ESBD_481911_1768588653536_SOL_EXH_F.8_Statement of Work.pdf

PDF 1 MB Posted Mar 11, 2026

Attached to: AUSTIN HQ & FLORENCE TTC GENERATOR SERVICES
Solicitation number: 405-26R0004472
Issued by: Travis County, Austin City, Texas

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Written by GovTribe AI · Mar 20, 2026

This Statement of Work describes generator maintenance and repair services required by the Texas Department of Public Safety (DPS) for facilities located at the Austin Headquarters (5805 N Lamar Blvd, Austin, TX 78752) and the Florence Tactical Training Center (810 Co Rd 240, Florence, TX 76527). The contract encompasses preventive maintenance and emergency repairs for 24 generators of varying capacities (35kw to 1,250kw), including quarterly inspections, annual or triennial service cycles, and Automatic Transfer Switch (ATS) maintenance. Service requirements include generator inspections, oil and filter changes, fuel polishing, load bank testing, battery maintenance, coolant system flushes, and ATS live transfer testing. The contractor must provide 24/7/365 emergency response with a four-hour response time for generator failures and complete all services within five business days of commencement. The contract includes one-time initial deliverables such as a comprehensive deep clean of all generators, installation of permanently mounted fuel polishers, preparation of generator and ATS manuals with photographic documentation, and provision of training to DPS personnel. Generators follow a rotating service schedule with the first year requiring triennial service, subsequent years alternating between annual and quarterly inspections, and the cycle repeating every five years.

The contractor must have a minimum of five years in business servicing generators, at least two years of experience with municipal-type generator service agreements, and maintain on staff technicians with a minimum of ten years of generator experience plus factory-authorized certifications from manufacturers or accredited programs such as the Electrical Generating Systems Association (EGSA). The contractor is responsible for all labor, materials, equipment, licenses, permits, disposal of waste materials, and insurance coverage. Service call rates are charged on an all-inclusive basis with time and material rates applied after the initial sign-in, with a maximum of one additional hour billable for facility access. Late closeout documentation incurs penalties ranging from 1% price reduction per business day up to 100% price reduction at 60 calendar days. The contractor must provide comprehensive closeout documentation within five business days including service reports with technician initials and dates, load bank reports, fuel polish reports, ATS service reports with thermography scans, and warranty documentation. Contractor employees must comply with DPS pandemic protocols, wear appropriate uniforms with visible identification badges, and follow all OSHA and Texas safety standards.

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ESBD_481911_1768588633527_SOL_EXH_F.7_Mandatory Pricing Schedule.xlsx	XLSX spreadsheet	Mar 11, 2026
ESBD_481911_1770824523511_SOL_ADD_1_26R0004472_936-39.pdf	PDF	Mar 11, 2026
ESBD_481911_1768588564298_SOL_EXH_F.3_HUB Subcontracting Plan HSP.pdf	PDF	Mar 11, 2026
ESBD_481911_1768588489552_SOL_PST_IFB_405-26R0004472_936-39.pdf	PDF	Mar 11, 2026
ESBD_481911_1768588690254_SOL_EXH_F.10_DPS Online Bid Room Vendor Information.pdf	PDF	Mar 11, 2026
ESBD_481911_1768588671733_SOL_EXH_F.9_Verification of Experience.pdf	PDF	Mar 11, 2026
ESBD_481911_1768588616613_SOL_EXH_F.6_Request for Taxpayer Identification Number and Certification W-9.pdf	PDF	Mar 11, 2026
ESBD_481911_1768588546774_SOL_EXH_F.2_Information and Certifications Form.pdf	PDF	Mar 11, 2026
ESBD_481911_1768588600102_SOL_EXH_F.5_Direct Deposit Authorization Form.pdf	PDF	Mar 11, 2026
ESBD_481911_1768588582826_SOL_EXH_F.4_Application for Texas Identification Number AP-152.pdf	PDF	Mar 11, 2026
ESBD_481911_1768588524325_SOL_EXH_F.1_Standard Terms and Conditions.pdf	PDF	Mar 11, 2026

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Rev 08/05/2025

AUSTIN HQ & FLORENCE TTC GENERATOR SERVICES

STATEMENT OF WORK

1.0 Service Location

Texas Department of Public Safety (DPS) All generators as part of the building systems are located at the following Facilities:

(exact addresses located in Attachment A).

• HQ - Austin

• Williamson County – Florence Tactical Training Center (TTC)

* The Contractor is responsible for verifying all equipment listed on the Generator List (Attachment A).

2.0 Contractor Service Requirements

The Contractor must furnish all labor necessary to perform the service. The Contract Monitor must approve any changes to this schedule in service in writing. (This excludes holidays when the office is closed.)

During a pandemic, as determined by DPS, when the Contractor arrives at a DPS Office for a pre-bid conference or to perform contracted services after award, they must bring their own Personal Protective Equipment.

A. Contractor must follow agency-adopted pandemic protocols.

3.0 General Requirements

A. Bidders must submit pricing on the Mandatory Pricing Schedule Exhibit with the bid response.

B. The Contractor must have been in business for a minimum of five years servicing and repairing generators. The Contractor must have at least two years of experience working on a city, state, federal, or other municipality-type generator service agreement. The Contractor must have on staff a technician(s) with at least ten years of experience servicing and repairing generators. The Contractor must have on staff a sufficient number of certified staff to perform this service agreement. That certification will be from a factory authorized representative, Electrical Generating Systems Association (EGSA), or other accredited generator certification program.

Must submit documentation of these requirements with the bid response.

C. Contractor employees must wear either uniforms or appropriate clothing, always identifying themselves as employees of the Contractor when working in DPS facilities. Shorts and/or muscle shirts are prohibited. Contractor personnel must always have a DPS-supplied identification badge visible at all times when working in DPS facilities.

D. Contractor employees, vehicles, or equipment are prohibited from entering all unauthorized areas. To gain access, the Contract Monitor must grant approval.

E. Contractor will procure, at Contractor’s expense, all necessary and required licenses and permits necessary for the performance of this award. Contractor represents and warrants that the services provided under this award comply with all applicable federal health and safety standards, including but not limited to the Occupational Safety and Health Administration (OSHA), and all Texas health and safety standards.

Each contractor must also possess a credential that lends credibility to the worker’s ability to demonstrate his or her technical competency. This may include, but is not limited to, factory training, certification, and/or a trade license.

F. The service mechanics must, upon entering and leaving the premises each day, report & sign in with the Contract Monitor or their designated representative.

G. All work must meet or exceed standards set forth by the Uniform Mechanical Code, International Mechanical Code, and ordinances cited by the Texas Department of Licensing and Regulation.

H. Following each service, the Contractor must email a copy of the delivery ticket to the Contract Monitor.

I. The Contractor is responsible for immediately notifying local building staff of all deficiencies, damages, potential hazards, and other conditions or injuries that may occur. Contractor must adequately protect the work, DPS’s property, adjacent property, and the public. In the event of damage to facilities because of the Contractor’s operations, the Contractor must subsequently repair or restore all services to the satisfactory approval of DPS’s Contract Monitor or his/her designated representative. Further, Contractor must engage any additional outside services, which may be necessary to facilitate repairs until services are restored. All costs involved in making repairs and restoring disrupted services must be at the expense of Contractor, and Contractor will be fully responsible for all claims resulting from the damage.

DPS’s Contract Monitor or his/her designated representative may elect to perform such repairs and deduct the cost of such repairs, replacement parts, and outside services from amounts due to Contractor.

Contractor will be responsible and liable for the safety, injury, and health of its working personnel while its personnel are performing work for DPS.

Unless otherwise specified in this Contract, DPS’s Standard Terms and Conditions or any other exhibit or attachment Contractor will acquire and maintain, for the duration of this Contract, insurance coverage necessary to ensure this Contract’s proper performance and cover any potential liabilities with financially sound and reputable insurers licensed by the Texas Department of Insurance, in the type and amount customarily carried within the industry or as determined by DPS. The Contractor will provide evidence of insurance upon request by DPS.

http://www.tdlr.state.tx.us/ http://www.tdlr.state.tx.us/

J. The Contractor is responsible for ensuring that a sufficient number of employees have passed the required background check for each location to prevent a lapse in service if the primary contract employee is unavailable.

4.0 Service Descriptions

A. Quarterly Service – All of these are the minimum steps and will be priced as part of the quarterly service. Quarterly service will occur three times a year after the annual or triennial service. Quarterly service will be performed every three months (23-29 weeks) after annual or triennial service.

1. Perform a general inspection of the generator, provide a report, and estimate for findings within five business days of performing the services.

2. Inspect the enclosure.

3. Check the battery electrolyte level and specific gravity.

4. Check battery cables and connections.

5. Inspect drive belts.

6. Inspect the coolant heater.

7. Check coolant lines and connections.

8. Check for oil leaks and inspect the lubrication system hoses and connectors.

9. Check for fuel leaks and inspect fuel system hoses and connectors.

10. Inspect the exhaust system, muffler, and exhaust pipe.

11. Check and clean air cleaner units.

12. Inspect air induction piping and connections.

13. Inspect the DC electrical system, control panel, and accessories.

14. Inspect the AC wiring and accessories.

15. Contractor will be responsible for cleaning & wiping down the generator at the completion of each service. This level of cleaning will be to maintain it at the level after the initial deep cleaning.

16. Perform an online check & visual inspection of the Automatic Transfer Switch. NO

LOAD TRANSFER.

17. Contractor will provide basic weekly generator checking steps for on-site DPS personnel. This is just a basic on how to check the fluids, belts, hoses, and other items that should be looked at on a weekly basis.

B. Annual Service – All of these are the minimum steps and will be priced as part of the annual service.

1. Provide a quarterly service as listed above.

2. Change all oil and oil related filters.

3. Change all fuel filters.

4. Change all air filters.

5. Clean the crankcase breather.

6. Change spark plugs.

7. Check coolant concentration.

8. Fuel polishing - Fuel testing & reconditioning (diesel-fueled units only).

a. Remove water from the fuel tank.

b. Remove microbial growth from the fuel tank.

c. Remove sludge formation from the fuel tank.

d. Once a permanent fuel polisher is installed, these services will only be completed on an as-needed basis. The Contractor will maintain the fuel polisher.

e. Provide a fuel stabilizer/additive for the fuel tank.

f. Provide a winter stabilizer additive for the fuel tank to prevent gelling of the fuel. If service is performed during the warm months, this will be left with the generator so it can be added once the winter months arrive. The Contractor should provide enough for each generator to serve one full tank on the generator.

9. Perform a two-hour load bank test and bring the generator to 100% load per industry standards.

C. Triennial Service – All of these are the minimum steps and will be priced as part of the triennial service.

1. Provide an annual service as listed above.

2. Change all thermostats.

3. Change all belts.

4. Change all coolant system hoses, air cooler hoses, intake hoses, intake hose adaptor, and hose clamps associated with the generators.

5. Flush the cooling system and replace the unit with new coolant.

6. Change all fuel lines.

7. Change out any other belts, hoses, filters, and/or fluids not previously mentioned.

D. ATS & Paralleling Gear Service: All ATS work will be performed by a factory-authorized ATS representative. Paralleling gear and controller are only located on

DC#1, 2 & 3.

1. Perform a live transfer & test of the Automatic Transfer Switch. This will need to be scheduled and coordinated with Contract Monitor and building occupants.

Work may have to be performed outside normal business hours.

2. Visual inspection of all wiring and connections for tracking, overheating, and deterioration.

3. Check and tighten, where necessary, all circuit wiring terminals.

4. Check manual switches for free movement and contact continuity.

5. Check all common and ground wires. Measure and record resistance to ground readings.

6. Check lug connections and mounting hardware.

7. Tighten all bus connections (normal, emergency, and load).

8. Inspect main contacts (clean and burnish where necessary).

9. Inspect arcing contacts (clean and burnish where necessary).

10. Inspect relay finger contacts (clean and burnish where necessary).

11. Inspect auxiliary contacts (clean and burnish where necessary).

12. Check the length of the linkage.

13. Check motor mounting hardware.

14. Check the heim joints.

15. Check the interlock rod.

16. Check the handle bracket for free movement.

17. Lubricate all necessary mechanical parts.

18. Other timers (relay: time).

19. With an ambient rise infrared scanner or tracker, check for ambient rise on energized main contacts, bus work, and cable lugs (preferably at full load conditions).

20. Wipe down and touch up minor exterior scratches.

21. Clean the interior of the enclosure and remove accumulated dust.

22. Check door closure, locking bars, and mechanism for proper operation.

E. One-Time Deep Clean of Generator – This work will only be performed one time at the beginning of the contract.

1. Work will occur before the annual or triennial level of service is performed.

2. Pressure wash or deep clean the generators to remove all dirt and built-up grease/grime. This includes the entire motor, generator, enclosure & radiator.

3. Contractor will be responsible for cleaning up and/or containing all potential environmental hazards from cleaning.

4. Contractor will responsibly dispose of all cleaned-up material off-site.

5. On units located inside the building, the contractor will provide adequate ventilation to prevent fumes from cleaning agents from permeating the building.

F. Battery Maintenance – This work will be performed at the time of the initial annual or triennial service.

1. Contractor will be responsible for maintaining and/or replacing the battery at no extra charge for the term of this service agreement.

2. The Contractor will be responsible for the battery cables and connections.

3. The Contractor will be responsible for maintaining and checking the battery charger. Contractor will be able to charge a service call rate for a charger replacement on an as-needed basis.

G. One-Time Bid Alternatives for Generators – This work will only be performed one time at the bid award.

1. The Contractor will provide manuals and photos of each generator and ATS.

Manuals and photos must include a service and part manual for the generators and ATSs (variance will be considered on older generators where those records do not exist). This includes part numbers, descriptions, and quantities.

Contractor will provide a list with all items they replace as part of this service, with brand, model, serial, and quantities (not limited to belts, hoses, filters, fluids…). Contractor will include 3 hard copies and a digital version. Digital version will include a photo library of the generator, ATS, equipment & parts.

Photos must show the general area of the part and a closer view of the part.

2. Install a permanently mounted fuel polisher on the generator. Provide operational manuals and training for on-site staff on the use and function of the equipment. This training should be site-specific and geared to personnel not familiar with generators. The Contractor will provide a video of this training for future reference. Provide enough filters for 1 year of usage. Once this is installed, the fuel polishing mentioned in the annual service will only be performed on an as-needed basis in case the permanent one is disabled. This fuel polisher will be maintained in place of the fuel polishing service.

H. Service Calls:

1. Service call rate will be an all-inclusive charge to get the technician to the site and signed in/out with the Contract Monitor. The Contractor will have a set price for a standard service call and one for an emergency service call.

2. Once signed in with the Contract Monitor, the service call will be charged at time and material rates. The Contractor may not charge more than one hour of time beyond the sign-in/out time. This one hour will be to allow for entering and exiting the premises.

3. Invoices will be itemized to reflect the agreed-upon rates.

1. Service Call Fee

2. Labor Hours

3. Labor Hour Rates

4. Material with Markup

4. Estimates for repairs are for approval purposes. Final invoice for repairs will reflect the allowed service call, hourly, and material rates.

I. Closeout Requirements:

Following each closeout, the Contractor must provide the following to the Contract Monitor within five business days of job completion. Failure to meet the five-business-day timeline for close-out requirements will incur a penalty.

1. Service report of work performed.

a. The service report for services will include a checklist of all the steps listed above, dependent on the service performed. Each line will be initialed and dated by the technician who performed the work.

2. Load bank report with readings at 15-minute intervals.

3. Fuel polish report.

4. ATS service report along with thermography scans.

5. Invoice for work performed.

6. Operational demonstration.

7. Warranty documents.

8. Estimate for discrepancies and issues discovered during the service.

Penalties:

- 1% price reduction on the service or repair invoice for each business day past the

5 business days.

- 50% price reduction on the service or repair invoice at the 30-calendar day period.

- 100% price reduction on the service or repair invoice at the 60-calendar day period.

- The Contractor may request a 5-day extension on estimates. This extension must be approved by the Contract Monitor in advance.

5.0 Schedules

The Contractor will, within 30 days of receipt of the contract award, supply the DPS Contract Monitor with an inspection & service schedule. The schedule will include the month and year for the triennial, annual, and quarterly inspections.

The Contractor will, within 30 days of receipt of the contract award, supply the DPS Contract Monitor with background checks for their staff.

The Contract can be amended to remove or add generators as new ones are brought into service or removed from service.

The Contractor must adhere to the following response times for services and repairs.

A. Contractor will perform a quarterly inspection of the equipment, followed by the scheduled annual/triennial level of service.

B. See (Attachment A) for the service schedule of the generators.

C. Services will be scheduled a minimum of two weeks in advance.

D. The Contractor will provide 24 hours a day, seven days a week & 365 days a year service and response time.

E. Emergency response times for generator failure will be four hours from notification of the issue.

F. Once a service is started, it must be completed within 5 business days, or penalties will be incurred.

G. All generators will have their annual/triennial service, load bank, fuel polish, & ATS service performed in the same quarter before the next quarterly inspection is performed.

6.0 Contractor Cooperation

Contractor agrees to cooperate and coordinate its work with that of other Contractors retained by DPS. Upon discovery of an apparent conflict in the sequencing of work with another Contractor, Contractor must report the concern to the DPS’s Contract Monitor.

7.0 Performance Warranty

The Contractor must guarantee all work included in the contract against any defects in workmanship. Any deficiencies that may become apparent within a period of one year after completion of work must be brought into code compliance at no cost to DPS. The warranty period must commence upon the date of acceptance by DPS.

8.0 Material Warranty

All material furnished must be guaranteed by Contractor to comply with this contract and be sufficient for the purpose intended, new and free from defects. Materials furnished under this contract must be the latest improved product in current production, as offered to commercial trade, and must be of quality material. Used, shopworn, demonstrator, prototype, reconditioned, or discontinued products or materials are not acceptable.

9.0 Contractor Responsibilities

The Contractor forces must be required to remove and relocate the affected existing DPS site components or equipment deemed required to support the overall installation. Any equipment relocation will be done under the direction of the DPS Contract Monitor.

However, due to liability requirements, the Contractor may not store project equipment, materials, or other components without the consent of the affected DPS staff and holds the agency harmless for theft, material loss, or equipment damage from sources beyond the control of the agency.

All work must be done in a timely manner. Once the project has been awarded, the successful Contractor will be expected to work from that day forward with a continuous effort to accomplish the service in a timely manner.

10.0 Material Management

Delivered materials will be maintained and stored in an area as directed by the DPS Contract Monitor or designated representative and in accordance with the manufacturer’s requirements to maintain shelf life. MSDS safety data for all materials used as part of this project must be submitted to the DPS Contract Monitor or designated representative if requested.

The Contractor will be responsible for the disposal of all materials and debris associated with this project. The disposal must be in accordance with local, state, and federal applicable standards and will be considered as part of this project.

11.0 Equipment and Supplies

The Contractor must maintain possession of all materials and equipment needed to fulfill the contract. DPS personnel will not be responsible for any shipments or storage of materials. It is solely the Contractor’s responsibility to warehouse, receive, and stage the materials and equipment.

Any repair parts must be placed on order within three business days of approval from the Contract Monitor.

Tools used for the installation must not be left unattended and are the responsibility of the Contractor to prevent unauthorized use or theft. DPS asks all Contractors or subcontractors to use due diligence to ensure their tools, materials, and equipment are secure while working on this project. While DPS investigates any theft or vandalism, it will not be responsible for the replacement of any tools, materials, or equipment left unsecured while on DPS property.

12.0 Safety Zones

Pedestrian and vehicle safety zones will be maintained around work while in progress.

Safe zone areas are to be clearly marked with barricade fencing to ensure separation of work zones from unauthorized access during and after regular business hours. Fire extinguishing equipment is to be available while any hot work is in progress. The Contractor will be required to provide special need safety barricades, cones, marking tape, or overhead protection to ensure the safety of the public pedestrian or vehicular traffic in and out of the facility area as required.

13.0 Contractor / Vendor Vehicles

Contractor vehicles used for the transport of personnel or materials must be locked with the emergency brake set and the ignition key removed when left unattended. Parking must be located only in approved areas determined by the local building manager. DPS is not responsible for damage by others to Contractor or Personal vehicles left on the project site. Any vehicle or equipment without an ignition key starter must be rendered inoperable if left overnight. In addition, any vehicle or large equipment with a common industrial type of ignition source must be rendered inoperable if left overnight. Security and safety of equipment will be the responsibility of the Contractor during work and after regular business hours. Items such as ladders must be removed and secured, prohibiting unauthorized access to the facility.

14.0 Attachments

Attachment A:

• Generator List

End of Section

Region Service Schedule Generator Name Generator Location Generator Information Generator - Make/Model/Serial Dual purpose docking station installed. Number of ATS's ATS - Make/Model/Serial