Generator Maintenance RFP 2627.pdf

TOWN OF NEW FAIRFIELD

FINANCE DEPARTMENT

Municipal & School Financial Services Sealed Bid Request

DATE BID OPENING: Thursday, April 2, 2026 TIME: 10:00a.m.

LOCATION: Various Building Town of New Fairfield, CT 06812

BID TITLE: “Generator Maintenance Services”

BID SECURITY REQUIRED: Waived BID NUMBER: 2025-26PWD4

DATED IN NEW FAIRFIELD: March 10, 2026 Purchasing Agent

Pursuant to and in accordance with the Invitation to Bid, General Information for Bidders, and specifications relating thereto, the undersigned offers to supply Generator Maintenance Service as specified below:

I. General Information

General Information:

These specifications are provided for soliciting bids for Generator Maintenance services for the Town Buildings to include the following: Town Hall, Library, Police Station, Town Garage and Senior Center.

Bid Submission:

Bids must be submitted no later than 10:00 a.m. on Thursday, April 2, 2026. Please send one original and one copy to:

Town of New Fairfield Patty Mota, Purchasing Agent

3 Brush Hill Road New Fairfield, CT 06812

Timetable:

Specifications Issued Thursday, March 12, 2026 Mandatory Walk-Through: Thursday, March 26, 2026 at 9:00a.m. at Public

Works Department, 188 Route 37 Bid Deadline: Thursday, April 2, 2026 10:00a.m.

Projected Start Date: Sunday, July 1, 2026

II. General Conditions and Requirements for Submitting Bids

Award or Rejection:

All qualified bids will be evaluated. The award will be made to the Bidder whose overall arrangements are deemed the best interest of the Town of New Fairfield. The Town of New Fairfield reserves the right to reject any bids. Bidders should be advised that should budgetary constraints dictate part and/or all of the items listed in this bid might be rejected. The decision shall be final and not subject to recourse by the Bidder.

Notification of Intention to Bid:

All costs incurred by Bidders in preparing or submitting bids are the Bidders’ sole responsibility.

The Town of New Fairfield will not reimburse any Bidder for costs incurred prior to the award of bid.

Bidder to be Bound:

The successful Bidder agrees to be bound by its bid, unless specifically accepted. The bid will be incorporated into the contract to be negotiated between the Town of New Fairfield and the successful Bidder.

Bidder’s Representative:

The person signing the bid must be a legal representative of the firm authorized to bind the firm to the contract in the event of a successful bid.

Time of Acceptance:

The Bidders agrees to be bound by their bids for a period of 90 days from the date of submission.

During which time, the Town of New Fairfield may request clarification of the bid for the purpose of evaluation.

Statement of Bidder’s Qualification:

A statement may be requested of the successful Bidder’s financial resources, his experience and his organization and equipment available to complete the work. The Town of New Fairfield shall have the right to take such steps as it deems necessary to determine the ability of the Bidder to perform the work. The Bidder shall furnish all information and data for this purpose as requested.

The right is reserved to reject any bid where an investigation of the available information does not satisfy the Town of New Fairfield that the Bidder is qualified to carry out properly the terms of the specifications.

III. Bid Terms and Conditions:

All bids submitted must be in Sealed Envelopes and must be marked with the Bid Name “GENERATOR MAINTENANCE BID” on the front of the envelope. Amendments to or withdrawals of any section of the submitted bid received later than the time and date set for the bid submission date will not be considered. Bids received later than the time and date specified for submission will not be considered. Replies submitted, whether a bid or “no bid,” must have the bid name clearly marked on the front of the envelope. Bidders not marking the envelope will have no recourse against any Town of New Fairfield employee.

Any alleged oral agreement made by a bidder or contractor with any agency or employee of the Town of New Fairfield will be disregarded

Requests for interpretation of any portion of the bid may be made by e-mail to pmota@newfairfieldct.gov or telephone to the Purchasing Agent at (203) 312-5653. All replies will be given verbally and a copy of any such inquiry and advice will be mailed to each Bidder.

The Town of New Fairfield is exempt from the payment of taxes imposed by Federal Government and the State of Connecticut. Such taxes should NOT BE included in the bid price.

The successful Bidder shall not employ any subcontractor to fulfill any of the duties specified without prior written approval of the Town of New Fairfield or Purchasing Agent.

The successful bidder will provide repair service for all equipment and/or systems as needed at each of locations as outlined in “Schedule A.”

All bidders will quote an hourly labor rate and a material cost.

With Town approval the successful bidder will perform projects where the estimated cost is less than $3,000.00. When a project’s estimated cost is greater than $3,000.00, the town reserves the right to bid on the project separately from this contract. The Town reserves the right to seek quotes from other vendors on such projects if it deems the estimate to be high.

The Town will provide reasonable means of access to all devices that are included in this contract.

Contractor will be free to start and stop any and all equipment incidental to the operation of any equipment for which it is reasonable.

Execution of Contract:

After the award of the contract and within ten (10) days after the forms are presented for signature, the successful Bidder shall execute and deliver to the Town of New Fairfield. Contracts in the form included in the specifications in such number of parts as the Town of New Fairfield may require.

The failure of the successful Bidder to execute such contract within ten (10) days after the prescribed forms are presented for signature shall constitute a default, and at the Town of New Fairfield’s sole discretion, the Town of New Fairfield may either award the Contract to the next responsible Bidder or re-invite desired or selected Bidders.

Payment of Licenses and Fees:

Bidder shall pay all licenses and permit fees now in existence or which may be incurred due to this agreement or the services provided. Bidder shall be responsible for complying with any applicable federal, state, and local laws, codes and regulations concerning any or all services covered by this agreement.

Compliance with All Laws, Regulations and Policies:

Bidder shall comply with all Town of New Fairfield policies and federal and state laws, rules and regulations concerning non-discrimination in employment.

Health and safety:

Bidder shall, at its direct cost, comply fully with all health and safety regulations required by Federal, State and/or local laws.

Environmental Health and Safety:

Bidder shall, at its direct cost, comply fully with all applicable Federal and State and/or local laws, rules and regulations concerning environmental health and safety including but not limited with mailto:pmota@newfairfieldct.govorg

OSHA regulations regarding annual training for Lockout/ Tagout, Hazardous Communications/Right to know and Bloodborne Pathogens

Security and Identification:

The vendor shall take all measures necessary to comply and to ensure the employees of Contractor comply with the security rules and regulations of the Town and all Federal, State, and local rules, laws and regulations. IT IS A REQUIREMENT OF THIS CONTRACT THAT ALL

EMPLOYEES OF THE CONTRACTOR BE BONDED AND BE DULY AUTHORIZED TO

WORK IN THE UNITED STATES.

Employees serving hereunder shall not use controlled substances not prescribed for them, or illegal substances on or off the Town’s premises, and shall not use alcohol on the Town’s premises nor preceding their work shift, when to do so would in any way affect the performance of the services. Contractor’s employees shall not have any criminal record of misdemeanors or felonies and are not permitted to carry weapons into the Town’s premises. The Contractor shall attest in writing, before a Notary, that a background check, to the full extent allowed by law, of employment history and references has been conducted on each employee within four (4) weeks of initial employment and prior to commencing work on Town’s premises. Failure to submit said documentation shall result in rejection of bid.

The Town shall have the right to request any additional investigative background information including, but not limited to, the employment record of any personnel assigned to perform the services. The Contractor shall furnish, in writing, such information to the extent allowed by law within (30) calendar days after receipt of written request from the Town Purchasing Agent. The Town reserves the right to conduct its own investigation of any employee of the vendor, who, in the opinion of the Town, is not performing the services in a proper manner, or who is incompetent, disorderly, abusive, dangerous, or disruptive or does not comply with the rules and regulations of the Town. Such removal shall in no way be interpreted to require dismissal or other disciplinary action of the employee by Contractor.

The Contractor shall establish, implement and maintain procedures and controls to ensure that each employee of the Contractor complies with all applicable provisions of the contract and all site rules and practices of the Town.

The Contractor must provide photo I.D.’s and uniform shirts for their employees to be worn at all times when working in Town buildings.

VENDOR SCHEDULE OF SPECIAL WORK

The Contractor shall be responsible for the scheduling of the general maintenance requirements specified herein. Work should be scheduled in such a way that it does not disrupt the functions and normal day-to-day procedures of the Town facilities. The Town reserves the right to approve and make suggested changes to the schedule set up by the Contractor.

Within thirty (30) days of Contract award, the Contractor shall provide a written schedule when special and seasonal work will be performed (week of month and year). Schedule to include all seasonal, annual work. One copy of schedule shall be supplied to the Director of Public Works.

The successful bidder shall provide any/all additionally required non-collusion affidavits, affirmative action statements, fair employment plans and non-discrimination programs and statement as might be required by the Town of New Fairfield. In connection with the execution of this bid, subsequent purchase orders and/or contracts, the seller shall not discriminate against any employee or applicant for employment because of age, race, religion, color, sex or national origin.

Bidders must comply with all rules & regulations of the Department of Labor with regard to Equal Employment Opportunities as pertains to municipalities.

IV Insurance

Proof of Insurance:

The Contractor shall take out and maintain during the life of the contract adequate Workmen’s Compensations Insurance for all his employees employed. In case any of employees are engaged in hazardous work under the contract at the site of the work, is not protected under the Workmen’s Compensation statute, the contractor shall provide Workmen’s Compensation Insurance for the protection of his employees not protected otherwise.

Liability Insurance:

The Contractor shall take out and maintain during the life of the contract adequate public general liability insurance insuring against liability, to persons not employed by his in an amount of not less than $1,000,000 per occurrence/$2,000,000 aggregate, $1,000,000 automobile, and an umbrella policy of $5,000,000.

The certificate(s) of insurance must name the Town of New Fairfield, 3 Brush Hill Road, New Fairfield, CT as the certificate holder/additional insured. It shall be delivered to the Purchasing Agent within fifteen (15) days of award notification.

Bid Bond: Bid Bond or certified check for five (5) percent of the proposal to be waived at this time.

Additional Security: The Town of New Fairfield reserves the right to require successful bidders to enter into and such security arrangements as are deemed necessary to protect the Town of New Fairfield, its property and goods.

Professional References:

The contractor must submit in writing three (3) professional work references. These references must be work completed in the past three (3) years. With references, provide the belief scope of work from each project.

Property Damage:

The Contractor shall be responsible for repair of any damage to Town property and restoration of any facility damage beyond normal wear and tear, caused by Contractor’s custodial activities.

Repair and restoration shall be to the satisfaction of the Town. Any repair or restoration of these damages shall be performed at no cost to the Town.

V. Bid Scope

The bid encompasses a twelve (12) month Generator Maintenance service for the period July 1, 2026 through June 30, 2027. There are eleven (11) separate generators to be encompassed in this bid scope (Co A Fire House, Ball Pond Fire House, Squantz Engine Company, Police Station, Town Garage, and Drop off Center (DOC), Town Hall Annex, Bogus Hill Communication Center and Tower Hill Communication site in Patterson, NY). The vendor must supply all materials, equipment, labor and all else necessary to provide Generator Maintenance.

The bid is for service at the following locations:

New Fairfield Police Station Company A Fire House 302 Ball Pond Road 302 Ball Pond Road

New Fairfield, CT 06812 New Fairfield, CT 06812

Ball Pond Fire House Squantz Fire Company 7 Fairfield Dr 255 Route 39

New Fairfield, CT 06812 New Fairfield, CT 06812

New Fairfield Public Works Garage 188 Route 37 New Fairfield, CT 06812

New Fairfield Annex Bogus Hill Communication Tower 3 Brush Hill Rd. Bogus Hill Rd., Old Girl Scout Camp area New Fairfield, CT 06812 New Fairfield, CT 06812

Tower Hill Communication Tower 3 Mobile Generators @ Drop Off Center Tower Hill Rd. Bigelow Rd Patterson, NY New Fairfield, CT 06812

The Town of New Fairfield reserves the right to reject any/all bids submitted and/or to award in part or in whole any bid submitted if it is felt the actions are in the best interest of the Town of New Fairfield and all decisions are to be considered final without recourse by the Bidders.

A contract will be entered into with contractor in the format supplied.

Bids to be considered must be submitted on the Bid Forms contained in this packet. A duplicate copy is provided for Bidder’s records. The bid should include costs for the base bid, the Alternates, renewal options, and unit pricing.

VI UNIT PRICING

The contract is being bid for July 1, 2026 – June 30, 2027 for consistency with other contracts and to parallel our fiscal year. Unit pricing for daytime, evening weekends and holidays for the following must be included on the appropriate bid form.

VII SPECIFICATIONS

See attached.

X BID SHEETS

See attached.

XI ENERGY CONSERVATION

The Contractor shall comply with all energy conservation practices of the Town.

SPECIFICATIONS

COMPREHENSIVE MAINTENANCE

Comprehensive maintenance is to be performed on all listed equipment. All services dates and services shall be pre-approved by the Director of Public Works or designee.

The following comprehensive maintenance shall be performed annually:

IGNITION:

• Change all spark plugs (if applicable)

• Check all spark plug wires and change if necessary

• Change points (if applicable)

• Change condenser (if applicable)

• Check Distributor cap and rotor and change, if necessary

• Check start solenoid terminals

• Check and adjust choke when applicable

ENGINE:

• Change engine oil filter and dispose of properly

• Change engine oil- remove and dispose of properly

• Check the tightness of valve cover bolts and re-torque if necessary

• Fill governor sump with lube oil when applicable

• Lubricate governor linkage and confirm proper operation

• Check entire unit for noticeable oil leaks and provide estimated repair

• Take oil sample for analysis and send copy of analysis to Director of Public Works or designee

• Service crankcase breather

• Inspect air cleaner element, replace once per year

• Service oil bath air cleaner when applicable

• Check / listen for abnormal noises during operation

COOLING SYSTEM:

• Test coolant protection / confirm proper formulation of coolant

• Check coolant system for electrolysis

• Take coolant sample for analysis

• Pressure test coolant system

• Check all water hoses and replace if necessary

• Check fan belts and replace if necessary

• Check engine block heater for operation

• Check louver operation

• Change coolant filters annually

• Check water solenoid valve

• Correct any minor coolant leak

• Provide repair estimate for major leak

• Visually inspect radiator and associated components

EXHAUST SYSTEM:

• Check manifolds and gaskets

• Check Flexible section for cracks or leaks

• Drain condensation trap when applicable

• Check exhaust flange gaskets

• Check exhaust muffler and drain when applicable

• Visually inspect entire exhaust system for leaks

FUEL SYSTEM:

• Change primary and secondary fuel filter

• Check injector fuel lines

• Check flex fuel line sections

• Check fuel / injection pump

• Check fuel connection and tighten

• Check fuel solenoid

• Check regulator (gas)

• Correct any minor fuel leaks and provide repair estimate for major leaks

• Take fuel sample for analysis and confirm that fuel is properly treated (biocide, Stabil, and anti-gel)

• Change any inline fuel filters

• Inspect the inside and outside of fuel tank

BATTERY:

• Load-Test Battery

• Check specific gravity of battery

• Check battery voltage

• Clean battery cables replace, if necessary

• Clean and protect battery terminals on cables

• Clean and protect battery posts

• Check fluid level and fill, if required

• Recharge and/or replace, if required

• Check battery tending system is functioning properly

STARTING / CHARGING SYSTEM:

• Check starter motor solenoid

• Check starter motor

• Clean and protect all terminals

• Load test alternator

• Check internal charge circuit

• Check alternator belt and associated components

ELECTRICAL:

• Check exciter

• Check voltage regulator

• Check rotating diodes

• Check rectifiers

• Check brushes

• Clean collector rings

• Clean carbon deposits

• Check SCRS

• Check control panel relays

• Check, clean, and protect wiring and terminals

• Check solid state boards for connections

• Perform load bank test and adjust output if necessary

ENNUNICATOR:

• Test lamps and replace all found to be faulty

• Test shutdown faults described in operational checks

OPERATIONAL CHECKS:

Start generator and conduct safety shutdown tests for the following:

• Low oil pressure

• High water temperature

• Over speed

• High air temperature, air cooled sets only

• Check voltage output

• Check frequency (Hz)

• Record hour meter reading when applicable

• Check unit for vibration and any unusual noises

AUTOMATIC SWITCH:

• Inspect contactor assembly and connections

• Check exerciser clock & time setting

• Check time delays

• Check battery charger for proper output

• Check selector switch

• Check voltage sensors for visual condition

• Start and stop generator from transfer switch

FINAL CHECK AND TEST:

• Check field breaker is in the ON position

• Check main line breaker is in the ON position

• Check that selector switch is in the ON position

• Check that selector switch is in the automatic mode

• Start and Stop generator using generator controls

• Start and Stop generator using the switch controls

• Start and Stop generator using exerciser clock

• Simulate power failure condition – Contractor must receive prior approval from supervisory personnel before performing this function

GENERAL INSPECTION OF SITE:

• Inspect site for any debris or obstruction that could cause a potential problem or may be hazardous to the operation or surrounding area.

• Report findings to supervisor or authorized individual

SPECIFICATIONS

BASIC MAINTENANCE INSPECTION AND INFRARED SCANNING

The following basic maintenance shall be performed annually (six months after the comprehensive maintenance has been performed):

• Check lube oil level and add oil and lubricant when necessary

• Check battery fluid level and add solution if necessary

• Check coolant level and alkalinity of coolant, add if necessary

• Check exerciser clock and running time meter; record hours on unit

• Check belts and hoses

• Start unit and check the following:

A. AC voltage B. Frequency (Hz) C. Battery charge rate D. Leaks and unusual noises

• Reset exercise clock if necessary

• Adjust governor, voltage regulator to generator set specifications

• Perform infrared scan of the generator system and record the following temperatures

ENGINE:

• All cylinders

• Turbo charger

• Exhaust manifold

• Muffler

• Oil Cooler

• Engine thermostat housing

• Upper Hose

• Lower Hose

GENERATOR:

• Generator frame

• Control area

• Adapter to engine

• Generator main line breaker connection or cable connection

TRANSFER SWITCH:

• Normal lug connections

• Load lug connections

• Emergency Lug connections

• Control Area

FINAL CHECK AND TEST:

• Simulate power failure – Receive prior approval from supervisory personnel before performing this function

• Reset generator and leave set in the remote position

• Inspect site for any debris or obstruction that could cause a potential problem or may be hazardous to the operation or surrounding area. Report same to supervisor.

Both the comprehensive and basic maintenance inspections will be recorded on a work log, which will be kept with the generator system.

After each visit, a written report will be sent to the Director of Public Works or designated representative, advising the findings and any recommendations.

All parts, lubricants, coolants and materials used in performing the maintenance will be listed in detail on the work orders.

ADDITIONAL SPECIFICATIONS

• Provide the Town with minimum five (5) business and/or trade references.

• Must provide evidence of at least two (2) multi-year contracts for multiple generator maintenance.

Each contract should approximate the services being required in this bid document.

• Contractor must ensure that it has sufficient qualified technicians available to perform all services when required. Service technicians must be Electrical Generating Systems Association (ESGA) qualified.

• Emergency services are essential to the Town because of the public health and safety departments that the emergency generators service. It is essential that after an emergency call, that service is provided within 45 minutes. The successful bidder must demonstrate its ability to respond within 45 minutes, except when a general or regional emergency has been declared.

• Each generator of 15kw or greater must be tested with a load bank once year. Company must have available a load bank of sufficient size to test the Town’s largest generator. Demonstrate your ability to test when required.

• Term of contract shall be one year with the option to extent for 2 additional years one year after the other, cancellable at the sole option of the Town for any reason after the completion of a given year.

ADDENDA / REQUESTS FOR INFORMATION (RFI)

• Addenda concerning important information and/or modifications to specifications will be posted on the Town’s website at www.newfairfieldct.gov under the I Want To Section or the DAS website https://portalct.gov/DAS/CTSource/BidBoard. It is up to the bidder to check these sites before submitting the proposal.

• It is each Bidder’s sole responsibility to monitor the above website for all updated information.

Addenda will not be mailed, e-mailed, or faxed out.

• Written requests for information will not be accepted after 11:00 on Monday, March 30, 2026.

Verbal requests for information via phone or other means will not be accepted.

Questions concerning the scope of work and bidding procedures should be directed in writing to:

Scope of Work – Lloyd Decker, Public Works Building Manager@ ldecker@newfairfieldct.gov Bidding Procedures – Patty Mota, Purchasing Agent @ pmota@newfairfieldct.gov

REQUIREMENTS

• All material and items supplied shall be new and of current manufacture, and shall meet or exceed all specifications described herein. Any deviations must be indicated with the proposed response.

• The awarded bidder shall be required upon request to provide proof of all applicable licensing and certification.

• The awarded bidder shall be responsible for all warranty on all items and materials supplied as part of this contract.

• Acceptance: The Town of New Fairfield will not accept receipt of any item(s) unless all specifications stated in the bid document have been accommodated and/or approved by written consent. The award bidder shall be required to correct any nonconforming issues, at no expenses to the Town of New Fairfield.

• Exceptions: Bidders are required to provide full details of any exceptions to the specifications;

details must be submitted separately and attached to the Proposal Bid Form.

http://www.newfairfieldct.govorg/ https://portalct.gov/DAS/CTSource/BidBoard mailto:pmota@newfairfieldct.gov%20org

• The Town of New Fairfield reserves the right to award the bid with multiple items:

To a single bidder who meets the specifications for all items, and offers the best combination of lowest cost, best availability, and broadest product range;

And may add, subtract or delete any item and/or quantity as deemed in the best interest of the Town.

• Bidders will be required to submit descriptive literature and/or provide samples for all items being supplied prior to award of contract and must be an authorized dealer and/or distributor for such items. Note samples are NOT required to be submitted with the bid proposal, unless specifically requested.

• The Town of New Fairfield is dedicated to waste reduction and the practice of using and promoting the use of recycled and environmentally preferable products. Bidders are encouraged to submit bids that are printed double-sided (except for the signed proposal page) on recycled paper, and to use paper dividers to organize bids for review. All bid pages should be secured with a binder clip, staple or elastic band, and may not be submitted in plastic binders or covers, nor may the bid contain any plastic inserts or pages.

• In addition to manufacturers’ standard warranties, the Contractor shall guarantee to make replacement of defective parts or material, and correction of defective workmanship, including all labor, materials and shipping charges involved, at no additional cost to the Town for a period of one year from the date of inspection and substantial completion. Furthermore, the Contractor shall guarantee its repairs to be free from defects in materials and workmanship, given normal use and care, for 90 days over the period of the contract term.

• Product, parts and accessories furnished under this contract will be guaranteed against any defects due to faulty material and/or workmanship. The Town reserves the right to inspect, at anytime, the Contractors facility for adequate inventory of tools, test equipment, and parts required to maintain all of the equipment.

• The Town may, at its option, have upgrades or modifications performed on the various systems covered by this contract. The Contractor shall price man-hour labor for upgrades or modifications per contract pricing. All man-hour labor shall be for job-site labor only.

• Contractor shall not charge the Town for travel to and from Town facilities. No travel time, mileage, minimum charges or portal-to-portal charges allowed. All maintenance and service provided under this contract shall include travel to and from equipment location.

2026-2027 Generator Maintenance Service

Bid Sheet

(Return this form to the Purchasing Agent)

COMPANY INFORMATION

COMPANY NAME:

STREET:

CITY, STATE, ZIP:

BIDDER’S INFORMATION

BIDDER’S NAME:

STREET:

CITY, STATE, ZIP:

ROUTINE SERVICE CONTACT PERSON

VENDOR DESIGNATED PERSON RESPONSIBLE FOR ACCEPTING AND SCHEDULING ROUTINE SERVICES. THE TOWN MUST BE ABLE TO CONTACT THIS PERSON DURING BUSINESS HOURS 6:30 A.M. THROUGH 3:00 P.M.

NAME:

TELEPHONE NO:

CELLULAR NO:

FACSIMILE NO:

EMERGENCY SERVICE CONTACT PERSON

VENDOR DESIGNATED PERSON RESPONSIBLE FOR ACCEPTING AND SCHEDULING EMERGENCY SERVICES. THE

TOWN MUST BE ABLE TO CONTACT THIS PERSON DURING NIGHTS, WEEKENDS, AND HOLIDAYS.

NAME:

TELEPHONE NO:

CELLULAR NO:

E-MAIL ADDRESS:

FACSIMILE NO:

SCHEDULE A

LOCATION #1

Company A Firehouse 302 Ball Pond Road

New Fairfield, CT 06812

ITEM # SYSTEM/MODEL SERIAL #

Generator #1 80 KW Cummins DSFAE 1405265 (Diesel)

E140678024

LOCATION #2

Ball Pond Firehouse

Fairfield Drive New Fairfield, CT 06812

ITEM # SYSTEM/MODEL SERIAL #

Generator #1

Mezz

CENTURIAN 25KW

RTSD100A3

QT02516ANSX 6722322

6673740

LOCATION #3

Squantz Pond Fire House

225 Route 39 New Fairfield, CT 06812

Generator #1 ELLIOTT 50RD BU08J374

LOCATION #4

Police Department 302 Ball Pond Road

New Fairfield, CT 06812

Generator #1 CAT 100KW Unknown

LOCATION # 5

Public Works Department

188 Route 37 New Fairfield, CT 06812

Generator #1 KATOLITE 50KW 647069-78336

LOCATION # 6

Annex Building 3 Brush Hill Rd

New Fairfield, CT 06812

ITEM # SYSTEM/MODEL SERIAL #

Generator #1 KOHLER 40KW

PROPANE

33D7GMGF0026 0780682

LOCATION # 7

29 Bogus Hill Communication Site (Former) Girls Scout Camp New Fairfield, CT 06812

Generator #1 Guardian 17/16KW LP 6261328

LOCATION # 8

Tower Hill Communication Site 212 Tower Hill Rd

Patterson, NY 12563

Generator #1 KOHLER 40KW DIESEL 40ROZJ61

LOCATION # 9

Drop Off Center (Mobile Units)

41 Bigelow Rd New Fairfield, CT 06812

Generator #1

Taylor Mobile /350KW IT9TG16208R781

06221985 Generator #2 Taylor Mobile/ 175KW 1T9TG14267R781066

20514 Generator #3 Taylor Mobile/ 300KW 1T9TG22380R781030

23463

BID SHEET for Town of New Fairfield. Generator Maintenance

I, _________________________________ have received the following contract documents,

1. BID Document # 2025-26PWD4,

2. Posted addenda numbered: thru , posted at www.newfairfieldct.gov and have included their provisions in my Proposal. I shall supply all, materials, equipment, technical service, insurances, applicable taxes, licenses, etc., in accordance with all of the contract documents, to supply and deliver the following parts as detailed below.

Manufacturer Output Serial # Fuel Location Comprehensive Maintenance per year

Basic w/scan per service

Load Test Sample Fluid

Testing Cummings

DSFAE14052

80KW E140678024 Diesel CO A Fire

House

Generac 25KW QT02516ANS X 6722322

Propane Ball Pond

FH

Elliott 50RD BUO8J374 Diesel Squantz Pond FH

CAT 100KW Unknown Diesel Police Dept

Katolite 50KW 647069- 78336

Diesel PWD $ $ $

Taylor Mobile

350KW 1T9TG16208

R781062-

21985

Diesel DOC $ $ $

Kohler 40KW 0780682 Propane ANNEX $ $ $ Generac 17KW 6261328 Propane Bogus Hill $ $ $ Kohler 40KW 40ROZJ61 Diesel Tower Hill $ $ $ Taylor Mobile

175KW 1T9TG14267

R781066-

20514

Diesel DOC $ $ $

Taylor Mobile

300KW 1T9TG22380

R781030-

23463

Diesel DOC $ $ $

ADDITIONAL PRICING

1. Load banking on any generator 15KW or above $ per generator

2. Emergency Call (24 Hours) $ per hour, per call including holidays and weekends

ADD ALTERNATE

1. The Town has an interest for a bidder that may have generators available for rent when needed.

Discuss the company’s ability to respond to the need and the cost associated with the rental.

$ cost per rental Response time http://www.newfairfieldct.govorg/

For the purpose of emergency preparedness, the following information is crucial in assessing your company’s ability to support and respond to an emergency.

Total number of company employees (all branches)

Total number of mobile service technicians

List company branch locations

Do you have 24-hour emergency services?

Please list cost per hour of emergency service $ per hour

What is your typical response time, from time of call to arrival on site?

Do you own a rental fleet of generators?

Please list cost for rental of fleet of generators $ Included price per generator and make

Do you have rental cables?

From kw to kw

Are you able to install an emergency rental generator?

Are you capable of servicing and repairing Automatic transfer switches?

List and describe brand

Are you capable of servicing and repairing paralleling Switch gear?

List and describe brand

Are your technicians factory trained and certified?

List all that are EGSA certified

List and describe types of certifications (gensets, switchgear, and transfer switches)

Do you have infrared test capabilities?

Describe methods and equipment

Do you stock spare parts for emergency services?

Main Facility Branches Vehicles

What is your estimated delivery time for non- Stocked items?

Are you able to do top end overhauls?

Are you able to do complete overhauls?

Submitted by

(Company)

Name of Authorized Representative Signature Date

2026 2027 Generator Maintenance Service

Bid Sheet (Return this form to the Purchasing Agent)

GENERATOR HOURLY LABOR RATES (DURING NORMAL BUSINESS HOURS)

Electrical Generating Systems Association

(EGSA) Technician

(EGSA) APPRENTICE $

GENERATOR HOURLY LABOR RATES (EMERGENCY CALLS)

Electrical Generating Systems Association

(EGSA) Technician

(EGSA) APPRENTICE $

INSTRUCTIONS TO BIDDERS

Sealed bids will be received at the Office of the Purchasing Agent, 3 Brush Hill Road, New Fairfield, CT 06812 until the time and date specified on the cover sheet. Bids received later than the time specified will not be accepted. Amendments to or withdrawal of any section of the submitted bid received later than the time & date set for the bid opening will not be considered.

Bid proposals must remain in effect for a minimum of 30 days unless otherwise noted elsewhere in the bid specifications.

If it becomes necessary to revise any part of the RFP or these Specifications or otherwise provide additional information, an addendum will be issued by the Owner and published on the Town of New Fairfield website www.newfairfieldct.gov or the DAS website https://portalct.gov/DAS/CTSource/BidBoard. It is the sole responsibility of the Bidder to consult the Purchasing Department or Town website (Invitation to Bid section) prior to submittal of their final proposal for any addendums to this request. Failure to acknowledge receipt of amendments in accordance with the instructions contained in the amendment may result in the proposal not being considered.

BID DOCUMENTS: are available upon receipt of this invitation (if not attached) over the internet at the Town’s website: www.newfairfieldct.gov. Adobe Acrobat reader is required to view this document. If you do not have this software you may download at no cost from Adobe at http://www.adobe.com. Businesses without internet access may obtain a copy of the bid by contacting the Purchasing Agent’s Office, Town Hall Annex, 3 Brush Hill Road, New Fairfield, CT 06812, (203) 312-5653.

BID BONDS: if applicable, shall be in the amount of 5% of the total bid made out in favor of the Town of New Fairfield and issued by a Surety company acceptable to the Town of New Fairfield, and must accompany each bid. A certified check in the same amount may be submitted in lieu of the bid bond. Bids submitted without Certified Check or Bid Bond will not be accepted.

The Town of New Fairfield will not be held liable for the accrual of interest on any check held by the Town in conjunction with this bid. All checks or bid bonds will be refunded to the unsuccessful bidders after award of the bid. The deposit check or Bid Bond of the successful bidder will be held in escrow until such time as the Town determines that the bidder has or will meet their obligations as stated by the bid. If the bidder fails or refuses within a reasonable time after due notice that the contract has been awarded, to execute the same, an amount representing a loss to the Town by reason of such failure shall be retained and paid into the Town treasury.

REPLIES: whether bid or no bid, must have the bid number clearly identified on the outside of the envelope. Bidders not marking the envelopes with the Bid number and date/time of opening on the envelope will have no recourse against the Town of New Fairfield or its employees. Such bidders run the risk of the bid being opened prior to the scheduled Bid Opening time. Once opened such bids are public record. Any alleged oral agreement made by a bidder or contractor with any agency or employee of the Town of New Fairfield will be disregarded.

FREIGHT: Prices quoted shall be net delivery F.O.B. New Fairfield, CT. All bid prices must include prepaid delivery, assembly, and/or installation (ready for operation and/or use) of all equipment and/or materials to the individual locations(s) as designated by the Purchasing Agent.

All bid prices are to be submitted on the sheets provided for this bid. Quantities and pricing are to be listed in accordance with these sheets.

QUESTIONS: Request for interpretation of any portion of the bid may be made by telephone to the Purchasing Agent at 203-312-5653. All replies will be given verbally and a copy of any such http://www.newfairfield.org/ https://portalct.gov/DAS/CTSource/BidBoard inquiry and advice (if deemed vital to the bid by the Purchasing Agent) will be made available to each prospective bidder in the form of an addendum. Bidder should check the Town’s website for addendums/updates 48 hours prior to the bid opening.

IDENTICAL BIDS: In the event of receipt of identical bids as to offerings, delivery, service, content, price, etc., the bid will be awarded in accordance with the information contained in the bid document, based on first received as to date and time of receipt of the bid.

NON-COLLUSION STATEMENTS: In order for bids to be considered, a non-collusive statement must be submitted with the bid. A sample non-collusive bid statement is attached.

Bidders may elect to submit their own notarized non-collusion statement.

CONDITIONAL, QUALIFIED OR NON-RESPONSIVE BIDS/PROPOSALS: All bids/proposals shall be submitted in the form and manner as indicated by the bid documents and bid forms. Any proposal which is not submitted in the form and manner indicated by the bid documents or which contains information, statements, conditions, or qualifications which place conditions or qualifications on the proposal submittal for purposes of making an award, or which alter any proposal terms, conditions, specifications, or forms, which has not been previously approved by written addendum from the Purchasing Agent, or which does not meet legal requirements, shall be declared as a qualified, conditional, or non-responsive proposal and shall be rejected without further consideration. Any proposal response that does not fully respond to and comply with all detailed specifications or requests for information, including execution of proposal forms, may be declared “non-responsive” and recommended for rejection. The Town of New Fairfield shall not be responsible for any errors or omissions by the Offeror.

CONTRACT: A response to an Invitation to Bid (ITB) is an offer to contract with the Town of New Fairfield based upon the terms, conditions and specifications contained in the Town’s ITB.

Bids do not become contract unless and until executed by the Town.

CONFORMITY WITH CONTRACT:

In the event the Town determines that the service performed or materials furnished by the Contractor are defective, not in conformity with the contract requirements, or has resulted in an inferior or unsatisfactory level of service, the Town shall order the Contractor, in writing, to correct the nonconforming condition with seven (7) days of receipt of letter. Upon failure of the contractor to comply, the Town shall have the authority to correct the condition by other means, including the use of Town employees or by separate contract. The costs of the action taken by the Town shall be deducted from any Monies due or to become due to the contractor under this contract. Notwithstanding the above notice provisions, if the Town determines that a condition exists which may adversely affect the health or safety of a person or property, the Town shall order the Contractor to correct the condition immediately. Upon the refusal of the Contractor to comply with the order or a determination by the Town that the Contractor is unable to correct the condition, the Town shall have the authority to correct the condition by other means without further notice. Should the Contractor fail to adhere to the specifications and requirements, the Town may, at its option, withhold any payments due until such time as the nonconforming items are corrected. The Town may also assess financial penalties as described in these specifications.

If the Town has cause to correct a condition that, in the Town’s opinion, should have been done by the Contractor, the Town may elect to assess financial penalties and/or the additional cost to the Town to obtain other means to correct the nonconforming item. Continual or intentional breaches of contract will be causes for termination.

CANCELLATION:

The Town reserves the right to cancel any unfulfilled portion of the contract (30-day notice) providing, in the opinion of the Department of Finance, services and/or materials supplied by the Contractor is not satisfactory or consistent with the terms of the contract. Upon cancellation, the maintenance charges will be prorated over the period the contract has been in force, however, the Contractor shall not be entitled to any profit on unfinished or unearned work.

SUBCONTRACTING:

The Contractor may utilize the services of Subcontractors subject to the approval of the Town of New Fairfield. The Contractor shall list all Subcontractors they intend to subcontract to, with a specific description of the services each Subcontractor is to perform. The Contractor shall not award work to any Subcontractor other than those submitted with their qualifications proposal without the prior written approval of the Purchasing Agent.

All Subcontractors shall be required to carry the same insurance, and under the same conditions, as specified for the Contractor. Nothing contained in the Contract established between the Contractor and the Town of New Fairfield shall create any contractual relationship between the Town of New Fairfield and any Subcontractor.

TAXES: Omit all State and Federal taxes from the bid. The Town of New Fairfield is exempt from the payment of taxes imposed by Federal government and/or the State of Connecticut.

OWNERSHIP OF DOCUMENTS: All documents, including drawings, plans, specifications, videotapes, or other documents or maps prepared by a contractor pursuant to any agreement arising from this bid shall become the property of the Town of New Fairfield upon completion of the project or any termination of the project prior to the completion of the project.

LEGALITY: All bid offers for commodities, work, materials, or equipment hereunder shall comply in every respect with the laws, specifications and requirements of the State of Connecticut and the Federal government. Contractor will comply with the provisions of the Connecticut Fair Employment Practices Law.

LANGUAGE DISPUTES: Any disputes over the interpretation and/or meaning of any individual terms, conditions, and/or language within this Request for Bid/Proposal document shall be resolved by and at the sole discretion of the Town Purchasing Agent in a manner that is in the best interest of, and best advantage to, the Town of New Fairfield, provided any such interpretation shall be reasonable.

RESPONSIBILITY: The Contractor shall save the Town of New Fairfield, its agents or employees, harmless from liability of any kind for all claims of labor payments and materials furnished for this work, and for use of any copyrighted or uncopyrighted composition, secret process patented or unpatented invention, article or application furnished or used in the performance of the contract of which the Contractor is not the patentee, assignee, or licensee. The successful bidder agrees to indemnify and hold harmless the Town of New Fairfield, its agents, and employees from any and all liability arising out of the successful bidders’ operations, functions and/or supplied items.

The successful bidder, vendor, and/or contractor must protect all property of the Town of New Fairfield (i.e., all floors, furniture, grass, land, etc.) from injury or other damage. Any damage so caused must be repaired by contractor/vendor at his/her own expense. At the completion of work, the vendor and/or contractor must remove from the premises all surplus materials and all debris created by same. The premises must be left in a broom-clean and finished condition acceptable to the owner or its agents. Successful bidder will furnish adequate protection from damage for all work and to repair damage of any kind, for which he or his workers are responsible, to the premises or equipment to his own work or to the work of other contractors.

DEFAULT: It shall be understood that a bidder supplying equipment and/or supplies will be considered to be in default if/when they have not delivered the item(s) within the time constraints listed in this document or subsequent purchase orders and/or contract. Bidders providing a service and/or construction will be considered to be in default if/when they have failed to meet the completion date set forth in this document or its subsequent contract and/ or purchase orders and/or they have ceased work on the project for a period of fifteen (15) working days, cumulative or consecutive.

TRADE NAME REFERENCES: Any and all references to trade names, types, styles, model numbers, stock numbers, or catalogs are intended to be descriptive only and not restrictive. The intention is to indicate to bidders the type and quality of the articles and or materials that will be satisfactory. When reviewing the information, it is the responsibility of the prospective bidder to inform the Town of New Fairfield of any discrepancy that is found (i.e., number listed does not fit item description). Bids received on other makes or models with reference to other catalogs will be considered. The bidder is to clearly state in his/her bid exactly what he/she intends to furnish and to furnish with his/her bid a cut or illustration or other descriptive matter that will clearly indicate and give specification as to the product he/she proposes to furnish. Where a bid is offered on an item other than the trade standard used in the specification the item should be identified on the bid form by entering the MAKE, TRADE NAME AND MODEL NUMBER. It is understood that any substitute and/or alternate that might be offered are guaranteed by the bidder to be of equal or better quality than is referenced in the bid. The item(s) must be equivalent as to function, basic design, type and quality of material, method of construction and any required dimensions. It shall be further understood that during original as well as subsequent shipments spot checks will be performed to insure that the items received are in fact the items offered in the bid. When received, should items/materials prove to be different from what was bid in any way, the bidder agrees to the return of the items and agrees to supply correct items (per bid specifications) at the bidders expense. In the event this return action is required, it is understood the bidder may be subject to removal from the Town’s approved bidder’s list. Bidders are cautioned that surplus, seconds, factory rejects, floor samples, close outs, or distressed items are not acceptable and shipments of substitutions, defective or shop-worn equipment will be returned for a full refund at the vendor’s expense.

QUANTITY: The quantities and/or materials listed in the specifications/bid sheets may be increased or decreased by the Town of New Fairfield or its designated representative based on actual need at the time the purchase orders are placed.

QUALITY: The Town of New Fairfield reserves the right to reject any proposal in whole or in part offering equipment and/or materials and/or services that in its or its agent’s opinion does not meet the quality standards desired. Such decision is final and not subject to further recourse by the bidder.

SAMPLES: forwarded by the bidder will be returned to the bidder at his request and expense.

Requests for return of samples must be submitted in writing at the time the sample is given to the Town of New Fairfield or its representative. Samples not returned to the bidder will be disposed of at the discretion of the Town of New Fairfield or its designated representative. Large pieces of equipment submitted for evaluation and inspection are to be picked up by the bidder within 30 days of the bid opening date. The Town of New Fairfield or its designated agent will dispose of items not picked up within 30 days.

AWARD: It is the intent to award this bid in its entirety to one bidder; however, the Town reserves the right to award the bid line item by line item if it is deemed in its best interest to do

so. In addition, bidders are advised that should budgetary constraints dictate, part, and/or all the items in this bid may be rejected. This decision shall be considered final and not subject to recourse by the bidder.

In determining the lowest or highest responsible bidder, the Town reserves the right to consider, in addition to price, the compatibility, quality, cost of maintenance and availability of parts, experience and/or past performance of the bidder, sufficiency of the financial resources of the bidder as relates to the offerings as well as the ability of the bidder to provide future maintenance and service.

Documents previously submitted to the Town of New Fairfield will not be considered as satisfying submission requirements for this bid.

No bidder can claim any contract rights by virtue of bidding alone. Awarding of the contract means actual written notice by letter and a properly executed purchase order to the bidder or bidders to whom the bid has been awarded.

LIQUIDATED DAMAGES: The successful bidder, upon his/her failure or refusal to deliver the item(s) or perform the service(s) within the time requested, or offered, shall forfeit to the Town as liquidated damages for such failure or refusal, an amount equal to the surety deposited with his/her…