ESBD_431386_1750973334189_RFP 2025-003 Proposal Package v5.pdf

REQUEST FOR PROPOSAL

RFP No. 2025-003

Citywide Generator Service & Maintenance

Issue Date: June 26, 2025 Closing Date & Time: July 28, 2025, 2:00 P.M. CT

Opening Date & Time: July 28, 2025, 2:05 P.M. CT

For Information Contact:

Christopher Hanchard, Purchasing Agent, 254-750-6640, or christopherh@wacotx.gov

Pre-Proposal Meeting:

via Zoom Video Conference, (Please see Page 3)

RFP Opening Location:

Purchasing Services Office, 1415 N. 4th Street, Waco, Texas via Zoom Video Conferencing Only (Please see Page 3)

Zoom & Dial-In Information:

Please see Page 3

Purchasing Services Post Office Box 2570 Waco, Texas 76702-2570 Telephone 254 / 750-8060

Fax 254 / 750-8063 waco-texas.com

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BONFIRE ELECTRONIC BIDDING

The City of Waco is transitioning to Electronic Bidding, Proposals and Qualification (RFB/RFP & RFQ) submissions. These requests will be managed through the new City’s Data base system, Bonfire.

We ask vendors to register with Bonfire to access and respond to any advertisement for bids and services required by the City. Registration is secure and user friendly. Vendors can register at the link below. Once registered, vendors will be able to:

Register with the City of Waco.

Receive notifications for bids and services requests from the City.

Stay updated on changes, addendums, open solicitations.

Submit bids and proposals electronically.

Vendors can inquire about the details and requirements of various bidding opportunities.

The City will still accept bids and proposals by mail or drop off. Notifications of changes, addendums and updates will also be available on the City’s website as well as other media outlets the City uses for solicitations.

The City appreciates your participation. If you have questions during the electronic bid/proposal process, please contact the issuing buyer, whose contact information can be found in the solicitation document. You can also contact Bonfire with registration or customer support issues.

Website links to assist you: waco-texas.bonfirehub.com/login

MINORITY, WOMEN-OWNED BUSINESS ENTERPRISE (MWBE)

The City of Waco is committed to providing fair and equal opportunities for all vendors, especially those who face disadvantages in bidding and providing services to the City. The City collects and reports data on the MWBE status of vendors to the federal government as part of this effort. Vendors are asked to fill out the MWBE form and submit it with their offer when they respond to a bid or proposal solicitation.

The MWBE status helps the City ensure that small and disadvantaged businesses are included in the competitive solicitation process. However, the MWBE status does not determine the award of a contract.

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ZOOM ACCESS INSTRUCTIONS & ADDITIONAL

INFORMATION

PRE-PROPOSAL

RFP NUMBER: RFP 2025-003

DATE: July 14, 2025

TIME: CENTRAL 10:00 AM

QUICK LINK: https://wacotx.zoomgov.com/j/1604040910?pwd=ZrLD1dupbplowET0EaHlGVXWCy7VaS.1

MEETING ID: 160 404 0910

DIAL IN NUMBER: 551 285 1373

PASS CODE: 108383

ADDITONAL

INFORMATION:

Non- Mandatory Via Zoom Video & Dial In

PROPOSAL OPENING

RFP NUMBER: RFP 2025-003

DATE: July 28, 2025

TIME: CENTRAL 2:05 P.M.

QUICK LINK: https://wacotx.zoomgov.com/j/1603481843?pwd=1FsXa23C5Baszd1tkXYRQfMxvsqVin.1

MEETING ID: 160 348 1843

DIAL IN NUMBER: 551 285 1373

PASS CODE: 881541

ADDITONAL

INFORMATION: Proposal Opening https://wacotx.zoomgov.com/j/1604040910?pwd=ZrLD1dupbplowET0EaHlGVXWCy7VaS.1 https://wacotx.zoomgov.com/j/1603481843?pwd=1FsXa23C5Baszd1tkXYRQfMxvsqVin.1

TABLE OF CONTENTS

Register Interest Form I. Schedule for Solicitation for Competitive Sealed Proposal II. Contact with City of Waco III. Definitions IV. Requested Services V. Request For Proposals – Submission and Award Procedures

Appendices A. Scope of Services and Specifications / Pricing Forms

(1) Detailed Scope of Services and Specifications

(2) Proposal Pricing Forms

B. Contract Requirements

(1) City of Waco General Terms and Conditions

(2) Insurance & Indemnification Requirements

(3) Worker’s Compensation

(4) Wage Rates

(5) Sales Tax Information

(6) HB 89 Energy Form

(7) HB 89 Firearms Form

(8) HB 89 Israel Form

(9) HB1295 Information Sheet

(10) Foreign Terrorist Organization Form

(11) Protest Procedure

(12) Sample Contract

C. Forms to Complete and Return

(1) Submission of Bid/Proposal and Acknowledgment of Addenda

(2) Business Identification Form

(3) Conflict of Interest Questionnaire (CIQ form)

(4) Disclosure of Relationships with City Council/Officers (City

Charter)

(5) Minority Women Owned Business & HUB Certification

(6) Litigation Disclosure

(7) Certification Regarding Debarment

(8) Non-collusion Affidavit

(9) Texas Public Information Act

(10) Drug Free Workplace

(11) W-9 Form

D. Specifications

(1) Generator List w/ Details

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Citywide Generator Service & Maintenance

Please Register for Notification

REGISTER INTEREST

You have received a copy of the above-described Request document. If you would like to register your interest in this project so that you will receive any future notices or addenda concerning the project, please fill in the information requested below and fax this page to 254-750-8063. You may also scan this page and email to: christopherh@wacotx.gov.

Company/Firm:

Name of Contact Person(s):

Email(s):

Telephone: Fax:

Mailing Address:

It is your responsibility to complete and return this form to the City. Failure to do so will result in your not receiving notices and addenda related to this project from the City of Waco.

Notices and addenda are posted on the City’s website and can be accessed at: waco-texas.com/bids

City of Waco Purchasing Services Post Office Box 2570

Waco, Texas 76702-2570 Telephone 254 / 750-8060

Fax 254 / 750-8063 waco-texas.com

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I. SCHEDULE FOR SOLICITATION COMPETITIVE SEALED

PROPOSAL

The proposed schedule of events is tentative and may be modified throughout the selection process at the discretion of the City of Waco.

June 26, 2025 July 14, 2025 July 21, 2025 July 28, 2025 July 28, 2025 July 25 - 30, 2025

Issuance of the RFP

Pre-Proposal Meeting Deadline for questions in 5:00 P.M.

Proposals due by 2:00 P.M.

Proposal Opening at 2:05 P.M.

Evaluation of submission

Interviews or Presentations may be conducted

Tentatively, the final selection decision will be made, and submitters will be notified of award by, August 19, 2025. This schedule is subject to change by the City.

II. CONTACT WITH CITY OF WACO

The contact person for this solicitation process is: Christopher Hanchard, Purchasing Agent who can be reached at:

Email: christopherh@wacotx.gov Telephone: (254) 750-6640 Fax: (254) 750-8063

Questions concerning the solicitation can be submitted through the City of Waco’s Bonfire portal at waco-texas.bonfirehub.com/login (preferred) or by email to the contact person listed above.

Official Address (if needed) - City of Waco Purchasing Services Attn: Christopher Hanchard, Purchasing Agent 1415 North 4th Street Waco, Texas 76707

Contact someone other than the Purchasing Agent listed above, or his/her designated representative at the City of Waco concerning this solicitation may be grounds for removal from consideration.

Interpretation, modification, corrections, or changes to the solicitation documents will be made by addenda issued by the City of Waco. Addenda will also be made available through the City of Waco’s Bonfire portal at waco-texas.bonfirehub.com/login or the City of Waco Website at waco-texas.com/bids. Interested professional service providers are encouraged to return the Register Interest form on the previous page.

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III. DEFINITIONS

The following definitions apply to this document and the transaction between the City and the selected submitter unless otherwise designated in the context. Terms, which are singular, may include multiple, where applicable and when in the best interests of the City:

(1) “City” means and refers to the City of Waco, Texas.

(2) “Company” or “Firm” means and refers to any submitter, whether such submitter be a sole proprietor, corporation, company, partnership, company, or any other entity legally defined or recognized under the laws of the State of Texas.

(3) “Proposal” or “Submission” or “Submittal” refers to a response submitted to an RFP.

(4) “Project Review Committee” means a committee established by the City to review and score the submitted Proposals. The Committee may be composed of City of Waco staff, City Councilmembers, or their designees, or other individuals selected to serve on the committee by the City.

(5) “RFP” means and refers to this Request for Proposals.

(6) “Selected submission” means and refers to the submission sent to the City of Waco by the Selected Firm.

(7) “Selected Firm” means the firm who is selected by the City and to whom the City Council/City Manager awards a contract for the services or commodities requested in this solicitation.

(8) “Solicitation” means an RFP issued by the City Waco seeking products or services described in the document.

(9) “Submitter” or “Vendor” or “Proposer” or “Contractor” means a firm that submits a response to a solicitation.

(10) “Contract documents” includes the RFP and all of the Appendices attached to the RFP.

(11) “Day” means a calendar day unless otherwise specifically defined.

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IV. REQUESTED SERVICES/PRODUCTS

A. Scope of Services / Specifications

The City of Waco is seeking vendors to provide comprehensive citywide maintenance and service for permanently installed generators within the City of Waco, ensuring optimal functionality and reliability of these critical assets. This includes routine maintenance services such as inspections, testing, and preventive measures to ensure compliance with manufacturer recommendations and industry standards. The vendor will also address all necessary repairs to restore functionality in the event of equipment failure. As part of their responsibilities, the vendor shall submit a detailed service plan outlining their maintenance schedules, response times for repairs, and any additional recommendations to enhance the performance and lifespan of the generators. Emergency repair services must also be available to address urgent issues promptly.

In addition, the vendor will be required to provide telematic reporting on the status and health of each generator. This reporting should include real-time and historical data, such as operational performance, runtime hours, fuel levels, and any identified issues or alerts. The telematic reports must be submitted to the City regularly and be accessible upon request to allow the City to monitor the generators' overall condition and ensure accountability. All work performed under this scope must adhere to applicable safety regulations, codes, and standards to guarantee the reliability and safety of the generators for citywide operations.

The City reserves the right to purchase additional generators during the term of the Contract, and the current scope of services will be expanded to include the maintenance, repair, and monitoring of any new generators added to the City's inventory.

(1) Detailed drawings, scope of services, and/or specifications are attached as Appendices.

(2) A digital version of this document can be obtained from the City of Waco’s Bonfire portal at waco-texas.bonfirehub.com/login or the City of Waco Website at waco-texas.com/bids.

B. Terms Conditions & Requirements

In addition to the specifications for the Project, the attached Appendices include the City’s Contract Requirements.

C. Duration of Services The City of Waco anticipates that this contract will be performed for 365 calendar days.

Routine maintenance is expected to be conducted during normal working hours, excluding Saturdays, Sundays, and City holidays, unless specifically approved by the City. Repairs to critical equipment will be performed regardless of the time of day, weekends, or holidays, to ensure functionality and reliability for. For any work performed on Saturdays, Sundays, or City holidays outside of emergency repairs, the contractor must submit a written request and receive prior approval from the City.

The contractor will be responsible for any associated costs, including City staff time, third-party expenses, and overtime, for work conducted on weekends or holidays unless the City expressly waives such costs in writing. All calendar days, including weekends and City holidays, will be counted toward the contract time, and the contractor must account for adequate weather days within their proposal to accommodate the time of year and overall project duration. Emergency repairs required to restore critical equipment functionality must take priority, with immediate response times expected to meet the needs of the City.

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D. Reservations by City:

The City of Waco reserves the right to reject any and all submittals. The issuance of this solicitation does not obligate the City to contract for expressed or implied services. The City of Waco will not reimburse proposers for any costs incurred during the preparation or submittal of responses to this solicitation.

(1) Furthermore, the City expressly reserves the right to:

(a) Waive any defect, irregularity, or informality in any submittal or procedure.

(b) Extend the solicitation closing time and date.

(c) Reissue this solicitation in a different form or context.

(d) Procure any item by other allowable means.

(e) Waive minor deviations from specifications, conditions, terms, or provisions of the solicitation, if it is determined that waiver of the minor deviations improves or enhances the City’s business interests under the solicitation; and/or

(f) Extend any contract when most advantageous to the City, as set forth in this solicitation.

(g) Retain all proposals submitted and to use any ideas in a proposal regardless of whether or not that proposal is selected

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V. REQUEST FOR PROPOSALS – SUBMISSION AND AWARD

PROCEDURES

A. Requirements

(1) Proposals should be kept to the minimum necessary length to explain the proposer’s attributes and pricing. Typed responses are preferred in Times New Roman, Arial or Calibri font.

Responses must be clear and may be subject to disqualification if illegible.

(2) Qualified firms should submit their qualifications through the City of Waco’s Bonfire portal at waco-texas.bonfirehub.com/login. Paper/Physical submissions will still be accepted and should include one (1) electronic copy (CD or Flash Drive) and (1) original and four (4) copies of their statements of qualifications on 8 ½ x 11 paper. These must be received by the date set out above in the Schedule of Solicitation for a submitting firm to be considered:

(a) Cover sheet containing RFP number, project name, and proposer’s name, address, and telephone number.

(b) A brief company history.

(c) Completed and signed copies of Forms included in Appendix C.

(d) A short narrative of the proposer’s approach to the project and a statement of understanding targeting the specific nature of this project.

(e) Information on the proposer’s current workload and ability to complete the project.

(f) Certificate showing current insurance coverage.

(g) Pricing/Cost Information – Pricing Forms

1. All pricing and cost information is to be submitted less Federal Excise and State of Texas Sales Taxes. A tax exemption certificate will be executed upon request. The City’s federal tax identification number is 1-74-6002468-4.

(h) Names of the Subcontractors for the major components of the Project

(i) List of Proposer’s and Subcontractors’ experience on projects completed in McLennan County (include value of project and the owner’s phone and email contact information)

(j) List of Proposer’s and Subcontractors’ experience on projects for the City of Waco or other municipalities (include value of project and contact information (phone and email) at the municipality)

(k) List a minimum of five (5) projects that are of similar size and type performed by the Proposer and each Subcontractor (include the value of each project and owner’s phone and email contact information)

(l) List of five (5) references for the Proposer and three (3) references for each Subcontractor.

(m) Resume, project history, and other information on Proposer’s job superintendent for the project.

B. Completeness of Submission

(1) Proposers are responsible for examining and being familiar with all specifications, drawings, standard provisions, instructions, and terms and conditions of the solicitation and their responses.

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(2) The proposer must attach all required forms with each submission copy. Forms must be signed by a representative of the proposer authorized to bind the proposer contractually. The proposer must include a statement identifying any exceptions to this RFP or declare that there are no exceptions taken to the RFP.

C. Response Date and Location

Responses to this solicitation must be received by 2:00 p.m. (Central Time) on July 28, 2025.

The City prefers that vendors use the new Bonfire portal at waco-texas.bonfirehub.com/login, paper submissions will still be received at the address listed below Via Delivery Services or Personal Delivery to:

Attn: Christopher Hanchard, Purchasing Agent 1415 North 4th Street Waco, Texas 76707

If using U.S. Mail, note that U.S. Mail is initially received at Waco City Hall and then delivered to the office of Purchasing Services by a City courier. That delivery may occur a day or more after being received at Waco City Hall. Allow additional time in advance of the proposal due date for U.S. Mail delivery. If the Purchasing Office has not received the proposal by the stated deadline, the proposal will be returned unopened.

All submissions shall be sent to the attention of the Purchasing Agent in a sealed envelope that is clearly marked on the outside as follows:

“RFP 2025-003, CITYWIDE GENERATOR SERVICE & MAINTENANCE”

Proposals will be opened at 2:05 P.M. (Central Time) on July 28, 2025

Proposers accept all risk of late delivery bids regardless of instance or fault. A proposal received after the submission deadline will not be considered and will be returned unopened to the submitter.

The City will NOT accept a response submitted by facsimile transmission (fax) or by electronic mail (email).

All submissions and accompanying documentation will become the property of the City.

D. Modification to or Withdrawal of Submission

Submissions cannot be altered or amended after the submission deadline passes. Submissions may be modified prior to the deadline by providing a written notice to the Purchasing contact person at the address previously stated. To modify a submission prior to the submission deadline:

(1) Submit a written notice of the modification WITHOUT revealing the pricing/cost or terms information. The modification should provide the addition, subtraction, or other modifications so that the final pricing/costs or terms will not be revealed to the City until the sealed proposal is opened.

(2) The written modification may be submitted by electronic transmission (fax or email or personal delivery to Purchasing Agent identified earlier in this document. The written modification must be received by the City prior to the closing time.

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(3) If the modification is submitted through an electronic transmission (fax or email), the City must receive an original of the modification document signed by the proposer and submitted to a delivery company (UPS, FedEx, etc.) prior to the proposal closing time. If the original of the modification was not submitted to a delivery company prior to the closing time or is not received within three (3) days after the closing time of the bid, consideration will not be given to the modifications provided in the electronic transmission.

A submission may also be withdrawn by providing the notice in person by a representative of the vendor who can provide proof of his authority to act for the proposer. The representative will be required to execute a receipt reflecting the submission is being withdrawn. If a submission is withdrawn before the submission deadline stated herein, the proposer may submit a new sealed proposal provided the new proposal is received prior to the closing date and time deadline stated on page 1. This provision does not change the common law right of a submitter to withdraw a submission due to a material mistake in the submission.

E. Submission Validity Period

A submission responding to this RFP signifies the vendor’s agreement that the submission and the content thereof, are valid for ninety (90) days following the submission deadline unless otherwise agreed to in writing by all parties. The submission may become part of the contract that is negotiated between the City and the successful proposer.

F. Cost to Develop Submission

Costs for developing and assembling submissions in response to this solicitation are entirely the responsibility and obligation of the proposer and shall not be reimbursed in any manner by the City.

G. Evaluation Procedures

The proposals will be initially reviewed and evaluated by a Project Review Committee. Each proposal should be as complete and accurate as possible. The City reserves the right to request additional information or clarifications, oral discussions, or presentations in support of the proposal.

H. Vendor Presentation

The evaluation by the Project Review Committee will be presented to the City Manager or Executive staff, who will determine whether proposers may be invited to make a formal presentation of their proposal and/or sit for a panel interview. There is no obligation for the City to host interviews in order to make the final selection

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I. Evaluation Criteria The following criteria will be used to evaluate the submittals (scoring points available):

RFP Scoring Criteria Scoring Points

Available Proposed Pricing – Routine Maintenance 25 Proposed Pricing – Emergency Repair 20 Experience with projects of similar size and type (Contractor, Subcontractors)

Emergency Response Time 15 Experience of proposed firm or vendor 10 Proposer’s reputation (Contractor and Subcontractors): 10

TOTAL AVAILABLE POINTS 100

J. Final Selection Based on all information reviewed and presentations/interviews (if conducted), the City Manager or Executive staff shall establish the final ranking of the proposals.

(1) During the evaluation process, the City reserves the right, where it may serve the City’s best interest, to request additional information or clarifications from proposers.

K. Contact Award and Execution The final contract must be awarded and approved by the Waco City Council if the amount of the contract will exceed $50,000.00. If the contract is for less than that amount, depending on the amount, the contract may be executed by the City Manager, an Assistant City Manager, department head or director.

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RFP BOILER PLATE 01/2024

APPENDIX A

Scope of Services and Specifications / Pricing Form

(1) Detailed Scope of Services and Specifications

(2) Proposal Pricing Form

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Scope of Work

1. General Specifications

1.1. The City of Waco has approximately 26 city-owned locations with backup power generators that require various preventative maintenance, repair services, and operational testing. The City requests a proposal with costs for all stationary generators included in this RFP and listed in Appendix D.

1.2. For this proposal, maintenance and repair are defined as work that involves mending a broken system, component(s), or sub-component(s) of a backup power generators, annual maintenance (AM) services, operational testing, routine preventative maintenance (PM) services, and emergency repair services for the generator systems located at the city-owned facilities.

1.3. Respondent shall furnish all labor, supervision, tools, equipment, materials, metering instruments, supplies, parts, transportation, mobilization, insurance, bonds, permits, reports, incidentals, and quality control necessary to provide electrical services on an “as-needed basis.” The City does not guarantee a minimum value for this contract but will order services as needed.

1.4. Some City facilities and locations may have hazardous materials and conditions on site; therefore, the respondent must be aware and conscious of the hazards while performing work and act accordingly during evacuations, evacuation drills, routine service and maintenance, and emergency repairs.

1.5. For this proposal, all backup generator systems, components, and subcomponents shall include the generator power units (engine and alternator), generator controls and operating systems, remote monitoring systems, automatic transfer switch systems including switch gears, transfer switch controls, and electric panels, voltage regulators, all fuel system components, cooling systems, exhaust systems, and any all other critical or ancillary equipment related to the successful operation of a backup power generator.

1.6. Asset Management: The contractor may assist City staff with prioritizing backup generators and developing a tiered service, maintenance, repair, and on-call emergency response plan to maximize operational effectiveness. The contractor will also work with the City to provide copies of or access to electronic copies of all reports, invoices, or other records related to inspection services, maintenance and service activities (annual, quarterly, monthly), operational and load testing services, repair activities, or any other asset management activities.

1.7. Generator Inventory: The Generator List, included as Appendix D, contains the current list of known generator units at City facilities. If additional units are discovered or added during the contract term, the contractor shall notify the Fleet Department with the unit’s location and specifications. These generators may be incorporated into the scope of services without requiring a formal change order. Pricing for service and repair of newly added units shall be based on rates

Citywide Generator Service & Maintenance 16 of 87 for comparably sized and configured units listed in the original Pricing Schedule.

If a newly added unit is significantly different in size or configuration from those listed, the City and contractor may mutually agree upon appropriate pricing.

1.8. Regular Business Hours: Monday-Friday: 8:00 a.m.-5:00 p.m.

1.9. Locations: Appendix D of the pricing schedule provides each generator's address.

1.10. Multi-Award. "To facilitate timely and efficient generator maintenance and emergency repair services, the City reserves the right to award multiple contracts under this RFP."

1.11. Additional Backup Power Generators: The contractor will work with the City to amend the service agreement as additional backup power generator systems are added to existing or new City facilities.

2. Work Schedule

2.1. The work will be performed from 8:00 a.m. to 5:00 p.m., Monday through Friday.

The city's project manager must approve any work the contractor wishes to do outside these hours, on weekends, or on holidays. The request must be made at least three (3) days before the contractor starts the revised schedule.

2.2. Emergency and on-call work may be performed after hours, on weekends, holidays, during emergencies, or during inclement weather events.

2.3. The work shall not interfere with the surrounding operations, equipment, or any of the facilities used for the generators.

2.4. The respondent will work with the City to develop a schedule that minimizes backup generator downtime.

2.5. All generators shall be in working order over the weekends and holidays. No generators shall be left in a non-operational condition on Saturday or Sunday, and at the close of each Monday through Friday workday.

2.6. The generator service work will be prioritized in consultation with the Fleet Services Director or City Manager’s Office designee.

2.7. Before work begins, the contractor will provide the city with a list of generator parts, including the part number, manufacturer’s name, and cost, for approval.

3. Specifications: Initial Inspection and Service: Upon contract award, the Contractor shall evaluate the mechanical and electrical condition of the backup generators and related components, including the transfer switch, and provide a detailed written report with recommended maintenance and/or repairs, if necessary. The initial inspection and service phase will last 30 calendar days.

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3.1. The contractor will locate and clean all generator equipment tags and labels on the engine, generator, and other equipment so that they are readable.

3.2. All backup generator fuel (gasoline or diesel) will be tested for quality and contaminants during the initial inspection and service phase. A periodic fuel testing plan will also be developed. Written test results will be provided to the City for review. Once the City approves, any sub-standard fuel will be removed and replaced with new fuel that meets the generator manufacturer's specifications. All sub-standard fuel and used fluids removed from the generators will be disposed of according to all applicable environmental regulations.

3.3. The generators will be checked for fuel, oil, or other fluid leaks, including, but not limited to, the oil pan, radiator, hoses, batteries, and other components and appurtenances.

3.4. All used oils will be tested for metal shavings and other contaminants during the initial inspection and service phase and at least once annually. The lab that conducted the tests will provide the city with the test results and raw data. The contractor will provide service and maintenance recommendations based on the test results.

3.5. The contractor shall check each generator for proper operation, including over-and undercurrents.

4. On-Call and Emergency Services: Respondents shall outline a plan and approach that includes fixed hourly rates for on-call and emergency services for all backup generators listed in Appendix D.

4.1. On-call and Emergency Services may include but are not limited to work required after regular business hours, on weekends, or holidays, inclement weather (winter storms, rainfall/flooding, lightning, heat-related events), special events within the city, failure or damage to generator systems and components, or any other event that may impact the effective operation of a backup power generator.

4.2. The contractor shall be available to provide on-call and as-needed emergency repair services twenty-four (24) hours a day, seven (7) days a week, including holidays, weekends, and after-hours for backup generators. The contractor is expected to respond to emergency or on-call service notifications within thirty (30) minutes by phone and be on-site within four (4) hours. The City reserves the right to adjust the emergency on-call response time upon consultation with successful respondent(s).

4.3. Backup Power System Augmentation: Respondents will work with the City to develop a plan to augment backup power if any generator listed in Appendix D is offline for an extended period of time. The plan shall include pricing and approach for any auxiliary power generation equipment and recommended improvements to City facilities.

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4.4. Point of Contact: Contractor shall provide the City with a twenty-four (24) hour emergency on-call point of contact, to include name(s) and phone number(s).

4.5. Inability to respond: The respondent must demonstrate that conditions were such that travel to the site would be highly hazardous, or there was some extraordinary impediment preventing travel to the site. Should this be the case, the Contractor is required to contact the City and communicate the problem immediately.

5. Technical Specifications

5.1. Services: Generator repair and maintenance services shall include, but are not limited to, monitoring, testing, servicing, troubleshooting, repairing, ordering replacement parts per the manufacturer’s recommendations, and making necessary repairs to ensure each generator operates as designed for the intended application at all times. Specific work requirements will be identified in each project as deemed necessary and approved by the City.

5.2. Maintenance Parts & Supplies: The contractor shall promptly ensure replacement parts are available for repairs. Operating supplies for routine annual services and preventative services shall always be available. Parts shall be provided on a cost-plus percentage (%) mark-up basis. The percentage mark-up bid shall be supplied in the Appendix D Pricing Schedule Form.

5.3. Damage: The contractor shall be responsible for damage to the City’s equipment, property, workplace, and contents caused by negligence in work, personnel, and equipment usage.

6. Specifications: Service, Testing, and Preventive Maintenance Schedules:

6.1. The vendor will provide a service, testing, preventative maintenance schedule, and costs for all backup power generators identified in the RFP that ensure annual operating reliability. The schedule may include as-needed, monthly, quarterly, annual, and multi-year generator inspection, repair, service, and maintenance tasks.

6.2. This contract's annual preventive maintenance and reliability requirement will begin immediately after the one-time inspection is completed.

6.3. Contractor shall provide written “Not to Exceed” estimates on all non-emergency projects. This estimate shall include the estimated number of hours, hourly rate, number and type of employees required, estimated material cost, and completion date. The contractor shall respond to requests for estimates within two (2) days and provide written estimates within five (5) days of the original date. The Contractor shall ensure they have all the information to prepare accurate estimates. The City will permit reasonable third-party mark-ups on parts and

Citywide Generator Service & Maintenance 19 of 87 materials necessary for generator repairs. Mark-ups shall be fair, customary, clearly labeled, and consistent with industry standards. Excessive mark-ups may be subject to review and approval by the City. Vendors may be required to provide supporting documentation, including supplier invoices, upon request.

6.4. Load Tests

6.4.1. Load tests will be performed at least once annually on all generators to determine their load capacities and ensure acceptable performance. Tests will occur based on a schedule developed by the City and vendor. The City must approve the load test schedules. Depending on generator size, all Load Tests will use actual loads or a Load Bank. The City’s project manager will be notified 48 hours before all tests. This is to ensure the city facilities are prepared and not adversely affected by the test, and allow the project manager to attend said tests. For generators under 500 kW in size (and 75% of the load can be reached with existing equipment), actual loads will be used. For generators 500 kW in size and greater (and 75% of the load cannot be reached with existing equipment), load banks will be used for the test.

6.4.2. Maintain a 5-minute minimum amount of time between (1) the power transfer from the Emergency Power Supply to the normal power supply and

(2) the normal power supply to the power shut off.

6.5. Records of the annual preventive maintenance schedule are to be kept. The records shall, at a minimum, include the date of inspection/maintenance activity, identification of the service provider, notes on the testing of repairs made, notice of what unsatisfactory items were found, and the corresponding actions taken.

6.6. The contractor will develop and recommend a pest management program, regularly inspect generators for pests, rodents, and other vermin, and implement control measures to protect the engine and generator systems from damage.

6.7. The contractor will consult with the Fleet Services Director or City Manager’s Office designee to ensure all generators are adequately secured and to prevent unauthorized access.

7. Specifications: Non-emergency Maintenance and Repair Services

7.1. The contractor shall be able to repair or replace any city generator system listed in Appendix D.

7.2. Equipment covered by the original equipment manufacturer (OEM) warranty will be repaired under warranty first. Repairs to equipment outside of OEM warranty will be made under the terms of this service agreement. All components deemed defective will be replaced with new OEM-approved parts or equivalent.

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7.3. The City seeks hourly costs for repairs during normal business hours Monday through Friday (8:00 AM—5:00 PM) and on-call/emergency costs for repairs outside normal business hours, on weekends, and holidays.

7.4. Successful respondents shall notify the City about necessary repairs within one hour (1) of identification of such requirement. They shall contact the City within one hour (1) of similar notification from the City.

7.5. If, during the preventative/scheduled maintenance services, the service provider determines the need for repair or replacement of parts, the scope of which extends beyond the assigned preventive/scheduled maintenance tasks, the service provider shall provide a written estimate to the Fleet Services Department or City Manager’s designee for approval.

7.6. If any generator repair/service is expected to take more than twenty-four (24) hours, the contractor must notify the Fleet Services Department or City Manager’s designee immediately.

8. Specifications: Implementation of Telematics Systems for Backup Power

Generators: The City of Waco seeks a robust Telematics System for its fleet of backup power generators to enhance situational awareness, provide proactive support, and improve overall visibility for effective management. The selected system must meet the following requirements:

8.1. Vendor Qualifications and Experience: Detailed background and experience implementing telematics solutions, especially in generator management.

References or case studies from previous projects.

8.2. Visibility and Control: A user-friendly dashboard that offers comprehensive visibility into all generators and mains power performance and status. Remote control capabilities to start, stop, and reset generators as needed, as well as integration capabilities with existing management systems, ensure seamless data flow and analysis.

8.3. Real-Time Monitoring and Situational Awareness: The system should provide real-time data on generator performance, including, but not limited to, fuel levels, engine status, output power, and environmental conditions. To enhance location awareness, implement GPS tracking for portable generators.

8.4. Proactive Support and Predictive Maintenance: The system must include predictive analytics capabilities to forecast maintenance needs, minimizing downtime and extending the generators' lifespans. It must also include automated alerting mechanisms for potential issues and detailed diagnostics to facilitate rapid response.

8.5. Communication Protocols & Integration: The telematics system shall support cellular communication (4G/5G LTE) for real-time remote monitoring and data

Citywide Generator Service & Maintenance 21 of 87 transmission. The system must be capable of integrating with existing City fleet management systems, ESRI GIS platforms, and Kloudgin asset tracking tools to ensure seamless data flow and analysis. If applicable, the system should support an open API for interoperability with third-party monitoring solutions.

8.6. Data Storage & Retention Requirements: The contractor shall define the data retention period for performance and maintenance records, aligning with City policies and regulatory requirements. Historical data shall be easily exportable in CSV, JSON, or XML format to facilitate integration with City IT systems and reporting tools.

8.7. Remote Firmware Updates: The telematics system must allow for secure, remote firmware updates to ensure that all monitoring devices remain updated with the latest security patches and system enhancements. The contractor shall provide a schedule for firmware updates and a mechanism for notifying City IT personnel before updates are applied.

8.8. Data Security and Compliance: Ensure all transmitted and stored data complies with relevant data security standards. Include features for secure access control and data encryption.

8.9. Cybersecurity & Compliance Enhancements: The system must comply with established cybersecurity standards, including but not limited to the NIST Cybersecurity Framework (CSF), ISO 27001: Information Security Management, and Texas-specific IT security and data protection regulations. All data transmitted and stored within the system must be encrypted using AES-256 encryption or an equivalent industry-standard protocol. To prevent unauthorized access, multi-factor authentication (MFA) shall be implemented for all remote access to the monitoring platform.

9. Minimum Qualifications: The City has established the minimum qualifications for on-call electrical contractors. Vendors who do not meet all of the minimum qualifications defined in this section will not be considered for an award.

9.1. Vendor must have at least five (5) years’ continuous experience in commercial/industrial generator repair and maintenance or equivalent facilities comparable in size, type, scope, and complexity to the City.

9.2. The Contractor shall be able to provide service with in-house staff to the generators owned by the City. Appendix D contains the description of the location and type of generator to be serviced.

9.3. The requirement to provide emergency repairs means that the Contractor shall have a 24-hour point of contact and the capability to respond to the site within four

(4) hours once contact is made by the City.

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9.4. Contractor shall possess all applicable certifications and licenses from the State of Texas required for maintaining, servicing, testing, and repairing generators covered under this contract. Respondent must have a valid contractor’s license issued by the State of Texas and be registered with the City where work is performed.

9.5. Contractor shall have factory equivalent training on backup generator makes listed in Appendix D. Please highlight this on the Pricing Sheet. Extra pages may be necessary. Documents of this training must be included in the proposal submitted.

9.6. Respondent for ATS/electrical repairs shall employ a master electrician and an electrician licensed by the State of Texas. Master electricians will determine that all services provided comply with applicable laws and administrative and safety codes. Respondents will have at least one (1) licensed master electrician with at least five (5) years of commercial/industrial electrician experience. For all work performed, the respondent must have at least a licensed and registered journeyman electrician present while any electrical apprentice performs work on City property. All apprentices/helpers will be under the direct supervision of the Master or Journeyman electrician. Respondent and other persons must meet all competence standards promulgated by authoritative bodies and regulatory agencies, including, but not limited to, the Texas Commission of Licensing and Regulation, as applicable to the services provided herein.

10. Special Provisions: All Airport backup generators listed in this RFP are located inside

Secured Areas and will require prior notification/escorts for testing, servicing, and repairs. The contractor will work with the City to develop a plan and approach to accessing the airport's Secured Areas.

Proposal Pricing Form

RFP No. 2025-003 Citywide Generator Maintenance, Repair, and Monitoring Services

Vendor Name: __________________________________________ Vendor Address: ________________________________________ Contact Person: _________________________________________ Contact Phone/Email: ____________________________________

Generator ID MODEL Quarterly Semi-Annually Annually Standard Repair Emergency After Hours Markup Setup Fee Monthly Monitoring Support and Updates Item Price

46060 - Fire Station 1 Kohler 150 kW $_________ $_________ $_________ $____________ $______________ %_________ $_________ $______________ $_____________ $_________ 35311 - Fire Station 2 Generac 130 kW $_________ $_________ $_________ $____________ $______________ %_________ $_________ $______________ $_____________ $_________ 46102 - Fire Station 3 Caterpillar 125 KW $_________ $_________ $_________ $____________ $______________ %_________ $_________ $______________ $_____________ $_________ 55533 - Fire Station 5 Cummins 125 kW $_________ $_________ $_________ $____________ $______________ %_________ $_________ $______________ $_____________ $_________ 34314 - Fire Station 6 Kohler 50 kW $_________ $_________ $_________ $____________ $______________ %_________ $_________ $______________ $_____________ $_________ 49965 - Fire Station 7 Cummins 80kW $_________ $_________ $_________ $____________ $______________ %_________ $_________ $______________ $_____________ $_________ 34322 - Fire Station 8 Kohler 55 kW $_________ $_________ $_________ $____________ $______________ %_________ $_________ $______________ $_____________ $_________ 34306 - Fire Station 9 Kohler 50 kW $_________ $_________ $_________ $____________ $______________ %_________ $_________ $______________ $_____________ $_________ 43935 - Fire Station 10 Kohler 50 kW $_________ $_________ $_________ $____________ $______________ %_________ $_________ $______________ $_____________ $_________ 35303 - Fire Station 11 Generac 130 kW $_________ $_________ $_________ $____________ $______________ %_________ $_________ $______________ $_____________ $_________ 40501 - Fire Station 12 Cummins 60 kW $_________ $_________ $_________ $____________ $______________ %_________ $_________ $______________ $_____________ $_________ 40618 - Fire Station 14 Cummins 60 kW $_________ $_________ $_________ $____________ $______________ %_________ $_________ $______________ $_____________ $_________ 61044 - Fire Station 15 Cummins 250 kW $_________ $_________ $_________ $____________ $______________ %_________ $_________ $______________ $_____________ $_________ 57588 - Airport Cummins 80 kW $_________ $_________ $_________ $____________ $______________ %_________ $_________ $______________ $_____________ $_________ Airport Terminal Generac 300 kW $_________ $_________ $_________ $____________ $______________ %_________ $_________ $______________ $_____________ $_________ 39404 - Health Dept Cummins 100 kW $_________ $_________ $_________ $____________ $______________ %_________ $_________ $______________ $_____________ $_________ 42812 - Zoo (roof) Kohler 125 kW $_________ $_________ $_________ $____________ $______________ %_________ $_________ $______________ $_____________ $_________ 34249 - Zoo (ground) Onan 125 kW $_________ $_________ $_________ $____________ $______________ %_________ $_________ $______________ $_____________ $_________ Zoo Education/Vet Center Cummins 300 kW $_________ $_________ $_________ $____________ $______________ %_________ $_________ $______________ $_____________ $_________ Zoo Peguin Transfer Switch Only $_________ $_________ $_________ $____________ $______________ %_________ $_________ $______________ $_____________ $_________ 37184 - Fleet Shop Kohler 50 kW $_________ $_________ $_________ $____________ $______________ %_________ $_________ $______________ $_____________ $_________ 43323 - Radio Tower Onan 47kW $_________ $_________ $_________ $____________ $______________ %_________ $_________ $______________ $_____________ $_________ Pavilion Parking Garage Kohler 81 kW $_________ $_________ $_________ $____________ $______________ %_________ $_________ $______________ $_____________ $_________ Fleet Light Shop IT Room Generac 22 kW $_________ $_________ $_________ $____________ $______________ %_________ $_________ $______________ $_____________ $_________ Standard Hourly Rate & Emergency Rate Totals: $____________ $______________

Load Testing (include load bank if native load cannot be used) Load Testing Hourly Fee Load Bank Fee 20 - 50 kW $_________ $_________ 50 - 100 kW $_________ $_________ 125 - 300 kW $_________ $_________ 300 - 500 kW $_________ $_________ 500 kW - 1000kW $_________ $_________

Additional Generator Quarterly Semi-Annually Annually Standard Repair Emergency After Hours Markup Setup Fee Monthly Monitoring Support and Updates Item Price

20 - 50 kW $_________ $_________ $_________ $_________ $_________ %_________ $_________ $_________ $_________ $_________ 50 - 100 kW $_________ $_________ $_________ $_________ $_________ %_________ $_________ $_________ $_________ $_________ 125 - 300 kW $_________ $_________ $_________ $_________ $_________ %_________ $_________ $_________ $_________ $_________ 300 - 500 kW $_________ $_________ $_________ $_________ $_________ %_________ $_________ $_________ $_________ $_________ 500 kW - 1000kW $_________ $_________ $_________ $_________ $_________ %_________ $_________ $_________ $_________ $_________

Certification I certify that the prices provided above are accurate and include all costs associated with the services specified in RFP No. 2025-003. I understand that the City reserves the right to adjust the scope of services or quantities based on its needs

Signature: ____________________________ Printed Name: _________________________ Date: ________________________________

A. Routine Maintenance Services (Hourly) B.