EN - (WDC) Generator RFQ Document FY27 (Posting).docxEN - (WDC) Generator RFQ Document FY27 (Posting).docx

Warrensville Developmental Center – Generator and Transfer Switch Preventive Maintenance, Testing, Inspections and Repairs Solicitation: SRC0000041726

PURPOSE

This Request for Quotes (RFQ) solicitation is for testing, inspections, preventive maintenance, calibrations, and repair services for the generator sets and transfer switch identified at The Warrensville Developmental Center (DC).

ENGAGEMENT TIMELINE

Rates bid in response to this solicitation shall remain effective beginning October 15, 2026, through June 30, 2027. Rates bid shall not exceed the current rates included in the contractors’ State of Ohio contract, Index # MAC034.

The Agency may renew this engagement for up to an additional two (2) years with a mutual written agreement by both parties. Approved renewal periods shall be in accordance with the renewal period of the associated State of Ohio contract, Index # MAC034.

RFQ SCHEDULE

RFQ Issued: 9/8/2026 Inquiry Period Begins: 9/12/2026 Site Visit: 9/15/2026, at 9:00 AM Inquiry Period Ends: 9/23/2026 at 2:00 PM Bids Due: 10/01/2026 at 2:00 PM

SITE INFORMATION

Warrensville Developmental Center 4325 Green Road Highland Hills, Ohio 44128

SITE VISIT

A mandatory site visit for this solicitation will be held September 15, 2026, at Warrensville Developmental Center, 4325 Green Road, Highland Hills, Ohio 44128 to survey the facility’s generator(s) and transfer switch(es). The site visit will commence promptly at 9:00 am, barring an unforeseen circumstance that results in a delay or rescheduling of the site visit. The agency will not be responsible to a contractor for their failure to obtain information during the site visit due to their arriving after the site visit has convened or not attending at all. Potential bidders for the site visit shall check in at the Maintenance building upon arrival and ask for the Maintenance Superintendent.

GENERAL REQUIREMENTS

1. Work teams used to perform work covered by this engagement shall consist of one or more persons, as the extent of the work requires. Each team shall include not less than one certified technician, who shall oversee the work. Whenever possible, the same technician(s) should be scheduled.

2. No work on the generator set shall be done by subcontractors without prior notification and authorization from the DC’s contact person or designee.

3. If requested by DC, contractor shall provide a quote to correct noted deficiencies with a cost break-down of labor hours and material cost. Quote will be reviewed by DC. In-house repairs will be made as determined by DC.

SCOPE OF WORK

1. The contractor is required to read carefully the specifications of all parts of the work to become familiar with the work covered by this engagement. The contractor shall have the opportunity to visit the site on the scheduled date and time before submitting a bid. It shall be assured that the contractor has full knowledge of existing conditions and accepts them as is.

2. The contractor shall perform inspections, testing, maintenance and calibration for the generator sets and transfer switch.

3. The contractor is responsible for keeping records of the inspections and testing and reporting the results to the DC’s contact person within ten (10) working days of completion of each inspection.

4. The contractor shall be able to provide consultation services, by telephone, to the DC to assist them in trouble shooting problems in their generator systems at no additional cost.

INSPECTION, TESTING, MAINTENANCE, CALIBRATION

1. The contractor shall perform the inspections, testing, maintenance and calibration of the generator sets, transfer switch and core inverters on a semi-annual and/or annual scheduled basis as specified herein during the term of this engagement.

2. The contractor shall notify the DC contact person not less than two (2) weeks prior to schedule each inspection visit.

SEMI-ANNUAL PERFORMED SERVICE

Each item listed below shall be completed at least two (2) times during a twelve (12) month period. The time elapsed between these inspections shall be within two (2) weeks of every six (6) month timeframe.

1. Before starting work, discuss with the DC’s contact person any problems the DC is having with the system. Check out the problems as necessary.

2. Test and check out the overall operation of the generator sets and associated systems.

3. Performance testing of the generator shall include de-energizing the commercial power source by activating the transfer switch to simulate a loss of electrical power and allowing the generator to run under existing facility load.

4. Service all of the following items to verify proper operation. This includes cleaning, adjusting, calibrating, replacing, and topping off all fluids as necessary.

a. Air, coolant, oil, or fuel leaks.

b. Hoses and clamps (replace defective hoses and clamps).

c. Gaskets and other fittings.

d. Air filter(s) should be replaced, when necessary, but at least once (1) per year, with a filter as specified by the manufacturer.

e. Coolant level and cap seal. Coolant is to be added to top off the system.

f. Wiring, connections and insulation. Replace defective wiring.

g. Emergency shut-down system (i.e. engine low oil pressure; high water temperature; over speed; etc.). Replace indicator lights and sensors as necessary.

h. Fuel filter(s) should be replaced, when necessary, but at least once (1) per year with filter as specified by manufacturer.

i. Alarms and indicators. Replace lamps and fuses as necessary.

j. Check battery for specific gravity, voltage and charging rate and electrolyte level. Clean cables and connections. Top off fluid level as needed. Battery replacement is not covered.

k. Transfer switchgear mechanisms. Lubricate and adjust all operating links.

l. Check transfer switchgear enclosure heaters.

m. Check all insulators and tape cable terminations as required.

n. Check and replace all service lamps and control voltage pilot lights if defective.

o. Oil and oil filter. Top off oil level with oil as recommended by manufacturer. Replace filter when necessary but at least once (1) per year with filter as specified by manufacturer.

p. For the Control Panel, clean and check all connections and relay contacts. Check and replace defective relay indicator lights, fuses, and indicator nameplates.

q. Lubricate bearings on outside cooling system fans per manufacturer's recommendations.

r. Check and tighten mounting bolts.

s. Inspect water pump, fan hub, and idler pulley.

t. Inspect vibration dampeners.

u. Check and verify operation of coolant air flow system (i.e. automatic damper).

v. Lubricate generator bearings per manufacturer's recommendations.

w. Check the block heater and switch.

ANNUALLY PERFORMED SERVICE

Each of the services listed below shall be completed once (1) during a twelve (12) month period. Time elapsed between these visits shall be within two (2) weeks of every twelve (12) month timeframe.

1. Perform 75% Load Bank Test for two (2) hours, and then perform the following: (excluded if 100% Load Bank Test for four (4) hours is being performed in the same year)

a. Change the oil and oil filter using only the type(s) as recommended by the manufacturer.

b. Power flush and fill the coolant system with coolant type(s) as recommended by the manufacturer.

c. Inspect engine exhaust piping and back pressure.

d. Verify that no rain can enter cylinders or turbocharger.

e. Replace air filter(s) with type(s) as recommended by the manufacturer.

f. Replace fuel filter(s) with type(s) as recommended by the manufacturer.

g. Replace all other filters and screens to maintain proper operation according to the manufacturer.

h. Check the engine coolant heater and shut-off switch.

i. Inspect electrical circuitry.

j. Tighten exhaust system and turbocharger fasteners.

k. Check electronic governor, wipe off dirt and magnetic particles.

l. Check flexible exhaust couplings.

2. Perform 100% Load Bank Test for four (4) hours, and then perform the following: (performed every three (3) years)

a. Change the oil and oil filter using only the type(s) as recommended by the manufacturer.

b. Power flush and fill the coolant system with coolant type(s) as recommended by the manufacturer.

c. Inspect engine exhaust piping and back pressure.

d. Verify that no rain can enter cylinders or turbocharger.

e. Replace air filter with type(s) as recommended by the manufacturer.

f. Replace fuel filter with type(s) as recommended by the manufacturer.

g. Replace all other filters and screens to maintain proper operation according to the manufacturer.

h. Check engine coolant heater and shut-off switch.

i. Inspect electrical circuitry.

j. Tighten exhaust system and turbocharger fasteners.

k. Check electronic governor, wipe off dirt and magnetic particles.

l. Check flexible exhaust couplings

3. Analyze a fuel oil sample and provide results report to DC’s contact within thirty (30) days.

4. Analyze an engine oil sample, from each engine, to evaluate wear materials. Provide results report to DC’s contact within fourteen (14) days.

ENGINEERING CONSULTATION

The contractor shall provide quick response engineering consultation upon the request of the DC during this engagement without additional expenses. This consultation shall be provided by a technician that is intimately familiar with the facility, equipment, and personnel. The type of consultation shall be determined by the facility and can be problem-solving, recommendations, specifications, drawings, etc. When a written report is requested, it shall be provided.

MAINTAINING RECORDS - REPORTING

The contractor shall maintain 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 shall be provided to the DC.

Following completion of each inspection, the contractor shall provide the DC contact or designee with a copy of the completed facility supplied check sheet for each generator. Following completion of each inspection, the contractor's team shall review with the DC contact person 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 shall be sent to the DC contact person within ten (10) days of the DC’s request.

Within two (2) weeks following an inspection, the contractor shall file a written report covering the information specified above with the contact person at the DC.

MAJOR REPAIR

Test, adjust, repair or replace any internal parts and accessories pertaining to the DC’s equipment in accordance with factory recommendation or as inspection deems advisable, with DC’s Consent Only. Major repairs are defined as those items not listed above. Labor will be billed at rates listed under billing rates submitted by contractor for Regular Business Hours (M-F 7:00am – 4:00pm), Non-Regular Service Hours (Non-Normal Regular Business Hours Including State Holidays), and Emergency Service Hours (Immediate Response Required).

WORKMANSHIP – RESPONSIBILITY

All labor performed on this contract shall be first class, and the contractor shall be responsible for the quality of work as well as obtaining all necessary permits, and shall pay all costs connected with the same, if any.

The contractor will provide the name of the designated Safety Officer within their respective company for safety concerns that may occur. Any safety concerns/information will be conveyed to the DC’s maintenance superintendent.

The contractor shall be responsible for the acts or neglect of his employees when performing work under this engagement. The contractor’s employees shall observe the rules and regulations of the facility when engaged in work under this contract on DC’s premises and those adjacent private or public properties. Employees of Contractor must comply with all areas of the Code of Federal Regulations (Labor & Construction) which are applicable to the contract. Examples include but are not exclusive to lockout/ tagout (control of hazardous energy), protective equipment, housekeeping, etc.

Upon completion of an inspection, the contractor’s team shall leave the systems in satisfactory operation; or, if not in operation, the team shall inform the DC, explain why it is inoperative, and what must be done to put it into satisfactory operation.

All workmanship MUST comply with both State/Local Hospital Codes for emergency power backup and Joint Commission Standards. The contractor shall guarantee his workmanship and materials for a period of one (1) year from the date of acceptance by the DC and shall promptly remedy, at their expense, any defects due thereto for any damage to the DC’s systems or structures resulting from work on the generator sets and associated systems.

The contractor shall be responsible for having a current Materials safety data sheet (MSDS) for any chemical that the contractor brings onto DC grounds for the purpose of this contract (ref. CRF 910.1200). A copy of this MSDS shall be given to DC’s maintenance superintendent prior to using the chemical.

The contractor will always keep the work area safe and erect necessary barriers and danger signals. Contractor’s tools, equipment, etc., must always be secured/supervised for safety of patients on DC grounds. The contractor will clean their work area at the end of each workday. Including removal and proper disposal of all materials including but not limited to oil, coolant, fluids, batteries, and parts shall be the responsibility of the contractor.

GENERAL SPECIFICATIONS

> Successful bidder will furnish all materials, tools, labor and equipment.

> All work is to be completed during the regular business hours 7:00 am to 4:00 pm, Monday through Friday, unless prior arrangements are made with the DC Maintenance Superintendent.

> Contractor must contact the DC maintenance office daily upon arrival on the job site and “sign in” at Administration Building/Reception Desk.

EQUIPMENT LISTING

Listed below are the generator sets and automatic transfer switch to be covered under this service engagement. Two emergency generators, one automatic transfer switch, and Twelve Core Inverters located at the Warrensville Developmental Center campus.

GENERATORS

AUTOMATIC TRANSFER SWITCHES

SERVICES SUMMARY

First Semi-Annual Service - To be completed between July 1st and December 31st yearly.

Second Semi-Annual Service - To be completed between January 1st and June 30th yearly.

Note: Clean, adjust, calibrate, lubricate and replace defective parts and top off all fluids as needed. Parts to be replaced annually (*) and cost included in bid.

Test and Check Generator Sets and Associated Systems

Insulators/Tape Cable Terminations

Materials cost to be included in Bid

BID / QUOTE SUBMITTAL

Bidders must complete the “Item Grid” and attach an electronic copy of their quote (that specifies and references their State of Ohio contract #) within the solicitation in OhioBuys. Proposed rates must not exceed the rates established in the State of Ohio contract, Index # MAC034.

· Generator Preventive Maintenance, Inspection and Testing:

The quote must indicate the total annual cost for all Generator Annual and Semi- Annual Preventive Maintenance, Inspections, Testing, and Calibrations.

· Transfer Switch Preventive Maintenance, Inspection and Testing:

The quote must indicate the total annual cost for all Transfer Switch Semi-Annual Preventive Maintenance, Inspection, Testing, and Calibrations.

· Annual Fuel Oil Sample Testing

· Annual Engine Oil Sample Testing

· Equipment and Repair:

The quote must include hourly labor rates for Regular Business Hours (M-F 7:00 am – 4:00 pm), Non-Regular Service Hours (Non-Normal Regular Business Hours Including State Holidays), and Emergency Service Hours (Immediate Response Required).

· Applicable Trip Charge Rates

· Markup Percentage on Parts and Equipment

PREVAILING WAGES

When repair and equipment projects exceed the prevailing wage threshold levels, the contract is subject to Ohio Prevailing Wage Laws, Chapter 4115 of the Ohio Revised Code and the Contractor shall comply with all provisions contained therein. By submitting a bid, the bidder guarantees that the prevailing wage scale to be paid to all labor employed on the contract shall be in accordance with the published schedule of the prevailing hourly wage and fringe benefits ascertained and determined by Ohio Department of Commerce, Wage and Hour Bureau for the county in which the work is being performed. The following links will provide information on prevailing wage requirements, rates, and laws.

Prevailing Wage Threshold Levels https://com.ohio.gov/divisions-and-programs/industrial-compliance/wage-and-hour/guides-and-resources/prevailing-wage-threshold-levels

Prevailing Wage Rates Contractor shall be responsible for verification of current classification rates for work location(s). Prevailing wage rates may change throughout the life of the project, and it is the responsibility of the Contractor to be in line with current rates.

Bidder may access the Ohio Department of Commerce, Wage & Hour Bureau at its website, https://wagehour.com.ohio.gov/w3/webwh.nsf/wrlogin/?openform, to obtain the current wage rates.

EVALUATION / AWARD

Bids will be evaluated, and an award will be made to the lowest responsive and responsible bidder as determined by the agency. Bidder must be authorized Contractor on the DAS State contract, Index #MAC034.

A written Basic Order Agreement (BOA) will be executed between the winning bidder and the agency to confirm the agreed upon goods and services rates and terms of engagement with the agency in accordance with the State of Ohio contract DAS State contract, Index # (MAC034).

ATTACHMENTS

The following attachments must be completed and submitted as part of the bidder’s quote in OhioBuys in order to be considered for award.

· Standard Affirmation and Disclosure Form The Standard Affirmation and Disclosure Form attached to the solicitation must be completed, signed by an authorized official of the bidder’s organization, and submitted with any bid to be considered.

· Contractor Information Form The Contractor Information Form attached to the solicitation must be completed and submitted with any bid to be considered.

· Contractor Certification Statement Form – Required Only If Applicable All bids will be considered for preferences, with Bidders being able to qualify for any number of preferences (i.e., Buy American, Buy Ohio, and VBE). If a bidder is claiming preferences, the Certification Statement Form must be completed and submitted with the quote for it to be applied to quote evaluation.