Engine_Overhaul_Repower_Bid_Specs_2025.docx

GENERAL

Provide Cummins engine in-frame overhaul services to OEM specifications on City of Santa Monica Fire apparatus and SMDOT transit buses, and complete engine swings for the transit buses. This involves removal of existing ISL G engine and installation of a new and unused ISL G, ISL G near zero or L9N low emission engine. Services included, but not limited to troubleshooting and repair services of diesel, Natural Gas and Cummins Battery Electric Propulsion as required by the SMDOT.

Cummins Engine types (Sample only, other engine types may require services)

1. Santa Monica Fire Apparatus Engine types – In-frame overhaul or swing engine with genuine Cummins reconditioned engine

· Model ISM 500 – Sample Serial Number: 35154752

· Model ISL 400 – Sample Serial Number: 46545052

· Model ISX12 500 – Sample Serial Number: 75068995

· Model ISX15 600 - 80050301

2. Santa Monica SMDOT engine types – In-frame overhaul / ISL G swing engine / ISL G Near Zero swing engine / L9N swing engine / Electric Propulsion System

· Model CG-280 C-Gas Plus 8.3L Natural Gas Engine – Sample Serial Number: 46567402

· Cummins Model ISL G 8.9L Natural Gas Engine – Sample Serial Number: 73861500

· Cummins ISL G 8.9L Near-0 Natural Gas Engine – Sample Serial Number: 74211628

· Cummins L9N Natural Gas Engine – Sample Serial Number: 74520606

· Cummins Electric Propulsion System – Sample Serial Number: 6511563362

Service shall be to manufacturer’s latest specifications (E.P.A. and C.A.R.B standards).

SCOPE OF WORK

1. Vendor shall perform in-frame overhaul engine services using new and unused genuine Cummins replacement parts. Any parts that are available under the Cummins ReCon (genuine Cummins reconditioned part) exchange program are also considered acceptable for engine replacement parts. Aftermarket parts are not acceptable.

Replacement part installation and in-frame overhaul engine services must be assembled to Original Equipment Manufacturer (OEM) specifications on the following:

· Cummins Model ISM 500, ISL 400, ISX 500 and 600, and Cummins Model ISM 400 diesel engines on Fire apparatus.

· Cummins Model C Gas Plus 8.3L Natural Gas Engine, Model ISL G 8.9L Natural Gas Engine, IS G 8.9L Near-0 Natural Gas Engine, and L9N Natural Gas Engine on SMDOT transit buses.

· Engine In-frame overhaul shall consist of:

· removal of cylinder heads and all corresponding parts,

· removal of oil pan,

· removal of cylinder kits,

· thoroughly clean engine block and parts removed,

· inspect block for defects,

· install rod and main bearings,

· install new OEM cylinder kits,

· install oil pump and related parts,

· install refurbished (using OEM parts) cylinder head,

· install overhead,

· tune up engine (new spark plugs on NG engines),

· install all parts removed to access engine,

· install new oil filters, fuel filters and air cleaner element,

· Dynamometer test the vehicle to ensure engine performs to OEM standards.

2. Vendor shall install swing engines with new starter, on the following transit buses with new and unused genuine Cummins L9N engines on transit buses equipped with ISL G engines on the following transit bus types:

· Up to 58 coaches – 2013 / 2014 Gillig bus with 280 HP ISL G engine.

· Swing engine installation shall consist of:

· Engine cradle removal,

· Disassembly of engine cradle,

· Clean and prep engine cradle and engine compartment,

· Remove existing catalytic converter,

· Clean and prep catalytic converter mounting area,

· Install new LN9 catalytic converter,

· Install new and unused Cummins LN9 engine on cradle,

· Install transmission and all sub components on engine cradle,

· Install engine cradle assembly with all necessary hardware including new engine mounts, air filter element and fuel filter (SMDOT supplied components such as, but not limited to, radiator, transmission, transmission cooler, alternator, hoses, air lines, engine front and rear isolators etc…)

· Start engine and check for fluid leaks,

· Perform a chassis dyno test to ensure horsepower output is per OEM recommendations, certificate of dyno test to be provided upon delivery of transit bus,

· Repair any and all fluid leaks,

· Finished product shall be to an OEM standard installation, the use of tie wraps shall be minimized by using split block type clamps for hoses and wires wherever possible.

3. Vendor shall perform troubleshooting, repair, and replacement of Cummins Electric Propulsion Systems on an as needed basis as requested by the Transit Maintenance Manager or designee.

· Repairs shall be performed at vendor location or performed at SMDOT by field service technicians.

4. Vendor shall perform troubleshooting and repair services on an as needed basis as requested by the Transit Maintenance Manager or designee.

· Repairs shall be performed at vendor location or performed at SMDOT by field service technicians.

5. Vendor shall have the ability to dispatch field service technicians on an as needed basis.

· Field Service Technicians shall respond within 24 hours of a service call.

6. All services shall be performed to OEM specifications and standards.

6. Engine replacement parts shall all be genuine new and unused Cummins replacement parts. Any parts that are available under the Cummins ReCon (genuine Cummins reconditioned part) exchange program are also considered acceptable for engine replacement parts. Aftermarket parts are not acceptable.

7. Other related repairs must be authorized by the Transit Maintenance Manager or designee.

TOWING/TRANSPORATION:

· SMDOT will arrange Fire Apparatus transportation to and from vendor facility.

· Vendor shall provide pick-up and delivery services of transit buses (flatbed tow-in for 40’ buses or driven).

WARRANTY:

One year parts and labor, 90 days workmanship.

L9N engine warranty:

· L9N engine shall be equipped with 2 year, unlimited mile, fan-hub to flywheel Base Warranty. Base Warranty shall be registered for each engine at no additional cost to SMDOT and will start on the day the bus is put back into revenue service (new date In Service).

· L9N engine shall have 5 year 300,000 mile (whichever occurs first) Cummins WBT Extended Coverage registered to each engine. The start date for Extended Coverage begins on the new date in Service.

MINIMUM QUALIFICATIONS:

· Successful bidder must have a minimum of ten (10) years of full-time experience performing in-frame/complete engine overhauls to OEM specifications on Cummins Model ISM 500, Model ISM 400, ISX12 500, ISX15, 600, and ISL 400 diesel engines, Model C Gas Plus 8.3L Natural Gas Engine, and Model ISL G 8.9L Natural Gas Engine. Vendor to provide written proof that they have 10 years of experience performing scope of services.

· Successful bidder must have experience performing in-frame and complete engine overhauls to OEM specification on Cummins Model ISL G Near-0 and L9N engines. Vendor must provide written proof that they have experience performing scope of services.

· Bidder shall be Cummins trained / certified to perform in-frame overhauls on all engines listed to be in-frame overhauled or to install swing engines. As part of bid response, bidder shall submit written proof that technicians are Cummins factory certified for each engine type listed.

· Bidder shall be Cummins trained and certified to perform repairs and replacements of Cummins Electric Propulsion Systems, Energy Storage Systems, and Thermal Management Systems. As part of bid response, bidder shall submit written proof that technicians are Cummins factory certified for each engine type listed.

· Bidder shall be able to provide genuine Cummins repair parts for Cummins Electric Propulsion systems.

· Bidder shall be a certified Cummins warranty repair facility. As part of bid response, bidder shall submit written proof that bidder is a certified warranty repair facility.

· Bidder shall provide, as part of your bid, a detailed list of Fire Department/Transit agency clients.

· Successful bidders must maintain a current copy of their delivery personnel’s (anyone who might be driving SMFD fire apparatus, as well as any drive-away companies) “Class B” Driver’s License.

· Successful bidders’ repair facilities must be licensed by all Federal, State, and Local (City) governments and must have these licenses posted in their offices.

· Bidder must allow SMDOT personnel to visit and approve its repair facility prior to award of bid.

· Successful bidders must have their own rebuild, overhaul and repair facility and not sublet repairs to other vendors who might not meet the requirements. Submission of a bid indicates acknowledgement that the vendor is in compliance.

· For safety and efficiency reasons, workers assigned to work on SMDOT must be able to read, write, and communicate in English.

· Bidder must have the capability to reprogram Electronic Control Modules (ECM) at their facility. Bidder must written proof as part of this bid that they are authorized to reprogram ECM’s.

· Bidder must have the capability to install Emission Control Labels (ECL’s) on each engine in-framed or overhaul and on an as needed basis, per Air Resource Board (ARB) Advisory number 364. Bidder must provide written proof with this bid that they are authorized to install ECL’s.

· SMDOT transit buses and City Fire apparatus shall be repaired by Cummins factory trained and certified technicians. Vendor shall submit as part of this bid written proof that current mechanics are Cummins factory trained and certified to perform engine in-frame overhauls, complete overhauls and all aspects of troubleshooting and repair services.

· Bidder must be able to respond to and provide service and/or warranty repair services within 24 hours of being notified including, if necessary, the towing of bus or apparatus. Minor repairs shall be completed within 2 working days. Major repairs shall be completed in no more than 5 working days unless written approval is provided by SMDOT’s Maintenance Manager or designee.

· Bidder must have an ample supply of stocked diesel engine, Natural Gas engines and Battery Electric propulsion system parts or be able to acquire parts so as to not place a vehicle OUT OF SERVICE for more than 48 hours due to lack of replacement parts. Vendor must show proof of parts availability.

· Failure to include written proof that vendor meets all the minimum qualifications shall exclude bidder.

CERTIFICATIONS OR LICENSES REQUIRED

· “Class B” Driver’s License.

ACCESSIBILITY

Contractor shall fully inform himself or herself regarding any and all peculiarities and limitations of the spaces available for the installation of all work and materials furnished and installed under this Notice Inviting Bids. Contractor shall exercise due and particular caution to determine that all parts of contractor’s work are made quickly and easily accessible.

AUTHORIZED DISTRIBUTOR

Any successful bidder must be an Authorized Distributor for the product he, she or it offers, or with must submit documentation from an authorized distributor that he, she or it has purchased the specified product/equipment from that distributor and that the distributor will honor all of the manufacturer’s warranties.

BRAND NAMES/DEVIATIONS/LATEST MODEL

Bidder must state brand name and/or manufacturer of each item proposed in this bid. All guarantees and/or warranties must also be stated.

Parts and materials must be latest model or current date and meet specifications. This provision excludes surplus, remanufactured and used products, unless such material proposed is in lieu of items called for.

Bids will be considered on equipment or material complying substantially with specifications provided each deviation is stated and substitution is described, including technical data when applicable, in a letter attached to bid.

Any manufacturer’s names, trade names, brand names, model or catalog numbers used in these specifications are for the purpose of describing and establishing general quality levels. Such references are not intended to be restrictive. Bids will be considered for any brand which meets or exceeds the quality of the specifications listed for any item; such bids shall state brand name and number and include detailed specifications.

CLEANUP

During performance and upon completion of work on this project, contractor will remove all unused equipment and instruments of service, all excess or unsuitable material, trash, rubbish and debris, and legally dispose of same, unless otherwise directed by these specifications. Contractor shall leave entire area in a neat, clean and acceptable condition as approved by the City.

COMPLIANCE OR DEVIATION TO SPECIFICATIONS

It is understood that the material, equipment or service offered by the bidder will meet all requirements of the specifications in this Notice Inviting Bids, unless deviations therefrom are clearly indicated in the pages of this Notice Inviting Bids, or in an attachment entitled “Exceptions to Specifications” submitted and signed by bidder or bidder’s authorized representative. In order for the bid to be considered, bidder shall include an explanation for each item to which an exception is taken, giving in detail the extent of the exception and the reason for such exception. Although submittal of a brochure or other manufacturer literature is desirable as additional information, submittal of a brochure or other manufacturer literature as substitution for the compliance/deviation information described above shall not be deemed to be in compliance with this requirement, and may be grounds for rejection of a bid. Bidder shall submit with his, her or its bid full descriptive data, including make and model specifications, general drawings (if applicable), brochures and any other information on the material specified herein.

DETERMINATION OF SUBSTITUTIONS

The City reserves the right to determine as to whether any substitutions or deviations are within the intent of the bid specifications and will reasonably meet the service requirements of the City. Furnishing catalog sheets with technical data will not be accepted as proper notice of a substitution or a deviation from the specifications.

If the specification allows for “approved equal”, bidder must provide all information with their bid in order for the City to determine if the product offered is an equal to the brand specified and/or meets the technical specifications. The City reserves the right to determine whether the substitution is equal to the brand specified or the stated technical specifications. The decision of the City regarding equality shall be final.

DELIVERY TIME

Delivery time will be a factor in award of bid, where a maximum time for delivery is stipulated herein. Delivery time must be shown on the Bid Proposal.

ESCALATION & DE-ESCALATION OF BID PRICE

During the life of a contract awarded pursuant to this Notice Inviting Bids, including any extensions thereof, there may be a general published manufacturer’s price change OR a general market change, as evidenced by prices paid by other governmental entities or private organizations, in either the cost of materials or labor of the product or service specified herein. Within thirty (30) calendar days of a DECREASE in price, a successful bidder shall have an AFFIRMATIVE DUTY to (1) notify the City of market, manufacturer or laborer decreases in prices; and (2) to extend the full decrease to the City. Failure of a successful bidder to notify the City and/or extend such decrease(s) may be considered a breach of contract.

In event of an INCREASE in price, the City may allow, upon presentation of suitable proof and thirty (30) calendar days’ advanced written notice, an increase over bid price. Increases will apply only to products or services affected by an increase in raw material, labor, or other like cost factors. No increase will be allowed earlier than sixty (60) calendar days from date of contract award, including thirty (30) calendar days’ advanced written notice.

MANUFACTURER’S WARRANTY

Bids shall be accompanied by a copy or description of the manufacturer’s warranty for the item(s) proposed. The description shall include the length and scope of the warranty, and will be evaluated as a factor in award of bid.

MEASUREMENTS

It is the responsibility of the bidder to make all measurements to determine contractor’s bid price. The City will not be responsible for determining the quantities of materials necessary to complete the work specified in this Notice Inviting Bids.

NEW AND UNUSED

Unless specifically provided to the contrary, all items and material specified are new and unused and have the current production year. Bids which are received for other than the current production year, or for items and materials which have been previously used, will be rejected.

REJECTION OF WORK

Bidder agrees that the City has the right to make all final determinations as to whether the work contemplated under this Notice Inviting Bids has been satisfactorily completed.

RESPONSE TIME

Regular and/or emergency response time may be factor in award of bid.

SANTA MONICA NAME

Successful bidder is specifically denied the right of using in any form or medium the name of the City of Santa Monica for public advertising unless express permission is granted by the City.

VENDOR WARRANTY

Any successful bidder shall fully warrant all materials, equipment, including, without limitation, any optional equipment purchased by the City under the terms of this Notice Inviting Bids, against poor and inferior quality equipment and materials, for a period of not less than one (1) year from date of the final acceptance by the City.

While under warranty, any successful bidder shall repair or replace inoperable equipment or material in a timely manner so as to minimize the possible disruption of City operations resulting from said inoperable equipment or material.