ESBD_542570_1784941341546_SOL_EXH_F.7_SOW.pdf

Rev 06/07/2023

TEXAS DEPARTMENT OF PUBLIC SAFETY

GENERATOR MAINTENANCE SERVICE - STATEMENT OF WORK

1.0 Service Location

2809 S. John Reddit Lufkin, TX 75904

* 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 and supplies necessary to perform the services in the Statement of Work. The Contract Monitor must approve any changes to this schedule 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. Respondent must submit a Pricing Breakdown worksheet (Attachment B) and the Service

Repair Rate worksheet (Attachment C) with the Response.

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

C. Contractor employees, vehicles, tools, or equipment are prohibited from entering all unauthorized areas. To gain access, approval must be granted by the Contract Monitor.

D. The Contractor must procure, at the Contractor’s expense, all necessary and required licenses and permits for the performance of this contract. The Contractor represents and warrants that the services provided under this award must 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 their technical competency. This may include but is not limited to factory training, certification, and a trade license.

E. Upon entering and leaving the premises daily, the service technicians must report to the Contract Monitor or their designated representative.

F. 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 (TDLR).

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

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

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

DPS’s Contract Monitor or their designated representative may elect to perform such repairs and deduct the cost of such repairs, replacements, and outside services from amounts due to the Contractor.

The Contractor will be responsible and liable for the safety, injury, and health of its operational 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.

I. 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.

J. The Contractor must have at least 5 years of experience performing generator service similar to work listed in the Statement of Work and on the brand of the generator of the same size or larger.

K. Contractor must submit with their bid response the number of years’ experience and the type of experience in performing services similar to that listed in this contract. The response must include the name of the company they provided the service to, the year of service, the generator manufacturer, and generator size, to show their experience level.

L. Contractor must schedule the services needed with the Contract Monitor or its designated representative within 30 days of award.

M. By the submission of a bid response, the Contractor confirms the generator can be serviced in accordance with the Statement of Work and that sufficient inventory to perform such work is maintained during the life of the contract.

N. DPS agrees to keep the generator operating at the time of award. DPS is not anticipating a new generator installation during the term of the contract.

O. DPS agrees to shut down the generator if trouble on the generator exists to reduce and or to prevent damage, and further agrees to notify the Contractor as soon as possible of such shutdown.

P. DPS is responsible for deciding if the Contractor can make repairs identified by the Contractor. If the full extent of the work required cannot be determined, the Contractor will provide an estimate of the cost to repair or replace the equipment subject to revision once the work has been completed.

The cost of the labor must be based upon hourly rates submitted by the Contractor with its bid response applied to the number of actual hours spent making the repair or replacement. The cost of any parts needed to perform the repair or replacement must be no more than the standard industry costs for the parts as published by the manufacturer.

Q. If, during the performance of scheduled maintenance service, it is determined that the generator requires repair, or the replacement of items are not covered in the Service Description section of the Statement of Work, that is set forth by the manufacturer, the contractor must provide labor, equipment, material and supplies to make such repairs or replacements.

R. If the nature and extent of the repair or replacement is known at the time it is determined by the Contractor, the Contractor agrees to notify the Contract Monitor of the estimated cost of the work. The Contract Monitor will approve or deny the work before the work is to commence. The estimated cost for emergency, maintenance and repair are to be quoted and reported to the Contract Monitor separately.

4.0 Service Descriptions

A. Quarterly Service

1. After annual or triennial services, quarterly service must be performed every three months (three times a year). Perform a general generator inspection, provide a report, and estimate for findings within five business days of performing the services.

2. Inspect the enclosure for any deficiencies or malfunctions.

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 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 must provide basic weekly generator checking steps for onsite DPS personnel.

This is just a basic demonstration of how to check the fluids, belts, hoses, and other items that should be looked at on a weekly basis.

16. Perform a visual inspection of the Automatic Transfer Switch.

17. Perform an online check of the Automatic Transfer Switch (ATS); NO LOAD

TRANSFER.

B. Annual Service

1. Must include all the services from the quarterly service.

2. Change all oil and oil-related filters.

3. Change all fuel filters (this includes water separation 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).

9. Remove water from the fuel tank (diesel-fueled units only).

10. Perform service of Automatic Transfer Switch (ATS). A factory-authorized ATS representative must perform the work.

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

12. Perform a live transfer & test of the ATS. This must be scheduled and coordinated with

Contract Monitor and building occupants. Work may have to be performed outside normal business hours.

C. Triennial Service

1. Must include all the services from the quarterly and annual services.

2. Change all thermostats.

3. Change all belts.

4. Change all fuel lines.

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

6. Change any additional belts, hoses, filters, or fluids not previously mentioned.

7. Triennial service of the ATS. A factory-authorized ATS representative must perform the work. Work must include cleaning the ATS’s internal parts, torquing the connections and terminations, and a thermography scan of the unit.

8. Flush the cooling system according to industry standards.

D. Closeout Requirements:

Following each closeout, the Contractor must provide the following to the Contract Monitor within five business days of job completion.

1. Operational demonstration

2. Warranty documents

3. The Contractor must submit an Operational Report showing all the generator temperatures, pressures, and voltages after repair.

5.0 Schedules

Within thirty (30) days of receipt of the purchase order, the Contractor must supply the DPS Contract Monitor with an inspection schedule. The schedule must include month and year for the triennial, annual, and quarterly inspections.

6.0 Response Times for Service, Repairs and Emergencies

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

A. Service agreements must have set response times for services and repairs.

1. Services must be scheduled a minimum of two weeks in advance.

2. The contractor must have the ability to provide twenty-four (24) hours a day, seven days a week & 365 days a year service and response time.

3. The contractor must respond to emergency issues within four (4) hours of notification from the Contract Monitor.

4. Once requested, written estimates must be received within five (5) business days.

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

7.0 Contractor Cooperation

The Contractor agrees to cooperate and coordinate its work with other contractors retained by DPS. Upon discovering an apparent conflict in the sequencing of employment with another contractor, Contractor must report the concern to DPS’s Contract Monitor.

8.0 Performance Warranty

The Contractor must guarantee all work included in the contract against any defects in quality.

Any deficiencies that may become apparent within one (1) 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.

9.0 Material Warranty

The Contractor must guarantee that all material furnished comply with this contract and is sufficient for the purpose intended, new, and free from defects. Materials supplied under this contract must be the latest improved product in current production, as offered to commercial trade, and must be of quality material that is customary for use in the commercial industry and is UL listed. Used, shopworn, demonstrator, prototype, reconditioned, or discontinued products or materials are unacceptable.

10.0 Contractor Responsibilities

The Contractor forces must remove and relocate the affected existing DPS site components or equipment deemed required to support the overall installation. Any equipment relocation must 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 agency’s control.

Upon contract award, the Contractor must be expected to accomplish all services in a timely manner. The Contractor must put forth a continuous effort on all tasks during each service visit.

Services must not be divided across multiple days unless approved in writing by the DPS Contract Monitor or their designated representative.

Contractor is responsible for performing all services in accordance with the manufacturer’s guidelines and recommendations. If a discrepancy differs from what is shown below, such discrepancy must be reported to the Contract Monitor.

11.0 Material Management

Delivered materials must be maintained and stored in an area as directed by DPS’s representative and in accordance with the manufacturer’s requirements to maintain shelf life. If requested, MSDS safety data for all materials used in this project must be submitted to DPS’s representative.

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

12.0 Equipment and Supplies

The Contractor must furnish all materials and equipment needed to fulfill the contract. DPS personnel will not be responsible for any shipments or storage of materials. The Contractor is solely responsible for warehousing, receiving, and staging the materials and equipment.

Any repair parts must be placed on order within three business days of approval from the Contract Monitor. The Contractor must provide a lead time for all ordered parts or materials.

Tools used for the installation must be secured, and the Contractor is responsible for preventing unauthorized use or theft. DPS asks all Contractors or sub-contractors 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, DPS will not be responsible for replacing any unsecured tools, materials, or equipment while on DPS property.

13.0 Safety Zones

Pedestrian and vehicle safety zones must be maintained around work while in progress. Safe zone areas are to be marked with barricade fencing to ensure the separation of work zones from unauthorized access during and after regular business hours. Fire extinguishing equipment must be available while any hot work is in progress. The Contractor must 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.

14.0 Contractor Vehicles

Contractor vehicles transporting 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 to the 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. Also, any vehicle or large equipment with a standard industrial ignition source must be rendered inoperable if left overnight.

Security and safety of equipment must be the Contractor’s responsibility during work and after regular business hours. Items such as ladders must be removed and secured, prohibiting unauthorized access to the facility.

15.0 Attachments

Attachment A:

• Generator List Attachment B:

• Pricing Breakdown by Unit Attachment C:

• Service Agreement Rates End of Section

ATTACHMENT A.

Generator List

Building: Manufacturer: Model: Serial #: Size: Fuel Type:

Transfer Switch (TS) Manufacturer:

TS

Model #:

TS

Serial #:

Lufkin Baldor TS225-3J P1309190007 180 KW Diesel Square D

RTS03-

ATB4002E

MF3R

36262-1

ATTACHMENT B.

Date of Award – 08/31/2026

Line Item No. Service Description Cost

1 First Year – Annual Service $ 2 First Year– Quarterly Service (3 times per year) $ 3 Second Year – Annual Service $ 4 Second Year- Quarterly Service (3 times per year) $ 5 Third Year – Triennial Service $ 6 Third Year – Quarterly Service (3 times per year) $

Building: Manufacturer: Model: Serial #: Size: Fuel Type:

Lufkin Building A Baldor TS-225J P1309190007 180 KW Diesel

ATTACHMENT C.

Service Agreement Rates – Date of Award – 08/31/2029

Service Agreement Rates - Normal Business Hours First-Year Rate Per Hour

Second-Year Rate Per Hour

Third-Year Rate Per Hour

Master Technician rate per hour $ $ $

Technician rate per hour $ $ $

Apprentice rate per hour $ $ $

Project Management rate per hour $ $ $

Service Agreement Rates - After Business Hours First-Year Rate Per Hour

Second-Year Rate Per Hour

Third-Year Rate Per Hour

Master Technician rate per hour $ $ $

Technician rate per hour $ $ $

Service Agreement Rates - Holiday Hours First-Year

Second-Year Rate Per Hour

Third-Year Rate Per Hour

Master Technician rate per hour $ $ $

Technician rate per hour $ $ $

Service Agreement Rates - Holiday After Hours First-Year

Second-Year Rate Per Hour

Third-Year Rate Per Hour

Master Technician rate per hour $ $ $

Technician rate per hour $ $ $

The percentage for material markup or supply charges. (Must indicate if the rate is a markup or a decrease.)

First-Year Percentage

Cost

Second-Year Percentage

Cost

Third-Year Percentage

Cost

Percentage of Contractor Cost for Parts $0.01 - $100.00 % % %

Percentage of Contractor Cost for Parts $100.01 - $250.00

Percentage of Contractor Cost for Parts $250.01 - $500.00

Percentage of Contractor Cost for Parts $500.01 - $1,000.00

Percentage of Contractor Cost for Parts $1,000.01 - $5,000.00

Percentage of Contractor Cost for Parts $5,000.01 - $10,000.00

Percentage of Contractor Cost for Parts $10,000.01 - $25,000.00

Percentage of Contractor Cost for Parts $25,000.01 - $50,000.00

Percentage of Contractor Cost for Misc. Supplies, Services, or Parts

Percentage of Contractor Cost for Rental Equipment

End of Section