Generator_Maintenance.pdf

ITQ

Comms 11/4/2026

GENERATOR MAINTENANCE

Escambia County

213 Palafox Place

Pensacola, FL 32502-5822

RELEASE DATE: November 12, 2026

DEADLINE FOR QUESTIONS: November 17, 2026

RESPONSE DEADLINE: November 20, 2026, 3:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/escambiacountyfl https://secure.procurenow.com/portal/%7bproject.government.code%7d

Escambia County

ITQ

Generator Maintenance

1. Introduction

2. Project Details

3. Pricing Table

4. Vendor Submissions

Attachments:

A - PS GENERATOR PRICING WORKSHEET

ITQ #Comms 11/4/2026 Title: Generator Maintenance

1. Introduction

1.1. Summary

Each generator shall receive the listed number of service visits annually unless otherwise specified by the customer.

Parts, repairs and / or fluid changes must be done with parts and fluids that meet or exceed the manufacturer’s specifications and requirements. Any substitution of these parts, fluids, or the changing of any factory settings must be approved by the county representative.

Any used oil or fluids taken out of the generators must be transported and properly disposed of.

1.2. Background

Generator Preventative Maintenance

Each generator shall receive the listed number of service visits annually unless otherwise specified by the customer.

Parts, repairs and / or fluid changes must be done with parts and fluids that meet or exceed the manufacturer’s specifications and requirements. Any substitution of these

Preventative Maintenance Includes:

1. COOLING SYSTEM

A. Inspect radiator exchanger

B. Check coolant level – Add up to one gallon included in PM.

C. Glycol check of coolant

D. Inspect all hoses and connections

E. Inspect fan drive pulley and fan

F. Inspect fan belts

G. Check jacket water heater

H. Inspect water pump

I. Inspect thermostats

2. FUEL SYSTEM

A. Inspect fuel tank

B. Change fuel/water separator strainers

C. Inspect all fuel lines and connections

D. Inspect governor and controls

E. Change fuel filters (One annually)

F. Check fuel pressure

G. Test fuel in tanks for water

3. AIR INTAKE & EXHAUST SYSTEM

A. Change air filter (One annually)

B. Check air filter service indicator

C. Inspect air inlet system

D. Inspect turbocharger

E. Check exhaust manifold

F. Inspect exhaust system

4. ENGINE MONITORS & SAFETY CONTROLS

A. Check all gauges

B. Check all safety controls

C. Check remote enunciators & alarms

5. LUBE OIL SYSTEM

A. Check oil level

B. Change oil filter & date with permanent ink (One annually)

C. Check oil pressure

D. Inspect crankcase breather

E. Check for any leaks

F. Change oil (One annually)

6. STARTING SYSTEM

A. Inspect batteries, terminals & connections

B. Check specific gravity of batteries (results must be turned in)

C. Perform load test on batteries (results must be turned in)

D. Inspect battery charger

E. Inspect starting motor

F. Inspect alternator

7. GENERATOR

A. Inspect bearings

B. Check vibration isolators

C. Inspect control panel

D. Check start controls

E. Check voltmeter

F. Check ammeter

G. Check frequency meter

H. Check circuit breaker

8. TRANSFER SWITCH

A. Inspect all connections (retighten if necessary)

B. Inspect wiring for brittle or burn marks

C. Inspect all switches

D. Perform “drop-dead” test to ensure correct transfer of utility power to generator and then back to unitality power.

E. Load test the site, adjust and calibrate voltages, frequency, and V.S.R.’s.

9. SHELTER

A. Sweep Generator Shelter Area

B. Apply and remove absorbent on any fluids

C. Remove any loose waste products from shelter

10. PROVIDE WRITTEN DOCUMENTATION OF ALL WORK PERFORMED

Generator Emergency Service

• Emergency Service 24/7/365

Hours: Emergency hours is defined as follows: Monday through Friday 1730 until

0700.

Saturday & Sunday: 0700 until 0700

• Critical Response time as needed: (3) hours or less

Hurricanes: Shall be answered within 3 hours of the initial call

Due to the nature of Public Safety, generators supporting a critical function (tower sites, Mobile Command, etc.) will require immediate service in the event of a generator failure or malfunction. The Contractor must provide 24/7/365 on-call repair services and be on site within (3) hours of receiving the call. Contractor is expected to keep basic/routine parts on hand for emergency repair services.

All parts, repairs and / or fluid changes must be done with parts and fluids that meet or exceeds the manufacturer’s specifications and requirements. Any substitution of these

A repair is defined as a deficiency which is identified during regular preventive maintenance that is not the result of normal wear and tear and is not because of any improper performance by the Contractor or failure to perform preventative maintenance.

Contractor should prepare and submit to the county representative a written not-to exceed estimate to perform any major repairs. Repairs shall be made only with the written authorization of the county representative. The county representative may obtain additional repair cost estimates and authorize major repair work to be done by another contractor when it is determined to be in the best interest of the county.

1.3. Contact Information

Mark Carter

Communications Chief

6575 N. W Street

Pensacola, FL 32502-5822

Email: mwcarter@myescambia.com

Phone: (850) 471-6315

Department:

Public Safety

1.4. Timeline

Release Project Date November 12, 2026

Question Submission Deadline November 17, 2026, 3:00pm

Quote Submission Deadline November 20, 2026, 3:00pm

2. Project Details

2.1. Each generator shall receive the listed number of service visits annually unless otherwise specified by the customer. Parts, repairs and / or fluid changes must be done with parts and fluids that meet or exceed the manufacturer’s specifications and requirements. Any substitution of these parts, fluids, or the changing of any factory settings must be approved by the county representative. Any used oil or fluids taken out of the generators must be transported and properly disposed of.

Escambia County is accepting electronic quote submissions. Bidders shall create a FREE account with

OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

Selected Vendor Requirements:

2.2. Scope of Work or Project Details

Selected Vendor Requirements:

Preventative Maintenance Includes:

1. COOLING SYSTEM

A. Inspect radiator exchanger

B. Check coolant level – Add up to one gallon included in PM.

mailto:mwcarter@myescambia.com tel:(850)471-6315 https://procurement.opengov.com/governments/3340/signup

C. Glycol check of coolant

D. Inspect all hoses and connections

E. Inspect fan drive pulley and fan

F. Inspect fan belts

G. Check jacket water heater

H. Inspect water pump

I. Inspect thermostats

2. FUEL SYSTEM

A. Inspect fuel tank

B. Change fuel/water separator strainers

C. Inspect all fuel lines and connections

D. Inspect governor and controls

E. Change fuel filters (One annually)

F. Check fuel pressure

G. Test fuel in tanks for water

3. AIR INTAKE & EXHAUST SYSTEM

A. Change air filter (One annually)

B. Check air filter service indicator

C. Inspect air inlet system

D. Inspect turbocharger

E. Check exhaust manifold

F. Inspect exhaust system

4. ENGINE MONITORS & SAFETY CONTROLS

A. Check all gauges

B. Check all safety controls

C. Check remote enunciators & alarms

5. LUBE OIL SYSTEM

A. Check oil level

B. Change oil filter & date with permanent ink (One annually)

C. Check oil pressure

D. Inspect crankcase breather

E. Check for any leaks

F. Change oil (One annually)

6. STARTING SYSTEM

A. Inspect batteries, terminals & connections

B. Check specific gravity of batteries (results must be turned in)

C. Perform load test on batteries (results must be turned in)

D. Inspect battery charger

E. Inspect starting motor

F. Inspect alternator

7. GENERATOR

A. Inspect bearings

B. Check vibration isolators

C. Inspect control panel

D. Check start controls

E. Check voltmeter

F. Check ammeter

G. Check frequency meter

H. Check circuit breaker

8. TRANSFER SWITCH

A. Inspect all connections (retighten if necessary)

B. Inspect wiring for brittle or burn marks

C. Inspect all switches

D. Perform “drop-dead” test to ensure correct transfer of utility power to generator and then back to unitality power.

E. Load test the site, adjust and calibrate voltages, frequency, and V.S.R.’s.

9. SHELTER

A. Sweep Generator Shelter Area

B. Apply and remove absorbent on any fluids

C. Remove any loose waste products from shelter

10. PROVIDE WRITTEN DOCUMENTATION OF ALL WORK PERFORMED

Generator Emergency Service

• Emergency Service 24/7/365

• Critical Response time as needed: (4) hours or less

Due to the nature of Public Safety, generators supporting a critical function (tower sites, Mobile Command, etc.) will require immediate service in the event of a generator failure or malfunction. The Contractor must provide 24/7/365 on-call repair services and be on site within two (4) hours of receiving the call. Contractor is expected to keep basic/routine parts on hand for emergency repair services.

All parts, repairs and / or fluid changes must be done with parts and fluids that meet or exceeds the manufacturer’s specifications and requirements. Any substitution of these

A repair is defined as a deficiency which is identified during regular preventive maintenance that is not the result of normal wear and tear and is not because of any improper performance by the Contractor or failure to perform preventative maintenance.

Contractor should prepare and submit to the county representative a written not-to exceed estimate to perform any major repairs. Repairs shall be made only with the written authorization of the county representative. The county representative may obtain additional repair cost estimates and authorize major repair work to be done by another contractor when it is determined to be in the best interest of the county.

1) Workers Compensation Coverage

The Offeror shall purchase and maintain worker’s compensation insurance for all worker’s compensation obligations with Statutory Limits for Part A and with Employer's Liability (Part B) limits of at least

$1,000,000.00 each accident/ $1,000,000.00 each employee/ $1,000,000.00 policy limit for disease, or a valid certificate of exemption issued by the state of Florida, or an affidavit in accordance with the provisions of Florida Workers Compensation law.

Offeror shall also purchase any other coverages required by law for the benefit of employees.

2) General Liability Coverage

Minimum limits of $1,000,000 per occurrence and $2,000,000 annual aggregate for all liability must be provided with excess or umbrella insurance making up the difference, if any, between the policy limits of underlying policies (including employer’s liability required in the worker's compensation coverage section) and the total amount of coverage required.

Coverage A shall include Bodily Injury and Property Damage liability for premises, operations, products and completed operations, independent contractors, contractual liability covering this agreement, contract or leasebroad and broad form property damage coverages. Coverage B shall include Personal

Injury. Coverage C, Medical Payments, is required.

3) Business Auto Liability Coverage

Minimum limit of $1,000,000 per accident or occurrence. Automobile liability coverage is to include

Bodily Injury and Property Damage arising out of ownership, maintenance, or use of any auto, including owned, non-owned and hired automobiles and for any employee or subcontractor’s non-ownership use of an auto.

3. Pricing Table

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Annual Service Cost 1 Total

2 Hourly Rate for Unscheduled Service 1 Total

3 Hourly Rate for Emergency Call Outs 1 Total

TOTAL

MATERIAL COST TABLE

Line Item Description Unit of Measure Percentage

1 Material Cost plus discount 1

4. Vendor Submissions

4.1. I understand that this is a written quote request not a formal bid or solicitation. *

☐ Yes

☐ No

*Response required

4.2. I confirm that the pricing submitted in the Pricing Table is valid for the purposes of this written quote request*

☐ Please confirm

*Response required

4.3. Supporting Documents or Specifications for Quotes*

Please upload any supporting documents for your quote here such as: Bid Form, Certificate of Insurance or Letter of Insurability,and technical or detailed specifications for solution provided.

*Response required

4.4. Proof of Sunbiz Registration*

Please provide proof of Sunbiz registration in your submission packet for the quote. Vendors outside the State of Florida are still eligible to participate in purchases with Escambia County, but you must register in Sunbiz before we can issue a payment or finalize the award.

*Response required

4.5. W-9*

Please Provide a copy of your W-9. If awarded the quote, the department will need your W9 to add you to our system for issuing a Purchase Order.

*Response required

4.6. Proof of Contractor Licensure*

Vertical Construction requires a contractors license.

*Response required