Inquiry Period Ends: 5/15/2025 AT 12:00PM

• Quotes Due: 5/16/2025 at 3:00PM

Site Locations:

• Cuyahoga Hills Juvenile Correctional Facility (CHJCF):

o 4321 Green Road

Highland Hills, Ohio, 44128

▪ CAT 3412 GEN SET

• Indian River Juvenile Correctional Facility (IRJCF):

o 2775 Indian River Road SW

Massillon, Ohio 44646

• Kohler 1750KW EDFGE5735070 & Cummins DFGE 5735070

• Circleville Juvenile Correctional Facility (CJCF) o 640 Island Rd, Circleville, Ohio 43113

▪ CAT 3512 GEN SET

This solicitation will be separated into 3 lots. Each individual facility will have their own lot.

Suppliers must provide a response to each lot they are looking to service.

• LOT 1 - Cuyahoga Hills Juvenile Correctional Facility (CHJCF):

• LOT 2 - Indian River Juvenile Correctional Facility (IRJCF):

• LOT 3 - Circleville Juvenile Correctional Facility (CJCF)

Site Visits:

Suppliers are not required to attend a site visit to be considered for contract award. If the supplier prefers to visit the site prior to submitting a quote, please submit an inquiry from the

RFQ.

General Information:

Services will be coordinated with facility’s’ Maintenance Superintendent and will take place during normal working hours Monday - Friday between 8:00 am – 4:00 pm (EST) Unless otherwise approved.

Each facility will provide a staff member to accompany the supplier during each visit.

ODYS requires certified/licensed technicians to perform these services on the following systems/ equipment:

Preventative Maintenance:

The frequency of preventative maintenance services will depend of the facility’s specific needs.

These frequencies may be quarterly, semi annual, or annual shall include, but not limited to:

• Change oil filters.

• Change primary and secondary fuel filters.

• Change engine oil (using oil meeting or exceeding manufacturer’s specifications, such as; API CH-4, CG-4, CF-4 or Natural Gas Oil if Sparked Ignited).

• Legally dispose of waste oil and filters.

• Replace inlet filter for day tank.

• Load Bank Testing.

• All additional tasks listed in the contract for annual checks.

• After each visit, Contractor shall send a detailed follow-up report.

Load Bank Testing:

The frequency of preventative maintenance services will depend of the facility’s specific needs.

These frequencies may be quarterly, semi annual, or annual shall include, but not limited to:

• Perform a four (4) hour resistive load bank test: two (2) hours at fifty percent (50%), one

(1) hour at seventy-five percent (75%), one (1) hour at one hundred percent (100%).

• Record all performance data at fifteen (15) minute intervals including oil pressure, water temperature, voltage and frequency.

• Identify proper operation of fuel system, cooling system and overall condition of engine/generator set.

• Load bank testing shall be performed with no interruption to the normal power supply.

For a full list of Preventative Maintenance Specifications and Requirements please refer to exhibits XV, XVI, XVII, & XIX of the document labelled “RS901022 Contract”.

These services must be in accordance with the generator manufacturer's recommendations.

Inquiries:

Prospective offerors may make inquiries or seek clarifications regarding this RFQ any time during the inquiry period. To make an inquiry, prospective offerors must use the Inquiry tab on the solicitation in OhioBuys to submit all inquiries or seek clarification.

Prospective offerors submitting inquiries will receive an immediate acknowledgement by e-mail that their inquiry has been received. The prospective offeror who submitted the inquiry will not receive an e-mail response to the question but will need to view the response on the OhioBuys website where it will be posted for viewing by all prospective offerors.

Attachments to an inquiry are not visible to ODYS, so please include all questions in the inquiry description field.

ODYS will try to respond to all properly posed inquiries within 48 hours, excluding weekends and state holidays. Prospective offerors who attempt to seek information or clarifications verbally will be directed to submit an inquiry from the RFQ in Ohio Buys.

Cost Proposal:

Suppliers must complete the item grid for each lot in OhioBuys and provide a response to each item. Each system / service will be evaluated based cost of the service.

• Annual Preventative Maintenance

• Semi-Annual Preventative Maintenance

• Semi-Annual Load Bank Testing

• Quarterly Load Bank Testing

• Trip Charge.

• Quotes must be valid for a minimum of sixty (60) days

Time of Performance:

• The initial awarded Purchase Order is estimated to become effective on July 1st, 2025, and remains effective through June 30, 2026, or until terminated as provided in the contract.

Evaluation / Award:

• Bids will be evaluated, and the Purchase order will be awarded to the lowest responsive and responsible bidder as determined by the agency. Not-to-exceed pricing should be considered for each company’s contract already established by DAS contract MAC034 -

RS901022

STANDARD TERMS AND CONDITIONS:

By participating in this RFQ, the contractor explicitly agrees to all terms and conditions established in the DAS Contract. This solicitation is to establish a Service agreement under those terms. To View the state contract established with your company navigate to:

https://ohiobuys.ohio.gov/page.aspx/en/ctr/contract_browse_public

In the Keywords box search MAC034. Click on the contract link associated with your company. There you will find the contract available for you to download.

Contracts that Fall under MAC034:

RS901022

https://ohiobuys.ohio.gov/page.aspx/en/ctr/contract_browse_public