Emergency_Power_Supply_Systems_[Industrial_Generators_and_Automatic_Transfer_Switch]_Preventative_Maintenance,_Testing_and_Repair_Services.pdf

INVITATION FOR BID

IFB-26-0395

EMERGENCY POWER SUPPLY SYSTEMS

[INDUSTRIAL GENERATORS AND AUTOMATIC

TRANSFER SWITCH] PREVENTATIVE MAINTENANCE,

TESTING AND REPAIR SERVICES

CITY OF PHOENIX

PUBLIC WORKS

251 W WASHINGTON ST, 8TH FLOOR.

PHOENIX, AZ

85003

RELEASE DATE: September 11, 2026

DEADLINE FOR QUESTIONS: September 25, 2026

RESPONSE DEADLINE: October 9, 2026, 2:00 pm

Invitation For Bid #IFB-26-0395 Title: Emergency Power Supply Systems [Industrial Generators and Automatic Transfer Switch] Preventative Maintenance, Testing and Repair Services

City of Phoenix

INVITATION FOR BID

IFB-26-0395

Emergency Power Supply Systems [Industrial Generators and

Automatic Transfer Switch] Preventative Maintenance, Testing and Repair Services

1. INTRODUCTION

2. INSTRUCTIONS

3. SCOPE OF WORK

4. EVALUATION PROCESS

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. DEFENSE AND INDEMNIFICATION

8. INSURANCE REQUIREMENTS

9. SUBMITTALS

10. PRICING PROPOSAL

Attachments:

A - Aviation Supplemental Terms

B - Aviation Equipment List

C - Convention Center Equipment List

D - Public Works Equipment List

E - WSD ATS Equipment List

F - WSD ATS SPECS

G - WSD Generator Equipment List

H - WSD Generator SPECS

I - Citywide Equipment List - Spreadsheet

Title: Emergency Power Supply Systems [Industrial Generators and Automatic Transfer Switch] Preventative

1. Introduction

1.1. Contact Information

Alvaro De Loera

Public Works

Email: alvaro.de.loera@phoenix.gov

Phone: (602) 534-2743

1.2. Schedule of Events

The City reserves the right to change dates, times, and locations, as necessary. The City does not always hold a Pre-Offer Conference or Site Visit. All times in the Schedule of Events are

Local Phoenix, AZ Time.

To request a reasonable accommodation or alternative format for any public meeting, please contact the Procurement Officer (Alvaro De Loera) at (602) 534-2743/Voice or 711/TTY, or alvaro.de.loera@phoenix.gov, no later than two (2) weeks prior to the meeting.

Solicitation Issue Date: September 11, 2026

Pre-Offer Conference (Non-Mandatory): September 18, 2026, 10:00am

Pre-Offer Conference Link:

Join meeting:

https://teams.microsoft.com/meet/24870763

3280270?p=ulY4Qef55g5HF3FXGo

Meeting ID: 248 707 633 280 270

Passcode: 8Dp95F57

Join on a video conferencing device

Tenant key: cityofphoenix@m.webex.com

Video ID: 118 896 334 7

Written Inquiries Due Date: September 25, 2026, 2:00pm

Offer Due Date: October 9, 2026, 2:00pm https://teams.microsoft.com/meet/248707633280270?p=ulY4Qef55g5HF3FXGo https://teams.microsoft.com/meet/248707633280270?p=ulY4Qef55g5HF3FXGo mailto:cityofphoenix@m.webex.com

Title: Emergency Power Supply Systems [Industrial Generators and Automatic Transfer Switch] Preventative

2. Instructions

2.1. Description – Statement of Need

The City of Phoenix invites sealed offers for Emergency Power Supply System - Industrial

Generators and Automatic Transfer Switch (ATS) - Preventative Maintenance and Repair

Services

The Effective Date of this Agreement will be upon final signature and recording by the City

Clerk’s department.

The Commencement Date of this Agreement will be upon specific date, which is on or after the ordinance approved start date or the contract term start date that the Phoenix City Council approves or the Effective Date, whichever is later.

The term of this Agreement will be for five-years, beginning on the Commencement Date, with no options to extend.

This solicitation is available through the City’s Procurement Portal. For technical support issues related to the City's Procurement Portal, Offeror may use the support bubble on the bottom right, or email procurement-support@opengov.com for any assistance. For other issues related to this solicitation please contact the procurement officer listed under Contact Information.

Notwithstanding the foregoing, this Agreement will terminate upon the earliest occurrence: by reaching the end of the term including any extensions exercised, or termination pursuant to the provisions of this Agreement.

2.2. Preparation of Offer

All forms provided must be completed and submitted with the Offer. The signed and completed

Conflict of Interest and Transparency form must be included or your Offer may be deemed non-responsive.

It is permissible to copy Submittal forms if necessary. Erasures, interlineations, or other modifications of the Offer must be initialed in original ink by the authorized person signing the

Offer. No offer will be altered, amended or withdrawn after the specified offer due date and time.

The City is not responsible for Offeror’s errors or omissions.

All time periods stated as a number of days will be calendar days.

It is the responsibility of all Offerors to examine the entire solicitation and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting an offer. Negligence in preparing an offer confers no right of withdrawal after due date and time. Offerors are strongly encouraged to:

A. Consider applicable laws and/or economic conditions that may affect cost, progress, performance, or furnishing of the products or services.

B. Study and carefully correlate Offeror’s knowledge and observations with the solicitation and other related data.

mailto:procurement-support@opengov.com

Title: Emergency Power Supply Systems [Industrial Generators and Automatic Transfer Switch] Preventative

C. Promptly notify the City of all conflicts, errors, ambiguities, or discrepancies that Offeror has discovered in or between the solicitation and other related documents.

D. The City does not reimburse the cost of developing, presenting or providing any response to this solicitation. Offers submitted for consideration should be prepared simply and economically, providing adequate information in a straightforward and concise manner. The Offeror is responsible for all costs incurred in responding to this solicitation. All materials and documents submitted in response to this solicitation become the property of the City and will not be returned.

E. Offerors are reminded that the specifications stated in the solicitation are the minimum level required and that offers submitted must be for products or services that meet or exceed the minimum level of all features specifically listed in this solicitation. Offers offering less than any minimum specifications or criteria specified are not responsive and should not be submitted.

F. Offer responses submitted for products considered by the seller to be acceptable alternates to the brand names or manufacturer’s catalog references specified herein must be submitted with technical literature and/or detailed product brochures for the

City’s use to evaluate the products offered. Offers submitted without this product information may be considered as non-responsive and rejected. The City will be the sole judge as to the acceptability of alternate products offered.

G. Prices will be submitted on a per unit basis by line item, when applicable. In the event of a disparity between the unit price and extended price, the unit price will prevail unless obviously in error.

2.3. Fixed Offer Price Period

All offers shall be firm and fixed for a period of 180 calendar days from the solicitation opening date.

2.4. Pre-Offer Meeting

Offerors may attend the pre-offer meeting via Cisco WebEx at the date and time listed in the schedule of events. Please register for this meeting by emailing the Procurement Officer listed on the front page.

2.5. Obtaining a Copy of the Solicitation and Addenda

Interested Offerors may download the complete solicitation and addenda from the City's

Procurement Portal: https://procurement.opengov.com/portal/phoenix/projects/276927. Any interested Offerors without internet access may obtain this solicitation by calling the

Procurement Officer or picking up a copy during regular business hours at the City of Phoenix, Public Works Department, 200 W. Washington Street, 7th Floor, Phoenix, AZ 85003. It is the

Offeror’s responsibility to check the City's Procurement Portal, read the entire solicitation, and verify all required information is submitted with their Offer.

https://procurement.opengov.com/portal/phoenix/projects/276927

Title: Emergency Power Supply Systems [Industrial Generators and Automatic Transfer Switch] Preventative

2.6. Exceptions

Offeror must not take any exceptions to any terms, conditions or material requirements of this solicitation. Offers submitted with exceptions may be deemed non-responsive and disqualified from further consideration in the City’s sole discretion. Offerors must conform to all the requirements specified in the solicitation. The City encourages Offerors to send inquiries to the

Procurement Officer rather than including exceptions in their Offer.

2.7. Inquiries

All questions that arise relating to this solicitation should be directed via City’s Procurement

Portal and must be received by the due date indicated in the Schedule of Events. The City will not consider questions received after the deadline.

No informal contact initiated by Offerors on the proposed service will be allowed with members of City’s staff from date of distribution of this solicitation until after city council awards the contract. All questions concerning or issues related to this solicitation must be presented in writing.

The Procurement Officer will answer written inquiries in an addendum and publish any addenda on the City’s Procurement Portal.

2.8. Addenda

The City of Phoenix will not be responsible for any oral instructions made by any employees or officers of the City of Phoenix regarding this solicitation. Any changes will be in the form of an addendum. The Offeror must acknowledge receipt of any/all addenda through the City's

Procurement Portal.

Changes to terms and conditions of the Solicitation and resulting Agreement made pursuant to an addendum shall be memorialized in the Solicitation and resulting Agreement document. To that end, a parenthetical will be added to applicable provision(s) referencing the addendum that imposed the change. The language in the final provision will reflect the updated version.

2.9. Licenses

If required by law for the operation of the business or work related to this Offer, Offeror must possess all valid certifications and/or licenses as required by federal, state or local laws at the time of submittal.

2.10. Certifications

By signature in the Offer section of the Offer and Acceptance page(s), Offeror certifies:

• The submission of the Offer did not involve collusion or other anti-competitive practices.

• The Offeror must not discriminate against any employee, or applicant for employment in violation of Federal or State Law.

• The Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted Offer.

Title: Emergency Power Supply Systems [Industrial Generators and Automatic Transfer Switch] Preventative

2.11. Submission of Offer

The City of Phoenix Public Works Department is accepting only electronic Offers for this solicitation. Offerors are responsible for submitting the Offer before the due date and time of the solicitation deadline.

The Offeror is responsible for managing potential delays due to delays caused by the Carrier or technical difficulties.

Submission of Offer – Electronic Submission:

Offers shall be submitted electronically via the City’s Procurement Portal by clicking on “Draft

Response” via https://procurement.opengov.com/portal/phoenix/projects/276927. Offerors must be registered with OpenGov by signing up via https://procurement.opengov.com/signup. Vendor training guides can be found at: https://opengov.my.site.com/support/s/article/ca6d1285-1e48-

4a21-bb0d-715edb7794ed.

Any original documents (such as bonds, guaranties, powers of attorney), if required by the solicitation, must be separately delivered to and received by the City on or prior to the exact time and date indicated in the Schedule of Events, with a clear indication of the Offer for which it is attributed.

It is the responsibility of the Offeror to ensure that the Offer is timely and to confirm that there are no technical reasons that any offer submitted electronically may be delayed. The date and time on the upload as received/stamped by the City’s Procurement Portal will provide proof of submission and verification whether the Offer was received on or prior to the exact time and date indicated in the Schedule of Events.

For assistance with submittals, vendors are welcome to use the OpenGov support chat (blue chat bubble in the bottom right corner) to connect with a member of OpenGov's support team who will be able to assist you with your submission.

Please DO NOT submit links to Google Docs, Dropbox Paper, or similar services. Your offer may be deemed non-responsive if your offer is supplied utilizing these services.

2.12. Withdrawal of Offer

At any time prior to the solicitation due date and time, an Offeror (or designated representative) may withdraw the Offer by clicking “Unsubmit Response” on the Offer submission via the City’s

Procurement Portal.

2.13. Offer Results

Offers will be opened on the offer due date, time and location indicated in the Schedule of

Events, at which time the name of each Offeror, and the prices may be read. Offers and other information received in response to the solicitation will be shown only to authorized City personnel having a legitimate interest in them or persons assisting the City in the evaluation.

Offers are not available for public inspection until after the City has posted the award recommendation on the City's Procurement Portal.

The City will post a preliminary offer tabulation on the City's Procurement Portal:

https://procurement.opengov.com/portal/phoenix/projects/276927 within five business days of https://procurement.opengov.com/portal/phoenix/projects/276927 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://procurement.opengov.com/portal/phoenix/projects/276927

Title: Emergency Power Supply Systems [Industrial Generators and Automatic Transfer Switch] Preventative the offer opening. The City will post the information on the preliminary tabulation as it was read during the offer opening. The City makes no guarantee as to the accuracy of any information on the preliminary tabulation. Once the City has evaluated the offers, the City will post an award recommendation on the City's Procurement Portal. By signing and submitting its Offer, each

Offeror agrees that this posting of the award recommendation to the City's Procurement Portal effectively serves as the Offeror’s receipt of that notice of award recommendation. The City has no obligation to provide any further notification to unsuccessful Offerors.

2.14. Pre-Award Qualifications

Offeror must have been in operation a minimum of ten-years years. The Offeror’s normal business activity during the past ten-years years will have been for providing the goods or services in this solicitation. This information must be provided in Vendor Questionnaire section, under Years in Business and References form of this solicitation.

2.15. Minimum Qualifications

The qualified and responsive Offeror must meet all minimum qualifications listed below. Should an Offeror fail to meet one of the minimum qualifications identified, the Offer will be disqualified as non-responsive.

Company Experience: a minimum 10-years of service

Technical Knowledge: Full system proficiency; software skills of the Manufacturer brands listed in Section 9. Vendor Questionnaire

Availability: 24/7 on-call technician; defined response times

Licenses/Certifications: Manufacturer training

2.16. Certificates of Insurance

Upon notification of a recommended award, the Offeror will have 14 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the

Insurance Requirements of this solicitation. Insurance requirements are non-negotiable.

2.17. Award of Contract

Unless otherwise indicated, award(s) will be made to responsive, responsible Offeror(s) who are regularly established in the service, or providing the goods, contained in this solicitation and who have demonstrated the ability to perform in an acceptable manner.

A. Factors that may be considered by the City include:

1. Technical capability of the Offeror to accomplish the scope of work required in the

Solicitation. This may include performance history on past and current government or industrial contracts; and,

2. Demonstrated availability of the necessary manpower (both supervisory and operational personnel) and necessary equipment to accomplish the scope of work in the Solicitation; and,

3. Safety record; and, Title: Emergency Power Supply Systems [Industrial Generators and Automatic Transfer Switch] Preventative

4. Offeror history of complaints and termination for convenience or cause.

B. Notwithstanding any other provision of this solicitation, the City reserves the right to: (1) waive any immaterial defect or informality; or (2) reject any or all offers or portions thereof; or (3) reissue a solicitation.

C. A response to a solicitation is an offer to contract with the City based upon the terms, conditions, and specifications contained in the City’s solicitation. Offers do not become contracts until they are executed by the Chief Procurement Officer or Department

Director. A contract has its inception in the award, eliminating a formal signing of a separate contract. For that reason, all of the terms, conditions and specifications of the procurement contract are contained in the solicitation, and in any addendum or contract amendment.

2.18. Solicitation Transparency Policy

Commencing on the date and time a solicitation is published, potential or actual Offerors or respondents (including their representatives) shall only discuss matters associated with the solicitation with the Mayor, any members of City Council, the City Manager, any Deputy City

Manager, or any department director directly associated with the solicitation (including in each case their assigned staff, except for the designated Procurement Officer) at a public meeting, posted under Arizona Statutes, until the resulting contract(s) are awarded to all offers or responses are rejected and the solicitation is cancelled without any announcement by the

Procurement Officer of the City’s intent to reissue the same or similar solicitation.

As long as the solicitation is not discussed, Offerors may continue to conduct business with the

City and discuss business that is unrelated to the solicitation with the City staff. Offerors may not discuss the solicitation with any City employees or evaluation panel members.

Offerors may discuss their proposal or the solicitation with the Mayor or one or more members of the Phoenix City Council, provided such meetings are scheduled through the Procurement

Officer, and are posted as open meetings with the City Clerk at least 24 hours prior to the scheduled meetings. The City Clerk will be responsible for posting the meetings. The posted notice shall identify the participants and the subject matter, as well as invite the public to participate.

With respect to the selection of the successful Offerors, the City Manager and/or City Manager's

Office will continue the past practice of exerting no undue influence on the process. In all solicitations of bids and proposals, any direction on the selection from the City Manager and/or

City Manager's Office and Department Head (or representative) to the proposal review panel or selecting authority must be provided in writing to all prospective Offerors.

This policy is intended to create a level playing field for all Offerors, assure that contracts are awarded in public, and protect the integrity of the selection process. OFFERORS THAT

VIOLATE THIS POLICY SHALL BE DISQUALIFIED. After official Notice is received by the City for disqualification, the Offeror may follow the Protest process, unless the Solicitation is cancelled without notice of intent to re-issue.

“To discuss” means any contact by the Offeror, regardless of whether the City responds to the contact. Offerors that violate this policy will be disqualified until the resulting contract(s) are

Title: Emergency Power Supply Systems [Industrial Generators and Automatic Transfer Switch] Preventative awarded, or all offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of the City’s intent to reissue the same or a similar solicitation. The City interprets the policy as continuing through a cancellation of a solicitation until Council award of the contract, as long as the City cancels with a statement that the City will rebid the solicitation.

2.19. Protest Process

Offeror may protest the contents of a solicitation no later than seven days before the solicitation deadline when the protest is based on an apparent alleged mistake, impropriety or defect in the solicitation. Protests filed regarding the solicitation may be addressed by an amendment to the solicitation or denied by the City. If denied, the opening and award will proceed unless the City determines that it is in the City’s best interests to set new deadlines, amend the solicitation, cancel or re-bid.

Therefore, unless otherwise notified by a formal amendment, the Protester must adhere to all solicitation dates and deadlines, including timely filing of an offer, regardless of filing a protest.

Offeror may protest an adverse determination issued by the City regarding responsibility and responsiveness, within seven days of the date the Offeror was notified of the adverse determination.

Offeror may protest an award recommendation if the Offeror can establish that it had a substantial chance of being awarded the contract and will be harmed by the recommended award. The City will post recommendations on the City’s Procurement Portal to award the contract(s) to an Offeror(s). Offeror must submit award protests within seven days after the posting of the award recommendation, with exceptions only for good cause shown, within the

City’s full and final discretion.

All protests will be in writing, filed with the Procurement Officer identified in the solicitation and include the following:

• Identification of the solicitation number;

• The name, address and telephone number of the protester;

• A detailed statement describing the legal and factual grounds for the protest, including copies of relevant documents;

• The form of relief requested; and

• The signature of the protester or its authorized representative.

The Procurement Officer will render a written decision within a reasonable period after the protest is filed. The City will not request City Council authorization to award the contract until the protest process is complete. All protests and appeals must be submitted in accordance with the

City’s Procurement Code, (Phoenix City Code, Ch. 43) and any protests or appeals not submitted within the time requirements will not be considered. Protests must be filed with the

Procurement Officer.

Title: Emergency Power Supply Systems [Industrial Generators and Automatic Transfer Switch] Preventative

2.20. Public Record

All Offers submitted in response to this solicitation will become the property of the City and become a matter of public record available for review pursuant to Arizona State law. If an

Offeror believes that a specific section of its Offer response is confidential, the Offeror will isolate the pages marked confidential in a specific and clearly labeled section of its Offer response. An Offeror may request specific information contained within its Offer is treated by the

Procurement Officer as confidential provided the Offeror clearly labels the information

“confidential.” To the extent necessary for the evaluation process, information marked as

“confidential” will not be treated as confidential. Once the procurement file becomes available for public inspection, the Procurement Officer will not make any information identified by the

Offerors as “confidential” available to the public unless necessary to support the evaluation process or if specifically requested in accordance with applicable public records law. When a public records request for such information is received, the Procurement Officer will notify the

Offeror in writing of any request to view any portion of its Offer marked “confidential.” The

Offeror will have the time set forth in the notice to obtain a court order enjoining such disclosure.

If the Offeror does not provide the Procurement Officer with a court order enjoining release of the information during the designated time, the Procurement Officer will make the information requested available for inspection.

2.21. Late Offers

Late Offers must be rejected, except for good cause. If a late Offer is submitted, the Department will document the date and time of the submittal of the late Offer, keep the Offer and notify the

Offeror that its Offer was disqualified for being a late Offer.

2.22. Right to Disqualify

The City reserves the right to disqualify any Offeror who fails to provide information or data requested or who provides materially inaccurate or misleading information or data. The City further reserves the right to disqualify any Offeror on the basis of any real or apparent conflict of interest that is disclosed by the Offer submitted or any other data or information available to the

City. This disqualification is at the sole discretion of the City. By submission of a solicitation response, the Offeror waives any right to object now or at any future time, before any agency or body including, but not limited to, the City Council of the City or any court as to the exercise by the City of such right to disqualify or as to any disqualification by reason of real or apparent conflict of interest determined by the City. The City reserves the right to replace the disqualified

Offeror.

2.23. Contract Award

In accordance with the City of Phoenix Code, Chapter 43, Section 43-12, Competitive Sealed

Bidding, award(s) shall be made to the lowest responsive and responsible offeror(s) whose offer conforms in all material respects to the requirements set forth in this solicitation. The City reserves the right to award a contract by individual line items, by group, all or none, or any other combination most advantageous to the City. The City reserves the right to award multiple contracts.

Title: Emergency Power Supply Systems [Industrial Generators and Automatic Transfer Switch] Preventative

2.24. Determining Responsiveness and Responsibility

Offers will be reviewed for documentation of any required minimum qualifications, and completeness and compliance with the solicitation requirements. The City reserves sole discretion to determine responsiveness and responsibility.

Responsiveness: Nonresponsive Offers will not be considered in the evaluation process. The solicitation states criteria that determine responsiveness, and the solicitation includes terms and conditions that if included or excluded from Offers will render an Offer nonresponsive.

Responsibility: To obtain true economy, the City must conduct solicitations to minimize the possibility of a subsequent default by the Offeror, late deliveries, or other unsatisfactory performance that may result in additional administrative costs. It is important that the Offeror be a responsible Offeror. Responsibility includes the Offeror’s integrity, skill, capacity, experience, and facilities for conducting the work to be performed.

2.25. Equal Low Offer

Contract award will be made by putting the names of the tied vendors in a cup for a blind drawing limited to those bidders with tied offers. If time permits, the offerors involved will be given an opportunity to attend the drawing. The drawing will be witnessed by at least three persons, and the contract file will contain the names and addresses of the witnesses.

Title: Emergency Power Supply Systems [Industrial Generators and Automatic Transfer Switch] Preventative

3. Scope of Work

3.1. Overview

The City of Phoenix Public Works Department, through its Fleet Services Division (FSD) and

Facilities Operations Division (FOD), is responsible for maintaining all Emergency Power Supply

Systems (EPSS), including industrial generators, automatic transfer switches (ATS), and supporting fire pump subsystems.

This Scope of Work (SOW) defines contractor responsibilities for providing comprehensive preventive maintenance and repair services for EPSS equipment. The City operates more than

300 generators across the Phoenix metropolitan area that support multiple departments and require services such as but not limited to: preventive maintenance, inspections, fuel delivery, fuel testing, fuel polishing, load bank testing, repairs, and emergency response for both stationary and mobile generators, ATS units, and fire pumps. These systems support critical infrastructure and must remain reliable. The contractor must ensure all services comply with the

City of Phoenix Building Safety Code and applicable standards, maintain system reliability, and extend equipment life.

3.2. Contractor Responsibilities

Contractor shall provide all labor, materials, tools, equipment, and supervision necessary to perform preventative maintenance, inspections, fuel delivery, fuel testing, fuel polishing, load bank testing, repairs, and related services on City-owned generators and ATS equipment, in accordance with applicable standards federal, state, and local regulations, including but not limited to National Fire Protection Association (NFPA) and manufacturer guidelines.

All work shall comply with the following:

A. Services shall be performed in a manner that minimizes downtime and disruption to facility operations.

B. Work requiring system shutdown must be scheduled in advance and coordinated with

City Fleet or Facility personnel.

C. Contractor shall develop and maintain a preventative maintenance schedule for each

EPSS component, subject to City Fleet or Facility personnel approval.

D. Contractor shall maintain complete service ticket, maintenance records and provide detailed documentation for all work performed.

E. Contractor shall comply with all facility access requirements, including safety orientation, badges, and escort rules.

F. Contractor personnel shall be qualified, certified, and trained to service the specific generator and ATS equipment models identified by the City Fleet or Facility personnel.

G. Contractor shall maintain clean work areas and properly dispose of waste, fluids, and replaced parts in accordance with environmental regulations referenced in Section 5.

Special Terms, 5.95 OSHA Laws and Regulations.

Title: Emergency Power Supply Systems [Industrial Generators and Automatic Transfer Switch] Preventative

H. All replaced components shall be new, OEM parts unless otherwise approved by City

Fleet or Facility personnel in writing.

I. Contractor is responsible for proper collection, handling, transportation, and disposal of all regulated/non-regulated waste (used oil, solvents, chemicals, contaminated fuel), outside of the City of Phoenix property.

Sub-contractor Requirements

A. The contractor will not subcontract any portion of the work under this contract, without prior approval by the authorized City Fleet Services or Facilities Supervisor. In the event that the

Contractor desires to utilize a subcontractor for some part of the work and seeks approval, the contractor will furnish the names, qualifications and experience of the proposed subcontractor to the City Fleet Services or Facilities Supervisor prior to conducting work.

B. The Contractor will, however, remain fully liable and responsible for any and all work done by the subcontractor on behalf of the Contractor and will assume compliance with all the requirements of this contract.

C. All cost proposals, invoices, and change order pricing must itemize direct costs separately from markup. The Contractor reserves the right to request documentation necessary to verify compliance with markup limitations.

D. The Sub-contractor’s markup for all work performed under this Subcontract, must be approved by City Fleet or Facility, prior to sub-contracting.

E. The Sub-contractor's markup must include all labor, materials, equipment, and any lower-tier subcontractor costs, The markup must include all overhead, administrative costs, and profit. The mark-up shall not exceed agreed upon markup percentage.

F. Any markup exceeding the agreed upon allowable percentage, shall be reduced to comply with this clause prior to approval or payment.

G. For any change order, modification, or additional work authorized by the Contractor, the

Subcontractor may apply markup only to the direct cost of the work associated with the change.

Safety Requirements Codes and Standards

Contractor shall perform these services in a safe manner for means, methods, techniques, procedures, and safety precautions in connection with performance of these services, but not limited to:

A. Manufacturer maintenance manuals and recommendations

B. Contractor shall comply with all OSHA, NFPA, and facility safety protocols, but not limited to:

1. UL/ULC 6200

Title: Emergency Power Supply Systems [Industrial Generators and Automatic Transfer Switch] Preventative

2. CE Mark requirements

3. NFPA 20, NFPA 70, NFPA 99, NFPA 110, NEC–Capable equipment and procedures.

C. Temporary load bank cables shall be installed using proper personal protection equipment (PPE) and lockout/tagout procedures

D. Barriers and signage shall be used to secure the test area.

E. Any unsafe condition identified must be reported immediately to City Fleet or Facility personnel.

3.3. Description of Services

Contractor shall supply generator engine, transfer switch, and mechanical inspection, maintenance and repair services, as well as fuel delivery, fuel testing, fuel polishing and load bank testing. Contractor shall inspect, maintain and repair per specifications and provisions outlined below. The contract shall cover generators and associated engines, transfer switches and miscellaneous mechanical equipment.

3.3.1. Equipment Maintenance Requirements

The contractor shall perform preventive maintenance on all EPSS equipment within the power range of 35 kW to 3500 kW, including but not limited to:

A. Diesel or gaseous industrial generator sets

B. Automatic Transfer Switches (ATS)

C. Fire Pumps (Multistage Multiport Pump, End Suction Pump, In-Line Pump, Vertical

Turbine Pump, Horizontal Split-Case Pump, Centrifugal Pumps, Positive Displacement

Pumps)

D. Generator control systems

E. Associated engine, cooling, fuel, electrical, and alternator systems

3.3.2. Generators

Inspections shall include but not limited to:

A. Engine oil and filter replacement at recommended intervals.

B. Fuel system inspection, filter replacement, water separation, and contamination checks.

C. Cooling system inspection, coolant sampling, flushing, and replenishment.

D. Battery testing, cleaning, and replacement as needed.

E. Exhaust system inspection for leaks, corrosion, and structural integrity.

F. Inspection of belts, hoses, clamps, and engine mounts.

Title: Emergency Power Supply Systems [Industrial Generators and Automatic Transfer Switch] Preventative

G. Load bank testing.

H. Controller diagnostics, firmware checks, alarm review, and operational testing.

I. Verification of starting system and cranking performance.

J. Inspection and testing of enclosure, louvers, block heaters, and ventilation.

3.3.3 Automatic Transfer Switch (ATS)

Contractor shall

A. Adhere to NFPA 70E requirements.

B. Inspect and clean test transfer switch wiring contacts for wear or pitting, terminations, breakers, and controls, and verify automatic start, transfer, and return-to-utility functionality.

C. Testing mechanical operation and lubrication. Mechanical inspection of transfer mechanism, contacts, lugs, and bus bars. Inspecting and tightening all connections

D. Clean ATS enclosure, brush and vacuum dust accumulation. Remove moisture with a clean cloth

E. Cleaning and lubrication of moving components as required by manufacturer.

F. Inspection and torque verification of electrical connections.

G. Testing of control panel, relays, sensors, indicators, and communications modules.

H. Performing transfer and retransfer tests under load/no-load.

I. Verifying time delays (start, transfer, retransfer, cooldown). Time-delay calibration and operational testing under normal and simulated power failure conditions.

J. Testing control logic and alarms. Firmware/logic updates if applicable.

K. Verification of bypass isolation (if equipped).

3.3.4. Load Bank Testing

Contractor shall supply all necessary wire, cable, connections, terminals, lugs, and all other equipment or materials needed for the temporary connection of the load bank to the generator.

Contractor shall conduct load bank tests as scheduled or requested. Testing shall follow all

National Fire Protection Association, Building Codes and Occupational Safety and Health

Administration guidelines.

A. Pre-Test Activities

1. Coordinate testing schedule with facility personnel.

2. Confirm permit requirement with facility personnel prior to any work is commence.

3. Conduct a visual inspection of generator and ATS components.

Title: Emergency Power Supply Systems [Industrial Generators and Automatic Transfer Switch] Preventative

4. Verify fuel levels, coolant, oil condition, and battery status.

5. Confirm availability of proper ventilation and clearance for testing.

6. Verify load bank capacity requirements and connection points.

7. Install temporary cables, load bank devices, and safety equipment, B. Contractor shall perform a controlled load bank test that includes:

1. Applying incremental load steps (typically 25%, 50%, 75%, 100%)

2. Monitoring and recording generator performance including:

a. Voltage and frequency stability

b. Output amperage and kW

c. Engine temperatures and pressures

d. Fuel consumption and exhaust condition

3. Maintaining full-load conditions for the required duration (typically 1–2 hours or as specified)

4. Identifying and documenting abnormal noise, vibration, overheating, or other issue.

5. Removing load in controlled steps upon test completion, C. ATS Testing Perform functional testing of the ATS, including:

1. Simulated utility power failure

2. Transfer to generator power under load

3. Re-transfer to utility power upon restoration

4. Verify correct switching sequence, timing, and mechanical operation

5. Inspect ATS contacts, sensors, relays, and control wiring for abnormalities

6. Validate communication with building management/control systems (if applicable)

D. Post-Test Activities

1. Disconnect and remove load bank and temporary cables.

2. Restore all systems to normal operating conditions.

3. Conduct a final visual inspection for leaks, alarms, or abnormal conditions.

4. Reset any notifications or alarms triggered during testing.

5. Ensure the generator is returned to “Ready/Auto” mode.

E. Acceptance Criteria.

Title: Emergency Power Supply Systems [Industrial Generators and Automatic Transfer Switch] Preventative

1. Testing is considered complete when:

a. Monthly generator exercise, when applicable.

b. All load bank and ATS functional tests are performed. Load testing per manufacturer recommendations (load bank testing annual or as specified)

c. Equipment returns to normal standby operation. Verification of generator start time and stabilization

d. Testing alarms, shutdowns, and safety interlocks

e. Recording all electrical readings: voltage, frequency, amperage, operating temps

f. Final test report is approved by the City facility personnel.

3.3.5. Preventative Maintenance (PM) Tasks

Contractor shall provide the following deliverables:

A. Preventative Maintenance Reports (within 5 business days of service), reports must be emailed PDF document to City Facility personnel, report must include:

1. Work performed

2. Conditions found

3. Measurements, test results, and diagnostics

4. Parts replaced

5. Deficiencies and corrective action recommendations

B. Annual system performance summary and compliance documentation for NFPA 110 requirements.

C. Record engine temperature, ambient temperature, oil pressure, kilowatts, voltage, amperage, and frequency.

D. Repair Estimates for any deficiencies found, including labor, parts, schedule, and risks.

E. After-action reports for emergency service calls.

3.3.6. Engine System

Contractor shall inspect, test, service, and document the following components:

A. Oil drain extension

B. Air filter restriction indicator

C. Air cleaner assembly

D. Fan and belt guards

E. Stainless steel flexible exhaust connections

Title: Emergency Power Supply Systems [Industrial Generators and Automatic Transfer Switch] Preventative

F. Oil and coolant (factory fill) verification

G. Radiator duct adapter

H. Engine coolant heater and thermostat operation

I. Coolant heater ball valves

J. Fuel cooler

K. Check for leaks, wear, vibration, alignment, and abnormal noise

3.3.7. Cooling System

Work shall include full inspection and preventive maintenance of:

A. Pressurized closed cooling system

B. UV/ozone-resistant hoses

C. Factory-installed radiator

D. 50/50 ethylene-glycol antifreeze (test and replenish)

E. Radiator drain extension

F. Closed coolant recovery system

G. Radiator airflow, shroud condition, temperature monitoring

3.3.8. Electrical System

Inspect, clean, test, and verify correct operation of:

A. Battery charging alternator

B. Battery cables and terminals (clean and tighten)

C. Battery tray and mounting

D. Rubber-booted electrical connections

E. Solenoid-activated starter motor

F. Verify crank cycle performance and voltage levels

3.3.9. Alternator System

Preventive maintenance actions include:

A. Inspect Class H insulation condition

B. Verify 2/3 pitch and skewed stator integrity

C. Inspect permanent magnet excitation setup

D. Inspect and lubricate sealed bearings as applicable

Title: Emergency Power Supply Systems [Industrial Generators and Automatic Transfer Switch] Preventative

E. Perform full-load capacity alternator checks

F. Test bearing and winding temperature sensors

G. Check for abnormal vibration/waveform irregularities

3.3.10. Fuel System

The contractor shall complete:

A. Inspection of flexible fuel lines

B. Replacement of primary and secondary fuel filters

C. Check for leaks, blockages, biological growth, fouling, and contamination

D. Fuel level and fuel quality verification

E. Drain water separators (if applicable)

F. Fuel tank may not be filled above 90%.

G. Any spillage must be contained and cleaned up by contractor at no cost.

3.3.11. Generator Set Assembly

Contractor shall ensure the generator set meets operational and safety requirements:

A. Verification of separation of circuits

B. Inspection of multi-breaker separation assemblies

C. Perform and document standard factory testing equivalents

D. Confirm warranty terms, including 2-year standby-rated coverage

E. Inspect generator frame, mounts, vibration isolators

3.3.12. Control System

Maintenance service shall include:

A. Testing oil temperature indication and alarm functions

B. Verification of all sensor inputs (coolant, oil pressure, battery voltage)

C. Validation of control panel functionality, LEDs, annunciators

D. Firmware/software version review

3.3.13. Fuel Polishing

A. Fuel polishing shall be provided on an as-requested basis. Contractor shall comply with

ISO, ASTM, and OEM fuel standards including but not limited to:

Title: Emergency Power Supply Systems [Industrial Generators and Automatic Transfer Switch] Preventative

1. Test diesel fuel for water, particulate contamination, and biological growth in accordance with the applicable manufacturer’s recommendations and industry standards.

2. Perform fuel polishing, when required or authorized, using a mobile fuel-polishing unit capable of removing water and other contaminants.

3. When fuel polishing is required, polish the entire diesel fuel storage volume.

4. Provide the City with recommendations regarding the appropriate frequency of fuel polishing based on actual fuel condition, test results, storage conditions, and field conditions.

5. Apply biocide to the fuel, when required, to control or prevent biological growth.

6. Document and submit before-and-after fuel testing results, fuel condition, fuel polishing activities, biocide applications, and recommendations.

3.4. Documentation Requirements

Contractor will diagnose the request for services and provide a written estimate of all necessary work activities to return the equipment to an in-service status. Contractor shall not begin any work activities without prior written approval with the exception of diagnosis time to confirm the cause of failure. Contractor will need to provide an estimated hours of diagnosis time necessary to City Fleet or Facility personnel for approval before any diagnosis shall commence.

Contractor will provide an itemized listing of estimated cost for each repair/complaint. The items must include the labor hours, contracted labor rate, labor cost, part number, part description, part cost, part quantity per repair activity along with a description of services to be performed including industry standards of complaint, cause and correction. Contractor written estimate will be submitted to the corresponding department facility via electronic communication.

In the event that additional supplemental work activities are found outside the original estimate, the Contractor will provide a written estimate of the supplemental repairs to the corresponding location via electronic communication for approval. Contractor should not commence in performing any supplemental work activities until a purchase order has been received electronically from the corresponding location authorized staff.

Upon competition of all work activities, and prior to being returned to service, the contractor must perform a quality assurance inspection before releasing the equipment to the City for active service. The Contractor must have the ability to upload Compliance Engine Reporting and Inspection reports electronically. The City anticipates that the majority of services performed under this contract will take place during normal business hours.

Contractor must be able to electronically submit reporting summaries to the Fleet or Facilities representative:

3.4.1. Deliverables

A. Preventive maintenance completion report

B. Annual maintenance summary

Title: Emergency Power Supply Systems [Industrial Generators and Automatic Transfer Switch] Preventative

C. Updated equipment service records (not limited to equipment run hours and/or last maintenance date)

D. Recommendations for repairs or system improvements

3.4.2. Contractor must provide complete service documentation including but not limited to:

A. Inspection checklist for each visit

B. Test results and performance readings

C. Equipment unit number and current odometer reading.

D. Parts replaced and materials used

E. Identified deficiencies and recommended corrective actions

F. Technician name, date, and signature

G. Any safety or operational concerns needing immediate attention

3.5. Repairs, Replacement Parts and Warranty

3.5.1. Repairs and Replacement Parts

All repairs require prior approval from the City Representative. Contractor shall repair deficiencies and restore equipment to 100% operational status.

A. Contractor shall only perform repairs after receiving written authorization from the City

Fleet or Facility personnel.

B. Repairs and replacement parts shall be completed using OEM parts unless approved otherwise.

C. If system operational capability is at risk, the Contractor shall recommend temporary measures to maintain reliability until full repairs are completed.

D. Contractor shall test, verify, and document all repairs, and replacement parts to confirm restored functionality.

3.5.2. Warranty

All warranty work will be completed within twenty-four (24) hours. The Contractor will warranty all labor and installation for a minimum period of twelve (12) months, and parts and accessories for a period of twelve (12) months.

A "NO CHARGE" invoice will be provided for all warranty repairs detailing: failure, possible cause, parts descriptions and detail description of labor performed. Additional time to complete warranty work must be approved by a City Fleet or Facility representative.

A. Contractor shall warrant all new parts in accordance with manufacturer warranties.

Title: Emergency Power Supply Systems [Industrial Generators and Automatic Transfer Switch] Preventative

B. Emergency repairs under warranty shall receive the same priority as non-warranty emergency calls.

C. Warranty shall cover defects in workmanship, improper installation, or premature part failure related to the contracted service.

D. All labor and replacement parts shall be fully guaranteed against defects in material and workmanship by the Contractor for the length of the OEM warranty or twelve (12) month period, from the date labor performed by the Contractor, unless otherwise negotiated.

3.6. Response Times

Contractor shall be available to provide service twenty-four (24) hours/seven (7) days a week, including City observed holidays. All request for service will be performed at various City facilities and service center locations. Refer to the City of Phoenix locations listed in Section 11.

Attachments.

Contractor must respond verbally or via electronic communication to all service call requests.

3.6.1. Standard Response: Non-emergency repair requests:

A. Contractor shall respond (phone/email) within (24) hours and be on-site within (72) hours unless otherwise scheduled.

3.6.2. Emergency Response: Emergency situations impacting safety, facility operations, or life-safety systems:

A. Contractor shall provide acknowledgment within (1) hour.

B. On-site technician arrival within (4) hours, unless a shorter timeframe is required contractually.

The City of Phoenix, Facility Divisions operate independently. To ensure proper communication and coordination, each department…